Michigan FAR Flyers Booster Club
Policies and Procedures
- The name of the Booster Club is the Michigan FAR Flyers Booster Club (the “Club”).
The purposes of the Club are as follows:
- To support and encourage the amateur ice hockey program of the FAR Therapeutic Arts and Recreation's (“FAR”) Michigan FAR Flyers hockey program through representation of its athletes.
- To serve in an advisory role to regarding the needs of the hockey program and work closely with FAR to meet those needs.
- To facilitate and coordinate fundraising opportunities for the benefit of the hockey program.
- To prioritize expenditure of funds raised by the Club or funds held for the benefit of the Club (the “Club Funds”) for the benefit of the hockey program, including equipment, travel and tournament fees. The Club will not have any control over expenditure of funds other than the Club Funds.
- To ensure the program’s accessibility to eligible athletes.
- To facilitate communication among participants in the Michigan FAR Flyers hockey program.
- To maintain communication with the FAR Board of Directors (the “FAR Board”) regarding the needs, progress, and activities of the Michigan FAR Flyers hockey team.
The Club shall be an affiliate of FAR and, as such, will fall under FAR’s 501(c)(3) designation to the extent allowed by law.
- The office of the business of the Club shall be that of FAR, 1669 West Maple Road, Birmingham, Michigan 48009.
- Membership is open to parents, guardians, and personal representatives of athletes who are not of legal age participating in the Michigan FAR Flyers hockey program, as well as athletes who are of legal age, their parents, guardians, and personal representatives.
- For voting purposes, each athlete shall be entitled to a total of two (2) votes, to be voted in such manner as determined by the athlete or his/her parent(s) or other legal representative. In situations where there are two parents or two legal representatives and the athlete is not voting, each parent or legal representative shall be entitled to one vote. Votes may be cast by written proxy, signed by the person who is granting the proxy.
- For decisions put to a vote, the majority rules.
- Each Club member is responsible for providing the Club Secretary with his/her current address and the address of their respective athlete.
- The Membership will hold a minimum of four (4) meetings during the hockey season: September, November, January, and March. Special Membership meetings may be called by the Membership when notice by a minimum of five Club members is given to all members of the Club’s Board of Directors (the “Board”) and purpose of such meeting is included with said notice. The Board will then give a minimum five-day notice to the Membership of such meeting. Under normal circumstances, meetings shall be kept to approximately one hour.
- Meetings of the Membership, both regular and special, may be held at such place as the Membership may establish.
Board of Directors
- The business of the Club shall be managed by its Board, which may do all such lawful acts and things not prohibited by law or by the terms of these Policies and Procedures. The powers of the Board shall include the power to authorize FAR to make and execute on behalf of the Club any lawful contract (to employ agents and workmen, to fix their compensation, and to prescribe their duties) to be paid with Club Funds; and generally to control all the affairs of the Club. Authorization for the above activities will be given to FAR, which will enter into the contracts on the Club’s behalf. The Club shall have authority to approve expenses not requiring a contract without prior approval of FAR provided the expense is properly approved pursuant to Club procedures and, further, provided there are sufficient Club Funds to pay the expense. A person or entity advancing the approved expense may submit appropriate verification of the amount and purpose of the expense to the Club Treasurer who will then submit it to FAR for reimbursement from Club Funds.
- The Board shall consist of four (4) elected officers elected by the Membership and one (1) appointed position selected by a majority vote of the Board.
- The Head Coach of the Michigan FAR Flyers shall be an ex officio member of the Board without voting rights.
- The annual election will take place in March at the regularly scheduled Membership meeting.
- The first regular meeting of each newly elected Board shall be held within thirty (30) days after the March election. In the event such meeting is not held as herein provided, the meeting may be held at such time and location as shall be specified in a notice given, as hereafter provided, for special meeting of the Board, or as shall be specified in a written waiver signed by all the Directors. A quorum, as defined in this Article V, Section 8 below, shall be present to constitute a meeting.
- Board meetings are to be held monthly during the hockey season (September – April). Minutes from the monthly Board meeting shall be distributed to the Membership and to FAR’s Executive Director, for distribution to the FAR Board, via email or regular post, as requested. Meetings are to last no more than one hour.
- The newly elected Board will notify the Membership of the September Membership meeting date prior to the beginning of the hockey season, and set the schedule for and notify the Membership of all meetings.
