Davenport Central High School Athletic Booster Club Bylaws

Contents: 

BYLAW 1: PURPOSE

BYLAW 2: MISSION 

BYLAW 3: ORGANIZATION 

  1. Booster Membership 
  1. At-Large Voting Members
  2. Non-Voting Members
  3. Non-Executive Club Positions
  1. Marketing and Communications Coordinator
  2. Spirit Wear Coordinator

        d. Executive Officers 

i. President

ii. Vice President

iii. Treasurer 

iv. Secretary 

        

e. Role of the Athletic Director

        f. Role of Coaches

  1. Standing Committees

                a. Booster Bash

                b. Golf Outing

                c. Derby- Coaches Appreciation Event

                d. Coaches Engagement

BYLAW 4: OPERATIONS

        A. Regular Meetings 

B. Special Meetings

C. Electronic Meetings

D. Voting

E. Use of Funds for State Qualifiers

BYLAW 5: ORDER OF BUSINESS

  1. Regular Meeting
  2. Special Meeting

BYLAW 6: ELECTION OF OFFICERS, AT-LARGE VOTING MEMBERS, AND NON-VOTING MEMBERS

  1. Election of Executive Officers
  2. Election of At Large Voting Members
  3. Election of Non-Voting Members

BYLAW 7: RESIGNATIONS/REMOVAL FROM OFFICE

  1. Resignation
  2. Removal for Attendance
  3. Removal for Conduct

BYLAW 8: QUOROM

BYLAW 9: AMENDMENTS

BYLAW 10: TRUE AND CURRENT BYLAWS 

BYLAW 11: CONFLICT OF INTEREST 

The Davenport Central High School Athletic Booster Association approved V1.0 of the Bylaws on: 

President: ______________________________________ 

        Date:  _________________ 

BYLAW 1 - Purpose

The Davenport Central High School Boosters Club provides vital financial and organizational support to all athletic programs at Davenport Central High School recognized by the Iowa High School Athletic Association. Our purpose is to raise funds and resources to ensure that student-athletes have access to the equipment, uniforms, facilities, and support necessary to compete at the highest level. We are committed to enhancing the student-athlete experience, promoting school spirit, and honoring the proud tradition and prestige of Davenport Central High School through excellence in athletics.

BYLAW 2 – Mission

The mission of the Davenport Central High School Boosters Club is to actively support and strengthen all athletic programs through dedicated fundraising efforts and community engagement. By organizing events and outreach initiatives, we encourage local businesses, alumni, parents, and supporters to contribute their time, money, and resources for the betterment of Blue Devil Athletics. The funds we raise are distributed equitably across all athletic teams to ensure they have the tools and support necessary to compete successfully. Through our efforts, we strive to foster school pride, promote team spirit, and uphold a tradition of excellence at Davenport Central High School.

BYLAW 3 - ORGANIZATION 

  1. Booster Membership 

The Booster Association membership shall be open to: Parents of CHS student-athletes, Parents of former CHS student-athletes, CHS Alumni, and CHS coaches, teachers and administrators, both past and present who desire to support the current and future success of CHS athletics. 

  1. At-Large Voting Members are board members who currently have current or future student-athletes at Davenport Central High School, have requested to serve on the Booster Club Board, and have been approved to serve by a majority vote of the Booster Club board. At-Large voting members have full voting rights on board issues.
  2. Non-Voting Members are supporters who do not have current or future student-athletes at Davenport Central High School but choose to volunteer their time or resources to support the booster club. Non-voting members are not executive officers or at-large voting members and are unable to vote on board issues. 
  3. Non-Executive Officer Club Positions
  1. Marketing and Communications Coordinator - The duties of the Marketing and Communications Coordinator should include, but not limited to: 
  1. Maintain the Booster Club Website and Web Domain. 
  2. Update the Booster Club Social Media pages with relevant Booster Club event information. 
  3. Share success stories and Good News Stories of Davenport Central Athletics. 
  1. Spirit Wear Coordinator- The duties of the Spirit Wear Coordinator should include, but not limited to:
  1. Maintain an Inventory of spirit wear for sale by the Booster Club.
  2. Coordinate staffing for selling spirit wear at various sporting events and school events.
  3. Make recommendations to the board on purchasing spirit wear for the store.

  1. Executive Officers: Executive Officers shall consist of: 
  1. President 
  2. Vice President 
  3. Treasurer 
  4. Secretary 
  1. Only parents/guardians of current or future student-athletes attending Davenport Central High School are eligible for election to executive board positions.
  2. An executive officer shall have one vote on all matters concerning the booster club; regardless of the number of positions a member may hold.
  3. The Executive Officers plus the voting at-large members shall constitute the "Board" of the Davenport Central High School Athletic Booster Club.   
  4. Spouses cannot serve in more than one executive officer position at the same time.

