TABLE OF CONTENTS ARTICLE I ORGANIZATION (2) ARTICLE II PURPOSE (2) ARTICLE III POLICIES (2) Section 1: Affiliation (2) Section 2: Personal Benefit (2) ARTICLE IV MEMBERSHIP (2) Section 1: Eligibility (2) Section 2: General Membership (2) Section 3: Membership Fees (2) Section 4: Sustaining Membership (3) ARTICLE V MEETINGS OF MEMBERS (3) Section 1: Annual Meeting (3) Section 2: General Membership Meeting (3) Section 3: Regular Meeting (3) Section 4: Special Meeting (3) Section 5: Quorum (3) Section 6: Voting (3) ARTICLE VI OFFICERS (4) Section 1: Identification (4) Section 2: Election and Term (4) Section 3: Removal (4) Section 4: Vacancies (4) ARTICLE VII DUTIES OF OFFICERS (4) Section 1: President (4) Section 2: Vice President (4) Section 3: Secretary (4) Section 4: Treasurer (4) Section 5: Past Officers (4) Section 6: Winding up and dissolution (5) ARTICLE VIII CONTRACTS, CHECKS, LOANS and GIFTS (5) Section 1: Contracts (5) Section 2: Checks, Drafts or Orders (5) Section 3: Loans (5) Section 4: Gifts (5) Section 5: Not Permitted Activities (5) ARTICLE IX BOOKS and RECORDS (5) ARTICLE X FISCAL YEAR (6) ARTICLE XI COMMITTEES (6) ARTICLE XII AMENDMENT OF BY-LAWS (6) ARTICLE XIII PROPERTY RIGHTS (6) ARTICLE XIV DISTRIBUTION OF ORGANIZATION FUNDS (6) Section 1: Budget Committee (6) Section 2: Allocation of Funds (7) Section 3: Request for Funds (7) Section 4: Requests over $500 (7) ARTICLE XV ENDOWMENT FUND (7) Section 1: Endowment Funds (7) Section 2: Committee Members (7) Section 3: Committee Meetings (8) APENDIX A FUNDING GUIDELINES (9) Last update 8/16/2005 1
ARTICLE I ORGANIZATION This organization shall be a non-profit association with the following name and mailing address: Ashland High School Booster Club PO Box 121 Ashland, Oregon 97520 ARTICLE II PURPOSE The purpose of this organization is to support athletically related programs at Ashland High School through appropriate activities and financial support as permitted by the laws of our community and all rules and regulations applying to Ashland High School. ARTICLE III POLICIES This organization is organized exclusively for charitable purposes within the meaning of section 501(c)(3) of the Internal Revenue Code. The following are basic policies of the Ashland High School Booster Club: Section 1: Affiliation The organization shall be non-commercial, non-sectarian, and non-partisan. Section 2: Personal Benefit The name of the organization or of any members in their official capacities shall not be used in any connection with a commercial concern or with any partisan interest or for any purpose not appropriately related to promoting the purpose of the organization. ARTICLE IV MEMBERSHIP Section 1: Eligibility Membership in this organization shall be open to parents and friends of all Ashland High School athletes. Section 2: General Membership Any eligible person, as defined in Section 1 above, can become a general member of the organization by applying for membership and paying the required membership dues. Only general members in good standing with all dues and fees paid in full will be allowed to vote. A voting member must vote in person. Section 3: Membership Fees Each general member or general member family will be required to pay an annual membership fee. Membership fee dues shall be payable at the beginning of each school year, or upon joining the organization. Membership fees will not be prorated for members joining after the start of the school year. The amount of the annual membership fees will be established each year by the organization s Budget Committee. Membership fee dues may be increased or decreased at the request of the organization s officers upon ratification by a majority vote of the general members attending the general membership meeting where change is proposed after publication in local newspapers. Section 4: Sustaining Memberships Special sustaining memberships are available for persons or organizations unable to volunteer their efforts, but who wish to support the school athletic Last update 8/16/2005 2
program through a membership gift. Sustaining memberships provide all the benefits associated with general membership in the organization. Sustaining memberships must be renewed annually. Three levels of sustaining membership are available for non-participating sponsors based on the amount of the contribution as follows: GOLD: $100 or more SILVER: $50 to $99 BRONZE: $25 to $49 ARTICLE V MEETINGS OF MEMBERS Section 1: Annual Meeting An annual meeting of the members shall be held with nominations the second meeting of May and ballot voting shall be the first meeting in June each year for the purpose of electing officers and for the transaction of such other business as may come before the meeting. Section 2: General Membership Meeting A general meeting will be held at the start of each school year for the purpose of soliciting general members, organizing operating committees and the transaction of such other business as may come before the meeting. The