BILOXI ELITE SWIM TEAM BOOSTER CLUB
BY – LAWS
ARTICLE I
NAME
The name of the organization shall be the Biloxi Elite Swim Team (B.E.S.T.) Booster Club.
ARTICLE II
PURPOSE
Section 1: The purpose of the booster club shall be to provide financial support to the Biloxi Elite Swim
Team. The booster club will also encourage sportsmanship, social participation and etiquette
among participants, members and families.
Section 2: This organization shall be non-profit, non-sectarian, and non-partisan.
Section 3: This organization shall not seek to direct the activities of the coaches or to control their
policies, either collectively or individually.
Section 4: This organization may cooperate with other organizations and agencies active in promoting
swimming, provided they make no financial nor manpower commitments which bind our
members.
Section 5: All funds shall be kept in a checking account in the name of BEST Booster Club. Signature
permission on the account shall be the Treasurer and one other member of the Executive
Board. The account shall be held at a local financial institution.
Section 6: The BEST Booster Club account shall not be allowed to drop below $1500 during the course
of operations.
Section 7: Contract signing authority is limited to the President or the President’s designee.
ARTICLE III
LOCATION
The location of the booster club shall be at the Biloxi Natatorium, Biloxi, Mississippi, or other named
location.
ARTICLE IV
BOOSTER CLUB YEAR
The business year shall run from September 1st until August 31st.
ARTICLE V
MEMBERSHIP
Membership in the Booster Club is open to parents/guardians of members of the Biloxi Elite Swim Team
and other individuals who wish to support the Biloxi Elite Swim Team. All members must be in good
financial standing with the City of Biloxi and with the Biloxi Elite Swim Team. References to “members”
herein will always be understood to include this provision.
ARTICLE VI
MEETINGS
General membership meetings will be held at the Biloxi Natatorium storage room or other named location
at a frequency determined by the Booster Club Officers. Notice of these meetings will be posted on the
bulletin board and sent out via Team Unify email. Special meetings may be called by the Head Coach,
President, or upon request of members. Written or electronic notice of the date, time, place, and purpose
of such special meetings shall be given no later than three days prior to the scheduled meeting.
On all voting matters, each family has one vote. A quorum shall be three (3) officers and fifteen (15)
members. No official act may be taken or voted upon unless a quorum is present. Decisions shall be
made by a majority vote of the members present (a quorum having been established).
The agenda for all meetings of general members shall include:
1.
2.
3.
4.
5.
Review and acceptance of previous meeting minutes
Treasurer’s Report
Officer / Committee Reports
Old and Unfinished Business
New Business
ARTICLE VII
ELECTIONS AND TERM
In accordance with regulations for 501c3 non-profit organizations, the Booster Club Officers will be
comprised of a minimum of 5 members, with the Head Coach considered as one member. Elected positions
will include: President, Secretary, and Treasurer. Appointed positions will include a minimum of 1 (maximum
of 3) BEST Alumni to ensure an odd number of voting members. The Institution (defined as the City of Biloxi
and City employee currently holding Head Coach position) has final approval on all candidates.
Effective with the 2012 Short Course Season, elections will be conducted such that incoming officers are
staggered in order to effect a smooth transition by having at least one experienced board member serving
at all times. Term of office will be three (3) seasons. To further provide for seamless board operation,
incoming officers will serve as “officer-elect,” shadowing the current officer for one season before
assuming their full duties.
Elections will be held during the months of July and January. Under the new guidelines, the President and
the Secretary were elected in July 2012 and the Treasurer will be elected in January 2013. The next
election of officers will be for a President and a Secretary in January of 2014 and a Treasurer in July of
2014. Subsequent elections will be conducted such that the officers elected in July will be replaced
approximately 18 months later (elected in January), and officers elected in January will be replaced
approximately 18 months later (elected in July).
Nominations are to be made in writing (e-mail acceptable) by at least two (2) members in good standing
and must include the written permission of the nominee. Call for nominations will be sent out to active
members via Team Unify at least one month prior to the election.
Emergency elections may be held immediately considering a vacancy of any elected position;
alternatively, the Executive Board may simply elect to fill the position at the next open election.
The Executive Board – at its discretion - has the right to waive an incoming officer’s internship status.
Election of new Officers shall be by a simple majority of votes cast. Each family has one vote, regardless
of the number of swimmers in the family. The Secretary will administer the election and record the results
in the minutes.
