By-laws of the Dixon Schools Athletic Boosters

Article I – Name, Mission, Purpose, Objectives, and Non-Profit Status

Section 1.01  Name.  The name of this organization shall be the Dixon Schools Athletic Boosters, hereafter referred to as the “Boosters”.

Section 1.02  Mission.  The Dixon Schools Athletic Boosters  mission is to provide financial and organizational resources for all athletic programs in the Dixon School District in an effort to keep student athletes on the courts and on the fields.

Section 1.03  Purpose.  The purpose to the Boosters is to promote athletics in the Dixon Unified School District in an atmosphere that is consistent with the educational philosophy of the school community.

Section 1.04  Objectives.  The objectives of the Boosters are as follows:

1. 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, socio-economic status or chosen sports activity.

2. Promote school spirit and sportsmanship and encourage attendance at all Dixon school athletic events.

3. Encourage and support the academic endeavors of Dixon’s student athletes.

4. Provide supplementary financial support for the various athletic activities at Dixon.

5. Provide supplementary financial support for the future of the various athletic activities at Dixon.

6. Aid the staff in organizing and staging special events and projects

7. Aid and support the school staff in the areas of sports promotion, publicity and program development.

Section 1.05  Non-profit Status.  Notwithstanding any other provisions of these By-laws, the Boosters 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

Section 2.01  Membership.  There shall be one class of membership in the Boosters; the adult members of any household in the community.

Section 2.02  Members Right to Privacy.  Any personal information gathered or requested by the Boosters is for the sole use of the boosters and will not be made available to any other organization.

Article III – Officers

Section 3.01  Officers.  The officers shall consist of the President, Vice-President, Secretary, Treasurer and Co-Treasurer.  There shall also be elected three (3) at-large members whose responsibilities are described in Article IV, and one chairperson of each Standing Committee

1. Election.  The officers and the three (3) at-large members shall be elected by a majority of the voting membership present at the Annual Business Meeting. All elected officers, at-large and standing committee chairs must be current members of the Boosters.

2. Nominations.  The President, with concurrence of the Executive Board, shall present a slate of nominees (who have agreed to serve) for positions of officers and at large members with reasonable notice prior to the Annual Business Meeting.  Additional candidates may be nominated from the floor at the Annual Business Meeting.

3. Terms of office.  A term is one fiscal year, July 1 through June 30. An individual may not serve in the same elective capacity for more than four consecutive terms, with the exception of Treasurer, which is for no more than six consecutive terms.

4. Vacancy.  The President, with the approval of the Executive Board, shall appoint any officer vacancy, other than the Presidency. A vacancy in the office of the President shall be filled by a majority vote of the Executive Board at their first meeting after the vacancy occurs.

Section 3.02  Duties of Officers

1. President.  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 ex-officio member of all committees;

   5. Serve as primary spokesperson for the Boosters, except as otherwise specified;

   6. Direct goals and budget performance.

2. Vice President.  The Vice President shall perform all the duties of the President in his/her absence and shall be responsible for an annual review of the By-Laws, recommending revisions as deemed appropriate.

3. Secretary.  The Secretary shall keep a record of all the proceedings of the General Membership Meetings of the Boosters. All minutes shall be kept in a regular bound Secretary’s Book.  A record of the decisions of the Executive Board shall be kept in a separate bound Secretary’s Book.  A summary of the decisions made in the Meetings should go out to the general membership each month.  The Secretary shall also maintain the membership roster. 

4. Treasurer.  The Treasurer shall maintain a complete set of books of account in accordance with generally accepted accounting principles and practices. The Treasurer shall make disbursements from the teams’ encumbered funds and the general fund, and shall pay expenses approved by the Executive Board and shall secure proper vouchers thereof and shall receive and deposit monies of the Boosters in the Boosters’ checking and/or savings account.  The Treasurer shall report the amount of money available in the general fund and encumbered funds at each monthly General Membership Meeting.  The monthly financial reports shall include an accurate representation of Booster funds. An annual financial report shall be prepared by the Treasurer.  The Treasurer is also responsible for the required annual federal and state tax filings of the Boosters. 

Article IV – Executive Board

Section 4.01  The Executive Board shall be responsible to act on behalf the Boosters in the management of business affairs of the organization, except for matters decided by a vote in the General Membership Meetings.  The Executive Board shall consist of:

1. President

2. Vice-President

3. Secretary

4. Treasurer and Co-Treasurer

5. Three (3) Elected At-large Members

6. Athletic Director of Dixon High School and CA Jacobs Middle School (non-voting)

7. One Chairperson of each Standing Committee as defined in Article V.

Section 4.02  The Executive Board shall:

1. Approve the expenditure of all general funds up to $500 per request.  Any expenditure of general funds above $500 shall require an advance approval vote by the Executive Board and then be presented at the General Membership Meeting for approval.

