ARTICLE I. NAME

The name of this organization shall be Pirate Pride Booster Club.

ARTICLE II. PURPOSE

The purpose of the Booster Club is as follows:

Section 2.01: The purpose of this organization shall be to provide encouragement and support to the Matanzas High School Football program through financial contributions and acts of service in effort to help maintain, improve or expand the program, and to promote positive interaction between the Football Booster Club, school officials, coaching staff, student body, and the community. This organization will also encourage and promote school spirit and sponsor fundraising activities to provide additional funds for the Matanzas High School Football program and booster club activities.  It is the desire of this booster club to help the MHS football program develop student athletes who provide an example of strong character and responsible citizenship in their community and beyond.

ARTICLE III. NON-PROFIT STATUS & CONDUCT OF ACTIVITIES

Pirate Pride Booster Club shall be a non-profit organization as described in Section 501c(3) and exempt from taxation under Section 501(a) of the Internal Revenue Code or corresponding section of any future federal tax code.
Pirate Pride Booster Club shall comply with the Flagler County District policies regarding booster clubs.

ARTICLE IV. MEMBERSHIP

Section 4.01: Membership in Pirate Pride Booster Club shall be open to all parents of students attending Matanzas High School. 
Faculty, coaches, and staff of Matanzas High School who desire to support the MHS Football program may be non-voting, advisory members of the organization.   
Any membership into Pirate Pride Booster Club will be based on the membership levels established by the Executive Board, which shall not be changed or altered without being submitted to the Executive Board for review and approval. All members will abide by the By-Laws of the Booster Club.

Section 4.02: “Active Member” shall be defined as a member who has paid dues for the current membership year and is in good standing with Pirate Pride Booster Club. In addition, Active Members shall be a parent of a football player, trainer, or manager, or a parent of an incoming freshman who intends to seek a position on a team in the spring semester of the membership year. Only Active Members may vote, hold office or chair committees.  Active Members have the right and responsibility to attend meetings and events sponsored by the organization, serve on committees, and be nominated and elected to office. 

Section 4.03: “Honorary Member” shall be defined as a member who has paid dues for the current membership, who is not an Active Member, but who desires to support Pirate Pride Booster Club. Community members, extended family, businesses, and parents of students attending feeder schools (elementary and middle school) for Matanzas High School who desire to support the Pirate Pride Booster Club may  become a member of Pirate Pride Booster club as “Honorary Members”. Honorary members may not vote.
Honorary Members may hold interim office & Ex-Officio until an Active member has expressed willingness to serve, and are eligible to serve on committees or to generally assist in the work of Pirate Pride Booster Club.

Section 4.04: Membership Dues: Dues shall be set annually by the Executive Board. There may be different levels of membership as determined by the Membership Committee (if formed) and agreed upon by the Executive Board. Payment of the annual dues entitles each active member to one (1) vote in Booster Club business requiring membership approval, including but not limited to, Officer Elections, amendments to the By-Laws, and annual budget approval.

Section 4.05: Membership Term:  Term of membership shall run from May 1 (or when dues are paid)  through the last day of May of the following year. 

ARTICLE V: MEMBERSHIP TERMINATION

Section 5.01: Membership shall terminate on the last day of May, unless the member renews by paying the following year’s dues.

Section 5.02: A member may be expelled or suspended, and a membership may be terminated or suspended before the end of the school year only when:
It is determined by a 2/3 vote of the Executive Board that a member no longer subscribes to all of the policies and requirements of Pirate Pride Booster Club, or is actively working against approved plans and activities of Pirate Pride Booster Club, and membership dues shall not be refunded.
A member is given fifteen (15) days prior written notice of the expulsion, suspension, or termination of membership, and reasons for it.
A member is given the opportunity to be heard by the Executive Board, orally or in writing, not less than five (5) days before the effective date of the expulsion, suspension or termination.
The Executive Board, by a 2/3 vote, may decide that the expulsion, suspension, or termination not take place.

ARTICLE VI. MEETINGS

Section 6.01 Membership/General Meetings will be open to all booster club members and conducted throughout the school year, or as needed by Pirate Pride Booster Club.

