CONSTITUTION AND BYLAWS OF CAVALIERS ATHLETIC BOOSTER CLUB
The name of this organization shall be the Cavaliers Athletic Booster Club; also known as Cavalier Club or CABC.
PURPOSE AND FUNCTION
The purpose of the organization shall be to support all athletic programs in the Cuthbertson cluster, and promote excellence, pride and good sportsmanship amongst the student body, school staff, coaches 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 Cuthbertson Middle and High Schools. The club will promote the interest of the total athletic programs at Cuthbertson Middle and High Schools by providing support through physical and financial assistance to the Cuthbertson Athletic Department. The athletic department consists of student athletes, coaches and the Cuthbertson Administration. The Cavaliers Club shall operate with approval of the High School and Middle School Principals and athletic director. At no time shall the Cavaliers Club make recommendations or become involved with the day to day operations of the school athletic programs. The club will not interfere with any rules, regulations or methods of the Cuthbertson athletic department, of Cuthbertson High School Lacrosse, or administration. Furthermore, no officer or member shall use this club as a means of furthering any personal, political or other aspirations, nor shall the club as a whole take part in any movement not in keeping with the real purpose of this club.
The Cavaliers Club shall maintain its principal office at CHS in Union County, North Carolina or such other place as designated from time to time by the Board of Directors.
Members of the Cavaliers Club shall be adult citizens interested in the athletic activities sponsored by the Cuthbertson Cluster Schools who have paid their annual dues. The Cavaliers Club year begins on June 1st and ends on May 31st the following year. Each paying member shall have full voting privileges. If a family membership is purchased, only one member of that family may vote at a club meeting. No family may purchase two individual family memberships.
EXECUTIVE OFFICERS AND BOARD OF DIRECTORS
The officers shall consist of a President, Vice President, Secretary and Treasurer. Members eligible for office shall consist of parents or guardians of students attending Cuthbertson High and/or Middle School who are on the Union County Public Schools Approved Volunteer List. Officers will not hold other positions within the club that would constitute a conflict of interest. Exceptions must be approved by the board and by the Athletic Director and the High School and Middle School Principals.
The officers of this organization shall be elected by all members in good standing. The election shall be held at the general membership meeting in May of each election year.
A duly appointed nomination committee consisting of at least 3 but no more than five members in good standing appointed by the President and approved by the board shall make nominations for officers, except the founding year where the school constituency serves as the nominating committee. The officers shall assume their duties on June 1st of each year.
The Board of Directors shall consist of the President, Vice President, Secretary, Treasurer, Standing Committee Chairpersons, a representative of the middle school, and the high school Athletic Director. The Executive Officers are the voting body of this Board when pertaining to Executive session. The board shall submit to the membership a proposed annual budget and a statement of the needs of the organization and various athletic needs. The board shall administer the activities of the organization between meetings. Each member shall hold office for a period of two years or until death, resignation, retirement, removal, disqualification or a successor is elected and qualifies with the following exception. The President and Treasurer are elected in one year; Vice President and Secretary are elected in the opposite year creating staggered terms going forward. The outgoing board will transition with the newly elected board until August 1st. The Athletic Director and High School and Middle School Principals will be the final decision makers regarding all matters pertaining to the athletic program of the school(s). The Athletic Director and High School Principal have the right to remove any member of the Cavaliers Club Executive Board. The HS Athletic Director’s vote will break any tie in the vote among the board.
DUTIES OF THE PRESIDENT
The President shall preside over all general meetings and at all meetings of the Executive Boards.
The President shall call special meetings as may be deemed necessary.
The President, or designee, shall preside over ceremonial events and provide general representation for the organization at all athletic events.
The President and Secretary shall have custody of the Constitution and Bylaws of the organization.
The President shall automatically be an ex officio member of any and all committees.
The President shall assist and train the Vice President.
The President shall be a designated co-signer of checks and purchase orders.
The President shall develop an activities calendar in coordination with the Athletic Director. The calendar shall be presented for approval by the Cavaliers Athletic Booster Club Board for the upcoming year.
The President will nominate a member to fill the unexpired term of any office or position on the board. This nomination will be voted on by the board and submitted for approval from the Athletic Director and High School and Middle School Principals.
DUTIES OF THE VICE PRESIDENT
The Vice President shall assist the President and perform all duties of the President in his/her absence.
The Vice President should take over the responsibilities of the President in the event that office is vacated.
