West Geauga Athletic Boosters Club
By-Laws
Article I
Name
The name of the Club shall be the West Geauga Athletic Booster Club (hereinafter “Club”), which is a Not-for-Profit corporation, duly organized and existing under the non-profit laws of the State of Ohio.
Article II
Objective
The objective of the Club, as filed with the State of Ohio in its Articles of incorporation, is as follows: Without profit to promote, organize, encourage, support and carry out the activities with, for and on behalf of the students of the West Geauga School District; to raise funds by membership, contributions, admissions and permissible means and methods, said funds being used to support the physical education and sports programs of the West Geauga School District.
Article lII
Membership
Section 1.0 Active Membership
Membership will be open to any adult interested in the objectives of the Club.
Active membership is fulfilled by the completion of an application and payment of dues.
Section 2.0 Honorary Membership
The title of “Honorary member” may be conferred upon persons who have rendered distinguished service in the field in which the Club is interested, upon unanimous recommendation of the Executive Board to the membership and by a three-fourths (¾) vote of the members at any regular meeting.
Non-voting membership
The “Honorary Member” title in no way interferes with the active membership of the bearer.
Section 3.0 Student Membership
Current K-12 West Geauga Student
Non-voting membership
Section 4.0 Dues
Dues shall be established annually by the majority vote of the Executive Board.
Dues will not be prorated at any time during the Club year.
Article IV
Officers and Committees
Section 1.0 Elective Officers
The elective officers shall be:
President
Vice-President
Secretary
Treasurer
The immediate past President shall serve in a non-voting, advisory capacity to the Executive Board
Section 2.0 Standing Committees
The Chairperson of each standing committee will be appointed by the newly elected President, subject to the approval of the elected officers.
Section 3.0 Executive Board
The Executive Board will consist of the Elected Officials and the appointed Chairperson of each standing committee.
The Athletic Directors of both the high school and middle school will be a non-voting member of the Executive Board.
Section 4.0 Special Committees
Special committees may be appointed by the President
Section 5.0 Ex-Officio
The President shall be a member of all committees except the committee on nominations.
Article V
Elections of Officers
Section 1.0 Nominating Committee
A Nominating Committee consisting of three (3) members shall be chosen at the March meeting in an election year.
One (1) of the three (3) members shall be appointed by the President as Chairperson.
The Nominating Committee shall select at least one (1) nominee for each elective office.
The Chairperson of the Nominating Committee shall contact and receive acceptance from each candidate for office prior to the presentation of the slate at the April Meeting.
The Chairperson of the Nominating Committee shall present in writing the slate of nominees at the April meeting.
Section 2.0 Nominations from the Floor
Nominations from the Floor can be made at the April meeting after the presentation of the slate of officers by the Nominating Committee, or at the Annual Meeting.
These nominations from the floor can be accepted only with the approval of the nominee.
Section 3.0 Voting
Candidates for office will be elected by a majority vote of the active membership present at the Annual Meeting.
Officers are elected for a term of two (2) years.
Section 4.0 Filling Vacancies
If any elective position becomes vacant, with the exception of the President, the remaining members of the Executive Board shall choose an active member to fill the vacancy for the unexpired term.
In the case of the vacancy of the President, the Vice-President shall automatically become President.
Article VI
Meetings
Section 1.0 Annual Meeting
The Annual Meeting shall be the scheduled meeting in May.
Section 2.0 Assumption of Duties of Newly Elected Officers
Newly elected officers shall assume their duties at the close of the Club’s fiscal year end meeting.
Section 3.0 Meetings
Meetings shall be scheduled in advanced from July to June inclusive with a minimum of four (4) meetings being scheduled.
Section 4.0 Special Meetings
Special meetings may be called, with a two (2) day notice to the membership by electronic notification, by the President, a majority of the Executive Board, or upon the request of ten (10) active members.
Section 5.0 Club Business
Business of the Club may only be conducted at regularly scheduled meetings or special meetings.
Section 6.0 Quorum
Six (6) active members shall constitute a quorum for the transaction of business.
Article VII
Duties of the Executive Board
Section 1.0 Completion of the Executive Board
Elected officers, all of whom must be active members of the club, shall meet within thirty (30) days following the election to complete the executive board.
Section 2.0 Duties of the President
The President shall preside at all scheduled, special and executive board meetings.
The President shall name the standing committees annually and appoint the chairperson of each standing committee, subject to the approval of elected officers.
The President may appoint special committees.
The President shall be ex officio member of all committees except the committee on nominations.
The President shall appoint the chairperson of the nominating committee from three (3) members selected at the March meeting.
The President shall appoint an audit committee consisting of three (3) active members, who will audit the Treasurer’s records at the end of the club’s fiscal year and report their findings at the next scheduled meeting.
The President shall appoint a budget committee consisting of three (3) active members, the Treasurer, Athletic Directors ex officio to prepare a budget for the club’s fiscal year. Meeting of the budget committee in April to present for approval at annual meeting.
