PERRY HALL HIGH SCHOOL ATHLETIC BOOSTER CLUB

Perry Hall High School Athletic Booster Club, Inc. BY-LAWS OF THE PERRY HALL HIGH SCHOOL ATHLETIC BOOSTER CLUB Revised: June 8, 2010 Approved: June 14, 2010 Executive Board

BY-LAWS OF THE PERRY HALL HIGH SCHOOL ATHLETIC BOOSTER CLUB TABLE OF CONTENTS I. Name, Purpose and Objectives II. Membership and Fees III. Board of Directors and Officers IV. Executive Board V. Standing Committees VI. Team Representatives VII. Meetings VIII. Finances IX. Amendment of These By-laws Page 2 of 10

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 BY-LAWS OF THE PERRY HALL HIGH SCHOOL ATHLETIC BOOSTER CLUB ARTICLE I Name, Purpose and Objectives Section 1.01 Name. This organization shall be known as the Perry Hall High School Athletic Booster Club, Inc., hereafter referred to as the Booster Club. Section 1.02 Purpose. The purpose of the Booster Club is to promote, encourage and advance the athletic programs and related activities of the Baltimore County Public Schools and thereby cultivate clean, wholesome school spirit, promote good sportsmanship, and to develop high ideals of character that is consistent with the educational philosophy of the school community. Section 1.03 Objectives. The objectives of the Booster Club are as follows: (a) Develop an organization with an active and involved membership that is concerned with the total athletic program and all of its participants regardless of sex, race, socio-economic status or chosen sports activity. (b) Encourage and support the academic endeavors of Perry Hall High School s student athletes. (c) Support, encourage, and advance the athletic programs and related activities of Baltimore County Public Schools and thereby promote high standards of sportsmanship, awareness of, and participation in all aspects of Perry Hall High School athletic programs. (d) Provide supplementary financial support for the various athletic activities at Perry Hall High School and for projects to improve facilities and equipment necessary to provide an adequate athletic program for the school district. (e) Provide supplementary financial support for the future of the various athletic activities at Perry Hall High School in the form of an Endowment Fund, which will be utilized to fund athletic scholarships as determined by the Board of Directors. (f) Aid and support the school staff in the areas of sports promotion, publicity, and program development. (g) Do nothing which violates the rules of the Maryland Public Secondary Schools Athletic Association or in any way jeopardizes the membership of the school district in said athletic association. (h) Provide such other services and assistance that may be beneficial for the betterment of the Perry Hall High School athletic programs. (i) The Booster Club shall operate in full support of the school Principal, Athletic Director and coaches at Perry Hall High School. At no time should the Booster Club make recommendations or become involved with the day-to-day operations of the school athletic programs. At no time will it be the organizations purpose or objective to interfere with the policies, methods, eligibility requirements, or other practices of the Perry Hall High School athletic department or administration. Section 1.04 Non-profit Status. Notwithstanding any other provisions of these By-Laws, the Booster Club shall carry out activities permitted by an organization exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code of 1954 or the corresponding provision of Page 3 of 10

41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 any future United States Internal Revenue Law or by an organization, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code of 1954 or the corresponding provisions of any future United States Internal Revenue Law. Section 1.05 Fiscal Year. The fiscal year of the Booster Club shall being June 1 and end May 31 ARTICLE II MEMBERSHIP AND FEES Section 2.01 Membership. Any person interested in the purpose for which this association is formed shall be eligible for membership upon payment of the annual dues. (To be established annually by the Executive Board and approved by the Board of Directors) Section 2.02 Membership Fee/Dues. The dues of this association shall be established by the current Executive Board, shall accompany each application for membership and shall become the property of the Booster Club. (a) Only active members are eligible to vote in the general meetings. Section 2.03 Members Right to Privacy. Any personal information gathered or requested by the Booster Club is for the sole use of the Booster Club, and will not be made available to any other organization. Section 2.04 Gifts, donations and Contributions. Outright gifts, donations and contributions will be readily accepted. (a) Monetary donations and contributions that are not earmarked or devoted to a specific expenditure (for example; specific team, project fundraiser, or financial endowment fund) will be included in the general funds of the Booster Club. (b) Monetary donations and contributions that are earmarked or devoted to a specific expenditure (for example; specific team, project fundraiser, or financial endowment fund) will be accounted for separately from the general funds of the Booster Club. The distribution of these funds will be directed by the Executive Board and approved by the Board of Directors. ARTICLE III OFFICERS AND BOARD OF DIRECTORS Section 3.01 Officers. The Officers of the Perry Hall High School Athletic Booster Club shall consist of the following: President, 1 st Vice-president, 2 nd Vice-president, Recording Secretary, Corresponding Secretary, Treasurer, and up to seven (7) At-Large Board of Director members in total. Each of the Officers shall be elected by the members in good standing and at the time of election each Officer shall serve the term for which he/she is elected (a) Election. The officers and the at-large members shall be elected by a majority of the voting membership present at the Annual Business Meeting. All elected officers, at-large and standing committee chairs must be current members of the Booster Club. (b) Nominations. The general membership shall serve as the nominating committee for new officers. (c) Terms of office. A term is one fiscal year, June 1 through May 31. An individual may not serve in the same elective capacity for more than four consecutive terms. Page 4 of 10

