Mahtomedi Zephyr "M" Club

bylaws

MAHTOMEDI ZEPHYR “M” CLUB BYLAWS 

Section 1 The name of the non-profit organization shall be the Mahtomedi Zephyr “M” Club (also known as Mahtomedi Booster Club), hereinafter referred to as the Club. 

Section 2 For the purposes of continuity, the official address of the Club will be designated Mahtomedi High School, 8000 – 75^th Street N, Mahtomedi, MN  55115, c/o M Club.  All official Club business received at that address must be specified to the officers of the Club.

Section 1 The Club is the focal point for all general and activity-specific fundraising activities and charitable contributions for Mahtomedi High School, hereinafter referred to as MHS supported activities.  The Club will establish an ongoing dialogue and working relationship with the Mahtomedi High School administration and activity/coaching staff to insure that the Club’s participation in and support of the High School activity programs is at all times consistent with the highest goals and aspirations of the student body.

Section 2 The objective of the Club is to support the long term growth of the Mahtomedi High School Activity Program.  Club activities and fundraising are to be conducted on an as-needed and/or on-going basis.  The goals include but are not limited to the following:

To provide support (financial and otherwise)

To develop a sense of pride and tradition for the students and parents.

To promote and publicize the high school programs in the community.

Section 1 Membership in the Club is open to the following:  Members of the community who are interested in promoting MHS activities through their service and volunteer effort and participation in the organization. 

Section 1 The business year for purposes of fiscal and tax reporting shall run from July 1^st to June 30^th. 

Section 1 The role of the Board, beyond the requisite governance, is to legitimize this organization as one that students, families, school staff, coaches and activities leaders, and the community are committed to support.  The Board shall consist of the following positions:

1. The officers will include a President, Vice-President/Secretary, and one Treasurer.  Each officer shall serve one-year terms, but are eligible for re-election for up to four consecutive terms.

2.   Other voting members.

a.  There will be one parent representative for each of the four MHS graduation classes.  Each will have a two-year term with two expiring each year based on even/odd graduation years.

b.  Standing committee chairs shall serve one-year terms, but are eligible for re-election for up to four consecutive terms. 

Section 2 The President shall preside at all Club meetings and shall perform other duties usually pertaining to the office of President.  The President shall carry out decisions expressed by the majority of the Board.  The President shall vote only in the event there is a tie after a quorum is present.  The President shall be authorized to direct the Treasurer to issue checks consistent with the budget (see Article X).  The President shall act as liaison between the coaching/activity staff, school administration, and the Club.

The Vice-President/Secretary shall act as President in the absence of the President and when so acting has the power and authority of the President.  The Vice President/Secretary shall be responsible for all media and public relations functions.  This includes but is not limited to press releases, photographs, electronic media presentations (television, radio, newspaper) that represent the Club, coaches/advisors, and the school.  The Vice-President/Secretary shall also prepare and maintain full minutes of all meetings of the Club.  The Vice-President/Secretary shall conduct and keep all correspondence of the Club, maintain corporate records and perform such other duties that customarily pertain to the office of Secretary.

The Treasurer Shall receive, deposit and give account of the current assets of the Club.  The Treasurer shall submit requests for funds, maintain appropriate records, submit a financial statement at each Club meeting, and submit a fiscal year-end statement.  The Treasurer shall perform such other duties as usually pertain to the office of the Treasurer.

 Section 3  

A.  Any Board member may resign at any time by giving written notice of such resignation to the Vice-President/Secretary.  Unless otherwise specified in such written notice, resignation shall take effect upon receipt thereof by the Board, and the acceptance of such resignation shall not be necessary to make it effective.

B.  Any elected Board member may be removed by a two-thirds (2/3) vote of the Board, subject to any limitations imposed by law.  The Vice-President/Secretary shall notify any Board member who misses three (3) consecutive Club meetings that their removal shall be automatically proposed and voted upon at the next Club meeting.

C.  When a vacancy occurs in any office, the vacancy shall be filled as soon as possible by the majority of voting members present (a quorum having been established) at a meeting called by notice of five (5) business days.  The individual elected shall hold the office until the end of the term and may run for the same or other office for the next year.

