Name of OrganizationThe name of the organization shall be the Vandegrift High School Baseball Division (VHSBD).
Purpose and DissolutionSection 1.
The purpose of the organization shall be to support the baseball program at Vandegrift High School, and promote excellence, pride and good sportsmanship amongst the student body and community. The organization shall encourage parent, guardian and community involvement and strive to ensure that opportunities continue to be available to the students of Vandegrift High School.
The organization shall operate in accordance with established rules and policies of Vandegrift High School, Leander Independent School District, the University Interscholastic League and the Vandegrift High School Athletic Booster Club (VHSABC).
Upon dissolution of the organization, the VHSBD Executive Board shall, after paying or making provisions for payment of all liabilities, dispose of all of the assets of the organization in such manner or to such other organizations organized or operated exclusively for charitable purposes as shall at the time qualify as an exempt organization or organizations under section 501(c)(3) of the Internal Revenue Code of 1954, as amended, as the Executive Board shall determine.
Membership and VotingMembership in the organization shall be open to all persons who desire to support Vandegrift High School baseball. Membership categories shall be as approved by the VHSBD Executive Board. Voting privileges shall be limited to one per membership.
OfficersThe Officers shall consist of President, Vice President, Treasurer, and Secretary.
(Note: these may be combined; however, they shall have only one vote and there must at a minimum be at least 2 separate Officers.).
Each office may be filled by two persons, but if so filled, shall have only one vote. Members eligible for office shall consist of parents or guardians of students attending Vandegrift High School during the next school term. Duties of the Officers shall include, but are not limited to, the following:
The President shall preside at all general meetings and at all meetings of the Executive Board. The President shall call special meetings as may be deemed necessary. The President shall preside over ceremonial events and provide general representation for the organization at all VHSABC meetings. The President shall encourage membership and shall have custody of the VHSBD Bylaws.
The Vice President shall assist the President and perform all duties of the President in that person’s absence. The Vice President should take over the responsibilities of the President in the event that office is vacated.
The Treasurer shall receive all funds and disburse those funds as approved by the VHSBD Executive Board. The Treasurer shall keep an accurate account of all funds received and disbursed and submit a financial report at all scheduled meetings as well as financial reports to the VHSABC. The Treasurer shall oversee the collection and deposition of all money by means of a receipt, keep complete ledger accounts of the finances, including data logging and properly classifying expenditures. The Treasurer shall be responsible for disbursement of funds and be custodian of the books, vouchers and financial records of the organization. In addition, the Treasurer shall work closely with all Committees to ensure that any donations, gifts of cash, goods and/or services for VHSBD will be properly accounted for.
The Secretary shall keep an accurate record of all regular and special meetings, take care of the correspondence to the Booster Club members and act as the conduit between the members and the coaching staff. In addition, the secretary keeps the membership roster and full contact list, and shall attend to any duty prescribed by the Board.
Executive BoardSection 1.
The affairs of the organization shall be conducted by the VHSBD Executive Board. The Executive Board shall consist of the Officers and the Chairpersons of the Committees established under Article VIII of these bylaws.
A quorum of the VHSBD Executive Board shall be defined as four (4) Officers and/or Committee Chairpersons of which at least one (1) Officer shall be present. In the event of a tie vote, if there is adequate time, the issue shall be put forth before the general membership at the next scheduled general meeting. If there is not adequate time, then the President of VHSABC shall be the deciding vote.
The VHSBD Executive Board shall act for the organization as necessary between regular meetings, set meeting time and place and make recommendations to the general membership. No actions taken shall conflict with actions taken by the general baseball membership in regular or called meetings.
In March, the Secretary shall distribute a list of all elected and appointed Executive Board positions and their associated responsibilities. All nominations for the positions are due to the Secretary by a date established by the Executive Board, which shall be no later than the end of April. After that date, the nominations shall be closed unless there are one or more positions for which there are no nominees. In such an event, the nomination shall be held open for that position until one week prior to the general membership meeting where the election will be held. In the event that there is still an unfilled position at that date, the nominations for that position will be held open until the election at the general membership meeting. No later than one week before a meeting of the general membership which the election shall be held, the Secretary shall distribute to the general membership a list of the official nominees for each position.
At a meeting of the general membership, elected Officers (e.g., President, Vice-President, and Treasurer) shall each be elected for one year terms commencing July 1 and ending no later than June 30 of the following year by the membership at large.