Section 6.02 General Membership: General membership meetings shall be held a minimum of three times per year but are typically on a monthly basis. Board meetings will be held on a monthly basis during the school year and/or summer, or as needed, subject to Executive Board availability and timing conflicts with Holidays, unless otherwise notified through email and website communication. At least one Executive Board Meeting will be held following the election of new officers, one for planning the annual budget prior to presentation for vote by general membership, and one prior to the beginning of the new school year
The Executive Board shall determine the dates for the monthly general membership meetings prior to the first official membership meeting and present to membership for the current school year.  Meetings are to be held at Matanzas High School Cafeteria, Auditorium or another designated location.
Notice of Pirate Pride Booster Club meetings shall be posted on the Pirate Pride Football Booster Club website, Social Media, or via the membership email list.

Section 6.03  Special Meetings: May be called by the President or any member on the Executive Board. At least three (3) Executive Board officers must be in attendance and the membership (or board if a special board meeting is called) must be notified 72 hours in advance.

Section 6.04  Quorum. Three or more members present at a general membership meeting shall constitute a quorum for the transaction of business. In the absence of a quorum the membership may not take action. In that event, any matter brought before the membership at a meeting at which quorum is not present shall be discussed and decided by the Executive Board.

Section 6.05  Approval:  For voting purposes, approval will be defined as a simple majority vote of the active, voting members present at any general meeting.
If a vote is required between membership meetings, the board shall take a vote in writing via text messages, email, or chat group.  Majority vote of the board determines approval.  If the board members abstain from voting in a timely manner required for circumstance then at least 3 votes determine approval.

ARTICLE VII. AMENDMENTS

These By-Laws may be amended, in whole or in part any time by the favorable majority of the membership in attendance at any regular meeting.
Any proposed amendment will be read at one meeting and voted on at the next meeting. 

ARTICLE VIII.  BOARD ELECTIONS.

Pirate Pride Booster Club will conduct an annual meeting in February to elect the officers for the next year, as well as, to begin organizing the Club’s activities for the upcoming school year.

ARTICLE IX. EXECUTIVE BOARD 

Section 9.01. The Executive Board (Board) shall be composed of each elected Officer. 
All Officers will be elected at the annual meeting. The new officers will assume their duties on March 1st, following the election in February, and their attendance will be required at all meetings following the election, to allow for proper transition.
In the event of a resignation or vacancy in the office of the President , the 1st Vice President will assume the Presidency. Any other office vacancy or resignation will be filled, by nomination of the President, by the approval of the Board officers or the Booster Club.

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Section 9.02 Removal Of Officers:  Officers can be removed from office for misconduct or neglect of duty by one of the following:
1-a majority vote at a called membership meeting with notice of the vote
2-a two-thirds vote at a called membership meeting with no notice of the vote
3-a majority vote of the entire membership

Section 9.03:  Ex- Officio Members:  
The Webmaster shall serve as an Ex-Officio member of the Executive Board.  Webmaster:  The Webmaster shall update the website weekly with team scores, Booster meeting minutes, and any announcements from the Booster Board.
The Athletic Director for Matanzas High School (or proxy Administrative Liaison) will be an ex-officio member with no voting rights in Board decisions. The Athletic Director's responsibilities to the Booster Club will include providing advice to the Board and presenting the Board approved activities to the Matanzas High School Principal (or proxy Administrative Liaison).
Any additional Ex-Officio positions are appointed by the President. 

Section 9.04. Authority. The affairs, activities and operation of the organization shall be managed by the Executive Board. The Executive Board shall transact necessary business during the intervals between the meetings of the membership and such other business as may be referred to it by the membership or these bylaws. It may create Standing and Special Committees, approve the plans and work of standing and special committees, prepare and submit a budget to the membership for approval, and, in general, conduct the business and activities of the organization.

Section 9.05. Meetings. The Executive Board shall meet monthly to prepare for general membership meetings and to conduct the affairs of the organization.

Section 9.06. Quorum. A quorum of the Executive Board for the conduct of business shall consist of at least three (3) officers in attendance.