Any and all of the Officers may be removed for cause by majority vote of the members.
ARTICLE VIII
OFFICERS/ EXECUTIVE BOARD MEMBERS
Section 1: The Executive Board shall consist of the officers of the organization and the Head Coach (or
designee). Each individual has one vote.
The Executive Board shall meet when called. Special meetings may be called by the
President or by a majority of the elected officers.
The outgoing Executive Board and the newly elected officers shall have a combined meeting
within six (6) weeks of election so as to provide an orderly transfer of responsibility.
Section 2: The duties of the Officers are as detailed below:
The President shall preside and lead meetings of the Officers and the general members. The
President may create committees as he/she deems necessary and appoint a chairperson for
each committee. The office of President requires a sound decision maker who can lead by
example.
The Secretary shall record and keep the minutes of all meetings of the executive board and
the general membership, be responsible for all correspondence of the booster club, serve
notice of general meetings and have custody of and maintain all permanent records of club
affairs other than those entrusted to the Treasurer. The Secretary shall also preside over
annual elections of Officers. The ideal candidate has ready access to a computer and
possesses excellent communication skills (both verbal and written). Additionally, the role of
Secretary is well suited to an individual who is available on a regular basis to the parent
membership; it also requires a high level of organization and multi-tasking.
The Treasurer shall receive all monies of the booster club and disburse authorized funds
upon proper authorization; write, sign and issue checks, maintain bank accounts, and
prepare and present financial reports at each general meeting. The Treasurer is the focal
point for the Team Unify software and is responsible for filing any and all required forms with
the State of Mississippi and the Internal Revenue Service as needed to meet requirements
regarding non-profit status. This individual should demonstrate a solid understanding of
accounting principles and fiscal responsibility.
The Head Coach (or his designee) shall attend all meetings of the Officers and general
members. The Head Coach will provide advice and guidance regarding any and all matters of
importance to the team, relying on his/her coaching experience as well as his interaction and
direction, if any, from the team sponsor, i.e., the City of Biloxi.
The Lead Official shall attend as many meetings of the Officers and general members as
possible. As the spokesperson for BEST team officials, this individual’s role on the board will
be to serve as their mouthpiece, to ensure that we adhere to Mississippi Swimming official
rules and that we remain true to the sport in all team actions.
The BEST Alumni members shall attend as many meetings of the Officers and general
members as possible. The Alumni Member(s) will provide guidance and counsel from the
community-at-large regarding matters of importance to the team, including, but not limited to,
opportunities for team growth and the fundraising means by which that growth can be
achieved. Such opportunities might include minor construction / renovation projects to
increase the capacity of the current facility, locker rooms, restrooms, concession area, etc.
Section 3: The duties of the Executive Board are as detailed below:
o
To transact necessary business in the intervals between general membership meetings.
o
To approve the plans of the project committees.
o
To prepare an informal record of discussions of Executive Board meetings.
o
To prepare an annual budget for membership approval.
o
To oversee fundraising activities.
ARTICLE IX
BUDGET AND FINANCE
A budget reconciliation shall be prepared by the Officers/ Executive Board and presented to the members
no later than June 1st.
The Treasurer will issue checks consistent with the approved budget. Unbudgeted expenses in excess of
$200.00 shall be approved by a majority of the members present at the vote.
Requests for funds or purchases shall be submitted in writing to the booster club. The Treasurer shall
issue and retain forms for requisition.
All revenues of the booster club will be used strictly to further the purpose of the booster club and
swimmers of the team in a manner consistent with an adopted budget or the expressed wishes of the
voting membership.
ARTICLE X
PARLIAMENTARY AUTHORITY
Roberts Rules of Order shall govern the conduct of the booster club meetings.
ARTICLE XI
AMENDMENTS
The by-laws may be adopted, amended or repealed by the Executive Board and put to a vote of the
general membership. A majority vote will carry the amendment. A notice of vote must be announced by
the secretary at least one week prior to the actual vote.
ARTICLE XII
INDEMNIFICATION
Group agrees to indemnify, defend, and hold harmless the City of Biloxi, Biloxi Elite Swim Team and its
officers, and coaches from and against any and all demands, claims, and damages to persons or
property, losses and liabilities, including reasonable attorney's fees, arising out of or caused by its group
or its attendees' negligence or willful misconduct.”