BYLAWS

COMSTOCK ATHLETICS BOOSTER CLUB
ORGANIZATIONAL BYLAWS

Comstock Public Schools, Kalamazoo, Michigan 

Proposed:   February 2, 2015

Adopted:   February 2, 2015

Revised:   January 12, 2015

ARTICLE I: Purpose and Mission Statement

The purpose of the Comstock Athletics Booster Club is to support the mission statement of the Comstock High School Athletic Department by providing financial assistance for all athletic programs funded by the Comstock Public School District, as well as providing volunteers for school sponsored athletic events and to serve as a communication link between the school district and the community.

The mission of the Comstock Athletics Booster Club is to organize individuals and business leaders in the Comstock community in an effort to provide support for all athletic programs in the Comstock Public School District, instilling pride in the young athletes of Comstock and providing them with one of the top high school athletic programs in the State of Michigan.

ARTICLE II: Organization

A. Membership

1.   The Comstock Athletics Booster Club shall operate as a subordinate organization under the supervision of the Comstock Public School District and the Comstock Board of Education.

2.   Membership shall be open to all persons 18 years of age or older who are a resident within in the Comstock Public School District. There shall be no child requirements to be a member or to hold an officer position.

3.   There shall be no imposed membership fees to become a member.

4.   All members must be able to enter onto any property owned by the Comstock Public School District or to approach any child, parent or school employee within the school district without violating any school policies or local, state, or federal laws (including court imposed restraining orders). 

5.   Membership does not include voting rights until Trustee status has been earned. - After a member attends the majority of regularly scheduled meetings and actively participates and/or supports in booster activities throughout a school year, the current Board of Officers and Trustees may award Trustee Status to a member by majority vote.

B. The Board of Officers

1.   The Trustees shall elect six individuals from within the membership body that have met the requirements for being considered for nomination to serve the following the Board of Officer positions.

  • President
  • Vice President
  • Secretary
  • Treasurer
  • Concession Manager
  • Communications

2.   If a vacancy arises.  A position can be filled by a majority vote.

3.  The elected Board of Officers and the Comstock High School Athletic Director shall govern the Comstock Athletic Booster Club in accordance to these bylaws.

4.  The Athletic Director shall sit as an acting member of the Board of Officers and voting rights are restricted to voting only in the event of a tie.  The Athletic Director shall alert the Superintendent and\or the Comstock Board of Education of any violations of school or MHSAA policies, local, state, or federal laws by the Comstock Athletics Booster Club or its members

 

ARTICLE III: Duties of the Board of Officers

A. The Board of Officers shall meet with the membership at least once per month during the entire school year starting in month of August and ending in the month of June. Meeting dates and times shall be set at the June meeting for the following school year.

B. The President shall preside at all meetings.  In the absence of the President, the Vice-President shall preside. If both the President and Vice-President are absent the Secretary and Treasurer may conduct the meeting.  A minimum of three (50%) officers must be present to conduct a meeting for business.

C. If any board officer cannot complete their term or no longer meet the requirements of being a member, a letter of resignation shall be submitted to the President or Vice-President. The remaining board officers, by majority, shall appoint a replacement.

D. The Secretary shall be responsible for taking minutes of all meetings. All recorded minutes shall be read and approved at the next regular monthly meeting.

1.   A copy of the approved minutes shall be distributed to all board officers and the Comstock High Schools Athletic Director's office.A copy will also be made available to the membership by posting on the Comstock Athletic Booster Club website (if available) or by request from any member via email. 

2.   The Treasurer shall have the authority to write checks, perform debit card transactions, and make deposits and withdraws to all Comstock Athletic Booster Club bank accounts. All checks or debit card transactions for all standard booster activities must be recorded in a monthly treasurer report.  Any other booster payouts expenses must have prior approval and be read into the minutes of the next scheduled meeting The Treasurer shall give monthly reports of income, expenses and balances of accounts.

3.   A written audit request must be made 30 days prior to the last day of school upon request.  An audit shall be completed by one Board member and one member at large before the last day of the school year and filed as a permanent record with the Comstock High School Athletic Director’s office and be made available to the Comstock Board of Education.

E. The Concession Manager shall be responsible for running the concession building in Comstock Stadium.

1.   The Concession Manager shall create a work schedule during each school year and work with the Athletic Director and Coaches to get parent volunteers to work at scheduled sporting events.

2.   The Concession Manager shall be responsible for ordering food and drink products for the concession building, as well as cleaning supplies. It shall be the responsibility of ALL booster members to maintain the building and to volunteer their time to work at sporting events when appropriate.

3.   The concession building within Comstock Stadium at Comstock High School shall be operated and maintained to the standards set forth by the Comstock Public School District and the Kalamazoo County Health Department.