Section 9.07. Action Without a Meeting. Any action required or permitted to be taken at a meeting of the Board of Directors (including amendment of these bylaws) or of any committee may be taken without a meeting if all the members of the Board or committee consent in writing to taking the action without a meeting and to approving the specific action. Such consents shall have the same force and effect as a unanimous vote of the Board or of the committee as the case may be.

Section 9.08. Participation in Meeting by Video or Audio Conference Call. Members of the Executive Board may participate in a meeting through use of video or audio software/applications or similar communications equipment, so long as members participating in such meetings can hear one another.

Section 9.09. Reimbursement. Executive Board members shall serve without compensation with the exception that expenses incurred in the furtherance of the organization’s business are allowed to be reimbursed with documentation in accordance with the organization’s financial policies, and prior approval.

ARTICLE X:  OFFICER ELECTION PROCESS.

Section 10.01: Officers

The Football Booster Club Executive Board consists of the following Officers to be elected:

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PRESIDENT
1st VICE PRESIDENT 
2nd VICE PRESIDENT OF MEALS
3rd VICE PRESIDENT OF SPONSORSHIP
4th VICE PRESIDENT OF MEMBERSHIP
5th VICE PRESIDENT OF FUNDRAISING
6th VICE PRESIDENT OF PUBLICITY/ PUBLIC RELATIONS/ COMMUNICATIONS
7th VICE PRESIDENT OF GAME DAY OPERATIONS/CONCESSIONS
8th VICE PRESIDENT OF MERCHANDISE
SECRETARY
TREASURER

Section 10.02: Officer Eligibility
Election for new officers will be held at the general membership meeting in February. Members who are interested in becoming an officer of Pirate Pride Booster Club must meet the following eligibility requirements:
Be a parent or guardian of a current or incoming MHS football player, who is or plans to be involved in the MHS Football Athletics program.
Be an active member of Pirate Pride Booster Club (See Article IV), who is in good standing and actively participates in activities supported by the Booster Club.
Be willing to serve and abide by the Football Booster Club bylaws if elected
The right to hold office shall be confined to active members of the organization, unless no active member of the organization has expressed a willingness to serve as an officer. In the event that no active member of the organization has expressed a willingness to serve as an officer, the members may elect an "honorary member” to serve in an interim officer capacity. In the event an active member and an honorary member are not willing to serve as an officer the incumbent can serve beyond the office term limit(s).

Section 10.03: Officer Nominations and Elections
Officer elections will be held at the February general membership meeting.
Any Active Member of Pirate Pride Booster Club wishing to run shall submit their desire to be in the election to the president, along with the officer position they wish to hold, and any background or experience that would demonstrate their ability to perform the role.  The candidate information will be dispersed by the president to the other executive board members.  A list of all candidates and their submitted info will be presented at the February general membership meeting at which the election takes place.
Any Active Member of the Football Booster Club may make nominations of additional active members from the floor; a nomination must receive a second in order for the nomination to be valid.
Following nominations, each officer shall be elected for a one-year term commencing March 1st by simple majority vote of the Active Members present at the meeting. If there are 2 or more nominations for an office, the vote will be taken by ballot.
All officers will be eligible for re-election to the same or another position, except as follows:
▪  The President and Treasurer may not serve more than two (2) consecutive one-year terms in the same office. 
▪  The Vice-Presidents and Secretary may not serve more than three (3) consecutive one- year terms in the same position/office. 
▪  Only one member of a family/household may serve as an officer at the same time.
▪  An officer shall resign his/her office upon their student’s resignation or separation from enrollment in the MHS Football program effective no later than the first day of the following month or the end of the membership year, whichever is first.

ARTICLE XI. DUTIES OF THE OFFICERS, EX-OFFICIO AND NON BOARD POSITIONS

PRESIDENT:
The President serves as the principal executive officer of the Booster Club and, subject to the control of the Executive Board, oversees all club activities. Responsibilities include setting the meeting schedule, calling emergency meetings if needed, and presiding over all general and Executive Board meetings. The President appoints all committee chairpersons and fills vacancies as necessary during the club year.
The President shall manage membership activities, work collaboratively with Vice Presidents and committee leads, and ensure clear communication with all board members. In the event of an absence, the President must notify the Executive Board at least one week prior to the meeting, and the 1st Vice President shall preside.
The President is also responsible for advising presiding officers on Booster Club guidelines, laws, and procedural matters when requested. Familiarity with the Club’s By-Laws, Flagler County Booster Club Guidelines, and any standing rules is essential.

