Athletic Boosters By-Laws

BY-LAWS OF THE WESTLAKE DEMONS ATHLETIC BOOSTERS
Westlake, Ohio

(Click HERE for a printable copy).

ARTICLE 1
NAME

The name of this organization shall be The Westlake Demons Athletic Boosters, herein after referred to as the WDAB. An organization not for profit, chartered in the State of Ohio per section 501 C (3) of the Internal Revenue Code. No member shall have any legal or equitable ownership in any of its funds or property.
The name shall not be associated with any enterprise without the authority of the membership.

ARTICLE 2
PURPOSE

The purpose of this organization shall be to unite the parents, students, faculty, alumni, and community in the common interest of supporting and encouraging the athletic programs and related activities of the Westlake School District.

The WDAB shall collectively work with the school district to promote projects to improve facilities and equipment necessary to promote those athletic programs. To accomplish this purpose, the membership shall support, sponsor and promote such fund raising activities as may be sanctioned by the membership.

The Westlake Athletic Boosters Club shall do nothing that violates the rules of the Ohio High School Association or in any way jeopardize the membership of the school district in said athletic/activity association.

 

ARTICLE 3
MEMBERSHIP

Membership shall be open to all residents of Westlake City School District who has a paid membership and has demonstrated a genuine interest in furthering the purpose of this organization.

Membership and Dues shall run for the 12 month period beginning July 1st and ending June30 of the following year.

Membership Levels – are determined by the Membership Committee and approved by the Board

ARTICLE 4
MEETINGS

Regular Meetings

Regular business meetings shall be held on the first Thursday of each month. Time of meeting will be at 7:00 pm. The Board shall provide the community notice of its meeting dates and locations by a method reasonably calculated to provide that notice (e.g. District or Booster website, WHBS, determined in the sole discretion of the Board of Directors.)
The President shall preside over the meetings. Vice President then 2nd Vice President shall lead meetings if stated officers are absent.

Annual Meeting

There shall be at least one general membership meeting each year. At this meeting the membership shall consider and vote upon the annual budget for the coming year. The membership shall be notified in advance of the date of the annua meeting by the Board of Directors by the same means as mentioned the regular meetings.

Special Meetings

Special meetings may be called by the President of the Board or by a majority vote of the Board of Directors.

Section 2- Voting

All members in good standing shall be entitled to one vote at all general membership meetings.
For any proposed expenditure above, 2,500 the Executive Board must approve by a majority ruling.

Section 3 – QUORUM

General Membership Meetings: A quorum shall consist of at least 7 members.
Board of Directors Meetings:A quorum shall consist of 4 Directors.
Proxies: There shall not be any proxies.

Section 4- Rules

Robert’s Rules of Order shall govern all voting.

ARTICLE 5
AMENDMENTS

The By-Laws may be amended at a General Membership Meeting by the affirmative vote of the majority of the voting members present, provided fourteen days notice of the proposed changes has been communicated to the members. Changes to the By-laws shall be proposed by the Board of Directors or 25% of the membership.

ARTICLE 6
OFFICERS AND BOARD OF DIRECTORS

Section 1. Authority:

The governing body of the Westlake Demons Athletic Boosters shall be the Board of Directors. The Board of Directors shall consist of the 5 elected officers, committee chairs and the Athletic Directors. Such positions have general control over all officers and committees and may for good cause, declare any office vacant.

Section 2. Number:

The Board of Directors shall consist of five officers, committee chairs and athletic directors. Officers terms will end in staggering years to ensure continuity. Officers may serve multiple consecutive terms. Directors may serve multiple consecutive terms. In the event of a director vacancy, the Board by majority vote may appoint a replacement. The athletic directors of the High School and Middle School shall be non-voting members of the Board of Directors.

Section 3. Nominations and Elections:

Officers shall be elected at the annual meeting to be held no later than July 1st. The Board shall create a Nominating Committee of three persons at least four weeks prior to the date of the annual meeting. The Nominating Committee shall propose a single slate of candidates which shall be provided to the membership three weeks prior to the date of the annual meeting. Additional nominations may be made by any five (5) members provided said nomination is in writing and filed with the secretary one (1) week prior to the date of the annual meeting, and provided further, that the written consent of the proposed nominee is also filed with the secretary by that date. Officers shall be elected to office by majority vote of the members in attendance at the annual general membership meeting. There shall be no proxy voting.

Section 4 Qualifications:

Directors must be dues paying members of the WDAB. If a Director shall miss three (3) consecutive meetings, he/she may be removed as a Director by the affirmative vote of a majority of the Directors.

