By-Laws
By-Laws
Page High Athletic Booster Club
Name
The name of this organization shall be the Page High School Athletic Booster Club, (herein known as the PBC “Page Booster Club”) and its principal place of business shall be Page High School, 6281 Arno Road, Franklin, TN.
Purpose
The primary purpose of the PBC is to support financially all participating athletic programs at Page High School, and to enlist support of the surrounding community for the endeavors of these sports teams.
Organization and Membership
Membership
The PBC includes, as a minimum, the Athletic Director, Head Coaches of all participating sports and 1 additional representative per sport, referred to as the Parent Representative, (these members, along with the Executive Board will be known as “Permanent Members” of the PBC) . Any parent/guardian of a student or faculty/staff member of Page High School may also be a member of this organization and are highly encouraged to do so.
Voting
Voting rights will be limited to those members who are in good standing and shall be limited to Permanent Members of the PBC. Voting will be done in person during the course of general or executive board meetings. If needed, a call for a vote by the entire permanent membership will be placed by the executive board and may be accomplished via email, telephone or telephone facsimile if appropriate.
Dues
Dues will be assessed at the beginning of the new school year and will be valid until the new dues assessment period. Dues will be categorized, assessed and set by the Executive Board.
Meetings
General membership meetings shall be held at least twice a year during the regular school calendar year. Additional meetings of the Executive Board and other permanent members may be called at the discretion of the Executive Board and/or President.
A. Meetings may be re-scheduled for cause at the discretion of the President or other member of the Executive Board.
B. The PBC membership shall be notified of each meeting at least (7) days in advance of the meeting either by mail, circular, message, e-mail, or telephone with the exception of emergency meetings.
C. A quorum for voting purposes will have been met when at a minimum, three fourths, (3/4), members of the Executive Board plus a representative of the school, either the Athletic Director or a member of a participating sport are present.
D. All meetings shall be conducted in the spirit of the purpose of this organization and shall follow normal parliamentary procedures as described in Robert’s Rules of Order.
Government
Executive Board
The Executive Board shall consist of four (4) elected officers. The four (4) officers of this organization shall be the President, Vice President, Secretary and Treasurer. Each member of the Executive Board will be elected at the spring general membership meeting, held in March or close to that timeframe, and shall serve for a 2 year increment before having to be re-elected. One permanent representative of Page High School, usually being the current Athletic Director will also sit as a School representative to the Executive Board and shall have the same or similar voting rights as the Executive Board members.
Duties of the Executive Board
The basic function of the Executive Board shall be to:
1. Assist and support the athletic programs at Page High School.
2. Maintain complete financial records for all funds under the prevue of the PBC.
3. Consider and approve specific requests for expenditures of said funds to maintain the integrity of this organization.
4. Address any concerns regarding the expenditure of funds by members of this organization or representatives of Page high School.
5. Promote and encourage participation in and support of the sports programs at Page High School.
Vacancies within the PBC
Should a seat on the Executive Board become vacant, an eligible member may be nominated by any member in good standing to fill said vacancy. Upon a vote of the remaining Executive Board members, this nominated member shall fill the position in an “acting” status until such time as the general membership can vote to confirm that candidate to fulfill that position. Should the office of President become vacant, the Vice President shall automatically assume the duties and responsibilities and shall do so in an “acting” status until such time as the general membership can vote to confirm that candidate to fulfill that position.
Executive Board Meetings
Executive Board meetings shall be held throughout the year as a need arises and shall be called at the discretion of the President. All Executive Board meetings shall be open to the general membership, should they desire to attend and records will be kept concerning issues discussed and actions taken at these meetings and this information will be distributed to the general membership of the PBC.
Duties of Officers
A. The President shall:
Assume responsibility for the operation of the PBC under the by-laws,
Preside over Executive and General Membership meetings,
Be a liaison between the PBC and the Page High School Administration,
Serve as a contact and resource for Parents and donors to the PBC,
Serve as Ex-Officio member on all committees established by the PBC.
B. The Vice President shall:
Maintain records,
Produce Season Sports Passes,
Along with the Treasurer, track expenses and monitor spending,
Promote and encourage membership and sponsorship of the sports programs at Page high,
Develop and implement marketing and fundraising strategies for the PBC.
C. The Secretary shall:
Keep accurate minutes of all meetings held and upon request, distribute said minutes to any member in good standing,
Maintain communication information for all members of the PBC,
Notify the membership of upcoming meetings or events,
Perform and accomplish other such duties as recognized by the Executive Board.
D. The Treasurer shall:
Maintain banking arrangements for the PBC,
Maintain financial records for the PBC,
Protect and safeguard assets of the PBC through the implementation of internal controls,
Coordinate financial reporting between the PBC and any outside entity chosen to evaluate internal controls.
E. Upon leaving office, for any reason, all notes, books, maintenance logs, software programs, property, etc will be given immediately to the Athletic Director or other Faculty Representative who will then pass these on to the successor of that position.
Funds
Operating Funds
The operating fund shall consist of all net receipts of the organization not otherwise designated and shall be used to defray any operating costs or expenses and to promote the programs of this organization. Any and all expenditure of funds will be authorized in advance by the Executive Board as described within the by-laws (with the exception of individual team funds).
Other General Funds
The General membership and /or Executive Board may establish certain special funds designated for gifts and/or awards. These funds shall be expended/disbursed exclusively in accordance with the purpose of the funds establishment. Ten percent (10%) of ALL fundraising money will be placed in an endowment for scholarships. Only money accrued within the endowment will be used for scholarships. The endowment will remain in tact. These scholarships are to be awarded annually as voted on by the PBC.
Individual team Funds
Participating Team Sports are granted the privilege of establishing and maintaining funds which are designated solely for the purpose of said sport. Expenditures of these funds shall be authorized by the Coach of said sport. All expenditures of these funds will be reported for information purposes to the Athletic Director of Page High School. No sport may or will be allowed to expend more funds than have been deposited into that sports account. All deposits must be made before and expenditure will be approved and a check from the PBC cut. Any violation of this will be brought directly to the Athletic Director or other Page High School Administrator.
Miscellaneous
Any person joining the PBC, either through election, membership payment or sport representation, shall be bound or governed by these by-laws at the time of their adoption. All members are expected to participate, (for the good of all sports at Page High School) whenever needed for special functions, activities or events.
The By-Laws of this organization may be amended by a vote of two thirds of the General Voting Membership present at any General Membership meeting according to the following procedures:
Amendments/changes/revisions shall be proposed, discussed and approved by the Executive Board prior to the General Membership meeting at which these will be put forth for a vote.
Copies of all approved drafts shall be presented to the General Membership for review and discussion prior to a vote being taken on said amendments/changes/revisions.
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