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BYLAWS

OF

FRIENDS OF AIR FORCE BASKETBALL

Revised By-Laws – Approved May 10, 2008

 

ARTICLE 1 - NAME, PURPOSE

Section 1:        The name of the organization shall be the Friends of Air Force Basketball.

Section 2:        The Friends of Air Force Basketball is a Colorado Nonprofit Corporation and was formed to promote and support the Basketball program of the United States Air Force Academy and the morale of the membership, while protecting the activities of the Air Force Academy Athletic Association (AFAAA). Any future mention of "group" or "Group" is intended to refer to Friends of Air Force Basketball.

Section 3:        This group is not officially connected with the U.S. government or the U.S. Air Force, and is not an instrumentality thereof. It is considered a representative of the “institution’s athletic interests” and therefore by NCAA rule is subject to institutional (USAFA) control.

Actions and activities of the group will not discredit or prejudice the U.S. Air Force, or the U.S. Air Force Academy.

The Group will not conduct business in the name of the Air Force or the Air Force Academy, nor will it compete or conflict with AFAAA activities.

The Friends of Air Force Basketball is authorized to operate with the consent of the Director of Athletics or his designee. Operations contingent upon compliance with the requirements and conditions of all applicable Air Force, NCAA and conference regulations and Academy supplements thereto. The Group must submit, for approval by the Director of Athletics, a proposed organizational structure  and bylaws. In accordance with AFAAA policies and procedures, the Director of Athletics, or his designee, acts as a liaison to  of the Board of Directors of the Group.

The membership is liable under the laws of the State of Colorado for organizational debts in the event the organization's assets are insufficient to discharge its liabilities.

The Air Force Academy Athletic Association, although recognizing the interest in specific team sports, is also concerned about the potential problem of multiple solicitations by booster clubs, and possible pressure applied to athletes, coaches and athletic administrators in the conduct of the program. It is imperative that all Group officers, Board members, and members be extremely sensitive to the needs and goals of the entire Air Force Academy Athletic Association and Athletic Program. By working very closely with the Athletic Department Administration, in the coordination of all Group functions, the needs of the cadet-athlete and the Cadet Athletic Program will be better served.

All members are to be considered currently informed, and will be reminded annually, that they should never incur any debt in the name of the Friends of Air Force Basketball, or themselves, which could not be paid due to insufficient Group funds.

Section 4:              Institutional Control and Responsibilities.  In accordance with the NCAA Constitution, Article 6.4, "Responsibility for Actions of Outside Entities", all AFAAA booster/support organizations must adhere to the following Athletic Department guideline:

All booster/support groups will be listed as representatives of the Athletic Department, and will report through the Director of Athletics to ensure institutional control and compliance with NCAA, conference, Air Force and USAFA rules and regulations.

ARTICLE II - MEMBERSHIP

Section 1:        Membership will not be limited by age, race, religion, color, creed, sex, or national origin. The Group is open to the general public.

Section 2:             All members are eligible to vote in the election of Board members and on other business at general membership meetings.

Section 3:             The Group may charge a membership fee on a yearly basis as determined by the Board of Directors and approved by the Director of Athletics and consistent with other athletic special interest groups. Annual dues go to the Operating Account of the Group.

Section 4:             Every person assigned or attached to the Air Force Academy is free not to join the Group without prejudice.

Section 5:             A member is considered to be a “member in good standing” when the annual membership fee for the current year has been paid.  The Board of Directors may waive the membership fee  requirement in special circumstances that may be established by the Board.

ARTICLE III - MEETINGS OF MEMBERS

Section 1:        Except as provided for elsewhere in these bylaws, all votes will be approved by a simple majority of the general voting membership present when the vote is taken. Meetings at which a vote will be taken will be announced at least two (2) weeks in advance, and will be scheduled at a time when maximum membership participation can be expected.

Section 2:        At least two (2) general membership meeting shall be held annually.

ARTICLE IV - BOARD OF DIRECTORS

Section 1:        Board Role, Size, Composition.  The Board is responsible for overall policy and direction of the Group, and delegates responsibility for day-to-day operations to the Group’s Officers.  The Board shall consist of no fewer than ten (10) persons and no more than fourteen (14) persons elected by the Group membership plus one (1) liaison appointed by the United States Air Force Academy Director of Athletics.  The Board receives no compensation.

Section 2:        Meetings.  The Board shall meet at least quarterly, at an agreed upon time and place.

Section 3:        Executive Committee.  The four officers serve as the members of the Executive Committee.  These elected officers are responsible for the day-to-day operations of the Group. Except for the power to amend the Bylaws, the Executive Committee shall have all of the powers and authority of the Board of Directors in the intervals between meetings of the Board of Directors, subject to the direction and control of the Board of Directors.  Minutes of Executive Committee meetings will be distributed to the Board of Directors.