The duties of the Officers are outlined as follows: 

  1. President - The duties of the President shall include, but not limited to: 
  1. Serve as the executive officer of the Boosters and represent it as necessary. 
  2. Prepare the agenda for and preside over all meetings of the Boosters. 
  3. Call all regular and special meetings of the Boosters. 
  4. Appoint members to any standing committee as needed. 
  5. Coordinate fundraising activities approved by the boosters with the appropriate standing committees. 
  6. Create ad-hoc committees as necessary and appoint members to any ad-hoc committee. 
  1. Vice President - The duties of the Vice President shall include, but not limited to:
  1. Preside over Boosters meetings in the absence of the President.
  2. Assist the President in appointing members to any standing committees.
  3. Assist the president in Coordinate fund raising activities approved by the Boosters with the appropriate standing committees. 
  4. Administer access control of the users who are allowed or denied access to various electronic applications used by the Booster club. 
  1. Treasurer - The duties of the Treasurer shall include, but not limited to: 
  1. Maintain a checking account in the name of Davenport Central High School Athletic Booster Association. The Treasurer's name shall be on the signature card for each account established by the Boosters. The second name on the accounts shall be determined by the Board. 
  2. Pay all bills and debts of the Booster Association as directed by the Board.
  3. Deposit all Booster Association income into the checking account in a timely manner. 
  4. Ensure that all necessary insurance premiums are paid. 
  5. Ensure annual tax returns are prepared, filed, and paid. 
  6. The fiscal year shall be July 1- June 30. 
  7. Present a financial status report at each regular Boosters meeting to include sub-account balances for each team. 
  8. Prepare a year-end annual report no later than August 1. 
  1. Secretary - The duties of the Secretary shall include, but not limited to: 
  1. Take and maintain an accurate and permanent record of all proceedings of the Booster Club meetings. 
  2. Present minutes of the previous month's meeting at each monthly meeting.
  3. Prepare and distribute minutes to all Board members prior to the next regular Booster meeting. 
  4. Coordinate the publication and/or distribution of Booster information in the school or communication specialist 

  1. Role of Athletic Director
  1. Provide the Boosters with a roster of coaches and his/her student-athletes prior to the first game of the season.
  2. Facilitate and attend a quarterly Booster coach’s meeting prior to each athletic season. Fall, Winter, Spring, Summer. 
  3. Act as the liaison between the Athletic Programs and the Booster Club. 
  4. Offer an annual report on the athletic program at a summer board meeting. 
  5. Support the booster club in the execution of its purpose and mission. 
  1. Role of Coaches
  1. Coaches should attend the quarterly coaches meeting that occurs before the start of their season. 
  2. Coaches are encouraged to attend Booster Club meetings. 
  3. Coaches shall submit requests for funds to the Booster Club Secretary and President at least 48 hours prior to the monthly Booster Club meeting for consideration. 
  4. Coaches are welcome to attend Booster Club meetings where they are requesting funds. 

B.Standing Committees

  1. Booster Bash
  2. Golf Outing
  3. Derby- Coaches Appreciation Event
  4. Coaches Engagement

BYLAW 4- OPERATIONS

A. Regular Meetings of the Booster Club should be held on the third Sunday of each month at 6:00 p.m. The membership of the board is encouraged to attend regularly.

  1. Meetings should be held monthly. 
  2. Regular meetings can be moved from the third Sunday of each month due to holidays, school schedule, or other scheduling conflicts.
  3. Meeting time and location will be determined by the president in cooperation with the booster club.

B. Special Meetings 

  1. Special meetings may be called as necessary to address specific issues that cannot wait until the next scheduled board meeting. 
  2. Special meetings may be called by the president or any two executive officers. 

C. Electronic Meetings

  1. On rare occasions, where it becomes necessary for the Board to vote on a matter in an expedited manner, a special meeting can be called by the President, or voting can be done via electronic means. If electronic votes are to be conducted, they shall be conducted by the Secretary and will require a majority of the eligible Booster members for approval.
  2. All eligible members of the Boosters shall be notified of an electronic vote. Results of any electronic vote will be read into the minutes at the following Booster meeting. 
  3. Electronic votes shall not be permitted that significantly change the bylaws, unless the amendment procedure of presenting the proposed amendment has been made at a regular meeting and a special meeting is deemed necessary. 

D. Voting

1. All decisions for regular operations, policies, and finances shall be made by a simple majority of eligible voters consisting of Executive Officers and At-Large Voting Members.

A. At-Large Voting members are eligible to vote once elected by a simple majority of the booster club at the annual June membership meeting or by a simple majority of the booster club at any regular booster club meeting where quorum is met. 

B. Executive Officers are eligible to vote at every meeting. 

2.  In the case of a tie, The President’s vote will be the tiebreaker. If the president is absent or unable to vote due to a conflict of interest, the vice-president will be the tie breaker. If the president and vice president are absent or unable to vote due to a conflict of interest, the treasurer will be the tie breaker. If the president, vice-president, and treasurer are absent or unable to vote due to a conflict of interest, the secretary will be the tie breaker. If all executive officers are absent or unable to vote due to conflict of interest the athletic director will be the tiebreaker.

