GATES CHILI SPORTS BOOSTER CLUB BY-LAWS

ARTICLE I - PURPOSE

SECTION I: The purpose of the Gates Chili Sports Booster Club is to support the Athletes and Coaches in the Gates Chili School District.

ARTICLE II - NAME

SECTION I: The name of the club is the “Gates Chili Sports Booster Club”.

ARTICLE III - MANAGEMENT

SECTION I: The management of the Gates Chili Sports Booster Club shall be carried out by the President / Co-Presidents, Vice President, Treasurer, and Secretary. Their authority shall be as follows:

• Direct and manage the business and financial affairs of the Gates Chili Sports Booster Club.
• Formulate the policies, rules, and regulations of the Gates Chili Sports Booster Club to conform to the By-laws.
• Authorize the expenditure of the funds of the Gates Chili Sports Booster Club in the manner provided by the By-laws.
• Review any other matter arising within or growing out of the activities sponsored by the Gates Chili Sports Booster Club.

SECTION II: Vacancies created by an officer leaving the Gates Chili Sports Booster Club shall be filled by a special election of the active members.

ARTICLE IV - OFFICERS

SECTION I: The officers of the Club shall be a President / Co-President, Vice President, Secretary, and Treasurer. The active members shall elect such officers. More than one person can share if office if elected by the active members.

SECTION II: The term of the officers shall be one (1) year. Officers may be re-elected to successive terms.

SECTION III: During the intervals between the meetings of the active members, the President / Co-President shall advise any officer in all matters pertaining to the activities of the Gates Chili Sports Booster Club, and generally perform such duties and exercise such powers as may be directed or delegated by the active members, except the power to adopt, repeal, or amend the by-laws.

SECTION IV: DUTIES OF THE OFFICERS

PRESIDENT / CO-PRESIDENT

• Preside at all meetings of the Gates Chili Sports Booster Club.
• Serve as the official representative of the Gates Chili Sports Booster Club.
• Sign all legal contracts and legal documents.
• Appoint Committees.
• Call Special Meetings.
• Enforce the By-laws of the Gates Chili Sports Booster Club.
• Serve as Coordinators of the committees.
• Appoint a person to audit the Gates Chili Sports Booster Club’s financial year-end status.
• Coordinate the use and assume responsibility for the necessary supplies and equipment for the concession stands.
• Recruit active members for the Gates Chili Sports Booster Club.
• Promote school function activities.

VICE PRESIDENT

• Assist the President / Co-President in the duties as listed in this section under President / Co-President, and perform those duties as requested by the President / Co-President

SECRETARY

• Assume responsibility for all correspondence of the Gates Chili Sports Booster Club.
• Take minutes of all proceedings at the regular scheduled monthly meetings.
• Submit the minutes of the previous meeting in writing at the opening of the next regular scheduled monthly meeting.
• Maintain an active file of incoming and outgoing correspondences.

TREASURER

• Report the monthly financial status of the Gates Chili Sports Booster Club at the scheduled monthly meeting.
• Have custody of the funds and financial records of the Gates Chili Sports Booster Club.
• Service the accounts of the club such as: receipt of funds, dispersal of funds as authorized, keep accurate financial records, maintain checking account, and maintain savings account.
• Maintain and submit an on-going log of donations at the regular scheduled monthly meeting.

ARTICLE V - MEMBERSHIP

SECTION I: Membership in the Gates Chili Sports Booster Club shall be open to all adults 18 years of age and over, who are not currently high school students.

SECTION II: Active members are those members who have attended a minimum of three meetings or worked five or more events at the concession stand in the calendar year.

SECTION III: All active members of the Gates Chili Sports Boosters shall be qualified to vote, serve on committees, and hold office.

