Volleyball

The name of this organization shall be the Buckhorn Dig-It Volleyball Booster Club and is associated with Buckhorn High School in New Market, Alabama, hereafter referred to as the Dig It Club.

ARTICLE II: PURPOSE AND STRUCTURE 

Section I: The Dig-It Volleyball Booster Club was established as an independent parent/support organization affiliated with Buckhorn High School to support, promote, and enhance all of the activities and participants of the Buckhorn Volleyball Program (“program”), in compliance with the Madison County Board of Education, school administration and the athletic department, and in alignment with the vision of the head coach. The head coach is the primary director / consultant of the booster club’s operations. The boosters should never act contrary to the mission of the volleyball program and vision of the coach. 

Section II: The purpose of the Dig It Club is to encourage and promote parents, alumni, and community interest and involvement in the Program to support the athletes and coaches for a successful program through positive, successful effective communications between parents, stakeholders, and the Coaching Staff in regards to program needs (See Section III), requirements, and direction of the program. 

Section III: The Dig It Club shall promote policies, programs, and activities compatible with the policies of the Alabama High School Athletic Association (AHSAA), Madison County School System (MCSS), and Buckhorn High School (BHS) in order to promote, develop, and maintain a quality program. Policies, programs, and activities shall include, but are not limited to, chaperoning, publicity, fundraising, and other projects as agreed upon by the Dig It Club and program coaches. 

Section IV: The Buckhorn Dig-It Volleyball Booster Club shall be noncommercial, nonsectarian and nonpartisan. The names of its members in their official capacities shall not be used in connection with any commercial concern or partisan interest other than for the purpose of accomplishing the mission and goals of the Buckhorn Dig-It Volleyball Booster Club.

Section V: The Buckhorn Dig-It Volleyball Booster Club shall not seek to direct the administrative or personnel activities of Buckhorn High School, or its programs including the training and coaching decisions of MCSS employed teacher/coaches or its contracted coaches, or to influence its policies. 

Section VI: The Dig It Club is NOT designated as a Charitable Organization as defined in Section 501 (c)(3) of the Internal Revenue Code, and may not operate independently from the school. 

Section VII: The Dig It Club’s finances will flow through the BHS bookkeeping system, and the principal or their designee will be invited to all meetings and approve activities that affect BHS. 

Section VIII: The Dig It Club will not maintain separate outside bank accounts and will deposit all funds and revenues raised/obtained by the Dig It Club into BHS accounts unless otherwise approved. 

Section IX: The Dig It Club will operate as such that the principal/athletic director retains oversight of program fund usage. The booster club can be dissolved by the principal when deemed necessary due to actions contrary to the mission of the volleyball program and vision of the coach - in alignment with MCSS Booster and Support Organization Guidelines. 

ARTICLE III: MEMBERSHIP 

Section I: Membership shall be open to any parent or legal guardian of a BHS volleyball student-athlete. 

Section II: Membership may also include faculty and staff of BHS, provided they do NOT serve in positions that handle club funds (in compliance with MCSS policy). 

Section III: Individuals are expected to serve a minimum of two “published” regular season volunteer positions and two “published” tournament volunteer positions. No membership fee is required for individuals to be a booster member. However, eligibility to be nominated for an officer position is extended to members in “good standing” considering payment of all player fees and fulfillment of the aforementioned volunteer expectations.

Exception: 

Parents or legal guardians of a new incoming player may be nominated for an officer position by virtue of their arrival to the program - as the aforementioned expectations could not have been met prior to nominations. 

ARTICLE IV: OFFICERS AND DUTIES 

Section I: Officers of the Dig It Club shall be as follows: President, 1st Vice-President, 2nd Vice-President, 3rd Vice-President, Secretary, Treasurer. The Secretary and Treasurer offices may be combined into one position or remain as two separate positions as deemed most beneficial for the program at that time. All officers shall be elected for a term of one year, said term to run April 1 to March 31 - of the following calendar year. Officers may be re-elected for subsequent terms. Any person serving as an officer must be an eligible Dig It Club member, in good standing, of a student participating in the BHS Volleyball program for the year in which he/she is elected. 

Section II: The officers of the Dig It Club and the Head Coach shall comprise the Executive Board. Program coaches shall serve in an advisory role to the Executive Board relative to BHS & MCSS policy, event planning, and will provide input for budget and fundraiser planning. However, none of the coaches will be voting members of the Executive Board or the Dig It Club. 