2. Approve the President’s creation and dissolution of all necessary Committees and Chairpersons.

3. Set the time and date of General Membership Meetings and give members timely notification;

4. Approve goals and budget targets annually; and

5. Review the Club goals and budget every three months.

Section 4.03  If action on behalf of the Boosters is necessary before it is reasonable to convene the General Membership Meeting, the President shall take such action based on the majority vote of the Executive Board, comprised of the five officers, the at-large members, on chairperson of each Standing Committee, and the Athletic Directors. A report of the action taken shall be made at the next General Membership Meeting.

Article V – Standing Committees

Section 5.01  Standing Committees.  Standing Committees are those required to function throughout the year.  Chairpersons shall be appointed by the President, subject to the approval of the Executive authority to use or remove any funds from any Club checking or saving account for investment purposes or otherwise, unless directed an approved by the Executive Board majority.

Section 5.02  Standing Committee Chairpersons shall recruit as many members as necessary to accomplish the responsibility of the Committee. The Chairperson shall also keep a historical file of the year’s proceeding, financial records, vendor contracts, etc., for turnover to his/her successor. At the end of each fiscal year, these committee records should be turned over the Committee Chairperson successor.

Section 5.03   The Boosters has the following standing committees:

1.  Marketing and Publicity

2.  Sport Operations

1. Maintain communications with the team representatives and/or coaches of the high school and middle school teams.

3.  Fundraising

4.  DUSD Management Operations

a.  Maintain communications with District, High School and Middle School management.

5.  Website

Article VI – Team Representatives

Section 6.01  Each team shall have a team representative present at each General Membership Meeting.

Section 6.02  Team Representatives shall disseminate information from the general Membership Meeting to the team coach, athletes, and parents.

Section 6.03  Teams are responsible to contribute to projects and fundraising activities as called upon.

Article VII - Meetings.

Section 7.01  Annual Business Meeting.  The Annual Business Meeting of the Boosters  shall be held at the April General Membership Meeting unless otherwise specified by the Executive Board.  Any change to the Annual Business meeting date, time or location shall be announced a minimum of two weeks in advance of the proposed change.

Section 7.02  General Membership Meetings.  General Membership Meetings shall be held monthly unless otherwise specified by the Executive Board and reasonable notice is provided to the General Membership.  Meetings shall be open to all interested persons.

Section 7.03  Executive Board Meetings.  Executive Board Meetings shall be held monthly unless otherwise specified by the Executive Board.  A summary of the decisions reached and Executive Board members present at each meeting should be distributed to all Executive Board members and Team Representatives within a reasonable timeframe following the meeting and before the next General Meeting.

Section 7.04  General Meeting Voting.  All members in attendance may vote, except on matters for which it is appropriate to ensure equal representation for each sport team. 

Section 7.05  Quorum.    A quorum for Executive Board Meetings shall be two-thirds (2/3) of the Board members.  In all voting instances, majority rules for those present.

Section 7.06  Robert’s Rules of Order.  Robert’s Rules of Order, the latest edition. Shall be recognized as the authority governing the meetings of the Boosters, its Executive Board, and its Committees.

Article VIII – Finances

Section 8.01  All monies received by the Boosters for any purpose shall be deposited to the credit of the Boosters in a financial institution or institutions selected by resolution of the Executive Board.

Section 8.02  Funds raised by the Boosters that have a specific advertised purpose, shall be deposited (and separately tracked) in the Boosters’ general fund to ensure that it is disbursed for the advertised purpose and to safeguard the integrity of the Boosters and the School.  No vote is required by the general membership unless the advertised purpose has been altered or changed since the project’s inception. .

Section 8.03  Funds raised by any of the Boosters fundraising programs can only be directed to an approved Dixon schools athletics.  All requests to direct money elsewhere must have prior approval of the Executive Board.

Section 8.04  Any interest generated by the investment of the Boosters’’ general funds and/or encumbered funds, in an approved financial institution, will be deposited into the Boosters; general fund.

Article IX – Amendment of these By-Laws

Section 9.01  Amendments to the By-laws are to be submitted in writing at a regular Executive Board Meeting prior to the Annual Business Meeting. Notice of the amendments shall be publicized by direct mail or e-mail to the membership at least two weeks prior to the Annual Business Meeting.

Section 9.02  Amendments may be adopted at the Annual Business Meeting by a 2/3 majority of those Boosters members voting,..

Article X – Dissolution of Boosters

Section 10.01  Dissolution of the Boosters entity.  Should the Dixon Schools Athletic Boosters cease to operate as a legal entity, all of the Boosters assets and cash will be distributed to the Dixon Unified School District to equally benefit all active athletic teams.  Distribution to the teams will be calculated in the following manner; the total sum of the Boosters’ ending cash balance, including assets converted to cash, divided by the total of all Dixon athletes participating in the previous three sport seasons as determined by ending varsity, junior varsity, freshman and middle school rosters prior to the Boosters’ dissolution.  Example:  $50,000 available divided by 750 athletes participating in the three prior sports seasons equals $66.66 dollars given to each team based upon their athlete roster totals.  Once distributed, the funds can be used at the discretion of the team’s Head Coach and/or duly authorized designate.