Tri-West High School Soccer Booster Club By Laws Article I Organization Section 1 Name The name of this organization shall be the Tri-West High School Soccer Booster Club a not-for profit organization. The Tri-West High School (TWHS) Soccer Booster Club shall be referred to as the Club herein. 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 within the TWHS soccer programs. Section 3 Specific Objectives a.) To develop student and community interest in the TWHS interscholastic soccer sports activities and to promote a superior soccer athletic program with a focus on the student athlete. b.) To promote interest and attendance at all TWHS soccer events and competitions. c.) To conceive, create and develop ideas, projects and other assistance to further the soccer athletic program and to improve the soccer athletic facilities with a focus on the student athlete. d.) To be organized and operated exclusively for the charitable and educational purposes related to the TWHS student soccer athletes and soccer 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 Northwest Hendricks School Board for the advancement and improvement of the interscholastic athletic soccer programs at TWHS. f.) To raise funds to be utilized for supporting soccer student athletes and the soccer athletic programs and facilities.
Article II Membership Section 1 General a.) Any parent or guardian of a Tri-West High School soccer athlete is automatically a member of the Club. b.) Any person who is interested in the objectives of the organization and active in its affairs is considered a member of the Club. c.) No dues are required for membership. Article III Meetings Section 1 Membership Meetings Membership meetings will, at a minimum, be held twice a year: a.) Start of Season The third Tuesday after moratorium week (usually during the month of July) at 7:30 PM. The main purpose for this meeting will include: i.) Introducing the coaches to the Club membership ii.) Disseminating information to the Club membership iii.) Requesting volunteers for any open committee chairs iv.) Allowing the student athlete s family to sign up for concession and other required activities b.) End of Season The first Tuesday after the soccer seasons last game (usually during the month of October) at 7:30 PM. The main purpose for this meeting will be to elect officers for the following term. c.) The President may call other membership meetings as required. Section 2 Executive Committee Meetings The President may call special Executive Committee meetings. A majority of the Executive Committee shall constitute a quorum. Any member may present anything to the Executive Committee by making it known to any officer in person or in writing.
Article IV Officers, Executive Committee and Committee Chairs Section 1 Elections The officers shall be elected at the final membership meeting each year. Nominations may be made by any member and can only be made with the nominated person s approval. Nominations will be announced during the final membership meeting. Majority rules based on those present at the election. No person shall hold more than one office during a term. Section 2 Term of Office The term of each administration begins June 1 st and ends May 31 st. 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. Section 3 Officers a.) The officers of the organization will consist of the following positions and duties: i.) President The President shall be the principal officer of the organization and shall preside at all meetings of the organization, shall be responsible for seeing that the lines of direction given by the membership are carried into effect and for reporting to the membership on the management of affairs of the Club, shall be ex officio a member of all committees established by the membership, shall have such other duties as may be assigned by the organization. ii.) Vice President In the temporary absence or disability of the President, the Vice-President shall preside at meetings of the organization. The Vice-President shall have such other powers and perform such other duties as may be assigned by the President or the Executive Committee. iii.) Treasurer The Treasurer shall be responsible for the receipt and custody of all monies of the organization and for the disbursement thereof as authorized, for keeping accurate accounts of monies received and paid out, for the preparation and issuance of financial statements and reports. The Treasurer shall exercise such powers and perform such other duties usually incident to the office of Treasurer and shall exercise such other duties as may be assigned by the President or Executive Committee. iv.) Secretary The Secretary shall be responsible for seeing that notices of all the meetings of the organization are issued and shall see that minutes of such meetings are kept. The Secretary shall keep records and files, shall exercise the powers and perform the duties usually incident of the Secretary, and shall exercise such other powers and perform such other duties as may be assigned by the President or the Executive Committee. b.) A soccer student athlete s guardian(s) can hold no more than one officer position.
Section 4 Executive Committee The Executive Committee shall include the officers and Committee Chairs of the Club. Section 5 Committee Chairs The Executive Committee shall establish, at a minimum, the following committees and appoint a committee chair to oversee the committee s activity: a.) A Team Committee Chair for each Varsity and/or Junior Varsity Boys and/or Girls team. The Team Committee Chairs shall be responsible for maintaining a communications list for their team, disseminating communications to/from the coaches or Executive Committee, and shall collect and deposit with the Treasurer any moneys owed to the Club from their teams. b.) A Concessions Committee Chair. The Concessions Committee Chair shall be responsible for organizing the procurement of concession stand equipment, food & drink, shall be responsible for staffing the concession stand at all home games, and shall be responsible for obtaining prior to and returning after said home games all moneys required to run the concession stand to the Treasurer. The Concessions Committee Chair will work closely with the Team Committee Chairs to distribute concession duties amongst all team parents. The Executive Committee may establish other committees and appoint a committee chair to oversee the committee s activity as needed. Section 6 Coaches While coaches are considered members of the club under Article II, Section 1b, they shall be unable to hold any officer or committee chair position within the club and, therefore, are also not considered to be a member of the Executive Committee. Article V 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. 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 VI Miscellaneous a.) Fiscal Year The fiscal year shall be June 1 st through May 31 st. b.) Contributions Any contributions, bequests, and gifts for the purpose of the organization shall be accepted or collected only as authorized by the Executive Committee. c.) Depositories All funds of the organization shall be deposited to the credit of the organization under such conditions and in such banks as shall be designated by the Executive Committee. d.) Approved Signatures All contracts, checks, and money orders for the payment, receipt or deposit of money and access to the securities of the organization shall be handled as provided by resolution of the Executive Committee. Two signatures (one of the President and one of the Treasurer) shall be required for all payments. e.) Monetary Transactions All monetary transactions of the Club shall require a paper trail. In addition, it is assumed that all expenditures will be for the good of the entire Club. Any requests for payouts that will affect only a portion of the Club must be approved by the entire Executive Committee. f.) Financial Reports A summary report of the financial operation of the organization shall be made at least annually to the membership and shall be available for public inspection at the office of the Superintendent of Schools for Northwest Hendricks School Corporation. g.) Dissolution In the event of dissolution of the organization, any assets of the organization remaining after the discharge of all liabilities shall be placed in trust benefit of the Tri-West Soccer Sports Program until the organization of another support group or the expiration of five (5) years, whatever event occurs first. If a new organization is formed with the same or similar purpose, the assets will be transferred to it by the trustee. If no new organization is formed, the assets will be distributed by the trustee directly to the Northwest Hendricks School Board of Education for the TWHS Sports programs. h.) Parliamentary Authority Roberts Rules of Order shall be the parliamentary authority governing the meetings of the organization. Article VII By Laws Acceptance and Amendments a.) 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. b.) Amendments to the By-Laws shall require a plurality vote of the members at the start of season meeting. All proposed amendments shall be presented to the Executive Committee at least 60
days prior to the start of season meeting. The Executive Committee will notify the members of the proposed amendment at least 30 days prior to the start of season meeting. Modification History 07/23/2013 Initial acceptance 08/01/2013 Addition to Article VI, Section e, 2 nd and 3 rd sentence Online survey via surveymonkey.com 71 email addresses sample period of 1 week 21 Approves; 0 Disapproves