LUBBOCK CHRISTIAN ATHLETIC BOOSTER CLUB BYLAWS ARTICLE I NAME The name of the association shall be the Lubbock Christian High School Athletic Booster Club. ARTICLE II MISSION STATEMENT The mission of the Lubbock Christian Athletic Booster club is to support athletic activities at Lubbock Christian Schools. ARTICLE III MEMBERSHIP AND DUES Membership shall be open to all parents of Lubbock Christian Schools students, Lubbock Christian Schools alumni and friends of Lubbock Christian Schools. Annual dues, determined by the Board of Directors, will be per family and will cover the period of July1- June 30. A. Membership in the booster club entitles members to certain privileges. a. Purchase Eagle Passes b. Game Film Reviews c. And other benefits B. Membership shall include all who pays annual dues to support the club s purposes. Note: sample of booster club dues: $10.00 per family in one case; in another $3.00 per person; as determined by Lubbock Christian Booster Club Executive Committee. 1
ARTICLE IV MEETINGS The Booster Club Executive Committee will be the first Monday in each month August through May. All Executive Committee meetings are open to the full membership of the Booster Club. Note: All Executive Committees meet monthly. General Booster club meetings are held at various times as determined by the bylaws. Note: If no pressing items or on the agenda, the President can elect to reschedule meeting to the next month s meeting. The regular business meetings of the Booster Club will be held at the beginning and end of each athletic season (fall, winter, spring). Note: Regular business meetings can also be scheduled quarterly and/or semi annually. This scheduling decision will be made based on what works best with the membership. Section 6. The President may call special called membership meetings. A seven (7) day notice shall be provided to the membership by email or LCS web page notice. The President may call special executive committee meetings as required. The meeting place of the booster club will be an appropriate location on the high school campus, large enough to accommodate the attendees. Committee Meetings (see Article VIII) can take place before or after Executive Committee meetings or Regular business meetings. Meeting times of each specific committee will be by the Chair of the individual committee. Note: A seven (7) day notice of specific committee meetings shall be provided to the membership by email or LCS web page notice. ARTICLE V EXECUTIVE COMMITTEE The Executive Committee shall consist of the President Elect, President, Treasurer, Secretary, Past President, Team Representatives and the At Large Representative. The Executive Committee shall be responsible for the following: 1. The day-to-day operation and activities of the Booster club 2. Receive reports and recommendations from various committees, approving them for presentation to the full Booster club membership. 3. Receive reports and recommendations from the Lubbock Christian Schools Athletics Director, approving them for presentation to the full Booster club membership. 2
4. Establish the Athletic Booster Club Budget. Terms of Executive Committee Offices 1. The term of office of a President shall be three (3) years. During the term this person will serve in the positions of President Elect, President, and Past President. The president is eligible to serve a second consecutive 3-year term. 2. The term of Athletic Representatives shall be 1 (one) year. The representatives are eligible to serve 2 (two) consecutive terms. At the winter meeting, the President shall appoint a nominating committee. The nominating committee will prepare a slate of candidates to be presented at the spring meeting. A) President Elect B) Treasurer C) Secretary D) Receive nominations from LCHS Athletic Teams for Athletic Representatives The nominating committee will present the slate of candidates to the Members at the spring meeting. All members will be eligible to vote for the following offices: President Elect, Treasurer, Secretary and Athletic Representatives. All Booster club members will vote on the Executive committee individually or as a slate. Nominations for the Executive Committee may be made from the floor. The outcome of the election will be decided by a plurality of votes. Section 6. Section 7. A quorum of the membership must be present for the purpose of conducting business. A quorum shall consist of a majority of the Executive Committee members and members of the at large membership. Voting by the general membership will decided by a simple majority. Note: Each board member would have one (1) vote; the exception would be when a husband and wife both serve on the Executive Committee. The family would have only one (1) vote. ARTICLE VI ATHLETIC REPRESENTATIVES The Athletic Representatives shall be selected from each athletic organization within the Lubbock Christian High School system that the Booster club generates revenue from concessions and one At large representative will represent all other sports groups that are not able to generate revenue from concession. These Athletic Representatives shall be chosen from the following sports: Volleyball, Football, Basketball, Baseball, Softball, and At large. (Representing other sports such as Track, Cross-County, Golf, Tennis, Cheerleading and Jr. High Sports.) The Athletic Representative shall, in coordination with the Team Coach, organize and mobilize the parents involved in the respective sport in an effort to achieve the objectives of the Athletic Booster 3
Club. Section 6. Section 7. The Athletic Representative may appoint committees to assist in responsibilities. In sports with multiple teams, the Athletic Representative shall appoint an individual to coordinate that team s Booster Club activities. The Athletic Representatives are a part of the Executive Committee. The Athletic Representatives may have meetings at their discretion to meet their responsibilities. Every year the Executive Committee will evaluate each sport to determine if a sport should be represented Individually or At Large. These evaluations will take place prior to the call for nominations. ARTICLE VII OFFICER DUTIES The president shall preside at all regular meetings and special meetings of the Executive committee. The President shall be responsible for setting the agenda of official Booster club meetings. The President shall provide leadership, organization and direction to the club. The President shall be the liaison with the Athletic Director and the school Administration for all official booster club matters. The president shall also serve as official spokesperson for the booster club. The Past President shall preside at meetings