1st VICE PRESIDENT:
The 1st Vice President shall preside over meetings in the absence of the President and provide support as needed. This role includes assisting with activities related to Sponsorship, Membership, Fundraising, Communication and all Booster Club events and activities. Additionally, they will support communication and coordination among board members.

2nd VICE PRESIDENT OF MEALS/ Pre-Game Meals Chair:
The 2nd Vice President is responsible for securing all pre-game meals and assisting with any other meals needed throughout the year.  This includes reaching out to restaurants for meal donations and the community and parents for other nutrition needs, organizing committees of parents to serve the meals on all game days, and overseeing picking up and serving all meals.
The 2nd Vice President shall preside at meetings in which the President and/or the 1st Vice President cannot attend.

3nd VICE PRESIDENT OF FUNDRAISING/ Fundraising Chair: 
The 3rd Vice President is responsible for overseeing all Booster Club fundraising activities. This includes organizing a fundraising committee, delegating responsibilities to committee members, and managing all special events. The 3rd Vice President will also work with the board to develop an annual fundraising plan and present it to the MHS Principal and Athletic Director for approval. All fundraising efforts must be pre-approved by school administration. 
The 3rd Vice President may plan additional fundraising events in collaboration with the fundraising committee as needed to increase revenue throughout the year. All proposed events must be submitted for approval by the school principal and communicated in a timely manner to all board members.
The 3rd Vice President shall preside at meetings in which the President, 1st Vice President and/ or 2nd Vice President cannot attend.

4th  VICE PRESIDENT OF MEMBERSHIP/ Membership Chair:
The 4th Vice President shall oversee all matters related to Booster Club membership. This includes organizing and leading a membership committee, maintaining records of active and honorary members, tracking dues paid, and managing the distribution of membership perks according to tier levels. The 4th Vice President is responsible for ensuring accurate records and consistent communication regarding membership status and benefits.
The 4th Vice President shall preside at meetings in which the President and/or the 1st, 2nd, or 3rd Vice President cannot attend.

5th VICE PRESIDENT of SPONSORSHIP/ Sponsor Chair:

The Vice President of Sponsorship is responsible for developing and maintaining sponsorship relationships to support the Booster Club’s mission. This officer shall lead efforts to identify potential sponsors, create sponsorship packages, and manage ongoing communication with business partners. Responsibilities include securing sponsorships for events, banners, programs, and other promotional opportunities, as well as ensuring sponsor recognition and fulfillment of agreed-upon benefits. The Vice President of Sponsorship may organize a sponsorship committee and shall work closely with the Executive Board to align efforts with the club’s overall fundraising goals.

6th VICE PRESIDENT OF PUBLICITY/ PUBLIC RELATIONS/ COMMUNICATIONS: Communications Chair
The Vice President of Publicity shall assist the President as needed and shall be responsible for all Booster Club activities related to communications and publicity. This includes, but is not limited to, engaging with parents and the broader community, promoting game day activities, managing media relations, supporting philanthropic initiatives, and fostering involvement with local elementary and middle schools and local youth sports organizations.
The Vice President of Publicity shall also coordinate with the Webmaster to ensure that all relevant updates, announcements, and information are accurately and promptly posted to the Booster Club website and other communication platforms.

7th VICE PRESIDENT OF GAME DAY OPERATIONS/ Concessions Chair:
The Vice President of Game Day Operations shall be responsible for the oversight and management of all home game operational activities, including but not limited to concession stand operations and gate ticket sales. Duties shall include planning and setting concession menus and pricing, securing necessary supplies, and coordinating food preparation, including staffing individuals to grill, wrap, and serve concession items.
This officer shall be responsible for recruiting, scheduling, and communicating with parent and community volunteers to ensure adequate staffing of the concession stand and ticket gate for all home games. The Vice President of Game Day Operations shall work in coordination with other members of the Executive Board to ensure efficient and successful game day execution.

