Mission Statement: The North High School Booster Club of Eastlake, Ohio is dedicated to enriching the many facets provided for the student body and the community as it relates to Eastlake North High School. ARTICLE I Membership Any adult interested in serving the purpose of this organization shall be eligible for membership A. Applicants shall be considered members in good standing with full membership rights and voting privileges upon payment of the annual dues set by the membership. B. Annual dues are to be paid by November 1 st of the current school year in order for senior students to be eligible for senior scholarship. Scholarship monies will be awarded by the Booster club in May of the current school year as long as the scholarship funds are available. Enrolled Eastlake North High Students may attend a Booster meeting, with no voting privileges. ARTICLE II Dues Dues are to be determined by The Board of Trustees and subject to approval by the membership. ARTICLE III Meetings A. Regular monthly membership meetings shall be on the first Monday of each month. B. In the event of holidays falling on regular meeting days, an alternate day shall be determined at the monthly meeting immediately preceding the holiday. The annual election meeting shall be held in May of each year, and notice shall be emailed or handed out to each member at his/her last known address at least twenty-five (25) days prior thereto. Page 1 of 7
ARTICLE IV Special Meetings Special meetings of the membership or the Board of Trustees shall be called by the president, or the permanent member of the Board of Trustees. Permanent member of the Board of Trustees is the Athletic Director. E-mail shall not be considered a viable forum of a meeting as meetings are defined. A. Meetings of the Board of Trustees shall be held at a pre-arranged date, or at the call of the President, or the permanent member of The Board of Trustees. At meetings of The Board of Trustees, five (5) members shall constitute a quorum. B. A minimum of four (4) affirmative votes shall be necessary to pass any proposal. ARTICLE V Government The government of this organization shall be vesting in the Board of Trustees subject to the will of the membership. The Board of Trustees shall consist of four (4) officers (President, Vice- President, Secretary, and Treasurer) two (2) Trustees, and one (1) Permanent Member of The Board of Trustees (Athletic Director). A. The funds of this organization shall be withdrawn from the bank or banks with which they are deposited by the signature of the Treasurer; in the absence of the Treasurer the President shall have signing authority. B. No member of the Executive Board may authorize, offer the disbursement of funds (outside of standing invoices for services or materials) of the organization in excess of $500 without said disbursements first being reviewed and agreed upon by a majority vote of the Executive Board. A. Any member of The Board of Trustees missing three (3) consecutive meetings shall be subject to removal/replacement by the remainder of The Board of Trustees. B. A replaced trustee, by either removal or election, shall surrender all possessions belonging to said organization within three (3) calendar days. C. Vacancies of The Board of Trustees or in any office shall be filled by a vote of The Board of Trustees, such appointees to serve for the duration of the term of the individual being replaced, or until the next regular election. Page 2 of 7
Section 4: A. Any individual or group requesting funds from THE NORTH HIGH BOOSTERS CLUB OF EASTLAKE, OHIO must submit the requests to either the principal or the athletic director of the North High School. The principal or athletic director may then submit the request to The Board of Trustees for approval or rejection. If approved, The Board of Trustees will then present the request to the membership at the next regular or special meeting. Either the principal or the athletic director may deny requests without submitting them to The Board of Trustees. Request must be given to principal or athletic director 7-10 days prior to the next scheduled Booster Meeting. B. The Board of Trustees reserves the right to consider any donation in parts. If the board of trustees is willing to contribute any part of a donation request the portion not being considered will be understood as rejected and therefore not presented to the membership or vote. March of the Current School Year. ARTICLE VI Elections Not less than sixty (60) days prior to the annual election, the president shall appoint, with the approval of The Board of Trustees, a nominating committee of not less than three (3) members. April of the Current School Year. A. The nominating committee shall, not less than thirty (30) days prior to the annual election, decide upon and make recommendations to the members in writing at the regular meeting the names of the candidates for election. B. The nominated committee shall select at least one nominee for each trustee position. C. All persons nominated must be the parent or legal guardian of a child whose enrollment at Eastlake North High School will coincide with that nominee s potential term in office. D. All persons nominated must be a paid member in good standing of the Eastlake North High School Booster Club. Reference Article I, Section 2. Any member of the organization may submit suggested candidates for each office to the nominating committee by the April Membership meeting. Nominations can be made from the floor at the time of the nominating committee report. All persons nominated, must have attended at least four (4) regular meetings during the current school year and be members in good standing. All persons nominated must be the parent, step parent or legal guardian of a child whose enrollment at Eastlake North High School will coincide with that nominee s potential term in office. Page 3 of 7