general membership meeting will be held prior to the first major fall sports event. Notice of the time and place of the meeting will be provided to all student athletes participating in fall athletic activities. Notice will also be published in the local newspaper. Section 3: Regular Meetings Regular meetings of the members may be held as determined by vote of the general membership. Meetings will be held at a location determined by the president. Meetings will be held throughout the school year. Section 4: Special Meetings Special meetings of the members may be called by the President or by not less than 50% of the general membership with voting rights. Notice of the time and place of all special meetings will be published in the local newspaper. Section 5: Quorum A majority of the members present at any regular or special meeting shall constitute a quorum for the purpose of conducting business. Section 6: Voting The President or his/her designate shall have at their disposal a current list of all general members to assist in determining voter eligibility during all meetings. Only general members in good standing with all dues and fees paid in full will be allowed to vote. A voting member must vote in person. ARTICLE VI OFFICERS Section 1: Identification The officers of the organization shall be up to two Presidents, up to two Vice-Presidents, one Secretary, and one Treasurer, and up to three past officers/presidents. Any two offices may be held by the same person, except the offices of President and Secretary. Last update 8/16/2005 3
Section 2: Election and Term The officers of the organization shall be elected annually by the general membership at the Annual Meeting. Term of office will be August 1 to July 31. New officers shall meet with outgoing officers for training during the month of July and jointly prepare a budget for the next fiscal year. Section 3: Removal Officers may be removed for cause by the majority of the voting members at any special meeting established for such purpose. Section 4: Vacancies A vacancy in any office because of any reason may be filled by a person appointed by the remaining officers, or elected by majority vote at any regular or special meeting. The new officer shall serve for the remaining unexpired portion of the term. ARTICLE VII DUTIES OF OFFICERS Section 1: President The President shall: a. Preside at all meetings of the organization. b. Be an ex-officio member of all committees except the nominating committee. c. Authorize, in conjunction with the Treasurer, the payment of obligations. Section 2: Vice-President(s) The Vice-President(s) shall: a. Support the office of President in various ways as requested by the President. Such support could include coordination of fundraising or extracurricular activities. b. Perform the duties of the President in the absence of the President. Section 3: Secretary The Secretary shall: a. Keep the minutes of the business meetings of the organization. b. Keep a list of all current members of the organization. c. Conduct all correspondence and notify members regarding all announcements, meeting times and locations, etc. Section 4: Treasurer The Treasurer shall: a. Keep a permanent book of accounts and records in sufficient detail as to show gross receipts disbursements, and income of the organization. Such records shall be kept current and will be made available to the officers and general membership upon request. b. Receive all monies from the organization and deposit them in the proper accounts established at local Ashland bank branches and as needed Treasurer may designate others to make deposits at the first meeting of the organization. c. Arrange for the timely payment of all bills and obligations through the use of established accounts. Last update 8/16/2005 4
d. Present a statement of accounts and financial position at any meeting of the organization. e. Make a full annual report to the organization. Section 5: Past Officers Past Officers shall: a. be in charge of recruiting new board of directors to replace existing officers in anticipation of those whose children will become seniors, b. participate as an active member of the club in order to help new officers with training and guidance, and c. be able to serve any other board position if all members of the board feel it is in the best interest of the Booster Club. Section 6: Winding up and Dissolution Upon the winding up and dissolution of this corporation, after paying or adequately providing for the debts and obligations of the corporation, the remaining assets shall be distributed to a non-profit fund, foundation, or corporation which is organized and operated exclusively for charitable, educational, religious and/or scientific purposes and which has established its tax exempt status under section 501(c)(3) of the Internal Revenue Code. ARTICLE VIII CONTRACTS, CHECKS, LOANS and GIFTS Section 1: Contracts Any contract or instrument in the name of or on behalf of the organization must be