The Vice President shall supervise the affairs of the organization and its activities including coordination of parent representatives from each team.
The Vice President shall serve as the liaison between the Board, the Middle School Commissioners and Coaches.
Any other responsibilities assigned by the President.
DUTIES OF THE SECRETARY
The Secretary shall maintain a copy of these bylaws as amended or otherwise altered to date.
The Secretary shall maintain a book of minutes of all meetings of the Board and meetings of the committees.
The Secretary shall see that all notices are duly given in accordance with provisions of these by-laws to media outlets, school staff and Cavaliers Club Members.
The Secretary shall be the custodian of the bylaws and records of the organization.
The Secretary shall send correspondence, as may be directed by the President, Vice President, Treasurer, Athletic Director, or the Board of Directors as a whole.
The Secretary will publish the General meeting minutes on the Club website.
DUTIES OF THE TREASURER
The Treasurer shall have charge and custody of, and be responsible for all funds of the organization, and deposit all such funds in the name of the organization in such bank as selected by the Executive Board.
The Treasurer shall receive and give receipt for monies due and payable to the Cavaliers Athletic Booster Club for any source whatsoever.
The Treasurer shall disburse or cause to be disbursed, the funds of the organization as may be directed by the Executive Board, taking proper vouchers for such disbursements.
The Treasurer shall keep and maintain adequate and correct amounts of the organization’s business transactions including accounts of its assets, liabilities, receipts, disbursements gains and losses and report at each board meeting.
The Treasurer shall exhibit at all reasonable times, the books of account and financial records.
The Treasurer shall submit the annual proposed budget at Annual General membership meeting for approval.
The Treasurer shall coordinate fundraising requests.
The Treasurer must be bonded.
The Treasurer will submit to an annual audit by an objective outside agency each year.
FISCAL YEAR AND MEETINGS
Section 1. The fiscal year of the organization shall begin June 1 and shall end on May 31 of the following year.
Section 2. Meetings of the Executive Board and General Membership shall occur once a month or at such other times as may be established by the Executive Board. Special meetings shall be held at the call of the President, Athletic Director or at the call of any two other officers.
Section 3. 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.
Section 1. The following shall constitute the standing committees of the organization: Communications, Fundraising, Concessions, Membership, Volunteers, and Merchandising.
Section 2. Committee Chairpersons shall be approved by the President with the consent of the officers. All committees shall be composed of a chairperson and a minimum of three (3) other members. Any voting member in good standing shall be eligible for committee chairperson or committee membership.
Section 3. A Nominating Committee shall be responsible for coordination of the every two years officer election process.
Section 4. Additional, non-standing, committees may be appointed by the President or the Executive Board at any time needed.
The Communications Committee shall be responsible for (a) submitting photos and articles to local newspapers regarding athletic booster activities, providing updated information about Booster activities on the Athletic Booster Web page, (b) providing for e-mail or telephone communication with the membership in coordination with the Executive Board and appropriate committees, and (c) publish sports and/or media guide programs and other duties as necessary. (d) publish Cavaliers Club newsletter. The Committee shall be responsible for all relevant information posted on the website. Information to be posted is, but not limited to, articles, photos and pertinent information related to Cavaliers athletics.
The Fundraising Committee shall be responsible for coordinating all Cavaliers Athletic Booster fundraising projects. Responsibility for Concession fundraising shall reside with the Concessions Committee. Develop long/short term fundraising plan that will support the athletic program and facilities needs program.
The Concessions Committee shall be responsible for (a) ensuring the efficient operations of the concession stands for all sports, (b) the scheduling of volunteers and accounting of receipts and (c) reporting to the Treasurer.
The Membership Committee shall be responsible for soliciting potential members and maintaining a database of members. The committee shall maintain team rosters, provided by each head coach, with names, addresses, phone numbers and e-mail addresses. Keep a membership book containing the name, address, phone number and e-mail addresses of each member. The committee shall contact Middle School Commissioners regarding general membership meeting dates.
The Volunteer Coordinator shall be responsible for the scheduling of volunteers at athletic events.
The Merchandising Committee shall be responsible for all sales of apparel and spirit wear merchandise at athletic events.
Section 1a. Middle School Commissioners shall be appointed by the Executive Board to represent each sports team, as needed, in the Cavaliers Athletic Booster Club. Middle School Commissioners shall serve as liaison between the VP of the Executive Board and the coach of each team. Duties of Middle School Commissioners shall include, but are not limited to the following:
DUTIES OF MIDDLE SCHOOL COMMISSIONERS
Report needs and/or concerns of their respective teams to the Vice President.
