Northwest Men s Lacrosse Booster Bylaws

Article I Name Northwest Men s Lacrosse Booster Bylaws The name of this organization shall be Northwest Men s Lacrosse Boosters. (the booster club ). The mailing address shall be P. O. Box 183 Oak Ridge, NC 27310, and all official correspondence will be directed to this address or through official website, TBD. Article II Purpose This organization shall operate as an unincorporated nonprofit organization as described under NCGS Section 59B-1 exclusively for the support of the Northwest Guilford High School ( NWHS ) Lacrosse program. Its fiscal year will run from August 1 to July 31. Accordingly, the Booster Club will strive: 1) To stimulate and sustain an enthusiastic interest among parents, lacrosse players, the NWHS student body, and members of the community in the NWHS lacrosse program. 2) To lend all possible support, financial and nonfinancial, to the activities of the NWHS lacrosse program within the guidelines specified by the Guilford County Board of Education, the NWHS administration, the NWHS Athletic Director, the NWHS lacrosse coaching staff and North Carolina High School Athletic Association (NCHSAA ) guidelines and regulations. 3) To participate (in cooperation with the NWHS Athletic Director, NWHS Head Lacrosse Coach or his designated coaching staff member(s)) in activities designed or conducted to promote the NWHS Lacrosse program. Article III Membership and Voting Rights Anyone interested in aiding, improving, and supporting the Booster Club is eligible for membership. Voting members consist of all members in good standing with the Booster Club. A member in good standing is a member who is current on the annual membership dues (to be determined annually by the board) and who represents the Booster Club with sportsmanship, courtesy and respect at meetings, booster club activities and games. All membership dues are nonrefundable and are due and payable no later the March 1 of each year. Disrespectful or illegal behavior, unsportsmanlike conduct and use of profanity will not be tolerated at the above events and can cause termination of membership. Once the regular lacrosse season has ended, no one may apply for membership in the Booster Club until the next season s membership drive begins. Date membership drive begins to be determined. 1

Current parents, family members and/or guardians of a registered lacrosse player on NWHS Boys Lacrosse team are considered voting members. Voting membership shall be entitled to no more than one (1) vote per registered player. Article IV Executive Board A. The Executive Board shall be composed of the duly elected officers, the NWHS Head Coach and 6 Members at-large as deemed necessary by the officers. B. The Executive Board is charged with the overall planning and management of the NWHS lacrosse booster club business including, but not limited to, fund raising and school spirit building functions. C. The Executive Board shall review all expenditure requests made to the club and make recommendations to the club membership concerning expenditures. No disbursements shall be made by the Treasurer until the Board has approved such expenditure. The Board has the authority to approve expenditures without approval of the membership of amounts up to and including $5,000. Expenditures over $5,000 must be approved by the majority action of the membership present at a general business meeting. D. All Executive Board members, excluding the President and Treasurer, will be responsible for one committee as a standing committee chair Article V Officers and Officer Duties The affairs of the organization will be managed by the Executive Board, which will consist of four (4) officers and six (6) members at large elected by the general membership. Officers will be elected prior to December 31 and shall serve beginning August 1 and ending July 31 of the next season. The new officer elections will be held by December 31 and the ten members will consist of at least two from each grade level with a maximum of three from each grade level. The members at large will elect the offices of the President, Vice President, Treasurer and Secretary. Starting in 2013, the elections will be made due to board members rotating off with two per grade level. In order to become an executive officer, the nominee must have served on the board for a period of at least one year. The officers and their duties will be as follows: 1. President a. Responsible for planning, assigning, supervising and directing activities of the Northwest Lacrosse Boosters, its meetings and activities; b. Presides at all meetings, and conduct the same according the rules adopted; c. Facilitates the general meetings of the members of the Northwest Lacrosse Boosters; d. States the issues of the agenda and is responsible for keeping meetings on agenda/task; e. Determines all questions of order; 2

