Alta Loma High School FOOTBALL 12th MAN CLUB CONSTITUTION & BYLAWS Revised by General Membership Action 10-2-13
CHARTER AND POLICY STATEMENT This organization shall be entitled the Alta Loma High School Football 12th Man Club, commonly referred to as the 12th Man Club. The organization runs under the umbrella of the Chaffey Joint Union High School District. It will apply to the District Governing Board on a yearly basis. The 12 th Man Club shall be composed of adult (18 years and older) members interested in supporting the Alta Loma High School Football Program. It is also the intent of the 12 th Man Club, to promote and recognize the high standard of Football achievement on the part of all Alta Loma High School athletes. ARTICLE I NAME This organization shall be known as the Alta Loma High School Football 12th Man Club, commonly referred to as the 12th Man Club. ARTICLE II PURPOSE The organization shall support the growth and interest in the Football program at Alta Loma High School, Alta Loma, California. This support shall not only be financial, but shall include attendance of the athletic events, sponsoring and organizing programs to honor the Alta Loma High School Football participants. Furthermore, the 12 th Man Club shall work with all the Alta Loma High School personnel who are hired to coach, manage and/or direct the school Football program. The 12 th Man Club will neither condone, support or in any way promote violation of, or deviation from, the State of California or County of San Bernardino statutes, Chaffey Joint Union High School District School Board regulations and Alta Loma High School administrative policy or practices. ARTICLE III ORGANIZATION The Organizational structure of the Alta Loma High School Football 12 th Man Club, Inc., shall consist of: 1. An Executive Board of nine (9) elected officers and two (3) appointed Officers. (President, three (3) Vice President s, Secretary, Treasurer, three (3) Representatives, an appointed Webmaster, Volunteer Coordinator and Snack Bar Manager.) The Executive Board is the 12 th Man Club s governing body, rendering policy decisions and providing the 12 th Man Club with operating direction. 2. Head Varsity Football Coach will be the School Administrative Adviser. 3. General Members General membership in the 12 th Man Club is open to any adult (18 years of age or older) who wishes to support the Football program at Alta Loma High School. Page 1
ARTICLE IV TERM OF OFFICE Elected officers of the Executive Board serve regular terms as follows. (January 1 st through December 31 st ) The Team Representatives will be 1-year terms. The President, 3 Vice Presidents Treasurer and Secretary will be 2-year terms. Elections in even number years will be held for the President, 2 nd Vice President, and Secretary. Elections in odd number years will be held for 1rst Vice-President, 3 rd Vice President and Treasurer. Webmaster, Volunteer Coordinator and Snack Bar Manager will be appointed annually. ARTICLE V - MEMBERSHIP Members in the Alta Loma 12th Man Club are encouraged to take an active part in the 12th Man Club s affairs and contribute a reasonable amount of his or her time and/or talent to club endeavors. All members in good standing shall be eligible to vote at the meeting. All elected officers shall be members in good standing. ARTICLE VI - DUES AND DONATIONS Donations shall not be used to provide monetary gain to any 12th Man Club Officer or Member. All donations shall be used to support the Alta Loma High School s Football Program and are financially accountable and auditable via the 12th Man Club Treasurer s books. ARTICLE VII - MEETINGS Executive Meetings 1. There shall normally be at least one executive meeting monthly (1rst Wednesday) of the Executive Board, Head Football Coach and committee members as the Board Requires. The purpose of this meeting shall be to conduct the affairs of the 12th Man Club defined by the following: A. To assess the club s financial posture. B. To establish goals and objectives. C. To measure progress toward accomplishing established goals and objectives. D. To define and resolve problems encountered in meeting those goals and objectives. E. To set an agenda for the general meeting. It will be the responsibility of the 12th Man Club s Secretary to notify all Executive Board members of the planned Executive Meetings at least ten calendar days prior to the scheduled meeting date. In the event of an emergency, the 12th Man Club s Secretary may notify the Executive Board members of a meeting with less than ten days notice. General Meetings rd General meeting for all 12th Man Club officers and members shall be held in each month (3 Wednesday) of the school calendar year (August through May). Additional General Meetings may be held if deemed necessary. The 12th Man Club Secretary shall notify all 12th Man Club elected officers at least ten calendar days prior to the scheduled General Meeting. The General Meeting dates shall be included on the 12 th Man Clubs general calendar posted on the website www.12thmanclub.com or www.altalomafootball.com. General members may consult the website for the time and place of these meetings. The basic purpose of the General Meeting shall be to apprise all members of the 12th Man Page 2
