Natomas High School Athletic Booster Club By-Laws Adopted: September 10, 2012 Page 1 of 8
Natomas High School Athletic Booster Club By-Laws Article I: Name of Organization The organization shall be known as the Natomas High School Athletic Booster Club, located in the City of Sacramento, California. Article II: Purpose of the Organization This association is organized exclusively for charitable purposes within the meaning of section 501(c) 3 of the Internal Revenue Code. The purposes of this organization shall be to support and encourage all approved athletic extracurricular activities at Natomas High School (NHS). NHS Athletic Booster Club will encourage good sportsmanship among the students and parents by following California Interscholastic Federation (CIF) endorsed Pursuing Victory with Honor, the school and the community at all school activities engaged in or conducted by NHS. This organization shall not participate in any political campaigns or try to influence any legislation. The property of this organization is dedicated to charitable purposes. No part of assets or income shall benefit any director, officer or individual person. Upon dissolution of the organization, all assets remaining after payment or provision for payment, of all debts and liabilities of this organization shall be distributed to a nonprofit fund, foundation, or corporation which shall be organized and operated exclusively for the charitable purposes and which has established its tax-exempt status under Section 501(c) 3 of the Internal Revenue Code. Article III: Governing Procedures The Brown Act and Robert s Rules of Order Revised Edition, shall govern the procedures of all NHS Athletic Booster Club meeting(s) and sub-meeting(s) structure, unless otherwise specified in the NHS Athletic Booster Club Bylaws. Article IV: Amendments The Executive Board and NHS Athletic Booster Club members shall approve all amendments to the NHS Athletic Booster Club Bylaws. Adoptions of such amendment(s) shall occur upon a two-thirds majority vote of the Executive Board and NHS Athletic Booster Club members present at a regularly scheduled meeting. The amendment shall become effective immediately upon a passing vote of the general membership. Page 2 of 8
Article V: Natomas High School Appointee The Principal of NHS shall represent the Office of the Principal or shall appoint an Advisor. The Principal or Advisor shall ensure that the NHS Athletic Booster Club acts in accordance with the philosophy and policies of NHS. The Principal or Advisor shall keep the school informed of all matters involving the NHS Athletic Booster Club in all its activities, including fundraising. The Principal or Advisor shall attend every monthly General meetings and Executive Board meetings. Article VI: Executive Board Section I. The NHS Athletic Booster Club Executive Board shall be comprised of the following elected officers: President, Vice President, Secretary, Treasurer, Fundraising Coordinator and Membership Coordinator. The Executive Board may appoint the following positions as needed: At-Large and Executive Board Advisor for the term of one year. The following cannot be voting members of the Executive Board: Head Coaches, Advisor or spouse/significant other of a Head Coach or Advisor. Section II. The President shall: a. Meet with the Executive Board prior to each monthly meeting to plan and publish NHS Athletic Booster Club agenda(s). b. Ensure that all agenda(s) and communication(s) assigned to the NHS Athletic Booster Club comply with the Brown Act. c. Preside over all regular and/or special meetings. d. Ensure all the objectives and purposes of the NHS Athletic Booster Club are maintained and executed by the general members. e. Supervise all fundraising activities and official communications. f. To ensure timely filing of federal and state taxes and Renewal of Corporation Status g. To ensure publication of communications within the Community, i.e., community newspaper, on-line, district website, as needed. Section III. The Vice President shall: a. Preside over meetings when the President is unable to. b. Ensure that all meetings run on time and stay on task. c. Ensure all the objectives and purposes of the NHS Athletic Booster Club are maintained and executed by the general members. d. Assist with membership coordinator and also act as corresponding secretary. e. To submit use permits for general membership and executive board meetings and on-campus activities such as the Crab Feed. f. Monitor Booster e-mail, campus mailbox and off-campus postal box weekly g. If the secretary is not present at a meeting, the Vice-President will record and transcribe the meeting minutes. Page 3 of 8