Section 4:        The Head Basketball Coach serves as an advisor to the Board.  The Vice Director of Athletics servers as the Department of Athletics liaison to the Board.  The Directorate of Athletics liaison provides oversight and ensures “institutional control”.

Section 5:        Board Elections.  Up to fourteen Board members shall be elected by the voting representatives of member organizations.  Board members will be divided into two categories for election purposes:  four Group Officers and up to ten General Member representatives.

Initial Board Terms:  The Officers (President, Vice President, Treasurer and Secretary) will initially be elected at a general membership meeting.  The term for the President and Secretary shall be for two (2) years.  The initial term for the Vice President and Treasurer shall be for one (1) year.  General Member representatives shall be initially appointed by the Executive Committee. 

 

First Election of General Member Representatives.  At the first election by Group members, to be held prior to 1 June 2007, 50% of the elected General Member representatives shall be elected for a two-year term and 50% shall be elected for a one-year term.  In the case of an odd number of General Member representatives being elected, one (1) more General Member representative shall serve a two-year term than a one-year term.  At that election, the Vice President and Treasurer shall be elected to two-year terms.

Subsequent Elections. In subsequent elections Board members elected to fill expired terms shall serve a two-year term.

Nominations for all elected positions will be solicited 30 days prior to the announced election date, but may be accepted from the floor during the general membership meeting. Nominations may be submitted to the President by any voting member. Nominees must be members in good standing.

Section 6:        Terms.  Except as set forth above, each Director shall serve for a term of two years.

Section 7:        Quorum.  A Board meeting must be attended by at least forty percent of the Board members before business can be transacted or motions made or passed.

Section 8         Notice.  An official Board meeting requires that each Board member receive notice at least two weeks in advance.

Section 9:        Officers and Duties.  There shall be four officers of the Board consisting of a President, Vice President, Treasurer, and Secretary.  Their duties are as follows:

           President:

1.  Preside over and conduct meetings in a business-like, professional manner

2.  Appoint committees as required

3.  Call special meetings as required

4.  Verify the reconciliation of the checking account with the treasurer

 

Vice President:

1.      Function as the President during that person's absence

2.      Assume the duties of the President, as described above, should that office become vacant prior to the annual election

Treasurer

1.      Work hand in hand with Group Gift Account Custodian

2.      Ensure all authorized disbursements are conducted properly and meet agreed upon criteria as established by Director of Athletics, the Group Account custodian, and the Head Basketball Coach

3.      Establish and maintain a Group Operating Account

4.      Maintain a record of all financial transactions necessary to assure fiscal accountability of all funds received and expensed

5.      Ensure financial reports are submitted to the Athletic Business Office as required in Article VII, Fiscal Control

6.      Be present for audits, when required

Secretary

1.      Record and maintain minutes of all general membership and Board of Directors meetings

2.      Provide copies of all meeting minutes to members of the Board of Directors and the Director of Athletics within 30 days of each meeting.

3.      Make available the minutes of all meetings to the general membership

4.             Maintain required records other than financial records, including a listing of officers and members

Section 10:      Powers of the Board. Except as otherwise limited by the provisions of these By-Laws, the Board of Directors shall have and may exercise all of the power allowed to non-profit corporations under the laws of the State of Colorado; may establish such rules and policies as are necessary and convenient for the proper operation of this Group; shall have and may exercise full power and authority over all aspects of the business and affairs of this Group; and shall be solely responsible for the proper governance, management, control and operation thereof. The Board of Directors may delegate any part of such power to any officer or to any committee of the Board; provided, however, that no such assignment, referral, or delegation of authority by the Board of Directors shall preclude the Board from exercising its authority, and that the Board shall at all times retain the right to rescind any such delegation of authority.

Section 11:      Resignation. Any Director may resign at any time by giving notice of such resignation in writing to the Secretary. Such resignation shall be effective at the time specified therein, or if no time is specified, upon receipt by the Secretary.

Section 12:      Removal. Directors may be removed at any time by action of the Group members.

Section 13:      Vacancies. A vacancy shall be declared to exist in the event of the death, incapacity, resignation, or removal of any Director.

If the office of President becomes vacant prior to the specified election, the duties of the President will be assumed by the Vice President, in addition to his or her vice presidential duties. If any other office becomes vacant at any time, the President shall appoint a Group member in good standing to fill that office until the next general membership meeting at which time an election will be held to fill the unexpired term of office.

The Directors may elect a new Director to fill any vacancy among the General Member representatives to serve for the unexpired term of office. 

Section 14:      Special Meetings.  Special meetings of the Board shall be called upon the request of the President or one-third of the Board.  Notices of special meetings shall be sent out by the Secretary to each Board member via e-mail two weeks in advance.

