CONSTITUTION FOR THE LOWELL ATHLETIC BOOSTER CLUB

Revised March 2006

 

 

ARTICLE I          Name

 

 

This organization shall be known as the Lowell Athletic Booster Club, Incorporated.

 

 

ARTICLE II        Purpose

 

Section 1.  This Booster Club shall support, encourage, and advance the athletic programs and related activities of Lowell Middle School and Lowell High School. Our intent is to cultivate wholesome school spirit, promote good sportsmanship, and develop character and high ideals.

 

Section 2.  This Booster Club shall generate revenue through fund raising and the acceptance of monetary donations and gifts. Said revenues will be used to promote projects that improve facilities, supply equipment and uniforms, and acknowledge the success of the programs and student athletes; basically enhancing all athletic programs.

 

Section 3. The Booster Club shall not seek to directly or indirectly influence

activities or policies of the school administration or of the school officials who

are charged with the responsibilities of conducting the athletic programs.

 

Section 4. The Booster Club shall do nothing which violates the rules of the Indiana

High School Athletic Association.

 

 

ARTICLE III      Membership

 

Section 1.  Any person(s) interested in the purpose of this club shall be eligible for

membership upon payment of the annual dues. (see Addendum D)

 

Section 2.   Annually the Board of Directors shall review and determine membership dues.

 

ARTICLE IV     Board of Directors

 

 

Section 1.   The governing authority of the Club shall be a Board of Directors

consisting of 8 (eight) members; the President, 1st Vice President, 2nd

Vice President, Secretary, Treasurer, and 3 (three) Board Members-At-

Large.

 

Section 2.     The Board of Directors shall be organized as follows:

 

a.      Each director shall serve a one-year term of office.

b.      Out-going members may be re-elected to an additional one-year term of office.

c.      The executive committee shall consist of the officers of the Booster Club and may resolve urgent matters.

d.      The Athletic Director will serve as the liaison for the Athletic Department.

 

Section 3.      Elective

The President, 1st Vice President, 2nd Vice President, Secretary,

Treasurer, and 3 (three) Members-At-Large shall be the elected officers

of the Club.

 

Section 4.      Appointive

The Chairmen of the Standing Committees shall be appointed by the

President of the Club.

 

Section 5.      The Board of Directors shall supervise and promote the activities of the

Club. (see Addendum B)

 

 

ARTICLE V        Officers

 

Section 1.      The officers of this club shall be, a President, a 1st Vice President, a 2nd

Vice President, a Secretary, and a Treasurer.

 

 

ARTICLE VI       Nominations

 

Section 1.       The nominating committee shall be appointed by the President with the

approval of the Board of Directors at the regular meeting in the month of March.

 

 

Section 2.      The nominating committee shall consist of one officer and two members

of the Board of Directors.

 

Section 3.       The nominating committee shall meet during the month of March and

prior to the April meeting to nominate at least one (1) candidate for the

President, 1st and 2nd Vice Presidents, Treasurer and Secretary and three (3) Members at Large.

 

Section 4.       In case of a vacancy on the Board or any of the offices the remaining

members of the Board of Directors shall approve by simple majority

vote, a person to fill the unexpired term.

 

 

SECTION VII      Elections and Appointments

 

Section 1.      Elections

 

1.      The President, 1st and 2nd Vice President, Secretary, Treasurer, and 3

(three) Board Members-At-Large shall be elected annually by ballot

at the regular meeting in the month of May.

 

2.      A simple majority of ballots cast by Booster members who are

present, shall decide the election.

 

3.      The tenure of office shall be one year and no officer shall be elected

for more than two successive terms.

 

4.      The officers-elect shall take office at the regular meeting in the

Month of June.

 

Section 2.        Appointments

 

1.      The Chairman of the Standing Committee shall be appointed

by the President subject to confirmation by the Board of

Directors.

