Amelia High School Athletic Booster By- Laws

Transcription

1 Amelia High School Athletic Booster By- Laws Article I - Official Name, Purpose and Objectives Section 1.01 Name. The organization shall be known as the Amelia High School Athletic Boosters, commonly known as Amelia Boosters, hereafter referred to as the Boosters. Section 1.02 Purpose. The purpose of the Boosters is to promote athletics at Amelia High School in an atmosphere that is consistent with the educational philosophy of the school community. Section 1.03 Objectives. The objective of this group is to promote athletics and conduct activities, which assist the Athletic Department and the student athletes. (a) Develop an organization with an active and involved membership that is concerned with the total athletic program and all its participants regardless of sex, race, socio-economic status or chosen sport s activity. (b) Promote school spirit and sportsmanship and encourage attendance at all Amelia athletic events. (c) Encourage and support the academic endeavors of Amelia high school s student athletes. Section 1.04 Non-profit Status. Said organization is organized exclusively for charitable, religious educational and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code. (a) No part of the net earnings of the organization shall inure to the benefit of or be distributable to its members, trustees, officers, or other private person, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the purpose clause hereof. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf any candidate for public office. Notwithstanding any other provision of this document, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under section 501(c) (3) of the code, or (b) by an organization, contributions to which are deductible under section 170 (c) (2) of the IRS code, or corresponding section of any future federal tax code. Revision By: Heidi Moreno, Eric Waldmann, Toni Smith, Charlie Moreno, Connie Ziska Page 1

2 Article II - Membership and Fees Section 2.01 Membership. There shall be one class of membership in the boosters. Membership shall be open to the adult members of any household interested in the welfare of all athletes at Amelia High School and have paid a current annual membership fee. Section 2.02 Coaches. Coaches are honorary, non-voting members. Section 2.03 Membership Fee. A membership fee, established by the Executive Board, shall accompany each application for membership and shall become the property of the Boosters. Annual fees are payable at any time during the school year, for that year ending in May or June. Section 2.04 Members Right to Privacy. Any personal information gathered or requested by the Boosters is for the sole use of the Boosters and will not be made available to any other organization. Section 2.05 Expulsion. Upon the recommendation of the Executive Board, any members may be expelled by a two-thirds (2/3) vote of the membership. Article III - Officers Section 3.01 Officers. The officers of the boosters shall be President, Vice-President, Treasurer, Public Relations & Events Officer, and Secretary. The aforementioned persons form the Executive Board. Section 3.02 Terms of Office. All officers shall enter upon their official duties at the first meeting of June of each year and shall serve a term of one year. Section 3.03 Duties of the officers. (a) President shall be the executive officer for the boosters and shall preside over monthly meetings. The president shall be an honorary member of all standing and special committees. The president shall perform such other duties as usually pertain to the office of the President. Serve as primary spokesperson for the Boosters, except as otherwise specified. Shall direct goals and budget performance. Shall appoint and/or dissolve all other committees as required. (b) The Vice-President, in the absence of the President, shall preside at the meetings of this organization. The Vice-President shall also perform such other duties as usually pertain to that office, or as may be requested of him/her by the President. Responsible for annual review of By-Laws, recommending revisions as deemed appropriate. (c) The Treasurer shall receive all funds paid to this organization and shall deposit the same in an official depository and shall disburse it on the request of the President when the expenditure has been approved by the membership. His/her books of account shall at all time be open to the inspection of the President and any authorized auditors. A report shall be made at each meeting of the organization and at such times as the President may require. Revision By: Heidi Moreno, Eric Waldmann, Toni Smith, Charlie Moreno, Connie Ziska Page 2

