SPARTA TRACK AND FIELD BOOSTER CLUB Charter/By-laws
ARTICLE I: NAME
The name of this organization shall be the Sparta Track and Field Booster Club. (The organization is hereafter referred to as the "Club" in these by-laws.). The Club will be organized as a 501(c)(3) non-profit corporation.
ARTICLE II: PURPOSE
The purpose of the Club shall be to:
1) Cooperate with the administration, faculty, staff and students of Sparta High School to promote and support the inter-scholastic track and field program and related activities,
2) Increase spirit among students, faculty, staff, administration, parents, and the community at large,
3) Foster and promote the general welfare of the track and field student-athletes at Sparta High School,
4) Raise money through various activities as deemed proper to support the purposes of the Club,
5) Promote track and field in the elementary schools and middle school for the purpose of increasing participation,
6) Work to fund scholarships for college-bound senior student-athletes according to scholarship guidelines and criteria, as determined by a vote of the Board of Directors.
ARTICLE III: MEMBERSHIP
1) Any person interested in supporting the purposes of the Club shall be eligible for membership upon payment of the annual dues for each fiscal year. Membership in the Club shall be open to parents or guardians of students of Sparta High School, alumni of Sparta High School, members of the faculty, administration, and staff of Sparta High School, and members of the community who desire to support student athletes at Sparta High School.
2) The Club shall have the following categories of membership:
(a) Booster Club Active (parents and guardians of current students); and
(b) Booster Club Associate (alumni and community members).
3) The regular dues of the Club shall be fixed annually by the Board of Directors at the May meeting each year.
4) At all general meetings of the Club (as described in Article VII, Paragraph 1), each member of the Club (whether an active member or an associate member) who is present and has paid the annual dues for the then-current fiscal year shall have one vote. No member of the Club may vote by proxy or absentee ballot.
5) Any person who becomes a member shall be governed by the by-laws of the Club then in force and those that thereafter are adopted.
6) From time to time, the Club may accept gifts of money or property from individuals or entities, over and above the amount of annual dues, to carry out the purposes of the Club; however, no individual or entity who has made such a gift may vote at general meetings of the Club unless such individual or entity has paid annual dues for the then-current fiscal year.
ARTICLE IV: BOARD OF DIRECTORS
1) The governing body of the Club shall be the Board of Directors, which shall consist of the following: a) each of the five officers of the Club (as described in Article V, Paragraph 1) and b) the chairs of the five standing committees of the Club (as described in Article VIII). No person may serve as a member of the Board of Directors unless such person has paid the annual dues for the then-current fiscal year. No member shall hold more than one Board position at a time.
2) Each member of the Board of Directors may serve up to three consecutive one-year terms.
3) In the event that a vacancy occurs in any office (whether due to resignation, removal, or otherwise), the other members of the Board of Directors shall elect a member of the Club to fill such vacancy during the remaining portion of the fiscal year in which such vacancy occurs. In the event the office of the President becomes vacant, the vice-president shall serve as President for the remainder of the term.
4) The five officers of the Club shall serve as the Executive Committee of the Board of Directors and, by majority vote, may resolve urgent matters which require action by the Board.
5) Regular meetings of the Board of Directors shall occur at least monthly (except during the months of July and August) at such reasonable times and places as are designated by the President. With regard to each regular meeting of the Board, the President shall give each member of the Board written or electronic notice of the time and the place for such meeting no less than seven days prior to the meeting. From time to time, the President may call special meetings of the Board; and with regard to each special meeting, the President shall give each member of the Board verbal or telephonic notice of the time and place for such meeting no less than 48 hours prior to the meeting. These meetings are open to the Club's general membership.
6) Any member of the Board of Directors who is absent from three consecutive regular meetings of the Board is subject to removal and replacement by majority vote of the other members of the Board, at the next regular meeting of the Board. The member of the Board who is subject to removal and replacement may not vote on the question of his/her removal and replacement.
7) All matters, which are presented to the Board of Directors for action (whether at a regular or special meeting), shall be decided by majority vote of the members of the Board who are present at such meeting. Six members of the Board shall constitute a quorum for the transaction of business by the Board at any regular or special meeting.
