Hawk Booster Bylaws

6 years ago

October 2017

Hawk Boosters of Citrus Hill High School (HBCHHS)

Article I – Name

These bylaws establish the Hawk Boosters of Citrus Hill High School (HBCHHS)

Article II – Purpose

Section 1. Purpose. The HBCHHS is organized for the purpose of supporting the education of

children at the CITRUS HILL HIGH SCHOOL by fostering relationships among students,

parents, teachers, staff, and the governing council; maintaining and improving the CHHS

environment; providing input to the principal and governing council; providing volunteer support

to the school; and collecting and expending funds and other resources in support of the school.

Section 2. Limitations. The HBCHHS is maintained exclusively for charitable, scientific,

literary and education purposes as defined in Section 501(c)(3) of the Internal Revenue Code.

The organization shall be nonsectarian and nonpartisan. Neither the organization nor its officers

in their official capacities shall be used in connection with any partisan purpose nor shall they

participate or intervene in any political campaign on behalf of, or in opposition to, any candidate

for public office or attempt to influence legislation by propaganda or otherwise.

Article III – Membership and Dues

Section 1. Membership. Any parent, guardian, or other adult standing in loco parentis for a

student, hereafter referred to as a “parent member,” and any student at the school may be a voting member. The principal, staff, and any teacher employed at the school may be a member and have voting rights. The membership year shall be from August 1 to the following July 31. Members may join at any time.

Section 2. Dues. Dues shall be assessed annually on parent members. For the current school year, dues shall be $20 per family (max. allowed six) or $5 per person (whichever is less). In subsequent years, dues shall be set by majority vote at the annual meeting. Members are only voting members if their dues are paid.

Article IV – Officers and Elections

Section 1. Officers. The officers shall be a president, vice president, secretary, and treasurer.

a. President. The president shall preside over meetings of the organization and executive board, serve as the primary contact for the principal, represent the organization at meetings outside the organization, serve as an ex officio member of all committees except the nominating committee, and coordinate the work of all the officers and committees so that the purpose of the organization is served.

b. Vice President. The vice president shall assist the president and carry out the president’s

duties in his or her absence or inability to serve.

c. Secretary. The secretary shall keep all records of the organization, take and record minutes,

prepare the agenda, handle correspondence, maintain the membership list, and send notices of

meetings, minutes, and other communications to the membership. The secretary shall also

maintain the official copies of the minutes, bylaws, and membership list and make these available to members and at meetings.

Treasurer. The treasurer shall receive all funds of the organization, keep an accurate record of

receipts and expenditures, and pay out funds in accordance with the approval of the executive

board. He or she will present a financial statement quarterly and at other times of the year when

requested by the executive board, and make a full report at the end of the year. The treasurer

shall be responsible for any additional financial reporting of the HBCHHS, including any tax

reports or reports to parent organizations.

Section 2. Nominations and Elections.

For subsequent years, elections will be held at the annual meeting and the nominating committee

shall propose a candidate or candidates for each office and present the slate of candidates at a

meeting held at least two weeks prior to the election. At that meeting, nominations may also be

made from the floor. If more than one person is running for an office, a ballot vote shall be taken. If there is only one candidate for an office, voting may be by voice vote. The nominating

committee shall create ballots if necessary, administer the balloting, count the votes, and

adjudicate the election.

Section 3. Eligibility. Members are eligible for office if they are parent members, former parents, alumni, or community member in good standing on the date nominations are finalized and they are not themselves nor are they married to or cohabiting with members of the Governing Council.

Section 4. Terms of Office. Officers are elected for one membership year and may serve no more than two (2) full consecutive terms in the same office.

Section 5. Vacancies. If there is a vacancy in the office of president, the vice president will

become the president. At the next regularly scheduled meeting, a new vice president will be

elected. If there is a vacancy in any other office, members will fill the vacancy through an

election at the next regular meeting.

Section 6. Removal from Office. Officers may be removed from office by a two-thirds vote of

those present (assuming a quorum) at a regular meeting where written notice has been given to

the officer and members.

