Bylaws

CEDAR RIDGE HIGH SCHOOL CHEER BOOSTERS

BYLAWS

ARTICLE I: NAME

The name of the association shall be Cedar Ridge High School Cheer Boosters. (Also referred to as Cheer Boosters, or CRHS Cheer Boosters).

 

ARTICLE II: PURPOSE

The purpose of the CRHS Cheer Boosters is to provide encouragement and generate support for the cheerleading program of Cedar Ridge High School. Activities in which the CRHS Cheer Boosters will engage include, but may not be limited to:

  1. Positive interaction between the Cheer Boosters, school officials, the coaching staff, the student body and the general public.
  2. Pre-game and post-game rallies and awards ceremonies.
  3. Fundraising activities.
  4. Communication of Cedar Ridge Cheer news to various media.
  5. Communication of a positive image of Cedar Ridge Cheer news to the community
  6. Work for the development of constructive attitude by all students towards all levels of athletic endeavor.
  7. Provide support to Cedar Ridge High School Coaching Staff

 

ARTICLE III: MEMBERSHIP AND DUES

Section 1. Membership in the Cheer Boosters shall be made up of faculty, parents, citizens and businesses interested in supporting and encouraging the cheer program at Cedar Ridge High School. All members shall be required to conduct themselves in accordance with the bylaws of the organization and in a manner that will bring credit to the organization, the school, and the participating students.

Section 2. There may be different levels of membership as determined by the Membership Committee and the approval of the CRHS Cheer Boosters Officers and Sponsor. NOTE: The Sponsor shall be the head Cheerleading Coach.

Section 3. Dues shall be per membership year unless otherwise voted on by the Officers.

 

ARTICLE IV: OFFICERS AND THEIR ELECTION

Section 1. The officers of the Cheer Boosters shall consist of a President, a Vice President (President-elect), a Secretary and a Treasurer

Section 2. Each officer of the Cheer Boosters shall be an active member in good standing of the CRHS Cheer Boosters.

Section 3. Officers and their elections:

  1. Officers shall be elected at the first regular Cheer Boosters meeting immediately following try-outs.
  2. The new officers shall assume their duties at the first regular Cheer Boosters meeting of the new fiscal year.
  3. There shall be a transition meeting of the outgoing Officers, the incoming Officers, and the Sponsor prior to the first regular Cheer Boosters meeting of the new fiscal year.

Section 4. Nominating Committee:

  1. The President shall appoint a nominating committee composed of (3) Cheer Boosters members at least two weeks prior to the election.
  2. The nominating committee shall present at least one (1) candidate for each office.
  3. No Officer shall be nominated without approval of the Sponsor
  4. Additional nominations may be taken from the floor the night of the election.
  5. Only those persons who have consented to serve if elected shall be nominated or elected to an office.

Section 5. Vacancies

  1. In case a vacancy occurs in the office of President, the President-elect (Vice President) will assume the position of President. The remaining Officers and the Sponsor shall serve as a nominating committee and fill the vacancy of President-Elect.
  2. A vacancy occurring during any Officer position shall be filled by the remaining Officers.

Section 6. Reason to Remove

Any Officer may be removed from office for failure to perform duties or using unethical practices while conducting CRHS Cheer Boosters business or for criminal misconduct.

ARTICLE V: DUTIES OF OFFICERS

Section 1. The President shall:

  1. Chair the business and officers meetings of CRHS Cheer Boosters.
  2. Develop the agenda for the meetings.
  3. Act as a spokesperson for CRHS Cheer Boosters.
  4. Work directly with the Sponsor

Section 2. The President-elect (Vice President-Purple) shall:

  1. Work closely with the President.
  2. In the absence of the President, chair meetings and perform the duties of the President.
  3. Serve as chairman of the Scholarship Committee, unless he has a graduating senior.
  4. Perform the other duties as assigned by the President, the Sponsor or the CRHS Cheer Boosters.
  5. Sponsor for the CRHS Cheer Boosters Committee(s)
  6. Committee Chair for Fundraising & Website
  7. No term limit.

