orrville athletic booster club bylaws
ORRVILLE ATHLETIC BOOSTER CLUB BYLAWS Article 1: Name This organization shall be known as the ORRVILLE ATHLETIC BOOSTER CLUB, hereinafter known as “CLUB.” The Orrville Athletic Booster Club is recognized by the Board of Education with the privileges and responsibilities of such a group.
Article 2: Purpose The purpose of the CLUB is to promote, foster, and perpetuate the organized athletic program of the high school, in the interest of good sportsmanship.
Article 3: Meetings Regular meetings will be held monthly during the school year, as set by officers. At all regular meetings, three of the four officers shall constitute a quorum for business to be conducted. Executive or special meetings of the CLUB may be called by the President as needed.
Article 4: Officers and Their Election A slate of officers for the upcoming school year shall be presented to the CLUB at their regular meeting in April. Nominations will also be accepted from the floor. Their election will be held at the regular CLUB meeting in May. The officers of the CLUB shall be a president, a vice president, a secretary, and a treasurer. Said officers shall be chosen by the members of this organization by a majority vote held at the meeting provided for above. The term of office shall be from June 1 of one year to May 31 of the next year. In case a vacancy in the office of president occurs, the vice president will assume the position of president. The remaining officers shall serve as a nominating committee and fill the vacancy of the vice president. In case both the president and vice-president are absent or unable to perform their duties, the secretary or treasurer will act in their place. In case of a vacancy of an officer other than the President, the position shall be filled by the remaining officers. Any officer may be removed from office for failure to perform duties or using unethical practices while conducting Orrville Athletic Booster Club business or for criminal misconduct.
Article 5: Duties of Officers President: The president shall chair all meetings of the membership, and perform all the duties usually performed by the presidents of like organizations, and such other duties as shall be required of him/her by the members. He/she shall appoint committee chairmen for all CLUB projects. The president may be a part of a committee, but shall not be a chairman of any committee. The president will also develop the agenda for the meetings. The president shall also act as a spokesperson for the Orrville Athletic Booster Club.
Vice President: The vice president shall work closely with the president and perform all the duties of the president in case of absence or disability of the latter, including presiding at meetings. The vice president shall also perform other duties as required or assigned by the president or CLUB members. Secretary: The secretary shall record the minutes of all meetings of the CLUB and present them at subsequent meetings as requested, maintain the official record of the proceedings of the CLUB, handle the official correspondence, and perform other duties as required or assigned. The secretary shall be in charge of organizing all athletic programs and membership drives, and shall maintain a membership list. The secretary shall also perform other duties as required or assigned by the president or CLUB members. Treasurer: The treasurer shall receive and keep control of all money and securities belonging to the CLUB, and shall disburse only by check. All checks shall be drawn upon an account in the CLUB’s name at an Orrville bank. The treasurer shall keep all financial records including bank statements, receipts, budgets, invoices, paid receipts, and canceled checks. The treasurer shall make disbursements in accordance with the annual budget adopted by the CLUB. The treasurer shall reconcile all bank statements and resolve discrepancies in a timely manner, and present a financial statement at CLUB meetings. The treasurer shall file tax returns and other reports as required by State Law. The treasurer shall submit books to an Audit Committee at the end of the school year in which he/she held the office of treasurer. The treasurer shall also perform other duties as required or assigned by the president or CLUB members. The CLUB shall be required to post bond for the treasurer equal to the amount of monies he/she will be handling.
Article 6: Committees The CLUB shall create committees as deemed necessary to carry out the work of the Orrville Athletic Booster Club. Only members of the CLUB shall be eligible to serve as chairperson of a committee. The president shall appoint chairpersons of committees with approval of a majority of the officers.
Article 7: Membership Any person may become a member of the organization for one year upon the purchase of a regular, patron, or elite membership. The membership cost will be determined from time to time by the officers of the CLUB. This membership must be renewed each year thereafter to remain a member in good standing.
