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SOUTH LAKES HIGH SCHOOL BOOSTER CLUB, INC.

 BY-LAWS

ARTICLE I – NAME OF ORGANIZATION

The name of this organization, as stated in the Articles of Incorporation, is the SOUTH LAKES HIGH SCHOOL BOOSTER CLUB, INC. (“SLHS BC”), located in Reston, Virginia.

ARTICLE II – GOVERNING DOCUMENTS

 The governing documents of the SLHS BC shall include (a) the By-Laws of this organization and (b) the Articles of Incorporation of this organization.

ARTICLE III – PURPOSES

Section 1: The Purposes of the SLHS BC are:

  1. To be a key contributor to the growth and development of all athletic and educational student activities of South Lakes High School (SLHS);
  2. To promote, assist and support the SLHS administration and activities office staff with funds, manpower and consultative advice to improve the athletic and educational student activities of the school;
  3. To stimulate and guide community interest in, and support of, the school and its programmed athletic and educational student activities;
  4. To provide additional funds needed to assist in the operation of the SLHS athletic and educational student programs, above and beyond the support received from Fairfax County Public Schools (FCPS);
  5. To improve the overall quality of the athletic and educational student activities;
  6. To promote school spirit and sportsmanship throughout SLHS and the local community; and
  7. To strive to insure that every student-athlete and spectator has a positive experience at SLHS athletic events.

Section 2: The Purposes of the SLHS BC as noted in Section 1 above, are achieved via the work performed by committees designated by this club.  The work performed includes fundraising, volunteering, marketing and other activities.  All work performed is governed and qualified by the basic policies set forth in Article IV below.

Section 3: The SLHS BC is organized exclusively for the charitable and educational purposes under Section 501(c)(3) of the Internal Revenue Code.

 

 

 

 

 

ARTICLE IV – BASIC POLICIES

Section 1: The SLHS BC shall be non-commercial, non-sectarian, and non-partisan.

Section 2: The SLHS BC or members representing this club in their official capacities shall not engage in activities unrelated to promoting the Purposes of this club, as noted in Section 1 above.

Section 3: The SLHS BC or members representing this club in their official capacities, shall not participate in any political campaign on behalf of, or in opposition to, any candidate for public office or devote more than an insubstantial part of its activities to attempting to influence legislation by propaganda or otherwise.

Section 4: No part of the net earnings of the SLHS BC shall inure the benefit of, or be distributable to its members, officers, or other private persons, except that this club shall be authorized and empowered to pay reasonable compensation for services rendered, and empowered to make payments and distributions in furtherance of the purpose set forth in the Articles of Incorporation and as noted in Article III above.

 

ARTICLE V - GENERAL MEMBERSHIP AND DUES

Section 1: Any person, or persons, with a child or children currently enrolled at SLHS, having an interest in becoming a general member of the SLHS BC is eligible for general membership with voting privileges in this club at any time via payment of the general membership yearly club dues concurrent with the current school year. 

Section 2: The cost of the Annual membership dues shall be established by the Board of Directors each year during the annual May meeting. The general membership annual year shall run from July 1 of the current calendar year to June 30 of the following calendar year. General membership is included when purchasing a Booster  or All Sports Pass.

Section 3: Each paid general membership shall be extended in the name of an individual person, in the name of a family unit, or in the name of an individual person representing a sponsoring corporate organization.

Section 4: Any general membership shall be made available without regard to race, color, gender, creed, national origin, or financial ability.

Section 5:  Members of a family living at the same address or using the same email address for purchasing membership shall be considered as having one family membership and shall be entitled to one vote

Section 6:  Corporations are entitled to one vote per corporation.

Section 7: Any membership in the name of an individual person and in good standing1 shall be entitled to one (1) vote in club officer elections or in any general membership discussion item requiring a voting consensus.

Section 8: The SLHS BC annual yearly dues shall be established yearly by the SLHS BC Board of Directors (see Article VI below).

 

 

 

ARTICLE VI – BOARD OF DIRECTORS

Section 1: The affairs of the SLHS BC shall be managed by a Board of Directors, elected by current club members in good standing.  Elections shall be held annually at the May annual membership meeting of the club.  The Board of Directors’ terms of position shall commence on July 1 of the current calendar year and conclude on June 30 of the following calendar year.  No one (1) current club member in good standing may be elected to hold more than one (1) Board of Directors position at any one time.  All members of the Board of Directors must be the parent or guardian of a student enrolled at South Lakes High School.

