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Chiles Boys’ Soccer Booster’s Bylaws
Index
A. Mission
B. Membership
1. Executive Directors
2. Representatives
3. General Membership
C. Board Responsibilities
1. Executive Directors
2. Representatives
3. General Membership
D. Meetings
1. Executive Directors
2. Representatives
3. General Membership
E. Voting
1. Executive Directors
2. Representatives
3. General Membership
F. Executive Miscellaneous
1. Executive Directors’Term of Office
2. Nominations
3. Elections
4. Executive Directors’ Vacancies
5. Executive Directors’ Compensation
G. Miscellaneous
1. Banquet and Awards Presentation
2. Prohibition Against Private Inurement
3. Distribution of Assets
4. Bylaw Amendments
H. Adoption and Approval of the By-Laws
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Chiles Boys’ Soccer Booster’s Bylaws
A. Mission
The Mission of the Chiles Boys’ Soccer Booster’s is to support the Chiles Boys Soccer program,
Coaches, and Players, in order for it to remain a viable entity and to enhance communication
between the school and the community. Chiles Boys’ Soccer Boosters will be a support system
to the Chiles Boys’ Soccer program by providing volunteers, act as a liaison for parents of the
Chiles Boys’ Soccer program, and administer assistance for various team functions and games.
B. Membership
The Chiles Boys’ Soccer Booster’s is comprised of three different elements; The Executive
Directors, the Representatives and the General Membership. Termination of membership in a
given year will only occur if a player on the Chiles Boys’ Soccer Team voluntarily quits or is
removed by Coach or by Chiles High School. Lastly, all parents/guardians of students selected
as team members of the Chiles Boys’ soccer teams at Lawton Chiles High School are eligible to
participate as members of the Booster Club.
The three elements are described below:
1. Executive Directors
The Chiles Boys’ Soccer Boosters Executive Directors is made up of four members; the
President, Vice-President, Treasurer, and Secretary. The Executive Directors includes
and limited to parents/guardians of students selected as team members of the boys’
Varsity and Junior Varsity soccer teams at Chiles High School.
2. Representatives
The Representatives includes all members of the Executive Directors plus those
volunteers for position, such as, but not limited to:
Varsity Representative, Junior Varsity Representative, Concession Stand Manager,
Ticket Sales Manager, Travel Coordinator, JV Tournament Coordinator, Senior Game
Coordinators, Banquet Coordinators, Gate Manager, Fundraising Coordinators, Alumni
Coordinator
3. General Membership
The General Membership includes all parents/guardians of students selected as team
members of the boys’ Varsity and Junior Varsity soccer teams at Lawton Chiles High
School. The limit on the number of members in a given year is designated by the number
of players selected to the team each year.
C. Responsibilities
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Chiles Boys’ Soccer Booster’s Bylaws
Each organization of the Chiles Boys’ Soccer Program will have responsibilities that help guide
the program to ensure compliance with the Mission of the Booster’s. These responsibilities are
described below:
1. Executive Directors
Each Executive Director is recommended to maintain a notebook with items pertinent to their
office. This notebook will be given to the incoming elected Executive Directors member to
facilitate knowledge transfer and a smooth transition from year to year.
A Principal or a designee is required per Leon County School rules to attend Executive
Directors and General Meetings, but will not have voting privileges.
The responsibilities of the Executive Directors include:
a. Compliance with Leon County School Board District Policies.
b. Compliance with Lawton Chiles High School Rules and Policies.
c. Establish and submit a budget annually to the Lawton Chiles High School Athletic
Director.
d. Present a summary financial report to the Representatives and the Genral
Membership during all general meetings.
e. Clear any fund raising activities with the Athletic Director prior to implementation to
insure compliance with Leon County School Board District Policies.
f. Operate within the BY-LAWS of the Chiles Boys’ Booster Club.
g. Approve the expenditure of Chiles Boys’ Soccer Booster funds.
The responsibilities of individual positions within the Executive Directors include:
a. President
1. Presides over and conducts meetings for the Chiles Boys’ Soccer Booster Club.
2. Prepare the agenda for Executive Directors Meetings and General Meetings of the
Chiles Boys’ Booster Club.
3. Serves as the representative between the Booster Club, Lawton Chiles High
School Administrative Staff, and the Head Coach of the Chiles Boys’ Soccer
program.
4. Appoints special committees with Executive Directors approval.
5. Appoints volunteer chairs, not limited to, Senior Night Chair, Tournament Chair,
and End of the Year Banquet Chair.
b. Vice President
1. Shall assume the duties of the President in the event of absence.
2. Shall work collaboratively with the Chiles Boys’ Soccer Boosters in fund raising
activities and efforts.
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Chiles Boys’ Soccer Booster’s Bylaws
c. Treasurer:
1. Shall keep an accurate account of all financial transactions authorized by the
Executive Directors and/or the Chiles Boys’ Soccer Head Coach.