Article 8: Voting Voting on motions on floor shall be approved by a majority vote of membership in attendance. The CLUB will also take advantage of email technology to conduct business. If action is required in a timely manner and a CLUB meeting is not imminent, or cannot be scheduled in a timely manner, any CLUB officer may make a motion via email to all other board officers to approve budget items, make purchase requests, or to conduct other Club business. All CLUB officers shall vote. A majority of CLUB officers are required to approve an email motion. The CLUB officer who proposed the motion is responsible for tallying the votes and informing the other CLUB officers of the outcome. The CLUB shall report any email motions, approved or unapproved, as new business at the next scheduled CLUB meeting.
Article 9: Coach Budget Requests All head coaches will receive budget forms by April 1st of each year. These forms must be completed and returned to the CLUB president by the scheduled meeting in May for approval. Coaches not submitting budget forms will not be allocated funds for the upcoming school year. The head coach or an assistant coach of each sport, must attend at least one half of the CLUB meetings during their season, and give a team report in order to receive their allocated funds. Funds will be released for budgeted items only on the treasurer’s receipt of the bill. If the coaches would like to substitute an item for one of the budgeted items, the CLUB will consider this request.
Article 10: Order of Business Robert’s Rules of Order shall govern this meeting in all cases to which they are applicable and in which they are not inconsistent with any special rules or order the CLUB may adopt. Unless this article is suspended by a majority vote of the members present at any CLUB meeting, the order of business at all meetings shall be as follows: 1. 2. 3. 4. 5. 6. 7.
Approval of the minutes of the last meeting Approval of the Treasurer’s report Old Business New business Athletic Director’s report Coaches reports Adjournment
Article 11: Disbursement of Funds An annual budget shall be approved by the membership before disbursements of any funds shall be made by the Treasurer. A general reserve of no less than $5,000 must be in the banking account at the end of the fiscal year.
Article 12: Fiscal Year The fiscal year of the Orrville Athletic Booster Club is January 1 – December 31.
Article 13: Records Retention & Destruction Policy The CLUB has adopted a Records Retention Schedule. This schedule lists the records that are stored on a fixed medium that are created, received, or sent under the jurisdiction of this CLUB and which documents the organization, functions, policies, decisions, procedures, operations, or other activities of this office. The officers of the CLUB shall serve as the custodian(s) of all records. The period of time for which the CLUB stores or maintains records was determined by assessing the administrative, legal, fiscal, and/or historical value of the records. All electronic documents will be retained as if they were paper documents. Officers may make modifications to the Records Retention Schedule from time to time as they see fit to ensure compliance with local, state and federal laws and to add or delete various records that are kept by the CLUB. Records will be turned over to a new secretary and/or treasurer within 30 days of the date of an election.
RECORD RETENTION SCHEDULE: Record Type Correspondence Membership drive paperwork Program ad paperwork Financial records including receipts & bills paid Bank records including cancelled checks Fund raising files Coach budget requests Tax returns Articles of Incorporation Audit reports Corporate resolutions Determination Letter from IRS Minutes of Board Meetings Fall/winter program booklets Real estate deeds, mortgages, bills of sale Insurance Policies
Retention Period 3 years 3 years 3 years 7 years 7 years 7 years 10 years 10 years Permanent Permanent Permanent Permanent Permanent Permanent Permanent Until expired
Article 14: Audit Committee The audit committee is responsible for conducting an annual audit of the CLUB’s financial report and the related financial activity for the school year. The audit committee shall include three members consisting of one officer and two non-officer CLUB members. The treasurer shall not be on the audit committee. The treasurer may meet with the committee to explain his/her records and/or answer questions. The audit committee must prepare a written Audit Report that communicates the results of the audit to the CLUB. The objectives of the audit are to: a) b) c) d) e)
Verify the accuracy of the treasurer’s financial reports; Ensure that the CLUB’s cash balances are accurate; Determine that established procedures for handling funds have been followed; Ensure that expenditures have occurred in a manner consistent with the CLUB’s bylaws; and, Ensure that all revenues have been appropriately received and recorded.
All members of the audit committee shall sign a statement indicating their agreement with the findings detailed in the report. The audit committee shall make a report to the general membership of the CLUB upon completion of the audit. Any discrepancies noted shall be brought to the attention of the president of the CLUB and a resolution reached prior to presentation. All officers of the CLUB shall make records available to the audit committee as requested. The format of the final report is to be determined by the audit committee. Copies of the final report shall be submitted to all officers.
