Mission & Bylaws

MISSION AND BY-LAWS

Maple Mountain Baseball Booster Club

ARTICLE I. NAME

This association shall be known as the Maple Mountain Baseball Booster Club, hereafter referred to as "Booster Club" or “Maple Mountain Baseball Booster Club.”

ARTICLE II. PURPOSES

The purposes of this organization are to:

Section A. Support for Baseball Teams, Coaches, and Players

Provide a service organization dedicated to the promotion, encouragement and support of the Maple Mountain High School baseball teams, coaches, and players.

Section B. Financial and Program Support

Provide supplemental financial and program support in matters not covered by existing directives or budgets of the Nebo School District.

Section C. Charitable and Educational Support

  • Scholarships: Offering scholarships to graduating student-athletes to support their continuing education. Criteria could be based on academic achievement, athletic performance, community service, or other meritorious attributes.
  • Educational Workshops: Organizing workshops, training, or seminars for student-athletes, coaches, and parents on topics such as sportsmanship, leadership, college admissions, nutrition, or injury prevention.
  • Community Outreach: Engaging in community service projects that involve student-athletes and promote teamwork and civic responsibility, such as community clean-ups, volunteering at local shelters, or youth mentoring.
  • Equipment and Facility Enhancement: Raising funds to provide or enhance sporting equipment, facilities, or uniforms that may not be covered by the school's budget, ensuring that all student-athletes have access to quality resources.
  • Support for Underprivileged Players: Implementing initiatives to ensure that financial constraints do not prevent interested students from participating in the baseball program, including subsidizing fees, equipment, or travel costs for those in need.
  • Promoting Education: Creating programs that emphasize the importance of academic success alongside athletic achievement, such as tutoring support or academic recognition awards for student-athletes.
  • Special Needs Engagement: Collaborating with special needs organizations to organize inclusive baseball games or events, promoting community inclusion, and understanding.

Section D. Compliance with District Policies

The Booster Club shall take no action, which is not in compliance with policies of the Nebo School District.

ARTICLE III. MEMBERSHIP

Section A. Eligibility for Membership

Any individual who subscribes to the purposes of this association may become a member of this club, subject only to compliance with the provisions of the by-laws. Membership in the association shall be without regard to sex, race, color, creed, or national origin.

Section B. Annual Enrollment and Admission

The Booster Club shall conduct an annual enrollment of members in August, but persons may be admitted to membership through the entire year.

Section C. Participation and Service Eligibility

Only members in good standing of the association shall be eligible to participate in its business meetings, or to serve in any elected or appointed positions.

Section D. Payment of Annual Dues

Each member of the club shall pay annual dues.

Section E. Determination of Membership Dues

Annual membership dues shall be set by a majority vote of the members present at a regularly scheduled June meeting.

Section F. Voting Rights

Each active member shall be entitled to one vote.

Section G. Membership Year

The membership year shall be the same as the fiscal year, August 1 through July 31.

Section H. Anti-Discrimination Policy

The Maple Mountain Baseball Booster Club is committed to fostering a welcoming environment for all individuals, regardless of race, gender, age, religion, disability, sexual orientation, ethnicity, or national origin. Discrimination or harassment of any kind will not be tolerated, and any actions or behaviors that are inconsistent with this policy may result in termination of membership or other appropriate action as determined by the Board of Directors. All members are expected to adhere to this policy and to treat each other with dignity and respect.

ARTICLE IV. OFFICERS AND DUTIES

Section A. Executive Officer Roles

The elected Executive officers of this association shall be a President, First Vice-President, Second Vice-President, Secretary, Treasurer, and Parliamentarian.

Section B. President’s Responsibilities

The duties of the President shall be to preside at all meetings of the association and of the Board of Directors, perform such other duties as may be prescribed in the By-Laws or assigned to him/her by the association, and to coordinate the work of the officers and committees. They will serve as an ex-officio member of all committees.

Section C. First Vice President Responsibilities

The First Vice-President shall aid the President and coordinate the work of all committees. In the absence or inability of the President to serve, the First Vice-President shall assume their duties.

Section D. Second Vice President Responsibilities

The Second Vice-President shall be an aide to the First Vice-President. In the absence of both the President and the First Vice-President, the Second Vice-President shall assume the duties of the President.

Section E. Secretary Responsibilities

The Secretary shall record the minutes of the association's meetings and the Board of Directors meetings, keep a current record of names, addresses, and phone numbers of active members, and perform any other delegated duties.

Section F. Treasurer Responsibilities

The Treasurer shall receive all monies of the club, keep an accurate record of receipts and expenditures, pay all expenditures authorized by the association, record all approved expenditures in the meeting minutes, and present a financial report at every meeting. They shall also present a full financial statement at the end of season meeting for approval by the audit committee.

Section G. Parliamentarian Responsibilities

The Parliamentarian shall monitor all meetings to ensure they adhere to the official Constitution and By-Laws of the Maple Mountain Baseball Booster Club. Additionally, the Parliamentarian shall monitor and enforce time limitations for discussions as agreed upon by the Board.