8th VICE PRESIDENT OF MERCHANDISE/ Merchandise Chair:
The Vice President of Merchandise shall be responsible for overseeing all activities related to the planning, purchasing, pricing, and sale of Booster Club merchandise. This officer shall organize and lead a merchandise committee to assist with these duties and work collaboratively with the Executive Board to ensure that all merchandise-related decisions align with the club’s goals and branding.
All merchandise designs, pricing, and orders must receive prior approval from the Executive Board. The Vice President of Merchandise shall also coordinate sales at events, manage inventory, and ensure accurate recordkeeping of merchandise transactions.

SECRETARY:
The Secretary shall record the minutes of business of all meetings of the Booster Club & the Board. The Secretary shall keep the calendar of events for the board and shall issue notices of meetings and agendas, and perform other duties as assigned.
The Secretary shall record the minutes of all Pirate Pride Booster Club membership and Executive Board meetings. The Secretary shall present minutes of the previous meeting for approval, ensure notification of non-school related members, circulate rosters, and will be responsible for maintaining all non-financial documents for the Pirate Pride Booster Club including the By-Laws. The Secretary shall also assist the President with membership activities. The Secretary shall issue notices of meetings and agendas, and perform other duties as assigned. The Secretary shall provide meeting minutes to the Pirate Pride Booster Club webmaster to be posted, after approved, on the website.

TREASURER:
The Treasurer shall have custody of all monies in Pirate Pride Booster Club’s general operating fund and will sign all of the Football Booster Club checks in addition to the President or one of the Vice-Presidents appointed as a signer on the account. He/she will be empowered to make necessary disbursements of funds approved by the Board of Directors and the General membership. He/she will receive all dues, fees and monies for the Club. He/she will have access to all bank accounts, and all other payment platforms where money is received.

In addition to above the Treasurer shall:

Work with the executive board to prepare an annual budget for review and approval by the members.
Ensure that numbered receipts are provided for cash received by the organization.
Ensure that all funds are timely deposited in the organization’s authorized bank account(s).
Ensure that payments and disbursements are authorized by approved budget, or an amendment to the budget.
Present a written financial report (including itemized income and expenditures and comparing budgeted amounts to actual year-to-date amounts), at each General Membership Meeting of the membership and at least monthly or as requested to the Executive Board.
The Treasurer shall present a financial report at each membership meeting of the organization.
See that an annual financial review or audit, as appropriate based on budget size, is conducted and presented to the Executive Board, General Membership, and other stakeholders.
He/she will provide financial information including fundraising summaries and present a full written financial report upon the completion of the Fiscal Year and any information needed for federal, state or local taxes shall be provided.

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ARTICLE XII: FINANCES

Section 12.01: Budget:  A preliminary budget for the upcoming year of anticipated revenue and expenses for the year must be completed by the Executive Board and must be approved by the general membership at the May meeting to allow for expenditures to occur during the summer. A final budget for the year must be approved by the general membership at the August meeting. All expenditures must be from the approved budget or covered in amendments to the budget that are approved by the general membership at subsequent meetings.
This budget shall be used to guide the activities of the organization during the year, including serving as approval for anticipated expenditures. Any substantial deviation from the budget must be approved in advance by the membership.

Section 12.02: Bank Account:  Finances belonging to Pirate Pride Booster Club will be deposited into a checking account established through a local bank.

Section 12.03: Withdrawals from the Pirate Pride Booster Club account will require two signatures from any two elected officers listed on the signature card at the bank.

Section 12.04. Checks. All checks, drafts, or other orders for the payment of money on behalf of the organization shall be signed by the Treasurer or by any other person as authorized in writing by the Executive Board.  Checks of $250 or more must have the signature of at least two officers, such as the Treasurer and the President. Checks shall bear notice of this requirement above the signature line as follows, "Two signatures required for checks in the amount of $250 or more."