f. Serves as the primary spokesperson for the NWHS Lacrosse Booster Club, except as otherwise specified; g. Communicates with the membership, board, school administration, coaching staff, and committees regularly to report on the management of the affairs of the organization; h. Maintains the Northwest Lacrosse Boosters President s journal/notebook; i. Votes on in the case of a tie. j. Co-signs disbursement forms at or above the amount of $1,000; k. Shall be an ex-officio member of committees established; l. Authorizes and signs all documents that are adopted by the Northwest Lacrosse Boosters; m. Annually reviews the structure of the Northwest Lacrosse Boosters and recommends changes to the Executive Committee; n. Shall turn over everything in his/her possession belonging to the Northwest Lacrosse Boosters to his/her successor at the end of his/her term; o. In the event of a vacancy of a board position (Vice-President, Secretary and/or Treasurer), the President shall recommend a replacement to serve the remainder of the term, and the Executive Committee shall approve per Article V of these by-laws; p. Performance of all other duties as deemed necessary by the Northwest Lacrosse Boosters; q. Manages the Northwest Lacrosse Booster calendar; r. Approves of and Northwest Lacrosse Booster communication (i.e.: mass mailings, email blasts, community connections etc.) s. President position will be voted on by members at large. 2. Vice President a. Assists the President with any delegated responsibilities; b. Attends all general membership meetings, and any assigned committee meetings and executive committee meetings; c. Facilitates the meetings in the absence of the President; d. Approves of apparel and spirit items for sale by the Northwest Lacrosse Boosters; e. Serves on the Executive Committee Board; f. Serves the remainder to the President s unexpired term in the event of the vacancy of the President s position; g. Performance of all other duties as deemed necessary by the Northwest Lacrosse Boosters. 3. Secretary a. Responsible for the retention and accuracy of any and all paperwork associated with the Northwest Lacrosse Boosters (i.e., By-laws, Player Personnel Files, Membership/Booster Files.etc.) b. Attends all general membership meetings, executive committee meetings and any general committee meetings, if applicable; c. If unable to attend meetings, recommends a substitute to the President for recordkeeping purposes only during absence; 3

d. Shall keep a record of all proceedings of the General Membership Meetings; e. Retains all general membership meeting minutes and maintains in a separate bound General Membership Meeting Minutes secretary s book; f. Shall keep a record of all proceedings of the General Membership Meetings; g. Retains all executive meeting minutes and maintains in a separate bound Executive Committee Meeting Minutes secretary s book; h. Submits executive meeting minutes to the Executive Committee for approval; i. Submits general meeting minutes to the general membership for approval; j. Provides and has available copies of meeting minutes at general membership meetings, upon request; k. Assists the President with any delegated responsibilities; l. Performance of all other duties as deemed necessary by the Northwest Lacrosse Boosters. 4. Treasurer a. Attends all general membership meetings, executive committee meetings and any general committee meetings, if applicable; b. Responsible for all cash and bank accounts; c. Reconciles accounts on a timely basis and safeguards accounts; d. Ensures that all receivables are properly accounted for, stated and in balance; e. Maintains accurate books and records and a strong reliable internal control system in accordance with acceptable accounting practices and principles; f. Disburses monies from the Northwest Lacrosse Booster general funds and shall pay expenses approved by the Executive Committee; g. Secures proper vouchers of said expenses prior to disbursement of funds; h. Reports a Profit and Loss Statement (monies available and allocated) of the general fund as required herein; i. Secures an official signature card on file with BB&T utilized to manage the funds of the Northwest Lacrosse Boosters; j. Receives and deposits monies of the Northwest Lacrosse Boosters in the organization s checking and/or savings accounts(s); k. Approves and/all finance and compliance changes (i.e., Budgeting, Auditing, Establishment and Compliance of 501(c)(3) application process and maintenance etc.); l. Performance of all other duties as deemed necessary by the Northwest Lacrosse Boosters. In the event the office of the President becomes vacant, the Vice President shall serve the remainder of the term as acting President. In the event of any other vacancy on the Executive Board, the Board may appoint someone to serve the remainder of the term. 4

