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Philosophy and By Laws

Bylaws of the Caps Booster Club, Inc.

 

Reviewed 7/13/2020

Approved 9/21/2020  

ARTICLE 1:  ORGANIZATION

SECTION 1:  The organization is administered by family members of the players participating in the CAPS FC. The CAPS Booster Club, Inc (Formerly Cleveland Whitecaps Booster Club) is separate both functionally and financially from the CAPS FC

SECTION 2:  The organization is structured as a non-profit and registered under the laws of the state of Ohio.  Tax exempt ID # 81-1490775.

 

ARTICLE II:  NAME AND LOCATION

The organization is called CAPS Booster Club, Inc; Hereinafter referred to as “Booster Club”.   The principal office is located in Cuyahoga County in the state of Ohio.  Current address is 6060 W. Canal Rd. Valley View, OH 44125.  The board of directors, by resolution, changed the location of the principal office.

 

ARTICLE III:  OBJECTIVE AND PURPOSES

The Booster Club is established for the benefit of the CAPS players, families, coaches, and staff.

SECTION 1:   100% of funds raised will be distributed to CAPS membership as mentioned above and will be derived from fundraising efforts of the membership and family membership fees.

SECTION 2:  Funds raised will provide social opportunities, scholarship opportunities, and financial aid to the members.  Amounts and specific allocations will be determined annually at a budget meeting.

SECTION 3:  Boosters will work to build positive relationships, promote soccer and club awareness, and occurrences within the community, locally, regionally, nationally and internationally.

SECTION 4:  Promote CAPS philosophies, activities, and achievements through media opportunity, club website, and written publications.

 

 

ARTICLE IV:  MEMBERSHIP

SECTION 1:  Every CAPS family is a member.  Membership is obtained by new player registration effective Fall 2020.

SECTION 2: Voting shall be allocated on the basis of one vote per club player or one vote per family. 

SECTION 3:  Voting shall be restricted to an adult family member of a club player in good standing, unless both parents are a member of the board, in which case each would have a vote.

SECTION 4:  Each member shall receive a copy of the bylaws upon request by the Club Secretary.

SECTION 5:  A member of the Booster Club is not, as such, personally liable for the debts, liabilities, and/or obligations of the organization.

 

ARTICLE V:  OFFICERS AND ELECTIONS

SECTION 1:  The Executive Board of Directors shall consist of Mike and Grace Sweeney.

SECTION 2:  The Board of Directors shall consist of the Executive Board of Directors, the four member elected officers, the CAPS Team Managers, and the Club Administrator.

SECTION 3:  The members shall elect four officers who will serve concurrently on the Board of Directors for a specified term, or until their successors are elected and qualify.

  1. President (odd years) and Treasurer (even years) serve two years each (alternating years)

  2. Secretary and VP serve one year each

  3. All Officer terms are July 1 - June 30.

SECTION 4:  There shall be no limit to the number of terms an officer may serve. 

SECTION 5:  The Election nomination process will be organized by the club Vice President.   Nominations for officers will be solicited and collected 4 weeks prior to an election.  Nominees will be notified and given the opportunity to accept the nomination.  Ballots with all nominees will be distributed to the membership via email survey, not later than 2 weeks prior to the final club event held in June.

SECTION 6:  The VP and Secretary will analyze, count, and verify the results of the survey/election.  The results will be announced at the final club event held in June.

SECTION 7:  The four elected members will be elected by the majority of members voting.

SECTION 8:  Newly elected officers will meet with the outgoing board at a mutually agreed upon time for officer training, transitioning of files, and budget review no later than June 30. 

SECTION 9:  Any officer may resign at any time by giving written notice to the Board of Directors.  Any such resignation shall take effect on the date of receipt of the notice or at a date specified in the resignation.

SECTION 10:  In the case of a vacancy of any Board of Directors position, the remaining Board members will appoint a temporary replacement until such a time as the members elect a new officer at the final club event held in June. 

 

ARTICLE VI:  DUTIES OF OFFICERS

SECTION 1: Duties of President

  1.  Serve as a member on the Board of Directors for a two year term.

  2. Responsible for and oversees all fundraising activities.

  3. Compensation for the office will be tiered based on the net profit from all fundraising activities held during the fiscal year. ($0 - $4,999 = 4%; $5,000 - $7,999 = 6%; $8,000 - $9,999 = 8%; $10,000 + = 10%) paid directly from the Booster Club to the President.  The expectation is to raise, at least, but not limited to $10,000 in net profit annually from all fundraising activities.  Should the appointed President formally resign or leave the position for various reasons any time before each full year term expires compensation will be prorated based on the net profit from fundraising activity he/she has actively functioned in the capacity of President. 