            ARTICLE V - COMMITTEES

Section 1:        The Board may create committees as needed.  The President appoints all committee chairs.  Committee chairs must be members of the Group.

            ARTICLE VI – METHOD OF FINANCING

Section 1:        The Group shall conduct solicitations of gifts for the Gift Account fund (see Article VII, Section 2 below).  All Operating Account fund raising projects must receive prior approval by the Director of Athletics.

Section 2               Group fund raising activities must never compete or conflict with AFAAA fund/ticket drives, Athletic Department or AFAAA goals and objectives.

ARTICLE VII – FISCAL CONTROL

Section 1:        A list of names, addresses and phone numbers (home and work) of the Board of Directors of the Group will be submitted annually by 1 August to the Director of Athletics or his designee.

Section 2:              A Gift Account to handle donations to the Group will be established with a non-profit entity that has been established to handle these types of transactions.  A separate account (Agency Account) for handling operating funds that may be deposited with the same non-profit entity will also be established. The custodian of these accounts will provide regular reports to the Group Treasurer regarding contributions, expenditures, and analysis of account activity.

Section 3:              An Operating Account will be established by the Group Officers to handle dues, proceeds of fundraising activities, and other revenues/expenditures for approved operations programs. The treasurer may request funds to be transferred from the Agency Account to be deposited in the Operating Account.

A copy of the Group's Operating Account bank statements and any other Group accounts will be sent to the Athletic Business Office every six months (June/December) for review by the Director of Athletics or his designee.

Section 4               The Gift Account and Operating Account budgets will be developed by the Group Officers and submitted to the Board of Directors for approval.  Once approved, these budgets must be submitted to the Athletic Business Office for review, and final approval from the Director of Athletics annually by 1 August of each year.

Section 5:              A report will be submitted annually, 30 days after completion of the basketball season to the Athletic Business Office indicating all income and expenses with explanations for budget variances for the entire year.

Section 6:              Group Gift Account funds will be used to fund support requirements.  Support requirements will be developed in consultation with the Head Basketball Coach and other Department of Athletics representatives.   These requirements will be included in the budget submitted to the Board of Directors for approval each year per Article VII, Section 4.  Certain items which have prior approval to be funded (as agreed upon by the Director of Athletics, Head Coach and Group President) can be done so directly by letter from the Group President to the custodian of the Group Account. These specific purchases will be honored as necessary and prudent for the effective and efficient operation of Air Force Basketball. See attachment 1 for the listing of pre-approved items. Minutes will be prepared for all meetings and will clearly reflect any decisions on support requirement expenditures.

Section 7:              Operating Account funds will be used to fund the operating expenses of the Group.  These operating expense requirements will be included in the budget submitted to the Board of Directors for approval each year per Article VII, Section 4.  Group operating expenses could include promotional materials, authorized special events, web site development and operation, fund raising activities, and administrative expenses.  Minutes will be prepared for all meetings and will clearly reflect any decisions on support requirement expenditures.

Section 8:        Any funds remaining in both the Gift Account and the Operating Account at the end of the fiscal year (1 Jun – 31 May) will be rolled over into the respective Friends of Air Force Basketball accounts for the next fiscal year.

            ARTICLE VIII - AMENDMENTS

Section 1:        Proposed amendments to these By-Laws shall be presented to the Board of Directors for approval.  If approved, they will be presented to the Group members for approval by simple majority at the next regularly scheduled membership meeting.

 

ARTICLE IX - Dissolution

Section 1:        If the Group ceases to exist, any funds remaining in the Operating Account and Agency Account shall be transferred to the Gift Account.  The Gift Account shall then be transferred to the Athletic Department who shall use said funds to promote and support the Academy basketball program.

 

 


 

10/16/2006

Attachment 1—List of Pre-Approved Items

The following regular expenses are items that offer Air Force Basketball the ability to effectively function when unforeseen changes occur in scheduling and allow them to be more flexible in the performance of their duties. These expenses have been pre-approved and authorized by the Director of Athletics. These specific purchases are considered necessary and prudent for the effective and efficient operation of Air Force Basketball. When meals or meal money are to be provided to cadets, funds will be provided by the Friends Group (AOG) to the AFAAA. After ensuring compliance with applicable NCAA and federal regulations, AFAAA will provide the meals or meal money to the cadets.

1. Funds for missed meals as a result of practices or competitions.

2. Meals/money in accordance with NCAA regulations after home games, if not provided by Athletic Department funds.

3. Hotels rooms in accordance with NCAA regulations the night prior to home games, if not provided by Athletic Department funds.

4. Meals/money in accordance with NCAA regulations during times school is not in session.

5. Hotels rooms in accordance with NCAA regulations during times school is not in session.

6. Informal team gatherings for the purpose of building team unity and/or providing an occasional meal or snack in accordance with NCAA regulations.

 

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