Section 2: The SLHS BC Board of Directors voting members shall consist of:

  1. The Executive Officers of the Board of Directors (‘Executive Board’) shall consist of the following six (6) positions:
  1. President;
  2. 1st Vice President;
  3. 2nd Vice President – Spirit Wear/Merchandise;
  4. Treasurer;
  5. Financial Secretary; and
  6. Secretary.
  1. The other remaining Committee Directors shall include, but is not limited to, the following eight (8) positions:
  1. Concessions Director;
  2. Membership Director;
  3. Sponsorships Director;
  4. Volunteers & Team Liaison Director;
  5. Marketing Director and Communications Director;
  6. Special Events Director;
  7. Facilities & Improvements Director.

The Committee Directors shall be nominated by the elected Executive Board of Directors and then, voted upon by all members in good standing and who are present at the May annual membership meeting, and elected at that time.

Section 3: In the event that multiple club members in good standing are elected to any one director position, the Executive Officers of the Board of Directors shall vote and will serve as the tie breaker. 

Section 4: Every Executive Officer, as noted in Article VI Section 2 above, shall have an elected term limit of three (3) consecutive yearly terms in the same position.

Section 5: In the event that a vacancy occurs for any of the Board of Directors voting member positions, noted in Article VI Section 2 above, that position shall be filled for the unexpired term by a person nominated by the Executive Board of Directors and elected by a simple majority according to the Voting Process outlined in Article X, with prior notice of such election having been given.

Section 6: The SLHS BC Board of Directors non-voting members shall consist of:

    1. Current SLHS Principal;
    2. Current SLHS of Student Activities (DSA);
    3. Current SLHS Assistant DSA;
    4. Current SLHS Parent Teacher Student Association (PTSA) President;
    5. Sport/activity representative; and
    6. Student representative(s).
  1.  

Section 7: The general overall duties of the Board of Directors shall be:

  1. To transact all club related business;
  2. To monitor the activities of the standing committees;
  3. To approve a yearly working budget;
  4. To prepare and present an annual report documenting all of the club’s yearly affairs;
  5. To provide an annual audit of the club’s financial position;
  6. To fill any vacancies on the Board of Directors which occur between the club’s July annual membership meetings;
  7. To sponsor the three (3) seasonal sports award ceremony events; and
  8. To publicize the activities of the club in various ways, such as traditional and digital media.

Section 8: Each of the elected voting members of the SLHS BC Board of Directors is expected to attend and participate in the monthly club meetings.

Section 9: Each of the elected voting members of the SLHS BC Board of Directors is expected to support and aid the concessions committee in the snack bar related activities throughout the year.

Section 10: The elected voting members of the SLHS BC Board of Directors shall not be held personally liable for the obligations of the club, and shall not be liable in damages to the club for injury which may result from the fulfillment of the Board of Directors’ duties when they perform the duties of their position in good faith and with that degree of diligence, care and skill which ordinarily prudent individuals would exercise under similar circumstances.

ARTICLE VII – DUTIES OF THE BOARD OF DIRECTORS EXECUTIVE OFFICERS

Section 1: The President:

  1. Shall act as the Chief Executive Officer (CEO) and Chairperson of the SLHS BC and perform such other duties as may be prescribed by these by-laws or assigned by this club;
  2. Shall preside at all general SLHS BC monthly meetings and any specific Board of Directors’ meetings;
  3. Shall represent the SLHS BC as:
      1. a member of the Fairfax County Athletic Booster Committee;
      2. a Member-at-Large of the SLHS PTSA Board of Directors;
      3. a representative at club related meetings with outside groups or individuals, or appoint another Board of Directors member to act in this capacity
  4. Shall ensure that all SLHS BC associated corporate plans and programs are coordinated with the SLHS plans and programs, as applicable;
  5. Shall be responsible for the Booster Club’s relationship with the SLHS Principal and FCPS officials;
  6. Shall develop and track a goals for the Booster Club;
  7. May sign contracts on behalf of the SLHS BC as approved by the SLHS BC Board of Directors;
  8. Shall be a non-voting member of all SLHS BC associated committees;
  9. Shall coordinate the work of the SLHS BC officers and committees in order to ensure that the purpose of the club is being promoted;
  10. Shall approve expenses according to the Approval and Disbursement of Funds Policies (Addendum A)
  11. Shall appoint ad-hoc committees.
  12. Shall act as a liaison to one or more committees as agreed upon with the Executive Board Members on an annual basis