Club s general posture, current programs and issues, and to provide football related information. It is also the time for presentations and proposals to the 12th Man Club from the school s administration, coaches, or other interested in the Alta Loma High School s Football Program. ARTICLE VIII - ELECTIONS In September of each year, the Executive Board shall select a nominating committee composed of a maximum of three (3) members, which shall not have more than one (1) elected officer. The Varsity head football coach may make recommendations for consideration by the nominating committee. In October, the nominating committee shall present its slate to the Executive Board. The Executive Board shall make all balloting arrangements in preparation for an election at the subsequent November General Meeting. Ballots will be on-hand at the November General Meeting. All 12th Man Club members in good standing are eligible to vote. Members desiring candidates not on the slate shall be allowed to nominate from the floor prior to final voting. A time period will be established for that purpose during the November meeting. The election proceeding will be officiated and controlled by an administrative representative and the chairman of the nominating committee. At the conclusion of all voting, the ballots will be determined by the highest number of votes cast. Notification of winning candidates will be made prior to the conclusion of the November General Meeting. The January meetings shall be joint meetings of incoming and outgoing officers. The January meetings will be used to review the previous year s progress and establish goals for the coming year. An inventory of all of the clubs physical assets will be certified at this meeting. ARTICLE IX - QUORUM A simple majority of the members of the Executive Board at an Executive Board Meeting shall constitute a quorum for the transaction of business. ARTICLE X - RULES OF ORDER Roberts Rules of Order shall be used as a guide in governing the proceedings of all 12th Man Club Executive and General Meetings. A copy of this guide shall be available for reference at all meetings. The 1st Vice President shall have a copy of Roberts Rules of Order at all General Meetings. ARTICLE XI - DUTIES & AUTHORITY The Executive Board shall have the duty and authority to determine the 12th Man Club s course of action, schedule meetings, committees, events, budget, awards, policies and procedures and members status within the parameters of the stated Constitution and Bylaws. Page 3
ARTICLE XII - OFFICE VACANCIES Elected office vacancies on the Executive Board shall be filled by recommendation of the 12th Man Club s President with the approval of the Board by simple majority. The appointments shall be effective for only the duration of time remaining in the term of office. The provisions of ARTICLE VIII- ELECTIONS shall be invoked at the conclusion of the term of office that is being filled by an appointee. ARTICLE XIII - FINANCES The fiscal year shall align with the Calendar year. In February, a budget committee, consisting of the Executive Board and the Head Varsity Coach shall meet to discuss a proposed budget for the coming school year. The Treasurer shall submit the proposed budget to the general membership, in March of each year, following the approval of the Executive Board. The Treasurer shall prepare monthly statements of expenditures, income, cash balance and performance in relationship to the approved budget the statement shall become part of the permanent record of the 12th Man Club. All monies shall be deposited in a local bank or savings and loan institution designated by the Executive Board. Monies shall be turned over to the Treasurer or designated Executive Board member within 24 hours of the conclusion of each and every event. A cumulative financial report shall be presented by the Treasurer at the Joint Executive Board meeting in January for approval. All checks shall be signed by two of the following Executive Board members: President, 1rst Vice-President, Treasurer, or Secretary. Marriage, Blood or any other intimate relationship that may compromise the integrity of the 12th Man Clubs financial standing or the trust that is placed in the Executive Board may relate no two signatories. ARTICLE XIV - AMENDMENTS The Executive Board shall review the 12th Man Club s Constitution and Bylaws each year at the January Executive Board meeting. The changes recommended by the Executive Board shall be presented to the general membership. The Constitution and Bylaws may be amended or altered, in whole or in part, by a two-third (2/3) majority vote of members of good standing who are present Notice of the proposed change is included in the notice of the next General Meeting with the appropriate results published subsequent to that General Meeting. Page 4