when the president is absent. The Past President will assume the duties of the president in the event of death or incapacity and shall assume the duties for the balance of the term. The Treasurer shall have the charge and custody of and be responsible for all funds and securities of the Booster club. The Treasurer shall insure that the money handling guidelines will be followed. The Treasurer shall balance and maintain financial statements for all Booster club Activities; report profit and loss on fundraising activities and concessions, pay bills, set up and maintain banking functions. The Treasurer shall present budget report and monthly transaction report of the club monies at the monthly meeting. The Secretary shall keep the minutes of the meetings, see that all notices are duly given in accordance with the provisions of the Bylaws, be custodian of the club records and keep a register of the mailing address of each member. The Secretary will present the minutes of the previous meeting at the current meeting for acceptance. The President Elect will provide support primarily to the President. These duties will primarily focus on strategic planning, South Plains Fair Booth(s) and other fund raising activities. The President Elect shall be a member of the Executive committee. ARTICLE VIII COMMITTEES Standing committees of the Athletic Booster club shall be: 4
1. South Plain Fair committee: the operations and supplies and at the South Plain Fair. Establish and maintain manpower for the Food Booth. Explore other vending options. 2. Concession committee: to establish and maintain the operations and supplies and manpower for the concession stands at the various athletic venues during the regular season. 3. Athletic Banquet committee: to plan and coordinate the athletic banquet that is held yearly. 4. Finance committee: to establish prudent, written money handling practices of the Booster club and review these practices each year. 5. Budget Committee: to prepare a budget to be presented and voted upon at the fall meeting. 6. Audit Committee: to conduct an audit of the booster club s financial record. 7. Scholarship Committee: to determine the criteria used to award scholarships and prepare a list of potential scholarship recipients to be voted on. Committee chairpersons shall be appointed as deemed necessary by the Executive committee to properly execute all programs and activities. Committee memberships shall be appointed by the committee chairperson and serve one (1) year. Committee activities shall only be undertaken with the approval of the Majority of the quorum of the Executive Committee. ARTICLE IX REVENUE All monies shall be kept in the Lubbock Christian High School Athletic Booster Club Agency Account and be paid out in such a manner as authorized by the Executive Committee governed by the following parameters: a. Purchase necessary equipment to keep the concession areas/south Plain Fair trailer equipped to function properly, as well as, meet all Health Department requirements. b. Cover the costs incurred with athletic banquet. c. Purchase athletic banners that will be displayed to recognize varsity athletic team accomplishments d. Cover the expenses of the approved athletic teams request. e. Establish a Booster Club college scholarship program. 1. One Boys and Girls scholarship. 2. Funding to be based on available funds each year. 5
3. Minimum funding $250.00 per a scholarship. Remaining funds at the end of the year shall be distributed in the following manner: a. Seed Money will remain in the club account for fund raising events and yearly start up expenses. Minimum Seed Money Funding Formula: Total Expenses from South Plains Fair Booth Total Expenses From Fall Meet The Players Night (Food, Printing, Apparel, and Etc.) Total expenses for fully stocking the MPB Concession stand for all the Aug. and Sept. Events Total expenses to get Volleyball fund raising started. Trailer Repairs and Equipment Upgrades $3,000.00 Petty Cash for miscellaneous items and cash boxes. Total Minimum Seed Money Required b. Establish a Rainey Day account. Set aside goal for this account is $10% of Gross from the South Plains Fair Booth. a. Money can only be used for the following items: i. New Concession Stands ii. Add or Replace Large Ticket ($3,000.00 or more) facilities or infrastructure items. iii. Low performance fund raising years. b. To use monies from Rainey Day account requires 2/3 Approval from total Executive Committee. The Booster Club can only encumber itself with debt provided that the following conditions are met. a. Term of debt can only be for 3 (three) years. b. Super Majority approval by 75% (seventy-five) of the total At Large members. c. Approved by LCS School Board of Trusties and the LCS Superintend. ARTICLE X REQUISTION OF FUNDS Requests for purchases from team coach shall be presented to the LCS Athletic Director and accompanied by the completed LCS Booster Club Requisition of Funds Request Form. Requests for funding will be presented to the Executive Committee by the LCS Athletic Director. Executive Committee will approve the Athletic Team Support Budget and present the approved requests to the general membership. Note: Priority will be used for equipment, Number of Student Athletes Benefited, Affect on School Image, and Active 6
participation in the following ways will be considered when evaluating requests: sell tickets, work concessions, active committee participation. ARTICLE XI COORIDNATION AND HARMONY The LCS Booster Club is made up of 4 principal entities. A. Superintendent The administrator through which the activities of the Booster Club will be approved. Minutes of all Booster Club meetings shall be made available to the Superintendent. B. Athletic Director The representative of the coaches. The Athletic Director shall be the liaison between the Booster Club Board and the Administration. C. Booster Club Executive Committee The Representatives of the LCS sports programs and athletes. D. Members The representative of the LCS Families. The LCS Athletic Booster Club must always conduct itself to promote harmony within the school and athletic programs. ARTICLE XII BYLAWS AMMENDMENTS The Bylaws may be amended process is started by a majority vote of the club members present at a meeting, providing such amendment request was presented in writing at the previous meeting. These amendment requests will then be presented to LCS Superintendent Amendment requests must be approved by LCS Superintendent and presented to LCS Board of Trusties for approval. Upon approval by the LCS Board of Trusties the Bylaws will be amended. LCS Superintendent may at any time ask the LCS Board of Trusties to amend the Bylaws. 7