Bylaws for Shamrock Athletic Boosters
Article 1 NAME
Section 1 The name of the organization shall be the Shamrock Athletic
Boosters herein referred as NHHS Athletic Boosters.
Article 2 PURPOSE
Section 1 The purpose of the organization is to promote the athletic programs
of the New Haven Community Schools. The NHHS Athletic
boosters shall be a non-profit organization.
Section 2 To provide assistance in obtaining necessary equipment or funds
for which no other provisions have been made.
Article 3 MEMBERSHIP AND DUES
Section 1 Anyone interested in supporting the purpose of the organization
shall be eligible for membership.
Section 2 The organization shall admit new members at anytime.
Section 3 Members shall be entitled to full voting privileges upon attendance
of their second regular meeting. Privileges extend to all matters
pertaining to the affairs of the boosters properly brought before a
regular or special meeting.
Section 4 Membership in NHHS Athletic Boosters does not require any
dues; however the NHHS Athletic Boosters reserves the right to
change this at anytime, effective the following year.
Article 4 OFFICERS AND THEIR ELECTION
Section 1 Each officer of this organization shall be a member, with regular
attendance records of at least 80% of the meetings attended in the
previous year. These officers shall also constitute the Board of
Section 2 The executive officers of this organization shall be President, Vice
President, Secretary and Treasurer.
Section 3 A vacancy occurring in any office shall be filled for the remainder
of the term by Presidential appointment with approval by the
Section 4 3 (three) consecutive absences by an officer shall require a review
by the Board of Directors. Upon such review the Board of
Directors may recommend removal from office which shall take
affect upon majority vote of the present members at a regular
Section 5 Officers shall be elected at the last official meeting of the school
year in May.
Section 6 Officers shall assume their official duties the first official meeting
of the school year in August.
Section 7 All terms for executive officers will be for one year and a person
shall not serve more than 4 consecutive terms in the same office.
Section 8 The nominations for each office shall come from the membership.
Section 9 Election for all officers shall be my voice vote; however a secret
ballot can be called for by membership with the Treasurer
oversight of the results.
Section 10 Officers shall be declared elected when they have received a
majority vote of the members present.
Article 5 DUTIES OF OFFICERS
Section 1 The president is to be considered the chief officer of the
organization. The president shall:
A. Be in charge of and conduct all meetings
B. Oversee all of the organizations affairs and activities.
C. Be a member ex-officio of all committees
D. Serve as a liaison between the Organization and the
District administration, school administration, and its
Athletic Director, and shall represent the Organization
at school or community events.
E. Have signatory authority for the boosters.
Section 2 The Vice President shall
A. Act as an aide to the President in the
performance of his/her duties.
B. In the absence of the President, perform the
duties of the President.
C. Prepare to assume the duties of President for the
Section 3 The Secretary shall:
A. Be the keeper of all records of the organization except
B. Conduct all correspondence unless otherwise delegated.
C. Keep a permanent record of all regular and special
meetings and keep bylaws current.
D. Be responsible for all notices to be sent to the
Section 4 The Treasurer Shall:
A. Receive all monies of the organization
B. Keep a full and accurate account of all receipts and
C. Make disbursements as authorized by the organization
D. Present a financial statement at every regular meeting
E. By the April meeting, the executive officers shall
appoint a party or parties independent of the treasurer to
conduct an annual verification of the Treasurer's books
to be completed within 30 days after the end of the
calendar school year.
Section 5 All officers shall perform theduties outlined in these bylaws and
those assigned from time to time.
Article 6 SPORTS AND REPRESENTATIVES
Section 1 Each sport, team or activity referred to in section 4 of this article
shall at all times have a designated representative (Sport
Representative) to serve as the spokesperson for that sport in all
matters coming before the organization.
Section 2 Participation in the organization on the part of coaches and all
parents or guardians of athletes involved with each sport is
welcome and encouraged, but the Sport Representative selected by
the Athletic Director shall be considered as the official
representative of each particular sport.
Section 3 All requisitions of funds submitted on behalf of a particular sport
shall be presented to the organization by the designated Sport
Section 4 Any athletic program sanctioned or endorsed by the Missouri State
High School Athletic Association (MSHSAA) or New Haven
School District in which New Haven School fields a team shall be
eligible for funding by the organization.
Article 7 REQUISITIONS OF FUNDS
Section 1 Each Sport eligible for funding under Article 6 (six) and the New
Haven Athletic Department, shall be entitled submit a requisition
for funds for a specified purpose benefiting the particular sport or
the New Haven Athletic programs as a whole.
Section 2 All Requisitions for funds submitted to the boosters shall be
presented in writing and shall be accompanied by a quote for such
Section 3 Funds requisitions shall be submitted to the boosters by the Sport
Representative or the sport(s) coach, during which the nature,
purpose, amount, and other details relating to the requisition shall
be explained to the membership.
Section 4 The boosters shall have the opportunity to ask questions of the
Sport Representative, coach or Athletic Director and discuss the
Section 5 The requisition shall be discussed and acted upon by the
membership, which may vote to approve, deny or approve with
Section 6 Factors to be considered by the boosters in regard to any
requisition of funds include, but shall not be limited to:
A. The boosters current financial condition
B. The compatibility of the requested item(s) with the
mission, bylaws and policies of the boosters.
Section 7 Funds shall not be disbursed to the requesting sport until such time
as a purchase order or written quote for the approved item(s) has
been provided to the Treasurer.