  4. The compensation will be taxable income to the President and should be reported on his/her income tax return for the year of receipt.  The Booster Club will issue IRS Form 1099-Misc to the President in each of the two year term (on or before Jan 31 of each year) if the $600 threshold is met. Compensation will be disbursed on or before July 31 of each year.

  5. Attend all Manager Meetings or have a Board Member representative at each meeting.

  6. Supervise and delegate the activities of all the other officers.

  7. Prepare, update as necessary, a president’s file in Google Drive pertaining to all activities of the officers for the purpose of passing down to successors.

  8. Perform an audit and review of financial information concurrently with treasurer annually.

  9. Plan Booster Club meetings for Board as well as general membership.

  10. Promote all Booster Club Activities and encourage full membership participation.n.

  11. Upon resignation, disqualification, termination or otherwise, all Booster Club information, supplies, and records are to be turned over to the Successor, or Executive Board.

  12. Prepare and distribute a written agenda for each booster club meeting.

  13. Attendance and active participation is mandatory at all Booster Club events barring any unforeseen circumstances.

 SECTION 2: Duties of the Vice President

  1.  Serve as a member on the Board of Directors for a one year term.

  2. Assist President in delegating and overseeing all fundraising activities.

  3. In the absence of the President, or in the event of a vacancy, the VP will perform the duties of the President, and have the power and authority of, and receive the commissions as the President.

  4. VP will be compensated $150 for his/her one year term directly from the Booster Club.  This payment will be considered taxable income to the VP and should be reported on his/her income tax return for the year of receipt.  The Booster Club will not be required to issue IRS Form 1099-Misc to the VP because the amount is below the $600 threshold.  Compensation will be disbursed on or before July 31 of each year.

  5. Attend Booster Club meetings and final club event held in June.

  6. Responsible for organizing the Booster Club Nominations and voting process for succeeding officers.  Elections to be held during the spring at a date determined by the Board.

  7. Responsible for maintaining  updating membership on CAPS FC website and promoting fundraising on social media account(s).

  8. Promote all Booster Club Activities and encourage full membership participation.

  9. Upon resignation, disqualification, termination, or otherwise, all Booster information, supplies, and records are to be turned over to the successor or the Executive Board.

  10. Prepare, update as necessary, a vice president’s file in Google Drive pertaining to all activities of the officers for the purpose of passing down to successors.

  11. Attendance and active participation is mandatory at all Booster Club events barring any unforeseen circumstances.

 

 

SECTION 3: Duties of the Secretary

  1.  Serve as a member on the Board of Directors for a one year term.

  2. Generate monthly informational report/newsletter, highlighting all of the Booster Activities, to be dispersed to each manager at the monthly managers meeting and to be posted to the club website, team pages, and social media.  

  3. Maintain and manage the Booster Club section of the CAPS website.

  4. Main liaison for all Booster Club publications.

  5. Certify and keep available a current, updated copy of these Bylaws.  

  6. Responsible for amending and updating the Bylaws and keeping a copy on the website for general membership benefit.

  7. With the cooperation of the President, notify Board members and general membership of all upcoming meetings and or events. 

  8. Promote all Booster Club activities, and encourage full membership participation.

  9. Upon resignation, disqualification, termination, or otherwise, all Booster Club information, supplies, and records are to be turned over to the Successor or Executive Board.

  10. The Secretary will be compensated $150 per session directly from the Booster Club,  payable at the conclusion of each session provided that items 2 & 3 above are met per session. If expectations are not met, compensation will be forfeited.  This payment will be considered taxable income to the Secretary and should be reported on his/her income tax return for the year of receipt.  The Booster Club will not be required to issue IRS Form 1099-Misc to the Secretary because the amount is not in excess of the $600 threshold.  

  11. Prepare, update as necessary, a secretary’s file in Google Drive pertaining to all activities of the officers for the purpose of passing down to successors.

  12. Attendance and active participation is mandatory at all Booster Club events barring any unforeseen circumstances.

 

SECTION 4: Duties of the Treasurer:

  1.  Serve as a member on the Board of Directors for a period of two years.

  2. Have charge and custody of, and be responsible for, all funds and securities in the name of the CAPS Booster Club.

  3. Deposit and or withdraw any Booster Club funds in the bank selected by the Executive Board, currently Fifth Third Bank.

  4. Receive, and give receipts for any donations made to the organization.

  5. Collect receipts and or reports for reimbursement of any authorized expenditures and disburse and or pay such funds.

  6. Present a Profit and Loss Statement and Balance sheet, along with bank statement copies at each managers meeting. 

  7. Attend all Booster Club and Annual membership meetings.  Attendance at managers’ meeting is not required if the President or Secretary have the reports on hand to disburse to managers.

  8. Keep all accounting activities on a computerized accounting package such as QuickBooks.

  9. At year end, submit financial books to President for audit.

  10. Make disbursements as authorized by the Board.  All Disbursements require two signatures.  There are two signers and up to three signers available:  President, Treasurer, and Grace Sweeney.

