|
|
|
Peachtree Booster Club BYLAWS
|
|
Draft 042412
|
|
|
Originally Approved May 1976
Revised April 2012
ARTICLES
I – NAME & PURPOSE
II – BASIC POLICIES
III – ORGANIZATION & MEMBERSHIP
IV – OFFICERS & DUTIES
Section 1. Board of Directors
Section 2. Duties of Directors and Executive Officers
Section 3. Parameters of the Board of Directors
Section 4. Terms of Service for Board Members
Section 5. Board of Directors Meetings and Attendance
Section 6. Nominating Procedure
Section 7. Annual Meeting of Members
Section 8. Working Committees
V – OPERATIONAL PRINCIPILES
Section 1. Operational Authority of the Booster Club
Section 2. Operational Practices and Procedures
Section 3. Activity Fees
VI – FIDUCIARY RESPONSIBILITIES
Section 1. Fiscal year
Section 2. Fiduciary Responsibility of Directors and Executive Officers
Section 3. Fiduciary Responsibility of the Treasurer
Section 4. Fiduciary Responsibility of the Board of Directors
VII – PARLIMENTARY PROCEDURE
ARTICLE I - NAME & PURPOSE
The name of this organization is the PEACHTREE BOOSTER CLUB, INC. It will be referred to in the Bylaws as “PBC” or “Booster Club”.
The purpose of the Booster Club is to faithfully serve the best interests of the general membership in the following areas:
a) To administer recreational sports programs, primarily, but not limited to youth programs. These activities shall be conducted with the cooperation and effort of the general membership.
b) To provide an organization for community activities as may be desired.
ARTICLE II - BASIC POLICIES
The following are basic policies of the Booster Club.
a) The organization shall be non-profit, non-commercial, non-sectarian, and non-partisan.
b) The name of the organization and names of members in their official capacities shall not be used in connection with a commercial concern, or any parties or interests, for any purposes not appropriately related to promotion of the objectives of the organization.
c) Sports programs shall coordinate financial, operational, marketing and branding through the Booster Club.
d) Amendments or revisions of the bylaws shall require approval of two-thirds (2/3) majority of the Board of Directors and subsequent approval of two-thirds (2/3) majority of members in attendance at the Annual General Meeting.
ARTICLE III - ORGANIZATION AND MEMBERSHIP
The constituent organization and membership of the Booster Club includes:
a) Membership is defined as anyone 18 years or older who is a participant, parent or guardian of a child enrolled in one of the Peachtree Booster Club sports programs.
b) Those who serve in a Board of Directors or administrative level position shall be considered members for the duration of their service with the Booster Club.
c) The Booster Club shall not discriminate on the basis of race, sex, religious affiliation or heritage.
d) The membership shall be considered the voting body. Each member shall have one vote and must be present at the Annual General Membership meeting to exercise the right to vote.
ARTICLE IV - OFFICERS AND DUTIES
Section 1. Board of Directors. The Directors shall consist of members duly elected by the general membership. They shall as a group be designated the Board of Directors and referred to in the Bylaws as the “the Board” or “BOD”.
The Board of Directors shall consist of the following:
1. President
2. Vice President
3. Secretary
4. Treasurer
5. Director of Basketball
6. Director of Hockey
7. Director of Soccer
8. Director of Public Relations
9. Director of Fundraising
10. Director of Technology
11. Member at Large
Section 2. Duties of Directors and Executive Officers
a) President - Shall serve as Chief Executive Officer for all activities; shall preside over Board and general membership meetings; shall create and appoint special committees as necessary. Shall supervise the filing of taxes and other corporate documents and represent the club as necessary in community affairs.
b) Vice President - Shall assist the President and will assume the duties of the President in his or her absence. The Vice President shall be aware of all club activities and undertake assignments as determined by the President and/or the BOD.
c) Secretary - Shall maintain minutes of all BOD meetings and shall coordinate and disseminate written materials for the BOD.
d) Treasurer - Shall maintain permanent books on accounts and records concerning all financial activities of the Booster Club; shall have said books available for inspection at all reasonable times.
e) Technology Officer - Shall oversee and coordinate technical aspects of web based and electronic communications, registration and overall technical functionality.
f) Program Directors - Shall be responsible for all operational aspects of their particular program including detailing activity participation, revenues and expenses.
g) Members at Large – Will have such duties as designated by the Board.
Section 3. Parameters of the Board of Directors
a) The Board shall be aware and heed the desires of the majority of the membership.
b) The Board can be expanded or contracted at the discretion of the Board but shall not exceed thirteen voting members.
c) The Board of Directors shall define functions and activities of board members whose duties are not specified in the bylaws.
d) The purview of the BOD is to guide the overall direction of the club while safeguarding the interests of the general membership by overseeing the financial condition of the Booster Club and anticipating trends and conditions that will impact the ability of PBC to fulfill its core mission.
