Athletic Booster Club

Article 1: Name

The name of the organization is the West Wilkes Athletic Booster Club, Inc. (WWABC).

Article 2: Organization

The West Wilkes Athletic Booster Club shall be an incorporated nonprofit organization.

Article 3: Objectives

The West Wilkes Athletic Booster Club, Inc. exists to serve students, parents, faculty and the community at large. Our mission is to support all sports at West Wilkes High School. We raise funds throughout the year for all athletic programs at West Wilkes High School.

Article 4: Basic Policies

The following are the basic policies of the organization:

A: The organization shall be non-commercial, nonsectarian and non-partisan.

B: The name of the organization or the names of any member in their official capacity shall not be used in any connection with a commercial concern or with any part of an interest or for any purpose not appropriately related to promotion of the objectives of the organization.

C: The organization shall not directly or indirectly participate or intervene (including the publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any candidates for public office.

Article 5: Membership and Dues

Dues shall be established and collected annually by the executive board, and will cover the period from July 1 to June 30 of the following year. Any person 18 years or older may become a member. The organization shall conduct annual enrollment of members, but persons may be admitted to membership at any time.

Article 6: Officers and Elections

Section 1:

A: The officers of this organization shall consist of a president, vice president, secretary, and treasurer.

B: Officers shall be elected by an annual vote at the May meeting preceding the year of service. Elections will be held by secret ballot. Nominees are not required to attend the election meeting, but must give consent to one member of the current Executive Committee. If there is only one nominee for any office and they have signed their consent, the nominee will be voted into that office. Officers shall take office at the July meeting following the May election meeting. Only those persons who signed the consent to serve if elected shall be nominated for or elected to such office. Each officer must be a member of this organization.

C: Elections will be held annually. No officer shall serve in the same office for more than two consecutive terms. Terms are 1 year. All officers must be 21 years of age.

D: A nominating committee, consisting of the Athletic Director and four non officer members in good standing, shall nominate eligible person/persons for each office to be filled and report its nominees at the regular meeting in April, at which time additional nominations may be made from the floor. The report shall be publicized to the membership through regular publicity channels at least seven (7) days before the election meeting in May.

E: All officers will be bonded prior to taking office. The bonding expense will be paid by the WWABC.

Section 2: A vacancy occurring in any office shall be filled for the un-expired term by a person elected by the Executive Committee.

Article 7: Duties of Officers

Section 1: President - The president shall preside at all meetings of the organization and the executive committee at which he/she may be present and shall perform such other duties as may be prescribed in these bylaws or assigned to him/her by the organization or by the executive committee, and shall coordinate the work of the officers and committees of the organization in order that the objectives may be obtained.

Section 2: Vice President - The Vice President shall act as aid to the president and should perform the duties of the president in the absence or disability of that officer to act and shall perform other duties as may be asked of him/her.

Section 3: Secretary - The Secretary shall record the minutes of all meetings of the organization and of the Executive Committee, maintain records of membership, maintain records of meeting attendance, and shall perform such other duties as may be delegated to him/her.

Section 4: Treasurer - The Treasurer shall have custody of all the funds of the organization; shall keep a full and accurate account of all receipts and expenditures; and shall make disbursements in accordance with the approved bills as authorized by the organization, the Executive Committee, or a special committee. The treasurer shall be responsible for the maintenance of such books and records as to conform to the requirements of the school, school district, and these bylaws. A treasurer's report will be given at each meeting and will include current bank statements. An addendum is attached outlining more specific financial procedures.

Section 5: All officers shall deliver to their successors all official materials no later than 10 days after taking office.

Section 6: The Executive Committee, by majority vote, may request a membership vote for the removal of any officer whenever, in their judgment, the best interest of the organization will be served by this removal. Any request for a membership vote will be adequately published in advance and include notice by email to the membership list.

Article 8: Executive Committee

Section 1: The Executive Committee shall consist of the officers of the organization and the Athletic Director. The Executive Committee shall appoint the chairmen of the committees. The members of the Executive Committee shall serve until the election and qualification of their successors.

Section 2: The duties of the Executive committee shall be: To transact necessary business in intervals between organization meetings and such other business as may be referred to it by the organization. To create all committees. To approve all plans of work of all committees. To present a report at the regular meeting of the activities of the organization. To approve the annual budget and approve routine bills within the limit of the budget.

Section 3: Meetings of the Executive Committee may be called by the president or by a majority of the members of the committee. A majority of the Executive Committee shall constitute a quorum.

Article 9: Finance Committee

The Finance Committee will be comprised of the Booster Club Vice President, the Athletic Director, and at least two at large members.

