Mason Cross Country/Track and Field Boosters
Name and Fiscal Year
The name of this association shall be the Mason Cross Country/Track and Field Boosters. It stall be otherwise referred to as: MCCTFB.
B. Fiscal Year
The fiscal year of the MCCTFB shall begin on July 1st and end on June 30th.
Purpose: The MCCTFB has been established to provide both financial and group support to the athletes, coaches, and programs necessary to maintain and improve the stability and integrity of the Mason City School District High School Boys' and Girls' Cross Country and Track and Field teams.
Officers: A minimum of five officers shall be elected for a term of one year: July 1st to June 30th. These officers must be president, Vice President/President Elect, Secretary, Treasurer, and Mason Athletic Booster Association (MABA) representative. The officers of the MCCTFB shall consist of the President, Vice President/President Elect, Secretary, Treasurer, MABA representative, Communications coordinator, and Fund Raising coordinator. In the event that all offices cannot be filled, the responsibilities of the Communications and Fund Raising coordinators would be absorbed by the elected officers. Every effort should be made to fill all of these elected positions with parents/guardians from both the Boy's and Girl's teams. There are no limits to the numbers of terms one may serve. Past experience as a committee member or chairperson is encouraged. Persons interested will be presented to the membership for review at either the meeting prior to or the meeting following the Track and Field Parent Meeting. A vote to elect or reject will be held at the meeting two months following the Track and Field Parent Meeting. No additional nominations will be taken at this meeting. After shadowing the current office during track and field season, the new officers will assume their duties July 1st.
The President shall preside at all meetings, shall appoint all committees and may designate the chairperson of each subject to the approval of the Executive Board, and shall be a member ex-officio of all committees.
B. Vice President/President Elect
The Vice President/President Elect shall serve as an aide to the President, perform duties as assigned, direct the team representatives and serve as liaisons to their respective programs. The Vice President/President Elect shall preside and/or perform the duties of the President in his/her absence and assume that role The Vice President/President Elect shall assume the role of President the following year, beginning July 1st. In the event the MABA representative is unable to attend the MABA meeting, the Vice President/President Elect will attend.
The Secretary shall record, transcribe, copy and distribute the minutes of all general meetings. Copies of these minutes, the Bylaws and a roster of Officers and Committee Chairpersons shall be maintained by the Secretary. The Secretary is responsible for scheduling all facilities through the District for parent meetings, monthly booster meetings and end of the season banquets. The Secretary is responsible for possession of all past records.
The Treasurer will receive and disburse funds for the organization. The Treasurer will also prepare, distribute and maintain all financial records, including checking account statements, requested by the school treasurer and /or athletic department. Information shall be reviewed by the Board before submitting. The Treasurer will prepare the tax return for the organization.
The Communications representative member shall maintain Booster website, be responsible for publicity, and organize photographic opportunities.
G. Fund Raising
The Fund Raising Officer is responsible for overseeing and maintaining any ongoing fund raising programs and presenting new ideas/opportunities. Volunteers can be recruited to chair projects. All activities will be approved by the Board.
H. Mason Athletic Boosters Association (MABA) Representative
Office shall represent the Mason MCCTFB in all decisions made by MABA. He/she shall attend MABA meetings, as scheduled and organize and recruit volunteers for MABA events when requested. Information shall be presented at all MCCTFB monthly meetings.
The MCCTFB board members may meet separately without public attendance, as long as all current board members are notice do the meeting via email or phone call 24 hours prior to the meeting time.
Committees: Committees may be established to serve a specific purpose and to meet goals established by the MCCTFB. All committees shall abide by those responsibilities assigned by the current Board. All committee chairmen must report to the Board during their active season. Committee chairpersons shall be assigned by the Board.
At minimum, committees will include End of Season Banquet, Senior Night, Concessions, Volunteer Coordinator, Track and Field Meet Coordinator (hospitality, field, timing, Mason Invite, etc.) and Special Event Coordinator.
The Concessions chairperson will report to treasurer. The meet coordinator will report to president. The Volunteer Coordinator will report to the vice president. The End of Season Banquet Chairperson will report to the President. The Senior Night Chairperson and the Special Events Chairperson shall report to the Secretary.
The President, as authorized by the executive Board, will appoint special committees. Chairpersons of Committees shall be appointed annually. Each chairperson shall maintain a file with records describing the work of the committee and may be used to help guide future chairpersons.
All parents and/or guardians of the current Cross Country and Track and Field student athletes shall be members.
B. Membership Rights and Duties
To attend and participate at meetings, be elected to an office, and/or serve on a committee, members must support, uphold and abide by the Bylaws, guidelines, and policies of the organization.
C. Agenda Items/Voting
Any member may have an item added to an agenda as long as it is submitted to the President 14 days prior to the meeting. The President retains the right to call or not call for a vote on any item presented to the membership. If the President tables a vote, he/she can be overridden by a majority of the remaining board present at the meeting. If overridden, the President will then call the item to a vote by the membership.
D. Annual Meetings
Coaches hold mandatory Parent meetings twice a year' before the cross country season and again before the Track and Field season. The MCCTFB will be in attendance at these meetings to present the purpose of the program and to encourage active participation in the MCCTFB organization.
E. Time and Place of Monthly MCCTFB Meetings
Meetings shall be held monthly at William Mason High School. Meeting dates will be posted at the start of the seasons and reminders will be posted on the www.runmason.com website and emailed to current athlete's parents who have provided their current e-mail information. If meetings are to be held at an alternative location or a different date, the change will be announced to the membership at least 24 hours in advance. Monthly MCCTFB meetings will be listed in the Mason City School District calendar.
The majority of the executive board present at a meeting shall constitute a quorum.
A. Fiscal Year
The Fiscal Year begins July 1st and ends June 30th.
An approved budget must be in place by January. Any expenditure not covered in the budget or in excess of the budgeted amount must be approved by a majority vote of the Officers.
C. Fiscal Planning
A minimum of 10% or $1,500, whichever is less, of the yearly budget must be earmarked at the end of each fiscal year to provide start-up funds for the next year.
Officers or committee chairpersons may be removed from office for the following causes:
A. Misappropriation of the MCCTFB funds.
B. Unwillingness to follow or uphold the policies described in these Bylaws.
C. Entering into contracts or other legal agreements without prior approval of the Officers.
D. Abandonment of duties, improper conduct, violation of school policies or violations of the law.
In case of any misconduct or neglect of duty by any Executive Board Member a 3/5ths majority of the Board may declare that position vacant. The President may temporarily suspend any member for misconduct.
The MCCTFB bylaws can be changed through the following process:
A. Ideas for changes must be submitted to the President 14 days prior to the meeting.
B. After presenting the change to the membership, a majority vote of those in attendance will
determine whether the bylaws will be updated.