Sycamore Sports Booster By-Laws, Sycamore IL
The Sycamore Sports Booster Club is an organization of individuals dedicated to making the Sycamore Middle School and Sycamore High School interscholastic sports programs successful at all levels.
The Booster Club will always keep in mind that a successful athletic program depends on dedicated students, staff and community.
Article I – Name
The name of the organization is the Sycamore Sports Boosters (Hereinafter referred to as “The Club”).
Article II – Purpose
The Club is organized and operated exclusively for charitable purposes to benefit student-athletes in Sycamore School District #427 within the meanings of Section 501 (c) (3) of the Internal Revenue Code of 1986, or corresponding section of any future federal tax code.
Article III – Membership Fees
Membership shall be open to any and all persons interested in supporting the purpose of the Club and who have paid annual dues as established by the Board of Directors. Dues are assessed on a fiscal year basis. The fiscal year shall be concurrent with the Club’s membership year. No assessments other that the regular membership dues shall be levied, HOWEVER, various dues levels may be set with commensurate special recognition, such as membership premiums or placement of names in listings or plaques. Any change in membership dues shall be set no later than July 15th of each year. Any member who has paid dues is considered to be in good standing and is encouraged to attend meetings on a regular basis. Guests are always welcome. Only members in good standing are allowed to vote.
Article IV – Fiscal Year
The fiscal year of the Club will be a twelve-month period beginning on July 1st and ending on June 30th of each year
Article V – Structure
1. Board of Directors
2. Standing Committees
a. Executive Committee
b. Membership & Marketing Committee
c. Finance Committee
d. Concessions Committee
3. Special Event Committees (i.e Castle Challenge)
Article VI – Duties
Section 1. Board of Directors:
1. The Club shall be managed by a Board of Directors with a minimum of 5 Directors and a maximum of 15 Directors.
2. Executive Committee members will serve on the Board of Directors
3. The respective Athletic Director and Principal from the Sycamore Middle School and Sycamore High School will select one coach from each school to serve on the Board of Directors
4. The Athletic Director of Sycamore High School will serve on the Board of Directors.
5. The Directors shall attend monthly and special meetings of the Club.
6. Approve and support plans and work of all committees.
7. Serve as chairpersons and members of all committees.
Section 2. Executive Committee:
1. The Executive Committee shall consist of the officers of the club whose titles and duties are as follows:
· Prepare and post an agenda one week prior to the next scheduled meeting.
· Preside at all meetings of the Club and of the Board of Directors.
· Be the principal officer of the Club and guide its functions.
· Serve as the liaison between the Club, high school and middle schools, the school board, the athletic director and community organizations.
· Checks in excess of $1,000.00 or more require a co-signature of an Executive Committee member.
· Designate board members to chair a committee
· Assist the President and act for him in his absence or by his direction.
· Perform such duties as the President may direct.
· Oversee the nominations and election of the Board of Directors.
· Act as custodian of all funds.
· Keep books and accounts of receipts according to the procedures established and expenditures of funds and render written financial statements at each meeting.
· Deposit all money received in an account in the name of the Club.
· The Treasurer or President must sign all checks. Checks in excess of $1,000.00 require two (2) Executive committee member signatures.
· All unbudgeted expenditures in excess of $100.00 must have prior approval.
· Submit a proposed budget in March of each year for the next fiscal year to the Executive Committee for approval.
· Prepare a budget close out report in September for the preceeding fiscal year and submit to the Board of Directors
· Act as custodian of the records of the Club, except for the accounts of the Treasurer.
· Conduct the official correspondence of the Club and maintain a file for all such correspondence.
· Keep records of all meetings of the Club and performs such other duties as the President may direct, including written notice of meetings.
· In the absence of the Secretary, the President shall designate a member to take the minutes of the meeting.
· Ensure pending and approved minutes are posted on the website no later than 10 days after any board of directors meeting
· Ensure meeting time and location are disseminated electronically through email provided members or by posting on an official club web site at least 72 hours in advance of all planned meeting
E. Past President
· Assist the President in assuring a smooth and orderly transition of office.
· Serve as advisor to the Officers and Directors on parliamentary procedures and on the historical affairs of the Club.