Section 4: Election of the officers for The Board of Trustees shall be conducted at the annual election meeting in May. The stagger system of elections was implemented in 2003. Therefore, officers to be elected during even years are Vice-President, Secretary, and one Trustee. Officers to be elected during odd years are President, Treasurer, and one Trustee. Section 5: Voting shall be by secret ballot, and no person shall cast more than one ballot. Proxies will not be recognized. Section 6: Following the out-going president s annual report, new officers and trustees shall take office. This will be the June meeting. At the meeting the new fiscal year will also begin. Section 7: The term of office shall be for two years. Any officer may run for two (2) consecutive terms. An officer s term in office is contingent upon maintaining the eligibility requirements as set forth in Article VI; Section 3. No officer may serve more than two (2) consecutive terms in any position. They may, however, run for that position again following either a term in another office, or an equal amount of time out of office and provided they meet the eligibility requirements as set forth in Article VI; Section 3. Section 8: The past president will be a non-voting member of The Board of Trustees and shall be responsible for guidance of the incoming trustees. This shall not mean that the out-going president cannot again run for The Board of Trustees as is stated in Article VI, Section 7. ARTICLE VII Duties of Officers The president, as chief executive officer of the organization, shall oversee the organization s affairs and activities. He/She shall make an annual report at the end of each fiscal year to the members. He/She also shall preside at all general meetings and The Board of Trustees meetings. The vice-president shall preside at membership and The Board of Trustees meetings in the absence of the president. He/She shall be responsible for the supervision and coordination of all committees. The secretary shall keep a permanent record of the minutes of all meetings, including minutes of The Board of Trustees and shall be custodian of all official records of the organization. Page 4 of 7
Section 4: A. The treasurer shall keep the financial books of the organization, collect and disburse all funds at the direction of The Board of Trustees and shall report in detail to The Board of Trustees, then presented to the membership at the beginning of the fiscal year and such times as directed, on the financial condition of the organization. B. Securing all incoming funds and after documenting them, depositing them into the designated bank account. Obtain all invoices for services rendered, and merchandise received then paying all invoices. Obtain and document donations made by the Booster Club through the Bingo program to each group/club/team in the school and maintain records that coincide with those of the Athletic Director. Identifying and resolving any discrepancies. Participate in or observe any and all audits, or meetings involving the financial health of the Booster Club. C. Provide accurate reports to the Executive Board and General Membership at the regular meetings. D. The office of treasurer shall be bonded for no less than (needs to be more than amount listed to be determined how much) dollars. Section 5: Each trustee shall be responsible for such specific activities as designated by the president. The permanent trustee, which is the Principal of Eastlake North High School, shall act as a liaison between the Booster Club and the school administration with no voting privileges. ARTICLE VIII Committees The president shall determine, with the approval of The Board of Trustees, the committees deemed proper and necessary to fulfill the object and purpose of the organization. All committees shall be directly responsible to the vice-president. Refer to Article 7; section 2. Committees shall be considered subsidiaries of the Eastlake North High Booster Club and committee chairs shall work in conjunction with the Vice President as designated in Article VII Section 2. A list of suggested Standing Committees shall include but not be limited to, Bingo, Concessions, Membership, Sunshine, and Scholarship. A. The Concessions Manager is responsible for procuring all items needed to operate the stands properly, including securing the most cost efficient discounts from local merchants. I. In addition to shopping, the Concessions Manager coordinates the volunteers based on need to ensure that the stand runs at peak efficiency. Page 5 of 7
II. III. As the season is divided into three parts, (Fall Outdoor, Winter Indoor, Spring Outdoor) the Concessions Manager shall provide a full inventory and accounting of the sales and proceeds for each season. This seasonal accounting will allow for purchases and sale of all items to be accurately assessed as much of the merchandise is carried over from one event to another. Proceeds from each event will be deposited into the Booster account, less any startup or merchandise replacement funds. B. Scholarship committee, a volunteer committee is formed in February of the school year. Parents of seniors that school year are not allowed on the Scholarship Committee of that year. The Scholarship committee then receives copies of all essays written by the students. All essays are then checked for accuracy of criteria written by the Scholarship committee. The committee will then meet to discuss the essay s contents and what that student has done at North High, and what their parents did as well. A decision is then made for up to 6 scholarships. C. The sunshine committee's mission is to promote good will throughout the North Community by acknowledging births, deaths and teacher appreciation. Acknowledgements will be in the following: I. A floral arrangement will be sent upon a. birth announcement of any teacher employed at Eastlake North High b. death of an immediate family member of a teacher, board member (current or former) II. III. A monetary donation will be sent to the family in lieu of flowers to any student who passes away during the calendar year. As of 2012 a $125.00 donation has been approved by the Board. A tray of food will be sent to the teachers at lunch during the week before Holiday Break. Ideas range from donuts, cookie tray, sandwich tray or sheet pizzas. Along with the tray, a note of appreciation. The president shall be a member of all committees not the president of all committee s and as a member shall recognize the leadership and responsibilities of the sitting committee chairperson. Page 6 of 7
ARTICLE IX Rules of Order The President of the Executive Board (or Vice President in the Presidents absence) shall: A. Control the meeting by following a pre-designated Agenda or Items for Discussion The meeting shall stick to said agenda. B. Having been recognized by the chair, You cannot speak more than twice on the same issue until everyone else wishing to speak has spoken. You will have a time limit of 2 minutes per person. C. Wrap up meetings with a clear statement of the next steps and who is to take them. Robert Rules of Order Newly Revised shall be consulted and take precedence over any rules of order that are not specifically outlined in Article IX ARTICLE X Revisions These by-laws may be revised by a two-thirds vote of the members present at any regular ore special meeting, provided that the proposed revision was first submitted to The Board of Trustees for their approval, and provided further, that written notice of the proposed revisions(s) has been emailed to the last known address of each member at least ten (10) days prior to the date of such meeting. Unless a proposed By-Law change is in violation of the Articles of Incorporation of the organization, The Board of Trustees must submit it to the membership at a regular meeting. Submitted by: The North High School Boosters Club of Eastlake, Ohio Rev. (03/12) Page 7 of 7