E. Use of Funds for State Qualifiers: The board has approved standard use of funds for Davenport Central Student-Athletes who qualify for and participate in state.

1. The booster club will provide each state participant with $25 per diem.

2. Requests for these funds should go to the executive officers.

3. No vote is required by the board.

BYLAW 5- ORDER OF BUSINESS 

  1. Regular Meeting: the order of business at all regular Board meetings shall be: 
  1. Call the meeting to order 
  2. Roll Call/Attendance
  3. Reading of the minutes and approval of said minutes 
  4. Reading of the Treasurer's report 
  5. Reports of the Executive Officers and Standing Committees 
  6. Old business 
  7. New Business 
  8. Remarks from the membership
  9. Adjournment 
  1. Special Meeting: The order of business at special meetings shall not follow the regular Board meeting format as set forth above. A special meeting shall address only the topics or items for which the meeting was specifically called. 

BYLAW 6 - ELECTION OF OFFICERS, AT-LARGE VOTING MEMBERS, AND NON-VOTING MEMBERS

  1. Election of Executive Officers: Executive Officers of the Board shall be elected to staggered two-year terms (July 1 through June 30).
  1. The President and Treasurer shall be elected in odd numbered years.
  2. The Vice President and Secretary shall be elected in even numbered years.
  3. Nominations for Executive Officers shall be submitted to the Secretary by the regular May meeting.
  4. The Executive Officers shall be voted in by a majority vote of the valid members of the Booster Club at the June meeting. 
  1. Election of At-Large Voting Members: At-Large Voting Members are elected to one-year terms (July 1 through June 30).
  1. Self-nominations for At-Large voting member status should be submitted to the Secretary prior to the June Meeting.
  2. At-Large Voting members shall be voted in by a majority vote of the valid members of the Booster Club at the June meeting. 
  3. At-Large voting members can also be voted in by a majority vote of the valid members of the Booster Club at any regular board meeting.  
  1. Election of Non-Voting Members: Non-Voting members are elected to one-year terms (July 1 through June 30).
  1. Nominations for non-voting member status should be submitted to the Secretary prior to the June Meeting.
  2. Non-Voting members shall be voted in by a majority vote of the valid members of the Booster Club at the June meeting. 
  3. Non-Voting members can also be voted in by a majority vote of the valid members of the Booster Club at any regular board meeting.  

BYLAW 7 RESIGNATIONS/REMOVAL FROM OFFICE 

  1. Resignation: Any Board member may relinquish their position by written resignation. If the resignation involves an Executive Officer, the vacant position can be held on an interim basis by any Board member until a special election is held to fill the position.

B.        Removal for attendance: Any board member can be removed from their position if they have 3 consecutive unapproved absences. An unapproved absence is defined as missing a regularly scheduled monthly meeting without letting the president or vise-president know of the absence prior to the meeting. In such cases any board member can make a motion to remove due to conduct. If the motion is seconded, it passes with a simple majority. Note that before removing a board member for lack of attendance they should be made aware of their lack of attendance and be given an opportunity to improve their attendance. 

C.        Removal for conduct: There may also be times when a member’s conduct warrants the action of removal by the organization. Examples include things like incidents that decrease trust, accusations of harassment, representing the organization poorly, illegal conduct, etc. In such cases any board member can make a motion to remove due to conduct. If the motion is seconded, it passes with a simple majority. Note that removing a board member due to conduct should be a rare occurrence and the removal of the board member should be given serious consideration.  

BYLAW 8 - QUOROM 

Decisions shall be made by vote of a majority of those present and eligible to vote at any meeting at which there is a quorum. A quorum is 50% of the voter eligible booster club members. 

No Booster business shall be conducted without having a quorum present.

BYLAW 9 - AMENDMENTS 

Amendments to the bylaws shall be introduced to the Boosters at a regular monthly meeting. The proposed amendment shall be read by the Secretary and discussed by the booster club members. The proposed amendment will be voted on by the eligible booster members present and passed by a simple majority vote. 

BYLAW 10- TRUE AND CURRENT BYLAWS 

The True and Current Bylaws are to be maintained by the Booster Club Secretary. A copy of the Bylaws shall be posted on the Booster Club Website. 

The Booster Club Bylaws should be reviewed, updated, and signed by the president every two years concurrent with election of the office of president.

BYLAW 11 – CONFLICT OF INTEREST 

  1. Whenever a booster club member has a financial or personal interest in any matter coming before the board, the affected person shall a) fully disclose the nature of the interest and b) withdraw from discussion, lobbying, and voting on the matter.
  1. For example: child on the athletic team requesting funds from the booster club, spouse is the coach for the athletic team requesting booster funds, member is the coach requesting funds for the athletic team. 

B.        Any transaction or vote involving a potential conflict of interest shall be approved only when a majority of disinterested voting members determine that it is in the best interest of the Booster Association to do so. The minutes of meetings at which such votes are taken shall record such disclosure, abstention and rationale for approval.