F. The Executive Committee shall act on procedural and business matters brought to its attention by any Director, Committee, or Officer. The President is the Chairperson of the Committee, which may create additional committees to those named herein as it deems necessary to fulfill the goals of the Booster Club. All actions taken by the Executive Committee shall have the same authority as if taken by the Board of Directors. A current list of all special committees created by the Board or the Executive Committee shall be kept by the Secretary and the list shall be reviewed and renewed each May by the Executive Committee.
Section 3. Membership and Marketing Committee
A. At the direction of the Board of Directors, facilitate membership recruitment
B. Facilitate marketing of the Club through social media, print media, and other means to bring the Club positive exposure and promote membership and fundraising
C. Maintain the Club’s website to include to event information
Section 4. Finance:
A. Shall work in conjunction with the Treasurer in preparation of budgets and other club fiscal and administrative matters.
B. Shall meet at least once each year to review current condition and provide input on budgetary matters, fiscal policies, and financial stability.
Section 5. Concessions:
A. Develop and maintain programs and policies concerning club handling of concessions at home events
B. Coordinate volunteers to staff concessions
C. Oversee procurement of inventory for concessions
D. Work in conjunction with the Treasurer to ensure fiscal accountability of purchases and reimbursements for concession inventory
Section 6. Special Event Committee
A. At the direction of the Board of Directors, coordinate any approved event
B. Present updates on upcoming events to include, but not limited to, estimated costs, projected revenues, and general operational plan for the event
C. Submit to Treasurer all approved expenditures with original receipts
D. Provide an event summary at a Board of Directors meeting following the event
Section 7. Terms of Office
All officers and directors will serve a term of one year beginning on July 1st and ending on June 30th of the next year. Officers and directors are eligible to serve successive terms.
Section 8. Vacancies:
In the event of a vacancy of the President, the Vice-President shall serve the remainder of the term as acting President.
Vacancies in all other offices shall be filled by appointment made by the remaining officers. The new appointee shall serve until the vacant term expires and shall be made from the ranks of members in good standing of the Booster Club. Any vacancy in the Board of Directors shall be filled by the Executive Committee in like manner.
Section 9. Resignation:
An Officer or Director may resign by written notice to the Club. The resignation is effective upon receipt by the Club secretary or a subsequent time as set forth in the notice of resignation.
Section 1. Nominations
In March, nominations will be taken for the board of directors by a nominating committee. An announcement for nomination will be made to the general membership.
Qualification of nominees:
A. Must be a member in good standing
B. Must have attended at least 2 meetings in the current fiscal year
Section 2. Board Elections
The election of the Board of Directors will be held in April. Members must be in good standing and present at the election meeting to vote for the Board of Directors. Proxy votes are not allowed.
Section 3. Election of Officers
The President, Vice- President, Treasurer, and Secretary will be elected in May by the newly elected Board of Directors
VIII Amendments and Rules:
The Booster Club shall be administered and regulated by these by-laws. These by-laws may be amended by a majority vote of the Board of Directors. The Executive Committee shall review these by-laws every two years or as deemed necessary by said Committee. Robert Rules of Order shall govern the conduct of the meeting. The meetings shall focus on Booster related activities, not athletic policies, coaching decisions, or other non-booster related items.
Upon dissolution or liquidation of the corporation, the remaining assets of corporation, after paying or making provisions for the payment of all of the liabilities of the corporation (except any assets help upon condition requiring return, transfer or other conveyance in the event of dissolution, which assets shall be returned, transferred or conveyed in accordance with such requirements), shall be conveyed to the Sycamore High School athletic department or another qualified tax-exempt organization or organizations organized and operated exclusively for charitable, educational, or literary purposes described in Section 501 (c) (3) of the Internal Revenue Code of 1986, as amended (or corresponding provision of any further United States internal revenue law) (the “Code”), as the Board of Directors of the corporation shall determine. Any of such assets not so disposed of shall be disposed of by the court of the general jurisdiction of the county in which the principal office of the corporation is then located, exclusively for the purposes of the corporation in such manner, or to such tax-exempt organization or organizations described in Section 501© (3) of the Code, as said court shall determine.
Approved on May 10, 2013