Coppell Football Booster Club - Bylaws

 

Article I - Name

 

The name of this organization shall be Coppell Football Booster Club (the "Booster Club"). The mailing address shall be P.O. Box 502, Coppell, Texas 75019, and all official correspondence will be directed through this address or through the official website, http:// www.coppellcowboys.com/.

 

Article II- Purpose

 

This organization shall operate as a 501(c)(3) nonprofit organization exclusively for the support of the Coppell High School ("CHS") football program. Accordingly, the Booster Club will strive:

 

  1. To stimulate and sustain an enthusiastic interest among parents, football players, the CHS student body, and members of the community in the CHS football program.

 

  1. To lend all possible support, financial and non-financial, to the activities of the CHS football program within guidelines specified by the Coppell Independent School District ("CISD") Board of Education, the CHS administration, the CHS Athletic Director, the CHS football coaching staff and University Interscholastic League (“UIL”) guidelines and regulations.

 

  1. To participate (in cooperation with the CHS Athletic Director, CHS Head Football Coach or his designated coaching staff member(s)) in activities designed or conducted to promote the CHS football program.

 

Article III - Membership

 

Membership in the Booster Club is open to any person or organization interested in the CHS football program. Annual membership levels and related dues will be determined annually by the Board. In addition to the general membership, the Booster Club may offer business sponsorships at levels to be determined annually by the Board.

 

Article IV – Administration

 

This organization shall be governed by a Board of Directors composed of elected officers and appointed directors. To serve on the Board of Directors, a candidate must be a member of the Booster Club and have a student that is currently active in the CHS Football Program (middle

school or high school football). However, if for any reason an elected officer or an appointed director does not have a student active in the CHS Football Program, but would like to remain on the Board, approval by a two-thirds vote of the Board will be required. Board members are expected to be present at all major events and to participate in fundraising and sponsorship efforts. Board offices may be held by individuals or a couple/team. The election and general responsibilities of the officers are described further in later sections of these bylaws.

 

The Elected Officers of this organization shall be as follows:

  1. President
  2. Vice President
  3. Secretary
  4. Treasurer, and
  5. Parliamentarian

 

The following Director positions will be appointed by the elected officers and will have full voting rights as a member of the Board:

1) Game Day Program Production Director

2) Game Day Program Sales Director

3) Membership and Volunteer Director

4) Communications Director


5) Website Administrator (unless hired out)

6) Banquet Director
7) Spirit Sales Director

8) Game Night Director


9) Special Events Director

10) Varsity Game Day Meals Director


11) Varsity Team Dinner Director

12) Fundraising and Sponsorship Director

13) Freshman Representative(s)

14) JV Representative(s)

 

Any vacancies in a Board position will be filled by the Vice President until the Board appoints a successor to fill the unexpired term of that office. A serving elected officer may be removed from office for cause, including willful neglect of duty, by a two-thirds vote of the Board.

 

Each Board position will have one vote, whether held by an individual or a couple/team. The President shall vote only in the case of a tie vote or in other specific cases set out within these bylaws. A Board member may assign his/her vote via a signed proxy to another Board member. Two-thirds of the current Board, either in person, or by proxy, must be present to have a quorum.

Article V – Elections

 

At the conclusion of each regular football season, a nominating committee consisting of the President, Vice President, and three booster club members shall form a nominating committee. The nominating committee will select a committee chairperson. Once the committee has been formed and a chairperson selected the nominating committee will:

Prepare a slate of candidates for the elected positions for the upcoming year. The nominating committee will prepare the slate of candidates by soliciting, via the Booster Club's website individuals interested in serving as an elected officer of the Booster Club as well as proactively pursuing individuals who would consider serving in such capacities.

The nominating committee will contact nominees for their acceptance of the nomination for office.