After the elected Officers are selected, the elected Officers shall (by majority vote of the elected Officers) select the appointed Officers (e.g., Secretary) from the nominees. The elected and appointed Officers shall select (by majority vote of the Officers) the Committee Chairpersons. Both the appointed Officer and the Committee Chairpersons shall serve for one year terms commencing July 1 (or if selected after July 1, the date which they are selected) and ending no later than June 30 of the following year.
All Officers and Committee Chairpersons shall be eligible to serve for no more than two consecutive terms in the same position starting with the 2011-2012 school year. All officer positions held before the 2011-2012 are considered part of the start-up period of the VHSBD and do not apply to the normal eligibility rules that commence in 2011-2012.
Inability to perform or lack of attendance at three consecutive regularly scheduled meetings may result in removal by a majority vote of the VHSBD Executive Board.
Any vacancy, whether by resignation or removal, occurring during the term of office may be filled by appointment of the VHSBD Executive Board.
Fiscal Year and MeetingsSection 1.
The fiscal year of the organization shall begin July 1 and shall end on June 30 of the following year.
Meetings of the VHSBD shall occur a minimum of four times each year or at such other times as may be established by the VHSBD Executive Board. Special meetings shall be held at the call of the President or at the call of any two other members of the Executive Board.
A quorum of the general membership shall be a quorum of the VHSBD Executive Board and at least three (3) members-at-large.
A reasonable effort shall be made to inform the general membership of time and place of each meeting of the organization, not less than five days prior to the date of the meeting.
All questions of parliamentary procedure, not provided for in the forgoing Bylaws shall be decided by reference to Robert’s Rules of Order.
The following shall constitute the Standing Committees of the organization: Fundraising and Concessions.
Committee Chairpersons shall be selected by the Officers in accordance with article VI. All Standing Committees shall be composed of a Chairperson and at least one (1) Officer. In addition, the Committee may also select additional Committee members from the general membership. Any voting member in good standing shall be eligible for Committee Chairperson or Committee membership.
The Fundraising Committee shall be responsible for coordinating all VHSBD fundraising projects, particularly with regards to the handling of Spirit Item sales, and for reporting results to the Treasurer. Responsibility for Concession fundraising shall reside with the Concessions Committee. All fundraising must be approved by the VHSABC and VHS Athletic Coordinator.
The Concessions Committee shall be responsible for ensuring the efficient operations of the concession stands including working with VHSABC and other booster clubs (that share the same concession stand) to ensure adequate products are provisioned for sale, the scheduling of volunteers, coordinating concessions coverage with other sports as needed, accounting of receipts and reporting to the Treasurer.
Other Committees, either Standing or temporary, may be established by the Executive Board.
Income and ExpendituresSection 1.
Membership dues shall be established annually by the VHSBD Executive Board.
Fundraising activities shall be those as determined by the VHSBD Executive Board, VHSABC and VHS Athletic Coordinator. All funds raised shall be solely to the benefit of the VHSBD.
All funds donated by the VHSBD to the Athletic Department of Vandegrift High School shall be contributed in accordance with established rules of the University Interscholastic League.
All funds donated to the support of sports activities shall be expended only in accordance with these Bylaws and supplementary procedures established by the VHSBD Executive Board.
- Request for funds shall be submitted in writing to the Treasurer.
- Upon receipt of a properly submitted request for funds, the disbursement of funds may be authorized by either a majority vote of the VHSBD Executive Board (which majority shall not be less than three votes), or by a majority vote of the general membership.
- Requests for funds shall be in the following order:
- Coaches Wish List
The VHSBD Executive Board shall present an annual budget to the membership at the first regular meeting of the fiscal year for approval. The VHSBD Executive Board authorizes expenditures and cannot deviate from budget by more than 20%, except on operating expenditures, without prior approval of the general membership.
Funds required for sales taxes and VHSABC assessments shall be provided to VHSABC on the schedule determined by VHSABC.
Proposed amendments to these Bylaws may be submitted by any members to the VHSBD Executive Board. If approved by the VHSBD Executive Board, the proposal shall be submitted to the VHSBD membership.
Any proposed amendment submitted to the VHSBD Executive Board shall be considered at the next regular meeting of the general membership. The amendment shall be adopted if it receives a majority vote of the membership in attendance at the meeting. The foregoing Bylaws were duly amended and duly adopted on the 7th day of February, 2011 by the general membership of the VHSBD.