EAST PENNSBORO ATHLETIC BOOSTER CLUB BY-LAWS

EAST PENNSBORO ATHLETIC BOOSTER CLUB BY-LAWS

Article I. NAME Section 1.01 Section 1.01 The name of the organization shall be the Esat Pennsboro Athletic Booster Club. Herein after referred to as EPABC Article II. OBJECT Section 2.01 To Provide recognition to all student athletes in District III PIAA sponsored sports. Section 2.02 To support, contribute, and assist all interscholastic athletic programs of the East Pennsboro Area School District. Herein after referred to as EPASD Section 2.03 Regulate fundraising activities across multiple sports Section 2.04 To recognize graduating athletes participation in athletics at EPASD dependent on funds available to cover expenses. The awarding of scholarships will be determined annually based on the proposal from the scholarship committee and membership vote. (a) Scholarship number and cash award will be determined by the voting members at the February or March meeting of the EPABC based on recommendations of the Scholarship Committee. (b) Scholarships are merit based. Merit will be determined through collaborative efforts with the guidance department of the high school and anonymous rubric scoring of applicants. No Booster board officer or booster member is to participate in the selection process. Order of (a) and (b) reversed Section 2.05 Section 2.06 Develop school spirit through athletic participation Increase community pride in the athletes of EPASD Article III. MEMBERS Section 3.01 Voting Members. Voting members are eligible to present motions, participate in discussion and vote.

(a) Duly elected and installed officers of EPABC (b) Varsity Coaches or their duly appointed Team Representatives (i) Team representatives are to be recommended by the head coach of any PIAA sport recognized by the EPASD Athletic Department in which EPASD has a student participant. They are then appointed by the President of EPABC. Section 3.02 Non-Voting Members. Non-voting members are eligible to participate in discussion, but cannot present motions or vote (a) Any adult resident of EPASD (b) Any student enrolled in or rostered on a team in EPASD Section 3.03 Membership shall be open to any person regardless of Race, Ethnicity, Religion or Sexual Orientation who expresses a desire to support the purpose of the organization and promote its programs and policies. Section 3.04 Upon dissolution of the EPABC, the executive board, after paying all liabilities of the EPABC, shall dispose of all assets of EPABC to the East Pennsboro Area District which qualifies as a 501(c)(3) educational institution.

Article IV. OFFICERS Section 4.01 Officers of the EPABC shall be President, Vice President, Corresponding Secretary, Recording Secretary and Treasurer. These officers shall perform the duties prescribed by these bylaws and by the parliamentary authority adopted by EPABC. Duties of Officers. (a) The President shall preside at all meetings and have general supervision over the business and affairs of the organization. The President shall appoint committee chairpersons as needed. The President will be responsible for the Agenda of regular and Annual meetings. The President shall be responsible for communication with district administration and staff regarding issues or concerns raised by the membership. (b) The Vice President shall assume the duties of the President in her or his absence and shall assist the President in all activities. The Vice President shall fill a vacancy of the President and a special election will be help to nominate and elect a Vice President. (c) The Corresponding Secretary shall receive, review and keep records of all correspondence received by the EPABC except correspondence that involves financial matters, such as invoices and receivables. The secretary shall read and report all pertinent correspondence at monthly meetings, send out notices/reminder of board meetings to officers, coaches and/or their appointed representatives, the principal and the Athletic Director. The Corresponding Secretary shall also send out cards, thank you letters and other written correspondence as directed by the president and /or board. The Corresponding Secretary shall also maintain a file of all correspondence reviewed and distributed. The Corresponding Secretary shall fulfill the duties of the Recording Secretary in the event of their absence. (d) The Recording Secretary shall keep a record of all proceedings of the organization and also a current record of all voting members names, addresses and email addresses. The Recording Secretary shall present for approval the minutes from the previous meeting at each regular meeting, and be sure the principal and athletic director receive a copy of the approved minutes from each meeting.