  1. The slate of candidates will be presented at the December Board meeting for approval. A special meeting may be called by the President, if necessary, to approve the slate of nominees.
  2. Prior to the January general membership meeting, the nominating committee will announce, via the Booster Club website, that nominations for elected Board positions will be accepted from the floor at the January general booster membership meeting. The announcement will also indicate that any names to be submitted from the floor must be submitted to the Booster Club nominating committee or the Booster Club President fourteen (14) days before the January general membership meeting to facilitate approval of such names by the Head Football Coach and Athletic Director.
  3. The nominating committee will provide to the President the slate of candidates fourteen (14) days in advance of the January general membership meeting. The President will add to the slate of candidates any names to be submitted from the floor at the January meeting and provide the complete list to the Head Football Coach and Athletic Director at least 10 days in advance of the January general membership meeting and request that any concerns regarding the slate of candidates be communicated to the Booster Club President within five (5) days; otherwise, the slate of candidates will be considered to have been approved.
  4. At the January general membership meeting the President will ask the committee chairperson to place the slate of nominees in nomination for election. The election shall be held according to Robert's Rules of Order.
  5. Nominees for Board positions can be elected for up to two consecutive one-year terms, each such term being separately voted on. Exceptions may be made by the Board in case of need with the approval of the Head Football Coach and the Athletic Director.
  6. If necessary, there will be a joint Board meeting between all new and outgoing officers and directors within 10 days of the election. New officers will begin their one-year term on February 1st. * All dates are subject to change/flexibility.

 

Article VI - Elected Offices and Duties

 

The duties of each elected office will be as follows:

 

1) President

  1. a) Call and preside over all meetings of the general membership and the Board. 

    b) Appoint the chairperson and members of the standing committees and any ad-hoc

committees. 

c) Assemble the nominating committee. 


  1. d) Co-sign checks issued by the organization; all checks and allocations of funds above $750 must have two signatures - one each from the offices of Treasurer and President (unless the payment is for Player Meals or a Team Dinner). Signatures can be electronic. 

  2. e) Annually review the structure and organization of the Board and Standing Committees and recommend changes, as necessary, to the Board for approval. 


 

2) Vice President

  1. a) In the absence of the President, preside at any meeting at which the President would normally preside. 

  2. b) In the absence of the President, co-sign checks necessary to carry out essential activities of the organization. 

  3. c) Carry out duties assigned by the President. 

    d) If he or she will have a child/ward in the football program in the following year, serve as the nominating committee's candidate for President in the following year. 


3) Secretary

  1. a) Take minutes of the Board meetings and distribute the minutes to the Board for approval.
  2. b) Take minutes of the general membership meetings.
  3. c) Have minutes of Board Meetings and general membership meetings available at the general membership meetings for review, if requested by a member. 

  4. d) Carry out duties assigned by the President.

 

4) Treasurer

  1. a) Keep an accurate record of all receipts and disbursements, showing each activity separately, as well as complete records of all funds 

  2. b) Present a financial report at each Board meeting and make that report available, upon request of a member, at each general membership meeting. 

  3. c) Sign or Co-sign checks issued by the organization; all checks and allocations of funds above $750 must have two signatures - one each from the offices of Treasurer and President (unless the payment is for Player Meals or a Team Dinner). Signatures can be electronic. 

  4. d) Arrange for an annual independent review of the prior year's financial records. 

  5. e) File tax returns and other legal documents as necessary. Services of an outside firm that specializes and is qualified in preparing tax returns and/ or audits may be utilized with approval by the Board. 

  6. f) Maintain records pertaining to the tax exempt status of the organization. 

  7. g) Supervise the financial operations of the booster club. 

    h) Assure that a Board member is present at all events where money is being handled and

exchanged. 

i) Assure that any related-party transactions are fully disclosed to the President and Athletic Director. 


  1. j) Responsible for invoicing and collection of advertising and sponsorship funds from all advertisers and sponsors in coordination with and supported by the President, Vice President, GameDay Program Coordinator and Fundraising and Sponsorship Director. 

  2. k) Responsible for distributing and collecting cash bags/boxes and credit card readers to appropriate Directors at each Football Booster Club related events during their term of election. 

  3. l) Carry out duties assigned by the President. 


 

5) Parliamentarian

  1. a) Ensure that the Robert's Rules of Order are followed during all meetings and assist the President in maintaining order at meetings. 

  2. b) Lead an annual review session of the bylaws for the incoming Board. 
 c) Carry out duties assigned by the President. 


 

Article VII- Appointed Directors and Duties

The duties of each appointed Director will be as follows:

 

1) Game Day Program Production Director:

  1. a) Responsible for the overall GameDay Program design, layout and printing. 

  2. b) Responsible for working in conjunction with and support from the Fundraising Coordinator and Treasurer to send invoicing and collect advertising funds from all

advertisers. 


  1. c) Maintenance of an ongoing record of advertisers, amounts invoiced, amounts collected, and accounts receivable in coordination with and supported by the Fundraising and Sponsorship Director, and the Treasurer. 

