1 BYLAWS WHITE KNOLL HIGH SCHOOL ATHLETIC ...
BYLAWS WHITE KNOLL HIGH SCHOOL ATHLETIC BOOSTER CLUB ARTICLE I Name The Name of this organization shall be the “White Knoll High School Athletic Booster Club”. ARTICLE II Objective The purpose of this organization shall be to actively promote and support all phases of White Knoll High School with emphasis on athletic programs. ARTICLE III Membership Membership is by category, which shall be determined by the level of contribution. The Board of Directors shall establish the cost and benefits of each category annually. All categories, except The Pride and The Cub, have the right to vote at all general membership meetings and for the election of the Board of Directors. Memberships are annual, running from August 1 to July 31. ARTICLE IV Board of Directors SECTION 1. The Board of Directors of the Club shall be the Athletic Director, the High School Principal/Designee, and not less than nine elected board members who shall be nominated from the club membership. The Athletic Director and High School Principal/Designee shall serve in an advisory capacity and shall be non-voting. SECTION 2. The term of the office for members of the Board of Directors shall be for one year, with new board members being elected each year. A Board Member may serve for no more than 4 consecutive years, as a member of the board. SECTION 3. Vacancies on the board of directors may be filled for the unexpired term by the board of directors. SECTION 4. Board members are expected to support all activities of the club and are to chair one activity during the club year.
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ARTICLE V Offices and Duties SECTION 1. The offices of the elected Board of Directors for this organization shall be comprised of a President, the President- Elect, 5 Vice Presidents, Secretary and Treasurer. SECTION 2. PRESIDENT The Office of President shall: a. Preside at all general membership meetings of this organization; b. Preside at all meetings of the Board of Directors; c. Report to the general membership any action taken by the Board of Directors; d. Sign checks in the absence of the Treasurer ; e. Be bonded in an amount to be determined by the Executive Board at the expense of the organization; f. Serve as Ex-Officio (member without a vote) of all committees except nominating committees; g. Present an outline, including chairpersons, of activities for the coming year at the September General Meeting of this organization; h. Schedule meetings of the organization; i. Receive reports from all committee chairs at each meeting, and j. Turn all papers and reports in his/her possession over to his/her successor at the termination of his/her office. SECTION 3. PRESIDENT –ELECT The office of President- Elect shall: a. The President-Elect assumes all duties and responsibilities of the President in the event the President is absent or unable to perform his/ her duties. b. The President-Elect will prepare a full financial report, which will be presented monthly at the club meeting. SECTION 4. VICE PRESIDENTS The Office of Vice Presidents shall: a. As designated by the President or Board of Directors, assume all duties of the President in his/her absence; b. Be responsible for coordinating activities in (1) membership, (2) special events, (3) canteen organization (4) Marketing and (5) Sprit. c. Turn all papers and reports in his/her possession over to his/her successor at the termination of his/her office. SECTION 5. SECRETARY The Secretary shall: a. Keep accurate record of all current and past minutes of all meetings of this organization and the Board of Directors;
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b. c. d.
Provide the President and the Board of Directors a copy of the current minutes by the next scheduled meeting; Responsible for by laws and canteen/event scheduling. Turn all papers and reports in his/her possession over to his/her successor at the termination of his/her office.
SECTION 6. TREASURER The Treasurer shall: a. Receive all dues and funds of this organization, with all such funds to be deposited in a financial institution approved by the Executive Board; b. Pay all bills with proper authorization and documentation; c. Keep an accurate record of all income and disbursements; d. Close all books by July 31st of each year and turn over for a full financial audit, with such auditor to be determined by the Board of Directors; e. Be bonded in an amount to be determined by the Board of Directors at the expense of the organization; f. Sign all checks; g. Present a full financial report at all meetings detailing all income and disbursements since the previous meeting; h. Provide an annual financial statement from the previous year at the Annual General Business Meeting in April; and i. Turn all papers and reports in his/her possession over to his/her successor at the termination of his/her office. SECTION 7. VACANCY Should a vacancy occur in the Office of the President, the President-Elect will serve as the successor for the duration of that year. Should a vacancy occur in any other office, the Board of Directors shall appoint a successor from the general membership. SECTION 8. COMMITTEE CHAIRPERSONS The Committee Chairpersons shall chair the following committees as designated by the President: a. VP of Membership b. VP of Marketing c. VP of Concessions d. VP of Special Events e. VP of Sprit
SECTION 9. QUORUM Seven members of the Board of Directors shall constitute a quorum for the transaction of business during Board of Director meetings.