4.   The Concession Manager may be elected to act as a Co-Treasurer, at which time the Concession Manager shall have the authority to write checks, perform debit card transactions, and make deposits and withdraws as the treasurer.

 

ARTICLE IV: Duties of the General Membership

A. Members shall be positive toward any individual, team, or during all sporting events.

B. Members shall be supportive of the coaching staff, especially in the presence of any student athlete.

C. Members shall be an active member of the parent network actively seeking to involve more parents and community members in the careers of student athletes.

D. Members shall emphasize the importance of attending athletic sporting events and all booster meetings.

E. Members shall actively seek new approaches to and participate in all fundraising activities where appropriate.

F.   Members shall support the efforts of the Board of Officers while actively participating in the projects and events being undertaken by the Comstock Athletic Booster Club that benefit the athletic programs in the Comstock Public School District.

ARTICLE V: Duties of Trustee –

1.   The Comstock Athletics Booster Club shall operate as a subordinate organization under the supervision of the Comstock Public School District and the Comstock Board of Education.

2.   Trustee shall be open to all persons 18 years of age or older who are a resident within in the Comstock Public School District. There shall be no child requirements to be a member or to hold an officer position.

3.   There shall be no imposed membership fees to become a member.

4.   All trustee status must be able to enter onto any property owned by the Comstock Public School District or to approach any child, parent or school employee within the school district without violating any school policies or local, state, or federal laws (including court imposed restraining orders. 

5.   Trustee does not include voting rights until Membership status has been earned. - After a trustee attends the majority of regularly scheduled meetings and actively participates and/or supports in booster activities throughout a school year, the current Board of Officers and Trustees may award Trustee Status to a member by majority vote.

ARTICLE VI: Rules and Administration

A. Election procedures for Board Officer Positions:

1.   Nominations for all officers can only bemade by existing officers or board of trustees or Athletic Director.

2.   The secretary shall prepare a ballot of nominees. Individuals being nominated must be present at the April meeting to accept the nomination and answer any questions posed by the membership.

3.   Board elections will be held at the beginning of the May meeting. Members in attendance at the May meeting with voting privileges in Board Elections will be provided a ballot for voting. The secretary shall collect ballots, count votes and report results to the membership prior to the adjournment of the May meeting.

4.   New officers shall meet with the current board officers during the June meeting. New officers shall assume their roles starting at the august meeting.

B. If any board officer cannot complete their term or no longer meet the requirements of being a member, a letter of resignation shall be submitted to the President or Vice-President. The remaining board officers, by majority, shall appoint a replacement.

C. At no time shall the Comstock Athletic Booster Club emphasize one sport or individual over another. All athletic teams organized by the Comstock Public School District, including club and youth programs, shall be considered eligible to receive support from the Comstock Athletic Booster Club.

D. The Comstock Athletic Booster Club shall not review and/or uphold any disciplinary actions against any student athlete, coach, or the school employee.

E. Any motions made during a general membership meeting shall require a simple majority vote of the trustees and officers present to receive approval.  

F.   All requests for funds by athletic teams, coaches, or the athletic director shall be submitted and reviewed as follows:

1. A Grant Request form shall be filled out and submitted to the Booster President two weeks prior to the regular scheduled board meeting.  Submitter must be present at the meeting to present his/her case to the Board.  Forms can be obtained from the athletic director’s office or the booster website.  Each grant request form will receive a request number in the order in which they were received.

2. Requests from teams or coaches will be reviewed by both the Booster President and Athletic Director before they can be considered by the Athletic Booster Club.

3. Requests must be presented to the membership by the requesting coach in person during a regular scheduled meeting. All requests must be included in the meeting agenda.

4. Requests will be recorded in the meeting minutes and scheduled for a second reading. The membership shall vote to approve the request at the next regularly scheduled meeting.

5. All agenda items must be submitted to the secretary one week prior to each meeting and attendee must be present for that meeting.

G. The Comstock Public School District, its employees, or the Comstock Board of Education shall not be held liable for the actions of the members of the Comstock Athletics Booster Club.

H. The Comstock Athletics Booster Club shall operate as a nonprofit organization as seen by the State of Michigan. The Comstock Athletics Booster Club shall pursue achieving a federal 501(3) C not for profit tax status when appropriate. Donations to the Comstock Athletics Booster Club which require a federal 501(3) C nonprofit tax status shall be made to the Comstock Foundation in the name of the Comstock Athletics Booster Club until such time the club reaches said status.

I.  In the event the Comstock Athletic Booster Club is unable to operate under said bylaws and should dissolve, all assets, and real property shall revert to the Comstock Public School District.

J.The Articles of these Bylaws may be amended by a two-thirds majority vote of the Board members and Trustees after a first and second reading to occur at consecutive monthly meetings.