BY-LAWS OF THE DEPTFORD TOWNSHIP HIGH SCHOOL
FOOTBALL BOOSTER CLUB, INC.
ARTICLE I Name, Purpose and Objective
Section 1: Name. The name of this organization shall be the Deptford Township High School Football Booster Club, Incorporated; commonly known as Deptford Football Booster Club with the recognized abbreviation of DTHS FBC, hereafter referred to as the “Club.”
Section 2: Purpose. The purpose of the Club is to promote, support and enhance football athletics at Deptford Township High School by recruiting volunteers, promoting school spirit and sportsmanship, organizing programs and raising funds in an atmosphere that is consistent with the educational philosophy of the school community. The Club shall be organized and operated exclusively for charitable and educational purposes within the meaning of 501(c)(3) of the Internal Revenue Code.
Section 3: Objective. The objectives of the Club are as follows:
(a) Develop an organization with an active and involved membership that is concerned with the total athletic program and all of its participants regardless of sex, race, and socio-economic status.
(b) Promote school spirit and sportsmanship and encourage attendance at all Deptford football events.
(c) Encourage and support the academic endeavors of Deptford’s football players.
(d) Provide supplementary financial support for the various Deptford football related activities.
(e) Provide supplementary financial support for the future of the various Deptford football activities.
(f) Aid the staff in organizing and staging special events and projects.
(g) Aid and support the school staff in the areas of sports promotion, publicity, and program development.
(h) Encourage the football coaching staff to support all endeavors of the Club, which are done for the purpose of the football players.
Section 4: Non-profit Status. In accordance with Section 501(c)(3) of the Federal Internal Revenue Code, the Club shall operate exclusively as a non-profit organization. No part of the net earnings shall inure to the benefit of any officer, director, private shareholder or individual of the corporation. Compensation for services actually rendered and reimbursement for expenses actually incurred in attending to the affairs of this organization shall be limited to reasonable amounts.
Section 5: Non-political Status. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation and this organization shall not participate in or intervene in (including the publishing or distributing of statements) any political campaign on behalf of or in opposition to any candidate for public office.
Notwithstanding any other provisions of these By-Laws, the Club shall carry out activities permitted by an organization exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code of 1954 or the corresponding provision of any future United States Internal Revenue Law or by an organization, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code of 1954 or the corresponding provisions of any future United States Internal Revenue Law.
ARTICLE II Membership and Dues
Section 1: Membership. The Club is responsible to operate as an enhancement to “ALL” Deptford Township High Football Players and Coaches. Membership to the Club shall be open to parents of past or present Deptford Township High School football players and coaches, Alumni of Deptford Township High School Football or any community member sincerely interested in active participation to further the objectives of the Club may apply to become a member. Membership is for a period of one (1) year and will run from July 1st through June 30th.
Section 2: Membership Dues. The current yearly membership dues are $5.00 per member per year. Paid membership will allow the member one (1) vote per membership on Actions or Items for approval.
Section 3: Members Right to Privacy. Any personal information gathered or requested by the Club is for the sole use of the Club and will not be made available to any other organization.
Section 4: Suspension or Termination of Membership. Members may be terminated by resignation, or action of the Board of Directors by a two-thirds vote of those present at any duly constituted Executive Session Meeting. The Board shall have the authority to discipline, suspend, or terminate the membership of any Member, when the conduct of such person is considered detrimental to the best interests and objectives of the Club. The Member shall be notified of such meeting, informed of the general nature of the reasons, and given an opportunity to appear at the meeting to show evidence that the reasons are not correct or true.
ARTICLE III Officers
Section 1: Officers. The Executive Officers of the Club shall consist of a President, Vice-President, Treasurer, Secretary and the Head Football Coach or designee. The Executive officers will also serve on the Board of Directors.
Section 2: Eligibility. To be eligible for Executive Office of the Club interested members are recommended to have been a participating member in good standing with the Club for at least one membership year (July 1st through June 30th).
Section 3: Duties of Officers.
(a) President (2-year term). The President shall: (1) Preside at all meetings; (2) Appoint standing committee chairpersons with the concurrence of the Executive Board; (3) Appoint and/or dissolve all other committees as required; (4) Serve as primary spokesperson for the Club, except as otherwise specified; (5) Direct goals and budget performance; (6) Have an official signature card on file with the bank utilized to manage the funds of the Club and have electronic access to said accounts.
