Grayson Touchdown Club By-laws
Section 1 - Purpose
The organization shall be known as the Grayson Touchdown Club, Incorporated and may be referred to as the TOUCHDOWN CLUB. The Touchdown Club is a non-profit, non-partisan and non-sectarian organization which seeks to be a resource for the support and enhancement of the Grayson High School Football Program through activities and contributions in connection with the Varsity Head Coach of that program. The members of the Touchdown Club have the sole right to govern and control those activities and contributions through elected officers when working with the Varsity Head Coach.
The objectives of the Touchdown Club are as follows:
Section 2 - Membership Any person interested in Grayson High School shall be eligible for membership, and once accepted, a member shall have equal rights and privileges with all other members,
Types of membership:
1. Annual This is a membership which is valid for a period of one calendar year. This type of membership requires the payment of annual dues. The amount of annual dues is based on a recommendation of the officers and approved by a majority vote of the members present at the meeting the vote is taken.
2. Honorary Members of the Touchdown Club have the option to nominate a person to an honorary membership in recognition of special service or exceptional contribution to the Touchdown Club. Honorary membership would require a favorable recommendation of a majority of the officers and coaches and must be approved by the majority of club members present at the meeting the vote is taken.
Annual membership dues are concurrent with the calendar year. They are due by March 1st and are payable to the Membership Chairperson and/or Club Treasurer. Each paid member has the right to attend club meetings, vote and to attend the annual Football Banquet. Dues are 100% refundable on or before April 30th, if a player quits and an officer is notified. No refunds will be considered on or after May 1st.
There shall further be a Hardship type of membership. The Hardship membership shall be approved by the board. A Hardship membership should be granted by the board solely based upon the member's financial inability to pay the annual dues.
All memberships are considered family memberships. Family membership is defined as player(s) immediate family in the home the player(s) lives, and any divorced parent and his or her present spouse with whom the player(s) does not presently live.
Section 3 - Officers Election
The elected officers of the Touchdown Club shall be: President , Vice President , Secretary/Treasurer and Five Members-at-Large. Each officer must be an active member and will be elected by a majority of the members present at the election. The term of office will be for two years and will run from January to December.
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The term of an Office can be extended with the Executive Board Approval to run from January to December. |
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The regular election of officers shall be handled as follows: |
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At the October business meeting, the President shall appoint a nominating officer. |
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The nominating officer shall make its report at the November business meeting. After the nominating officer makes its report, nominations shall be accepted from the floor. |
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A vote will be taken at this meeting. The member receiving a majority of the votes for each office shall be declared elected. |
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A run-off election between the two nominees receiving the highest number of votes shall be held immediately in the event no nominee receives a majority of the votes cast on the first ballot. |
The removal of officers shall be executed by written recommendation to the majority of the Executive Board members. Such motion shall be voted on at the next regularly scheduled Executive business meeting of the club. An officer shall only be removed from office by the majority Executive Board. For officers other than Presidnet in which an officer is removed from office, the office will be filled by having an approved appointed candidate at the next regularly scheduled Executive Board meeting. If the President is removed from office, the Vice President would automatically become the President and a new Vice President would be appointed by the majority Executive Board and Varsity Head Coach.
The Executive Committee shall be composed of the President, Past President, Vice President, Recording and Corresponding Secretaries, Treasurer, Members-at-Large, Mom's Club President, Public Relations Director and the Varsity Head Coach.
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Section 4 - Duties of Officers
The President shall preside at all meetings of the Club, and conduct the same according to the rules adopted; he/she/they shall enforce due observance of these by-laws; decide all questions of order; sign all documents that are adopted by the Club; be an ex-officio member of all committees; perform all customary duties pertaining to the office of President, and shall turn over everything in his/her/their possession belonging the Club to his/her./their successor at the expiration of his/her/their term of office.
The Vice President shall assume all the duties of the President in the absence of the President, and shall be an ex-officio member of all committees. The Vice President(s) shall assume the un-expired term of the President upon the President's resignation, removal or death. He/she/they shall turn over everything in his/her/their possession belonging to the Club to his/her/their successor at the expiration of his/her/their term of office. The Vice President(s) shall be responsible for the Football Program.
The Recording Secretary shall keep a record of the proceedings of all meetings; keep a roll of members in conjunction with the Treasurer / Membership Chairperson; read and/or provide minutes of all meetings; insure notification of every club member prior to each meeting. He/she shall turn over everything in his/her possession belonging the Club to his/her successor at the expiration of his/her term of office.
The Corresponding Secretary shall carry on all correspondence; write thank you notes to all guest speakers and other such persons and organizations obliging the Club by their efforts and favors; send cards of condolence and/or flowers; keep records of all correspondence. In the event that the Recording Secretary can not attend a meeting the Corresponding Secretary will record the meeting. He/she shall turn over everything in his/her possession belonging to the Club to his/her successor at the expiration of his/her term of office.
The Treasurer shall receive and receipt for all monies paid to the Club; all funds received shall be deposited in the Club bank account within fifteen (15) days; pay bills in the amount of $50.00 or less. bills and/or payments amounting to more than $500.00 require authorization of the committee chairperson responsible for the budget expenditure; the Treasurer shall give a report at each business meeting of the income and expenditures of Club funds for the past month and shall give a report of the financial status of the Club at the end of his/her term of office. The Executive Committee shall be responsible for preparing an annual budget to be presented at the December meeting of the Club. The Treasurer shall turn over everything in his/her possession belonging to the Club to his/her successor at the expiration of his/her term of office.
