BYLAWS

  • Section 1.01 Name

    The name of this organization shall be The Den VB Boosters.

    Section 1.02 Mission 

    Our goal is to support the Mountain View High School (MVHS) Boys Volleyball environment that inspires student athletes, coaches, parents and the community to come together to create a positive and spirited atmosphere with all abilities and backgrounds. We are volunteers who wish to serve and strive to develop a community inspired volleyball program.

    We stand behind our volleyball family that has strong moral character, good sportsmanship, promotes a winning school spirit through the program, encourages attendance, and promotes active and involved parent and community engagement.

    Section 1.03 Purpose

    The purpose of the Booster Club is to promote teamwork, community involvement, and supplemental financial support to the MVHS Boys Volleyball program that is not covered by Marana Unified School District (MUSD).  The funds are generated through our families, volunteers, members, sponsors, fundraising, and donations.

    Section 1.04 Objective

    The objective of The Den VB Boosters are as follows:

    1. Support athletic and academic excellence in our players  

    2. To provide opportunities for all members of the program to develop their skills, through the provision of high quality coaching and competitive playing opportunities. 

    3. To create strong links with the local community.

    4. Provide supplementary financial support

    5. In addition, we will work with the coaches, parents, community, and student athletes to identify areas of need within the program. In this way we hope to assist in the continued development and success of the Mountain View High School Boys Volleyball program

    Section 1.05 Non-profit Status

    The Den VB Boosters will have IRS 501(c)(3) Public Entity tax-exempt status under section 509(a) to allow for receipt of tax deductible donations from its donors.

    Section 1.06 Arizona Corporation Commission

    To be in good standing with the Arizona Corporation Commision, an annual report will be filed on or before the prescribed due date.

  • Section 2.01 Membership 

    Membership shall be open to any adult or person not presently attending high school who is willing and desirous of helping to promote the mission, objective, and purpose of The Den VB Boosters.

    Section 2.02 Members Right to Privacy

    Any personal information gathered or requested by The Den VB Boosters is for the sole use of the booster club and will not be made available to any other organization.

    Section 2.02  Members Rights and Responsibilities

    The members shall have the right and responsibility to attend meetings and events sponsored by the organization, be nominated and elected to office. 

    Section 2.03 Voting Rights 

    A voting right is for any officer, who is in good standing and has attended at least three of the last six Board Booster Meetings. Voting members shall have the right to vote for the officers, review and approve fundraising opportunities. Absentee and proxy votes are prohibited.

    Section 2.04 Voting Code of Conduct

    Voting members shall not openly discuss matters of the organization that are up for vote to other voting members in an attempt to persuade, intimidate, or alter the voting decision prior to a board meeting. Doing so compromises the ability of the board to hear all sides of an issue and collaboratively reach the best possible decision. 

  • Section 3.01 Responsibility

    The Board shall be responsible to act on behalf of The Den VB Boosters in the management of the business affairs of the organization. 

    Section 3.02 Authority

    The affairs, activities and operation of the organization shall be managed by the Board. They shall transact necessary business during the intervals between the meetings of the membership and such other business as may be referred to in policies and procedures or these bylaws. It may create and approve the plans and work of standing and special committees, approve the annual budget and approve amendments to these bylaws, and, in general, conduct the business and activities of the organization.

    Section 3.03 Executive Board

    The Executive Board shall consist of elected officers of the organization. The minimum requirement for the Executive Board is a President and a Treasurer. The officers of this organization can include one President, one or more Vice Presidents, a Secretary, a Treasurer and such additional officer(s) as may be elected or appointed by the Board from time to time. Two or more offices may be held by one person. The President may not serve concurrently as a Vice President. The MVHS principal, school secretary, and boys volleyball program coaches are prohibited from participation as an officer on the Executive Board.

    Section 3.04 Term of Officers

    Each officer shall serve a one-year term, or until a successor has been elected and qualified. Officers may be elected for two years and/or up to four consecutive terms in the same office. 

    Section 3.05 Regular Meetings 

    The Board shall hold six regular meetings during the fiscal year to conduct the affairs of the organization.

    Section 3.06 Annual Meeting

    The Board’s annual meeting will be held in the month of June. At the annual meeting the members shall elect officers, vote on the proposed budget, and determine the direction of the booster club for the upcoming fiscal year.