(e) The Treasurer shall receive all monies belonging to the organization, shall keep an account of all deposits, receipts and expenditures. The Treasurer shall keep a separate accounting of monies raised by and allocated to each individual team and report this at each monthly meeting. The Treasurer shall provide a current written financial report for presentation at each monthly meeting. All checks or drafts shall be signed by either the Treasurer or President of the organization. The EPABC reserves the right to ask the Treasurer to be bonded. Section 4.02 Nomination and Election. Nominations for EPABC Officers shall be made at the regular meeting held in April, nominations shall remain open until elections are held at the regular meeting held in May. Section 4.03 Ballot Election, Term of Office, Removal from Office. All EPABC Officers will be elected by ballot voting, unless the nominee is unopposed. All EPABC Officers shall serve for one year or until their successors are elected. They shall be installed and their term shall begin at the close of the annual meeting at which they are elected. Any officer can be removed from office at the pleasure of the voting membership as provided in the parliamentary authority. Section 4.04 Vacancies. In the event of a vacancy of an Office, except for the office of President, for any reason during the term of office, shall be filled by appointment of majority vote of the remaining Officers and such appointment shall expire with the original term of the elective office being filled. In case of a vacancy in the office of President, the Vice-President will succeed to the office of President and the office of the Vice President shall be filled. Section 4.05 Office-Holding Limitations. No person shall hold more than one office at a time. Article V. MEETINGS Section 5.01 Regular Meetings. A regular monthly meeting shall be held monthly on the second Monday of each month unless otherwise ordered by the Executive Committee.

Section 5.02 Annual Meeting The regular monthly meeting in May will be known as the Annual Meeting. At this meeting Officers shall be elected and at the end of this meeting the Officers shall be installed and assume the responsibilities of the Office they have been elected to. Section 5.03 Special Meetings Special Meetings may be called by the President or by the written request of at least three voting members. The purpose of the meeting must be stated in the call, which must be published at least three days before the meeting. Section 5.04 Quorum Ten voting members of the EPABC will constitute a quorum. Section 5.05 - The head coach of each team is required to attend at least seven (7) meetings per calendar year; instances when a coach cannot attend he/she should notify the parent representative so the team is represented at each meeting. The head coach is responsible for notifying the President of EPABC and designating a parent representative to participate in any voting that occurs at meetings in coach absence. A team not represented at the required minimum (7 yearly) of EPABC meetings may be excluded from membership and/or benefits of EPABC membership. Article VI. VOTING Section 6.01 General Voting- will be by simple voice vote Section 6.02 Election of Officers will be by ballot except in the event of an unopposed candidate. Section 6.03 Special Voting In the event of the need for a special vote, a vote by electronic mail ballot may be taken. These votes will be confirmed at the next regular meeting.

Article VII. COMMITTEES Section 7.01 Executive Committee Shall consist of all duly elected and installed Officers of the EPABC. The Executive Committee shall be chaired by the President. The Executive Committee shall be tasked to oversee the general business of the organization between regular meetings. Section 7.02 Finance Committee An Auditing Committee of three members shall be appointed by the President at the EPABC April meeting, whose duty it shall be to audit the Treasurer s accounts at the close of the fiscal year and to report at the Annual Meeting. Section 7.03 Scholarship Committee A Scholarship Committee of five members shall be appointed by the President at the EPABC March meeting, whose duty is shall be to recommend the number of scholarships to be given that fiscal year and the amount of the scholarships. The committee shall also be tasked with recommending the student athletes for these scholarships. The committee report shall be given at the Annual Meeting. Section 7.04 Public Relations Committee A Public Relations (PR) committee of three members shall be appointed by the President and be responsible for the generation of the seasonal sports program 3 times per year. Section 7.05 Spirit Wear Committee A Spirit Wear (SW) Committee of three members shall be appointed by the President and be responsible for the selection and sale of spirit wear. The committee shall also be responsible for the upkeep and managing of the Spirit Wear trailer.

Section 7.06 Other Committees President s Ex-Officio Committee membership. Such other committees, standing or special, may be established by the President of EPABC as they shall from time to time deem necessary to carry on organization work. The committee members shall be appointed by the President unless this rule is suspended by a twothirds vote before their appointment. The President shall be ex-officio a member of all committees except in the case of Nominating Committee or disciplinary committee should the need arise. Article VIII. Fundraising Guidelines Section 8.01 All fundraising for individual sports will be coordinated through the EPABC Executive Committee. Policies and Procedures for fund raising will be followed by each team as outline in Appendix 1. Section 8.02 In Season Fundraising In season fundraising will be limited to one fundraising event. In the event of a team s progression to a championship season and second in season fundraiser will be approved to help defray cost of championship awards. All fundraisers must be approved by the EPABC. In season is defined as the particular sport season determined by the Pennsylvania Interscholastic Athletic Association (PIAA). Section 8. 03 Coaches and team representatives are to follow the policies and procedures outlined in the incorporated Appendix 1 Individual Team Responsibilities related to fund raising and financial accountability.