3 (d) The Secretary shall keep the records of membership, attendance, and minutes of the meetings of this organization. The Secretary shall submit the previous month s minutes at each meeting of this organization and at such other times as the President may require. The Secretary shall submit said minutes to the Superintendent, Athletic Director, Principal and the Athletic Booster President within one week of the meeting. (e) The Public Relations & Events Officer shall promote and maintain public relations with AHS, WCLSD and the general public. The Public Relations & Events officer will also be the board representative for all fund raising events i.e. the Craft Show, and the Baron Bash along with any additional fund raising events that are developed. He / she will monitor and report all activities, issues, and spending back to the other board members. He / she must provide a budget to the board and is required to approve all funds used to support these events. Section 3.04 Executive Board shall: (a) Consist of all elected officers. The purpose of the Executive Board is to decide matters that should arise between meetings and that require an immediate answer in the opinion of a majority of the Executive Board. In the event that an agreement cannot be reached by the Executive Board, the matter shall be tabled and decided by the membership. (b) Approve the President s creation and dissolution of all necessary Boards and Chairpersons. (c) Set time and date of General Membership Meetings and give members timely notification. (d) Approve goals and budget targets annually; and (e) Review the Booster goals and budget at least every three months. Section 3.04 Vacancy. In the event of a vacancy in the office of the President, the Vice-President shall succeed to the office. In the case of a vacancy in the office of Vice-President, Treasurer, Public Relations & Events Officer, or Secretary, the President, with approval of the Executive board, shall appoint any officer vacancy, other than President. The replacement shall be voted on at the next regular meeting. Article IV - Nomination/Election of Officers Section 4.01 Nominations. At the regular monthly meeting in April, nominations (who have agreed to serve) for new officers shall be submitted. Voting shall be by hand or ballot during the May meeting. (a) Current Coaches cannot hold an elected office. Revision By: Heidi Moreno, Eric Waldmann, Toni Smith, Charlie Moreno, Connie Ziska Page 3

4 Section 4.02 Nominations for office of President. The nominee for the office of president must be an existing member in good standing, active, and has attended at least the majority of the current year s meetings as recorded by the Secretary. Section 4.03 Election Meeting Voting. Members eligible to vote on the election of officers must be active (dues paid) and have attended at least three (3) meetings within the current year (recorded by the secretary) prior to election vote. Article V - Meetings Section 5.01 General Membership Meetings. General Membership meetings shall be held monthly unless otherwise specified by the Executive Board and reasonable notice is provided to the General Membership. Meetings shall be open to all interested persons. Section 5.02 Executive Board Meetings. Executive Board Meetings shall be held monthly unless otherwise specified by the Executive Board. A summary of the decisions reached and Executive Board members present at each meeting should be distributed to all Executive Board members within a reasonable timeframe following the meeting and before the next General Meeting. Section 5.03 General Meeting Voting. All members who have paid a membership fee for the current year may vote. Coaches are honorary members with no voting privileges. Section 5.04 Quorum. A quorum for the transaction of the business at the General Membership Meetings shall be. The majority of attending members with a current annual paid membership present at a monthly meeting. A quorum for Executive Board Meetings shall be two-thirds (2/3) of the Board members. In all voting instances, majority rules for those present. Section 5.05 Robert s Rules of Order. Robert s Rules of Order, the latest edition, shall be recognized as the authority governing the meetings of the Boosters, its Executive Board and its committees. Article VI - Finances Section 6.01 Fund Raiser. All team fund raisers are to be submitted and/or presented to the boosters prior to the start of said event for approval. Funds raised by the fundraising program can only be directed to an approved Amelia High School sport team account. All requests to direct money elsewhere must have prior approval of the Executive Board. Section Booster Fund Raiser. Funds raised by any of the Booster fundraising programs will be deposited into the general fund account. Any expenses for the fund raiser shall be drawn from the general fund. All requests to direct money elsewhere must have prior approval of the Executive Board. Revision By: Heidi Moreno, Eric Waldmann, Toni Smith, Charlie Moreno, Connie Ziska Page 4