D.  Officers shall be elected from Club membership. 

Section 1 Nominations to serve as an officer or board member are to be determined by written suggestions to the Club members two weeks prior to the annual business meeting.  Verbal nominations shall also be accepted at the annual meeting.  All nominations must be accepted and consented by the nominees.  A notice of the general election must be sent or posted for the general membership 5 business days prior to the elections.

Section 2 If there are two or more approved nominees for the same position, an election by ballot will take place at the general business meeting.  Election decisions shall be made by a majority vote of the members present at the general meeting

Section 3 If there is one nominee unopposed for a position, the president shall deem the nominee duly elected at the general business meeting.  No ballot is necessary for a nominee unopposed.

Section 1 Standing committees include:

A.     Zephyr Golf Scramble Committee

B.     Concessions Committee

C.     Homecoming Committee

D.     Fundraising Development Committee 

E.     Parent Communication Network Committee

Section 2 The Board may also form temporary (ad hoc) committees, as deemed appropriate.  Ad hoc committee chairs shall not hold voting rights.

Section 1 General voting membership meeting dates and times shall be determined by the Board.  One annual general business meeting shall be required for the purpose of the nomination and election of officers, and it shall be conducted before the end of the fiscal year.  Written, electronic, or telephone notice of the time, place and purpose of special meetings shall be given 10-15 business days prior to the scheduled meeting.  A quorum is equal to 51% of members of the Board and is necessary for a motion to be passed.  A quorum having been established, decisions shall be made by a majority of the voting members present at a general meeting.

Section 2 Primary means of communication will be email.

Section 1 Fundraisers can be specific to the sponsoring activity or general in nature.

Section 2 Miscellaneous contributions to the club will be handled based on the request of the grantor, in a manner consistent with the goals of the Club.

Section 3 Any gift contributed to any activity will not be awarded any special consideration or undue influence.

Section 1 The Club shall be empowered to receive, hold and expend funds on monies acquired by the organization to support Mahtomedi High School activities, provided such transferred property or funds are used for the purposes intended and the Club makes no financial claim or other interest in such property or funds (non-profit).

Section 2 No person shall serve the Club with compensation.

Section 3 All revenues of the Club will be used strictly to further the purpose of the Club in a manner consistent with the goals (see Article II, Section 2).  In no event shall the revenues of the Club be used to pay, reimburse or defray fines or penalties incurred by advisors/coaches, Mahtomedi High School administration, Mahtomedi “M” Club members, Minnesota State High School League, or the Washington County or State Boards of Education.

Section 4 The President shall be authorized to direct the Treasurer to issue checks consistent with the budget, and shall be approved by a majority vote of Board members.

Section 5 Requests by the activity advisor or coaching staff for funds or purchases shall be submitted in writing by Requisition for Funds form to the Club as soon as practicable.  Every expenditure by the Club should be evidenced by a written Requisition for Funds, a purchase order, an invoice or a receipt or other proof of purchase of the items or services for which the funds were requested.  No check shall be disbursed unless the Treasurer first receives a signed Requisition for Funds.  No check shall be disbursed unless the Club receives a written notice, purchase order or a contemporaneous receipt for the vendor or person requesting the check.

Section 6 All checks written by the Club over $200 shall be authorized by two officers.

Section 1 Rules contained in the current edition of Roberts Rules of Order, Newly Revised, shall govern the organization in parliamentary authority.

Section 1 The M Club shall be dissolved in the following manner:

A.  Voting member requests dissolution in writing to the Board at least 30 days prior to the annual business meeting.

B.  Executive Board must notify membership of vote on dissolution at least 10 business days prior to the annual business meeting.

C.  If the majority vote is in favor of dissolution at the annual business meeting, the Treasurer must proceed with final disbursement of funds and file forms of dissolution with the State of Minnesota and the Internal Revenue Service.

Section 2 Membership shall be held harmless after formal dissolution is filed.  No liability is assumed (financial or otherwise) by any former member, coaching staff/advisor or business sponsor.

Section 1 These bylaws may be amended at any annual or other meeting of the Board, provided that notice of the proposed amendment or amendments shall be given in writing to all of the members at least ten (10) days before the meeting.

Adopted August 21, 2006