Article 15: Conflict of Interest Policy A conflict of interest is defined as an actual or perceived interest by a CLUB officer, member, or a volunteer that results in, or has the appearance of resulting in, personal, organizational, or professional gain. Officers, members, and volunteers are obligated to always act in the best interest of the Orrville Athletic Booster Club. This obligation requires that any officer, member, or volunteer in the performance of CLUB duties, seek only the furtherance of
the organizational mission. At all times, officers and members are prohibited from using their job title, or the name or property of the CLUB, for private profit or benefit. No officer, member, and volunteer of the CLUB shall solicit or accept gratuities, favors, or anything of monetary value from contractors and/or vendors. This is not intended to preclude bona fide organizational fundraising activities. No officer, member, or volunteer of the CLUB shall participate in the selection, award, or administration of a purchase or contract with a vendor where, to their knowledge, any of the following has a financial interest in that purchase or contract: (1) The officer or member; (2) Any member of their immediate family; (3) Their partner; (4) An organization in which any of the above is an officer, director or employee; or (5) A person or organization with whom any of the above individuals is negotiating or has an arrangement concerning prospective employment. Any possible conflict of interest shall be disclosed by the person or persons concerned. When a conflict of interest is relevant to a matter requiring action by the CLUB, the interested person(s) shall call it to the attention of the CLUB and said person(s) shall not vote on the matter. In addition, the person(s) shall not participate in the final decision or related deliberation regarding the matter under consideration. When there is a doubt as to the whether a conflict exists, the matter shall be resolved by a vote of the CLUB members, excluding the person(s) concerning whose situation the doubt has arisen. The official minutes of the CLUB shall reflect that the conflict of interest was disclosed and the interested person(s) did not participate in the final discussion or vote and did not vote on the matter.
Article 16: Whistleblower Protection Policy Orrville Athletic Booster Club officers, members, and volunteers must practice honesty and integrity in fulfilling their responsibilities and comply with all applicable laws and regulations. The Whistleblower Protection policy applies to all CLUB officers, members, and volunteers, each of whom shall be entitled protection. The Whistleblower Protection policy is intended to encourage and enable CLUB members and others to raise serious concerns internally so that CLUB officers can address and correct the inappropriate conduct and actions. It is the responsibility of all CLUB members and others to report concerns about violations of the bylaws, policies, or suspected violations of law. Anyone reporting a violation must be acting in good faith, and have reasonable grounds for believing that the information shared in the report indicates that a violation occurred. No CLUB member or volunteer who in good faith reports a concern shall be subject to retaliation. A CLUB member or volunteer who retaliates against someone who has reported a concern in good faith is subject to dismissal from the CLUB membership or volunteer position. Reports of violations or suspected violations shall be kept confidential to the extent possible, with the understanding that confidentiality may not be maintained where identification is required by law or in order to conduct an adequate investigation.
Article 17: Booster Club Patch Policy Athletes participating as individuals who become one of the final 16 competitors in their respective sports will receive a twill patch. Individual athletes will receive chenille patches under the following circumstances:
Golf – 7th or better in State meet Cross Country – 7th or better in State meet Wrestling – Scoring team points at State tournament Track – Scoring team points at State meet Tennis – 7th or better in State tournament
Athletes participating in a team sport whose team becomes one of the final 16 teams in state competition will receive a twill patch. Athletes will receive chenille patches under the following circumstances: Team finishes in top 4 in State meeting, playoffs, or tournament:
Golf Cross Country Wrestling Football Volleyball Basketball Baseball
Article 18: Amendments These articles may be amended, supplemented or repealed at any regular meeting of the Orrville Athletic Booster Club provided a quorum is present and by a majority of the vote of the members present. This meeting must be announced by publication at least seven days before the date of such meeting.