    Section 3.07 Quorum

    A quorum for a meeting of the members shall consist of at least two thirds of the active membership. All issues to be voted on shale be decided by a simple majority of those present at the meeting in which the vote takes place.

    Section 3.08 Action Without a Meeting

    Board meetings may be called by the President as needed to address items requiring quick action. Items requiring a vote may be acted on in person, by telephone, or video conference.

    Section 3.09 Participation in Meeting by Video or Audio Conference Call 

    Members of the Board may participate in a meeting through use of video or audio software/applications or similar communications equipment, so long as members participating in such meetings can hear one another.

    Section 3.10 Reimbursement

    Board members shall serve without compensation with the exception that expenses incurred in the furtherance of the organization’s business are allowed to be reimbursed with documentation in accordance with the organization’s financial policies.

  • Section 4.01 Election

    1. A nominating committee composed of the current President and at least one additional officer shall begin seeking nominees in April of the year in which the candidates will be elected and develop a slate of candidates. 

    2. The candidates shall be announced to the Board as soon as possible. 

    3. Nominees may NOT be solicited from the floor on the day of the election. 

    4. Only those who have consented to serve shall be eligible for nomination, either by the committee

    5. Officers shall be elected at the annual June meeting of the organization by the members present. Officers shall assume their official duties on the last day of the current fiscal year following their election.

    Section 4.02 Vacancies

    A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the remaining members of the Board.

  • Section 5.01 President 

    The President shall be the chief executive officer of the organization and, subject to the control of the Board shall in general supervise and control all of the activities of the organization. The President shall be a member of the Executive Board and, when present, shall preside at all meetings. In case of a tie, the President shall be the tie breaker. The President shall be an authorized signer on the business bank account.

    Section 5.02 Vice-President(s)

    The Vice-President shall be a member of the Executive Board and, in the absence of the President, shall perform the duties of the President. The Vice-President shall perform such other duties as are assigned by the President or the Board. The Vice-President will oversee the function of fundraising.

    Section 5.03. Secretary

    The Secretary shall be a member of the Executive Board. The Secretary shall keep the minutes of the proceedings the Board, shall see that all notices are duly given in accordance with these Bylaws, shall be responsible for the publishing of meeting minutes, shall manage and keep an accurate tally of the volunteer records and, in general, perform all duties incident to the office of Secretary and such other duties as may be assigned by the President or the Board.

    Section 5.04 Treasurer

    The Treasurer shall be a member of the Executive Board. The Treasurer is the authorized custodian to have oversight of all funds of the organization in accordance with the organization’s financial policies. The Treasurer will organize, document, and record all financial activities. The Treasurer will be diligent and conscientious in ensuring all funds are received and spent in accordance with the organization’s tax-exempt purpose, bylaws, and budget according to State and Federal laws and regulations. The financial records belong to the organization and must be available to the board and MUSD school board upon request.

    The Treasurer shall:

    • Prepare the Year End Financial Statement including the Actual transactions from the account(s). 

    • Ensure that all funds are timely deposited in the organization’s authorized bank account(s).

    • Ensure that payments and disbursements are authorized by approved budget, or an amendment to the budget.

    • Present a verbal financial report including income and expenditures and comparing budgeted activities between each Board Meeting and/or at other times as requested by the Board.

    • See that an annual financial review or audit, as appropriate based on budget size, is conducted and presented to the Board by August 15.

    • Prepare an Annual Financial Report to the Chief Financial Officer of the Marana Unified School District within thirty (30) days following the end of fiscal year in accordance with the MUSD Parent/Citizen Organization Policy upon request.

  • Section 6.01 Members Removal from Office Criteria

    Any member may be requested by the Board to resign from the Booster Club when it has been determined by the Board that his/her conduct has been detrimental to the Booster Club. This may include, but is not limited to:

    1. Any member misappropriating any funds of the Booster Club 

    2. Any behavior unbecoming the good name of the Booster Club

    3. Any member not adhering to the Booster Club bylaws

    Section 6.02 Board Removal from Office Criteria

    Any person serving as a member of the Board can be removed from office for the following reasons:

    1. For gross incompetence, intentional neglect, misconduct, or theft

    2. Who is not performing their duties of his/her elected or appointed position

    3. Has violated the guidelines of these bylaws

    4. Absent from three (3) consecutive meetings in a six (6) month period

    A call for a vote on removal from office can be initiated by a majority vote of the Board at a meeting of the Board or by a petition signed by no less than two-thirds of the voting members of the Booster Club. The signed petition must be presented to the Board at a meeting of the Board. The Board will review the petition and certify the signatures. If a sufficient number of the certified signatures of voting members are present on the petition, the Board will review the list of the items or areas in which the person is being charged with not performing the duties of or violating the guidelines of these bylaws. The person being petitioned for removal from office shall be allowed to address the Board at this meeting. No other speakers concerning the petition shall be allowed at this meeting. 