Section H. Executive Committee Composition and Function

The six (6) elected officers will constitute the Executive Committee. At any time, these officers meet as an executive action group, a minimum of four (4) officers must be in attendance. Any motion must be approved by a majority vote by those in attendance.

Section I. Additional Duties of Elected Officers

Other duties of the six (6) elected officers, as assigned, are attached as Addendum A.

Section J. Failure to Fulfill Duties of Office

The failure to fulfill the duties of an office within the organization includes but is not limited to the following:

  • Non-Attendance: Missing more than three meetings without a valid excuse within a six-month period.
  • Negligence: Failure to perform assigned responsibilities, neglecting to follow through on commitments, or consistently failing to meet organizational standards.
  • Misconduct: Engaging in unethical or inappropriate behavior that reflects poorly on the organization or disrupts its functioning.
  • Conflict of Interest: Failing to disclose or acting in a way that places personal interests above those of the organization.
  • Ineffective Leadership: Lack of proper guidance, support, or direction to subordinates, resulting in a lack of progress or achievement of organizational goals.
  • Failure to Communicate: Lack of communication with other members or stakeholders, leading to misunderstandings or ineffective operations.
  • Violation of By-Laws or Policies: Acting inconsistently with the organization's by-laws, policies, or procedures.
  • Lack of Cooperation: Failure to work effectively with other members, exhibiting a lack of teamwork, or creating conflicts within the organization.

Section K. Officer Eligibility and Conflict of Interest:

  • Coaching Restrictions: A coach cannot hold an officer position within the Booster Club.
  • Spousal Restrictions: The spouse of a coach cannot serve as the President or the Treasurer of the Booster Club. Additionally, the spouse of the President cannot serve as the Treasurer. These restrictions are in place to avoid potential conflicts of interest and to maintain transparency and trust within the organization.
  • Exception for Organizational Continuity: Notwithstanding the above restrictions, if adhering to these rules would prevent the Booster Club from functioning effectively or at all, exceptions can be made. In such cases, the decision to allow a spouse to hold a restricted position should be made with a majority vote of the active members, ensuring transparency and collective agreement.

ARTICLE V. BOARD OF DIRECTORS

Section A. Composition of the Board of Directors

The Board of Directors shall consist of the six elected officers, the immediate past President and past Treasurer (the last person to hold that office, whether it's one or two years in the past), and Board-selected Associate Directors.

Section B. Attendance Requirements for the Board of Directors

The Board of Directors shall be required to attend regular board meetings during the school year. Any member missing more than two (2) meetings may be replaced by the board. A Booster member may be designated to speak on behalf of an absent board member.

Section C. Emergency Procedures and Email Voting

  • Purpose: Email voting may be utilized when necessary for urgent decisions that cannot wait for a regular meeting. Email voting must not be used for matters requiring extensive debate or those that are highly controversial.
  • Security Measures: All email votes shall be conducted using secure methods. Members are encouraged to use their official organization email accounts to ensure authenticity. Alternatively, a secure voting platform or tool may be utilized.
  • Procedure: A clear description of the matter being voted upon shall be sent to all eligible voting members. A specific time frame for the vote shall be established, typically not less than 24 hours.
  • Confirmation of Receipt: Members shall confirm receipt of the email and understanding of the matter at hand. Any questions or clarifications shall be handled prior to casting a vote.
  • Recording Votes: Votes shall be collected by a designated individual or committee, chosen by the Board, who will maintain confidentiality. A record of all votes shall be maintained, including abstentions or failures to vote.
  • Transparency: A summary of the vote shall be promptly reported to all voting members within 48 hours. Full details shall be recorded in the minutes of the next regular meeting.
  • Revote: In case of technical issues or any irregularities, a provision for a revote should be established, either via email or in a regular meeting, depending on the urgency and nature of the matter.
  • Limitations: Email voting shall not be used for matters that are restricted by law or organizational bylaws to in-person or other specific voting methods.
  • Compliance: All email voting procedures must comply with applicable laws, regulations, and organizational policies, including any specific rules related to anti-discrimination, accessibility, and privacy.

ARTICLE VI. MEETINGS

Section A. Schedule and Location of Regular Meetings

Maple Mountain Baseball Booster Club will meet monthly September through July at a designated place as is appropriate for the nature of the meeting.

Section B. Procedures for Calling Board of Directors Meetings

The Board of Directors shall be called to a meeting by the President or any three (3) officers.

Section C. Guidelines for Calling Special Member Meetings

Special meetings of the members may be called by the President, the Board of Directors, or not less than two thirds (2/3) of the members eligible to vote.

Section D. Voting Eligibility and Verification

Any votes must be made by paid members. The secretary will maintain a current list of active members for the purpose of establishing voter eligibility.

Section E. Definition of an Active Member

An active member is any member in good standing whose current membership dues are paid.

Section F. Agenda and Procedures for All Meetings

All meetings should include a review of the minutes from the previous meeting, presentation of a current financial report, reports from active committees, old and new business. Committee assignments will be made and approved by the Board of Directors.