The Finance Committee shall be responsible for collaborating with the treasurer to balance and audit all financial records of the Club. The Committee will also prepare the annual budget for approval of the Executive committee and chart the future financial plans of the Club. The Finance Committee, along with the treasurer shall be responsible for documenting all payments, expenses or reimbursements from Club funds, all appropriations, and all other requests for funding. The Finance Committee shall be responsible for establishing outside audits every other fiscal year or at any time the committee deems an audit necessary. No reimbursements shall be made without receipts.

Article 10: Sports Team Committee

One representative from each varsity sport will serve on the Sports Team Committee. The appointment of these representatives will be made by the Head Coach of each varsity team. The representative will be required to attend the general membership meetings for the year of their appointment. The representative will also have the option of attending Executive Committee meetings as non-voting members. In the event a coach does not designate a representative, the coach will be the liaison until such time the team liaison position is filled. These representatives may represent more than one team. Each head varsity coach may name an alternate to be the team representative in the event the 1st representative cannot finish their term or will be absent from any meeting(s). The Sports Team Committee shall be responsible to collaborate with the Executive Committee and the Finance Committee in planning the budget, fundraising, and future direction of the Club. Members of this Committee will act as liaisons between the Club and their individual sports teams helping to recruit members to become proactive participants in the Club. All coaches and other interested parents are strongly encouraged to attend the Club meetings along with the team representative.

Article 11: Meetings

Section 1: Regular meetings of the organization will be held every month, unless otherwise provided by the organization or the Executive Committee.

Section 2: Executive Committee meetings will be held every month, each preceding a regular meeting or as decided by the committee.

Section 3: Ten members shall constitute a quorum for the transaction of business in any regular meeting of this organization.

Section 4: Members must be present to vote.

Section 5: Minutes and financial reports from monthly club meetings will be reported online via the Club and/or school website in a timely manner.

Article 12: Standing and Special Meetings

Section 1: The Executive Committee may create such committees as it may deem necessary to promote the objectives and carry on the work of the organization.

Section 2: The chairman of said committees shall present their plan of work to the Executive Committee for approval. No committee work shall be undertaken without the consent of the executive committee.

Article 13: Fiscal Year

The fiscal year of the organization shall begin the first day of July and end the last day of June.

Article 14: Relationship with its Members

Section 1: The bylaws of this organization are subject to the approval by its members.

Section 2: The organization shall keep such permanent books of accounts and records as shall be sufficient to establish the items of gross income, receipts and disbursements, the organization, including specifically the number of its members. Such books of accounts and records shall at all reasonable time be open for inspection by an authorized representative. A set of minutes shall also accompany the permanent book of accounts. These bylaws shall be posted online via the Club and/or school website.

Article 15: Parliamentary Authority

Roberts Rules of Order Revised shall govern the organization in all cases in which they're applicable in which they are not in conflict with these bylaws.

Article 16: Yearly Commitments

Section 1: This organization shall give to the Athletic Department at West Wilkes High School each year with the amount to be determined each year.

Section 2: The organization shall provide scholarships, two male and two female, to athletes who meet the following criteria:

• Must be an athlete during the current school year at West Wilkes High School.
• Must be a senior currently enrolled at West Wilkes High School.
• Must complete the scholarship application.
• The athlete's parent/parents or guardian must be a participating member in good standing of the West Wilkes Booster Club.

The purpose of the scholarships is to help provide financial aid for two male and two female athlete's college expense. The scholarship recipients will be voted on by the Scholarship Committee, which will be appointed each year by the Executive Committee. Applications will be submitted to the guidance office. The scholarship committee will then meet to determine the recipients. If special circumstances arise the scholarship committee may alter the number of recipients. The scholarship committee will present their decision to the executive committee which will then present it to the organization. The amount will be determined each year by the organization.

Article 17: Expenditure of Funds

Section 1: All contributions for members and funds received from any other source shall be held by the treasurer on deposit at a local bank and distributed pursuant to the directions of the Executive Committee. No funds shall be disbursed for any purpose other than those which will promote the purpose of the organization as stated in the bylaws, except necessary expenses incurred in the operation of the organization. Checks drawn on said account will require two signatures, the signature of the treasurer and the signature of the second designated signer. In the event the organization shall disband or become inactive any funds held by the treasurer shall be paid to the West Wilkes High School Athletic Department.

Section 2: Requests for funds are to be made by Head Coaches through the Athletic Director. Requests must be made using the Request for Funds Form provided by the Athletic Director. The Athletic Director will submit requests to the Club during the monthly meetings. Coaches requesting funds should be present to speak to their request. In the event funds are needed prior to the next scheduled monthly meeting, requests may be approved by majority vote of the Executive Committee.

Article 18: Amendments

These bylaws may be amended at any regular meeting of the organizations by a 2/3 vote of the members present and voting, provided that notice of the proposed amendment shall be given the month prior to the vote.