ARTICLE V: OFFICERS
1) The officers of the Club shall consist of the following:
(a) President;
(b) Vice President;
(c) Secretary;
(d) Treasurer; and
(e) Fund-Raising Chair.
2) The officers shall be elected at the general meeting of the Club held in May (as described in Article VII, Paragraph 1) from nominations submitted by the then-current Board of Directors or from the floor. Each officer shall serve a one-year term, which shall begin on the next July 1 after his/her election and shall end on June 30 of the following calendar year. Any officer may be re-elected to the same office for up to two additional one-year terms or may be elected to another office for up to two consecutive one-year terms; provided, however, that no person may serve as an officer of the Club for more than three consecutive one-year terms.
3) The duties of the President shall include but are not limited to, the following:
a) Attend and preside at all general meetings of the Club and all regular and special meetings of the Board of Directors;
b) Represent the Club at public or private functions or appoint a delegate where representation is deemed advisable;
c) Appoint, with the advice and consent of the Board of Directors, committees of the Club and committee chairs;
d) Effect compliance with rules, regulations, and policies of the Sparta Board of Education, the administration of Sparta High School, and the Sussex County Interscholastic Conference (SCIL);
e) Serve ex-officio on all committees; and
f) Assure that the purposes of the Club are being served.
4) The duties of the Vice President shall include, but are not limited to, the following:
a) Attend all general meetings of the Club and all regular and special meetings of the Board of Directors;
b) Serve as President, in the absence or disability of the President; and
c) Perform such duties as may be delegated to him/her by the President,
5) The duties of the Secretary shall include, but are not limited to, the following:
a) Attend and keep the minutes of all general meetings of the Club and all regular and special meetings of the Board of Directors;
b) Keep such other records as the Board of Directors shall decide;
c) Publish the minutes of all general meetings and all regular and special meetings of the Board of Directors; and
d) Perform all of the duties usually incident to the office of Secretary, subject to approval of the Board of Directors.
6) The duties of the Treasurer shall include, but are not limited to, the following:
a) Keep the financial records of the Club;
b) Collect dues from members of the Club, pay when due bills or debts owed by the Club, and have custody of all funds of the Club, subject to the approval of the Board of Directors,
c) Attend all general meetings of the Club and all regular and special meetings of the Board of Directors,
d) Render a short financial report at each general meeting of the Club and each regular meeting of the Board of Directors; and answer questions concerning financial details which may arise during such meetings;
e) Assist in the preparation of an annual financial report at the end of the fiscal year,
f) File tax returns, reports, and other information that is deemed necessary; and
g) Perform all the duties usually incident to the office of Treasurer, subject to the approval of the Board of Directors.
7) The duties of the Fund-Raising Chair shall include, but are not limited to, the following:
a) Attend all general meetings of the Club and all regular and special meetings of the Board of Directors;
b) Coordinate and direct fund raising efforts throughout the fiscal year;
c) Seek corporate sponsors;
c) Work with appropriate standing committees in their fund-raising efforts; and
c) Involve as many members of the Club in the Club's fund-raising activities.
ARTICLE VI: FUNDS
1) Funds of the organization shall be deposited in the Club's checking account and/or savings account at a bank or financial institution approved by the Board of Directors. Funds will be used to pay all approved Club invoices. Bills to be paid will be submitted to the Treasurer after being reviewed and approved by the Board of Directors. Savings accounts will be used to collect interest on funds raised throughout the year and to fund the Club's Scholarship Program.
2) Funds shall be disbursed with the direction and approval of the President and Board of Directors. Appropriations will be made once voted on and approved by a majority vote of the Board of Directors of the Club.
3) Execution of contract: The President and or Treasurer shall be authorized to sign all legal and financial agreements, contracts or statements as authorized by the Board of Directors. Any checks issued over five hundred dollars ($500.00) shall require two Board member signatures one of which must be the Treasurer or President. Except as authorized by these bylaws, no Board Officer or member shall have any power to bind the organization by any contracts or engagements, or to pledge its credit or to render it liable pecuniary for any purposes or in any amount.
