Edison Chargers Aquatics Boosters Bylaws Meeting Minutes
BYLAWS OF
EDISON HIGH SCHOOL
CHARGER AQUATICS BOOSTER CLUB
ARTICLE I - PRINCIPAL OFFICE
The principal office of the association is located at 21400 Magnolia Avenue, Huntington Beach, CA 92646, County of Orange, and State of California, Tax ID# 20-2130836. Mailing address is P O Box 5084 Huntington Beach, CA 92615.
ARTICLE 2 - PURPOSE
The purpose of this Booster Club is:
1. The Booster Club serves as a liaison between parents and coaches to promote the Edison High School Aquatics teams through appropriate activities, physical fitness and financial support.
2. To promote good sportsmanship, academic achievement, ethical behavior and high standards of character via the sports of water polo, swim & dive.
ARTICLE 3 - BOARD MEMBERSHIP
Section 1: All parents and/or legal guardians of an athlete(s) who are rostered on any aquatic team during the current school year are eligible to serve on the Executive Board. Parents and/or legal guardians may also serve on any team-specific board position, such that their athlete is currently rostered on that specific team. Should an athlete be removed from a specific roster, for any reason, the parent must resign their current position by the next scheduled board meeting. The organization shall not discriminate against anyone for membership on the basis of race, color, creed, national origin, or sex.
ARTICLE 4 - NON-PROFIT ASSOCIATION/NON-LIABILITY OF EXECUTIVE BOARD
MEMBERS
Section 1: The Booster Club shall, at all times, be operated on a non-profit basis for the mutual benefit of its members and never be used as a means for personal gain.
Section 2: The Board Members shall not be personally liable for any debts, liabilities, or other obligations of the association.
Section 3: Liability coverage shall be maintained at all times.
ARTICLE 5 - DUTIES OF BOARD OFFICERS
Section 1: The Edison Aquatics Booster Club will be comprised of two functional boards:
Executive Board: The Executive Board is the governing board and holds all voting powers and maintains fiduciary responsibility of the booster club. The Executive Board positions are an elected position with a one (1) year term, July 1 to June 30th. An Executive Board comprised of a President, Secretary, Treasurer and on a rotational basis, the current in-season Team VP(s) will be considered a voting member of the Executive Board. The Team VP(s) will be recognized by the Executive Board as a voting members specific to issues related to their team. For general governance issues, both the (3) three person Executive Board and the (4) VP’s will vote collectively. Should a tie-result in any voting action, the in-season coach will cast the tie-breaking vote.
Team Chairpersons: Each aquatic team will assemble their team chairperson to help with Equipment, Fundraising, and any other role the respective Team VP deems important. These positions are not elected nor do they have any voting rights.
Section 2: The duties of the officers are as follows:
PRESIDENT: Voting Position. Shall conduct business meetings of the organization, act as liaison between site and district administration, oversee Aquatics Board, and conduct business with the community on behalf of the Aquatics Program. Be authorized to sign checks, and not be related by blood or marriage or reside in the same household as the other authorized signers for the board's financial accounts. Keep an updated notebook (which includes job description, financial reports, job specific documentation, etc.) to be handed over to the incoming president at the end of term or resignation of position. In the event of a tied vote based on the number of Executive Board members present, and assuming a quorum was achieved at the beginning of the meeting, the current in-season Head Coach will hold the tie breaking vote.
SECRETARY: Voting Position. Keep an accurate record of the proceedings of all meetings of the Board, in a bound book which is a legal record of the Board. Be prepared to refer to minutes of previous meetings. Prepare a list of all unfinished business for use of the President. With the President/Treasurer, sign all authorizations for payment authorizing the expenditure of funds following approval by the Board in accordance with these bylaws. Record all expenditures in the minutes. Keep a current signed original set of these bylaws, and Member Rosters. Perform such duties that may be delegated to the Secretary. Send out notices of Board meetings keep an updated notebook (which includes minutes, job description, financial reports, job specific documentation, etc.) to be handed down to the incoming secretary at the end of term or resignation of position.
