Suffern High School Crew Booster Club By-Laws:
a. The name of the organization is Suffern High School Crew Booster Club, Inc., hereinafter referred to as the Booster Club or the Corporation
a. The office of the Booster Club shall be in the village of Suffern in the state of New York as designated in the Certificate of Incorporation. The Booster Club may also maintain offices at such other places in the state of New York as the Board of Directors may from time to time approve for the Corporation if required.
Article II – Purpose
1. The primary function of the Booster Club is to support the efforts and continued growth of the sport of rowing within the Ramapo Central School District (RCSD).
2. Provide for the comfort of the team at regattas.
3. Raise funds for the team’s use for equipment or gear, or activities as needed. Specific needs will be identified, in part, by consulting with the team coaches.
4. The Booster Club shall be non-profit and no part of the net earnings shall inure to the benefit of any individual member.
5. Non-profit Status. Notwithstanding any other provisions of these By-laws, the Booster Club shall carry out activities permitted 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 by an organization contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code of 1954 or corresponding provision of any future United States Internal Revenue Law.
6. Provide support and boost morale at school scheduled or sanctioned races and other Booster Club events.
7. All Non-School sanctioned or unscheduled events (Other Regattas, Nationals) that student athletes qualify for will be financed by student athletes. Coaches expenses, including transportation, food and lodging, will be funded by the Booster Club.
Article III – Membership
1. The persons signing the Certificate of Incorporation and listed therein shall be the first members of the Corporation. Thereafter, all parents, guardians or other persons with a child enrolled and attending a school within the RCSD and with a child actively involved in a rowing program within the district shall be eligible to become members of the organization. Members are considered in “good standing” when they have paid their annual Booster Club dues in full by the annual due date. Hardship requests for individual athletes will be reviewed by the Executive Board and financial support will be determined on a case-by-case basis.
2. Rights and responsibilities
a. The members shall have the right and responsibility to attend meetings and events sponsored by the organization, serve on committees, and be nominated for, and elected to, office.
b. Members shall have the right to vote for the officers.
c. The Board of Directors has the right to review and approve the annual budget and amendments to these by-laws.
3. No member shall use his/her membership to influence or otherwise profit from the team association.
4. Use of Booster Club property will be strictly for the purpose of the Booster Club approved activities. Any request to use Booster Club property outside the normal use must be approved by the majority of the Executive Board.
5. Coaches, managers and trainers may not be members of the Booster Club
6. The President may notify and invite Coach(es)of the team to the meetings when necessary, their input being welcomed but they hold no voting power.
Article IV- Officers and Terms
1. There shall be two (2) types of officers: Elected Officers and Committee Chairpersons
a. Elected officers shall consist of: President, Vice-President, and Treasurer. These three (3) elected officers make up the Executive Board and have executive voting rights.
b. The Board of Directors consists of the Executive Board and the Standing Committee Chairpersons. The Executive Board and the Committee Chairpersons will vote on the approval of the annual budget and amendments to the by-laws.
c. The standing committees will consist of: Fundraising, Trailer Maintenance and Support, Communications/Membership and Regatta Hospitality. The Corresponding Secretary officer of the Board of Directors does not have voting rights. Committee Chairpersons/Officers shall be appointed by the Executive Board and shall adhere to the Chairperson role description defined and agreed to by the Executive Board and Committee Chairperson.
d. Each member of the Board of Directors is limited to a single office; i.e. elected officers may not serve as Committee Chairpersons and vice versa.
e. From time to time it may be necessary to appoint an Ad-Hoc committee chairperson. This may be done at the discretion of the President with the approval of the Executive Board. Ad-hoc committee chairs will not have voting rights.
f. The President or his/her designee will be responsible for recording, distributing and archiving minutes from meetings and discussions. Annually, copies of the Chairpersons role descriptions will be prepared and archived by the President.
a. In May of each year, the President will ask the general membership for nominees for elected offices and those members who are in good standing are eligible to be nominated. Nominations are open to the general membership, may be made by email, and do not require a second.
b. All elected officers and standing committee chairs must be current members of Booster Club for the term of their office.
a. Voting will be done by paper or electronic ballot (email is acceptable). Voting will take place during the month of June prior to the end of the school year. A deadline for voting will be clearly stated. Votes received after the deadline will not be counted.
b. Votes will be counted and verified by at least one active board member. Following verification of the votes, the results of the election and selection of the Committee Chairpersons will be announced to the general membership.
c. The officers shall be elected by a majority of the voting.
d. Each rower’s family is limited to a maximum of two (2) members for voting purposes and each member must be present to vote in-person or if voting by e-mail, each individual’s name must be listed in the e-mail.
a. All officers shall serve in their positions for a period of one (1) year. The term of office shall run from July 1 to June 30 in accordance with the Booster Club fiscal year. An individual may not serve in the same elective capacity for more than five consecutive terms.
a. If any elected officer or committee chair is unable to complete the term of office, the President will put out a call for nominations from the general membership.
