Article I Name and Location Normal Community West High School Booster Club By-Laws Adopted 10/3/2012 The name of this organization shall be: Normal Community West High School Booster Club (hereinafter referred to as the Booster Club). The official address of the Booster Club will be c/o Normal Community West High School, 501 North Parkside Road, Normal, IL 61761. Article II Articles of Organization The articles of organization include the bylaws of this organization and the certificate of incorporation. Article III- Purpose The purpose of the Booster Club is to promote and provide financial support for interscholastic athletic activities and all IHSA sponsored programs at Normal Community West High School. Said corporation 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 the corresponding section of any future federal tax code. Article IV Other Provisions No part of the net earnings of the corporation shall inure to the benefit of or be distributed to any director, employee or other individual, partnership, estate, trust or corporation having a personal or private interest in the corporation. Compensation for services actually rendered and reimbursement for expenses actually incurred in attending to the affairs of this organization shall be limited to reasonable amounts No substantial part of the activities of the corporation shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the corporation shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office.
Notwithstanding any other provision of these articles, the corporation shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or (b) by a corporation, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or the corresponding section of any future federal tax code Upon dissolution of this organization, its assets shall be disposed of exclusively for the purposes of the corporation or distributed to such organizations organized and operated exclusively for charitable purposes which shall, at the time, qualify as exempt organization under section 501(c)(3), or shall be distributed to the federal government, or to a state or local government, for a public purpose Article V Membership Section 7 Parents and guardians of Normal Community West High School students, alumni, faculty and all person and parties interested in the purposes of this organization shall be eligible for membership. A membership shall be considered a family membership, making all members of the household 18 years or older, members of the organization. The dues of the Booster Club shall be payable upon joining. The membership year shall be from July 1 to June 30. The Booster Club Board of Directors at its discretion can waive membership fees or grant honorary membership. Each case will be judged on the individual merits of the person seeking membership. Each participating member shall be entitled to vote on matters submitted to a vote of the membership. A membership includes the name/names listed on the application over the age of 18. Each household member over the age of 18 shall be entitled to obtain individual membership, if desired, by payment of the appropriate dues. All members of the Booster Club shall act in good faith at all events (social and athletic) and represent Normal Community West High School in an honorable and dignified fashion. Section 8 The Board of Directors by affirmative vote of two-thirds of all members
of the board may suspend or expel a member for cause after an appropriate hearing. Section 9 Any member may resign by filing a written resignation. Any dues paid are not refundable. Membership is not transferable or assignable. Article VI Meetings and Voting Board meetings will be held monthly during the school year and as needed during summer months. All members are invited to meetings which will be held at Normal Community West High School. Dates and times will be announced in advance of meeting. A General Membership Annual meeting will be held in May at such place and time as shall be determined by the Board. Officers for the following year will be elected at this meeting. Special meetings of members may be called either by the President, The Board of Directors, or by written request of ten of the voting members. Notice of such meeting will be given by public notice on the Booster Club website at http://www.unit5.org/ncwhs/sports3/boosters/boostersmain.html The presence of not less than 7 members eligible to vote shall be required to constitute a quorum for the transaction of business at any special or annual meeting of the Booster Club including 3 officers. At each meeting, each member shall be entitled to one vote and there shall be no proxy voting. A majority of those present and eligible to vote shall be required for questions brought to vote. The Rules contained in the current edition of Roberts Rules of Order shall govern the Booster Club in all cases to which they are applicable and in which they are not inconsistent with Federal, State, local law, the articles of incorporation, these bylaws, and any special rules of order the NCWHS Booster Club may adopt. Article VII Board of Directors The affairs of the Booster Club shall be managed by a Board of Directors who are current active Booster Club members and have a current Normal Community West High School student. The Board of Directors will consist of a President, Vice President,
Secretary, Treasurer and all standing committee chairpersons. New committee chairs appointed during the year will also be part of the Board. Section 9 The President, Vice President, Secretary and Treasurer (Executive Committee) shall be individuals selected by popular vote of the members at the annual meeting. Committee chairpersons will be selected by the Executive Committee. The Board shall have the authority to suspend, discharge or discipline any member whose conduct is considered detrimental to the best interest of the Booster Club. The Board shall attend and preside at all monthly meetings and shall meet as a Board at such other times as needed and called by the President. The Board of Directors may accept on behalf of the Booster Club any contribution, gift, bequest or devise for the general purposes or for any special purpose of the organization. The Executive Committee (by unanimous vote) may make financial decisions that are time sensitive between the monthly Board meetings as needed. Article VIII Officers The officers of the Booster Club will consist of a President, Vice President, Secretary, and Treasurer. The officers of the Booster Club will be elected annually during the General Membership Annual meeting held in May previous to their term year. At least thirty days prior to the annual meeting, a Nominating Committee shall be appointed by the Board of Directors to obtain and nominate a slate of officers for the following fiscal year. Officers shall be elected by voice, unless there are nominations from the floor in which case vote shall be by ballot. The newly elected Board of Directors shall take office on July 1 following the election. All officers shall be eligible for reelection and no term limits shall be in effect. Any officer elected or appointed by the Board of Directors may be