81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 (d) Vacancy. In case of a vacancy on the Executive Board, the remaining members of the Board shall appoint, by simple majority vote, a person to fill the un-expired term. A vacancy in the office of the President shall be filled by a majority vote of the Board at their first meeting after the vacancy occurs. When an officer of the Executive Board term expires, he/she may be re-nominated to run for another term. Section 3.02 Board of Directors The Board of Directors shall have the control and management of the affairs and business of this organization. Such Board of Directors shall only act in the name of the organization when it shall be regularly convened by its chairman after due notice to all the directors of such meeting Section 3.03 Duties of Officers. (a) President: The President shall: (1) Preside at all meetings of the club; (2) Appoint standing committee chairpersons with the concurrence of the Executive Board; (3) Appoint and/or dissolve all other committees as required; (4) Serve as ex-officio member of all committees; (5) Serve as primary spokesperson for the Booster Club, or appoint a delegate where representation is deemed advisable; (6) Effect compliance with the rules, regulations, and policies of the Board of Education and the Perry Hall High School Athletic Department. (7) Be listed as signer on all financial accounts along with the Treasurer and a third officer. (8) Direct goals and budget performance. (b) 1 st Vice-President: The 1 st Vice-President shall have such duties as may be assigned by the President or the Executive Board. The 1 st Vice-President shall temporarily perform the duties of the President in the event of the President's inability to act. The 1st Vice-President shall be one of the coordinators of the sport team representatives. This will be split into VP1 handles the girl s sports and VP2 handles the boy s sports (for coed sports either VP) or as mutually agreed upon by the Vice Presidents or as directed by the Executive Board. (c) 2 nd Vice-President: The 2 nd Vice-President shall have such duties as may be assigned by the President or the Executive Board. The 2 nd Vice-President shall temporarily perform the duties of the President in the event of the President's and 1 st Vice-President s inability to act. The 2 nd Vice- President shall be one of the coordinators of the sport team representatives. This will be split into VP1 handles the girl s sports and VP2 handles the boy s sports (for coed sports either VP) or as mutually agreed upon by the Vice Presidents or as directed by the Executive Board. (d) Recording Secretary: The Recording Secretary shall record and file minutes of all meetings of the members and of the Executive Board, and a record of the decisions of the Executive Board shall be kept in a separate bound Secretary s Book. A summary of the decisions made in these Meetings should be made available to the general membership each month. The Recording Secretary may sign with the President, or with the Vice-President, all contracts executed in the name of the Perry Hall High School Athletic Booster Club. (e) Corresponding Secretary: The Corresponding Secretary shall ensure accurate membership records are maintained; administrate correspondence with external entities; Submit articles for Page 5 of 10

123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 144 145 146 147 148 149 150 151 152 153 154 155 156 157 158 159 160 publication in relation to Booster Club activities; and Preserve archives of Booster Club publications, newsletters, brochures, etc. The Corresponding Secretary may sign with the President, or with the Vice-President, all contracts executed in the name of the Perry Hall High School Athletic Booster Club. (f) Treasurer. The Treasurer shall maintain a complete set of books of account in accordance with generally accepted accounting principles and practices. The Treasurer shall make disbursements from the encumbered funds (funds that are designated or obligated for a specific purpose) and the general fund, and shall pay expenses approved by the Executive Board and shall secure proper vouchers thereof and shall receive and deposit moneys of the Booster Club in the Booster Club s checking and/or savings account. The Treasurer shall report the amount of money available in the general fund and encumbered funds at each monthly General Membership Meeting. The monthly financial reports shall include an accurate representation of Booster Club funds. ARTICLE IV EXECUTIVE BOARD Section 4.01 The Executive Board shall be responsible to act on behalf of the Booster Club in the management of the business affairs of the organization, except for matters decided by a vote in the General Membership Meetings. The Executive Board shall consist of: (a) President (b) 1 st Vice President (c) 2 nd Vice President (d) Recording Secretary (e) Corresponding Secretary (d) Treasurer Section 4.02 The Executive Board shall: (a) Approve the expenditure of all general funds up to $1000 per request. Any expenditure of general funds above $1000 shall require an advance approval vote by the Executive Board and then be presented at the Board of Directors Meeting for approval. (b) Approve the expenditure of all encumbered funds as directed by the Executive Board and presented at a General Membership Meeting for approval. (c) Approve the President s creation and dissolution of all necessary Committees and Chairpersons. (c) Set the time and date of General Membership Meetings and give members timely notification; (d) Approve goals and budget targets annually; and (e) Review the Booster Club goals and budget every three months. Page 6 of 10

