Fair Grove Quarterback Club Bylaws REVISED 1/7/2011 APPROVED 1/7/2011 ARTICLE I: NAME The name of this organization shall be: FAIR GROVE QUARTERBACK CLUB. ARTICLE II: PURPOSE Section 1. The purpose of the Fair Grove Quarterback Club shall be to assist and support the Fair Grove athletic program and teams. Section 2. Encouraging an interest and participation in the athletic programs. Section 3. Emphasizing good sportsmanship and a positive attitude among athletes and fans. Section 4. Increasing attendance at all athletic contests by attending in person and by urging others to attend. Section 5. Organizing fund-raising activities and assisting in the financial support primarily for the Fair Grove Football program. Any other group petitioning funds from the QB Club must do so by presenting their proposal in writing with representation at regular FG Quarterback club meeting. Section 6. Organizing social events for athletes. Section 7. Assisting and publicizing the program activities of the teams and accomplishments of team members. Section 8. Assisting the coaching staff and school administration in maintaining an athletic program which will provide the athletes with an opportunity to participate in a program of high quality, both morally and competitively.

ARTICLE II. MEMBERSHIP AND DUES Section 1. Any individual, who has compassion for young adults, loves sports and fair competition and has the desire to work to better our organization without regard for recognition or reward is eligible for membership. Section 2. Dues for membership shall be set at five dollars ($5.00) per year per family. The membership year shall be July 1st through June 30th. 1

Section 3.

A member or officer may be expelled or relieved of their duties by 2/3 vote of the membership present for just cause, provided the voting membership present constitutes a quorum.

ARTICLE III. FAIR GROVE QUARTERBACK CLUB OPERATING YEAR Section 1.

The QB Club operating year shall begin on July 1st and end June 30th of the following year.

ARTICLE IV. OFFICERS AND THEIR ELECTION Section 1. Each officer shall be a member of the Fair Grove Quarterback Club. Section 2. a. The election of officers will be effective for a term of one year. b. Officers shall be elected at the May meeting and assume office at the July 1st. c. A person shall not be eligible to serve more than two consecutive terms in the same elected position. d. A person may not hold more than one office at a time. e. Spouses may not hold two voting board positions. Section 3. Officers of this organization shall consist of President, Vice–President, Secretary, Treasurer, Purchasing Agent, Telephone/Concession Stand Volunteer Coordinator. Section 4. Vacancies: In the event of an office being vacated, nominations shall be taken and an election will be held to fill the vacated office. If the office of President becomes vacant, the Vice-President shall automatically assume the office and an election will be held for the position of Vice-President. ARTICLE V: DUTIES OF OFFICERS Section 1. The President shall: a. Preside over the QBC meetings. b. Serve as the appointed liaison between the QBC and the School Administration and Coaching Staff c. Be a member ex-officio of all committees. d. Coordinate the work of the officers and committees. e. Shall conduct all membership votes on QB issues. f. Shall preside over any Bylaw amendments.

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Section 2. The Vice-President shall: a. Replace the President in case of absence or resignation. b. Be the responsible party for all fundraising and chair the fund-raising committee. c. Be the liaison between the QBC and the School Administration and the Coaching Staff in the absence of the President. d. Be a member ex-officio of all committees. Section 3. The Secretary shall: a. b. c. d. e.

Record the minutes of all meetings. Read minutes of previous meeting. Have a current copy of the Bylaws at all meetings. Maintain a membership list. Provide the president with a standard student/parent communication form for the coach to distribute to the players in order to compile a mailing, phone, and email list of all players, parents, coaches, and principals. f. Provide student/parent information to FGS communication representative. g. Send out any mailings including fund-raising information and invitations to the banquet. h. Keep past meeting minutes available for review at meetings. Section 4. The Treasurer a. Have custody of all funds of the FGQBC. b. Attend an accounting workshop provided by the school. c. Maintain the QB Club checkbook and check register. d. Maintain a receipt book for purchased items such as shirts, sweatshirts, and other football memorabilia. e. Make disbursements as authorized by the President, Vice-President or the membership in accordance with the Bylaws (see Expenditures Article VII). f. Keep a full and accurate account of receipts and expenditures in QuickBooks. g. Provide set amount of funds (QB voted item) pre-game dinner/breakfast committee. h. Keep an inventory and possession of all donations made to the QBC prior to disbursement. i. Present a written financial statement at every meeting of the FGQBC, and at other times as requested by the Executive Board. j. Submit the books for annual audit by a committee of three representatives assigned by the QB board. Upon completion of the audit, the committee will sign a statement of fact that will accompany a full financial report to be presented at the July meeting. k. Submit the books to the foundation by the end of June for the purpose of filing the not-for-profit tax return. 3