Section III: The duties of the Officers are as follows: 

President - The President shall be the executive head of the Buckhorn Dig-It Booster Club and shall be responsible for overseeing all activities. The President shall do the following: 

1. Preside at all general Dig It Club and Executive Board meetings; 

2. Coordinate the work of the Dig It Club; 

3. Collaborate with officers and coaches to appoint special committees as needed to support officer roles. 

4. Serve as liaison with BHS administration and athletic director; 

5. Submit an updated copy of the bylaws and budget to the Buckhorn High School Bookkeeper. This can be delegated to another officer. 

6. Send meeting notices and other notifications to the general membership as needed. This can be delegated to another officer. 

7. Support and assist the other officers in fulfillment of their duties.

1st Vice-President - The 1st Vice-President shall assist the President and officiate/assume duties in the President’s absence. The 1st Vice-President shall do the following:

1. Coordinate and supervise all fundraisers, 
2. Supervise the the publication of the Ad Book fundraiser (if applicable); 
3. Assist the Secretary in coordinating volunteer positions for the fundraisers; 
4. Ensure all fundraised monies are deposited through the Treasurer; 
5. Support and assist the other officers in fulfillment of their duties. 

2nd Vice-President - The 2nd Vice-President shall officiate/assume duties in the President’s or 1st Vice-President’s absence. The 2nd Vice-President shall do the following: 

1. Be responsible for all activities of the concession stand; 
2. Assist the Secretary in coordinating volunteer positions for the concession stand; 
3. Collaborate with the Executive Board in establishing the concessions menu and pricing; 
4. Coordinate with the treasurer and purchase all needed inventory for the concession stand; 
5. Ensure that the concession stand and its equipment is clean, in good working order, and properly maintained; 
6. Send meeting notices and other notifications to the general membership as needed; 
7. Support and assist the other officers in fulfillment of their duties. 

3rd Vice-President - The 3rd Vice-President shall officiate/assume duties in the President’s, 1st Vice-President’s absence or 2nd Vice-President’s absence. The 3rd Vice-President shall do the following: 

1. Be responsible for all “special events,” including, but not limited to, hospitality rooms, Grandparent’s Night, Senior Night, Teacher Appreciation Night, the End of Season Banquet, and a college signing celebration if applicable. 
2. Collaborate with the Executive Board in establishing special event supply needs and pricing; 
3. Assist the Secretary in coordinating volunteer positions for the special events if needed; 
4. Coordinate with the treasurer and purchase all needed special event supplies; 
5. Send meeting notices and other notifications to the general membership as needed; 
6. Support and assist the other officers in fulfillment of their duties.

Secretary / Treasurer - The Secretary and Treasurer offices may be combined into one position or remain as two separate positions as deemed most beneficial for the program at that time. 

The Secretary shall: 

1. Keep minutes of all club meetings and executive board meetings; 
2. Share meeting minutes with BHS administration and bookkeeping; 
3. Coordinate volunteers for program events in collaboration with appropriate Executive Board members; 
4. Track fulfillment of “published” volunteer positions to determine member eligibility; 
5. Maintain an accurate and current information list of the membership; 
6. Be the MAIN point of contact for team wide announcements, meeting notices, and other notifications to the general membership; 
7. Support and assist the other officers in fulfillment of their duties. 

The Treasurer shall: 

1. Collect and deposit all monies belonging to the club into the Buckhorn Dig-It Volleyball Booster Club account, including gate and concessions cash boxes, in accordance with BHS/MCSS Financial Procedures; 
2. Keep an accurate written record of all receipts and disbursements through the school’s bookkeeping office; 
3. Submit Purchase Orders for Dig It Club purchases as agreed upon by the Executive Board for supplies needed for special events and concessions supplies, 
4. Maintain records of all student accounts - to track all payments, fundraising credits, and purchases/orders of team materials (uniforms, equipment, etc.); 
5. Be responsible for maintaining the club’s annual budget; 
6. Coordinate with the Buckhorn High School bookkeeper to receive thorough/updated training necessary to meet BHS/MCSS/State requirements and to stay up-to-date on matters pertaining to the volleyball account at the school; 
7. Present a financial report at the first mandatory Dig It Club meeting (April) and through email, monthly from July to November, so as to keep the general body abreast of fiscal stewardship. This report should reflect all income, expenses, and planning as coordinated with the head coach and the board. 
8. Support and assist the other officers in fulfillment of their duties. 