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SECTION 10. The authority for the disbursements of Club funds shall be vested with and by a majority vote of the Board of Directors. All disbursements should be made by check when necessary. ARTICLE VI Elections SECTION 1. There shall be a nominating committee of three persons appointed by the President. SECTION 2. The nominating committee shall present the names of the nominees for the offices and Board of Directors at the April meeting. Nominations may also be made from the floor at the April meeting. SECTION 3. Election of the Board of Directors shall be held at the May membership meeting. Votes shall be by written ballot and counted by the President and Recording Secretary. The president-Elect shall stand in to count the ballots in the event that the President and/ or Recording Secretary is nominated and/or absent. SECTION 4. From the Board of Directors, the offices of President, Vice Presidents, Secretary and Treasurer shall be elected by a majority vote of the membership. All offices shall be elected during the scheduled May membership meeting. SECTION 5. The new Board of Directors will assume duties on June 1. The period of time between the election and transfer of offices will be used to effect an orderly transition of duties.
ARTICLE VII Meetings SECTION 1. The scheduled General Membership meetings of the Club shall be held prior to September 15 and May 30 of each year. Additional meeting will be scheduled at the discretion of the President and/or Board of Directors. SECTION 2. The annual Business meeting held prior to September shall include a review of the upcoming year activities. Election for the Board of Directors shall be held at the May General Membership meeting each year in addition to a review of the previous years activities. SECTION 3: Meetings of the Board of Directors shall be held monthly on a recurring date and time as determined by the Board of Directors. These meetings shall be open to all White Knoll High School Athletic Booster Club members and include a period of not more than 30 minutes for questions and/ or
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concerns from the general membership. Prior written notice of concerns will be recognized. SECTION 4: Voting and Quorum: Each designated position shall have one vote. Persons holding more than one position cannot have more than one vote. Seven members of the Board of Directors shall constitute a quorum for the transaction of business. ARTICLES VIII Disbursal of Funds SECTION 1. A request of Club funds must be made by submitting a completed WKHS Athletic Booster Club Request Submission Form to the Executive Board by the office of the WKHS Athletic Director at least seven days prior to the next meeting. Upon review by the Athletic Director, the request will be placed on the agenda and presented to the Board of Directors for a vote. All disbursements shall be made by check when possible or by credit card with proper documentation.
SECTION 2. Debit cards and checks will be issued on a case by case basis as determined by the Executive Board and will be FOR OFFICIAL USE ONLY. All receipts for debit card usage will be submitted to the Treasurer for verification and bookkeeping purposes. ARTICLE IX Dues The dues for yearly membership shall be set by the Board of Directors. (See Article III.) ARTICLE X Project Approval All projects of the organization are subject to the approval of the administration of White Knoll High School and/or Lexington School District One. ARTICLE XI Use of Club Facilities and/or Property SECTION 1. Requests to use Club facilities and/or property must be made by submitting a completed WKHS Athletic Booster Club Request Submission Form to the Executive Board by the office of the WKHS Athletic Director at least thirty (30) days prior to the event date. Any exceptions will be handled on a case-by-case basis. Upon review of the Athletic Director, the request will be placed on the agenda and presented to the Board of Directors for a
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vote. Canteen(s) for all Championship and playoff games will be run by the WKHS Athletic Booster Club. If there is a conflict in schedule with the WKHS Athletic Booster Club, the Canteen(s) will revert to the WKHS Athletic Department for assignment. SECTION 2. The Athletic Director will conduct a pre-event and postevent inspection of facility/property and assign a fee for damages and/ or failure to return facility to pre-event order. SECTION 3. Use of Club facilities and/or Property must adhere to the policies and regulations set forth by White Knoll High School Athletic Booster Club, White Knoll High School and Lexington School District One. ARTICLE XII Review of Bylaws and Amendments The Bylaws shall be reviewed for changes at least annually, preferably at the August meeting of the Board of Directors (or as determined by the President). Proposed amendments to the Bylaws shall be approved by the Board of Directors and presented via email or US mail to the general membership no less than 10 days prior to the September General Membership Meeting for adoption. A two-thirds majority of all members present and voting shall be required for adoption. ARTICLE XIII Parliamentary Law Robert’s Rules of Order (revised) shall be parliamentary law governing this organization. ARTICLE XIV Dissolution In the event that, for any reason, the White Knoll High School Athletic Booster Club is dissolved, all of the Club’s assets, as set forth in this article, will become the property of the White Knoll High School Athletic Program, unless that program is dissolved also; in which case the assets will become the property of White Knoll High School and subsequently the property of Lexington School District One.