Article VI Members at Large As stated, all Executive board members, excluding the President and Treasurer will be responsible for one committee as a standing committee chair. Standing, or permanent committees will consist of those identified below: Social Committee Concessions Committee Operations/Field Maintenance Committee Apparel Committee Fundraising Committee Finance/Compliance Committee Communication/Website Committee Membership Committee Each standing committee chair will be responsible for communicating its activities to the Executive Board. In the event of a vacancy, a committee chair will be recommended and voted upon by the Executive Board. Committee reports will be a regular item on the order of business at each meeting. Article VII Meetings The Booster Club meeting schedule will be set in August for the school year and the Executive Board will choose a standing time and place for all meetings. Any change in a meeting time or location will be communicated at least 48 hours prior to the scheduled meeting whenever possible. Special meetings may be called by the Executive Board with a majority vote. All members must be given verbal or written notice (including email) forty-eight (48) hours in advance of such meetings whenever possible. The legal authority for proper procedure in the meetings of the Booster Club shall be Robert s Rules of Order. If at any time, the membership becomes deadlocked on a subject or event and the meeting becomes unruly, the President may table the subject or event until the next meeting and call for the Executive Board to have a special meeting to further discuss and research the matter before the next meeting. The Executive Board may then choose to bring the subject or event 5

back to the membership for consideration, or to avoid further complications, the Executive Board, in the best interest of the membership, may rule on the subject or event. Article VIII Quorum and Voting for Executive & Membership Board Meetings A quorum for the election of offices, approval of motions presented to the membership or motions from the floor shall consist of the sum total of all at the called meeting. The number of votes needed for passage on any action will be a simple majority unless otherwise indicated herein. Article IX Finances and Contracts The Treasurer shall report financial status at each Executive Board meeting and general membership meetings. In August, the Executive Board will review the budget and submit a proposed budget to the Executive Board for consideration. All budgets will be combined and presented to the membership at the September meeting for discussion and approval. In addition, the President will meet with the head lacrosse coach and solicit their input on key needs of the program for the upcoming school year. The budget will be approved by a majority vote of the membership present at the September or first parent meeting. All payment authorizations exceeding $1,000 shall be signed by the Treasurer and President. The President and Treasurer are authorized to have debit cards. Debit card transactions shall not exceed $1,000 unless approved in advance by the Executive Board. When collecting cash, two individuals, one being a board member or committee chairperson, must count and sign off on the amount collected. All monies raised and collected must be accounted for and deposited within 30 days. Executive Board members and committee chairpersons may enter in contracts pending final approval of the Executive Board. Any expenditure over $3,000 requires a minimum of 3 bids. Exceptions will be granted if presented to the Executive Board and passed by a majority vote. An individual member, excluding board members, of the organization may submit a bid and may accrue a profit on such bid if approved by a majority and in conjunction with the required bid process. That individual shall not participate on a committee for which services are being proposed and shall be excused from any meetings where such bids are discussed. The forwarding balance in the general account should be a minimum of 10% of the amount raised that year to fund start-up purchases for the next year. An internal review by the Finance Committee will be required annually or when the books are turned over to a new Treasurer. The books will be audited within 30 days of the election of a 6

new Treasurer, providing cleared and approved books for the incoming Treasurer. More frequent reviews may occur if there is an indication of discrepancies in the books. Article X Elections Board member vacancies shall be elected annually by the general membership. The Nominating Committee shall consist of the Vice President and one member from each class and shall be selected by simple majority of the members present. This committee shall be appointed 60 days prior to the meeting in which the annual election will occur. Election guideline will be as follows: 1. A slate of officers will be presented by the Nominating Committee 30 days prior to the election. 2. Nominations will be accepted from the floor on the day of the election. 3. All officers must be members in good standing at the time of the elections and remain so during the term of office. 4. The elections will take place prior to December 31. 5. The method of election will be by secret ballot vote for all offices. 6. The number of votes required for election will be by majority vote of the general membership prior to December 31. 7. The Nominating Committee will appoint tellers to tabulate votes. Other guidelines may be set forth by the Nominating Committee as needed. Article XI Amendments All amendments must be in compliance with school guidelines. The organization by-laws shall be reviewed annually or as directed by the Guilford County School Board. Proposed amendments must be distributed one month prior to the vote for review by the general membership. A 2/3 vote of members present is required for approval. Article XII Dissolution Upon the dissolution of this organization, after paying or adequately providing for the debts and obligations of the organization, the remaining assets shall be distributed to one or more non-profit funds, foundations or organizations which have established their tax-exempt status under Section 501(c)(3) of the Internal Revenue Code. 7