executed or delivered by an officer of the organization. The authority contained in such instrument may be general or may be confined to specific instances. Section 2: Checks, Drafts. or Orders All checks, drafts, or orders for the payment of money, notes, or evidences of indebtedness issued in the name of the organization shall be signed by an officer. Section 3: Loans No loans shall be made to officers, individuals, or any others using organization funds. Section 4: Gifts The officers may accept on behalf of the organization any contribution, gift, bequest or devise for any purpose. Section 5: Not Permitted Activities Not withstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (a) 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 any future United States Internal Revenue Law) or (b) by an organization contributions to which are deductible under section 170 (c)(2) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law). ARTICLE IX BOOKS and RECORDS The organization shall keep at its principal office a current record of the names and addresses of all members. Such record will clearly indicate all members entitled to vote on Last update 8/16/2005 5
organization business. All books and records of the organization will be available for inspection by any voting member, or the agent or attorney of any voting member, for any purpose at any reasonable time. ARTICLE X FISCAL YEAR The fiscal year of the organization shall begin September 1 of each year and end on August 31 of the following calendar year. ARTICLE XI COMMITTEES The President of the organization may establish standing committees to facilitate the conduct of organization activities. Other committees may also be established by the President from time to time as are necessary to serve specific purposes of the organization. Committee members shall be appointed by and serve at the pleasure of the President. The Chairperson of each standing committee shall present a plan of work to the President for approval. ARTICLE XII AMENDMENT OF BY-LAWS The by-laws set forth herein may be amended by vote of the general membership. The procedure for instituting such amendment shall be as follows: A recommendation or motion to amend, adopt, or repeal any section(s) of the bylaws may be made by any general member in good standing. Such recommendation or motion may be made at any regular or special meeting and will constitute a first reading of the suggested change. If such recommendation or motion is approved on the first reading, it shall be carried forward for a second reading and final vote at the next regular or special meeting. The announcement that a second reading for approval of by-law change(s) will appear prior to meeting in a local newspaper. Approval of two-thirds (2/3) of the eligible members present at the second reading shall be required to adopt the recommendation or motion. ARTICLE XIII PROPERTY RIGHTS Membership in this organization shall not vest any of the members with any property rights or rights having monetary value of any kind whatsoever, including but not specifically limited to, property rights or monetary rights in the school or the organization. ARTICLE XIV DISTRIBUTION OF ORGANIZATION FUNDS Section 1: Budget Committee A Budget Committee will be established to oversee the handling of the organization s finances. The Budget Committee (existing budget committee and newly elected officers) will be responsible for establishing the annual budget for the organization at the start of each fiscal year. The budget will identify general sources and forecast amounts of revenues and expenses for the current fiscal year, and will be used as the basis for reporting the financial status of the organization throughout the year. The budget will be presented at the fall general membership meeting for approval by vote of the general membership. The Budget Committee will also be responsible for determining how available funds will be allocated to various activities and for reviewing and acting upon specific requests for funds. All officers of the organization will be members of the Budget Committee. Other members may also be appointed to the committee as required. Such Last update 8/16/2005 6
appointments will be made by the President subject to approval by a vote of the general membership. Section 2: Allocation of Funds Every effort will be made to equitably and fairly disperse funds to the various athletic activities in accordance with their specific needs and requirements. Factors which will be considered include the number of participants in the athletic activity, the degree of activity related membership in the Booster Club organization, and the extent to which activity members helped to raise overall Booster Club funds. See attached appropriate addendum (addenda) for guidelines. Section 3: Request for Funds Any individual or group requesting funds from the organization will be required to complete and submit an application identifying the amount of funds requested and