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ARTICLE V Offices and Duties SECTION 1. The offices of the elected Board of Directors for this organization shall be comprised of a President, the President- Elect, 5 Vice Presidents, Secretary and Treasurer. SECTION 2. PRESIDENT The Office of President shall: a. Preside at all general membership meetings of this organization; b. Preside at all meetings of the Board of Directors; c. Report to the general membership any action taken by the Board of Directors; d. Sign checks in the absence of the Treasurer ; e. Be bonded in an amount to be determined by the Executive Board at the expense of the organization; f. Serve as Ex-Officio (member without a vote) of all committees except nominating committees; g. Present an outline, including chairpersons, of activities for the coming year at the September General Meeting of this organization; h. Schedule meetings of the organization; i. Receive reports from all committee chairs at each meeting, and j. Turn all papers and reports in his/her possession over to his/her successor at the termination of his/her office. SECTION 3. PRESIDENT –ELECT The office of President- Elect shall: a. The President-Elect assumes all duties and responsibilities of the President in the event the President is absent or unable to perform his/ her duties. b. The President-Elect will prepare a full financial report, which will be presented monthly at the club meeting. SECTION 4. VICE PRESIDENTS The Office of Vice Presidents shall: a. As designated by the President or Board of Directors, assume all duties of the President in his/her absence; b. Be responsible for coordinating activities in (1) membership, (2) special events, (3) canteen organization (4) Marketing and (5) Sprit. c. Turn all papers and reports in his/her possession over to his/her successor at the termination of his/her office. SECTION 5. SECRETARY The Secretary shall: a. Keep accurate record of all current and past minutes of all meetings of this organization and the Board of Directors;
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b. c. d.
Provide the President and the Board of Directors a copy of the current minutes by the next scheduled meeting; Responsible for by laws and canteen/event scheduling. Turn all papers and reports in his/her possession over to his/her successor at the termination of his/her office.
SECTION 6. TREASURER The Treasurer shall: a. Receive all dues and funds of this organization, with all such funds to be deposited in a financial institution approved by the Executive Board; b. Pay all bills with proper authorization and documentation; c. Keep an accurate record of all income and disbursements; d. Close all books by July 31st of each year and turn over for a full financial audit, with such auditor to be determined by the Board of Directors; e. Be bonded in an amount to be determined by the Board of Directors at the expense of the organization; f. Sign all checks; g. Present a full financial report at all meetings detailing all income and disbursements since the previous meeting; h. Provide an annual financial statement from the previous year at the Annual General Business Meeting in April; and i. Turn all papers and reports in his/her possession over to his/her successor at the termination of his/her office. SECTION 7. VACANCY Should a vacancy occur in the Office of the President, the President-Elect will serve as the successor for the duration of that year. Should a vacancy occur in any other office, the Board of Directors shall appoint a successor from the general membership. SECTION 8. COMMITTEE CHAIRPERSONS The Committee Chairpersons shall chair the following committees as designated by the President: a. VP of Membership b. VP of Marketing c. VP of Concessions d. VP of Special Events e. VP of Sprit
SECTION 9. QUORUM Seven members of the Board of Directors shall constitute a quorum for the transaction of business during Board of Director meetings.