  11. Plan and disperse the Annual Forecasted Budget and Actual Budget for the Booster Club.

  12. Submit required papers and forms to Accountant for tax purposes.

  13. Prepare, update as necessary, a Google Drive or procedure book pertaining to the office for the purpose of passing on to the successor.

  14. Upon resignation, disqualification, termination, or end of term, all Booster information, supplies, and records are to be turned over to the succeeding officer of Executive Board.

  15. The Treasurer will be compensated $600 each term year, paid directly by the Booster Club.  This compensation will be taxable income to the Treasurer and should be reported on his/her income tax return for the year of receipt.  The Booster Club will not be required to issue IRS Form 1099-Misc to the Treasurer because the amount is not in excess of the $600 threshold.  Compensation will be dispersed on or before July 31 of each year.

  16.  The Treasurer may, at his/her discretion, forego all or any portion of his/her  compensation and keep the funds within the Booster Club to use in its charitable purpose.

  17. Attendance and active participation is mandatory at all Booster Club events barring any unforeseen circumstances

 ARTICLE VII:  AD HOC COMMITTEES

SECTION 1:  Ad hoc committees shall be formed by the Board of Directors on an as needed basis.  These committees shall focus on specific tasks and or events, or projects that assist the players of the club.

SECTION  2:  Ad hoc committees will be formed by the Board and shall report to the Booster Club President.

 

ARTICLE VIII:  MEETINGS

SECTION 1:  Budget and annual planning meeting.  The Board of Directors shall set the date of its primary meeting in August, no later than 10 days after the election of officers.

SECTION 2:  Annual Meet and Greet Meeting.  The Board of Directors shall set the date, time, and place of the annual meeting for the General membership, where Booster Club activities and officer positions shall be introduced. An August/September meeting for U14 & under and November for U15 and up.

SECTION 3:  Special meetings.  The President may call special meetings of the Board of Directors.

SECTION 4:  Boosters will hold a minimum of four meetings annually that will be open to the general membership.

SECTION 5:  The newly elected board will review bylaws in July.

SECTION 6:  The Secretary will provide written notice of any and all meeting to the general membership via website and email, or other methods that the Board find qualified.

ARTICLE IX:  FISCAL YEAR

For financial and tax reporting purposes,the Booster Club fiscal year shall be August 1 through July 31.

 

ARTICLE X:  PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Roberts Rules of Order shall govern the organizational procedures as long as they are not in specific contradiction to the bylaws of the Booster Club.

 

ARTICLE XI:  AMENDMENTS

The bylaws may be amended at any regular meeting of the organization by a 2/3 majority vote of the Board of Directors, which includes, the Executive Board, The Board of Directors, and Team Managers.   If 2/3 of the members are not present, then the remaining votes will be obtained via email by proxy.  At the preliminary meeting, at the start of each term, the Bylaws will be reviewed in entirety and agreed upon by the new officers.  Any disputes, and or changes will be presented at the next managers meeting, which the Secretary will provide notification for.

 

ARTICLE XII:  PERMANENT DEDICATION OF ASSETS OF THE BOOSTER CLUB TO AN EXEMPT PURPOSE

In the event of the dissolution of the CAPS Booster Club, the elected officers shall, after paying or making provisions for all liabilities of the organization, dispose of all assets of the organization exclusively to the general membership and or charitable purposes.

 

ARTICLE XIII: FINANCIAL ASSISTANCE SCHOLARSHIPS

SECTION 1:  Annual Awards Scholarships

CAPS Booster Club will provide scholarship money to member athletes as described below:

Beginning with a $3,000 balance, a separate budget line will be established for scholarships.  The funds will accumulate.  This is the basis of the budget.

  1. CAPS Player of the year

    1. $400 tuition credit awarded to one male

    2. $400 tuition credit awarded to one female

    3. A total of $800 will be distributed to CAPS Players of the year in the form of tuition credit in conjunction with the end of the year event in June.  Any tuition credit is not redeemable for cash and will be forfeited in the event the player does not register the following year.

    4. Approved by Club Administration and Board of Directors

  2.  The Taylor Award

    1. $300 cash awarded to one male

    2. $300 cash awarded to one female

    3. $600 cash total will be distributed for The Taylor Award.

    4. Approved by Club Administration and Board of Directors

SECTION 2: Financial Assistance

  1. Applications will be submitted to and held in the strictest confidence by the CAPS Booster Club Treasurer.

  2. Scholarships will be awarded once in the fall session and once in the spring session, and will vary in amounts from session to session.  Scholarship assistance will be dependent upon the Boosters funds available and the actual need shown, and is not guaranteed to every applicant.

  3. Any CAPS Player of the Year or Taylor Award not disbursed will go towards the financial assistance funds in the following fiscal year.

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