R.E. Lee HIGH SCHOOL ATHLETIC BOOSTER S CLUB BY-LAWS

Transcription

1 R.E. Lee HIGH SCHOOL ATHLETIC BOOSTER S CLUB BY-LAWS ARTICLE 1: NAME AND OBJECTIVES Section 1 NAME: The name of the organization is R.E. Lee High School Athletic Booster s Club. Section 2 GENERAL OBJECTIVE: Provide support and develop interest for all programs and activities that promote athletic excellence, sportsmanship, high school scholastic achievement, and the opportunity of higher education in the R.E. Lee High School Athletic Booster s Club. Section 3 SPECIFIC OBJECTIVES: The purposes of the club shall be: a) To develop student and community interest in all R.E. Lee High School District interscholastic sports activities and to promote a superior athletic program with a focus on the student athlete. b) To promote interest and attendance at all Staunton school district events and competitions. c) To conceive, create and develop ideas, projects and other assistance to further the athletic program and to improve the athletic facilities in the Staunton school district with a focus on the student athlete. d) To be organized and operated exclusively for the charitable and educational purposes related to the R.E. Lee student athletes and Staunton school district athletic program. e) To help maintain and improve communications and cooperation between and among parents, coaches, teachers, students, student athletes, athletic director, administrators, and the School Board for the advancement and improvement of the interscholastic athletic programs in the Staunton school district. f) To raise funds to be utilized for supporting student athletes and the athletic programs and facilities. ARTICLE 2: MEMBERSHIP Section 1 GENERAL: a) Any parent or guardian of a R.E. Lee High School athlete is automatically a member of the Club in a non-voting capacity unless voted to General Board. b) Any person who is interested in the objectives of the R.E. Lee High School Athletic Booster Club and active in its affairs is considered a member of the Club in a non-voting capacity unless voted to the General Board. c) No dues are required for membership.

2 ARTICLE 3: MEETINGS Section 1 MEMBERSHIP MEETINGS: Regular monthly meetings shall be held at 6:30 p.m. on the first Wednesday of each month at R.E. Lee High School unless otherwise communicated and voted upon. Section 2 EXECUTIVE COMMITTEE MEETINGS: a) The President may call special Executive Committee meetings. b) A majority of the Executive Committee shall constitute a quorum. c) Any member may present anything to the Executive Committee by making it known to any officer in person or in writing. ARTICLE 4: OFFICERS, DIRECTORS, AND ELECTIONS Section 1 GENERAL TERMS: The officers and Executive Committee of the Club shall be the President, Vice President, Secretary, and Treasurer. In addition, the General board will consist of no more than 15 persons voted on per election rules/regulations. There may be such other officers as the Club may require from time to time. Job descriptions for the Executive Committee and any such additional officers are an attachment to these by-laws. Section 2 ELECTION: The officers shall be nominated and/or voted upon at the May meeting each year. For consideration, nominees for officers require ten (10) hours of active participation within the preceding twelve (12) month period which includes attendance at a minimum of two (2) monthly general membership meetings. Nominations may only be made with the nominated person s approval. Nominations will be announced at least thirty (30) days prior to the election. Majority rules based on those present at the election. No person shall hold more than one office during a term. Section 3 TERM OF OFFICE: The term of each administration begins July 1 st and ends June 30 th. The officers are elected yearly. If a vacancy occurs during a year, the remaining members of the Executive Committee shall elect a replacement at the next scheduled meeting. ARTICLE 5: MOTIONS AND RESOLUTIONS Section 1 GENERAL: The Club shall consider no motion or resolution until it has been considered and recommended by the Executive Committee and/or by a General Board member. Section 2 APPROVALS AND AUTHORIZATIONS: No motion or resolution will be adopted by the Club until approved by a majority at a membership meeting. The Executive Committee can authorize expenditures up to $500 between membership meetings. ARTICLE 6: PARLIAMENTARY AUTHORITY Roberts Rules of Order shall govern the Booster Club in all cases which they are applicable and which they are not in conflict with these By-Laws.

3 ARTICLE 7: BY-LAWS ACCEPTANCE AND AMENDMENTS Section 1 AMENDMENTS: Amendments to the By-Laws shall require a plurality vote of the members at the May meeting. All proposed amendments shall be presented to the Executive Committee at least 60 days prior to the May meeting. The Executive Committee will notify the members of the proposed amendment at least 30 days prior to the May meeting. Section 2 BY-LAWS ACCEPTANCE: Acceptance of these By-Laws will be by a plurality of the voting members. These By-Laws will be considered effective immediately upon their acceptance and will supersede all previously accepted By-Laws and Amendments. At the first meeting of every year, the By-Laws will be reviewed by the Executive and General Board. Any modifications will be voted upon per proper motion and resolution.

4 JOB DESCRIPTIONS PRESIDENT Preside at all meetings of members of the Booster Club Compose the agenda for all monthly meetings Recruitment/selection of chair persons and supervise the functions Issue reminder for monthly meetings (via Secretary, SDHS automated phone system, ) See that elections are held in accordance with the By-Laws Shall appoint any temporary committees as he/she deems necessary to carry out the objectives of the Club Present or appoint presenter for various functions as needed Liaison with school officials and Athletic Director VICE PRESIDENT SECRETARY Act as an aide to the President Act as President in the absence of that officer Recruitment/selection of chair persons and supervise the functions Advise, support and communicate with all the standing committees Handle contract administration for concession stand use and forward signed contract to Secretary Record the minutes of all meetings and distribute minutes via to members shortly after meeting Conduct all correspondence for the Booster Club under the direction of the President Keep attendance at all meetings Keep a log of approved decisions with the agenda attached Notify all members of meetings Recruitment/selection of chair persons and supervise the functions

5 TREASURER Maintain the booster club checking account and investment account Check the post office box regularly Balance bank statements monthly Process account payable payments as received Send billing invoices as needed Deposit all income generated from various activities Distribute cash box change for concession stand sales Count all proceeds and make deposits in a timely fashion Work with Athletic Director to track individual sport wish list/uniform requests Report monthly all income/expense activities to board members Keep a log of approved funds separate from the meeting minutes Maintain/store financial records for a minimum of five years (matching the Virginia State Records Retention requirements). Process calendar year reports for tax preparer. Make sure papers are filed with the IRS. Recruitment/selection of chair persons and supervise the functions Assist president/vice president/secretary with other duties as needed GENERAL BOARD MEMBER Attend regular club meetings Participate/assist in other club activities outside of monthly meetings Assist with concession stand at a minimum of 2 regular season games May vote on general motions & resolutions