Westfield ABC Bylaws

SECTION 1. To foster and encourage enthusiastic support of school athletics in all forms within the Spring Independent School District's Westfield High School and related Middle Schools.

SECTION 2. To counsel with the Coaches and administration of the Westfield High School and related Middle Schools and to assist in every possible way towards fostering the highest ideals and principles of scholarship and sportsmanship at all times.

SECTION 3. To provide financial assistance to the athletic departments of the Westfield High School and related Middle Schools as stipulated in the Corporate Charter, and to conduct fund raising activities and to receive donations for such purpose.

SECTION 4. Generally performing those functions of an athletic booster club within the meaning of Section 501 (c) (3) of the Internal Revenue Code of 1954 or as that Section of the Code is hereinafter amended.

SECTION 5. To be familiar and abide with the pertinent rules and regulations as set forth by the University Interscholastic League.

ARTICLE III
MEMBERSHIP

SECTION 1. The Corporation shall have a number of classes of members as determined by the Board of Directors prior to June 30th of each year. Each member, regardless of class, shall have one vote.

SECTION 2. Membership shall be open to any adult expressing a true desire to support the objectives set forth in Article II of the By-Laws.

SECTION 3. Regular membership shall expire on June 30th of each year.

ARTICLE IV
TERMINATION OF MEMBERSHIP

SECTION 1. Any member charged with any act prejudicial to the best interest of the Corporation, Spring Independent School District, or Westfield High School, and against whom such charges are sustained after opportunity to appear before the"' Board of Directors in his own defense, may, at the discretion of the Board of Directors, be expelled from membership. Upon such action by the Board of Directors, the Secretary shall notify the member in writing of said action without further explanation of reasons thereafter.

ARTICLE V
OFFICERS

SECTION 1. The officers of this Corporation shall be a President, a Vice-President, a Secretary, a Treasurer, a First Director, and a Second Director, who shall be elected annually by the members. All officers shall hold office for one (1) year or until their successors are duly elected or appointed as provided in these by-laws. In the event that any office becomes vacant for any reason whatsoever, the vacancy shall be filled forthwith by the Board of Directors.

SECTION 2. The President-shall serve as Chairman of the Board of Directors and Chief Executive Officer of the club, preside at all meetings of the Operations Committee and the Board of Directors, be an ex-officio member of all committees, exercise general supervision of affairs of the Corporation, and perform other such duties as are ordinarily incumbent upon a President. He shall represent the Corporation in all the functions in which the Corporation participates. The President shall attend all duly called meetings of the Corporation or, in the case of absence for good and sufficient reason, provide for his representation by an accredited representative.

SECTION 3. The Vice President shall represent the Corporation in the absence of the President and shall also perform such duties as are ordinarily incumbent upon a Vice President, and such other duties as may be assigned to him by the President or Board of Directors.

SECTION 4. The Secretary shall keep and maintain the minutes of all meetings of the Board of Directors and Operations Committee, business meetings and all records of attendance, in the form and manner prescribed by the Board of Directors, and shall conduct such correspondence as may be required by the President and the Board of Directors, and generally perform such duties as are ordinarily incumbent upon a Secretary.

SECTION 5. The Treasurer shall keep and maintain all records of fees, dues and moneys collected and disbursed in the form and manner prescribed by the Board of Directors, and shall make and file regular financial statements monthly, prepare an annual statement for the final meeting of the Corporation each year, make and file all reports required by any state, local or Federal agency, and generally perform such duties as are ordinarily incumbent upon a Treasurer.

ARTICLE VI
DIRECTORS

SECTION 1. There shall be a Board of Directors which shall consist of the President, the Vice President, the Secretary, the Treasurer, two (2) elected Directors, and any advisors selected by the president and approved by the Board of Directors, each of whom shall have the right to vote. Elected Directors shall serve for a period of one (1) year. In the event of a directorship becoming vacant for any reason whatsoever, such vacancy shall be filled by action of the Board of Directors, and such appointee shall serve for the duration of the term of the individual being replaced.

SECTION 2. The Board of Directors shall set the policy for the Corporation's activities, discipline members, make recommendations to the Operations Committee and generally supervise the affairs of the Corporation.

SECTION 3. The Board of Directors shall meet at least once each year at the call of the President, or any three (3) members of the Board of Directors. A majority of the Board of Directors shall constitute a quorum for the transaction of business, and a majority vote of those present shall be necessary to give effect to any action of the Board.

ARTICLE VII
ADMINISTRATION REPRESENTATION

SECTION 1. The Athletic Coordinator of Westfield High School shall represent the Athletic Department at all meetings of the Operating Committee.

SECTION 2. There shall be one representative assigned by the administration of Westfield High School who will act as liaison between the Booster Club and the administration.