2. Shall keep a Booster Club accounting of funds collected and outgoing expenses
per Lawton Chiles High School Guidelines.
3. Shall coordinate with the Chiles Boys’ Soccer Head Coach regarding funded
items and budgetary needs.
4. Shall make deposits to the Chiles Boys’ Soccer Program account which
distributes the funds.
5. Shall provide a Financial Report at each Executive Directors Meeting and General
Meeting.
6. Shall count out money with the Concession Manager at the close of concessions
sales at each home game.
7. Shall maintain confidentiality of individuals who have paid or not paid Family
Contributions for their player.
d. Secretary:
1. Shall give notice (via website) of upcoming meeting of the Chiles Boys’ Soccer
Booster Club.
2. Shall be responsible for notice of all election correspondences (via website).
3. Shall be responsible for recording minutes of the Executive Directors meetings.
4. Shall prepare and distribute minutes of all meetings at the next scheduled meeting
for Executive Directors approval.
5. Shall be responsible for all Booster Club correspondence.
2. Representatives
The responsibilities of the Representatives include:
a. Shall maintain a notebook with items pertinent to their office. This notebook will be
submitted to incoming representatives to facilitate knowledge and a smooth transition
for year to year.
b. Provide recommendations for decisions that impact the Chiles Boys’ Soccer Program
to the Executive Directors.
c. Ensure that their respective responsibilities are consistent with the Chiles Boys’
Soccer Program Mission Statement.
The responsibilities of individual positions within the Representatives include:
a. Varsity Team Representative and Junior Varsity (JV) Team Representative
1. Assist the Coach and the Board in communicating information to and from the
players on the team.
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Chiles Boys’ Soccer Booster’s Bylaws
2. Attend Board meetings.
3. Coordinate Team uniform distribution and collection.
4. Point of contact for Team related questions.
5. Varsity Team Representative to assist with “Senior Night” recognition ceremony/
game.
b. Concession Stand Manager Responsibilities
1. Purchase concessions (food, drinks, supplies) for sale at all games held at Lawton
Chiles High School for the Boys’ Soccer Program.
2. Recruit volunteers for coverage in concessions for each home game.
3. Close out “bank” at end of the night by counting monies earned and verifying
total with Treasurer. In the event that the treasurer is not in attendance another
Executive Directors Member may sign for the close out total.
4. Set menu items and prices with approval from Executive Directors.
5. Use only vendor provided coolers or containers with vendor products, for
example: Pepsi products should only be in the coolers marked Pepsi, no Coke
products should be displayed or stored in the Pepsi cooler.
c. Gate Ticket Manager Responsibilities
1. For selling gate tickets, the manager must secure ticket money box from a school
official or coach at a minimum of one hour and fifteen minutes prior to the
earliest game. For example, if the Junior Varsity game starts at 5:00, the Ticket
Manager needs to be at the field by 3:45.
2. Ensure that all money and tickets match the record prior to opening gate.
3. Ensure the Pre-paid pass list is in the box.
4. Secure volunteers for ticket taking for each home game.
5. At the close of home game, Tally the final ticket sales and complete the recording
sheet provided by Chiles High School. Give the entire Ticket Box to Head Coach
of the Boys Soccer Program.
3. General Membership
a. Elect the Executive Directors.
b. Provide recommendations for decisions that impact the Chiles Boys’ Soccer Program
to the Representatives.
D. Meetings
Meetings of all Boards will be posted on the Boys’ Soccer Website at least 24 hours prior to the
meeting.
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Chiles Boys’ Soccer Booster’s Bylaws
1. Executive Directors Meetings
The Executive Directors shall hold meetings as necessary with a goal of a minimum of
one per month during the soccer season.
2. Representatives Meetings
The Executive Directors shall hold meetings as necessary with a goal of a minimum of
one per month during the soccer season.
3. General Membership
Meetings shall be held a minimum of twice a year with required meeting to include:
a. One mandatory orientation/registration meeting to be held at the Soccer Kick-off and
team announcement dinner.
b. A second meeting shall take place at the End of the Season Banquet where Executive
Directors elections will be held for the following season.
Additional meetings may be held when deemed necessary by the Executive Directors.
E. Voting
1. Executive Directors
The following outlines the voting of the member of the Executive Directors:
a. Each member of the Executive Directors will have one vote.
b. No will have proxy votes
c. Members must be present at the meeting to vote
d. Call in voting is not permitted.
e. A quorum will consist of the majority of members present with a minimum of three
members present.
2. General Membership
a. Each member of the General Membership will have one vote for elections.
b. No one will have proxy votes
c. Members must be present at the meeting to vote
d. Call in voting is not permitted.
F. Executive Directors Miscellaneous
1. Fiscal Year
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Chiles Boys’ Soccer Booster’s Bylaws
March 1 to last day of February.