Section 5. Purchasing Agent/Concessions Coordinator shall: a. Purchase from vendors as needed, supplies for concession stand using established credit accounts or by check issued by the treasurer with two signatures (President/Vice-President and Treasurer). b. Present all receipts/bills from purchases to the treasurer for payment /records. c. Present a list of needed items at QB Club meetings prior to purchase. d. Shall not make purchases without expenditure approval. e. Coordinate workers for concession stand during home games. f. Be responsible for the management and funds of the concession stand. g. Provide the Treasurer with the accounting of funds generated in the concession stand and deposit funds in the bank retaining the deposit receipt for the treasurer’s records. h. The concession stand reconciliation form must be signed by the concession stand coordinator and one board member following any event. Section 6. Telephone/Away Food Coordinator shall: a. Provide a calling tree to inform members of meeting and functions. b. Coordinate food/drinks for away games and camps. Section 7. All officers shall perform the duties outlined in these bylaws and those assigned from time to time. Upon the expiration of the term of office or in case of resignation each officer shall turn over to the President without delay all records, books, computers and software, keys, and other materials pertaining to the office. Section 8. Any officer can be voted out of office by 2/3 vote of the membership present for just cause provided the membership present constitutes a quorum. Section 9. Eligibility for holding office: Must be a member in good standing and have shown an active interest in club functions. ARTICLE VI: EXPENDITURES/FISCAL MANAGEMENT Section 1. At minimum of two of the following officers, President, Vice President and the Treasurer, of the FGQBC may authorize any expenditure of funds in the amount of up to fifty dollars ($50.00). Section 2. The Executive Board may authorize the expenditure of funds less than two hundred dollars. Expenditures of two hundred dollars or more shall require the minimum of two bids. This includes, but is not limited to equipment, services, and concession expenditures. Bids will be approved by the majority of the membership. 4

Section 3. Any expenditure of FGQBC funds of two hundred dollars or more must be authorized by vote of the general body present with the exception of the supplies for the concession stand. Section 4. There shall be no authority of anyone to expend funds in excess amount in the treasury of the club through the line of credit except by majority vote of the general body present at the meeting. Upon the approving vote of the general membership the loan account may be accessed by the signature of the President or the Vice President and the Treasurer. Section 5. There shall be three names on the checking account: That of the President, Vice President, and Treasurer. The signature of either the President or VicePresident and the signature treasurer will be required on all checks. Access to loan accounts using the checking account will abide by the required number of signatures for the check that is accessing the loan account. Section 6. A debit card will be maintained for unexpected expenses and may only be used by the treasurer or purchasing agent with prior approval by the President or Vice-President with purchases limited to $50. A receipt for the purchase will be submitted to the treasurer no later than 5 days prior to the next QB Club meeting. Section 7. All bills will be paid monthly or upon approval of the general membership at QB club meetings. Section 8. Credit accounts will be established by appointed members of the board at businesses where concession supplies are purchased.

ARTICLE VII: EXECUTIVE BOARD Section 1. The executive Board shall consist of six elected club officers. Section 2. Executive board quorum shall be a minimum of 2 board members and 2 members of the Fair Grove QB club at large. Section 3. The executive board may meet before regular scheduled meetings. Executive board meetings will be open to the general membership. Section 4. The duties of the Executive Board shall be: a. To transact necessary business in the intervals between club meetings and such other business deemed necessary by the FGQC general body. b. To create special committees as necessary.

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c. The concession stand coordinator at any given event in conjunction with a board member may count all monies received by the concession stand and deliver monies to the bank the same night as the event. The member making the deposit is responsible for providing a receipt of deposit to the treasurer in a timely fashion. d. To conduct the business of the FGQBC in a manner that promotes collaboration, cooperation, and support for the integrity of the club. ARTICLE VIII: MEETINGS Section 1. A meeting shall be set for the second Thursday of the month, at 6:30 pm. Any changes in the meeting time of place will be determined by the board. Section 2. Special meetings of the club may be called by the President or by a quorum of the executive board, seven days notice having been given. Notice of seven days may be waived in case of emergencies. Section 3. The annual meeting shall be the last regular meeting of the operating year at which annual reports shall be received and new officers will assume the roles of their elected office. Section 4. Four members shall constitute a quorum for the transaction of business in any meeting with the general body. Two of these must be officers with one officer being the President or Vice-President. Section 5. The privilege for holding office, making motions, debating and voting shall be limited to members of the FGQC whose dues are paid and current. ARTICLE IX: SPECIAL COMMITTEES Section 1. Special committees may be appointed by the President or the Executive Board. A special committee is created for the specific purpose and automatically ceases to exist when its work is done and the final report is received by the FBQC. Section 2. The representatives of each special committee shall present a plan of work to the executive board for approval. No committee work shall be undertaken without the consent of the Executive Board. Section 3. A bid committee will be appointed prior to expenditures to solicit bids for concessions, memorabilia, or other items needed by the athletes, coaches, or athletic program. Bids will be presented at the QB Club meetings for consideration and vote.

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ARTICLE X: AMENDMENTS Section 1. The bylaws may be amended by any member in good standing by submitting a proposal for change at any regular meeting of the FGQBC. The proposal for change will be voted on and must pass by 2/3 majority of the voting contingency that meets the above stated requirements that constitute a quorum. ARTICLE XI: RULES OF ORDER Section 1. Any procedure not defined in these bylaws will be covered by Roberts Rules of Order.

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