Section 3.0 Duties of the Vice-President
Vice-President shall assume the duties of the President in his/her absence.
In case of vacancy of the President, the Vice-President shall assume the duties of the President.
Section 4.0 Duties of the Secretary
The Secretary shall record the proceedings of all meetings and Executive Committee Meetings.
The Secretary shall maintain a separate listing of all amendments and approved motions made during the Club year. This listing shall be presented by the Secretary at the annual meeting and shall be permanently retained with Club records.
The Secretary will provide a copy of all minutes to the Executive Board.
In the absence of the Secretary at any Club meeting or Executive Board Meeting, the President shall appoint an active member to carry out the duties of the Secretary.
The Secretary shall conduct the general correspondence of the Club, as directed by the President.
Membership notified of meeting schedule.
Meeting minutes communicated to membership after approved.
Section 5.0 Duties of the Treasurer
The Treasurer shall collect all monies and shall care for all Club funds.
The Treasurer shall keep an accurate record of receipts and payments.
The Treasurer shall pay all submitted and approved bills.
The Treasurer shall submit a financial report at each meeting and Executive Meeting.
The Treasurer shall submit a written report at the first meeting following the audit. This report shall consist of the Club’s financial activity for the previous year.
The Treasurer shall be responsible for maintaining appropriate bank account approved signatures, including the Treasurer and one (1) or more Elected Officers.
The Treasurer shall be responsible for filing all reports required by the Federal, State, and Local Governments.
The Treasurer shall be responsible for procuring all necessary bonds and insurance for the proper protection of the Club.
The Treasurer shall maintain a list of all Club Assets.
Section 6.0 Duties of Standing Committee Chairpersons
The Executive Board will outline the duties and expectations of each Standing Committee.
Committee Chairpersons will be responsible to carry out the duties assigned to their committees.
Committee Chairpersons will be responsible for the sound financial operation of their committees. Any expenditures over the budget amount must be preapproved by the Executive Board.
Chairpersons will report on the activities of their committees at all meetings. A written committee annual report shall be presented at the Annual Meeting.
Chairpersons shall be responsible for the care and maintenance of Club equipment used in connection with their activities. At the termination of the Chairperson, each Committee Chairperson shall turn over all records, supplies, and equipment in their possession to the newly appointed Chairperson.
Article VIII
Club Funds
Section 1.0 Emergency Funds
The President shall have an emergency fund from which, at his or her discretion, may spend no more than One Thousand Dollars ($1000.00) at any time for the purposes in line with the objectives of the Club. Such expenditures are authorized only when time does not permit the calling of a special meeting for the purpose of approving the expenditure. The President will account to the Executive Board for any and all expenditures from this fund.
Section 2.0 Donation of Funds
Donations listed as part of the annual budget will be paid after approval at meetings at which a written request or invoice is presented.
Requests for donations or other expenditures of the club funds, not approved as part of the annual budget, must be presented in writing with cost estimates at a meeting. Any donation or project over $5000.00 must be approved by a majority of the Executive Board at a meeting.
Section 3.0 Scholarship Funds
Funds must be maintained for the purpose of an annual scholarship award. The scholarship will be awarded to student-athlete(s) selected by a third-party selection committee appointed by the President.
Article IX
Parliamentary Authority
The manual, “Robert’s Rules of Order” shall govern the proceedings of the Club not provided for within this structure.
Article X
Amendments
These By Laws may be amended by two-thirds (?) vote of those present and voting at any meeting, provided the proposed amendment was submitted in writing at the previous meeting.
Article XI
Team Fundraising
Section 1.0 Holding a Fundraiser
To hold a fundraiser, a team must gain approval from the Athletic Director prior to the fundraiser event.
In order to use the district name in conjunction with any fundraiser, the team is obligated to deposit all monies raised into the West Geauga Athletic Booster Club 501(c)(3) account.
All fundraising flyers and advertising must be billed as “West Geauga Athletic Booster Fundraiser with proceeds benefiting the specific team(s).”
All funds (100%) must be given to the Treasurer within one (1) week of conclusion of the fundraiser. No money may be spent on miscellaneous items, such as food or drinks.
Checks must be made out to West Geauga Athletic Boosters or WGAB.
Any items purchased for the fundraiser will be reimbursed from the team account with a receipt submitted to the Treasurer.
Section 2.0 Requesting Funds
Spending of funds must be approved by the Head Coach or designee of the Head Coach. Coaches must let the Treasurer know if a designee is selected for his or her team.
All expenses shall be paid in the following manner, unless a special arrangement has been made:
Head Coach/Designee requests funds
Purchase is made, or item is ordered
Receipt or invoice is given/sent to Treasurer
Check for reimbursement or a check to the company is sent
Funds are withdrawn from the team account
Article XII
Meeting Attendance
Section 1.0 Meeting Attendance
The coach or team designee needs to attend no less than six (6) meetings in a school year.
Failure to attend meetings may eliminate the team’s opportunity to receive funds for uniforms or anything else they may wish to acquire.