    Section 6.03 Board Resignation

    A written notification of resignation shall be submitted in writing to the Board 30 days prior to resignation. Except under extreme hardship.

  • Section 7.01 Fundraising

    The Den VB Boosters shall obtain approval from MVHS administration,  principal or site designee, prior to conducting any fundraiser per MUSD district policy. Door to door fundraising is prohibited and will not be conducted by this organization in conjunction with MUSD district policy.

    Section 7.02 Sponsorships & Donations

    The Den VB Boosters is encouraged to solicit sponsorships & donations throughout the year. However, no member of the organization shall promise how donated funds will be distributed.

  • Section 8.01 Budget 

    The Head Coach and President shall prepare a budget of anticipated expenses for the year and present it to the Board for review and approval at the first meeting of the new fiscal year. This budget shall be used to guide the activities of the organization during the year, including serving as approval for anticipated expenditures. Any purchases that are not in the approved budget for the season must be approved in advance by the Board.

    Section 8.02 Obligations 

    The Board may authorize any officer(s) or member(s) to enter into contracts or agreements for the purchase of materials or services on behalf of the organization.

    Section 8.03 Loans 

    No loans shall be made by the organization to its officers, or members.

    Section 8.04 Checks and Electronic Funds

    All checks, drafts, or other orders for the payment of money on behalf of the organization shall be signed by the Treasurer as authorized in writing by the Board, except for checks of $1000 or more must have the signature of at least two officers, such as the Treasurer and the President. Checks shall bear notice of this requirement above the signature line as follows, "Two signatures required for checks in the amount of $1000 or more."  Direct Debit is prohibited from the business banking account.

    Section 8.05 Banking 

    The Treasurer shall ensure that all funds of the organization are timely deposited to the credit of the organization in such banks or other depositories as determined by the Board. All deposits and disbursements shall be documented by a receipt, an invoice, or other written documentation. Dated documentation shall be provided, with an electronic copy kept, whenever cash is turned over or collected. All deposits shall be made within a week of receipt of funds.  If debit or credit cards are established in the name of the organization, a policy approved by the Board shall be developed and used that includes a list of the authorized users, spending limits, and review and oversight provisions. No personal charging on the card by the authorized users shall be allowed.  

    Section 8.06 Financial Controls 

    The organization shall adopt appropriate financial controls to ensure the integrity of its funds. Specifically, without limitation, the organization shall maintain separation of financial controls so that, minimally:

    • The Booster Club will not pay any coaches stipends or additional bonus per current AIA bylaws

    • The Head Coach will be provided a credit card for each season with an approved spending limit from the Board. Once the spending limit has been reached, the Head Coach must provide an itemized list of expected additional expenses for the remaining season. The new expense list must be provided to the Board and approved by the Board prior to any additional spending.

    • All expenses must be approved by the Board by way of approval of an annual budget, or amendments thereto, or be approved by separate resolution of the Board;

    • Checks exceeding $1000 must be endorsed by at least two officers authorized by resolution of the Board, and checks of the Organization shall include above the signature line a notice to this requirement;

    • EFT/ACH funds will be accepted. Only Authorized Signers on the Organization’s bank account will provide account information over the phone. Sharing banking information in writing or by email is prohibited. 

    • An internal audit of at least two (2) persons without check signing authority shall annually audit all corporate finances to conduct a review of corporate financial records. 