Section IV. The Treasurer shall: a. Must be an extensively active and paid member in the NHS Athletic Booster Club two years prior or an Executive Board member for one prior to his/her election. b. Keep an accurate, permanent record of all transactions. c. At the time a deposit is received, verify accuracy of all monies received and issue a receipt. A deposit will be made in the name of the organization in the approved bank account. This receipt shall have two signatures on it, the Treasurer and the individual making the deposit. d. Receive and maintain a copy of the bank and deposit slip for any deposit made. e. Pay disbursements only if reimbursement/disbursement forms are signed by the Advisor for team specific requests and by the Club President for General Fund requests. f. Keep an accurate record of all receipts and disbursements in a ledger, which is a permanent record of NHS Athletic Booster Club. g. Present a Treasurer s report at each regularly scheduled meeting. h. Supervise all monetary activities. i. Every effort will be made to leave a balance of $5000 in the General Fund at the end of each school year. j. Track and document any funds requested from the General Fund by individual teams. k. By October 1, year-end financial reports are created to be used for completion of annual federal and state taxes. Section V. The Secretary shall: a. Be responsible for recording the minutes of each regular meeting and Executive Board meeting. b. Ensure executive board meeting minutes are distributed to the Executive Board members for review within 72 hours after the Executive Board meeting. General membership minutes will be forwarded to the Executive Board within two weeks following the meeting. Final General Membership minutes will be completed one week prior to the next membership meeting. c. Publish / post and email members meeting agenda 72 hours prior to the general meeting. d. Email membership event notices as needed. e. Distribute updated letterhead to Executive Board by the end of May. Section VI. The Membership Coordinator shall: a. Work with the NHS Advisor to promote membership at NHS events (i.e. registration, back-to-school night, open house). b. Keep an accurate record of all memberships, collect membership donations and coordinate with treasurer for deposit. c. Distribute membership gifts or cards to new members in a timely manner. Page 4 of 8
d. Distribute electronic membership report to Executive Board one week prior to general membership meeting. Section VII. The Fundraising Coordinator shall: a. Facilitate and promote NHS Athletic Booster Club fundraising events. b. Keep an accurate record of all fundraising activities and collect fundraising proceeds. c. Communicate fundraising progress to members. d. Coordinate the Sign Program. e. Provide support to individual team fund raising efforts as needed. f. Facilitate annual fund raising calendar by the end of July. Section VIII. The Advisor shall: a. Act as a liaison between the school administration and the NHS Athletic Booster Club. b. Ensure that all NHS and District policies are followed. c. Keep the Principal informed of all NHS Athletic Booster Club activities. d. Keep the NHS Athletic Booster Club informed of all school activities and events. e. Attend all NHS General Membership and Executive Board meetings. f. Report on all current NHS Athletic financial issues regarding gate income and department income and expenses. g. Provide general athletic report at General Membership meeting. Section IX. The At-Large Position shall: a. Fill in job duties if there is a vacant position as needed. Section X: The Executive Board Advisor shall: a. Shall meet with newly elected Executive Board to facilitate the transition into their positions. b. Oversee nominations and elections at the general membership meetings. c. Be included in electronic communications. d. In order to become an Executive Board Advisor he/she must have held a position on the Executive Board for three years. This advisor will attend the Executive Board meetings during the months of April, May and June to assist in the transition of the newly elected Executive Board. The term for this position is open-ended. Page 5 of 8
Article VII: Sports Team Representatives The Head Coach of each sport must attend at least a minimum of 4 meetings. At which time the Head Coach can appoint 1 team representative for the executive board to recognize as said representative. This Team Representative can only represent 1 team per coach and be an active paid member with voting and decision rights for said team. The Team representative shall provide information on the activities of the sport they represent including fundraising activities, sporting events, awards, parent participation needs and season statistics. All fundraising will need to be done by the team electing not to participate. Article VIII: Record Keeping Requirements All Executive Board members shall maintain an informative, instructive file on any and each activity that he/she is planning and/or executing for the benefit of the NHS Athletic Booster Club. All informational files maintained on any NHS Athletic Booster Club project shall include pertinent information, such as, contact persons or organizations, supplies or