ARTICLE 7
DUTIES OF OFFICERS

Section 1. Officers:

Officers of the WDAB shall be the President, Vice-President, 2nd Vice President, Secretary and Treasurer, all of who shall be members of the Board of Directors. Each officer will be an approved signer on all checks.

Section 2. President:

A. Preside at meetings of the general membership and the Executive Board.
B. Be an ex officio member of all committees.
C. Provide general supervision, direction, and control of the business of the WDAB
D. Coordinate the work of the officers and committees
E. Represent or appoint a representative for the WDAB in meetings and discussions with school and city officials.
F. Pay expenditures approved by the general membership or Executive Board, in the absence of the Treasurer.
G. Report any activity of the Executive Board during the previous month, at each general meeting.
H. Prepare an agenda for each meeting.
I. The President shall have the final vote in case of a tie.
J. Subject to approval of the Executive Board, the President can establish any committee that he/she deems necessary to conduct business for the Boosters.
K. The President shall fill by appointment, subject to approval by the Executive Board, any vacancies that occur during tenure in office.

Section 3. Vice-President:

A. Perform the duties of the President in his/her absence.
B. Assist the President in the performance of his/her duties.
C. Appoint chairpersons and oversee the activities of the Nominating and Scholarship Committees.
D. Ensure that the WDAB’s books are reviewed by an independent auditor at the end of every fiscal year ending in an even year.
E. Ensure that the WDAB’s books are reviewed by an internal review completed at the end of each year and present the results of this review at the next Board of Directors meeting.

Section 4. 2nd Vice-President:

A. Perform the duties of the President in his/her absence.
B. Assist the President in the performance of his/her duties.
C. Oversee the activities of the Concessions and Seasonal Fundraising Committees.

Section 5 – Secretary:

A. Keep an accurate record of the proceedings of all meetings of the general membership and the Executive Board.
B. Prepare and disseminate preliminary copies of meeting minutes to the President, and to other officers, committee chairpersons, and individuals, as appropriate.
C. Present the minutes of the previous meeting at the current meeting for approval.
D. Act as custodian of records of WDAB activities, including minutes of previous meetings.
E. Perform other administrative actions, as assigned by the President.
F. Shall generate all correspondence to person(s) and agencies outside the organization as needed.

Section 6 – Treasurer:

A. Keep accurate records of all income and expenditures to and from the General Fund and any Special Funds.
B. Collect all WDAB income and deposit it in the appropriate accounts.
C. Pay all expenditures approved by the general membership or Executive Board.
D. Prepare and present a current financial report of the WDAB at each regular meeting.
E. Prepare an annual financial report after fiscal year end.
F. File forms with organizations of the federal, state, and local governments, as required by law.
G. Perform other finance related actions, as assigned by the President.
H. Take the necessary steps to maintain WDAB 501 C 3 Status.
I. Maintain banking relationships and accounts in good status.
J. Prepare for year end audit.

ARTICLE 8
COMMITTEES

A. Seasonal Fund Raising
B. Concessions
C. Membership
D. Sports Program
E. Publicity/Web
F. Spirit Wear
G. Alumni/Community Outreach
H. Nominating
I. Scholarships
J. Physicals

Additional Committees may be added or suspended based on the needs of the organization with a majority vote by the officers of the WDAB.
Each committee has the ability to undertake activities, spend and use resources as approved by vote at the annual meeting and or subsequent vote. Each committee will provide a monthly report to the Board of Directors. This report should include a detailed summary of their activities, resource needs, expense budget, timing and revenue expectations.

ARTICLE 9
FINANCIAL

Section 1 Fiscal Year:

The Fiscal Year of the Club will be the school year, July 1 through June 30.

Section 2 Approved Signers of Checks:

All checks will require two signatures of the approved signers.

Section 3 Expenditures not exceeding $200:

The President may spend up to $200 for any one expenditure, and not shall not exceed the total of $1,000 per year without prior approval of the Board. The President must complete the expenditure form approved by the Board. All such unapproved expenditures must be presented to the Board at its next meeting.

Section 4 Budget:

The Vice President and Treasurer shall present to the General Membership, the proposed annual budget by Aug. 1st for approval by the Board of Directors.

Section 5 Athletic Expenditures:

All expenditures for athletics must be approved by the Athletic Director or the Board of Education.

Section 6 Requests for Expenditures:

All requests for expenditures must be submitted to the Athletic Director for review. The Athletic Director will present if approved to the WDAB for consideration.

Each team should submit annually a Needs and Wants list by May 31st, for consideration during the following school year.