161 162 163 164 165 166 167 168 169 170 171 172 173 174 175 176 177 178 179 180 181 182 183 184 185 186 187 188 189 190 191 192 193 194 195 196 197 198 199 200 201 202 Section 4.03 If action on behalf of the Booster Club is necessary before it is reasonable to convene the General Membership Meeting, the President shall take such action based on the majority vote of the Executive Board, comprised of the six officers. A minimum of at least three (3) Executive Board Members will constitute a quorum. A report of the action taken shall be made at the next General Membership Meeting. Section 4.04 Officers of the Executive Board MAY NOT be the sport specific representative to the advisory committee. ARTICLE V STANDING COMMITTEES Section 5.01 Standing Committees. Standing Committees are those required to function throughout the year. Chairpersons shall be appointed by the President, subject to the approval of the Executive Board. Standing Committees included but not limited to the following and their primary functions follow. Note: No individual has the authority to use or remove any funds from any Booster Club checking or saving account for investment purposes or otherwise, unless directed and approved by the Full Board majority. Section 5.02 Membership Committee. The Membership Committee shall maintain a complete and current list of all annual and lifetime members, collect dues, and produce the team fund report following each sport s season. The report will be shared with the Booster Club s General Membership and the Booster Club Treasurer. Section 5.03 Concessions Committee. The Concessions Committee shall be responsible for the management of all concessions using the indoor, outdoor or off-site facilities. Any off-site concession Chairperson will report directly to the Concessions Committee. Each seasonal concession payout report shall be produced for distribution by the Treasurer and simultaneously be shared with the Booster Club s General Membership. The Concessions Committee shall: (a) Recruit and schedule parent volunteers (representing the various sports teams) to manage the concession for specific events; (b) Record the concession expenses and revenues for each event; (c) Acquire all provisions required for the concession stands; (d) Recommend to the Executive Board the allocation of profits to the encumbered funds of each sports team in accordance with the participation of volunteer help and/or any other allocation method approved by Executive Board and the Athletic department. Section 5.04 Sport Specific Advisory Committee. The Sport Specific Advisory Committee shall be a group consisting of the sport specific representatives and the committee chairs appointed by the Executive Board. The Advisory Committee shall be organized as follows: (a) A coach or appointed team representative from each of the sports teams. (b) Committee Chair persons appointed by the Executive Board and/or the President (c) Athletic director Section 5.05 Officers of the Executive Board MAY NOT be the sport specific representative to the advisory committee. Page 7 of 10

203 204 205 206 207 208 209 210 211 212 213 214 215 216 217 218 219 220 221 222 223 224 225 226 227 228 229 230 231 232 233 234 235 236 237 238 239 240 241 242 Section 5.06 Standing Committee Chairpersons shall recruit as many members as necessary to accomplish the responsibility of the Committee. The Chairperson shall also keep a historical file of the year s proceedings, financial records, vendor contacts, etc., for turnover to his/her successor. At the end of each fiscal year, these committee records should be turned over to the Committee Chairperson successor. ARTICLE VI TEAM REPRESENTATIVES Section 6.01 Each team shall have a team representative present at each General Membership Meeting during their appropriate sports season. Section 6.02 Team Representatives shall disseminate information from the General Membership Meeting to the team coach, athletes, and parents. Section 6.03 Teams are responsible to contribute to projects and fundraising activities as called upon. Section 6.04 For voting purposes, on matters for which it is appropriate to ensure equal representation for each team sport, the following rules apply: (a) Only the team representative, alternate or team coach may vote. (b) Team representatives can represent no more than two teams and have no more than two votes. (c) No proxy votes will be accepted. ARTICLE VII MEETINGS Section 7.01 Annual Business Meeting. The Annual Business Meeting of the Booster Club shall be held at the May General Membership Meeting unless otherwise specified by the Executive Board. Any change to the Annual Business meeting date, time or location shall be announced a minimum of two weeks in advance of the proposed change. Section 7.02 General Membership Meetings. General Membership Meetings shall be held monthly unless otherwise specified by the Executive Board and reasonable notice is provided to the General Membership. Meetings shall be open to all interested persons. (a) All meetings should include a review of minutes from the previous meeting, presentation of current financial report, report from active committees, and old and new business. (b) Meetings shall be presided over by the President. In their absence, the 1 st Vice President or 2 nd Vice President may preside. Section 7.03 Executive Board Meetings. Executive Board Meetings shall be held monthly unless otherwise specified by the Executive Board. A summary of the decisions reached and Executive Board members present at each meeting should be distributed to all Executive Board members and Team Representatives within a reasonable timeframe following the meeting and before the next General Meeting. (a) A special meeting may be called by the President. (b) A quorum of at least three (3) Executive Board members shall be present to vote, change or approve any item. Page 8 of 10