- At all meetings of the Board, a three-fifths (3/5) majority of the Board shall constitute a quorum for the transaction of business and the act of a majority of the Board present at any meeting at which there is a quorum shall be the act of the Board. If a quorum shall not be present at any meeting of the Board, the Board members present may adjourn the meeting without notice other than announcement at the meeting, until a quorum shall be present.
- Meetings of the Board, both regular and special, may be held at such place as the Board may establish.
- The President may call a regular or special meeting by giving notice to all Board Members within a reasonable amount of time.
- The Board members shall not receive any salary or compensation for their services.
- A Board Member may be removed for cause if the Board Member accumulates three (3) unexcused absences during any one (1) season (September – March).
- At the final meeting of the Membership (March), the Membership shall elect a President, a Vice-President, a Treasurer, and a Secretary who shall each serve for a one-year period. The elected officers will appoint one Member at Large. Only one office may be held by the same person. The officers and Member at Large shall constitute the Board.
- All Officers’ terms shall run from April through March. Emeritus officers from the preceding term will remain Board Members, without voting rights, for the purpose of assisting the newly elected officers until the end of that hockey season.
- Officers shall be elected from among the Membership.
- The Board may also appoint such other officers and agents, as it may deem necessary for the transaction of the business of the Club. All officers and agents shall respectively have such authority and perform such duties in the management of the property and affairs of the Club, as may be designated by the Board. The Board may remove any appointed officer or agent whenever, in its judgment, the business interests of the Club will be served thereby.
- The President shall be the chief executive officer of the Club, shall have general and active management of the business of the Club, shall see that all orders and resolutions of the Board are carried into effect, and shall, when present, preside at all meetings of the Membership and Board, sign documents in the regular course of Club business or by the Board’s direction, and create standing and special committees.
- The Vice-President shall assume the President’s duties if the President is absent or otherwise unable to serve. If the President, or any officer, shall be permanently unable to serve or shall otherwise vacate an office, the vacancy shall be filled by a special election for that purpose, or as the Membership shall otherwise determine.
- The Secretary shall prepare an Agenda for Membership and Board meetings, keep records of attendance and transactions at all Membership and Board meetings, send all required notices, and be the official custodian of all Club records.
- The Treasurer shall review for accuracy financial records maintained by FAR, on behalf of the Club and to the extent allowed by FAR’s Articles of Incorporation and Bylaws, arrange to securely handle Club Funds at fundraising events and contact the FAR Board’s Treasurer annually in conjunction with reviewing and setting the budget. Reports of the above activity will be provided at monthly Board meetings.
- All other officers, as may from time-to-time be appointed by the Board, shall perform such duties and exercise such authority as the Board shall prescribe.
- All officers shall perform all other duties that are necessarily incidental to their offices or are assigned by the President or the Board.
Checks, Drafts, Notes, Etc.
- All checks, drafts, or other orders for the payment of money, notes, or other evidence of indebtedness issued by the direction of the Club in relation to Club Funds shall be requested of FAR in writing and transmitted via email, facsimile or regular post by the Club Treasurer, or such other person or persons as the Board may determine.
- Written notices shall be deemed given when personally served, electronically mailed, or when mailed by first-class mail unless otherwise specified.
Action Without Meeting
- Unless otherwise restricted by the terms of these Policies and Procedures, any action required or permitted to be taken at any meeting of the Board may be taken without a meeting, provided a written consent thereto is signed by all the Board members and such written consent is filed with the minutes of the proceeding.
Approvals and Amendments
- The FAR Board must consider and approve the initial adoption of, and any subsequent amendments to, these Policies and Procedures. After such approval, the Policies and Procedures or any proposed amendments thereto shall be presented to the Membership for consideration and approval.
- The Board, the FAR Board or the Membership may present for consideration and approval proposed amendments to these Policies and Procedures.
- This copy of the Policies and Procedures reflects all changes and amendments through November 13, 2004.
The Michigan FAR Flyers Booster Club Board of Directors in conducting Booster Club business has the authority to approve Booster Club expenditures up to $500 per instance and a maximum of $1,500 per year without requiring general membership approval and vote.
14-March-2009: Approved by Michigan FAR Flyers Booster Club 14-March-2009
14-May-2009: Approved by FAR Board