Assist the Membership Committee by soliciting members from persons associated with their respective sports.
Submit requests for funds to the Treasurer.
Middle School Commissioners are encouraged to use other team parents and guardians to carry out the assigned duties.
Section 1b. The High School Lacrosse Commissioner shall be appointed by the Cuthbertson High School Principal and High School Athletic Director. The High School Lacrosse Commissioner shall serve as a liaison between the High School Principal, the High School Athletic Director and the coach of each High School Lacrosse team. Duties of the High School Lacrosse Commissioner shall include, but are not limited to the following:
DUTIES OF HIGH SCHOOL LACROSSE COMMISSIONER
1. Report needs and/or concerns of their respective High School Lacrosse teams to the High School
Principal and High School Athletic Director.
2. Submit requests for funds to the Cuthbertson Athletic Booster Club Treasurer.
3. Coordinate the recruitment of Volunteers to work in concession duty and at various Lacrosse fundraising events.
General donations accepted by the Cavaliers Club will be put in the general operating fund.
The Cavaliers Club will accept request for funds for financial assistance. Parents should make requests to the Treasurer or Vice President. Requests may be tabled for one meeting to allow sufficient time for discussion of budgetary implications and to allow the appropriate Principal time to research the request, prior to a decision by club membership. Names of the requestors will remain confidential and only known to the Vice-President, Treasurer, and the Principal.
Board may approve requests without soliciting the voting membership. However, funds may be used for unfunded equipment and services that would benefit all participants of a sport.
The Cavaliers Club will ensure that money is spent fairly to provide for premiere athletic programs and facilities.
The Cavaliers Club will maintain a separate account of funds raised by High School Lacrosse. These funds held in this account will be used only for High School Lacrosse and will be transferred to the Cuthbertson High School Athletic Department should high School Lacrosse become a sanctioned UCPS sport under the High School guidelines.
NON PROFIT STATUS
This is a non-profit, non-stock membership organization. No part of this organization’s assets or net income shall benefit any of its officers or members or any other private individual either during the organization’s existence or upon it’s dissolution. Upon dissolution, all remaining assets of the organization shall be distributed either to a successor organization who undertakes to carry out the objectives of the organization or to an entity which is exempt from federal income taxes.
ROBERT’S RULES OF ORDER
The rules contained in Robert’s Rules of Order shall govern this organization in all cases in which they do not conflict with the rules of this organization.
These Bylaws may be amended. The proposed amendment must be presented to the voting body prior to the voting of the amendment at the next said General meeting; the Bylaws may be amended by a majority membership of Cavalier Club members in good standing.
CAVALIERS ATHLETIC BOOSTER CLUB
Role of the Club
The Cavaliers Athletic Booster Club exists as an organization of parents, school personnel and community persons, all in good standing, dedicated to:
1) Supporting, encouraging and advancing the athletic programs and related activities of the Cuthbertson Middle and High Schools, thereby cultivating clean, wholesome school spirit, promoting good sportsmanship, and developing high ideals of character.
2) The Cavaliers Club shall promote projects to improve facilities and equipment necessary to provide premiere athletic programs for the Cuthbertson Middle and High Schools.
3) The Cavaliers Club shall not seek to influence or direct the technical activities or polices of the school administration or of the school officials who are charged with the responsibility of conducting the athletic program of the schools in the district. The Cavaliers Club shall do nothing which violates the rules of the North Carolina High School Athletic Association or in any way jeopardizes the membership of the school district in said athletic/activity association
Relationship with Coaches
Coaches are encouraged to take advantage of every opportunity to work with the booster club in their many fund-raising projects during the course of the school year, especially the August membership drive. The more that coaches become involved in booster projects, the more it will strengthen good will between the club and the athletic department. The Cavaliers Club will ensure the coaching staff that they are working in partnership with them for all sports and children.
Relationship with the Athletic Director
The high school Athletic Director will attend all Cavaliers Club meetings and act as an official liaison between the Cuthbertson School Cluster and the Cavaliers Club. In April each year, the Athletic Director will present the Cavaliers Club with the budget request for the following year as requested by the coaches.
School Colors and Logo
The use of school colors and/or logos for private marketing or merchandise without the expressed written consent of the school administration, athletic director or Cavaliers club board of directors is strictly prohibited.
*These by-laws were amended by member majority vote present at General meeting (March 2014)