243 244 245 246 247 248 249 250 251 252 253 254 255 256 257 258 259 260 261 262 263 264 265 266 267 268 269 270 271 272 273 274 275 276 277 278 279 280 281 282 283 284 285 Section 7.04 General Meeting Voting. All members who have paid a membership fee for the current year may vote, except on matters for which it is appropriate to ensure equal representation for each sport team. In these cases, only Team Representatives for each sport may vote. Section 7.06 05 Board Meeting Voting. A quorum of at least seven (7) Board of Directors shall be present to vote, change or approve any item that requires full board approval. Robert s Rules of Order. Robert s Rules of Order, the latest edition, shall be recognized as the authority governing the meetings of the Booster Club, its Executive Board, and its Committees. Section 7.06 Robert s Rules of Order. Robert s Rules of Order, the latest edition, shall be recognized as the authority governing the meetings of the Booster Club, its Executive Board, and its Committees. ARTICLE VIII FINANCES Section 8.01 The funds of this association shall be used to further the purpose expressed in Article II of the By Laws. These funds shall be disbursed only by the Treasurer upon approval of the Executive Board by properly drawn warrant upon the deposits of the association. Section 8.02 This association is organized as a non-profit organization per section 501 (C) (3) of the Internal Revenue Code, and no member shall have any legal or equitable ownership in any of its funds or property. In the event of the dissolution of this association, any funds of property remaining shall be turned over to the Baltimore County Board of EducationPerry Hall High School administration. Section 8.03 All funds collected by the Executive Board officers or members of the Sport Specific Advisory Committee shall be deposited in an account(s) approved by the Executive Board. Section 8.04 The Treasurer of the association shall pay by check all debts of the association within seven (7) days after receipt or on approval by the Executive Board. Section 8.05 The Treasurer of the association must be bonded in the amount set by the Executive Board. The fee for the bond is to be paid for by the association. The bond must be payable to the Board of Education. The bonding company report shall be sent to the Executive Board and shall be made public to the Perry Hall Athletic Booster Club general membership. Section 8.06 All projects that require financial obligation of the Perry Hall High School Athletic Booster Club as proposed by coaches or sport representative will be presented to the Executive Board by the coordinating Vice-President, on the approved forms stipulated by the Executive Board. Budgets may be changed by a vote of the board. New fundraising proposals after the initial budget is set must be presented to the Executive Board at least one (1) month prior to the next scheduled meeting for discussion and vote by the Full Board. Section 8.07 Total expenditures cannot exceed approved total budgeted amount without the approval of the Board. Items are to be defined as those approved by the Perry Hall High School Athletic Booster club, listed on the itemized request for funds form and submitted to the Athletic Booster Club Executive Board. Unused funds cannot be applied to other items without the approval of the Board. Section 8.08 An annual audit by non-executive Board members shall be required. The Treasurer will be required to submit a detailed report at the end of each year. The incoming President and one other officer shall select an auditor. A formal letter by the auditor shall be standard expressing the findings and filed in the records of the club. Page 9 of 10

286 287 288 289 290 291 292 293 294 295 296 297 Section 8.09 The funds are to be deposited in a bank account approved by the Perry Hall High School Athletic Booster Club Executive Board, and may be withdrawn on the signature of a minimum of 2 members of the Executive Board. ARTICLE IX AMENDMENTS TO THE BY-LAWS Section 9.01 Amendments to the By-laws are to be submitted in writing at a regular Executive Board Meeting prior to the Annual Business Meeting. Notice of the amendments shall be publicized by direct mail or e-mail to the membership at least two weeks prior to the Annual Business Meeting. Section 9.02 Amendments may be adopted at the Annual Business Meeting by a 2/3 majority of those Booster Club members voting, a quorum being present. Page 10 of 10