Section 4. Terms of Service for Board Members.
a) The Board shall abide by the Bylaws at all times, maintaining the best interest of the general membership above all other considerations.
b) Each Board member shall have one vote on each subject properly submitted for consideration. If a member holds more than 1 board position, he or she will only be entitled to 1 vote. If a position is held jointly, those members will only be entitled to 1 vote total.
c) Newly elected board members shall assume office on July 1st and serve a one year term, consecutive terms are permitted
d) A board member may be removed from office with or without cause by a three-quarter (3/4) majority vote of all serving board members. Upon removal, resignation or incapacitation of any board member the remaining board members shall appoint a new board member with the approval of two-thirds (2/3) majority of serving Board Members.
e) The Board can fill vacancies of Officers and Directors as necessary at any time following the general membership annual meeting.
Section 5. Board of Directors Meetings and Attendance.
a) Regular BOD meetings shall convene approximately every six weeks as determined by the BOD.
b) The meeting schedule shall be posted and available to the general membership.
c) Regular BOD meetings shall be open to the general membership; however general membership wishing to address the BOD at the meeting must request to be placed on the meeting agenda at least one week prior to the scheduled meeting.
d) Special meetings may be called as necessary by the President or any three BOD members and shall allow a minimum of one week public notice before the special meeting.
e) A quorum of the Board is required for the transaction of any business of the BOD and shall consist of at least fifty-one percent (51%) of the number of serving Board members.
Section 6. Nominating Procedure
a) Nominating Committees formed from the general membership are recommended but not required for the purpose of locating qualified candidates to serve as Officers and Directors.
b) Qualified candidates from the general membership can be nominated by any of the general membership prior to or at the designated time before voting at the Annual General Meeting.
Section 7. Annual Meeting of Members
By June 1st of each year the general membership shall meet for the following purposes:
1. Discuss and finalize or make plans to complete any unfinished business.
2. Open the Floor for nominations.
3. Elect Officers and Directors.
4. Hold votes on any other business that requires approval from the general membership.
Section 8. Working Committees
a) The BOD may form working committees as necessary to perform important functions.
b) The BOD shall assign a chairperson for said committees from serving board members.
c) Committee chairpersons shall have the full authority of the BOD to recruit other committee members from the general membership and execute their assigned mission.
ARTICLE V – OPERATIONAL PRINCIPALS
Section 1. Operational Authority of the Booster Club.
Each Program Director, the President, Vice President, Treasurer and Technical Officer shall be the Executive Officers for PBC, referred to as “management” for this purpose.
a) Management will be responsible for day to day operations of the Booster Club.
b) Program Directors shall have direct operational authority for their particular sports programs and will organize, recruit and assign any and all operational level positions necessary to reliably execute day to day operations for their respective programs.
c) Program Directors shall coordinate with and report to management as necessary to execute operations and fulfill any and all requirements of the Bylaws.
Section 2. Operational Practices and Procedures.
a) Any Executive Officer may call a meeting of management.
b) Management meetings are not required to follow parliamentary procedure in the course of doing business.
c) Any and all activities of management shall be available and made known to the BOD.
d) Management shall not abridge or usurp the authority of the BOD.
e) Executive Officers and operational personnel shall fulfill all necessary county reporting requirements and procedures.
f) Executive Officers shall endeavor to combine complementary efforts across programs and activities in order to further the goals of the Booster Club, the BOD and the general membership whenever possible.
Section 3. Activity Fees
It shall be the responsibility of the Board to set activity fees after recommendation by the Executive Officers. Such fees shall be set at a minimum level to ensure all costs are covered.
ARTICLE VI – FIDUCIARY RESPONSIBILITIES
Section 1. Fiscal year.
The fiscal year of the Booster Club shall begin January 1st and end the following December 31st.
Section 2. Fiduciary Responsibility of Directors and Executive Officers.
a) Each Program Director shall submit a proposed budget prior to the start of each season detailing estimated revenues & expenses for approval of the Board of Directors in order to establish the Activity Fee.
b) Requests for reimbursement for purchases and or payments shall be approved by a Program Director or Executive Officer before being submitted to the Treasurer.
c) Expenses and or expenditures outside the normal operating budget of a particular program or activity shall require approval from two-thirds (2/3) majority of the BOD.
.
Section 3. Fiduciary Responsibility of the Treasurer
a) The Treasurer shall have the authority and responsibility for the safekeeping of the funds and securities of the Booster Club.
b) The Treasurer shall maintain a balanced checkbook, up to date ledger of cash activities and all tax and financial records in a central location.
c) Shall prepare a detailed financial report of the prior year and submit to the BOD by April 1st.
Section 4. Fiduciary Responsibility of the BOD
a) The Board shall keep a minimum of forty percent (40%) of the prior year’s expenses in the general fund as contingency.
b) Ensure that each sports program is financially self-supporting.
c) General funds may be set aside for scholarships as practicable.
d) Expedite all financial obligations in a timely manner as practicable.
e) In the event of dissolution of the organization Booster Club assets shall be distributed for one or more of the exempt purposes specified in Section 501c (3) of the IRS Code of 1954, as amended.
ARTICLE VII – PARLIMENTARY PROCEDURE
Meetings shall be conducted in accordance with the current edition of “Robert’s Rules of Order Newly Revised”, except as otherwise provided in these Bylaws, adopted special rules of order, standing rules and the policies and procedures of PBC.