  2. d) Coordinates the delivery of ads in acceptable format to the design /layout and/or printing company(s). 

  3. e) Solicits bids from program design, layout and printing companies for the production of the GameDay Program. 

  4. f) Provides recommendation of design, layout and printing company(s) to the Board for approval. 

  5. g) Coordinates business relationship with the design, layout and printing company(s) for the production and delivery of the GameDay Programs. 





 

3) Membership Director:

  1. a) With participation from and support of all the Board members, promotes the organization to past, current and prospective members to encourage maximum participation. 

  2. b) Maintains and edits membership forms for distribution. 
 c) Plans and coordinates membership drive activities. 

  3. d) Maintains an ongoing list of active members and distributes all necessary contact information to the Communications Director and other Board members, as necessary. 

  4. e) Recommends the various membership levels, related dues and membership level included items (if any) to the Board for approval. 

  5. f) Coordinates ordering various membership level included items with the Spirit Sales Director and is responsible for distribution of the items to members. 

  6. g) Creates a working list of Volunteers to be solicited by the various appointed directors for specific events. 


 

4) Communications Director and Assistant Communication Director:

  1. a) Maintains an email contact list for dissemination of Booster Club information to various constituencies. Such lists may include, but not limited to, the Booster Club members, football players and parents, middle school football players and parents, CISD teachers and administrators, members of the community, CHS alumni and former members of the Booster Club. 

  2. b) Checks incoming mail to the designated email address for the organization and responds directly or routes the message to the appropriate officer or director. 

  3. c) Is responsible for the communication of information such as: upcoming events, schedules, game results, statistics, etc. to the Board and the Booster Club membership (and broader constituency, as appropriate) through the Booster Club website and social media. 


 

5) Website Administrator and Assistant Website Director:

  1. a) Responsible for updating and maintaining content information on the Booster Club website (www.coppellcowboys.com). 

  2. b) Responsible for maintaining domain name ownership information and taking appropriate steps to keep registration/ownership current. 

  3. c) With the President's assistance, responsible for coordinating with the website developer, structural and functional modifications to the Booster Club's website.

 

6) Banquet Director:

  1. a) Oversees all aspects of the Freshman / JV and Varsity football banquets including:
    i) identifying locations for the banquets and soliciting bids from vendors to be used for

the banquets. 

ii) Providing a recommendation to the Committee for the approval of the banquet

location and ticket pricing. 

iii) Preparing a budget for the banquets and submitting the budget to the Committee for

approval. 


  1. b) With support from the President, coordinates (with involvement/approval by the Head Football Coach) banquet activities such as: invitations, programs, decorations including table centerpieces, senior gifts, coaches’ gifts, trainer gifts, and videographer/media gifts. Coordinate Senior video for varsity event (4-6 photos of each senior player including one baby picture and current photo from their senior season). Coordinate photographer for the night of the event and other activities as appropriate.

 

7) Spirit Sales Director:

  1. a) Put together an overall strategy for spirit wear for the upcoming year, including products to be offered, planned selling locations, and pricing considerations. 

  2. b) With support from the President, discusses spirit wear strategy with the Head Football Coach. 

  3. c) Secures vendors and pricing for all apparel and non-apparel spirit items, including yard signs, and submits recommendations to the Board for selection. 

  4. d) Works in conjunction with the Membership Director to coordinate vendors, pricing, and ordering of yard signs. 

  5. e) Once approved, orders products from vendors and follows up with vendors as necessary to ensure timely delivery and quality assurance of all items received. 

  6. f) Organizes the sale of all spirit wear. 

  7. g) Maintains an ongoing account of descriptions, quantities, and costs of all items ordered. Upon receipt of spirit wear items from vendors, checks quality and quantity of items received and provides approval to the Treasurer to pay invoice for such products. 

  8. h) Promptly delivers all monies received to the Treasurer for deposit into the Booster Club bank account. 

  9. i) Coordinates online ordering, if applicable, of spirit items with the Webmaster and Treasurer. 

  10. j) Upon completion of the football season, secures all remaining products, compiles a listing of all unsold spirit wear products and provides a recommendation to the Board for retaining/ disposing of such items. 


 

8) Game Night Director: 


  1. a) Responsible for the overall coordination of the Booster Club activities that occur the day (night) of the Varsity football games. Certain game night activities may not be applicable for non-home games and/or may be modified or supplemented for playoff games. Game night activities include, but are not limited to:
  2. tailgate activities, 

    ii. set up / tear down of inflatable logo/tunnel, 
 iii. set up / tear down of stadium flags. 