Section 12.05. Banking. The Treasurer shall ensure that all funds of the organization are timely deposited to the credit of the organization in such banks or other depositories as determined by the Executive Board. All deposits and disbursements shall be documented by a receipt, an invoice, or other written documentation. Sequentially numbered receipts shall be provided, with a copy kept, whenever cash is turned over or collected. All deposits and/or disbursements shall be made as soon as practicable upon receipt of the funds, normally daily, immediately after received and counted. If debit or credit cards are established in the name of the organization, a policy approved by the Executive Board shall be developed and used that includes a list of the authorized users, daily/monthly/annual spending limits, and review and oversight provisions. No personal charging on the card by the authorized users shall be allowed.

Section 12.06. Financial Controls. The organization shall adopt appropriate financial controls to ensure the integrity of its funds. Specifically, without limitation, the organization shall maintain separation of financial controls so that, minimally:
All expenses must be approved by the membership by way of approval of an annual budget, or amendments thereto, or be approved by separate resolution of the Executive Board;
Checks exceeding $250 must be endorsed by at least two officers authorized by resolution of the Executive Board, and checks of the Organization shall include above the signature line a notice to this requirement;
An officer or other person without check signing authority designated by the Executive Board shall review and reconcile all bank statements on a monthly basis; and,
A committee of at least two (2) persons without check signing authority shall annually audit all corporate finances, or hire and supervise an outside accountant or auditing firm to conduct a review of corporate financial records.

Section 12.07:  Monies Received Procedures:  Any monies received, whether cash, check, card, or digital payment, must be announced to the board via text/chat with the source, amount and type of payment included.  
All cash received should be counted and an itemized ledger of each source of funds (should there be multiple) should be created and signed by two board members and then announced to the board via text/chat with the source and amount.
When deposited into the bank account an itemized ledger of each source of money should be produced and shared monthly with the bank statements and description of expenditures and deposits.  Monthly bank statements and descriptions of all transactions should be shared with the executive board.

Section 12.08: Unbudgeted Requests for funds must follow these guidelines:
The Varsity Football Coach must request the funds from the Executive Board in writing. Email or text is acceptable.
Requests for all unbudgeted expenditures must be submitted in writing (email and text are acceptable) and be approved by the Executive Board and the membership. Unbudgeted expenditures up to $500 per occurrence may be approved by the Executive Board between regularly scheduled meetings to meet a requirement deemed an emergency or immediate need by the Executive Board; such expenditures will be brought before the membership for explanation and approval at the next regularly scheduled meeting following the expenditure. The Treasurer will disburse the funds after securing the two required signatures, neither of which may be the payee.

Section 12.09. Financial Report. The Treasurer shall present a financial report at each membership meeting of the organization and prepare a final report at the close of the year in accordance with the organization’s financial policies. The Executive Board shall have the report and the accounts examined annually. If the organization grosses less than $100,000 per year, the financial practices and accounts may be reviewed by an internal audit committee. The audit committee shall consist of two or more Board or voting members of the organization who are not involved in the routine handling of the organization’s finances, including not having signature authority on bank accounts or approval authority over disbursements. If the organization grosses over $100,000 in receipts, an external professional, such as a certified public accountant (CPA), shall be hired by the audit committee to perform a financial review or compilation. A full audit shall be conducted by an external CPA when annual gross receipts equal or exceed $250,000.

Section 12.10: Fiscal Year:  Pirate Pride Booster Club’s fiscal year begins January 1st and ends December 31. The current Treasurer will be responsible for closing the previous Pirate Pride Booster Club Fiscal Year books along with providing information and updates to the newly elected Treasurer for the upcoming year.

Section 12.11: Fiscal Year Audit:  At the end of Pirate Pride Booster Club’s fiscal year, an internal financial report is required for review by an internal audit committee and presented to the previous/current board by February 1st.
The Treasurer will prepare a final report at the close of the year in accordance with the organization’s financial policies. The Executive Board shall have the report and the accounts examined annually. If the organization grosses less than $100,000 per year, the financial practices and accounts may be reviewed by an internal audit committee. The audit committee shall consist of two or more Board or voting members of the organization who are not involved in the routine handling of the organization’s finances, including not having signature authority on bank accounts or approval authority over disbursements. If the organization grosses over $100,000 in receipts, an external professional, such as a certified public accountant (CPA), shall be hired by the audit committee to perform a financial review or compilation. A full audit shall be conducted by an external CPA when annual gross receipts equal or exceed $250,000.