(b) Vice-President (2-year term). The Vice President shall perform all the duties of the President in his/her absence and shall be an ex-officio member of all committees. The Vice-President will also be responsible for an annual review of the By-Laws, recommending revisions to the By-laws Committee as deemed appropriate.
(c) Secretary (2-year term). The Secretary shall keep a record of all the proceedings of the General Membership Meetings of the Club. All minutes and decisions of the Executive Board shall be kept in an electronic document as approved by the Board. A summary of the decisions made in these meetings should go out to the general membership following each meeting excluding the Executive Session minutes. The Secretary will also be responsible for preparing the election ballot.
(d) Treasurer (2-year term). The Treasurer shall: (1) Maintain a complete set of books of account in accordance with generally accepted accounting principles and practices; (2) Make disbursements from the Club fund, and shall pay expenses approved by the Executive Board and shall secure requisition thereof; (3) Report the amount of money available to the club at each Membership Meeting. The monthly financial reports shall include an accurate representation of Club funds; (4) Request from the AD a report pertaining to any funds that are designated to the club from other sources; (5) Have an official signature card on file with the bank utilized to manage the funds of the Club and have electronic access to said accounts.
(e) Head Football Coach or designee. The Head Football Coach or his designee shall be an ex-officio member of the Club and will be a part of the Board of Directors having the same rights and privileges as the other elected officers. He shall communicate the following information with the Club including but not limited to (1) Necessary player information for booster AD book; (2) Player/Parent mailing information; (3) Notice of cancellations of games, scrimmages or practices; (4) Attend all club meetings; (5) Update the Club on upcoming and past games; (6) Advise the Club on Staff and Player needs; (7) Update the Club on the status of the team (i.e. players quit, jersey number changes, etc.)
ARTICLE IV Board of Directors
Section 1: Authority. The Board of Directors shall be the governing body of the Club and shall be charged with the full responsibility for the conduct of all phases of the program, and shall be empowered to take all action necessary to discharge this responsibility subject only to the limitations contained in these By-Laws.
Section 2: Officers of the Board of Directors. The following shall be the Officers and voting members of the Board of Directors:
2) Vice President
5) Head Football Coach or designee
Appointed Non-Voting members:
6) Director of Membership
7) Director of Communication
Section 3: Appointed Non-Voting Board members. The Board of Directors shall appoint two (2) members to serve in support roles to the Board. These appointees will serve in these positions for one (1) membership year and can be replaced or removed at any time with re-appointment concurrence of the Executive Board at the first Annual Meeting in June. The positions and duties will be as followed:
Director of Membership. The Director of Membership shall:
(a) Be responsible for promoting DTHS FPBC Membership initiatives.
(b) Maintain membership roster with reports to Secretary; and reconcile membership dues, upgrades and donations with Treasurer.
Director of Communications. The Director of Communications shall:
(a) Be responsible for maintaining the Spartan Football website.
(b) Be responsible for all other communications of the Club actions as requested by the Board.
Section 4: Attendance. All Executive Officers are required to attend all duly notified meetings. Only the President may excuse Executive Officers from attendance of meetings. Should any Executive Officer miss three (3) consecutive meetings, the office may be declared vacant by a majority vote of the remaining Executive Officers and filled in accordance with section 5 of this Article.
Section 5: Vacancies of Executive Officers. When a vacancy arises within the Executive Office, the remaining Executive Board Officers shall appoint a member in good standing from the general membership to finish the term left vacant by a majority vote of officers present in Executive session at any Regular Meeting.
Section 6: Vacancy of President: If the office of the President becomes vacant, the Vice-President will replace him/her and a new Vice-President will be appointed by a majority vote of remaining Executive Board Officers.
ARTICLE V Nominations and Election of Officers
Section 1: Terms of Office. All Executive Officer terms shall be for a period of two (2) membership years. Officers shall not run for consecutive terms unless the position cannot be filled by interested general membership.
