Bylaws of Lightning Robotics Team 3042

Transcription

1 Bylaws of Lightning Robotics Team 3042 ARTICLE 1 NAME AND PURPOSE Section 1 Name: The name of the organization shall be Lightning Robotics Team Section 2 Purpose: This corporation is organized exclusively for charitable, educational, and scientific purposes as specified in Section 501(c)(3) of the Internal Revenue Code, including for such purposes, the making of distributions that qualify as exempt organizations under Section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code. The purpose of this corporation is: to support, encourage, and advance the robotics program and related activities of the Eastview High School Robotics team. to promote projects that assist with financial needs of the Eastview High School Robotics program; and to promote STEM education. ARTICLE II MEMBERSHIP Section 1 Eligibility for membership: All parents, guardians, or other persons with a child enrolled on the Eastview High School Robotics Team, the faculty advisor for the team, and mentors for the team shall be considered members of the organization. The members shall have the right to attend meetings and events sponsored by the organization, serve on committees and be nominated and elected to office. Issues raised by the membership will be voted upon by the Board. Section 2 Meeting: There shall be at least one general annual meeting of the membership in September at which the officers are elected or the vote may be taken electronically. Such additional business or special meetings may be held alone or in conjunction with an event sponsored by the organization as determined by the Board. ARTICLE III BOARD OF DIRECTORS Section 1 Board role, size: The Board is responsible for overall policy and direction of the association and delegates responsibility of club operations to the committees. The Board may also chair and serve on committees. The Board consists of the officers of the club and a faculty advisor if one is appointed by the school. Section 2 Officers and Duties: There shall be at least four officers on the Board, consisting of president, vice-president, secretary and treasurer. Additional officers may be appointed by the faculty advisor with the approval of the Board. The president, vice-president,

2 secretary, and treasurer are elected positions. All other positions are appointed. Below are basic responsibilities; Officers may take on additional duties according to their time, skills, and interests. President Shall coordinate the work of the officers and committees to stay in focus with the purpose of this organization, preside at all meetings of the membership and Board, and ensure that the bylaws of the Lightning Robotics Team 3042 are executed accordingly and all required legal documents are filed on time (Appendix B). Vice-President Shall assume the duties of the President at any time that the President is unable to fulfill the duties ascribed to the President s office according to the bylaws. Secretary Shall take and distribute meeting minutes. Treasurer Shall handle the funds of the organization in accordance with the financial policies. Section 3 Terms: Elected club officers shall serve one-year terms, but are eligible for reelection. The term of the office begins at the close of the annual meeting at which they are elected. No member shall hold more than one office at a time. Section 4 Meetings: The Board shall meet monthly. These meetings also serve as general membership meetings. Three Board members shall constitute a quorum for the transaction of business. In the absence of a quorum, issues requiring a vote may be decided via an vote. Section 5 Board Elections: Nominations will be solicited in advance of the annual meeting. New officers and current officers shall be elected or re-elected by the members at the annual meeting. Section 6 Vacancies: When a vacancy on the Board exists mid-term, the Board must solicit nominations to fill the vacancy. These nominations shall be sent out to the membership with the regular Board meeting announcement, to be voted upon at the next Board meeting. These vacancies will be filled only to the end of the particular Board member s term. Section 7 Resignation, termination, and absences: Resignation from the Board must be in writing and received by the Secretary. A Board member may be removed from office by a three-fourths vote of the membership. ARTICLE IV FINANCES Section 1 Budget: Student leaders create the next season s budget under the guidance of the faculty advisor or parent mentor coach. If funds over and above the budget are needed, the student leaders must request additional funding from the booster club.

3 All purchases must be approved by the faculty advisor or parent mentor coach. Approval in advance for purchases over $100 is preferred. Faculty advisor or parent mentor coach has final approval for expenses and reimbursements submitted to the boosters. Section 2 Banking: The booster club account will be the primary bank account; the Eastview High School account will only be utilized when or if required by the school. All receipts, deposits and bank statements must go to the Treasurer. He/she will be responsible for data entry in Quickbooks or other software. All checks over $500 must have two signers. The Treasurer shall deposit all funds of the organization to the credit of the organization in such banks, trust companies or other depositories as the Executive Board may select and shall make such disbursements as authorized by the Executive Board in accordance with the budget adopted by the membership. All deposits and/or disbursements shall be made as soon as practicable upon receipt of the funds and/or orders of payment. All checks, drafts, or other orders for the payment of money on behalf of the organization shall be signed by the Treasurer or by the Board President. Both booster club and Eastview High School accounts will be run through financial software for an accurate end result reporting. Section 3 Financial Reports: Financial reports will be completed by the end of each month and reported at the next booster meeting. Treasurer will be responsible for reviewing all receipts and bank statements, making all deposits, and keeping track of dollars going into Eastview High School account, so all deposits can be accurately entered into financial software. Section 4 Cash: Cash will be counted by two unrelated individuals, on the day and at the site where the funds are collected whenever possible. A cash tally sheet signed by the counters showing the date and the amount collected (Appendix A) should be maintained. If the treasurer is not one of the counters, the treasurer should recount the funds and countersign the tally sheet. There shall be no petty cash account. Section 5 Loans: No loans shall be made by the organization to its officers or members. Section 6 Record Retention: All records of the organization shall be maintained and destroyed in accordance with the law and standard record retention guidelines.

4 ARTICLE V PRIVATE BENEFIT CLAUSE Section 1 Private Benefit Clause: No part of the net earnings of the corporation shall inure to the benefit or be distributed to any director, employee or other individual, partnership, estate, trust or corporation having a person or private interest in the corporation. Compensation for services actually rendered and reimbursement for expenses actually incurred in attending affairs of this corporation shall be limited to reasonable amounts. No substantial amount of the activities of the corporation shall be the carrying on of propaganda, or otherwise attempting to influence legislation and this corporation shall not intervene in (including the publishing or distributing of statements) any political campaign on behalf of or in opposition to any candidate for public office. Notwithstanding any other provision of these Articles or any Bylaws adopted thereunder, this corporation shall not take any action not permitted by the laws which then apply to this corporation. ARTICLE VI AMENDMENTS Section 1 Amendments: These by laws may be amended when necessary by three-fourths vote of the membership present. Proposed amendments must be submitted to the secretary to be sent out with regular Board announcements. CERTIFICATION These bylaws were approved electronically by the membership by a two-thirds majority vote on. Ramona DeShaw, Secretary Date

5 Appendix B Annual Required Filings: Renew Parent Booster membership by December 31 st. File IRS 990 by January 15. File Attorney General Charitable Solicitations Form by January 15. Business renewal with Minnesota Secretary of State (once each calendar year). Must also refile Articles of Incorporation with the Secretary of State whenever the primary address of the organization changes.

6 Appendix A Cash Tally Sheet Event: Loose Currency Hundreds Fifties Twenties Tens Fives Ones Loose Coins Dollar Coins Half Dollars Quarters Dimes Nickels Pennies Date: x$100.00= x$50.00= x$20.00= x$20.00= x$5.00= x$1.00= Subtotal x$1.00= x$0.50= x$0.25= x$0.10= x$0.05= x$0.01= Subtotal Checks Check # $ Amount Total Currency: $ Total Coins: $ Total Checks: $ Total Deposit: $ Persons counting cash: Printed Name Signature Printed Name Signature