2. Executive Directors Term of Office:
The term of office will consist of a one-year commitment until a successor is elected at
the annual end-of-year Banquet. There are no term limits; the Executive Directors
members may be re-elected to the same or another Executive Directors position each
year.
3. Nominations
a. The Secretary shall post notice the second full week of January indicating that
nominations for Executive Officers are now being accepted and shall provide the
process for the development of the ballot and election procedures as shown under
section E(3).
b. Nominations/self- nominations shall be submitted via email (for time stamping
purposes) to the Teller Committee by 5 p.m. on the last Friday of January.
c. The Teller Committee shall present the ballot of nominees to be voted on by the
Genral Membership at the annual end-of-year Banquet.
4. Elections
a. The president appoints a Tellers Committee, including a chairman and two (2) tellers,
whose duties are to distribute, collect, and count the ballots at the annual end-of-year
Banquet. No member of the Executive Directors or any nominee can serve of the
Teller Committee.
b. Executive Directors officers shall be elected by a majority of the General
Membership in attendance at the annual end-of-year Banquet.
c. Officers will be announced the day after the annual end-of-year Banquet.
d. Officers will assume their responsibilities the day after the annual end-of-year
Banquet.
e. If there is only one nominee for any Executive Directors position, there will be no
ballot voting for that position. That position will be announced at the annual end-of-
year Banquet.
f. Should there be a tie in the voting of a position, another vote will be announced and
held within a week of the annual end-of-year banquet via another meeting. General
Membership members that did not vote during the original meeting can vote in any
additional meeting. The voting process continues at this meeting until there is a
declared winner.
g. After winners are declared, all ballots will be destroyed.
h. No player will have more than two parents/guardians that can vote.
i. No proxy voting is allowed.
j. No phone in voting is allowed.
5. Executive Directors Vacancies
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Chiles Boys’ Soccer Booster’s Bylaws
If an Executive Directors member is unable to fulfill their term of office, the Executive
Directors will recruit another member to fill the position. The officer will be elected by a
majority of the Executive Directors.
6. Executive Directors Compensation:
There is no compensation to any Executive Directors Member or any member of the
Chiles Boys’ Soccer Boosters.
G. Miscellaneous
1. Banquet and Awards Presentation
An end-of-season Banquet and Awards Presentation will be held annually to recognize all
athletes and to introduce the new Executive Directors. The Booster Club is responsible
for planning and hosting the banquet.
2. Prohibition Against Private Inurement
No part of the net earnings (if any net earnings exist) of this Booster Club shall inure to
the benefit of, or be distributable to, its members, directors or trustees, officers, or other
private persons.
3. Distribution of Assets
a. Any funds remaining in the Booster Club account at the end of a given season or
school year will remain in the Booster Club account for the continued future support
of the Lawton Chiles Boys’ Soccer program.
b. If for any reason this organization does not continue or is not authorized to continue
in the future, upon dissolution of the Chiles Boys’ Soccer Booster Club, any
remaining funds or assets after payment of any outstanding debts and liabilities, will
be deposited into the Lawton Chiles High School (Public) Student Body General
Account with the designation that these funds or assets be allocated for non-profit
purposes of the Lawton Chiles High School athletic program. Such distribution shall
be made in accordance with all applicable provisions of the laws of the State of
Florida and the Federal Government.
4. Bylaw Amendments
a. Bylaws may be amended if one of the two following criteria is obtained.
1. Two-thirds Board of Directors vote with previous notice.
a. Proper Notice for a bylaw amendment must contain these three requirements:
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Chiles Boys’ Soccer Booster’s Bylaws
i. The proposed amendment, precisely worded
ii. The current bylaw
iii. The bylaw as it will read if the amendment is adopted
b. Notice should include proposers’ name and reason for amendment
c. Minutes should reflect information such as if a committee or board endorses
or opposes the amendment.
2. Or without notice, a majority of the entire Executive Directors.
a. Vote count must be taken and recorded in the minutes.
H. Adoption and Approval of the By-Laws
1. The By-Laws, including any changes, shall be presented annually to the general
membership at a General Meeting for approval by quorum vote.
2. Approved By-Laws will be maintained by the Board President.
3. A copy of the approved By-Laws will be sent to the Lawton Chiles Activities Director
annually.
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Chiles Boys’ Soccer Booster’s Bylaws
We, the undersigned, are all of the initial directors or incorporators of this corporation, and we
consent to, and hereby do, adopt the foregoing bylaws, consisting of preceding pages, as the
bylaws of this Chiles Boosters Club.
____________________________ __________________
President: Date
____________________________ __________________
Vice-President: Date
____________________________ __________________
Secretary: Date
____________________________ __________________
Treasurer: Date
____________________________ __________________
Principal’s designee: Date
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