  3. b) Provides a recommendation for any new or modified game night activities to the Board for approval. 

  4. c) Responsible for trailer used to transport inflatable run-through logo/tunnel including all maintenance and trailer registration. 

  5. d) Responsible for coordinating volunteer assistance for each event, as needed.

 

9) Special Events Director:

  1. a) Coordinates all special events for the Booster Club, such as spring or fall events, and Senior Night. 

  2. b) Works in conjunction with the Fundraising and Sponsorship Director on any auctions and/ or raffles. 


 

10) Varsity Game Day Meals Director:

  1. a) Responsible for the overall coordination of game day meals provided to coaches, trainers, student trainers, and players. 

  2. b) Identification of meal vendors and solicitation of bids (quotes) for meals. Meal director will discuss meal providers/plans with the Head Football Coach for approval and then provide a recommendation(s) to the Board for approval (including pricing and cost information). Work with Freshman and JV Representatives to assist in coordinating vendors for their pre-game meals. 

  3. c) Maintains and edits Varsity player, coaches, trainers, and student trainers meal forms for distribution to designation restaurant liason no later than the Wednesday prior to game day. 

  4. d) Coordinates pick-up / delivery of meals, if needed. 

  5. e) Provides/approves vendor invoices to Treasurer for payment. 


 

11) Varsity Team Dinners Director:

  1. a) Responsible for the overall coordination of team meals provided to Varsity players/Scout team only the night before Varsity games or Playoff games. 

  2. b) Identification of team dinner locations and solicitation of bids (quotes) and menu options. 

  3. c) Will provide meal plans with the Head Football Coach and Board President for approval

and to be communicated by the coaches to the players prior to each team dinner. 
 d) Coordinates payment with treasurer for restaurant balances. 

e) Coordinates Varsity team dinners in compliance with appropriate guidelines. 


  1. f) Coordinate volunteers to assist with various team dinner duties, as needed. 

    g) Responsible for collecting designated player payments from players at each team dinner

and delivering payments to the treasurer for deposit. 


 

12) Fundraising and Sponsorship Director(s):

  1. a) In coordination with the President and Vice President, solicits potential donors, sponsors, advertisers and other supporters through direct contact with community leaders and businesses. Responsible for identifying and researching various fundraising opportunities, providing recommendations to the Board for discussion and approval. 

  2. b) Ensures that there are no conflicts with existing fundraising programs being held or considered by the Head Football Coach and or other athletic / school organizations. 

  3. c) Responsible for solicitation of advertising from businesses and individuals for the GameDay Program Advertising /PDA Sales. 

  4. d) Maintenance of an ongoing record of Sponsors, Donors, GameDay Program Advertisers, amounts invoiced, amounts collected, and accounts receivable in coordination with and supported by the President, Vice President, GameDay Program Director and Treasurer. 

  5. e) In coordination with and supported by the President, Vice President, GameDay Program Sales Director and Treasurer, responsible for ensuring that the invoicing and collection of advertising funds from all advertisers is successfully completed.
  6. f) In conjunction with the Special Events Director, coordinate any raffle and/ or auction fundraising efforts or give-back fundraising night efforts. 

  7. g) Ensures UIL compliance on all donations and fundraising efforts.

 

13) Freshman Representative(s):

  1. a) Responsible for general representation of freshman player and parent interests.
  2. b) Coordinate any freshman-specific communications utilizing provided Booster contact information. 

  3. c) Coordinate with the Board President to identify vendors. Then coordinate deliveries and distribution of Freshman pregame meals to coaches, trainers, student trainers, and players in conjunction with the JV Coordinator and Team Coaches.
  4. d) Build a team/schedule of volunteers to distribute meals before each Freshman game utilizing volunteer list provided by the Volunteer Coordinator.

 

14) JV Representative(s):

  1. a) Responsible for general representation of JV player and parent interests.
  2. b) Coordinate any JV-specific communications utilizing provided Booster contact information.
    c) Coordinate with the Board President to identify vendors. Then coordinate deliveries and distribution of JV pregame meals to coaches, trainers, student trainers, and players in conjunction with the Freshman Coordinator and Team Coaches.
  3. d) Build a team/schedule of volunteers to distribute meals before each JV game utilizing volunteer list provided by the Volunteer Coordinator.