Section 5 - Meetings
The business meeting of the Club will be held the first Monday of each month. The business meeting may be cancelled or rescheduled by the President upon the approval of the Executive Committee.
Special Meetings may be called by the President upon written request of any five (5) members of the Club, and for this purpose, the President may sign such a request. The Recording Secretary shall assure notice to all Club members of special meetings within at least 48 hours.
Only such business as is designated in the notice shall be transacted at the special meeting except where the meeting is called to take place of a regular meeting in which case any business may be transacted.
Section 6 - Finances
The finances of the Club shall be under the general direction of the Executive Committee. A minimum of two (2) persons shall be eligible to sign any check made on the bank account of the Club. Persons authorized to sign checks on the checking account of the Club are the President, Vice President, Treasurer and Secretaries.
The Club shall be responsible for fund raising and may in conjunction with any other school-recognized club, sponsor mutual fund raising events, distribution of funds pro rata to be determined prior to the event.
A Finance Committee shall be appointed by the President. At the end of each year, it shall be the duty of the Finance Committee to review the accounts of the Treasurer and render a report of the findings of the Club.
Section 7 - Amendments / Rules
Robert's Rules of Order shall govern all proceedings except in the case of conflict with these By-laws, in which case the By-laws shall govern.
A majority of members in good standing present at a meeting shall constitute a quorum for the transaction of all business. These By-laws may be amended by a 2/3 vote of those members present at the meeting. A proposed amendment of change to the By-laws must be proposed at one meeting and may not be voted on until the next regularly scheduled Club meeting.
The President/Co-Presidents shall appoint a By-law review committee to review and evaluate these By-laws every five years from the approved date of these By-laws, noted at the end.
Section 8 - Committees
The President of the Club shall have the power to appoint such committee as he/she/they deem(s) advisable for the welfare of the Club, and the President shall have the power to dissolve such committees at any time.
Standing Committees - Standing Committees are those that may function for the entire year. Chairpersons of Standing Committees shall be appointed by the President. The Chairperson shall determine the number of persons on the committee.
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Membership - The Membership Chairperson shall have the responsibility of building and retaining membership and extending acts of courtesy on behalf of the Club. The committee's primary function is to direct all activities pertaining to procurement and retention of members. |
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Mom’s Club - The Chairperson shall ensure that each member is advised of special events and meetings and any other pertinent information deemed necessary by the President, Executive Committee or Varsity Head Coach. |
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Spirit Wear - The Chairperson shall be responsible for the selection ordering and selling of sport/spirit wear throughout the year. The primary objective will be to advertise and promote the Grayson Football program. |
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Concession Stand - The Chairperson will be responsible for the entire operation and maintenance of the Football Concession Stand. The menu items, purchasing, set-up and clean-up will be the responsibility of the committee. |
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Concession Stand Workers - The Chairperson will be responsible for providing workers at all home games during the football season and/or special events such as the Spring Game and GAA games. This committee will be responsible for the selling of food items before and during Varsity home games on Friday and 9th grade or JV games on Thursdays. |
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Varsity Pre-game Meal - The Chairperson will work with the Varsity Head Coach to plan the menu, find the location, set the fees, cook, serve and clean-up as necessary during the football season. |
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Stadium Workdays - The Chairperson shall work with the Varsity Head Coach to evaluate the needs of the stadium, concession stand, bathrooms, stands and buildings to determine the needs of the program. A work schedule will be set, workers notified and materials purchased prior to the work day(s). |
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Golf Tournament - The Chairperson will be responsible for all aspects of the annual golf tournament. |
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Media Guides - The Chairperson will be responsible for working with the Vice President on the Football Program. During home games the Chairperson will organize and set-up program sales. |
Special Committees - Special Committees are appointed by the President as the need for them arises in the Club. Duties and responsibilities are assigned to those committees at the time they are created.
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Nominating - The Chairperson and committees shall be comprised of one parent from each grade level during the October business meeting. The responsibility of the Nominating Committee is to prepare a slate of officers for the upcoming year. The proposed slate of officers shall be announced during the November business meeting and voted on at that meeting. |
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Banquet - The Chairperson shall be appointed by the President and the committee should be made up of one parent from each grade level. The responsibility of this committee is to evaluate and recommend an adequate and reasonable facility for the annual Football Banquet. The committee shall handle reservations, collection and decorations and all other details pertaining to the Football Banquet. |
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Finance - The Chairperson shall be the Vice President and three members appointed by the President. A review by the Finance Committee shall be completed yearly before the new Treasurer takes office. The responsibility of the committee shall be to thoroughly review and examine the financial books and records of the Treasurer and report to the membership during a business meeting. |
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Capital Improvements - Committee shall have at least four (4) members including a committee Chairperson, Varsity Head Coach, Committee Treasurer and a Member-at-Large. The responsibility of the committee is to manage the capital expenditures and long range planning for the football program. The committee shall remain in effect with the same members until a member resigns or is replaced by the Executive Committee. |