equipment needed, bids and prices procured, volunteer scheduling, requisite approvals and all information needed to ensure the successful planning and execution of each NHS Athletic Booster Club project. At the end of each term, these records will be given to the new Executive Board. Article IX: Nominations and Elections Nominations for Executive Board officers shall be made by the previous Executive Board and the NHS Athletic Booster Club members every year at the March regular scheduled meeting. From the list of nominees, a vote shall be cast by each active NHS Athletic Booster Club member at the April general membership meeting or via electronic absentee ballot received no later than the day of the April election. The electronic ballots will be emailed to the Secretary and given to the Membership Coordinator to verify active membership. The ballots will then be given to the Executive Advisor at the time of ballot tabulation. The newly elected board members shall take their positions upon election and oversee the May meeting. Article X: Terms of Office A regular term of office shall be two years in length, commencing with the May general membership. President, Secretary and Fundraising Coordinator elections on odd years. Vice President, Treasurer & Membership Coordinator shall have a two year length, commencing with the May general membership on even years. Page 6 of 8
Article XI: Attendance and Vacancies After a member of the executive board has unexcused absences from a regular scheduled meeting on two consecutive occasions, the position may be declared vacant by a majority vote of the Executive Board. Article XII: Meetings Section I. Regularly scheduled meetings shall be held monthly, on a date set by the presiding executive board. The President may call a special meeting with a minimum of 72-hours notice. The only business to be conducted at a special meeting is the business for which the meeting was called. Section II. Each regular meeting shall have a prepared agenda. Preparation of such agenda is the President s responsibility. All agendas shall be posted 72 hours prior to regular scheduled meeting(s). Section III. Order of Business of Regular Meeting: 1. Reading of the minutes of previous meeting 2. Financial report 3. Applications for new membership 4. Acceptance of new members 5. Report from Membership Coordinator 6. Report from Fundraising Coordinator 7. Reports from committees 8. Correspondence 9. Report from Advisor 10. Reports from Coaches or their representatives 11. Unfinished business 12. New Business Information Item(s) Action Items(s) 13. Adjournment Page 7 of 8
Article XIII: Voting and Quorums Section I. Only Executive Board members and active members will be eligible to vote. Section II. A quorum for the transaction of NHS Athletic Booster Club business at a General Membership meeting shall be comprised of at least three members of the Executive Board and four members of the NHS Athletic Booster Club. A quorum at the Executive Board shall consist of four members. A majority vote of the quorum shall constitute a valid vote. Section III. No Board member may vote upon a matter in which he or she has a direct financial interest. A Board member must disclose the existence of a potential conflict and withdraw from further deliberation or voting on this matter. Any such disclosure and withdrawal shall be fully documented in the NHS Athletic Booster Club meeting minutes. Article XIV: Membership Section I. The membership of NHS Athletic Booster Club shall be open to coaches, family members, students, teachers, and community members. The NHS Athletic Booster Club is organized for nonprofit purposes and the individual members will not derive profit there from. Members will be required to pay annual membership dues to be considered active. If a team elects not to participate in the NHS Athletic Booster Club, then no representative needs to attend, however, they will not be eligible for any funds from the NHS Athletic Booster Club. Article XV: Disbursement of Funds Distribution of general funds to each sport may occur via submission of Wish Lists. Each sport is responsible to submit a prioritized list of desired items and costs to the Executive Board one month prior to the start of their season (July for Fall sports, November for Winter sports, and January for Spring sports). Fulfillment of Wish Lists is not guaranteed and the Executive Board will determine the amount to be donated per team per budgetary allowances. Funds may be denied to a team not in Good Standing with the NHS Athletic Booster Club. General funds will be utilized to purchase team awards (a maximum of three 8x10 plaques for Varsity, two 5x7 for JV and two 4x6 plaques for freshman teams), certificates for all student athletes and letters and sport patches for Varsity and JV student athletes. Categorical fundraising funds (i.e. football fundraiser, basketball fundraiser) will be dispersed into the teams Booster sports account. Page 8 of 8