Eagle Hoopsters

By-Laws

These are the Operating Procedures of the Eagle Hoopsters, the booster club for the Allen High School basketball program.

 

1.         NAME

 

a)        The name of this organization is the Eagle Hoopsters (The Club).  The Club is a division of Allen Eagle Athletic Booster Association, a nonprofit organization for charitable purposes within the meaning of Section 501 (c) (3) of the Internal Revenue Code. 

b)        The operating year starts in May at a joint Officer meeting and continues to the following May.  The fiscal year will begin July 1 and ends June 30.

 

2.         OBJECTIVES

 

a)        The Club is organized to support the AHS basketball programs and dedicated to the following objectives:

i)        To provide a positive environment for the student’s educational and athletic growth.

ii)       To promote closer relationships among the parents, students, and staff, in an atmosphere of mutual cooperation, support and respect.

iii)     To encourage a high level of achievement for the Allen Eagle Athlete and its members.

iv)     To provide resources, both human and financial, to support the Eagles Basketball program.

v)      Activities of the Club shall not conflict with University Interscholastic League rules or Allen Independent School District policy.

 

3.         METHODS

 

a)        The Club shall strive to achieve the objectives by assisting in logistics and providing support through projects, contributions and membership dues.

b)        The Club shall neither seek to direct the administrative activities nor control the policies of the AISD or the coaching staff. Compliance with the University Interscholastic League rules shall be monitored by the AISD UIL Compliance Officer.

c)        The Club is noncommercial, nonsectarian, and nonpartisan. 

d)        The Club shall not directly nor indirectly participate or intervene in any political campaign on behalf of, or in opposition to, any candidate for public office.

e)        No part of the net earnings of the organization shall inure to the benefit of, or be distributed to, its members, directors, officers, or other private persons except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered.


 

 

4.         MEMBERSHIP AND DUES

 

a)          Any person that supports the Club’s objectives and is willing to uphold its policies and subscribe to its by-laws may become a member upon payment of the membership dues.

b)        The officers will set the membership dues before the beginning of each school year.

c)         Membership dues will be renewable at the beginning of each school year.

d)        The Club may allow business sponsors to pay dues and be included in Club activities.

 

5.          ELECTION OF OFFICERS

 

a)         Each Officer must be a member of the Club and a parent or guardian of an AHS student.

b)         No Officer may serve more than two complete consecutive terms in the same office.

c)        The President will appoint a nominating committee consisting of at least three members (preferably not Officers) to present a proposed slate of Officers before the last general meeting of the year.  The President will present the proposed slate of Officers at the last general meeting of the year and take nominations from the floor.  Each Officer will be elected individually by a majority vote of the members present in the order listed in Article 5.  The vote may be by acclamation, if there is only one nomination for each position.

d)        The Officers will assume their official duties at the May Officers’ meeting and will serve until the next May joint Officers’ meeting.

e)        If a vacancy occurs in any office (except the President), the President will preside over the position until the unexpired term is filled by the majority vote of the remaining Officers.  The newly elected Officer(s) will assume their official duties upon election and complete the remaining portion of the unexpired term until the next May joint Officers’ meeting.

f)           If a vacancy occurs in the office of the President, then the Treasurer will preside over the Club as President.  The Treasurer will promptly appoint a nominating committee of three members (preferably not Officers) to present a proposed slate of Officers (to fill the Office of President and any other open Officer position).  The Treasurer will present the proposed slate at a member meeting within 45 days of the President’s resignation, and take nominations from the floor.  Each Officer will be elected individually by a majority vote of the members present in the order listed in Article 6.  The vote may be by acclamation, if there is only one nomination for each position. The newly elected Officer(s) will assume their official duties upon election and complete the remaining portion of the unexpired term until the next May joint Officers’ meeting.

 

6.         OFFICERS

 

The officers of the club and their respective duties shall be:

 

a)        The President who will

i)        Preside at all meetings

ii)       Perform other duties set forth in these Operating Procedures

iii)     Coordinate the efforts of the other Officers in order to accomplish the Club’s objectives

iv)     be the liaison with the AHS basketball coaches

 

b)        The Vice President – Girls Membership who will

i)        Coordinate all activities, including half time entertainment and special night promotions for the girls’ games

ii)       Be the liaison with the AHS cheerleaders for game events

iii)     Manage all club related aspects of the girls only tournament hosted by Allen High School

iv)     In coordination with the Vice President – Boys Membership be responsible for the membership drive and maintenance of the membership roster, telephone committee, and distributing these Operating Procedures.

c)        The Vice President – Boys Membership who will

i)        Coordinate all activities, including half time entertainment and special night promotions for the boys’ games

ii)       Be the liaison with the AHS cheerleaders for game events

iii)     Manage all club related aspects of the girls only tournament hosted by Allen High School

iv)     In coordination with the Vice President – Girls Membership be responsible for the membership drive and maintenance of the membership roster, telephone committee, and distributing these Operating Procedures.