Section 2: Elections. Elections shall be held at the first Annual Meeting in June and shall be the first item on the agenda following nominations per section 3 of this article. Elections for all eligible positions shall be by majority vote of membership present on an election ballot prepared by the Secretary. Newly elected officers shall take office at the first Regular Meeting in July. During the elections process, the Club will make every effort possible to maintain organizational control over the Club as an Executive Board. In doing so, the Club shall not have more than 50% of its leadership up for election in any given election year. To comply with this guideline, the Club will alternate the next election cycle starting in year 2016. The Executive Officers election pairing will be as followed:
(2016) President and Secretary (2017) Vice-President and Treasurer
Section 3: Nominations. At the first Regular Meeting in April, the President will form an Ad Hoc-Nominating Committee consisting of the Secretary and three (3) interested members. The Nominating Committee will select a committee Chairperson. Once the committee has been formed and a Chairperson selected, the Nominating Committee shall perform the following functions:
- Prepare a slate of eligible candidates for the open Executive Officer positions for the coming election. The Nominating Committee will prepare the slate of candidates by soliciting from the floor at the Regular Meetings in April and by any internet accessible connections for eligible individuals interested in serving as an elected officer, as well as proactively pursuing individual members who would consider serving in such capacities for the Club.
- Interested Candidates will be instructed to submit a letter of intent to the Nominating Committee for the position sought in the election by the end of April.
- At the first Regular Meeting in May, the Chairperson of the Nominating Committee will announce the closing of nominations for elections. This announcement will also indicate the last chance for any member in good standing to submit their name to the Nominating Committee for consideration.
- After the close of nominations, the Nominating Committee Chairperson will provide to the Executive Board at the next following Executive Session Meeting the slate of eligible candidates for approval. The Chairperson will have also added to the slate of candidates any names submitted from the floor at the last May Regular Meeting. Once approved by the Executive Board, the Secretary will prepare an election ballot from the slate of eligible candidates. This meeting should be fourteen (14) days in advance of the first June Annual Meeting. A Special Meeting may be called by the President or Vice-President, if necessary, to approve the slate of nominees.
- Upon completion of elections, there will be a joint Executive Session Meeting between all newly elected and outgoing Officers and directors within ten (10) days of the election. This provision will also pertain to resigning Executive Officers.
Section 4: Emeritus Board Member. Any Executive Officer having successfully served more than twenty-five (25) years in any position, shall be declared an Emeritus Board Member with all voting rights and privileges, and shall be permitted to serve as an Executive Officer until which date he/she resigns.
ARTICLE VI Voting
Section 1: Levels of Voting Membership. The Club will have two (2) levels of voting membership. They are as followed:
- A) Voting Executive Officers– an elected or appointed voting member of the Club (in accordance with these By-laws).
- B) Active Voting Membership– Any adult interested in the welfare of the Club may become an active voting member of this organization by enrolling and paying yearly membership dues.
Section 2: Motions. Actions or items for approval must be presented as a “Motion” at a Regular Meeting. Motions can be presented by a member of the general membership or the Executive Officers and must be “seconded” by a member other than the member presenting the motion for acceptance. The motion will be accepted if it receives a simple majority of the members present. Each member has one (1) vote as provided in Article II.2. The President shall vote only in the case of a tie vote or in other specific cases set out within these bylaws. The voting provision for the President does not apply to Executive Board decisions.
Section 3: Member in Good Standing. A member in good standing is any member whose dues are current for the membership period as of the first Regular Meeting in July. Any member registering after July must be an active, participating member for thirty-days (30) before voting privileges are enacted.
ARTICLE VII Meetings
Section 1: Annual Meeting. The annual meeting shall be the first meeting of each term. It shall be held on the first meeting in June.
Section 2: Regular Meetings. This organization shall hold Regular Meetings during the season, August through December, then monthly as requested by the President.
Section 3: Executive Session Meetings: The Executive Officers may hold Executive Session meetings as required to further the Clubs objectives. These meetings are for Executive Officers only and business conducted in an Executive Session is strictly confidential. Disclosure of information from an Executive Session by an Executive Officer or invited attendee could result in disciplinary action by the Club up to and including termination from Executive Office and/or the Club. The Secretary will take and maintain Executive Session meeting minutes. Executive Session Meeting minutes will be read and approved only in Executive Session by the Executive Officers. The Executive Board may invite members to attend when they have important information to share that is in the best interest of the Club.