Section 3. The President-elect (Vice President-Black) shall:

  1. Work closely with the President.
  2. In the absence of the President, chair meetings and perform the duties of the President.
  3. Serve as chairman of the Scholarship Committee, unless he has a graduating senior.
  4. Perform the other duties as assigned by the President, the Sponsor or the CRHS Cheer Boosters.
  5. Sponsor for the CRHS Cheer Boosters Committee(s)
  6. Committee Chair for Sales and Merchandise (If applicable) & Sponsorships
  7. No term limit.

 Section 4. The Secretary shall:

  1. Record the minutes of all meetings of the CRHS Cheer Boosters.
  2. Make the CRHS Cheer Boosters documents available to school administrators and district personnel as requested.
  3. Have a current copy of the by-laws.
  4. Maintain a membership list.
  5. Perform other duties as assigned by the President of the CRHS Cheer Boosters.
  6. Keep all records of membership, meeting attendance and minutes of meetings.

Section 4. The Treasurer Shall:

  1. Have custody of all the funds of the CRHS Cheer Boosters.
  2. Keep books and records including bank statements, receipts, budgets, invoices and purchase orders, inventory records, paid receipts and canceled checks.
  3. Issue a receipt of all monies received and deposit on a weekly basis (daily if receipts on hand total over $250.00)
  4. Make disbursements in accordance with the budget adopted by the CRHS Cheer Boosters.
  5. Sign on bank account.
  6. Reconcile all bank statements and resolve discrepancies with the bank immediately
  7. Present a financial statement at meetings.
  8. File sales tax reports as required by the Texas Comptroller’s Office (monthly, quarterly, or annually) Must be filed even if no sales tax was collected for that reporting period
  9. Submit books to an Audit Committee at the end of fiscal year in which they held the office of treasurer.
  10. File IRS form 990m 990T or 990 N by the 15th day of the 5th month following the end of the fiscal year
  11. Perform other duties as assigned by the President or the Cheer Boosters.

Section 5. The Historian Shall:

  1. Coordinates picture taking at events/uploading to Shutterfly
  2. Creation end of year books & video
  3. Perform the other duties as assigned by the President, the Sponsor or the CRHS Cheer Boosters

Section 6. The Junior Varsity Representative Shall:

  1. Communication representative with JV members;
  2. Fairly represents interest of JV Team
  3. Perform the other duties as assigned by the President, the Sponsor or the CRHS Cheer Boosters

Section 7. Records Retention Policy

Records will be kept for a period of 10 years for audit purposes. Records will be turned over to the new Secretary and Treasurer within 30 days of the date of an election.

 ARTICLE VI: MEETINGS

Section 1. Meetings of the CRHS Cheer Boosters will be held monthly, as set by the Officers and Sponsor.

Section 2. Special meetings of the CRHS Cheer Boosters may be called by the President. At least three (3) officers must be in attendance and the membership must be notified as soon as possible. No meeting will be deemed official without the Sponsor being present.

Section 3. Quorum

  1. Shall consist of the Sponsor, and a majority of the Officers must be present (three Officers must be present for a quorum).
  2. Once quorum is established, all actions will be by majority vote of the members present.

Section 4. Notice of Meetings

  1. Shall be posted on the Cedar Ridge High School Cheer Boosters website.
  2. Via the membership email list.
  3. By mail when needed.

ARTICLE VII: COMMITTEES

Section 1. Only members of the CRHS Cheer Boosters shall be eligible to serve as chairperson of a committee.

Section 2. The CRHS Cheer Boosters Officers with approval of the Sponsor shall create committees as is deemed necessary to carry out the work of the CRHS Cheer Boosters.

Section 3. The President shall appoint chairpersons of committees with the approval of the Sponsor

ARTICLE VIII: CLUB SPONSORED BANQUETS AND DINNERS

In accordance with the UIL Rules, CRHS Cheer Boosters may provide a pre-season kick-off dinner before the first game each fall and a post-season awards banquet after the last game of the season.

ARTICLE IX: DISBURSEMENT OF FUNDS

A budget shall be approved by the membership before disbursements of any funds shall be made. The disbursement of any funds the Cheer Boosters shall require the signature of the Treasurer and one other Officer if the amount exceeds $5000.