Article V – Meetings

Section 1. Regular and Special Meetings. The executive board shall establish and publish a

schedule of meetings at the beginning of the school year. The executive board may change

meeting times and call special meetings. Special meetings and changes to meeting locations, or

times, or changes to the agenda that add votes on nominations, dues, or budgets shall be

communicated to members in a timely fashion. At least seven days’ notice shall be provided to

the membership of meetings in which votes on nominations, elections, annual dues and budgets

will be taken. Any written notice (including e-mail) or posting at the school shall be acceptable.

Section 2. Annual Meeting. The annual meeting will be held at the April regular meeting.

Dues shall be set and officers elected for the following year at the annual meeting. Nominations

shall be submitted in March.

Section 3. Quorum. A quorum shall consist of 4 or more voting members of the

organization that must include 2 Executive Board members and 2 members. Board members may provide their proxy to other board members in written form. Email or handwritten.

Article VI – Executive Board

Section 1. Membership. The Executive Board shall consist of the officers, faculty representative (non-voting), and the student member.

Section 2. Duties. The duties of the Executive Board shall be to transact business between

meetings in preparation for the general meeting, create standing and temporary committees,

approve the plans of work of committees and officers, prepare and submit a budget and dues

recommendation to the membership, approve routine bills, and report to the membership.

Section 3. Meetings. Regular meetings shall be held as necessary to be determined

by the board. Special meetings may be called by any two voting board members within three

days’ notice to other board members. Any HBCHHS member may attend an executive board

meeting. Meetings may employ Robert’s Rules of Order Revised as appropriate for entire

meetings or any part thereof to be determined by the chairperson of the meeting.

Section 4. Quorum. Two voting executive board members constitute a quorum. Board

members may provide their proxy to other board members in written form. Email or handwritten.

Article VII – Committees

Section 1. General. Committees may consist of members and board members, with the

president acting as an ex officio member of all committees except the nominating committee.

The board may appoint standing and ad hoc committees as needed.

Section 2. Nominating Committee. The board shall establish a nominating committee as needed of at least two voting members by August 30th each year. The president shall not serve on the nominating committee and no more than one board member may serve on the nominating committee. The nominating committee shall recommend a slate of officer candidates at the general meeting in March. Nominating committee members may not be candidates.

Section 3. Auditing Committee. The board shall establish an auditing committee of at least

three voting members, none of who may be board members. The treasurer shall provide a

financial statement to the auditing committee at the end of the year. The auditing committee shall review organization expenditures and report its findings in the fall.

Article VIII – Finances

Section 1. A budget shall be drafted for each school year and approved by a majority vote of the members present.

Expenditures and budget changes shall be reported at regular meetings at least quarterly.

Section 2. The treasurer shall keep accurate records of any disbursements, income, and bank

account information.

Section 3. The board shall approve all expenses of the organization. Expenses in any one budget category may not exceed budgeted amounts by more than five percent of the total HBCHHS budget for that year without approval by a majority vote of a quorum of HBCHHS members.

Section 4. Two authorized signatures shall be required on each check over the amount of $200

Authorized signers shall be the officers.

Section 5. The treasurer shall prepare a financial statement at the end of the year, to be reviewed by the Audit Committee.

Section 6. Upon the dissolution of the organization, any remaining funds should be used to pay

any outstanding bills and the remainder shall be donated to the CHHS ASB.

Section 7. The fiscal year shall be December 1 to November 30.

Article IX- Club Partnerships/Allocations

Section 1. HBCHHS may partner with clubs on campus to facilitate fundraising opportunities.

Club advisors shall be members in good standing (attend meetings regularly, no outstanding debts to Booster club). Each club shall have a Booster member representing their club at monthly meetings.

Section 2. HBCHHS shall receive $60 annually from each club/team prior to April of each year to cover operating expenses (ie.: liability insurance, office supplies, etc.)

Section 3. In order to request funds without a HBCHHS partnership agreement, the advisor of

said club shall be a member in good standing (attend meetings regularly, no outstanding debt to

Booster club) with representation at monthly meetings.

Section 4. HBCHHS shall not be responsible for any lost or stolen funds not receipted by the Booster designee.

Article X – Amendments

These bylaws may be amended by two-thirds vote of a quorum at any regular or special meeting, providing draft changes and notice are provided seven days in advance.

By Jake Gansereit