Section 4: Special Meetings. Special meetings may be called upon request of the President at any time between Regular Meetings.
Section 5: Order of Club Meetings: The Club shall utilize the following order for all meetings:
Call to Order
Reading of Minutes
Topics from the Floor
Close of Meeting
Section 6: Robert’s Rules of Order. Robert’s Rules of Order, the latest edition, shall be recognized as the parliamentary authority over all meetings, unless specifically stated otherwise in these Bylaws.
ARTICLE VIII Finances
Section 1: Deposits. All monies received by the Club for any purpose shall be deposited to the credit of the Club in a financial institution or institutions selected by resolution of the Executive Board.
Section 2: Direction of Funds. Funds raised by any of the Club fundraising programs can only be directed to an approved Football Team purchase or event. All funds from any and all 50/50 cash disbursement raffles shall be recorded and kept separate for the yearly Mort Memorial College Book Scholarship Award. All requests to direct money elsewhere must have prior approval of the Executive Board.
Section 3: Use of Tax ID number. Any individual making use of the Club Tax ID number for purchases made with funds from a Club bank account shall provide receipts to be archived as documentation to the Treasurer and at the request of the President for review.
Section 4: Financial Controls. The organization shall adopt appropriate financial controls to ensure the integrity of its funds. To this, the Treasurer will maintain a complete set of financials that will serve the group as a whole. These records are to be kept current and made available for review by any member of the Club within a reasonable timeframe (max. 30-days). Review of records will also include the President, Treasurer and the chairperson of the Finance Committee if requested by the President. Discrepancies in financial records will be resolved at the time of the review and reported at the next Regular Meeting or scheduled as old business and addressed at the next Regular Meeting. To prevent potential discrepancies, without limitation, the organization shall maintain separation of financial controls so that, minimally:
(a) All expenses or disbursements must be approved by the membership by way of approval of an annual budget, or amendments or motions thereto, or be approved by separate resolution of the Executive Board.
(b) Support for checks exceeding $1,000 must be endorsed by at least two officers (excluding acting Treasurer authorized by resolution of the Board of Directors).
(c) An officer or other person without check signing authority designated by the Board shall review all bank statements; and,
(d) The Finance Committee consisting of at least two (2) persons without check signing authority shall annually audit all corporate finances, or hire and supervise an outside accountant or auditing firm to conduct a review of corporate financial records prior to the annual IRS form 990 filing (upon approval of 501(c) 3 status).
Section 5: Financial Report. The Treasurer shall present a financial report at each Regular Meeting of the organization and shall prepare a final report at the close of the year in accordance with the organization’s financial policies. The Executive Board shall have the report and the accounts examined annually. If the organization grosses less than $50,000 per year, the finance committee may review the financial practices and accounts. The Finance Committee shall consist of two or more board or voting members of the organization who are not involved in the routine handling of the organization’s finances, including not having signature authority on bank accounts or approval authority over disbursements. If the organization grosses between $50,000-$100,000 in receipts, an external professional, such as a certified public accountant (CPA), shall be hired by the Finance Committee to perform a financial review or compilation. An external CPA shall conduct a full audit when annual gross receipts equal or exceed $100,000.
ARTICLE IX Expenditures
Section 1: Expenditures. The Club shall pay all expenses relating to any and all team functions including but not limited to all team dinners under the guidance of the Meals Committee, half-time beverages for the team during all football games and beverages/snacks for both teams at home scrimmages.
Section 2: End of Season Banquet. All players and cheerleaders will be free of charge with The Club paying for their cost of attendance at the end of season banquet. All other attendees will be charged at cost. The Club shall pay for all other expenses relating to the banquet.
Section 3: Senior Jackets. All Senior Jackets will be paid in full by The Club and presented to each senior player at the end of season banquet.
Section 4: Individual Player Awards. The Club shall pay for the awarded player trophies and/or plaques from a Board of Directors approved vendor.
ARTICLE X Contracts and Agreements
Section 1: Contracts and Agreements. The Club must refrain from entering into any contract or agreement that extends longer than one membership year unless such contract or agreement was for the betterment of the Club. Contracts or Agreements longer than one (1) year must have approval from the Executive Board.