SECTION IV: AT-LARGE MEMBERSHIP ORGANIZATION

SPORT COORDINATOR

Each individual sport team (i.e. Football, Boys Soccer, Girls Soccer, Tennis, etc.) is requested to have one Sport Coordinator for the Boys Sport Team and one for the Girls Sport team. It is recommended that the Sport Coordinator be a Varsity Parent who will be responsible for the following tasks. The Sport Coordinator (or designee) shall:

• Attend monthly Booster Club meetings
• Collect and maintain parent contact information from all sport levels (Varsity, JV, Freshman, Mod A, and Mod B)
• Work with the Event Coordinators (see description below) as necessary to coordinate volunteers for concession stand staffing
• Act as the conduit for funding requests made to the Booster Club
• Communicates all sport specific fundraising plans to the Booster Club to ensure teams are not duplicating efforts or conflicting with other teams activities.
• Communicates Booster Club information to athletes parents

The responsibilities of the Event Coordinator are:

• Identify the appropriate number of concession stand staffing needed and secure volunteers to work for the event they are coordinating.
• If serving hot food (i.e. nachos, hot dogs, hamburgers)(pizza excluded), secure a Booster Club certified Level 2 Food Handler to be present from start up through closing.
• Verify with the Booster Club Concession Stand Supplies Buyers that they have the proper amount of inventory for the items to be offered at the event.
• Secure a concession stand key, volunteer sign in sheet, AND cash box from the Booster Club Treasurer.
• Open/unlock the concession stand for the volunteer workers at the designated time.
• Requests volunteers to sign in AND out for the hours worked.
• Collects the cash box, any expense receipts, all receipts and the volunteer sign in sheet at the end of the event.
• Verifies all supply restocking has been fulfilled, all closing procedures have been followed, and all locks have been secured.
• Removes receipts greater then the start value of the cash box and puts them, along with any expense receipts and the volunteer sign in sheet in a sealed envelope. Write on the outside of the envelope the event (i.e. Girls Varsity Soccer), the date of the event, cash receipts inside, expense receipts inside and the event total (cash receipts plus expenses paid out).
• Delivers the receipt envelope to the Booster Club Secretary.
• If the Event Coordinator IS NOT coordinating another event in the near future, the Booster Club Treasurer may require the Event Coordinator to turn in the cash box with the initial starting cash AND the concession stand key so it can be given to another Event Coordinator. BE PREPARED to surrender these items if asked when dropping off the receipt envelope.

SECTION I: The Gates Chili Sports Booster Club shall hold regular meetings the second Monday of each month during the Calendar year when possible. Notice of meeting changes shall be given to all active members not less than three (3) days in advance of such meeting.

SECTION II: The officers, permanent activity, or special events committees will hold meetings as required and called by the President / Co-President or appropriate committee chair.

SECTION III: The vote required to pass a motion will be a simple majority of the active members present at the monthly meeting.

SECTION IV: The order of business of the Gates Chili Sports Booster Club shall be as follows after the President / Co-Presidents calls the meeting to order.

1. Reading of the minutes of the previous meeting and their modification for approval.
2. Financial Report of the Treasurer and approval.
3. Status report of the on-going donation log.
4. Report of Standing Committees.
5. Report of Special Committees.
6. Announcements
7. Old business.
8. New Business
9. Suggestions for the good of the Gates Chili Sports Booster Club.
10. Adjournment.

ARTICLE VII - ELECTIONS

SECTION I: At the March meeting, the President / Co-President shall appoint an officer nominating committee consisting of at least three (3) active members of the Gates Chili Booster Club.

SECTION II: At the April meeting, this committee will present a slate of nominees to be voted upon at the May meeting. Nominations will be accepted at this time if the nominee expresses a desire to serve, if elected.

SECTION III: The officer nominating committee will conduct the election by written ballot at the May meeting.

SECTION IV: Newly elected members will assume duties on July 1st of each year.

SECTION V: Any retiring officer can serve as ex-office advisors for one year, if asked.

ARTICLE VIII - PERMANENT OR SPECIAL EVENTS

SECTION I: Each permanent activity or special event of the Gates Chili Sports Booster Club shall be supervised by a chairperson appointed by the President / Co-President.

SECTION II: New activities or special events are to be encouraged. Interest must be shown by a sufficient number of active members to warrant adoption of the proposed activity or event. Activities or events for a given year are normally proposed early in the year. They may be revised at other times as needed with membership approval.

