By-Laws for MHS –Bullpen Baseball Booster Club
Article 1 General
Section 1- Name- The group governed by these bylaws shall be known as the Merrimack High School- Baseball Booster Club of Merrimack, New Hampshire, (or hereafter by the designation MBBC. Section 2- Purpose- The purpose of the Booster Club is to assist in meeting the needs of the Baseball Program as determined by the Baseball C
oaches and the MHS Bullpen Baseball Booster Club. Article 2 Membership
Section 1- General- Any interested adult, alumnus, coach, parent, and guardian are hereby designated a Booster Club member for the fiscal year. Members may participate in any club activity with full voting rights and will be eligible to hold any elected or general position. Article 3 Election
Section 1- General- An election of officers will take place each year at the regular June meeting. Elected positions are: President; Vice-President; Treasurer; Secretary; and Fundraising. All members, as defined in Article 2, are eligible to vote and hold office. No more than one coach may hold an elected executive office during any given fiscal period. All nominations will be closed only after ascertaining that no other nominations are forthcoming. A tie vote will be resolved by a re-balloting between the tied nominees. After five re-balloting, the outgoing President will declare a winner. The newly elected officers will assume office following their installation at the September meeting and hold said office for one year. All elections will be conducted by secret ballot, unless determined by a unanimous show of hands. Section 2 – Appointments- One parent representative from each team will be chosen from the membership to be a team parent. Volunteers from the MHS Baseball Booster Club membership will be chosen to fill various sub committee positions. Article 4 Responsibilities
Section 1- Elected Officers
(1) The President shall:
a. Preside at all meetings
b. Oversee all Booster Club activities
c. Participate as an ex-officio member of all appointed committees. Appoint all committees necessary to carry out the approved actions of the Booster Club membership. (2) The Vice President shall:
a. Perform in the absence of the President the above-listed presidential duties. Ascertain that all Booster Club business remain within the duly ratified articles of these bylaws. c. Be responsible for all publicity including newspaper articles published under the Bullpen Baseball Booster Club. Lead and manage all Fundraising aspects for the Booster Club. (3) The Treasurer shall:
a. Accept and deposit all funds earmarked for the Bullpen Baseball Booster Club. Maintain a set of accounting book covering all financial transactions of the Club, presenting a brief cash flow report at all regular meetings and present a balance sheet at the annual meeting. This set of accounting books must be available in an up-to-date status within ten (10) days of a request by a board member. Ascertain that all financial obligations be paid promptly, taking advantage of any cash discounts offered. Inform the President of all expenditures. e. Prepare and sign all checks. f. Delegate responsibilities for fund expenditures related to any specific program. g. Ascertain that all fiscal policies are carried out. (4) The Secretary shall:
a. Prepare a permanent set of minutes of the proceedings of each regular or special meeting
b. Handle all incoming and outgoing correspondence
c. Update the Bylaws by annotating additions, deletions, and changes ratified by the membership as described in Article 7. Advise membership as to exact wording of the Bylaws and amendments as stated in Article 7 of these Bylaws. Maintain and control the meeting attendance list ascertaining that the list is present and completed for each meeting. Shall maintain and provide a list of Executive Officers and Committee Heads and their telephone numbers. (5) The Fundraiser shall:
a. Research options for fundraising throughout the year and present choices for approval by the membership. Coordinate different events with the team parent volunteer for each event. Ensure collection of monies from individual events are forwarded to the treasurer within one (1) week after the event’s deadline. Section 2- Appointed Officers/Volunteer Position Responsibilities
(1) The Team Parent Representatives shall:
a. Keep parents informed of upcoming meetings and activities. Designate a team reporter for newspaper coverage of games
c. Maintain updated lists of parents of team members and submit such lists to the secretary. (2) The Banquet Representative(s) shall:
a. Research options for the banquet throughout the year and present choices for approval by the membership. Make sure the date does not conflict with Senior Week and finals. (3) The Senior Day/Night Representative(s) shall:
a. Organize and set-up Senior Day for the last home game. Article 5 Fiscal Policies
Section 1-Fiscal Period- The Bullpen Baseball Booster Club shall operate on a fiscal period running from July 1st to June 30th, concurrent with the calendar year, defined as the Bullpen Baseball Booster Club fiscal year. Fundraising
a. All MHS Baseball Booster Club fundraising must follow school policy. All fundraising must be approved by the MHS Baseball Booster Club with the sole purpose of raising funds for the baseball teams,
c. All requests for spending of these fundraising monies must be in writing and submitted to an elected officer. All expenditure requests over $250 shall require three written quotes. All expenditures must be approved by the MHS Baseball Booster Club at a meeting by vote majority of the membership attending the meeting. Any items purchased without prior approval of the MHS Baseball Booster Club will not be reimbursed. Annual expenditures will be based upon affordable guidelines developed by the membership. Expenditures will include, but are not limited to:
1. Sports banquets
2. Trophies/plaques – at Banquet
Other student recognition
Senior flowers for Senior day
3. Scholarships
4. Senior gifts at banquet
About $50-$75 depending on number of players
5. Board will purchase a t-shirt for each player and coach after voting on the cost and quotes. h. No expenditures will be considered or allowed that can be included in the MHS School Budget. i. Coach will be allowed 3 purchases for field maintenance or emergency equipment during the season not to exceed $100.00 for each purchase without board approval. To be reimbursed the coach must turn in appropriate slips to the treasurer. Article 6 Meetings
Section 1- Regular- Regular meetings will be held once a month, unless otherwise warranted during an active period. The dates of any meeting will be decided upon and announced before the end of each prior meeting. All fiscal reports on the just-completed fiscal year will be submitted on or before the June Meeting. Election for Executive Officers will also be held at this June meeting. Section 2- Steering Committee Meetings- The Executive Officers which consists of the President, Vice-President, Treasurer, Secretary, Fundraiser and Team Parent Representatives will meet preceding the regular meetings, if warranted. Article 7 - Ratification
These Bylaws shall become effective immediately upon acceptance by a two-thirds (2/3) vote of the membership attending a special ratification meeting, properly advertised for this stated purpose. Last updated 1/3/2016
Last updated 3/27/2016
Last updated 10/3/2017
Last updated 9/10/19
