Trojan Football

Millington Football Booster Club
Bylaws and Mission Statement

Article I: Name and Mission Statement

Section 1: Name

The name of this organization is the “Millington Football Booster Club”, hereinafter referred to as the “Boosters.”

Section 2: Mission Statement

The purpose of the boosters is to sponsor and encourage the Millington Football program by meeting the financial needs, offering support, providing equipment and training facilities, encouraging community involvement and promoting spirit of the program.

Article II: Vision Statement and Purpose

Section 1: Vision Statement

To enhance the athletes opportunities and the facilities at Millington Central High School, to be a community of one meeting the needs of every student at MCHS.

Section 2: Purpose
The specific purpose of the boosters is to be a non-profit organization that will raise and disseminate funds in support of the Millington Football program in a fashion deemed advisable and voted on by the Boosters. Any funds that remain at the end of the acting fiscal year of the club will be designated as funds to be used for the football program only as a non-profit. This is a public school program.

Article III: Basic Policies

The following are basic policies of the Booster Club, in common with those policies set by Shelby County Schools and Shelby County Board of Education relating to Booster Clubs. These bylaws will not be in conflict with the Shelby County Schools Policies listed for Booster Clubs.

In addition to these bylaws, the Boosters will function under the rule set by the Shelby County Board of Education, Policy #7015.2, http://www.scsk12.org/policy_manual/pm/7000/7015.2.htm
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Article IV: Specific Policies

The organization shall develop Standing Rules, which guide the Board of Directors in non-procedural subjects and shall be voted on each year by the Board of Directors.

The organization shall develop an estimated annual budget of projected income and expenses for the fiscal year.

All monies collected must be turned over to the Treasurer, President or Vice President, immediately after each event/fundraiser.

The organization shall maintain their account with a local bank.

A receipt must accompany all requests for personal reimbursement or purchases made on behalf of the organization and must be presented to the Treasurer for reimbursement within ten (10) days of the date of the receipt.

All original receipts must be given to the Treasurer within ten (10) days to be added to the financial records.

All expenditures must be approved by the Executive Board prior to purchase, and must be in accordance with the organizations Standing Rules.

The financial books shall be subject to examination by an auditor or an auditing committee of not less the three (3) member, at least one (1) of which will be a Board Member, who is satisfied that the Treasurer’s annual report is correct, and shall sign a statement of that fact at the end of the report.

Article V: Membership and Dues

Section 1: Eligibility

Membership in the Booster shall be open to parent, grandparents, guardians, family members of students, faculty, staff, Alumni and any other individual or organization supporting the purpose of the Boosters. Membership shall be made available without regard to race, color, creed, sexual orientation or national origin. The Boosters shall conduct an annual membership drive, but will admit persons to membership at any time. Only members of the organization shall be eligible to vote/participate in the business meetings and to serve in any elected and/or appointed position.

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Section 2: Term of Membership

Membership shall be from March 1 to February 28, and shall become effective for a year or portion thereof, and shall remain effective until the following February 28.

Section 3: Honorary Membership

Honorary Membership shall be awarded at the discretion of the Board of Directors. Honorary Members shall be entitled to all privileges of regular members.

Section 4: Ex-Officio Membership

Ex-Officio Members of the Millington Football Boosters may be appointed by the Board of Directors without vote. They may choose to join as regular members and then will be entitled to all privileges of regular membership.

Section 5: Dues

Each member or this organization shall pay annual membership dues by March 1 of each year as voted on by the organization. The Board of Directors will review the membership dues each year and make a decision on whether to make changes. Any changes will be posted with the bylaws each year with the date they are to take effect.

Section 6: Sponsor Level Booster Club Memberships

Sponsorship levels will be set each year to ensure that they are accurate and reflect the needs of the organization. The Board of Directors will review these levels each year to ensure their accuracy and relevance. They will be posted in the bylaws with the date they are to take effect.

Section 7: Fees

A review of the current fee structure will be made each January by the Board of Directors and be based on the current year’s budget and projected future budget need. Fee assessments approved in February will become effective March 1 of each year.

Final approval of changes to the annual fee assessment requires a simple majority vote of the quorum of the general membership.

Fees will be used to fund the Boosters player/team equipment expenses. Any changes to this structure must be approved by the general membership before the budget can be voted on for the next school year.

Section 7: Fundraising

Fundraisers will be held throughout the school year for the purpose of raising general funds for the football program.

All fundraising done by groups associated with the Millington Football program must be presented to the Board of Directors for approval thirty (30) days prior to the fundraiser.

Article VI: Officers and Their Election

Section 1: Eligibility

The privilege of holding office shall be limited to members of the organization whose dues are paid in full.