SECTION III: The following are examples of permanent activities of Special events: Concession Committees, Athlete Recognition Banquets, Parent Night(s), Sports Programs, T-shirts, credit cards, Chili Bowl, Gates Summer Celebration, and Wrestling Clinic.

ARTICLE IX - FUNDS

SECTION I: Funds will be raised by the Gates Chili Sports Booster Club through permanent activities and/or special events.

SECTION II: Funds raised, and any other funds received by the Gates Chili Sports Booster Club shall be administered by the active members.

SECTION III: Request for funds submitted verbally or in writing by the coaches or their representatives must be approved by a majority vote by the active members. Funding shall be limited to those items not provided for in the Athletic Department budget (excluding uniforms, practice apparel, and coaches salaries).

SECTION IV: All requests over $100 must be made by the coach of their Sport Coordinator in person at a regular meeting.

SECTION V: All requests under $100 can be made in writing and presented at a regular monthly meeting.

SECTION VI: Upon receipt of bills for operating expenses, such bills must be presented to the person responsible for the activity in which the expense was incurred. After approval of the expenditure, the Treasurer will be requested to prepare a check for payment.

SECTION VII: Funds will be distributed by the Booster Club to the Athletic Department as compensation for volunteers work. The Booster Club will write one check to the Athletic Department and include with the check a tally of what team the volunteers have designated for their effort. All effort will be made to supply this check at the next regularly scheduled monthly Booster Club meeting after the last seasonal concession stand event. It will be the Athletic Department’s responsibility to maintain the individual team accounts.

• A volunteer worker can designate ONE TALLY mark per EVENT where the volunteer worked 1.5 hours or greater.
• Exception to this rule: If the Event Coordinator, Sport Coordinator, Booster Club Supplies Buyer, or Booster Club Officer works in the concession stand, they are awarded TWO TALLY marks.
• Any volunteer that works on an event (i.e. Booster Club Supplies Buyer) not directly as a concession stand worker, needs to contact the Event Coordinator to ensure their name is added to the Event Tally Sheet.
• A TALLY mark is equal to $15 to be designated to the team of choice by the volunteer who earned the tally mark.
• The Event Coordinator, Sport Coordinator, Booster Club Supplies Buyer, Committee Chairperson, and Booster Club Officers can designate TWO TALLY marks to the team of their choice at the end of the season.

ARTICLE X - PROPERTY

SECTION 1: All property owned by the Gates Chili Sports Booster Club shall be controlled and administered by the elected officers.

SECTION II: If the Gates Chili Sports Booster Club becomes inactive, all property shall be turned over to the Athletic Director.

ARTICLE XI - VISITORS AND GUEST

SECTION I: The final decision concerning issuing of invitations to visitors and guests to share the privileges of the Gates Chili Sports Booster Club shall rest with the officers and active members.

SECTION II: The officers shall recognize requests for other groups to bring new business to the regular scheduled monthly meeting of the Gates Chili Sports Booster Club.

ARTICLE XII: - AMEMDENTS

SECTION 1: Amendments to the by-laws must be made in writing at a Gates Chili Sports Booster Club meeting and following discussion; the active membership will consider the changes. The vote shall occur at the next scheduled monthly meeting.

SECTION II: Amendments to the by-laws shall require a favorable vote of two-thirds (2/3) of the active membership.

SECTION III: The by-laws shall be revised as necessary upon favorable vote of the active membership.

SECTION IV: The President / Co-President can appoint a committee to review any revisions in the by-laws of the Gates Chili Sports Booster Club.

ARTICLE XIII - PUBLICITY AND COMMITTEES

SECTION 1: The officers shall request active members to serve on standing or special committees.

SECTION II: The Gates Chili Sports Booster Club will use the Gates Chili Post Messenger and the Gates Chili edition of the Adnet Community News as the official papers of the club. All meeting changes will be published the District Web site in the Sports Booster Section. All special ads that stand to benefit the school district will be published in the Gates Chili Messenger Post. School newsletters and PTO publications can be used if permission is granted.