 

ARTICLE VIII       Duties of Officers

 

 

Section 1.        The President shall:

1.      Create an agenda and preside over meetings of the membership and officers.

2.      Provide general leadership and direction for the activities of the Club.

3.      To represent the Club to other organizations and the community.

4.      To appoint committee chairs, if any, after consultation with the Officers.

 

 

Section  2.          The 1st Vice-President shall:

1.      To preside at meetings when the President cannot.

2.      To assist president as needed.

3.      To represent the Club to other organizations and the community.

4.      To work with the Chairperson of Recognition Events Committee

 

Section 3.            The 2nd Vice-President shall:

1.        To preside at meetings when the President or 1st Vice-President cannot.

2.        To assist the President as needed.

3.        To represent the Club to other organizations and the community.

4.        To work with the Chairperson of Fundraising Events on the functions of their committees and to arrange for facilities as needed.

 

Section 4.            The Secretary shall:

1.      Prepare the minutes of all meetings.

2.      To provide copies of minutes to Officers and to send a copy of the minutes to the Webmaster to be posted on the Club website.

3.      To receive and archive records of all Club activities, other than those maintained by the Treasurer.

4.      To prepare all non-financial reports as required.

5.      To certify the election of officers.

6.      To receive and distribute all incoming correspondence to the appropriate officer. Correspondence relative to policy matters shall be referred to the President.

7.      To prepare official documents for the Club.

 

 

Section 5.         The Treasurer shall:

1.      To receive and bank all monies due to the Club; to distribute monies according to the approval of Officers.

2.      To prepare monthly report and present said report at each monthly meeting.

3.      To maintain the all financial records of the club.

4.      To prepare and submit tax and other financial reports.

5.      To prepare an annual balance sheet and financial statements for inclusion in the Clubs Annual Report.

 

 

ARTICLE  IX            Standing Committee

 

 

Section 1.            The standing committee shall be the Membership and Publicity Committee, the Audit Committee, the Concessions Committee and the Athletic Historian.

 

 

Section 2.           Chairmen of the Standing Committee shall:

1.      Appoint the Members of their committees

2.      Direct the work entrusted to their committees.

 

Section 3.             Membership/Publicity Committee

The Membership Committee shall:

1.      Conduct the membership recruiting of the club.

2.      Promote the attendance of members at the activities of the Club.

3.      Notify all news agencies of all special activities of the Club.

 

Section 4.                Auditing Committee

The Auditing Committee shall:

1.      Consist of the President, immediate past Treasurer, current

Treasurer, and two Booster members appointed by the President.

2.      The responsibility of the Auditing Committee will be to

review the Treasurer’s records for the previous year each

May.

 

Section 5.                 The Concessions Committee

The Concessions Committee shall:

1.      Be responsible for the inventory and purchasing of Booster Club concession supplies.

2.      Contact and schedule volunteer workers for concession stand assignments.

 

Section  8.                   The Athletic Historian:

The Athletic Historian shall:

1.      Work with the Athletic Director and the coaches to compile in an orderly manner records, statistics, newspaper articles, and honors received by Lowell Hugh School teams and athletes.

2.      The record books shall be deposited annually with the Lowell High School athletic department as means of preserving Lowell High School history.

 

 

ARTICLE X                       GOVERNMENT

 

 

Section 1.        The government of the Club shall be vested in the officers but

all the actions shall be subject to the approval of the Board of

Directors.

 

Section  2.       Meetings shall be conducted in accordance with the Robert’s

Rules of Order.

 

Section   3.      A quorum for the transaction of business shall consist of five

Board of Directors.

 

 

ARTICLE XI                      Meetings

 

Section    1.                The regular meeting of the club shall be held on the second Wednesday in the months of August through June.

 

Section    2.                All meetings shall include a review of the minutes from the previous meeting, presentation of a current financial report, reports from active committees, athletic directors report, old and new business.

 

Section    3.                The regular meeting of the Club shall be held on the third Wednesday in July.

 

Section    4.                The President may call a special meeting.

 

Section    5.                The meeting shall be presided over by the President. The 1st or 2nd Vice President may preside in the absence of the President.