Section 2: Officers

Officers of this organization shall be: President, Vice President, Secretary, Treasurer, Concessions Officer, Facilities Officer and Fundraising/Marketing Officer.

Section 3: Nomination and Election

Nominations for office shall be made by the general membership at the January meeting. Elections will be held at the February meeting to go into effect March 1.

Only those persons who are eligible and who have signified their consent to serve if elected shall be nominated for or elected to office.

The officers shall be elected by a majority vote of those present at the annual election meeting.

Section 4: Term of Office

Officers shall be elected to serve for a term of one (1) year, or until successors have been elected.

No person may hold more than one (1) elected office at a time.

No two (2) persons from any one family may serve on the board at the same time.

Terms shall commence on March 1 and end on February 28.

Any office vacancy occurring shall be filled for the unexpired term by a person nominated or appointed by the Board of Directors.

Article VII: Duties of Officers

Section 1: President

The President shall:

Preside at all meetings of the Boosters, the Boosters Board and other committees as necessary and shall present an agenda for each meeting.

Be a member Ex-Officio of all committees.

Appoint all committee chairpersons subject to the ratification of the Board.

Coordinate the work of officers and committees in order that the purposes of the organization may be promoted.

Shall sign all formal correspondence relating to Millington Football Booster Club.

Shall co-sign as required for all expenditures of booster funds.

Shall review and insure that all records (Secretary's, Treasurer's, and Committees) are current at the end of (the fiscal year before transferring to successor.

Shall perform other duties as deemed necessary by the organization.

Section 2: Vice President

The Vice President shall:

Act as an aide to the president and shall perform the duties of the president in the absence or inability of that officer to act, to include co-signing on expenditures of Booster funds as needed.

Act as the Board's Point of Contact for all Special Projects/Events and forward information as required to the Board members as needed.

Prepare and maintain records that will be forwarded to their successor to assist in continuity.
Assist other Board Members as necessary.

Section 3: Secretary

The Secretary shall:

Keep an accurate record of the proceedings of all meetings of the membership, Booster board, and read the minutes of the previous meeting at the next meeting.

Shall keep a current copy of the bylaws.

Shall keep a copy of all meeting agendas.

Shall be responsible for the preparation and counting of all necessary ballots.

Shall send correspondence deemed by the President and the Board.

Shall maintain a current list of committee chairpersons and committee reports.

Shall maintain current membership.

Shall prepare all records for transfer to successor.

Shall be responsible for all correspondence on behalf of the organization (i.e., thank you notes, meeting notices, etc.)

Shall notify members of any changes or cancellations of meetings at least 24 hours in advance of such change, if possible.

Shall keep an ongoing list of all business/contacts that have been solicited for donations and/or sponsorship.

Section 4: Treasurer

The Treasurer shall:

Receive monies of the Boosters, keeping an accurate record thereof, and shall deposit said monies in the name of the Millington Football Booster Club in a local bank approved by the Board within 72 hours of receipt.

Pay all bills as authorized by the Booster Board.

Keep an accurate record of receipts and disbursements, which is a permanent record of the Boosters. All other financial records must be retained for seven (7) years, including the current year.

Present a statement of account at every meeting of the Board of Directors and general membership meeting, and when otherwise required by the Board.

Make an annual financial report in May to the membership, including gross receipts and disbursements for the year.

File such annual reports with the Internal Revenue Service, the State of Tennessee, and local agencies as required by law.

Prepare an annual budget to be presented at the March general membership meeting for the fiscal year.

Shall prepare all records for transfer to successor.

Shall also keep an ongoing list of all business/contacts who have been solicited for donations and/or sponsorship.

Section 5: Concessions Officer

The Concessions Officer shall:

Coordinate the operation of all concessions at activities.

Ensure adequate staffing in the concessions area.

Purchase the food, utensils and condiments for the operation of the concessions.

Keep the membership informed of the concessions operation.

Follow bylaw procedures for turning monies over to the Treasurer, or board member designated by the President.

Maintain a current Property Register of all equipment purchase or maintained by the Boosters.

May be a co-signing officer for expenditures related to concessions.

Section 6: Fundraising/Marketing Officer

The Fundraising/Marketing Officer shall:

Interact with local businesses and Trojan fans to raise money in support of the Millington Central High School Football program.

Organize and manage all events ensuring maximum participation.

Create incentives to grow membership and funds for the program.

Ensure sponsors get adequate recognition for sponsorship.

Establish a Booster Club page on the Millington Central High School website.

Support the Millington Football Banquet Committee.