ARTICLE VII. ELECTIONS

Section A. Composition of the Nominating Committee

A nominating committee shall consist of the President and two (2) other members appointed by the Board of Directors.

Section B. Appointment and Procedures of the Nominating Committee

The nominating committee shall be appointed each year. The nominees will be presented at a meeting; nominations will be taken from the floor at that time as well. Elections will be held following the presentation. Officers elected at the meeting will take effect after the treasure’s books are closed.

Section C. Term Limits for Elected Offices

No member shall be permitted to serve more than two (2) consecutive terms of the same elected office.

Section D. Prohibition of Proxy Voting

No proxy votes will be accepted.

Section E. Procedures for Filling Vacancies and Replacing Officers

A vacancy in any office may be filled by the Board of Directors for the unexpired portion of the term. The Board of Directors may vote to replace any officer or director if the duties of the office are not being fulfilled. A director elected to replace an office shall be elected for the unexpired term of the predecessor.

ARTICLE VIII. FINANCES

Section A. Annual Financial Audit Procedures

In the month of July, to coincide with fiscal year, the treasurer shall make available all financial records to a three (3) member auditing committee to be appointed by the President. The Treasurer shall be available to assist, if necessary. Findings will be reported to the executive committee pursuit of appropriate remedy of discrepancies.

Section B. Check Signing Authority and Requirements

Three (3) approved signatures will be on record for signing of checks with two (2) signatures necessary for each check.

Section C. Approval Procedures for General Expenditures

The Board of Directors or any three (3) executive officers must approve any general expenditure up to $200. The Treasurer shall verify and record the approval of such expenditures and report such to the Secretary for recording into the official minutes. Any amount over $200 not in the budget requires general membership approval.

Section D. Procedures for Dissolution and Asset Distribution

Upon dissolution of the Organization, the Board of Directors shall, after paying or making provisions for the payment of all liabilities of the Organization, dispose of all assets of the Organization to first, the Maple Mountain High School Baseball account, or second, to other exempt Organizations under 501c3 of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United States Internal Revenue Code.)

ARTICLE IX. PARLIAMENTARY AUTHORITY

Section A. Procedures for Amending By-Laws

These By-Laws may be amended, altered, or appealed, in part or in whole by two-thirds (2/3) vote of any regularly scheduled meeting of the Booster Club under the following procedure:

Changes shall be presented in writing to the Board of Directors. The changes will be read at two (2) consecutive meetings prior to voting. The first reading will be on the night of the presentation; the second will be prior to the vote at the next monthly meeting.

All active members shall be notified in writing at least seven days prior to the meeting at which the vote to change the By-Laws will be taken.

Section B. Validity and Effectiveness of By-Laws

If any part of these By-Laws is held to be invalid, the remaining portion shall not be rendered invalid. These By-Laws shall become effective upon adoption by a majority of those in attendance of the Maple Mountain Baseball Booster Club.

Section C. Procedures for Amending Addendum

The Addendum may be amended, altered, or appealed in part or in whole by two thirds (2/3) vote of the Board of Directors.

ARTICLE X. CONFLICT OF INTEREST

Section A. Definition

A conflict of interest occurs when an individual's personal, business, or financial interests might influence, or appear to influence, their decision-making within the organization.

Section B. Duty to Disclose

Each board member shall disclose any potential conflict of interest to the Board of Directors promptly upon becoming aware of it. This includes any relationships, transactions, or positions that might lead to a conflict.

Section C. Recusal

Any board member who has a conflict of interest in a matter under discussion shall recuse themselves from the discussion and vote on that matter. The minutes of the meeting should reflect the disclosure and the recusal.

Section D. Procedures for Addressing a Conflict of Interest

  • The interested board member: may present information about the conflict to the Board of Directors but shall leave the meeting during the discussion and vote.
  • The remaining board members: shall discuss the matter and decide whether a conflict of interest exists.
  • If a conflict is found: the board shall determine the appropriate course of action to ensure that the decision is made in the best interest of the organization.

Section E. Annual Review

Each board member shall annually sign a statement affirming that they have read and understand this conflict of interest policy and have complied with it.

Section F. Records

The organization shall maintain records of all disclosures and recusals related to conflicts of interest.

ARTICLE XI. COMPLIANCE WITH THE LAWS

The Maple Mountain Baseball Booster Club shall conduct all activities in strict compliance with all relevant local, state, and federal laws and regulations governing such activities. This includes, but is not limited to, laws pertaining to employment practices, taxes, financial reporting, nondiscrimination, privacy, and safety.

All officers, directors, employees, and agents of the Maple Mountain Baseball Booster Club shall be aware of and responsible for compliance with applicable laws and regulations. The organization shall regularly review its policies and practices to ensure ongoing compliance and shall take prompt corrective action in response to any identified instances of non-compliance.


ADDENDUM A

OFFICER RESPONSIBIILITIES

PRESIDENT

VICE PRESIDENTS

TREASURER

SECRETARY

Parliamentarian

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