THESE BYLAWS SUPERSEDE ALL PREVIOUS CONSTITUTIONS AND/OR BYLAWS AND SHALL BECOME EFFECTIVE JULY 1, 2015. APPROVED BY: Mike Hamsher, President Jarrod Brown, Vice-President Karen Flinner, Secretary Theresa Conway, Treasurer
Article 2: Purpose The purpose of the CLUB is to promote, foster, and perpetuate the organized athletic program of the high school, in the interest of good sportsmanship.
Article 3: Meetings Regular meetings will be held monthly during the school year, as set by officers. At all regular meetings, three of the four officers shall constitute a quorum for business to be conducted. Executive or special meetings of the CLUB may be called by the President as needed.
Article 4: Officers and Their Election A slate of officers for the upcoming school year shall be presented to the CLUB at their regular meeting in April. Nominations will also be accepted from the floor. Their election will be held at the regular CLUB meeting in May. The officers of the CLUB shall be a president, a vice president, a secretary, and a treasurer. Said officers shall be chosen by the members of this organization by a majority vote held at the meeting provided for above. The term of office shall be from June 1 of one year to May 31 of the next year. In case a vacancy in the office of president occurs, the vice president will assume the position of president. The remaining officers shall serve as a nominating committee and fill the vacancy of the vice president. In case both the president and vice-president are absent or unable to perform their duties, the secretary or treasurer will act in their place. In case of a vacancy of an officer other than the President, the position shall be filled by the remaining officers. Any officer may be removed from office for failure to perform duties or using unethical practices while conducting Orrville Athletic Booster Club business or for criminal misconduct.
Article 5: Duties of Officers President: The president shall chair all meetings of the membership, and perform all the duties usually performed by the presidents of like organizations, and such other duties as shall be required of him/her by the members. He/she shall appoint committee chairmen for all CLUB projects. The president may be a part of a committee, but shall not be a chairman of any committee. The president will also develop the agenda for the meetings. The president shall also act as a spokesperson for the Orrville Athletic Booster Club.
Vice President: The vice president shall work closely with the president and perform all the duties of the president in case of absence or disability of the latter, including presiding at meetings. The vice president shall also perform other duties as required or assigned by the president or CLUB members. Secretary: The secretary shall record the minutes of all meetings of the CLUB and present them at subsequent meetings as requested, maintain the official record of the proceedings of the CLUB, handle the official correspondence, and perform other duties as required or assigned. The secretary shall be in charge of organizing all athletic programs and membership drives, and shall maintain a membership list. The secretary shall also perform other duties as required or assigned by the president or CLUB members. Treasurer: The treasurer shall receive and keep control of all money and securities belonging to the CLUB, and shall disburse only by check. All checks shall be drawn upon an account in the CLUB’s name at an Orrville bank. The treasurer shall keep all financial records including bank statements, receipts, budgets, invoices, paid receipts, and canceled checks. The treasurer shall make disbursements in accordance with the annual budget adopted by the CLUB. The treasurer shall reconcile all bank statements and resolve discrepancies in a timely manner, and present a financial statement at CLUB meetings. The treasurer shall file tax returns and other reports as required by State Law. The treasurer shall submit books to an Audit Committee at the end of the school year in which he/she held the office of treasurer. The treasurer shall also perform other duties as required or assigned by the president or CLUB members. The CLUB shall be required to post bond for the treasurer equal to the amount of monies he/she will be handling.
Article 6: Committees The CLUB shall create committees as deemed necessary to carry out the work of the Orrville Athletic Booster Club. Only members of the CLUB shall be eligible to serve as chairperson of a committee. The president shall appoint chairpersons of committees with approval of a majority of the officers.
Article 7: Membership Any person may become a member of the organization for one year upon the purchase of a regular, patron, or elite membership. The membership cost will be determined from time to time by the officers of the CLUB. This membership must be renewed each year thereafter to remain a member in good standing.
Article 8: Voting Voting on motions on floor shall be approved by a majority vote of membership in attendance. The CLUB will also take advantage of email technology to conduct business. If action is required in a timely manner and a CLUB meeting is not imminent, or cannot be scheduled in a timely manner, any CLUB officer may make a motion via email to all other board officers to approve budget items, make purchase requests, or to conduct other Club business. All CLUB officers shall vote. A majority of CLUB officers are required to approve an email motion. The CLUB officer who proposed the motion is responsible for tallying the votes and informing the other CLUB officers of the outcome. The CLUB shall report any email motions, approved or unapproved, as new business at the next scheduled CLUB meeting.