ARTICLE VIII
ELECTION PROCEDURE

SECTION 1. Prior to or at the February meeting each year, the President shall announce the appointment of a Nomination Committee of not fewer than three (3) members. The Nomination Committee shall select at least: one (1) nominee for President, one (1) nominee for Vice President, one (1) nominee for Secretary, one (1) nominee for Treasurer, and two (2) nominees for Director. Such nominations in writing, shall be in the hands of the President not later than the March meeting each year.

SECTION 2. Upon receipt of the report of the Nominating Committee, the President shall announce the nominations of the Nominating Committee for each office in alphabetical order and state the date in April of the meeting at which the election, shall be conducted.

SECTION 3. During the April meeting at which the election is to be conducted, the President shall read the names and accept floor nominations and then proceed to conduct the annual election. Separate balloting shall be conducted for each office, except where there is only one (1) nominee for an office, in which case the votes cast shall be required to elect. In the case of Directors, the two receiving the highest number of votes shall be declared elected.

SECTION 4. No President of this corporation who has served two (2) full terms as President shall be eligible to succeed himself/herself.

SECTION 5. Nothing in this Article shall be construed as precluding nominations from the floor.

SECTION 6. Only members in good standing shall be eligible to hold office or vote.

SECTION 7. Voting shall be by Individuals and no person may cast more than one (1) vote. Proxies will not be recognized.

SECTION 8. All officers and directors shall assume the responsibilities of their respective offices at the end of the May meeting following their election.

SECTION 9. The President Elect shall present his Operations Committee Appointments at the May meeting during which he assumes his assigned responsibilities.

SECTION 10. The Secretary shall immediately report the results of all elections and appointment of Corporate officers and Directors to the membership.

ARTICLE IX
MEETINGS

SECTION 1. Regular monthly meetings of the Corporation's Operating Committee shall be held at such time and place as may be determined by the President and announced at the previous meeting. Such meeting mayor may not be open to the General membership as determined by the Board of Directors. Robert's Rules of Order shall govern-all deliberations of this organization, its Board of Directors and its Operations Committee Except as otherwise provided in these By-Laws.

SECTION 2. Special meetings may be called by the Board of Directors or the President, provided that publication thereof has been made at least seven (7) days prior to such Special Meeting stating the nature of the business to be transacted at said meeting.

ARTICLE X
REVENUE

SECTION 1. Each regular member of the Corporation shall pay an annual membership fee of an amount to be determined by the Board of Directors appropriate to the class of membership on a year to year basis, payment of said fee to be prerequisite to admission to membership payable by October 1st of each year, or the date of joining, whichever is later.

SECTION 2. The Operations committee may plan or recommend the raising or accumulation of revenue from sources other than those stated in this Article, provided such methods sources have been approved by the Board of Directors.

SECTION 3. All funds which the public or members have contributed for the specific purpose of financing charitable, educational or civic activities of the corporation, shall be used solely for those purposes and separate records of such funds shall be maintained.

SECTION 4. The fiscal year of the Corporation shall be from July 1st of each year to June 30th of the next year.

SECTION 5. Any non-budgeted expenditures in excess of $50.00 must be approved by the Board of Directors. Any non-budgeted expenditures in excess of $250.00 must be approved by the Operations Committee.

ARTICLE XI
OPERATIONS COMMITTEE

SECTION 1. The Operations Committee of the Corporation shall consist of members with specific responsibilities and special assignments deemed necessary by the president for the achievement of the objectives and purposes of the Corporation. Members of the Board of Directors are also members of the Operations Committee.

Duties of all members of Operations Committee shall be as follows:
1. Encourage membership.
2. Work with Program Advertising to sell new and renewal ads, collect money, deliver appreciation certificates for business area assigned by the Program Advertising director.
3. Responsible for getting any news information or photos to the Publicity director.
4. Assist other directors with duties where necessary.
5. Abide by all the applicable rules and regulations of the University Interscholastic League.
6. Shall be responsible for planning and conducting sport specific awards and banquets throughout the year.