Section 12.12: Internal Audit:  An internal audit is to be performed by an audit committee appointed by the President and Executive Board consisting of at least two people. Members with signature authority on the financial account cannot serve on the audit committee. 

Section 12.13 Obligations. The Executive Board may authorize any officer or officers to enter into contracts or agreements for the purchase of materials or services on behalf of the organization.

Section 12.14 Loans. No loans shall be made by the organization to its officers or members.

Section 12.15 Employees of the District shall NOT serve in a financial capacity of a booster or other parent organization. Financial capacity includes holding positions of treasurer, fund-raising chairperson, or serving as a check signer. Any and all positions that are responsible for the ultimate safeguarding or disposition of funds may not be held by District employees.

Section 12.16. Financial Record Retention. All records of the organization shall be maintained and destroyed in accordance with law, and standard record retention guidelines. Financial records shall be maintained as follows:

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RECORD

HOW TO STORE
PERIOD OF TIME
Year-end Treasurer’s financial report/statement, annual Internal Financial Review Reports, IRS Form 990s
Store in corporate record book, binder, and/or cloud-based software.
At least seven (7) years
Consider keeping permanently.
Bank statements, canceled checks, check registers, invoices, receipts, cash tally sheets, investment statements, and related documents
Compile and file records on a yearly basis. Store in binder or cloud-based software.
Seven (7) Years
Store w/financial records.
Destroy after seven years.
Treasurer’s reports (monthly)
Compile and file records on yearly basis. Store in binder or cloud-based software.
Three (3) Years
Store w/ financial records.
Destroy after three years.

ARTICLE XIII: COMMITTEES

Section 13.01: The Executive Board shall create committees as deemed necessary to carry out the work of Pirate Pride Booster Club.

Section 13.02: The President shall appoint the chairpersons of committees with the approval of the Executive Board.

Section 13.03: Only Active Members of Pirate Pride Booster Club shall be eligible to serve as chairperson of a

committee; both Active Members and Honorary Members may serve on committees.

Section 13.04: Committees and/or committee chairpersons shall NOT commit Pirate Pride Booster Club to any financial expenditure or contract without the approval of the Executive Board and the membership.

Section 13.05: A standing committee chairperson may pass their proxy to a member of their committee if they are unable to attend a meeting.

Section 13.06: All standing committee chairpersons shall deliver to their successors or the President all official materials within fifteen (15) days following the date at which their successors assume their duties.

Section 13.07: All committee chairpersons shall present a regular status of work to the Executive Board for review as requested.

Section 13.08: The President shall be a member ex officio of all committees except the Audit Committee and the Scholarship Review Committee if the President has a student eligible for consideration for a scholarship.

ARTICLE XIV. BOOSTER CLUB GUIDELINES 

The rules contained in the new Flagler County Booster Club Guidelines shall govern the Club in all cases to which they are applicable and in which they are not inconsistent with these By-Laws and any special rules of order the Club may adopt.

ARTICLE XV. FUNDRAISING GUIDELINES

All Booster Club athletic fundraising activities must be processed, reviewed and approved by the Club's Board before being added to the annual calendar of scheduled  fundraising events to be presented to the Principal of MHS in August . Each Booster Club may have fundraisers in each academic school year and each fundraiser must be approved by the Board. All non-tax-exempt fundraisers will be recorded and included in our financial report. Any fundraising event added during the year by the VP of Fundraising that was not included in the annual calendar approved by the Principal will be sent to the Principal for prior approval before the event.  

ARTICLE XVI: WHISTLEBLOWER PROTECTION

Section 16.01 In keeping with the policy of maintaining the highest standards of conduct and ethics, Pirate Pride Booster Club will investigate any suspected fraudulent or dishonest use or misuse of STPFBC’s resources or misconduct by Executive Board members, consultants, or volunteers.