Section 2: The 1st Vice President:

  1. Shall specifically oversee all fund-raising activities (excluding concessions) and assume the duties of the President if the latter is absent or otherwise unable to fulfill these duties;
  2. Shall be responsible for the booster club’s relationship with the PTSA President Shall serve as parliamentarian.
  3. Shall act as a liaison to one or more committees as agreed upon with the Executive Board Members on an annual basis

Section 3: The 2nd Vice President:

  1. Shall assume the duties of the President if both the President and 1st Vice President are absent or otherwise unable to fulfill these duties.
  2. Shall be responsible for the Booster Club’s relationship with the SLHS DSA, Assistant DSA and the SLHS coaches.
  3. Shall be responsible for the booster club’s relationship with the Student Representatives
  4. Shall act as a liaison to one or more committees as agreed upon by the Executive Board Members on an annual basis.
  5. Shall Chair the Merchandise/Spirit Wear Committee.  This committee is responsible for selecting spirit wear items to be sold in the Seahawk Store, coordinating with various school personnel if spirit wear items are needed for donations, placing orders and stocking the store.

 

Section 4: The Treasurer:

  1. Shall have custody of the funds of the SLHS BC;
  2. Shall keep a full and accurate record of all club related receipts and disbursements;
  3. Shall disburse club funds as authorized by the President or the Board of Directors in accordance with the policies of the club;
  4. Shall sign all checks;
  5. Shall have the club accounts examined annually, within  90 days of the end of the fiscal year, by a professional auditor or auditing committee of not fewer than three (3) members in good standing, who verify that the Treasurer’s Annual Report is correct and shall sign a statement to that fact at the end of the report;
  6. Shall be the primary enforcer of the Approval and Disbursement of Funds Policies (Addendum A)
  7. Shall provide a Financial Statement, bank reconciliation, and list of checks written at each regular meeting;
  8. Shall be responsible for preparing and filing all tax reports, information returns, and annual reports as local, state and federal regulations/law require.
  9. Shall preside over the annual budget development process;
  10. Shall be responsible for the Booster Club’s relationship with the SLHS Finance office;
  11. Shall serve as the liaison to one or more committees as agreed upon by the Executive Board on an annual basis
  12. Shall assume the duties of the Financial Secretary if position is vacant or absent;
  13. Shall submit required reporting to FCPS for all camp activity;

 

Section 5: The Financial Secretary:

  1. Works cooperatively with the Treasurer in handling Booster Finances
  2. Collects all funds received from activities such as donations, concessions, fund-raisers, camps, memberships
  3. Prepares and distributes receipts for all monies received
  4. Records all funds received from donations, concessions, fund-raisers prior to submitting to the Treasurer
  5. Either submits funds received to the Treasurer for deposit, OR deposits to the bank with supporting documentation submitted to the Treasurer for subsequent recording into financial accounting system
  6. Oversees camp registrations and logistics, including booking the gym space and attends necessary meetings with the DSA and FCPS
  7. Shall coordinate the necessary procurement of insurance coverage for all activities of the board of directors and the club, ensure timely submission of payments and/or reports for insurance, and permits;
  8. Shall enforce the Approval and Disbursement of Funds Policies (Addendum A)
  9. Shall act as a liaison to one or more committees as agreed upon by the Executive Board on an annual basis

 

Section 6: The Secretary:

  1. Shall work collaboratively with the President to develop and communicate the agenda for monthly Booster Club meetings and other ad hoc Booster club meetings, and securing a venue;
  2. Shall record, maintain and distribute meeting minutes from all club related meetings;
  3. Shall provide notice of all regular and special meeting to all club members;
  4. Shall maintain an up-to-date record of the current club membership list, denoting all eligible voting members;
  5. Shall maintain a current copy of the club By-Laws;
  6. Shall be responsible for maintaining a yearly club calendar of events;
  7. Shall prepare and sign correspondence as designated by the President and maintain a complete file of all correspondence;
  8. Shall secure/confirm three (3) At-large members required for Board of Directors voting; and
  9. Shall act as a liaison to one or more committees as agreed upon by the Executive Board on an annual basis

 