Article 9: Coach Budget Requests All head coaches will receive budget forms by April 1st of each year. These forms must be completed and returned to the CLUB president by the scheduled meeting in May for approval. Coaches not submitting budget forms will not be allocated funds for the upcoming school year. The head coach or an assistant coach of each sport, must attend at least one half of the CLUB meetings during their season, and give a team report in order to receive their allocated funds. Funds will be released for budgeted items only on the treasurer’s receipt of the bill. If the coaches would like to substitute an item for one of the budgeted items, the CLUB will consider this request.
Article 10: Order of Business Robert’s Rules of Order shall govern this meeting in all cases to which they are applicable and in which they are not inconsistent with any special rules or order the CLUB may adopt. Unless this article is suspended by a majority vote of the members present at any CLUB meeting, the order of business at all meetings shall be as follows: 1. 2. 3. 4. 5. 6. 7.
Approval of the minutes of the last meeting Approval of the Treasurer’s report Old Business New business Athletic Director’s report Coaches reports Adjournment
Article 11: Disbursement of Funds An annual budget shall be approved by the membership before disbursements of any funds shall be made by the Treasurer. A general reserve of no less than $5,000 must be in the banking account at the end of the fiscal year.
Article 12: Fiscal Year The fiscal year of the Orrville Athletic Booster Club is January 1 – December 31.
Article 13: Records Retention & Destruction Policy The CLUB has adopted a Records Retention Schedule. This schedule lists the records that are stored on a fixed medium that are created, received, or sent under the jurisdiction of this CLUB and which documents the organization, functions, policies, decisions, procedures, operations, or other activities of this office. The officers of the CLUB shall serve as the custodian(s) of all records. The period of time for which the CLUB stores or maintains records was determined by assessing the administrative, legal, fiscal, and/or historical value of the records. All electronic documents will be retained as if they were paper documents. Officers may make modifications to the Records Retention Schedule from time to time as they see fit to ensure compliance with local, state and federal laws and to add or delete various records that are kept by the CLUB. Records will be turned over to a new secretary and/or treasurer within 30 days of the date of an election.
RECORD RETENTION SCHEDULE: Record Type Correspondence Membership drive paperwork Program ad paperwork Financial records including receipts & bills paid Bank records including cancelled checks Fund raising files Coach budget requests Tax returns Articles of Incorporation Audit reports Corporate resolutions Determination Letter from IRS Minutes of Board Meetings Fall/winter program booklets Real estate deeds, mortgages, bills of sale Insurance Policies
Retention Period 3 years 3 years 3 years 7 years 7 years 7 years 10 years 10 years Permanent Permanent Permanent Permanent Permanent Permanent Permanent Until expired
Article 14: Audit Committee The audit committee is responsible for conducting an annual audit of the CLUB’s financial report and the related financial activity for the school year. The audit committee shall include three members consisting of one officer and two non-officer CLUB members. The treasurer shall not be on the audit committee. The treasurer may meet with the committee to explain his/her records and/or answer questions. The audit committee must prepare a written Audit Report that communicates the results of the audit to the CLUB. The objectives of the audit are to: a) b) c) d) e)
Verify the accuracy of the treasurer’s financial reports; Ensure that the CLUB’s cash balances are accurate; Determine that established procedures for handling funds have been followed; Ensure that expenditures have occurred in a manner consistent with the CLUB’s bylaws; and, Ensure that all revenues have been appropriately received and recorded.
All members of the audit committee shall sign a statement indicating their agreement with the findings detailed in the report. The audit committee shall make a report to the general membership of the CLUB upon completion of the audit. Any discrepancies noted shall be brought to the attention of the president of the CLUB and a resolution reached prior to presentation. All officers of the CLUB shall make records available to the audit committee as requested. The format of the final report is to be determined by the audit committee. Copies of the final report shall be submitted to all officers.