BYLAWS 1. The 12th Man Club shall consist of elected/appointed officers, and general members in accordance with Article Ill of the Constitution (Organization). 2. The Varsity Head Football Coach shall be the Administrative representative assigned to the 12 th Club. 3. The Alta Loma High School s Administrator in charge of Football shall coordinate the use of the school s facilities as needed and within policies established by the High School, the Board of Trustees, and the Chaffey Joint Union High School District. 4. The duties of the President shall be: To prepare an agenda for and preside over all of the meetings of this club and it s Executive Board. To preserve order at all meetings. To call all special meetings as necessary. To cast the deciding vote in all matters presented before the 12th Man Club or its Executive Board in which a tie vote results. To be responsible for carrying out the affairs of the club in accordance with the Constitution and Bylaws. To keep the membership informed of all activities in which the club may become engaged. To appoint all members of special committees or appointed positions, with the approval of the Executive Board. To be responsible for carrying out the instructions contained in the motions made and passed by the 12th Man Club and/or its Executive Board. To Investigate complaints, irregularities and conditions detrimental to the 12th Man Club and to report to the Executive Board as circumstances warrant To prepare, with the assistance of the Executive Board, the goals and objectives of the 12th Man Club for the upcoming year, at the January Executive Board meeting. To prepare and submit an annual budget, with the assistance of the Treasurer, to the Executive Board at the March Executive Board meeting. To be responsible for the appointment of the nominating committee at the September General Meeting. To maintain liaison with other school organizations in the interest of good communications and cost effective programs. To participate in all 12th Man Club activities and sign 12th Man Club checks as needed. To maintain a notebook of all procedures contacts and other information for the use of the 5. The duties of the 3 (three) Vice President s shall be: The duties of the 1st Vice President shall be: To attend all regular and special meetings of the l2th Man Club and it s Executive Board. To assist the President whenever his or her services may be required. Chair over Fundraisers. To maintain a liaison role with the Varsity, J.V., and Freshman Representatives. To participate in all 12th Man Club activities and sign 12th Man Club checks as needed. To maintain a notebook of all procedures, contact and other information for the use of the Man Page 5
The duties of the 2nd Vice President shall be: To attend all regular and special meetings of the 12th Man Club and it s Executive Board. To assist the President whenever his or her services may be required. To Chair over Programs, involving the coordinating of all Varsity Game Day Programs by information obtained by the club Secretary and each Team Representative. To maintain a liaison role with the Varsity, J.V., and Freshman Representatives. To participate in all 12th Man Club activities. To maintain a notebook of all procedures, contact, and other information for the use of the The duties of the 3rd Vice President shall be: To attend all regular and special meetings of the 12th Man Club and it s Executive Board. To assist the President whenever his or her services may be required. To Chair over Merchandise. To maintain a liaison role with the Varsity, J.V., and Freshman Representatives. To participate in all 12th Man Club activities. To maintain a notebook of all procedures, contact, and other information for the use of the 6. The duties of the Secretary shall be: To attend all regular and special meetings of the 12th Man Club and it s Executive Board. To give notice of upcoming 12th Man Club and Executive Board meetings as designated in Article VII of the Constitution (Meetings). To keep the records of the 12th Man Club and its Executive Board meetings in a secretary s book. To furnish the President with a copy of the minutes of the previous meeting one week before the next regular meeting. To make available copies of the minutes of the previous meeting at all regular meetings. To keep the Executive Board and members informed of unfinished business at all regular meetings. To maintain and make available a current list of the Executive Board. To provide the incoming President with the names, addresses, telephone numbers and E-Mails of the incoming Executive Board at the joint January meeting. To assist the President in the preparation of memoranda, bulletins, and similar communications to the Executive Board, General Membership, and/or the School Administration. To notify the Executive Board of their election or appointment. To participate in all 12th Man Club activities and sign 12th Man Club checks as needed. To maintain a notebook of all procedures, contacts, and other information for the use of the Page 6