5 Section 6.02 Team Accounts. Funds raised by and/or allocated to specific sports teams, although deposited in the Booster s account, shall be separately tracked as encumbered funds for each sports team. Expenditures from these encumbered funds do not require Executive Board approval but may be expended on behalf of these teams at the discretion of the team s Head Varsity Coach with approval of the Athletic Director and/or duly authorized member. No team or committee should submit a payment request which exceeds the amount of funds available, at the time of the request in the team encumbered funds account. The Executive Board may decline a request for funds if the team balance is inadequate to cover the expenses. Section 6.03 Accounts. The Boosters will hold a current sport team s account for all athletic teams at the high school. The Boosters shall not hold an account and/or monies for any outside organization. Section 6.04 Dissolution of Sport Team. In the event that a sport s team is dissolved and has a balance in its team fund, the balance shall be moved into the Booster general fund and the team account dissolved at the end of that school year. Section 6.04 Project Funds. Specific projects expected to need a large sum of money will be voted on by the membership. All monies will be kept in the general fund and earmarked for such projects to be monitored and reported by the Treasurer. Section 6.05 Interest. Any interest generated by the investment of the Booster s general funds and/or encumbered funds, in an approved financial institution, will be deposited into the Booster s general fund. Section 6.06 Endowment Fund. Starting in June 2001 and continuing annually thereafter $6000 will be award to college bound student athletes of Amelia High School active booster members. Said monies will be distributed evenly amongst twelve (12) qualifying student athletes. In the event that there are less than twelve qualifying applications received and/or approved by the Executive Board. The monies shall be evenly distributed amongst those qualifying applicants. This annual award will continue until is deemed by the Treasurer, that the Boosters can no longer support the project. Section 6.07 Budget. The Executive Board working with the Athletic Director shall develop a budget for the coming school year. This budget must be approved by the membership during the first general meeting of the year. No expenditures can be made or paid without an approved budget. (a) The budget will include a list of items needed by each team, submitted and approved by the Athletic Director, or his designated representative. The Executive Board shall review this list and either approve or decline each request. (b) The budget will include any projects for the upcoming year. Each project will include a budget line on the monthly Treasurer report. The project budget may not exceed one percent of the total cost without membership prior approval. Revision By: Heidi Moreno, Eric Waldmann, Toni Smith, Charlie Moreno, Connie Ziska Page 5

6 Section 6.08 Executive Board. The Executive Board shall approve the expenditure of general funds up to $1000 per request. Any expenditure of general funds above $1000 shall require an advance approval vote of the Executive Board and then be presented at a General Meeting for approval. Section 6.09 Audit. This club's books of account shall be audited at the end to the Treasure's term of office. The auditors shall be the Executive Board. Article VII Standing Committees Section 7.01 Standing Committees. Standing Committees are those required to function throughout the year. Chairpersons shall be appointed by the President, subject to the approval of the Executive Board. Section 7.02 Standing Committees and their primary functions. No individual has the authority to use or remove funds from any Booster checking or savings account for investment purposes or otherwise, unless directed and approved by the Executive Board majority. Section 7.03 Chairpersons. Standing Committee Chairpersons shall recruit as many members as necessary to accomplish the responsibility of the Committee. The Chairperson shall also keep a historical file of the year s proceedings, financial records, vendor contacts, etc., for turnover to his/her successor. At the end of each fiscal year, these committee records should be turned over to the Committee Chairperson Successor and Executive Board. Article VIII Amendments Section 8.01 Amendments. Amendments to the By-laws are to be submitted in writing to the Executive Board prior to the Annual Business Meeting. An amendment of these by-laws may be adopted by a majority vote of the membership present at a general meeting, provided written notice of the proposed amendment is given at least 1 month notification to membership prior to its adoption. Article IX Dissolution of Club Section 9.01 Dissolution of the Boosters entity. Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)3 of the Internal Revenue Code, or the corresponding section of any future tax code, or shall be distributed to the federal government, for public purposes. Any such assets not so disposed of shall be disposed of by a Court of Competent Jurisdiction of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes. Revision By: Heidi Moreno, Eric Waldmann, Toni Smith, Charlie Moreno, Connie Ziska Page 6

7 Section 9.02 Upon the Booster dissolution, the interest generated in perpetuity by the assets of the Stanley Anstaett Endowment Fund will be distributed on an annual basis equally to the Amelia High School Athletic teams and clubs based upon athletic participation of those teams within the fiscal year the of dissolution. The Stanley Anstaett Endowment Fund shall also be transferred to a newly formed 501(c)3, then distributed on an annual basis. Section 9.03 Dissolution of the Boosters and Amelia High School. Upon the dissolution of the organization and Amelia High School, assets shall be transferred to the newly formed 501(c)3 organization, or shall be distributed for one or more exempt purposes within the meaning of section 501(c)3 of the IRS code, or corresponding section of any future tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for such purpose or to such organization or organizations, as said. Revision By: Heidi Moreno, Eric Waldmann, Toni Smith, Charlie Moreno, Connie Ziska Page 7