removed by the Board of Directors whenever, in its judgment, the best interest of the Booster Club would be served thereby. Section 7 Section 8 Section 9 0 A vacancy occurring in any office shall be filled for the remainder of said term by a person elected by the majority vote of the remaining board members of the executive board. In the case a vacancy occurs in the office of the President, the Vice President shall serve notice of the election for a Vice President and assume the position as President. The President shall be the principal executive officer of the Booster Club and shall preside at all Board of Director and membership meetings. He will be an Ex-Officio member of all committees except the Nominating Committee, may create new committees as necessary, and coordinate the work of the Board of Directors and various committees. He will provide a meeting agenda to the Secretary for membership distribution one week prior to all meetings. The President will serve as the Booster Club spokesperson at requested events. The President will be cosigner on all financial accounts and provide second signature on payments over $250.00 The Vice President shall act as an aide to the President and shall perform the duties and shall have the powers of the President in his absence. The Vice President shall chair the standing Membership Committee. The Vice President shall perform the duties of Secretary in his absence. The Secretary shall record the minutes of all Board and Membership meetings and post these minutes on the Booster Club s website no later than one week prior to the next scheduled meeting. He will send all necessary correspondence on behalf of the Booster Club whether by post or electronically. He will have a current copy of the bylaws. The Secretary shall maintain the membership list with current postal and email addresses and phone numbers. The Secretary will coordinate all information posted on the Booster Club s website. The Secretary will also transmit all records and correspondence to any person elected to succeed him in office. The Treasurer shall have charge and custody of and be responsible for all funds and securities of the Booster Club and, in general, shall perform all duties incident to the office of Treasurer. He will keep an accurate record of receipts and expenditures and present a financial statement at every Board and Membership meeting. He shall receive and give receipts for moneys due and payable to the Booster Club from any source and deposit all such moneys in the name of the Booster Club in designated banks. The Treasurer will pay funds in accordance with the approved budget, incidental expenses and
approved fund requests at authorized by the Booster Club. The Treasurer will control all credit applications filed on behalf of the Booster Club and monitor the use of such credit. The Treasurer will be responsible for completion and filing of appropriate forms as required by the United States Internal Revenue Service. The Treasurer shall provide the books of the Booster Club and such other documentation as requested to the person who succeeds him in office. Disbursements of funds over $250.00 requires 2 signatures; the Treasurer and the President. 1 2 All officers shall deliver to their successor, all official documents and any materials related to their previous position, within 30 days following the meeting at which their successors take office (July meeting). All officers are volunteers; none are paid compensation for services performed. As such, no officer shall incur personal liability as a result of serving on this board. Article IX Standing Committees The Fund Raising Committee shall work with members to secure funds for distribution to the various athletic teams and spirit programs at Normal Community West High School. This committee will also review the Booster Club finances at the conclusion of each term. The Booster Club President oversees this committee. The Homecoming Committee shall conduct all affairs necessary to carry out functions associated with the Homecoming activities. The Booster Club secretary oversees this committee. The Membership Committee shall take steps necessary to procure, maintain and motivate growing Booster Club membership. Dues, membership levels, and membership items will be recommended by the Committee with final majority vote approval from the general Booster Club membership. The Committee will find parent representatives for each sport. Parent Representatives shall serve as communication liaisons between the team/coach they represent and the Booster Club. They will inform team parents of volunteer needs for their sport, work with the coaches to bring team fund requests to the Booster Club Board Meetings, help with Booster Club fundraising coordination on behalf of the team and keep the Booster Club informed of special team events. The Booster Club Vice President shall oversee this committee. The Public Affairs Committee shall use communications necessary to promote school spirit at Normal Community West High School, notify
members of activities and distribute all newsworthy information to members. The Booster Club Secretary shall oversee this committee. Section 7 Section 8 Section 9 The Concessions Committee shall be responsible for securing personnel, food and equipment necessary for the running of concessions at school activities. The Committee assists the Concessions Buyer. There will be two buyers: one outside concessions, one inside concessions. The Concessions Buyer is only responsible for maintaining stock for their respective stand. This committee will work with the Team Parent Representatives and Team Coaches and the Booster Club Treasurer. The Scholarship Committee shall be responsible for creating the application, setting all due dates, and generate all communications necessary to promote the Cat-A-Tude Scholarships that the Booster Club awards. The Committee will produce the candidate s applications for a blind vote to a committee made up of school staff, administration, and a board member. The Committee will break any ties. The Committee will be responsible for obtaining the award monies from the Treasurer and presenting the awards at the Senior Awards Night in May. The Booster Club Vice President shall oversee this committee. The Nominating Committee shall select nominees for each office to be filled and report at least 7 days prior to election via electronic notification to all members. During the election at the May general membership meeting, an opportunity shall be given for nominations from the floor. Candidates must be current members of the Booster Club and in good standing. A majority vote of the general membership will elect officers. Each committee will be provided a budget to be voted by the Board of Directors at its September meeting. Each committee will then have the authority to spend the budgeted funds as they deem appropriate. The Chairperson of each committee shall be appointed by the President, with the approval of the Executive Board. Article X Amendments The proposed amendments shall be discussed at the Board of Directors
meeting. Notification of the proposed amendments will be posted for electronic viewing to the General Membership at least one month prior to being presented for a vote. The Bylaws may be amended by a two-thirds vote of the members present at a meeting. Article IX Fund Requests Coaches shall obtain a fund request from either the Athletic Director or by using the Booster Club website. Fund requests must be approved by the Athletic Director. Coaches or a Parent Representative will be given the opportunity to present the fund request at the next available Booster Club meeting. All fund requests will be voted upon by the attending membership by majority vote. Monies will be paid by the Treasurer and presented as payment to seller for the specific items, or reimbursed to the athletic department or team with a receipt. Article X Dissolution This organization shall be dissolved at any time if it fails to maintain the purpose of the Booster Club. Any funds and properties of the Booster Club remaining after payment of all debts and expenses shall be transferred to the Athletic Director of Normal Community West High School to be used at his discretion.