ARTICLE VIII – DUTIES OF THE DIRECTORS

Section 1: Only current SLHS BC ‘members in good standing shall be eligible to serve in any one (1) elected or appointed Board of Directors position.  Directors shall head committees to include:

  1. Concessions;
  2. Membership;
  3. Sponsorships;
  4. Volunteers / Team Liaisons;
  5. Marketing& Communications
  6. Special Events;
  7. Facilities & Improvements;

 

Section 2: The elected Directors shall chair committees deemed necessary to promote the SLHS BC Purposes, as noted in Article III above, and carry on the work of the club.  The elected Director(s) of each committee shall present a plan of work to the Board of Directors for approval.  No committee work shall be undertaken without consent of the Board of Directors.  The Directors shall turn over all plans of work to the President at the end of the current term served or when departing office.  The Directors have the final authority to grant permission on the use of club owned equipment or inventory.

Section 3: The Director of Concessions:

  1. Shall coordinate and arrange for operation of all of the concession areas during student activity events;
  2. Shall be responsible for the management of all concession areas, to include maintenance of a Game Manager roster, instructions for all Game Managers and volunteers, and arranging for adequate volunteer support;
  3. Shall work collaboratively with the treasurer to develop financial performance reports including current and forecasted income;
  4. Shall be responsible for coordinating the ordering and maintenance of adequate food, beverage and other miscellaneous related supply levels;
  5. Shall be responsible for obtaining prices most advantageous to the club and coordinating any changes to items carried in the inventory;
  6. In collaboration with the Director of Facilities and Improvements, shall be responsible for the upkeep and maintenance of all concession areas; and
  7. May select other committee members to assist in fulfilling these duties, and advise the Board of Directors of their selection.

 

Section 4: The Director of Membership:

  1. Shall be responsible for promoting membership in the SLHS BC at the beginning of each sports season and during the seasons as reasonable
  2. Shall work collaboratively with Marketing director to develop and deploy marketing and communications programs that raise awareness and drive new memberships;
  3. Shall be responsible for maintaining membership records and providing current membership lists to the Board of Directors and Committee Chairpersons;
  4. Shall process applications for membership, collect monies from membership sales, merchandise all club products associated with membership;
  5. Shall work collaboratively with President and Treasurer to develop performance reports including historical trend data on number of members and membership income, forecasts, and analysis of the marketing programs used to promote memberships;
  6. Shall perform other related duties as assigned by the Board of Directors; and
  7. May select other committee members to assist in fulfilling these duties, and advise the Board of Directors of their selection.

 

Section 5: The Director of Sponsorships:

  1. Shall be responsible for the planning, development and implementation of corporate fund-raising;
  2. Shall work collaboratively with the Executive Board to develop and maintain a list of corporate sponsor prospects and pursuit plans;
  3. May select other committee members to assist in fulfilling these duties, and advise the Board of Directors of their selection.

 

Section 6: The Director of Volunteers/Team Liaisons:

  1. Shall be responsible for coordinating the identification and assignment of volunteers to support South Lakes High School hosted events and other club related events using the concession stand areas;
  2. Shall liaise with the South Lakes High School athletic team representatives, the Director(s) of Concessions, and the Director of Merchandise in order to fulfill these duties;
  3. Shall coordinate with the Vice President(s) regarding the master calendar date(s) and shifts required for athletic events and solicit a representative for each of the South Lakes High School athletic teams to act as a point of contact for the team coach, the parents and the Board of Directors;
  4. Shall invite all of the South Lakes HS  athletic team liaisons to the ‘Meet The Coaches Night’, three (3) times a year (fall, winter and spring) to promote awareness of volunteer opportunities and membership;
  5. Shall work with the athletic team liaisons to identify volunteers to help support the concessions activities, special events and the three (3) yearly sports awards ceremonies; and
  6. May select other committee members to assist in fulfilling these duties, and advise the Board of Directors of their selection.

 

Section 7: The Director of Marketing and Communications:

  1. Shall be responsible for communicating and promoting SLHS BC activities and events in the school and community
  2. Shall lead all social media programs;
  3. Shall be  responsible for maintaining the booster club website
  4. Shall lead the committee to develop marketing materials, such as banners, posters, signs, etc., as requested by the Board of Directors;
  5. Shall be responsible for the publication of online or traditional printed newsletters
  6. Shall be responsible for recognizing corporate sponsors through appropriate channels
  7. May select other committee members to assist in fulfilling these duties, and advise the Board of Directors of their selection.