Section 16.02 Executive Board members, consultants, and volunteers are encouraged to report suspected fraudulent or dishonest conduct (i.e., to act as a “whistleblower”), pursuant to the procedures set forth below.

Section 16.03 A person’s concerns about possible fraudulent or dishonest use or misuse of resources or misconduct should be reported to the Executive Board President, Vice President, and MHS Athletic Director. 
People must be cautious to avoid baseless allegations.

Section 16.04 All relevant matters, including suspected but unproved matters, will be reviewed and analyzed, with documentation of the receipt, retention, investigation, and treatment of the complaint. Appropriate corrective action will be taken, if necessary, and findings will be communicated to the reporting person and the Executive Board. Investigations may warrant investigation by independent persons such as auditors and/or attorneys.

Section 16.05 Pirate Pride Booster Club will protect whistleblowers as defined below:
a. Pirate Pride Booster Club will use its best efforts to protect whistleblowers against retaliation. Complaints will be handled with sensitivity, discretion, and confidentiality to the extent allowed by the circumstances and the law. Generally, this means that whistleblower complaints will only be shared with those who have a need to know so that Pirate Pride Booster Club and/or MHS can conduct an effective investigation and determine what action to take based on the results of any such investigation.
b. Executive Board members, consultants, and volunteers of Pirate Pride Booster Club may not retaliate against a whistleblower. Whistleblowers who believe that they have been retaliated against may file a written complaint.

ARTICLE XVII: CONFLICT OF INTEREST

Section 17.01. Pirate Pride Booster Club Executive Board members have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest. The purpose of these guidelines is to provide general direction so that Executive Board members can seek further clarification on issues related to the subject of acceptable standards of operation.
An actual or potential conflict of interest occurs when an Executive Board member is in a position to influence a decision that may result in personal gain or gain for a relative as a result of Pirate Pride Booster Club business dealings. For the purpose of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the Executive Board member is similar to that of persons who are related by blood or marriage.

Section 17.02: No presumption of a conflict is created by the mere existence of a relationship with outside firms. However, if an Executive Board member has any influence on any material business transactions, it is imperative that he or she discloses to the Executive Board as soon as possible the existence of any actual or potential conflict of interest so that safeguards can be established to protect all parties.

Section 17.03: Personal gain may result not only in cases where a Executive Board member, or a relative has a significant ownership in a firm with which Pirate Pride Booster Club does business, but also when a Executive Board member, or a relative receives any kickback, bribe, substantial gift, or special consideration as a result of any transaction or business dealings involving Pirate Pride Booster Club.

ARTICLE XVIII: AMENDMENTS

Section 18.01: Proposed amendments to these bylaws may be submitted by any Active Member to the executive board members in writing.
Section 18.02: Any amendment approved by the Executive Board shall be considered at the next general membership meeting as defined below:
• These bylaws may be amended at any general membership meeting of the Pirate Pride Booster Club with a 2/3 vote of the Active Members present. These amendments must be read at a meeting, discussed, and voted on at the same meeting, provided that a 72 hour or more notice of the proposed amendment(s) was given prior to the meeting.
• To be adopted, any amendments approved by the general membership must then be approved by both the Athletic Director and the Principal.

ARTICLE VIV:   INDEMNIFICATION

Every member of the Executive Board, officer or employee of the Organization may be indemnified by the Organization against all expenses and liabilities, including counsel fees, reasonably incurred or imposed upon such members of the Board, officer or employee in connection with any threatened, pending, or completed action, suit or proceeding to which she/he may become involved by reason of her/his being or having been a member of the Board, officer, or employee of the Organization, or any settlement thereof, unless adjudged therein to be liable for negligence or misconduct in the performance of her/his duties. Provided, however, that in the event of a settlement the indemnification herein shall apply only when the Board approves such settlement and reimbursement as being in the best interest of the Organization. The foregoing right of indemnification shall be in addition and not exclusive of all other rights which such member of the Board, officer or employee is entitled.

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Date: 08/05/2025
Approved By: Pirate Pride Booster Club
Matanzas High School Football