Section 7: Facilities Officer

The Facilities Officer Shall:

Plan and organize needed activities to improve the physical state of the football

facilities.

Manage End-Zone cookouts on Friday nights.

Provide President/Vice President with a list of needed repairs and

improvements.

Assist other board members as needed.

Article VIII: Committees

The Board of Directors may create standing committees and appoint a chairperson as deemed necessary to promote and carry out the work of this organization.

The Chairperson of each committee shall present an agenda at the

monthly general membership meeting.

The President and Vice President shall be members Ex-Officio of each committee.

Any expenditure by a standing committee must be voted on by the Board of Directors.

Article IX: Meetings

Section 1: Board of Directors and General Membership regular Meetings

The Boards of Directors shall meet at least once a month. Any member of the Boosters may attend a Board of Directors meeting.

General meetings of the Boosters shall be held at 6:00 p.m. the second Thursday of every month during the calendar year. Specific location of meetings will be determined at each meeting based on space availability.

Section 2: Special Membership Meetings

Special meetings may be called at any time, for any reason, any of the following ways:

By the Boosters President

By written request to the President by at least three (3) current Board of Directors members.

By a written signed petition by at least ten (10) general members of the Boosters. Such petition shall be presented to the President who shall call such a meeting within one (1) week of notification of members.

Section 3: Participation

The privilege of making motions, debating and voting shall be limited to members of the Boosters who are present and whose dues are paid in full.

Section 4: Quorum for General Meetings

A quorum for general membership meetings shall consist of at least four (4) officers and at least eight (8) members total. The officers may be counted as part of the eight (8). The current President shall determine if a quorum has been met before beginning a meeting.

Section 5: Voting

At general memberships meetings, all members of the Boosters may vote by voice or by written vote as directed by the presiding officer. The membership may, by majority vote, require a written ballot vote on any item. Proxy and absentee are prohibited.

Section 6: Parliamentary Procedures

Robert’s Rule of Order will govern all parliamentary debates of the Boosters. The order of business of any meeting shall be as follows:

Call to order

Minutes Presented by the Secretary

Treasurer’s report

President’s report

Vice President’s report

Concessions Officer’s report

Facilities Officer’s report

Fundraising/Marketing Officer’s report

Unfinished business

New business

Committee reports

Announcements

Adjournment

Section 7: Amendments

Amendments to these bylaws may be made at any general membership meeting by a 2/3 vote of the members present and voting, provided that notice of the proposed amendment has been given at the previous regular meeting and is on the agenda.
A committee may be appointed to submit a revised set of bylaws as a replacement for the existing bylaws by a majority vote at a meeting of the general membership of the Boosters.

Amendment, April 23, 2009: The Football Booster Club President is allowed an expenditure of five hundred dollars ($500.00) per event with a cap of one thousand dollars ($1,000.00) without Board approval. Expenditures that exceed one thousand dollars ($1,000.00) require Board approval with a majority vote to reset the amount.

Amendment, March 23, 2010: The Booster Club will maintain a two thousand five hundred dollar ($2,500) reserve for unforeseen emergencies.

Article X: Expulsion and Suspension of Officers and Members

Any officer or member of the Boosters may be expelled or suspended from membership for conduct detrimental to the name or welfare of the Boosters. Written charges shall be filed with the Board of Directors and signed by a member of the general membership. a meeting of the Board of Directors shall be set at which time the accused shall have the opportunity to be heard in person. A vote in favor of expulsion or suspension must be made by a 2/3 vote of the Board of Directors to make such an action effective. The expelled or suspended member shall have the right to appeal such decision to the Boosters as a whole and upon such a demand, a special general membership meeting may be called within ten (10) days of the notice to the Board of Directors. If the action of the Board of Directors is not sustained, the accused shall be restored to full rights and privileges of membership. The accused shall not have a vote at such general member, but shall be given the opportunity to be heard in his/her own defense. The Board of Directors, or a designated representative thereof, may present such evidence it sees fit in support of its action.
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Any officer of the Boosters may be suspended or expelled from office for neglect of duties pertaining to his/her office, or for conduct detrimental to the name or welfare of the Boosters. The suspension will work as a vacancy in any such office. The procedure for suspension or expulsion is identical to those of the general booster members.

These bylaws have been reviewed, modified and concurred upon by a unanimous vote of the Board of Directors. We, the Board of Directors of the Millington Football Booster Club, indicate this concurrence by our signatures attached to this document.

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President, Doug Dakin
Vice President, Jeff Waits
Treasurer, Rick Youngblood
Secretary, Carla Evans
Concessions Officer, T. Taylor
Facilities Officer, Bruce White
Fundraising/Marketing Officer, Oscar Brown