 

Section 8: The Director of Special Events:

  1. Shall be responsible for organizing and managing all aspects of the three (3) (fall, winter and spring) sports team awards ceremonies throughout the school year;
  2. Shall be responsible for organizing and managing any other special hospitality and fundraising related events or receptions;
  3. Shall be responsible for recommending any changes to existing procedures regarding these events; and
  4. May select other committee members to assist in fulfilling these duties, and advise the Board of Directors of their selection.

 

Section 9: The Director of Facilities & Improvements:

  1. Shall be responsible for maintaining the concessions areas, making or arranging for minor repairs as necessary and recommending to the club any major changes or repairs as they become necessary;
  2. Shall be responsible for recommending changes in the structure or the type of other equipment being maintained;
  3. Shall be responsible for recommending safety issue related modifications or updates regarding the operation of concessions to the Director(s) of Concessions and the Board of Directors;
  4. Shall be responsible for monitoring the South Lakes High School athletic event areas and facilities and recommending any present and future needed improvements; and
  5. May select other committee members to assist in fulfilling these duties, and advise the Board of Directors of their selection.
  6. Shall coordinate the display of banners in the gym and on the athletic fields.
  7. Shall be responsible for the care, maintenance and use of the mascot, tunnel or other equipment owned by the SLBC.

 

ARTICLE IX – VOTING PROCEDURES

When transacting business and making decisions that require a vote, a simple majority by a quorum of the Board of Directors is required. A quorum is comprised of least four (4) Executive Officers and at least three (3) Committee Directors. A Committee Director may assign a person who is an active member of their committee, as an alternate to vote on behalf of their committee.  The Secretary is responsible for ensuring a quorum is present at a voting meeting. The President is required for all votes unless that position is vacant. The following is sample list of actions that require a majority vote by this quorum:

  1. Approving unbudgeted expenditures per Addendum A;
  2. Approving certain disbursements per Addendum A;
  3. Ratifying by-laws;
  4. Electing a vacancy on the Board of Directors;
  5. Purchasing new insurance;
  6. Cost of annual membership dues;
  7. Taking legal action;
  8. Responding to legal action;
  9. Any other actions requiring vote.

 

ARTICLE X – NOMINATING COMMITTEE

Section 1: There shall be a nominating committee of an uneven number, with no less than three (3) members, in good standing, who shall be appointed by the Board of Directors at least three (3) months prior the May annual membership meeting.  The committee shall elect its’ own chairperson.

Section 2: The nominating committee shall nominate an eligible person for each director to be filled and report such nominees to the Secretary. Nominations shall be made to the membership no less than 30 days prior to the May annual membership meeting.  At the May annual membership meeting additional nominations may be made from the floor.

Section 3: Only those persons who have consented to serve, if elected, shall be nominated.

 

ARTICLE XI – OTHER COMMITTEES

Section 1: The President, with approval from the Board of Directors, may appoint such committees and special committees from the Board of Directors or from the general membership as are deemed necessary to assist in the management of the affairs of the club, and shall appoint the chairpersons of such committees.

Section 2: Actions taken by the committees are subject to the approval of the Board of Directors, and no committee shall exercise on its own the authority of the Board of Directors.

ARTICLE XII – TEAM REPRESENTATIVES

Section 1: Representatives shall be selected for the individual SLHS sports/activities for a twelve (12) month term commencing with the current season for the sport/activity.  If the team representative is unable to fulfill a twelve (12) month term he/she will provide an acceptable replacement.

Section 2: Individual coaches/sponsors will be asked to select team representatives.  If no representative is named in a reasonable amount of time, the Board of Directors may appoint a representative for this purpose.

Section 3: In sports/activities which have more than one (1) level of participation, the representative should seek another volunteer representative to assist in fulfilling his/her duties and advise the Board of Directors of the selection.  The representative of a sport/activity which has a large roster should do the same.

Section 4: It is not the responsibility of the representative to act as an intermediary between parents or student participants and the coaching staff or sponsors regarding any sport/activity related issues.

Section 5: Team representatives shall be non-voting Board of Directors members, as noted in Article VI Section 7 above.

Section 6: The Student Representative(s) noted in Article VI Section 7 above, shall be selected by the SLHS Student Government Association (SGA) or the general student body.