 ARTICLE X: FISCAL YEAR

The fiscal year of the CRHS Cheer Boosters shall be May 1-April 30.

 ARTICLE XI: AUDIT COMMITTEE

The audit committee is responsible for conducting an annual audit of the organization’s financial report and the related financial activity for the school year. The audit committee should include three members consisting of officers and club members; however, the committee should have at least one non-officer review the information. If the membership size does not allow, the audit committee may be comprised of two individuals with one being a non-officer. The audit committee must prepare a written Audit Report that communicates the results of the audit to the organization. The Treasurer should not be on the audit committee. Since the Treasurer is the person being audited he/she cannot also be the person performing the audit. However, he/she may meet with the committee to explain their records or answer questions.

The objectives of the audit are to:

  1. Verify the accuracy of the Treasurer’s financial reports;
  2. Ensure that the club’s cash balances are accurate
  3. Determine that established procedures for handling booster funds have been followed;
  4. Ensure that expenditures have two sources of approval and occurred in a manner consistent

with the organization bylaws;

  1. Ensure that all revenues have been appropriately received and recorded;
  2. All members of the audit committee shall sign a statement indicating their agreement with

the findings detailed in the report

 

The audit committee shall make a report to the general membership upon completion of the audit. Any discrepancies noted shall be brought to the attention of the president of the CRHS Booster Club and a resolution reached prior to presentation. All officers of the CRHS Booster Club shall make records available as requested by the committee. Audit procedures in Appendix A of the RRISD Booster Club guidelines should be followed; however the format of the final report is to be determined by the audit committee. Copies of the final report should be submitted to the campus principal and Director of Financial Services in Administration by July 31 of each year.

ARTICLE XII: CONFLICT OF INTEREST POLICY

A conflict of interest is defined as an actual or perceived interest by a booster club member, officer, or a volunteer that results in, or has the appearance of resulting in, personal, organizational, or professional gain. Officers, members and volunteers are obligated to always act in the best interest of the CRHS Cheer Boosters. This obligation requires that any officer, member or volunteer in the performance of CRHS Cheer Booster duties, seek only the furtherance of the organization mission. At all times, officers and board members are prohibited from using their job title or the name or property of CRHS Cheer Boosters, for private profit or benefit.

 

Section 1. The officers, members and volunteers of CRHS Cheer Boosters should neither solicit nor accept gratuities, favors, or anything of monetary value from contractors/vendors. This is not intended to preclude bona- fide organization fund raising-activities.

Section 2. No officer, member or volunteer of the CRHS Cheer Boosters shall participate in the selection, award, or administration of a purchase or contract with a vendor where, to their knowledge, any of the following has a financial interest in that purchase or contract:

a.) The officer or member;

b.) Any member of their immediate family;

c.) Their partner;

d.) An organization in which any of the above is an officer, director or employee;

e.) A person or organization with whom any of the above individuals is negotiating or has an arrangement concerning prospective employment.

Section 3. Disclosure

Any possible conflict of interest shall be disclosed by the person or persons concerned.

Section 4. Booster Club Action

When a conflict of interest is relevant to a matter requiring action by the CRHS Cheer Boosters, the interested person(s) shall call it to the attention of the CRHS Cheer Boosters and said person(s) shall not vote on the matter. In addition, the person(s) shall not participate in the final decision or related deliberation regarding the matter under consideration. When there is a doubt as to whether a conflict exists, the matter shall be resolved by vote of the CRHS Cheer Boosters, excluding the person(s) concerning whose situation the doubt has arisen.

Section 5. Record of Conflict

The official minutes of the CRHS Boosters shall reflect that the conflict of interest was disclosed and the interested person(s) did not participate in the final discussion or vote and did not vote on the matter.

ARTICLE XIII: AMENDMENTS

These bylaws may be amended at any regular meeting of The Booster Club provided a quorum is present and by a majority of the vote of the members present. The amendments must be read at a meeting, discussed and voted on at the same meeting.

Bylaws updated 05/10/16