New Palestine High School Athletic Booster Club Bylaws Original: February 3, 2015 Amendments: May 5, 2015 Distributed at first meeting of year: August, 2015 Amendments: January 24, 2016 Current as of April 3, 2016 ARTICLE I: NAME The name of this organization shall be the New Palestine High School Athletic Booster Club. ARTICLE II: OBJECTIVES The objectives of the organization are as follows: 1. To encourage excellence in athletic education and performance; 2. To support these efforts financially; 3. To encourage student, parent and community participation in the Athletic Program; 4. To foster enjoyment of and encourage lifelong appreciation for athletics; and 5. To provide support and assistance to the athletes and coaches. ARTICLE III: MEMBERSHIP Membership shall be open to all parents of NPHS students, NPHS alumni, and friends of NPHS. All members of the organization are encouraged to attend General Membership meetings, join committees of the organization, and bring forth issues and recommendations for the good of the organization. The General Membership is responsible for the nomination of Officers. The Executive Board may, at its discretion, establish different levels of membership, such as individual, family, or honorary. ARTICLE IV: EXECUTIVE BOARD MEMBERS Section 1: The affairs of the club shall be managed by an Executive Board who shall comply with the Bylaws of the New Palestine High School Athletic Booster Club. The Athletic Director shall represent the administration of New Palestine High School and shall serve as a member of the Executive Board. A representative of the NPHS staff may serve as a member of the Executive Board. The Executive Board shall consist of the President, Vice President, Treasurer, Secretary, and the Membership Chair. The Athletic Director of the High School shall be copied on all Executive Board Member communications. Section 2: The EXECUTIVE BOARD shall be responsible for oversight of all Athletic Booster Club activities. The Executive Board shall serve from July 1 until June 30.
Section 3: The PRESIDENT will preside at all meetings of the Executive Board as well as at general membership meetings. The President shall organize and chair committees to meet the mission of the Athletic Booster Club, and work with the Athletic Director and Head Coaches to appoint a member to serve as Representative from each team sport. The President shall report his or her activities at the monthly general membership meeting. The President s position mayl include the duties of Booster Club communications overseeing the website. The President shall draft the agenda for each meeting. The President will arrange for an annual internal audit of the financial records of the organization to be performed by a minimum of three (3) people, at least one of which shall not be an Executive Board member Section 4: The VICE PRESIDENT shall assist the President and serve in his or her absence at the discretion of the Athletic Director. The Vice President is responsible for working with the Executive Board to find chairs and volunteers for the Booster Club events. The Vice President position will include the duties of Booster Club Fundraising - overseeing the committee chairperson(s). Section 5: The TREASURER shall collect all membership dues and monitor the income and expenses of the Booster Club. The Treasurer shall submit a financial report at monthly general membership meetings. The Treasurer shall file any tax documents required by income and status of the Booster Club. Section 6: The SECRETARY shall keep a record that includes minutes of the monthly general membership meetings, accounts of the general membership meeting and a copy of the by-laws. The Secretary will also send and help draft official correspondence for the Athletic Booster Club. Section 7: The MEMBERSHIP CHAIRMAN shall be responsible for keeping an accurate record of all Booster Club members and their dues status. This duty shall be done so as to maximize the enrollment of the Booster Club membership. The Membership Chair is encouraged to attend or appoint another committee member to attend sport meetings/functions to encourage membership. Section 8: All EXECUTIVE BOARD members, OFFICERS, SPORT REPRESENTATIVES, and MEMBERS volunteering in service to the Athletic Booster Club shall conduct themselves and perform their duties with respect to the ideals and Principles of NPHS. Their performance shall be in accordance with school regulations and adhere to guidelines set forth by the IHSAA. Questions concerning any Athletic Booster Club activity should be addressed immediately to the Athletic Director of NPHS. Conflict of Interest. Any Board Member, or Committee Member having voting powers delegated by the Board, who shall directly or indirectly benefit, or has a family member who shall directly or indirectly benefit, from a fundraising activity being considered by the Corporation shall recuse him/her self from any vote on said activity Section 9: No member of the Executive Board shall serve more than four (4) consecutive years in the same position, including the fulfillment of an un-expired term of a previous board member. Section 10: A simple majority vote of the Executive Board shall constitute a quorum.