Section 8 Requisitions shall be limited to items proposed to be acquired
following approval from the boosters, and the boosters shall not
assume the liability, nor approve reimbursement of any person or
sport, for any items previously purchased or contracted for by the
person or sport prior to obtaining the boosters approval.
Section 9 It shall be the general policy of the boosters that any funds
approved for distribution to a particular sport or Athletic
Department shall be for the primary purpose of acquiring
equipment and supplies to benefit the sports team(s) and athletes,
and specifically excluding uniform purchases. An exception to this
general policy may be granted upon the showing of good cause or
exceptional circumstances by the requesting sport or Athletic
Section 10 In addition to considering specific requisitions for the purchase of
equipment and supplies, the boosters may establish and adopt
policies for the routine purchase of awards or memorabilia, such as
patches, pins, apparel, etc., recognizing outstanding
accomplishments on the part of a particular athlete or team
including, but not limited to, participation in the State tournament
Article 8 MEETINGS
Section 1 A minimum of 10 (ten) regular meetings of this organization shall
be held during the school year. Dates of regular meetings shall be
determined by the officers, and announced at the prior meeting.
The regular meeting day is the first Wednesday of every month,
starting in August and ending in May.
Section 2 All meetings will be as informal as practical under parliamentary
Section 3 Special meetings of the organization may be called by the
President, 3 (three) days notice having been given. Notice of any
special meeting shall be given in writing to each member
appearing on the membership role of the boosters, by the
Secretary. A majority of members and at least one board member
shall constitute a quorum for the transaction of business at special
Section 4 The privilege of holding office, introducing motions, debating and
voting shall be limited to members who are in attendance.
Section 5 Scheduled meetings will not be held if school is closed. The
scheduled meeting will be held the following Wednesday.
Article 9 ORDER OF BUSINESS
Section 1 The order of business for all meetings shall be as follows:
A. Call to order
B. Approval of minutes
C. Treasurer's Report
D. Unfinished business
E. New Business
Section 2 Special meetings shall deal with only the business for which the
meeting was called.
Article 10 COMMITTEES
Section 1 There shall be such committees appointed from the general
membership as deemed necessary by the Executive Board or the
general membership to properly execute all of the organization's
programs and/or activities
Section 2 Only members of the organization shall be eligible to chair or
serve on any committee.
Section 3 The chairperson of any committee shall be appointed by the
Section 4 All committees shall keep the organization informed of their
Section 5 Committees requiring funds need approval of the membership
Section 6 The President shall serve as ex-officio member of all committees.
ARTICLE 11 POLICIES AND PROCEDURES
Section 1 The basic policies and procedures of this organization are:
A. Funds of the organization shall be deposited by any
officer, withdrawal of funds by any two of four officers.
B. Fundraisers and special projects and/or programs (such
as raffles) must be approved at a booster meeting
C. Any expenditure over $500.00 shall be voted on at the
meeting to which it is proposed.
D. In an emergency, the President will have power to
approve spending of up to $500 with oral approval of
another officer of the organization
E. In the event that the NHHS Athletic Boosters Club
should be dissolved, all assets will revert to the NHHS
Athletic Department after all outstanding bills are paid
and all dispersals are made up at the time the Athletic
Club is dissolved.
F. The minimum amount of $500.00 per scholarship to a
male or female scholar athlete each year in accordance
with the Scholarship application guidelines. Any
additional funds to be rewarded will be set and
notification set at the August meeting for that year.
G. Said organization is organized exclusively for
charitable, religious, educational, and scientific
purposes, including, for such purposes, the making of
distributions to organizations that qualify as exempt
organizations under section 501(C)(3) of the Internal
Revenue code, or corresponding section of any future
federal tax code.
H. No part of the net earnings of the organization shall
inure to the benefit of, or be distributable to it's
members, trustees, officers, or other private persons,
except that the organization shall be authorized and
empowered to pay reasonable compensation for
services rendered and to make payments and
distributions in furtherance of the purposes set forth in
the purpose clause hereof. No substantial part of the
activities of the organization shall be the carrying on of
propaganda, or otherwise attempting to influence
legislation, and the organization shall not participate in,
or intervene in (including the publishing or distribution
of statements) any political campaign on behalf of any
candidate for public office. Notwithstanding any other
provision of this document, the organization shall not
carry on any other purposes not permitted to be carried
on (a) by an organization exempt for federal income tax
under section 501(c)(3) of the Internal Revenue Code,
or corresponding section of any future federal tax code,
or (b) by an organization, contributions to which are
deductible under section 170(c)(2) or the Internal
Revenue Code, or corresponding section of any future
federal tax code.
I. Upon the dissolution of the organization, assets shall be
distributed for one or more exempt purposes within the
meaning of section 501(C)(3) of the Internal Revenue
Code, or corresponding section of any future federal tax
code, or shall be distributed to the federal government,
or to a state or local government, for a public purpose.
Any such assets not disposed of shall be disposed of by
the Court of Common Pleas of the country in which the
principal office of the organization is then located,
exclusively for such purposes or to such organization or
organizations, as said court shall determine, which are
organized and operated exclusively for such purposes.
ARTICLE 12 FISCAL YEAR
Section 1 The fiscal year of the organization shall begin August 1 and end
the following July 31.
ARTICLE 13 ADEMDMENTS
Section 1 The bylaws may be amended at any regular meeting of the
organization by 2/3 (two-thirds) vote of all members present,
provided that notice of the proposed amendment shall have been
given at the previous meeting and the membership has been
informed one week in advance.