Article IX. CHAMPIONSHIP AWARDS Section 9.01 EPABC will provide monies to assist coaches in recognition of an athlete or team which has achieved post season status as champion in final sport specific post season competition (State Champion). Section 9.02 Each Team is encouraged to use team specific funds to purchase recognition awards for teams or individuals who have achieved post season success short of State Championship. Article X. SPENDING GUIDELINES Section 10.01 The fiscal year shall be June 1 st to May 31 st of the following year. Budgets need to be established by May 31 st for the coming year. Section 10.02 Receipts for all spending/payments shall be required and procedures followed for documentation through submission of required Booster forms as outlined in appendix 1. Section 10.03 All spending shall be limited to funds available Section 10.04 EPABC shall establish short and long range plans for the spending based upon the needs of the sports teams, in conjunction with the Athletic Director. Section 10.05 No part of net earnings of EPABC shall inure to the benefit of, or be distributable to, its members or officers. The organization shall be authorized and empowered to make payments and distributions in furtherance of the purposes set forth in our mission statement. Section 10.06 The Treasurer shall deposit all funds of the organization in a bank or banks, or other depository on investment vehicle deemed adequate to meet the needs of the organization. Section 10.07 All bills shall be paid only by checks signed by at least either the President or the Treasurer of the organization, with amounts greater than $3500 subject to approval of the executive committee.

Section 10.08 A thorough review of all the organization s financial transactions by a certified public accountant, or other qualified person, shall be made once each year. A full audit of the financial transactions will be performed for any year that the revenues exceed $250,000. Section 10.09 EPABC executive board have the authority to spend up to $500.00 each instance for expenses related to the business operation of the club without member vote. Any expenses will be reported at the next meeting of the membership. Article XI. AUTHORITY Section 11.01 The rules contained in the current edition of Robert s Rules of Order Newly Revised shall govern the EPABC in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the EPABC may adopt. Article XII. AMENDMENTS OF BYLAWS Section 12.01 These bylaws may be amended at any regular meeting of the EPABC by a two-thirds vote, provided that the amendment has been submitted in writing at the previous regular meeting.

Appendix 1 Individual Team Responsibilities Coaches and Parent Representative Coaches are to be present at as many meetings as possible each year. Coaches may appoint a team representative, by written notification and subsequent Board approval, to attend and report in their absence. Each coach, or appointed parent representative in the case of coach absence, receives one vote when the body is making decisions by majority vote. Fund Raising It is required that coaches and team representatives will disburse any materials associated with Booster fund raising and will encourage all athletes participation in Booster fund raisers towards efforts to meet the financial needs of the Club. In times of decreased revenue, the Board will examine team participation in fund raising proportionate to the team size in determining assistance upon request. Participation will also be considered before approval of additional fund raising efforts by teams. It is expected that no team will raise funds in any way that conflicts with a simultaneously run Booster fund raiser. Coaches or team representatives are to follow procedures for requesting approval and informing the group of any fund raiser planned. The EPABC Fund Raising Proposal form is to be completed and submitted a minimum of two weeks prior to the start of the fund raiser. Any order form (for spirit wear, food items, etc ) is to accompany the proposal for approval. No fund raising effort will begin prior to receiving written approval. Any team selling spirit wear is responsible for ensuring that all items offered are sports specific. The Booster Club sells spirit items annually that are not sport specific and expect that team sold spirit items will not conflict with this revenue opportunity for the Club. The order form for any spirit wear sales should be submitted with the proposal/request form; it is expected that teams will not begin the sale of spirit wear items until approval has been received. Per the recommendation of the Administration of EPASD and the collaborative efforts to develop a mutual understanding and cooperative environment, team fundraising is restricted to one in-season fund raiser. Again, this in-season fund raiser is not to conflict with any other team fund raiser or Booster fund raiser. Per the direction of the district administration, all fund raising proposals are to follow any memorandum of understanding, agreement and/or operational parameters in place with other organizations related to the district. Again through discussion with the Administration of EPASD, it is required that teams keep out of season fund raising to a minimum and continue to follow the appropriate procedures; submission of the EPABC Fund Raising Proposal for is necessary for out of season fund