Section 2: Vote. All votes of the Executive Officers pertaining to contracts or agreements shall be required for approval of any contract or agreement by a two-thirds (2/3) majority vote of the Executive Board.
ARTICLE XI Committees
Section 1: Committees. Below are the standing recognized committees for The Club. Additional committees can be formed as deemed necessary by the Board. The Board will provide each committee their defined purpose and objectives along with their assigned tasks once members have been appointed and a chairperson has been selected. The committees are as followed:
1) Finance Committee 4) Meals Committee
2) By-Laws Committee 5) Outreach Committee
3) Fundraising/Sponsorship Committee
6) Ad Hoc Committee
ARTICLE XII Awards
Section 1: Senior Jackets. The Club will pay for all Senior Jackets and award them to the senior players during a ceremony at the end of the year banquet. All decisions regard the Senior Jackets will be the responsibility of the Ad Hoc- Awards/Banquet Committee.
Section 2: Individual Player Awards. Below is a list of awards that will be given out to the players at the end of the year banquet. The Ad Hoc -Awards/Banquet Committee in collaboration with the Head Coach will follow the set criteria in the award category to determine the most deserving recipients for the awards. The Club will be responsible to pay for the awarded player trophies and/or plaques from a Board approved vendor. The Awards are as followed and should be given out at the banquet in the shown order:
- DTMF Award (Played for DTMF)
- Most Improved Player
- Sophomore of the Year
- Special Teams Player of the year
- Lineman of the Year
- John T. Margie Semper Fi Award (Most Courageous, Loyal, Dedicated)
- Danny Greene Memorial Award (Skilled Player(s) of the Year)
- Gene Lyons Memorial Award (Outstanding Defensive Player (s) of the year)
- John Dunne Memorial Award (Outstanding Offensive Player (s) of the year)
- Joe Corbi Memorial “Fighting Spartan” Award (Most Valuable Player)
Section 3: Mort Memorial College Book Scholarship. The Club shall each May award the Mort Memorial College Book Scholarship to a deserving player who meets the following criteria: the player holds one of the highest GPA’s on the team, the player aspires to attend college or a trade school with the intent to play football and be in financial need. After the recipient has purchased their college books and provided a receipt to the Treasurer, the Treasurer has the authority to reimburse the recipient up to and not over the receipt amount without prior approval($500 max; first 2 semesters).
ARTICLE XIII Grievances
If a member has a grievance it should be brought to the floor at a scheduled Regular Meeting under Topics from the Floor. If said issue cannot be resolved at that time, the President has the discretion to have it discussed at the next scheduled Executive Session Meeting. Grievances cannot be addressed in front of the Executive Board if it has not been first recognized on the floor at a Regular Meeting.
ARTICLE XIV Conflict of Interest
Members of the Board and Committee Members shall not engage in any activity which gives rise to, or could give rise to, an appearance or claim of self-dealing loyalty or conflict of interest by reason of such person’s position with the Club. In the event that such person has reason to believe his or her activities or anticipated activities could give rise to any such claim, he or she shall have a duty to disclose such activities or anticipated activities to the Board of Directors.
ARTICLE XV Amendments to Constitution and By-laws
Proposed amendments to this Constitution and By-laws may be offered in writing at any Regular Meeting. Once presented at a Regular Meeting, the proposed amendments will be open for discussion and any changes or deletions will be made. A written draft of proposed amendments must also be provided to the general membership present at this Regular Meeting. No formal action on proposed amendments shall be taken until said provisions are met. At the next Regular Meeting, a two-thirds (2/3) majority vote of all present members, in good standing shall be required for approval of the proposed amendments.
ARTICLE XVI Dissolution of Club
Should the Deptford Township High School Football Booster Club, Inc. cease to operate as a legal entity, all of the Club assets and cash after reconciliation of all outstanding liabilities and expenses will be distributed to the Deptford Township High School Varsity Football Athletic Budget in accordance with the provisions under section 501(c)(3).
ARTICLE XVII Adoption
This Constitution and Bylaws were presented to the membership at the Regular Meeting on June 5, 2015 and were adopted on a two-thirds (2/3) vote of those present at the Regular Meeting on June 9, 2015.
Federal Tax ID No: 47-4186507