the purpose and benefit of the expenditure. Application forms and the instructions for their completion are obtained from the Athletic Director. Then the request is passed on from the Athletic Director to the Budget Committee. Each application will be reviewed by the Budget Committee and approved or disapproved on the basis of the information provided. All applications which are approved by the Budget Committee will be presented to the general membership at the next available regular or special meeting for final approval by majority vote. Applications which are disapproved by the Budget Committee will be returned to the requesting organization with comments indicating why the request was denied. Section 4: Requests over $500 Any request for funds over $500 will not be voted upon until the general membership has been notified of the request and advised of the meeting time and place. Notification will consist of an announcement in a local newspaper. ARTICLE XV ENDOWMENT FUND Section 1: Endowment Funds The Endowment fund shall be for the sole purpose of awarding merit-based scholarships to scholar athletes who graduate as seniors from Ashland High School. The Booster Club will use only the interest from the fund and will not co-mingle funds with other Booster Club funds. The principle in the endowment shall not be used for any purpose except as capital. a. Up to 25% of the entire Booster Club s membership dues received may be placed into the Endowment Fund as capital, provided there is a Youth Activities Levy or similar vehicle in place for that school year. b. The Chairperson of the Endowment Committee will be responsible to call for a vote of general membership in attendance at the Booster Club meeting to determine the percentage of membership funds to be placed in the Endowment the following fiscal year at the final meeting of each school year. Section 2: Committee Members The Endowment Committee shall be made of the following members: a. The Treasurer of the Booster Club will be an ex officio member of the Endowment committee. Last update 8/16/2005 7
b. Other interested parties may be appointed to the position by the President of the Booster Club, and must be approved at a general membership meeting. c. At least one member shall be a member of the Scholarship and Endowment committee. Section 3: Committee Meetings The Chairperson of the Endowment Committee and the President of the Booster Club will call meetings of the Endowment Committee as needed, but at least once during the school year. a. A quorum at any Endowment Committee meeting will be not less than ½ of the total committee. b. The duties of the Endowment Committee will be as follows: 1. The Endowment Committee will select the management and/or investment vehicles for the endowment while honoring the fiduciary responsibilities to the Booster Club members and donors. 2. The Endowment Fund report will be included with the Treasurer s report at each Booster Club meeting. 3. Fundraising for the Endowment Fund will be under the guidelines of Ashland High School Athletic Department and Ashland School District. Last update 8/16/2005 8
APPENDIX A FUNDING REQUIREMENTS 2005/2006 The club/team applying for funds must qualify as an Ashland High School Athletic club/team through the Ashland High School Athletic Department. For the requirements of a club/team see the Athletic Director. The Ashland High School Booster Club Budget Committee will allocate funds for the coming year in their Annual Budget prior to the beginning of the new school year. This budget will be based on the number of athletes who participated on each club/team for the prior year, and on available funds. The Budget Committee reserves the right to change the budget formula based on available funds. Because the current Ashland Activities Levy funds the OSAA teams fully, the amounts allocated for OSAA teams may be different from the amounts allocated for Ashland High School club teams. Clubs/teams must apply for funds using the Ashland High School Booster Funds Application form. The application will include a copy of the club/team current annual budget and a club/team roster. Clubs/team parents will be required to fulfill work commitments for the AHS Booster Club as part of the funds request. The Ashland High School Booster Club requests that the Ashland Activities Levy money allocated to that club/team be spent before the Ashland High School Booster money. Ashland High School Booster Club funding will be based on the below table of family Booster membership for the current athletes of the club/team: 100% Booster membership = Maximum gift for that year 90% Booster membership = Maximum gift minus $10 per athlete 80% Booster membership = Maximum gift minus $20 per athlete Below 80% membership = Does not qualify for funds In addition, the maximum funding a club/team will qualify for will be based on the prior year s total number of athletes or the current year s participants, whichever is less. Last update 8/16/2005 9