d)        The Vice President – Boys Publicity who will:

i)        Coordinate all activities relating to the press and any media outlet in an effort to promote the highest possible awareness of the Allen Basketball program and all its teams, with a focus on the Boys’ Basketball teams.

ii)       Coordinate with the Vice President – Girls Publicity in publication of the annual basketball team poster.

e)        The Vice President – Girls Publicity who will:

i)        Coordinate all activities relating to the press and any media outlet in an effort to promote the highest possible awareness of the Allen Basketball program and all its teams, with a focus on the Girls’ Basketball teams.

ii)       Coordinate with the Vice President – Boys Publicity in publication of the annual basketball team poster.

f)          The Vice President – Program who will coordinate all activities related to all published programs (weekly, end of the year or both) including solicitation of advertising, program layout and program publication.

g)        The Vice President – Banquet will coordinate all activities related to the post-season banquet. 

h)        The Vice President – Tournaments who will

i)        Assist and support the Vice Presidents – Girls & Boys Membership in their efforts pertaining to their respective AHS run tournaments

ii)       Schedule, manage, coordinate & operate all activities related to the Allen Awesome fall basketball tournament, the clubs primary fund raiser.

i)           The Treasurer who must

i)        Maintain an accurate record of the Club’s receipts and expenditures;

ii)       Pay funds as authorized by the Budget;

iii)     Present a financial report to the Club as directed by The President;

iv)     Submit the financial reports to Allen Eagle Athletic Booster Association (The Officers may appoint an audit committee to review the final report.) 

v)      Assure that bank statements are be mailed to Allen Eagle Athletic Booster Association at the AHS Athletic Department office

vi)     Act as an aide to the President and perform the duties of the President in the absence or inability of the President to serve

vii)   Serve as an officer in Allen Eagle Athletic Booster Association as the official representative of the Club.

j)           The Secretary who will record the minutes of all meetings and file the reports with the President.

k)         The Web Master who will be responsible for all matters related to the maintenance, modification and design of the club web site.

l)           Any Officer may perform his or her duties through a subcommittee or activity chair.

m)       Any Vice Presidential office may be held by two or more people as Co-Vice Presidents provided such an allowance has been supported by a majority vote of the then presiding Club Officers.

 

7.              MEETINGS AND VOTING

 

a)        The President will set the Club’s calendar for meetings (including presentation topics), fund raising projects, game day programs, membership drives, Officers’ meeting dates, and program publication by the first general meeting.

b)        The President will call general meetings of the members at least three times a year.  The Club will hold the first general meeting as soon as practical after the beginning of the school year.  The President or any three members may call a special meeting.

c)        Five members are a quorum for any general member meeting.  Three Officers are a quorum for any Officer meeting.

d)         “Proper Notice” of a general member meeting means notification by publication in a newspaper, newsletter, telephone, letter, website, or announcement at a duly called meeting.

e)         In accordance with AISD policy, except for the approval or amendment of the By-Laws and the election of Officers, only the Officers may vote on behalf of the Club.  Officers may only vote during a meeting duly called with Proper Notice.

f)           Each Officer position will have one vote, even if two people hold the position.  The majority vote of the Officers attending any general member meeting will constitute the action of the Officers.

 

8.          EXPENDITURE AUTHORITY

 

a)        The Officers will endeavor to forecast revenue and expenses from various activities and will keep such forecasts as accurate as possible throughout the year.

b)        The Officers must approve an annual budget (Budget) for the Club.  The Officers may amend the Budget during the year as necessary, after Proper Notice to members at a general member meeting.

c)        The Budget and any amendments must be submitted to the AISD’s designee for approval.  The Club may use the Budget five days after submission to the designee, unless the designee disapproves the Budget.

d)         No individual member has the authority to commit the Club to any financial obligations outside of the Budget.  Any expenditure of funds not included in the Budget must be approved by a minimum of three Club Officers and with the appropriate activity must be so noted on the invoice.

e)        The Treasurer will have custody of the Club’s funds.

f)          All checks will require two signatures.  By signing a check, the signatories certify that the expenditure appears to be in accordance with the Budget.  In the event that a husband and wife are authorized signers on the bank account, the husband and wife may not sign the same check.  If a check is payable to an authorized signatory, then that person may not sign the check.

g)         The Club’s funds may not be paid to any person, except for reasonable compensation for actual services rendered or for reimbursement of actual expenses, as set forth in the Budget.

 

9.         STANDING AND SPECIAL COMMITTEES

 

a)        The Officers may create any standing and special committees to promote the Club’s objectives.  Special committees created for a specific program will cease to exist upon completion of the assigned work.  The President will be an ex-officio member of all committees, except the nominating committee.

 

10.     GENERAL

 

a)        Robert’s Rules of Order (Revised) will govern all meetings.  These Operating Procedures may be amended at any meeting by a two-thirds vote, provided that members are given advance Proper Notice of the proposed amendment at least five days before any meeting.

 

 

 

SECRETARY’S CERTIFICATE

 

The undersigned certifies that the foregoing By-Laws were adopted by the Eagle Hoopsters Booster Club on May 3, 2005.

 

 

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