Section 7: The maximum number of Student Representatives shall be two (2).  In the event of two (2) representatives, the students may opt to attend and participate in the regular monthly scheduled meetings on a rotating basis.

Section 8: The Student Representatives shall be non-voting Board of Directors members, as noted in Article VI Section 7 above.

 

 

 

ARTICLE XIII – ELECTIONS AND REMOVAL

Section 1: The SLHS BC Executive Officers of the Board of Directors, as noted in Article VI Section 2 above, shall stand for election and be elected for the ensuing year by a single voting session of the club members at the May annual membership meeting of the club.

Section 2: Prior to each May annual membership meeting of the club the Board of Directors shall appoint a Nominating Committee, as noted in Article X above, to select the slate of officers for presentation to the corporate membership for their vote.  The Nominating Committee shall consist of three (3) persons, all of whom are members in good standing in the club.  At the May annual membership meeting the Nominating Committee shall nominate at least one (1) member for each of the six (6) Board of Directors Executive Committee positions.

Section 3: Only current members in good standing with the club may be considered as nominees for office.

Section 4: Additional nominations may be made from the floor by any member of the club at the May annual membership meeting.  No candidate shall be placed in nomination by the Nominating Committee or from the floor unless the candidate has given his/her consent to serve if elected.  When no nominations are made, in addition to the single slate recommended by the Board of Directors, elections will be via a voice vote.  In the event that more than one nomination is placed for any single position, a secret written ballot shall be used for that position.

Section 5: When it shall become necessary to fill any Board of Directors Executive Committee position vacancy, due to any reason, the remaining members of the Board of Directors may, via an affirmative majority vote and according to the Voting Procedures in Article IX above, appoint a successor who shall serve the remainder of the unfilled term until the next scheduled elections.

Section 6: Members of the Board of Directors may be removed from office for ‘just cause’.  The basis for ‘just cause’ shall be determined via a majority vote by the Board of Directors, but includes non-participation in Booster meetings and non-performance of specific duties related to the individual’s role. The member being considered for removal will not be entitled to vote during these proceedings.

 

ARTICLE XIV – FINANCIAL

Section 1: The Board of Directors shall decide all policy matters pertaining to financial activities of the SLHS BC.

Section 2: All activities and funding of the club shall be on an operational year basis which will coincide with the term, of the Board of Directors.  The Fiscal Year of the club will begin on July 1 of the current year and end on June 30 of the following year.

Section 3: All financial records maintained by the Treasurer and Financial Secretary of the club will be closed as of June 30 and a final report presented by September 30 of that year.

Section 4: Funds of the club shall be deposited only in national banks, state banks, federal savings and loan associations, or trust companies operating in accordance with the laws of the State of Virginia and only in institutions in which the deposits are insured by the Federal Deposit Insurance Corporation or the Federal Savings and Loan Insurance Corporation.

Section 5: All funds of the club shall be deposited in such qualified depository within a reasonable time after their receipt.  Any funds acquired by the club shall be clearly marked for and deposited to the account of the SOUTH LAKES HIGH SCHOOL ATHLETIC BOOSTER CLUB, INC.

SECTION 6: The starting balance for concessions and/or merchandise shall be signed-off by Financial Secretary and one other Booster Club member. The ending balance must be counted and signed by two Booster Club members and verified by the Financial Secretary.

Section 8: All expenses paid shall be evidenced by a receipt and identification of the item(s) or service(s) for which funds were expended.

Section 9: The Board of Directors shall determine the cost of the annual membership dues and/or the requirements for individual categories of membership before an individual or group (family, corporation, partnership or other legal entity) shall be entitled to membership in the club.  Said dues or requirements shall entitle said individual or group represented by an authorized person to one (1) vote in matters before the club membership.

Section 10: Proposals for general fund-raising activities or disbursement of funds may be presented or recommended by any member the club and/or SLHS authorizes to the Board of Directors for consideration and review.

Section 11: The board shall enforce and comply with the Auditing Procedures (Article XV).

Section 12: Funds expended in the form of donations to South Lakes High School, or other institutions or organizations, shall be made only for the purpose which directly or indirectly support student activities and athletic programs at South Lakes High School.  Funds will be provided to South Lakes High School in accordance with Fairfax County and Virginia State regulations.

Section 13: The board may enlist the services of contractors providing it complies with all IRS regulations and reporting requirements and that no board member may be a contractor

Section 14: The board is responsible for enforcing and abiding by the Approval and Disbursement of Funds Policies (Addendum A).