raising. Out of season fund raising is not to conflict with any Booster fund raiser or individual team in-season fund raiser. The EPABC and the Administration feel that all fund raising should benefit the athletes and teams during their PIAA recognized season; it is expected that fund raising for items, events, purposes not directly for the school district team s season will not be proposed by coaches or teams and approval will be contingent on purpose of fund raiser. Teams using fund raisers for individual athlete accounts are responsible for maintaining the records and submitting the account spreadsheets or documentation with the appropriate EPABC forms. The EPABC treasurer is not responsible for determining individual athlete accounting. Individual account recording and maintenance is to follow the IRS guidelines. Any fund raiser that has not had the appropriate forms submitted or is conducted violating any of the procedures detailed above will be subject to an assessment of 25% of the profits made. Assessment monies will be deposited in the Booster general account. Repeated offenses of the fund raising procedures outlined in this guideline will result in expulsion from the club. The district administration and the Booster Board recognize the responsibility of the district to supply athletes and teams with PIAA required uniforms, contest fields, and other requirements for participation. The district also recognizes its responsibility in ensuring the safety of all athletes participating at EPASD and will strive to provide all needed equipment, uniforms, and training needs for school recognized teams. In times of urgent need and/or inability of the district to provide items necessary for safe and regulation compliant participation in a PIAA district recognized sport, the athletic department and the Boosters will work together to obtain what is needed. All requests for items associated with PIAA in season play should go to the athletic department for consideration before teams propose fund raising for these needs. Procedure for Fund Raising 1. Submit Proposal Form and required information 2. Receive Approval 3. Submit Profit and Loss Report and/or Deposit Form Financial Recording The EPABC treasurer will keep financial records for each team and the Booster Club as a whole. Each team and/or Booster Officer is responsible for submitting the appropriate forms with each transaction; EPABC Profit/Loss Statement, EPABC Withdrawal Form, EPABC Deposit Form. Each coach is responsible for auditing the provided monthly account reports and notifying the treasurer of any discrepancies in a timely manner. Discrepancies will be reconciled through the use of submitted forms, bank statements and comparison to the Club s Quickbooks recording system. When submitting EPABC financial forms, it is recommended that the coach/parent representative makes a copy of any form and all accompanying documentation for their own records, prior to submission. For payment of invoices: appropriate forms should be submitted to the treasurer and the treasurer will provide the check to the coach or team representative for remittance. It is the coach/team representative s responsibility to acquire and submit the invoice and forms in a

timely manner. Be advised that the treasurer has 14 days to return remittance to you for mailing please plan accordingly so that your invoice is paid within the desired time frame. Coaches /team representatives are responsible for mailing payment to vendors. All monies must be deposited and withdrawn from the booster account in order to remain compliant with ACT 82 Article XVI-C: Disclosure of Interscholastic Athletic Opportunities. All coaches are responsible for ensuring that any monies collected for any reason (fund raiser, camp, clinic, donation, etc) are deposited into their account and all monies paid (vendor, camp, uniform, concession etc) are withdrawn from their account via submission of the appropriate forms and receipts. Donations, both monetary and non-monetary are to be recorded and submitted to the treasurer with the appropriate forms and in the time frame indicated on each form. A check returned to the Booster Club for Non-sufficient Funds (NSF) for payment for any payment collected by an individual team will result in a charge to the team account to which deposit was attempted. The team account will immediately have the amount of the check, $20.00 bank service fee and a $20.00 Booster fee deducted. The Booster Club treasurer or President will notify the coach of the affected team and provide the information necessary for contact of the party(ies) involved. It is the team coach responsibility for contacting the party and requesting payment of the amount total (amount of NSF check +$30 in fees). Funds will be replaced in the team account after cash or money order is received for NSF and fees. If requested the Booster Club president will request payment via letter, but it is expected that all avenues of coach contact will have been exhausted before request for Booster president involvement. As the Boosters are accountable to the State for fiscal responsibility, it is imperative that the above financial procedures be adhered too. Individual teams will be assessed a fine when not complying with procedures for financial accountability; each incidence will result in the amount of $25.00 x number of incidences (cumulative) being transferred to the Booster general account form the individual team account of the violating team. Continued non-compliance with the stated procedures may result in necessary restrictions to fund raising and/or transactions within the team or Booster account(s) and could further result in expulsion from the group. Last Amended 08/01/2016