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SECTION 10. The authority for the disbursements of Club funds shall be vested with and by a majority vote of the Board of Directors. All disbursements should be made by check when necessary. ARTICLE VI Elections SECTION 1. There shall be a nominating committee of three persons appointed by the President. SECTION 2. The nominating committee shall present the names of the nominees for the offices and Board of Directors at the April meeting. Nominations may also be made from the floor at the April meeting. SECTION 3. Election of the Board of Directors shall be held at the May membership meeting. Votes shall be by written ballot and counted by the President and Recording Secretary. The president-Elect shall stand in to count the ballots in the event that the President and/ or Recording Secretary is nominated and/or absent. SECTION 4. From the Board of Directors, the offices of President, Vice Presidents, Secretary and Treasurer shall be elected by a majority vote of the membership. All offices shall be elected during the scheduled May membership meeting. SECTION 5. The new Board of Directors will assume duties on June 1. The period of time between the election and transfer of offices will be used to effect an orderly transition of duties.
ARTICLE VII Meetings SECTION 1. The scheduled General Membership meetings of the Club shall be held prior to September 15 and May 30 of each year. Additional meeting will be scheduled at the discretion of the President and/or Board of Directors. SECTION 2. The annual Business meeting held prior to September shall include a review of the upcoming year activities. Election for the Board of Directors shall be held at the May General Membership meeting each year in addition to a review of the previous years activities. SECTION 3: Meetings of the Board of Directors shall be held monthly on a recurring date and time as determined by the Board of Directors. These meetings shall be open to all White Knoll High School Athletic Booster Club members and include a period of not more than 30 minutes for questions and/ or
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concerns from the general membership. Prior written notice of concerns will be recognized. SECTION 4: Voting and Quorum: Each designated position shall have one vote. Persons holding more than one position cannot have more than one vote. Seven members of the Board of Directors shall constitute a quorum for the transaction of business. ARTICLES VIII Disbursal of Funds SECTION 1. A request of Club funds must be made by submitting a completed WKHS Athletic Booster Club Request Submission Form to the Executive Board by the office of the WKHS Athletic Director at least seven days prior to the next meeting. Upon review by the Athletic Director, the request will be placed on the agenda and presented to the Board of Directors for a vote. All disbursements shall be made by check when possible or by credit card with proper documentation.
SECTION 2. Debit cards and checks will be issued on a case by case basis as determined by the Executive Board and will be FOR OFFICIAL USE ONLY. All receipts for debit card usage will be submitted to the Treasurer for verification and bookkeeping purposes. ARTICLE IX Dues The dues for yearly membership shall be set by the Board of Directors. (See Article III.) ARTICLE X Project Approval All projects of the organization are subject to the approval of the administration of White Knoll High School and/or Lexington School District One. ARTICLE XI Use of Club Facilities and/or Property SECTION 1. Requests to use Club facilities and/or property must be made by submitting a completed WKHS Athletic Booster Club Request Submission Form to the Executive Board by the office of the WKHS Athletic Director at least thirty (30) days prior to the event date. Any exceptions will be handled on a case-by-case basis. Upon review of the Athletic Director, the request will be placed on the agenda and presented to the Board of Directors for a
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vote. Canteen(s) for all Championship and playoff games will be run by the WKHS Athletic Booster Club. If there is a conflict in schedule with the WKHS Athletic Booster Club, the Canteen(s) will revert to the WKHS Athletic Department for assignment. SECTION 2. The Athletic Director will conduct a pre-event and postevent inspection of facility/property and assign a fee for damages and/ or failure to return facility to pre-event order. SECTION 3. Use of Club facilities and/or Property must adhere to the policies and regulations set forth by White Knoll High School Athletic Booster Club, White Knoll High School and Lexington School District One. ARTICLE XII Review of Bylaws and Amendments The Bylaws shall be reviewed for changes at least annually, preferably at the August meeting of the Board of Directors (or as determined by the President). Proposed amendments to the Bylaws shall be approved by the Board of Directors and presented via email or US mail to the general membership no less than 10 days prior to the September General Membership Meeting for adoption. A two-thirds majority of all members present and voting shall be required for adoption. ARTICLE XIII Parliamentary Law Robert’s Rules of Order (revised) shall be parliamentary law governing this organization. ARTICLE XIV Dissolution In the event that, for any reason, the White Knoll High School Athletic Booster Club is dissolved, all of the Club’s assets, as set forth in this article, will become the property of the White Knoll High School Athletic Program, unless that program is dissolved also; in which case the assets will become the property of White Knoll High School and subsequently the property of Lexington School District One.
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