 

Article VIII- Standing Committees

Standing Committees are individuals or couples/teams designed to help the Board fulfill their responsibilities and execute the activities of the Booster Club. Standing Committees also provide the opportunity for additional members to become more involved with the Booster Club. Standing Committees are appointed by the President, have a key contact and include the following:

  1. a)  GameDay Program Production Team,
  2. b)  GameDay Program Sales Team,
  3. c)  Spirit Sales Team,
  4. d)  Freshman / JV Game Day Meals Team,
  5. e)  Varsity Game Day Meals Team,
  6. f)  Varsity Team Dinner Team,
  7. g)  Coaches Meal Team,
  8. h)  Varsity Game Night - Teams (5),
  9. i)  Senior Parent Night Team,
  10. j)  Homecoming Parade Team,
  11. k)  Freshman / JV Banquet Team,
  12. l)  Varsity Banquet Team, and
  13. m) Special Events/Projects Team (ad hoc).

 

New Standing Committees may be formed, or existing Standing Committees modified or deleted, at the President's discretion to facilitate the execution of Booster Club activities. Members of Standing Committees must be members of the Booster Club. Standing Committee Members do not have voting rights on Board matters.

 

Article IX – Meetings

 

  1. The Board will meet at least monthly during the school year and more frequently or during the summer as necessary. Board meetings will be scheduled with at least seven (7) days advance notice. Board meetings are closed to the general membership.
  2. General membership meetings will be held periodically (at least monthly during the football season) to address upcoming events, any items of general concern. The Head Football Coach (or his designate) on the football Program will provide an update during one of the General Sessions during the season. General membership meeting information (date, time and location) will be posted to the Booster Club website as the official notifications. All Booster Club members will be encouraged to attend and participate at these general meetings. Any changes to meeting date, time and/or locations will be posted on the Booster Club's website at least five (5) days in advance of the meeting.
  3. Items to be placed on the Board meeting agenda must be communicated to the President no later than noon on the day preceding the Board meeting.
  4. Items to be placed on the general membership meeting agenda must be communicated to the President no later than three (3) days in advance of the general membership meeting.

 

Article X – Finances

  1. The President and Treasurer will prepare a preliminary budget based on results from the prior year, input from the various directors and standing committees and considering adjustments for known events or economic conditions. In addition, the President will meet with the Head Football Coach and Athletic Director, to solicit their input on key needs of the program for the upcoming year.
  2. After the consultations with the Head Football Coach and Athletic Director, the President (with support from the Treasurer) will submit a final budget to the Board for approval at the May Board meeting. A majority vote of the Board is required to approve the final budget.
  3. The budget will include an allocation of funds to execute the Booster Club activities and fund specific requests presented by the Athletic Director and/or Head Football Coach to the extent possible. Any funds provided to support or enhance the CHS football program will be provided exclusively in accordance with rules and guidelines set forth by the CISD, CHS administration and the UIL.

 

Note that the Board may specify the total amount of funds available in the budget for specific equipment, goods and services but may not specifically earmark or restrict the use of the funds to specific purchases or uses. Any and all funds provided are meant to be in full compliance with the rules and guidelines set forth by the CISD, CHS administration and the UIL.

  1. The final budget will be presented to the general membership at the August general membership meeting.
  2. Due to the possibility of changing needs and conditions and in accordance with UIL regulations, the Athletic Director and/or Head Football Coach may use funds provided by the Booster Club to the CHS Athletic Department for equipment, goods and services other than those originally outlined in the specific requests.
  3. To the extent practical, the Athletic Director and/or Head Football Coach will inform the President of any reallocation of funds. The Board and general membership will be made aware of any changes in the planned allocation of funds at the next Board and general membership meetings.
  4. The budget (and the related funds to be provided to the CHS Athletic department) may be modified by the Board, upon majority vote, during the year as more or less money becomes available.
  5. Any changes in budgeted funds allocated to committees or the total amount of money allocated to the CHS Athletic Department and Head Football Coach for the purchase of equipment, goods and services to support and enhance the CHS Football Program must be approved by the Board at the next regularly scheduled meeting.

 

Article XI - Amendments

 

These bylaws may be amended by a two-thirds majority vote of the Board. All proposed amendments must be distributed and discussed at the Board meeting prior to the meeting at which an approval vote is conducted.

 

Updated and Approved by the Coppell Football Booster Board –  December 23, 2022.