 

ARTICLE XV – AUDITING PROCEDURES

Section 1: An Audit Committee, OR a professional auditor, shall be appointed by the President prior to the end of the fiscal year.  An Auditing Committee shall consist of no fewer than three (3) current Board members in good standing.  No one (1) member with signature authority shall sit on the Auditing Committee.

Section 2: The Treasurer shall submit the books to the Audit Committee, or the professional auditor, at the end of the fiscal year. The audit report shall be submitted in writing to the Executive Officers of the Board of Directors.

Section 3: The President, upon resignation of the Treasurer during the term, shall select an Audit Committee, or professional auditor, within one (1) week of the resignation.  An interim audit shall be performed with fiscal year-end auditing procedures and shall be completed within three (3) weeks of the resignation.  A report shall be submitted to the Executive Officers of the Board of Directors.  The interim audit shall not be performed in lieu of the year-end audit.

ARTICLE XVI – MEETINGS

Section 1: There shall be at least one (1) regular meeting of the SLHS BC Board of Directors held during each of the months of the school year, on a date and at a time and place determined by the President and presided over by the President or Vice President.  A majority of Board of Directors present at the meeting shall constitute a quorum.  Additional special meetings may be held at the call of the President or by the majority of the Board of Directors members.  Advance notice of these meetings shall be distributed via email by the Secretary at least seven (7) days prior to such meeting.

Section 2: The May annual membership meeting of each year shall be held at South Lakes High School.  Notice of this annual meeting shall be distributed by the Secretary to each current member of the club not less than ten (10) days in advance of the meeting.

Section 3: Proper notice of the May annual membership meeting having been given, those members attending and participating in person shall constitute a quorum.

Section 4: Special meetings may be called or requested by the broader group of booster club members (voting and non-voting) via written petition to the President of not less than twenty five (25) members in good standing.

Section 5: Each member (individual, family, firm, corporation or other organization) with voting privileges as defined in Article V and determined by the club to be in good standing shall be entitled to one (1) vote at any general membership meeting.  The vote of a group member (individual, family, firm, corporation or other organization) shall be cast for it by the authorized representative.

Section 6: Unless otherwise specified by law, Articles of Incorporation or these By-Laws, or unless otherwise decided by a majority of those present and voting, decisions of the Board of Directors shall be by a majority of those present.

Section 7: Except as otherwise provided in the Articles of Incorporation or in these By-Laws, the meetings of the general membership and the Board of Directors shall be conducted in accordance with Roberts Rules of Order (as revised).

Section 8: Any question as to the proper interpretation of any of the provisions of these By-Laws shall be determined by the Board of Directors.

ARTICLE XVII – CHANGES AND AMENDMENTS

Section 1: These By-Laws may be amended at any meeting of the Board of Directors through the Voting Procedures (Article IX) provided reasonable notice has been given. A quorum shall be established at the meeting in which the voting takes place.

Section 2: The By-Laws of the SLHS BC shall be reviewed every three (3) years by an Ad-hoc Committee.

Section 3: The Ad-hoc Committee shall consist of a minimum of three (3) Board of Directors, one (1) of which is the President and/or Vice President.

 

1Good standing is defined as being a current member of the SLHS Athletic Boosters with no known current or pending or outstanding legal criminal offenses

 

 

 

 

ADDENDUM A – EXPENSE APPROVALS AND DISPURSEMENT OF FUNDS POLICIES

  1. The President may approve new and unbudgeted operating expenses up to $1,000. This must be done in consultation and collaboration with the Treasurer, and the Board must be notified.
  2. New and unbudgeted expenses over $1,000, except for those noted in Section 4 below, require Board of Directors approval;
  3. The Treasurer or Financial Secretary may approve new and unbudgeted expenses up to $500, and must notify the Board;
  4. The Treasurer may make cash and check disbursements of concession and camp-related funds of any amount, with concurrence of the concessions director and camp directors, respectively, and without approval by the Board, provided they are reasonable and customary .
  5. All disbursements of funds of the club shall be made by a check signed by the Treasurer. The Financial Secretary shall serve as backup in the event the Treasurer is not available. Disbursements in excess of $2,500 that are not related to camps and concessions require an additional signature from any one of the Executive Officers who have signature authority on the bank account.

 


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