b. The President, with the approval of the Executive Board, shall appoint any officer vacancy, other than the Presidency. A vacancy in the office of the President shall be filled by a majority vote of the full Board at the first meeting after the vacancy occurs.
c. Any officer appointed to fill a vacancy will serve only for the remainder of the unexpired term (until June 30).
a. In the event an officer or committee chairperson is not in attendance for three (3) consecutive meetings, he or she will be automatically removed from office.
b. In the event an officer states publicly that he/she wishes to retire, the three (3) meeting clause is voided and he/she is automatically removed at the next meeting.
a. The Board and committee chairpersons shall serve without compensation with the exception that expenses incurred in furtherance of the Booster Club business are allowed to be reimbursed with documentation in accordance with the Booster Club’s financial policies or with prior approval.
Article V - Dues
1. Membership shall run from July 1 to June 30 of each year
2. Dues shall be paid by May 1st (annual due date) to be considered to be a member in good standing. Waivers of the booster club fee will be decided on a individual basis at the discretion of the executive board. Written hardship requests are required for awarding full or partial dues support. The board may seek additional input from the head coach.
3. Annual dues shall be determined by the Executive Board and approved by majority vote by the full Board.
4. A copy of these by-laws shall be made available for review by any member in good standing. These by-laws shall also be available on the Booster Club website.
Article VI – Meetings and Procedures
1. Meetings. There shall be at least one general annual meeting of the membership. Notice regarding the time, date, and location of the annual meeting will be provided to the general membership.
2. Quorum. The members present at any general membership meeting of the organization, provided at least fifteen (15) members are present, including a minimum of five (5) board members shall constitute a quorum for the transaction of business. In the absence of a quorum, the membership may not take action. In that event, any matter brought before the membership at a meeting in which a quorum is not present shall be discussed and decided by the Board of Directors..
3. Participation in board meetings via technology. If necessary, officers may participate in a meeting by teleconference, Skype or other similar communications technology.
4. In all business decisions, except where noted, a Simple Majority rules.
5. Authority – The affairs, activities, and operation of the booster club shall be managed by the Executive Board. The Executive Board shall transact necessary business during intervals between meetings of the general membership and such other business as may be referred to it by the membership or these By-laws.
6. The Executive Board shall as necessary, in absence of a general membership meeting, conduct the affairs of the organization.
7. Action without a meeting. Any action required or permitted to be taken may be taken without a meeting of the Board of Directors if all members of the Executive Board consent in writing (including via e-mail) to a specific action.
8. Communication. All communication between the booster club and the school district (including coaches and trainers) will be performed by the President or his/her designee. Individual members of the board and the general membership are prohibited from communication with the school district on behalf of the Booster Club or representing themselves as speaking for the Booster Club general membership or Board of Directors without consent of the Executive Board.
9. Transition Meeting. A meeting between the outgoing Board and the newly elected/appointed Board will take place before the end of each fiscal year to complete financial reporting and to provide for transition activities as necessary.
Article VII – Finances
1. Budget. The Executive Board shall present at the first regular meeting after the officers have been elected, or as soon thereafter as is practicable in the new season, a budget of anticipated revenue and expenses for the year. This budget shall be used to guide the activities of the Booster Club during the year, including serving as approval for anticipated expenditures. Any substantial deviation from the budget must be approved in advance by the Executive Board unanimously and the Executive Board will notify the full board at the next regular board meeting.
2. Obligations. The Executive Board may authorize any officer(s) to enter into contracts or agreements for purchase of materials or services on the behalf of the Booster Club.
3. Banking. The Treasurer shall deposit all funds of the corporation to the credit of the corporation in such bank, financial institution or other depositories as the Executive Board may select and shall make disbursements as authorized by the Executive Board or in accordance with the budget so adopted. All deposits and/or disbursements shall be made as soon as practicable upon receipt of the funds and/or orders of payment.
4. Financial Controls. The Booster Club shall adopt financial controls to ensure the integrity of its funds. Specifically, the corporation shall maintain separation of financial controls so that minimally:
a. The Treasurer and the President shall have check signing authority
b. All expenses over $150 must be approved unanimously by the Executive Board by way of annual budget or by separate resolution
c. The Executive Board shall designate an officer or other member without check signing authority to review all bank statements at or outside of regular board meetings
d. The Executive Board shall designate an Audit Committee of at least 2 booster club members. The Audit Committee shall annually review all corporate books and financial records.
e. The Treasurer shall present a summary financial report at each board meeting and a formal written financial report annually.
f. All records of the corporation shall be maintained and destroyed in accordance with law and standard retention guidelines.
Article VIII – Amendments
1. These by-laws may be amended or lengthened at any time with the following procedures
a. The amendment is placed on the floor as a motion
b. Discussion of the motion, pro and con, if any
c. The motion shall rest until the next regular meeting
d. At the next meeting discussion will resume and then a show of hands of the full board, a vote shall be taken. The motion shall pass/fail by simple majority. If passed, it shall be entered immediately.