Duties of individual directors are as follows:
Athletic Pictures: Shall be responsible for organizing the photographing of all high school athletic teams and the sale of the pictures. In the event that an outside vendor is utilized, as selected by the President, this position may be eliminated.
Membership: Shall be responsible for getting members, collecting membership fees, and maintaining a membership roster.
Merchandise: Shall be responsible for purchasing, storing, and selling of spirit merchandise as directed by the Operations Committee budget.
Newsletter: Shall be responsible for obtaining pertinent information publication, and mailing of Newsletter. The newsletter will be published four times during the year as directed by the President.
Program Advertising: Shall be responsible for organizing the ad campaign solicitation and cooperating with the Program Production and Program Distribution directors.
Program Distribution: Shall be responsible for the sale of programs for each home game or as directed by the president and any play-off programs as directed by the President.
Program Production: Shall be responsible for assembling and publishing of all programs as directed by the President.
Publicity: Shall be responsible for informing the membership and public of the activities of the Corporation via radio, television, newspapers, news releases, bulletins, and other media.
Purchasing: Shall be responsible for the purchase of major items for concession activities for the purpose of fund raising. Shall be responsible for all building and concession keys as directed by the President.
Baseball: Shall be responsible for assisting in coordination of all baseball high school tournaments and home baseball games as directed by the President, and shall operate all concessions during these activities.
Boys Basketball: Shall be responsible for assisting in coordination of all boys’ basketball high school tournaments and home basketball games as directed by the President, and shall operate all concessions during these activities.
Girls Basketball: Shall be responsible for assisting in coordination of all girls’ basketball high school tournaments and home basketball games as directed by the President, and shall operate all concessions during these activities.
Cross Country: Shall be responsible for assisting in coordination of all cross country high school meets as directed by the President and shall operate all concessions during these activities.
Football Freshman: Shall be responsible for freshman home football game activities as directed by the Football director.
Football: Shall be responsible for Varsity and JV football home game hospitality rooms as directed by the President.
Golf: Shall be responsible for assisting in coordination of all home golf matches and tournaments as directed by the President.
Boys Soccer: Shall be responsible for assisting in coordination of boys’ soccer high school tournaments and games as directed by the President and shall operate all concessions during those activities.
Girls Soccer: Shall be responsible for assisting in coordination of girls’ soccer high school tournaments and games as directed by the President and shall operate all concessions during those activities.
Girls Softball: Shall be responsible for assisting in coordination of girls’ softball high school tournaments and games as directed by the President and shall operate all concessions during those activities.
Swimming: Shall be responsible for coordinating any swim or diving meets as directed by the President and shall operate all concessions during those activities.
Tennis: Shall be responsible for assisting in coordination of tennis high school tournaments and matches as directed by the President and shall operate all concessions during those activities.
Boys Track: Shall be responsible for assisting in coordination of all Boys Track high school home meets as directed by the President and shall operate all concessions during those activities.
Girls Track: Shall be responsible for assisting in coordination of all Girls Track high school home meets as directed by the President and shall operate all concessions during those activities.
Volleyball: Shall responsible for coordinating Volleyball tournaments as directed by the President and shall operate all concessions during those activities.
Claughton Middle School: Shall be responsible for assisting in coordination of tournaments at Claughton Middle School and other activities as required by the President.
Bammel Middle School: Shall be responsible for assisting in coordination of tournaments at Bammel Middle School and other activities as required by the President.
Wells Middle School: Shall be responsible for assisting in coordination of tournaments at Wells Middle School and other activities as required by the President. .
Cheerleading: Shall be responsible for assisting with spirit related activities of the organization as directed by the president.
Trainers: Shall be responsible for assisting with the coordination of awards and banquets for student trainers and any other tasks as assigned by the president.

SECTION 2. When a new sport is introduced into Westfield High School and that sport is under the direct control and supervision of the Athletic Coordinator of Westfield High School, the sport will be granted one seat on the Operations Committee. The director for the new sport shall assume the duties as outlined above, and will be responsible for assisting in coordination of home events and tournaments as directed by the president and shall be responsible for concessions at those events.

SECTION 3. The President shall, immediately following his election, appoint the members of all the Operations Committee, and shall announce such appointments not later than the May meeting following his election.

SECTION 4. Directorships may be shared between two or more people. When directorships are shared, the directorship has one vote.

SECTION 5. No Operations Committee member, officer or other member will fund raise independently for an individual sport.

ARTICLE XII
AUDITING

SECTION 1. The Treasurer and President will seek the assistance from the appropriate person in the Spring Independent School District to review the financial records of the Corporation as maintained by the previous administration, and report to the new administration prior to the beginning of the new school year.

ARTICLE XIII
MISCELLANEOUS

SECTION 1. Any person who is proposed for and duly elected to membership in this
Corporation shall be deemed to have accepted these By-Laws and shall be bound by them in all respects as if he had been a member at the time of their adoption.

ARTICLE XIV
NOT -FOR-PROFIT CORPORATION

SECTION 1. This Corporation is organized and shall operate as a not-for-profit organization to provide financial assistance to the Spring Independent School District's Westfield High School and related Middle School athletic programs, in accordance with the rules and regulations of the University Interscholastic League, and other similar non-profit purposes. Any income received shall be applied only to the nonprofit purposes and objectives of the organization, and no part of the income shall inure to the benefit of any officer or member.

ARTICLE XV
AMENDMENTS

SECTION 1. Any amendment to these By-Laws may be adopted by a two-thirds (2/3) vote of the members present at any meeting, provided written notice of the proposed amendment and date of such meeting shall have been given the members at least two (2) weeks prior thereto.