ARTICLE V: OFFICERS & STUDENT REPRESENTATIVES Section 1: The Officers of the Organization shall be President, Vice-President, Secretary, Treasurer, and the Membership Chair. The officers shall be adult members elected at an annual (June) meeting. All elected officers shall serve for a two-year term. Section 2: Vacancies. In case of a vacancy of any office, The Executive Board shall fill the vacancy. Section 3: Student Representatives. The male student athlete(s) and female student athlete(s) shall not be voting members of the Executive Board. Such persons shall be appointed by the President and Athletic Director in consultation with the Athletic Coaching Staff. Such designated persons shall be representatives of the NPHS student body. ARTICLE VI: COMMITTEES & SPORTS REPRESENTATIVES Section 1: The following committees of the NPHS Athletic Booster Club are established and designated as standing committees. All standing committees should have a minimum of three (3) members. Chairpersons shall either be nominated at the annual meeting in June or appointed throughout the year at general membership meetings. Co-chairpersons are acceptable on each committee that is not on the Executive Board. The term of each chairperson shall be one year. All Standing Committee Chairs shall report on their activities at the monthly General Membership meetings. The standing committees are: a) The Membership Committee is charged with obtaining broad community involvement in the organization through the solicitation of memberships b) The Fundraising Committee shall identify and implement activities and projects necessary to assist the organization in raising funds. c) The Concessions Committee is charged with the general operations of the concession stands at NPHS. This includes, but is not limited to, ordering necessary supplies, hiring concession stand managers, scheduling volunteers to operate the athletic concession booths during all assigned activities and special events occurring throughout the school year and overseeing the maintenance of all equipment. d) The Apparel Committee shall be responsible for the creation, purchasing, sales, distribution, and inventory of NPHS merchandise, not including those items handled separately by individual committees. The Committee is responsible for accurate accounting of all expenses and revenues and shall report monthly at the general membership meetings. e) The Sports Program Committee shall be responsible for the creation, scheduling, printing, and advertising, of the NPHS Sports Program. The Committee is responsible for the accurate accounting of all expenses and revenues and shall report monthly to the general membership. f ) The Nominating Committee is charged with presenting a single slate of candidates for the Election of Officers at the Annual Meeting in April of each year. The Committee is also responsible for submitting names to the General Membership throughout the year for consideration in the event of a vacancy in an office. Section 2: The President, in conjunction with the Athletic Director, shall establish ad hoc committees as necessary for the efficient operation of the organization, e.g., Audit.
Section 3: Sports Representatives: These persons shall be appointed by the President and the Athletic Director in consultation with his/her specific sports staff. Sports teams shall include all cheerleading teams. Such designated persons should be the parent of a member of the NPHS varsity team for that sport. If necessary, the same person may be the Sports Representative of more than two sports teams at the same time. Sports Representatives shall perform the following duties and responsibilities: meeting with coaches and parents to act as the liaison between the athletic team they represent and the NPHS Athletic Booster Club; keeping the Athletic Booster Club informed of activities during that sport s season and year round; attending general membership meetings, organizing volunteers from athletic teams to participate in Athletic Booster Club events, including fundraising. Sports Representatives shall not be voting members of the Executive Board. Sports Representatives shall be appointed for all varsity athletic teams at the annual June Meeting. It is strongly encouraged that these persons be chosen for their enthusiasm and desire to promote and develop NPHS sports to the maximum enjoyment for all the players and fans. ARTICLE VII: MEETINGS Section 1: The Executive Board shall meet twice per year to plan and assess initiatives and strategy. These meetings shall occur in July and December and will be held on a mutually agreed upon date and time. Section 2: There shall be a general membership meeting each month from August through June. Section 3 Sport Representatives may have meetings at their discretion to meet their responsibilities and are encouraged to have an executive committee member attend such meetings. ARTICLE VIII: FISCAL YEAR The fiscal year of the organization shall begin on the first day of July and end on the last day of June in each year. ARTICLE IX: ELECTIONS Section 1: The Nominating Committee shall present a single slate of candidates for the election of Officers at the June Annual Meeting. Nominations may also be made from the floor after the report from the Nominating Committee. Section 2: A person(s) may serve in the same office for up to four (4) consecutive one-year terms. Section 3: Election of Officers shall require a simple majority vote of the Executive Committee. Section 4: Newly-elected officers shall assume office on July 1 of each year. ARTICLE X: MEMBERSHIP DUES
Membership levels shall be established yearly at the May meeting by the Executive Board upon recommendation from the Membership Committee. ARTICLE XI: RELATIONSHIP WITH SCHOOL ADMINISTRATION & DISSOLUTION Section 1 : The NPHS Athletic Director shall be an ex officio, non-voting member of the Executive Board and shall be asked to attend all Board and General Membership meetings. Section 2: The Athletic Director shall update the organization on the activities of the Administration and serve as the liaison between the organization and the Administration. Section 3: The Athletic Director shall coordinate with the organization and Administration to determine appropriate activities for the organization and the Administration. Section 4: Upon the termination, dissolution or final liquidation of the Corporation in any manner and for any Corporation; all remaining assets shall be distributed to the New Palestine High School Athletic Department. ARTICLE XII: USA PATRIOT ACT In compliance with the USA PATRIOT Act and other counterterrorism laws, the New Palestine High School Athletic Boosters and its Board of Directors certify that all funds and donations will be used in compliance with all applicable antiterrorist financing and asset control laws, statutes and executive orders. ARTICLE XIII: AMENDMENTS These Bylaws may be amended at any meeting of the membership by a two-thirds (2/3) affirmative vote of the voting adult members present, provided due notice of the proposed amendment(s) has been given in writing to all members at least seven (7) days previous to the meeting. No amendment shall be inconsistent with the mission of the NPHS Athletic Booster Club.