7. The duties of the Treasurer shall be: To attend all regular and special meetings of the 12th Man Club and it s Executive Board. To prepare, with the Budget Committee, a budget for the upcoming year to be submitted at the March Executive Board Meeting. To keep informed at all times of the financial status of the 12th man Club and submit a monthly report at each regular meeting. To receive all moneys and securities and deposit safe in a place designated by the Executive Board as outlined in Article XIII of the Constitution (Finances). All moneys shall be turned over to the Treasurer or designated Executive Board member within 24 hours of the conclusion of each event To sign checks, after the approval for such expenditures is granted by the 12th Man Club s Executive Board. To make sure that all checks have two signatures, as designated by Article XII of the Constitution (Finances). To keep records of all receipts and disbursements of all monies. To maintain an accurate set of financial books that are auditable on an annual basis or whenever the Executive Board deems its necessary. To have the financial books available for a year-end audit, upon request To maintain all financial records in a manner which will permit the State of California and/or the Franchise Tax Board to audit them, upon request To regularly pick up and distribute the mail from the 12th Man Club mailbox located at Alta Loma High School and Mailboxes, Etc. To participate in all 12th Man Club activities and sign 12th Man Club checks as needed. To maintain a notebook of all procedures, contacts and other information for the use of the 8. The duties of the Varsity. J.V.Representative shall be: Varsity Representative shall be: To attend all regular and special meetings of the 12th Man Club and it s Executive Board. To assist the other officers whenever his or her services are required. To obtain a team roster from the head varsity football coach prior to the first game to assure that each roster contains the names and jersey numbers of all team members and provides it to parents. To maintain a liaison role with the Head Varsity Football Coach. To coordinate a varsity parent as a liaison to the 12th Man Club for all functions. To coordinate with the team and coaches by visits to games and practices. To plan and coordinate the Varsity/JV Team banquet. To participate in all 12th Man Club activities. To maintain a notebook of all procedures, contact and other information for the use of the Page 7
J.V. Representative shall be: To attend all regular and special meetings of the 12th Man Club and its Executive Board. To assist the other officers whenever his or her services are required. To obtain a team roster from the Head J.V. Football Coach prior to the first game to assure that each roster contains the names and jersey numbers of all team members and provide it to parents. To maintain a liaison role with the Head J.V. Football Coach. To coordinate a junior varsity parent as a liaison to the 12th Man Club for all functions. To coordinate with the team and coaches by visits to games and practices. Responsible for organizing JV home game snack bar & selling of merchandise. Coordinate recruitment of volunteers in coordination with the Volunteer coordinator and the Freshmen Rep to work at Varsity games as needed. Assist the Varsity Representative plan and coordinate the Varsity/JV Banquet. To participate in all 12th Man Club activities. To maintain a notebook of all procedures, contact and other information for the use of the Freshman Representative shall be: To attend all regular and special meetings of the 12th Man Club and its Executive Board. To assist the other officers whenever his or her services are required. To obtain a team roster from the Head Freshman Football Coach prior to the first game to assure that each roster contains the names and jersey numbers of all team members and provide it to parents. To maintain a liaison role with the Head Freshman Football Coach. To coordinate a freshman parent as a liaison to the 12th Man Club for all functions. To coordinate with the team and coaches by visits to games and practices. Plan and coordinate the Freshman Banquet. To participate in all 12th Man Club activities. Responsible for organizing Freshman home game snack bar & selling of merchandise. Coordinate recruitment of volunteers in coordination with the Volunteer coordinator and the JV Rep to work at Varsity games as needed. To maintain a notebook of all procedures, contact and other information for the use of the 9. Webmaster To attend all regular and special meetings of the 12th Man Club and it s Executive Board. To assist the other officers whenever his or her services are required. To maintain and develop the club website to meet the needs of the membership and Executive board. 10. Volunteer Coordinator To attend all regular and special meetings of the 12th Man Club and it s Executive Page 8
Board. To assist the other officers whenever his or her services are required. To support club events and fundraisers by organizing and recruiting volunteers. 11. Snack Bar Manager To organize and schedule snack bar activities at all Home Games. To set a menu and secure supplies for the snack bar. To assist JV and Freshman Reps with supplies for JV and Freshman Home games. Page 9