ARTICLE V: ELECTION OF OFFICERS

Section I: A nominating committee shall be appointed by the Executive Board and may be made up of members of the Executive board. Any member including the Executive Board may make nominations. Members may nominate themselves. 

Section II: The nominating committee will verify the eligibility of all nominees per requirements of Article III, Section 3. The nominating committee will also verify with each nominee that the individual is willing to accept the nomination for the designated position. 

Section III: Each active member shall have one vote. 

Section IV: Officers shall be elected by majority vote of the membership present at the election meeting. Election meetings shall be held in March for the upcoming year. A nominating committee will begin obtaining nominations in January. Nominations will close in February during which the official ballot will be established. The election will take place in March. Newly elected officers will begin their term in April. 

Section V: In case of a tie vote for an office, the outgoing President shall cast a tie-breaker vote. 

Section VI: Removal of Board Members 

1. Grounds for Removal: 

A Board Member may be removed for cause - including neglect of duties, misconduct, or violation of policies - or without cause if determined to be detrimental to the interests or reputations of the organization. 

2. Initiation of Removal: 

Removal proceedings may be initiated by a majority of the Executive Committee or by written petition of 2/3 of the booster membership. 

3. Notice and Response: 

The Board Member shall receive written notice of the proposed removal and its grounds at least 5 days before the meeting and shall have an opportunity to address the Board prior to a vote. 

4. Voting Requirements: 

Removal requires a majority vote of the Board members who must all vote.

5. Vacancy: 

A vacancy resulting from removal shall be filled by a special election by the remaining Board members, to be conducted expeditiously. 

ARTICLE VIII: MEETINGS 

Section I: Meetings of the Executive Board will be conducted as frequently as necessary to perform the duties of the Board. Additional meetings may be called by the Head Coach on an as needed basis. 

Section II: The Dig It Club will have its first official meeting following team tryouts to disseminate all pertinent information from coaching staff and officers, including a presentation of the by-laws. 

Subsequent meetings of the Dig It Club shall be held as necessary. Updates regarding the performance of officer duties may be provided digitally. 

ARTICLE IX: COMMITTEES 

Section I: The President may appoint standing committees as necessary. 

Section II: The President may appoint special committees as needed. 

Section III: All committees shall report to the associated officer, provide recommendations, and maintain minutes as appropriate. 

ARTICLE X: FINANCES AND FUNDRAISING 

Section I: All funds collected by the Dig It Club shall be deposited into BHS’s designated account in accordance with MCSS guidelines. 

Section II: The Treasurer shall submit all disbursements for approval by the Dig It Club membership and the BHS administration, using requisitions and Purchase Orders consistent with MCSS policy. 

Section III: No Dig It Club funds shall be used without prior approval of the BHS principal or designee. 

Section IV: An annual financial review or audit shall be conducted each fiscal year (or as required by MCSS policy) and a financial report shall be presented to the Dig It Club membership. 

Section V: All fundraising activities must be approved in advance by the BHS principal or designated administrator.

Section VI: Fundraising opportunities must be offered in accordance with BHS policy, but participation in fundraising by students must be voluntary and documented. 

Section VII: Funds raised shall be in accordance with the Dig It Club’s purpose and shall be documented by receipts, invoices, or other records. 

Section VIII: In the event the Dig It Club dissolves, any funds remaining in the treasury shall be used to support the program in accordance with MCSS policies and under the direction of BHS administration. 

ARTICLE XI: AMENDMENTS 

Section I: These bylaws may be amended at any meeting of the Dig It Club, by a 2/3 vote of the members present and voting. Each amendment to the bylaws shall be provided to the membership through regular notification channels (no less than email) at least two (2) weeks prior to the meeting at which the amendment is voted upon. 

Section II: After adoption by a 2/3 vote at a meeting of the Dig It Club, a copy of the amended or revised bylaws shall be sent to the Buckhorn High School bookkeeper, Athletic Director, and Principal. 

Section III: The Buckhorn Dig-It Volleyball Booster Club shall review and if necessary amend its bylaws every three (3) yea