ARTICLE VII: MEETINGS
1) The Club shall hold at least two general meetings during each fiscal year. One general meeting shall occur during the month of September, at which the Board of Directors shall solicit new memberships and membership renewals and the President shall outline the Club's proposed activities during the then-current fiscal year. Another general meeting shall occur during the month of May, at which officers of the Club for the next fiscal year shall be elected. The President may call other general meetings in his/her discretion. Any Club meeting shall be open to any Club member.
2) The President shall schedule each general meeting of the Club at a reasonable time and place and shall publicize, with the assistance of the Board of Directors, each meeting as widely as is reasonably possible among members of the Club and the community.
3) All matters, which are presented to the Club for action at a general meeting, shall be decided by majority vote of the members of the Club who are present at such meeting. Six members of the Club, at least two of which shall be current officers of the Club, shall constitute a quorum for the transaction of business by the Club at any general meeting.
4) The following order of all business shall apply at all meetings:
Call meeting to order.
Circulate attendance roster.
Minutes of previous meeting.
Treasurer's report.
Old Business.
New Business.
Adjourn
ARTICLE VIII: COMMITTEES
1) There shall be standing committees as follows:
a) Membership
b) Merchandise & Apparel
c) Scholarship Selection
d) Recognition Banquet
e) Concessions
2) The President, with the advice and consent of the Board, shall appoint chairs of the committees. The chair in turn shall appoint members to the committee and notify the Board of their names.
3) The Board shall appoint and constitute other committees or positions as it deems appropriate.
ARTICLE IX: AMENDMENTS
1) This Constitution may be amended by a two-thirds majority vote of the members of the Club who are present at a general meeting of the Club, provided, however, that the proposed amendment(s) shall not be acted upon unless first submitted in writing at a regular or special meeting of the Board of Directors. Approval of the proposed amendment(s) by the Board of Directors shall not be required before the Club acts on such amendment(s).
ARTICLE X: MISCELLANEOUS PROVISIONS
1) Fiscal year: The fiscal year of the Club will be from July 1st to June 30th and is consistent with the Sparta School District fiscal year.
2) Ownership of assets/equipment: Sparta Track and Field Booster Club shall own the title to any property, equipment or apparatus hereafter acquired. If it is deemed advisable and prudent, certain items may be donated to Sparta High School.
3) Non-liability of members: No member of the Club shall be personally liable for the debts, liabilities or obligations of the Club.
4) The Club is organized exclusively for charitable purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1954.
5) Notwithstanding any other provision of these articles, the Club shall not carry on any other activities not permitted to be carried on by an organization exempt from Federal Income Tax under Section 501(c)(3) of the Internal Revenue Code.
6) In the event of dissolution of the Club, after paying or making provision for paying all liabilities of the Club, the residual assets of the Club shall be turned over to one or more corporations which themselves are exempt as organizations described in Section 501(c)(3) of the Internal Revenue Code, or correspondent sections of any prior or future Internal Revenue Code or to the Federal, State or Local government for exclusive public purposes
7) The Club is not organized for profit, and no part of the net earning shall inure to the benefit of any private shareholder, or individual
ARTICLE XI: PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert's Rules of Order (Newly Revised) shall govern the Club in all cases to which they are applicable.
AMENDMENT I: Name Revision
Effective immediately, the name of this organization shall be the Sparta Track and Field / Cross Country Booster Club. This revision more accurately reflects the goals and objective of the Club. (Amended July 2002)
The Charter and By-laws of the Sparta Track and Field Booster Club have been adopted by a two-thirds majority vote of the club membership of record on Tuesday, January 15, 2002, and shall be in effect from this date forward. A copy of the Charter and By-laws shall be filed in the Sparta High School principal's office.
NOTE: Once the Internal Revenue Service has approved the above bylaws and the Booster Club has received tax-exempt status as a charitable nonprofit organization, contributions, bequests, legacies, devices, transfers, and gifts to the Booster Club will be tax deductible.