 

 

ARTICLE XII

 

No amendment shall be made to this constitution except at a regular meeting of the Club and only by a majority vote of the members present and voting and must meet the definition of a quorum above. No amendment shall be made unless a formal notice of the proposed amendment has been given at the previous meeting regular meeting.

 

 

ARTICLE XIII                   FINANCES

 

 

Section   1.                 The funds of this association shall be used to further the purpose   expressed in Article II of this Constitution. They shall be disbursed only by the Treasurer upon approval of the Board of Directors by properly drawn warrant upon deposits of the Club.

 

Section   2.                 This organization is organized as a non-profit organization per section 501 © (3) of the Indiana Revenue Code and no member shall have any legal or equitable ownership in any of its funds or property. In the event of the dissolution of this club any funds or property remaining will be turned over to the Lowell High School Athletic Department.

 

Section    3.                The treasurer of the association shall pay by check all debts of the association within seven (7) days of his/her receipt or on approval by the Board of Directors.

 

 

Section     4.               The officers of the association must be bonded on the amount set by the Board of Directors. The fee for the bond is to paid for by the association. The bond must be payable to the Lowell Athletic Booster Club. No bonding company report shall be made public.

 

Section     5.               All projects that require financial obligation of the Club as proposed by coaches will be presented to the Board of Directors by the Athletic Director on the approved forms as stipulated by the Board of Directors. This will be done at the monthly meeting.

 

Section      6.              An annual audit by one or more non-Board Members shall be required. The treasurer will be required to submit a detailed report at the end of each year. The incoming president and one other officer shall select an auditor or auditors.

A formal letter by the auditor or auditors shall be standard procedure expressing the findings and filed in the records of the club.

 

Section 7.                      The Financial Security Measures of the Club shall be in accordance with Addendum “C”. The officer shall review these procedures on a yearly basis and maintain policies as set-forth in said addendum.

 

Addendum “A”

Officers Duties

 

1.      This Addendum deleted in the March 2006 Revisions.

 

ADDENDUM “B”

Lowell Athletic Booster Club

Events & Timeline

AUGUST

Monthly Meeting held on 2nd Wednesday

Event - Kay Sampson Golf Outing

Dollars for Devils

Schedule Event Date

Order Tickets

Membership Drive

Physical Night Thank-You letters

Pre-Season meeting

President speaks at Fall Pre-Season meeting

Senior Athletic Banquet

Establish Date

Banquet Chairperson

Parent Photographers for Fall Sports

SEPTEMBER

Monthly meeting held on 2nd Wednesday

Fall Newsletter

Develop topics for fall newsletter

Dollars for Devils

Issue Athlete Tickets

Membership Drive Committee

Chairperson Report

Report on Kay Sampson Golf Outing

Senior Athletic Banquet

Hire Senior Video Producer

Contact caterer and baker (if cakes are chosen for dessert)

OCTOBER

Monthly meeting held on 2nd Wednesday

Fall Booster Newsletter

Finalize topics updates and needs

Chili Supper

Chairperson(s)

Dollars for Devils

Issue Adult Tickets

Fall Awards Night

Finalize details

Concession table

President Prepare Pre-season Meeting Speech

Winter Concessions

Workers Chairperson

Operations Chairperson

Winter 50/50

Select Chairperson

Update Patron Boards

NOVEMBER

Monthly meeting held on 2nd Wednesday

Chili Supper

Work on details

Fall Awards Night

Physical Night

Set target dates

Winter Pre-Season Meeting

President speaks

Senior Athletic Banquet

Parent Photographers for Winter Sports

DECEMBER

Monthly Meeting held on 2nd Wednesday

Reports submitted for:

Concessions

50/50

Membership

Updates in Patron Board

JANUARY

Monthly meeting held on 2nd Wednesday

Committee Reports

Concessions

50/50

Membership

Kay Sampson Golf Outing

Contract with Course for Outing

Winter Newsletter Items

FEBRUARY

Monthly Meeting held on 2nd Wednesday

Dollar for Devils

Finalize Details

Chili Supper Report

Finalize Details

Senior Banquet Details

Parent Photographers for Spring Sports

Spring Pre-Season Meeting

Set Date

Winter Awards Night

Set Date

MARCH

Monthly Meeting held on 2nd Wednesday

Nomination Committee for Board of Directors

Select Committee

Determine Historian

Nominee Inquiries

Event – Dollars for Devils

Event - Chili Supper

Physical Night

Discuss details

Senior Athletic Banquet

Choose Speaker

Spring Pre-Season Meeting

President Speaks

Winter Awards Night

Newsletter

Develop topics for Winter Newsletter

APRIL

Monthly Meeting held on 2nd Wednesday

Nomination Committee for Board of Directors

Submit Proposed Nominees

Kay Sampson Golf Outing

Set-up committee

Hole sponsor committee

Donations/gifts committee

Golf committee

Committee Reports

Membership

Dollars for Devils

Physical Night

Review Details and Arrangements

Interest Survey

Select chairperson

Portable Score Table Ads

Update contracts

Senior Athletic Banquet

Review Details and Arrangements

Spring Awards Night

Review Details and Arrangements

MAY

Monthly Meeting held 2nd Wednesday

Board of Directors Officers Election

Nominees to Attend Meeting

Physical Night

Finalize Details

Senior Athletic Banquet

Finalize Details

Spring Awards Night

Treasurer

End of the Year Report

JUNE

Monthly Meeting held on 2nd Wednesday

Elected Officers Procure Office

Outgoing Officers to Attend Meeting

Kay Sampson Golf Outing

Review details

Fall Pre-Season meeting

Confirm date

Physical Night

Review and/or report on details

Program Ads

Start Program Ad process

Senior Banquet

Report on banquet

Spring Newsletter

Finalize Information

JULY

Monthly Meeting held on 3rd Wednesday

Dollars for Devils

Athlete Ticket Sales Chairperson

Adult Ticket Sales Chairperson

Event and Prize Chairperson

Fall 50/50 Chairperson

Fall Concessions Chairperson(s)

Workers Chairperson

Operations Chairperson

 

Addendum “C”

Financial Security Measures

 

1.      All Board Members are allowed to check accounts online. It should be noted that this is view only no transactions can be done online.

2.      Two signatures are required to write checks or transfer funds. This means the treasurer and one board member must sign prior to transaction.

3.      The new checkbook will have ledger and carbons and shall be brought to each meeting for review if necessary.

4.      The Previous month’s bank statement shall accompany each treasurer’s report for acceptance at each months meeting.

5.      Whenever monies are transferred from one person to the treasurer or authorized Board Member, the amount transferred shall be counted, verified, and signed off on a bank deposit slip. After deposit is made, the recorded deposit slip must be presented at the meeting for verification or obtained online.

6.      No Debit or Credit Cards shall be issued for any bank account.

7.      No loans will be proffered to any Board member or Officer of the group.

8.      The Athletic Booster Club will bond its officers and operating account (checking) and at no time shall the funds in this account exceed $25,000.00 (twenty-five thousand dollars). If account exceeds $25,000, the overage shall be pasted to the Athletic Department where it is protected. Any use of these additional funds requires board approval prior to distribution by the Athletic Department. This procedure is subject to annual review by the Athletic Booster Club Board Members

 

ADDENDUM “D”

Lowell Athletic Booster Club

Levels of Membership

Regular          $15.00

Your name appears in program;

Your name appears in Regular Section on Booster Board

Patron                        $25.00

Your name appears in program;

Your name appears in Patron Section on the Booster Board

You receive 1 free pass to an athletic event

Silver              $50.00

Your name appears in program;

Your name appears in Silver Section on the Booster Board

You receive 2 free pass to an athletic event

You receive a Map Book

Gold                $100.00

Your name appears in program;

Your name appears in Gold Section on the Booster Board

You receive 2 free pass to an athletic event,

You receive a Map Book

You receive a Special Pin

Red Devil       $250.00

Your name appears in program

Your name appears in Red Devil Section on the Booster Board and

You receive 4 free pass to an athletic event,

You receive a Map Book

You receive a Special Pin