    Section 8.07 Financial Report 

    The Treasurer shall present a financial report at each meeting of the organization and prepare a final report at the close of the year in accordance with the organization’s financial policies. The Board shall have the report and the accounts examined annually. If the organization grosses less than $100,000 per year, the financial practices and accounts may be reviewed by an internal audit committee. The audit committee shall consist of two or more Board or volunteers of the organization who are not involved in the routine handling of the organization’s finances, including not having signature authority on bank accounts or approval authority over disbursements. If the organization grosses over $100,000 in receipts, an external professional, such as a certified public accountant (CPA), shall be hired by the audit committee to perform a financial review or compilation. A full audit shall be conducted by an external CPA when annual gross receipts equal or exceed $250,000.

    Section 8.08 Fiscal Year 

    The fiscal year of the organization shall be from July 1 to June 30.

    Section 8.09 Financial Record Retention 

    All records of the organization shall be maintained and destroyed in accordance with law, and standard record retention guidelines. Financial records shall be maintained as follows:

    RECORD

    • Year-end Treasurer’s financial report/statement, annual Internal Financial Review Reports, IRS Form 990s, IRS Form 1120

    • Bank statements, canceled checks, check registers, invoices, receipts, cash tally sheets, reimbursement forms, and related documents

    • Treasurer’s reports (monthly)

    HOW TO STORE

    • Store in corporate record book, binder, and/or cloud-based software.

    • Compile and file records on a yearly basis. Store in binder or cloud-based software.

    • Compile and file records on yearly basis. Store in binder or cloud-based software.

    PERIOD OF TIME

    • At least seven (7) years
      Consider keeping permanently.

    • Seven (7) Years
      Store w/financial records. Destroy after seven years.

    • Three (3) Years
      Store w/ financial records. Destroy after three years.

  • Section 9.01 Existence of Conflict, Disclosure

    Every member of the Board in the Organization should refrain from any actions or activities that impair, or appear to impair, their objectivity in the performance of their duties on behalf of the Organization. A conflict of interest may exist when the direct, personal, financial or other interest(s) of any member competes or appears to compete with the interests of the Organization. If any such conflict of interest arises the interested person shall call it to the attention of the Board for resolution. If the conflict relates to a matter requiring board action, such person shall not vote on the matter. When there is a doubt as to whether any conflict of interest exists, the matter shall be resolved by a vote of the Board, excluding the person who is the subject of the possible conflict.

    Section 9.02 Nonparticipation in Vote

    The person having a conflict shall not participate in the final deliberation or decision regarding the matter under consideration and shall retire from the room in which the Board is meeting.

    However, the person may be permitted to provide the Board with any and all relevant information.

    Section 9.03 Minutes of Meeting

    The minutes of the meeting of the Board shall reflect that the conflict was disclosed and the interested person was not present during the final discussion or vote and did not vote on the matter.

    Section 9.04 Annual Review

    A copy of this conflict of interest statement shall be furnished to members who are presently serving the Organization, or who hereafter becomes associated with the Organization. This policy shall be reviewed annually for information and guidance of the Board, members, and new members shall be advised of the policy upon undertaking the duties of their offices.

  • Every member of the Board of the Organization may be indemnified by the Organization against all expenses and liabilities, including counsel fees, reasonably incurred or imposed upon such members of the Board in connection with any threatened, pending, or completed action, suit or proceeding to which she/he may become involved by reason of her/his being or having been a member of the Organization, or any settlement thereof, unless adjudged therein to be liable for negligence or misconduct in the performance of her/his duties. Provided, however, that in the event of a settlement the indemnification herein shall apply only when the Board approves such settlement and reimbursement as being in the best interest of the Organization. The foregoing right of indemnification shall be in addition and not exclusive of all other rights which such members of the Board are entitled.

  • Proposed amendments to the By-laws may be voted on by the Board at any regular meeting as long as the amendment(s) were presented and discussed at the prior Board meeting.

  • The organization may be dissolved only with authorization of the Board given at a special meeting called for that purpose, and with the subsequent approval by no less than two-thirds (2/3) vote of the members. In the event of the dissolution of the organization, the assets shall be applied and distributed as follows:

    All liabilities and obligations shall be paid, satisfied and discharged, or adequate provision shall be made therefore. Any remaining funds will be transferred to the MVHS Boys Volleyball Student Activity fund. Assets not held upon a condition requiring return, transfer, or conveyance to any other organization or individual shall be distributed, transferred, or conveyed, in trust or otherwise, to charitable and educational organization, organized under Section 501(c)(3) of the Internal Revenue Code of 1986, as amended, of a similar or like nature to this organization, as determined by the Board.