Article 15: Conflict of Interest Policy A conflict of interest is defined as an actual or perceived interest by a CLUB officer, member, or a volunteer that results in, or has the appearance of resulting in, personal, organizational, or professional gain. Officers, members, and volunteers are obligated to always act in the best interest of the Orrville Athletic Booster Club. This obligation requires that any officer, member, or volunteer in the performance of CLUB duties, seek only the furtherance of
the organizational mission. At all times, officers and members are prohibited from using their job title, or the name or property of the CLUB, for private profit or benefit. No officer, member, and volunteer of the CLUB shall solicit or accept gratuities, favors, or anything of monetary value from contractors and/or vendors. This is not intended to preclude bona fide organizational fundraising activities. No officer, member, or volunteer of the CLUB shall participate in the selection, award, or administration of a purchase or contract with a vendor where, to their knowledge, any of the following has a financial interest in that purchase or contract: (1) The officer or member; (2) Any member of their immediate family; (3) Their partner; (4) An organization in which any of the above is an officer, director or employee; or (5) A person or organization with whom any of the above individuals is negotiating or has an arrangement concerning prospective employment. Any possible conflict of interest shall be disclosed by the person or persons concerned. When a conflict of interest is relevant to a matter requiring action by the CLUB, the interested person(s) shall call it to the attention of the CLUB and said person(s) shall not vote on the matter. In addition, the person(s) shall not participate in the final decision or related deliberation regarding the matter under consideration. When there is a doubt as to the whether a conflict exists, the matter shall be resolved by a vote of the CLUB members, excluding the person(s) concerning whose situation the doubt has arisen. The official minutes of the CLUB shall reflect that the conflict of interest was disclosed and the interested person(s) did not participate in the final discussion or vote and did not vote on the matter.
Article 16: Whistleblower Protection Policy Orrville Athletic Booster Club officers, members, and volunteers must practice honesty and integrity in fulfilling their responsibilities and comply with all applicable laws and regulations. The Whistleblower Protection policy applies to all CLUB officers, members, and volunteers, each of whom shall be entitled protection. The Whistleblower Protection policy is intended to encourage and enable CLUB members and others to raise serious concerns internally so that CLUB officers can address and correct the inappropriate conduct and actions. It is the responsibility of all CLUB members and others to report concerns about violations of the bylaws, policies, or suspected violations of law. Anyone reporting a violation must be acting in good faith, and have reasonable grounds for believing that the information shared in the report indicates that a violation occurred. No CLUB member or volunteer who in good faith reports a concern shall be subject to retaliation. A CLUB member or volunteer who retaliates against someone who has reported a concern in good faith is subject to dismissal from the CLUB membership or volunteer position. Reports of violations or suspected violations shall be kept confidential to the extent possible, with the understanding that confidentiality may not be maintained where identification is required by law or in order to conduct an adequate investigation.
Article 17: Booster Club Patch Policy Athletes participating as individuals who become one of the final 16 competitors in their respective sports will receive a twill patch. Individual athletes will receive chenille patches under the following circumstances:
Golf – 7th or better in State meet Cross Country – 7th or better in State meet Wrestling – Scoring team points at State tournament Track – Scoring team points at State meet Tennis – 7th or better in State tournament
Athletes participating in a team sport whose team becomes one of the final 16 teams in state competition will receive a twill patch. Athletes will receive chenille patches under the following circumstances: Team finishes in top 4 in State meeting, playoffs, or tournament:
Golf Cross Country Wrestling Football Volleyball Basketball Baseball
Article 18: Amendments These articles may be amended, supplemented or repealed at any regular meeting of the Orrville Athletic Booster Club provided a quorum is present and by a majority of the vote of the members present. This meeting must be announced by publication at least seven days before the date of such meeting.
THESE BYLAWS SUPERSEDE ALL PREVIOUS CONSTITUTIONS AND/OR BYLAWS AND SHALL BECOME EFFECTIVE JULY 1, 2015. APPROVED BY: Mike Hamsher, President Jarrod Brown, Vice-President Karen Flinner, Secretary Theresa Conway, Treasurer