TREASURER: Voting Position. Keep such permanent books of account and records & report items of gross income, receipts and disbursements of the association bi-monthly. Such books of account and records shall at all times be open to inspection. Chair the annual budget committee and prepare the budget for presentation to the board. Contact the bank to secure signatures of all authorized signers on all checking and savings account signature cards and file with the bank immediately upon taking office. Receive all monies for the board, giving a receipt therefore, and deposit three (3) business days. Receive and retain a copy of the deposit slip for any deposit made. Pay all bills as authorized by the board. Ensure that all Corporate and Income fillings are done timely. Treasurer shall keep all financial documents, corporate documents, and all Tax records for the Aquatics Board. Be authorized to sign checks, and not be related by blood or marriage or reside in the same household as the other authorized signers for the board's financial accounts. Keep an updated notebook, (which includes job description, financial reports, job specific documentation, etc.) to be handed down to the incoming treasurer at the end of term or resignation of position.
VICE PRESIDENT BOYS WATERPOLO: Voting Position. Shall act as the communication and coordination liaison between the coaches, administration, and the Booster Board and Parents members throughout the boys’ water polo season. Responsibilities include communication with and between coach and parents throughout the water polo season, donation collection and registration, coordination of parent meetings and distribution of "parent packets" with details of the season, coordination with clearance card process with school administration, set up of picture day, coordination of all Volunteers and Equipment Managers, and chair and coordinate banquet. Keep and forward rosters to Coaches and Secretary for permanent record. Keep an updated notebook, (which includes job description, financial reports, job specific documentation, etc .) to be handed down to the incoming Vice President Boys’ Water Polo at the end of term or resignation of position.
VICE PRESIDENT GIRLS WATER POLO: Voting Position. Shall act as the communication and coordination liaison between the coaches, administration, and the Booster Board and Parents members throughout the water polo season. Responsibilities include communication with and between coach and parents throughout the girls water polo season, donation collection and registration, coordination of parent meetings before the season begins and distribution of "parent packets" with details of the season, coordination with clearance card process with school administration, set up of picture day, coordination of all Volunteers and Equipment Managers, and chair and coordinate the end of season banquet. Keep and forward rosters to Coaches and Secretary for permanent record. Keep an updated notebook, (which includes job description, financial reports, job specific documentation, etc.) to be handed down to the incoming Vice President Girls Water polo at the end of term or resignation of position.
VICE PRESIDENT SWIM: Voting Position. Shall act as the communication and coordination liaison between the coaches, administration, and the Booster Board and Parents members throughout the swim season. Responsibilities include communication with and between coach and parents throughout the swim season, donation collection and registration, coordination of parent meetings before the season begins and distribution of "parent packets" with details of the season, coordination with clearance card process with school administration, set up of picture day, coordination of all Volunteers and Equipment Managers, and chair and coordinate the end of season banquet. Keep and forward rosters to Coaches and Secretary for permanent record. Keep an updated notebook, (which includes job description, financial reports, job specific documentation, etc.) to be handed down to the incoming Vice President Swim at the end of term or resignation of position.
VICE PRESIDENT DIVE: Voting Position. Shall act as the communication and coordination liaison between the coaches, administration, and the Booster Board and Parents members throughout the dive season. Responsibilities include communication with and between coach and parents throughout the dive season, donation collection and registration, coordination of parent meetings before dive begins and distribution of "parent packets" with details of the dive season, coordination with clearance card process with school administration , set up of picture day, coordination of all volunteers and equipment managers, and chair and coordinate the dive banquet. Keep and forward rosters to coaches and secretary for permanent record. Keep an updated notebook, (which includes job description, financial reports, job specific documentation, etc.) to be handed down to the incoming Vice President Dive at the end of term or resignation of position.
Suggested Positions for Team Chairpersons:
EQUIPMENT MANAGER: Shall act as liaison between the Board, coaches, general membership and athletes for decisions regarding the purchase, repair and replacement and acquisition of team related equipment and team related clothing as was budgeted and approved by the Board. Keep an updated notebook, (which includes job description, financial reports, job specific documentation including a listing of all vendors for all equipment which has been purchased, etc.) which will be handed to the incoming Equipment Manager at the end of term or resignation of position.
FUNDRAISER CHAIRPERSON: Shall research and present appropriate fundraising ideas to the Board. Upon acceptance by the Board, the fundraiser representative shall help coordinate and implement the fundraising event through the general membership and athletes. Keep an updated notebook, (which includes job description, financial reports, job specific documentation, etc.) to be handed down to the incoming Fundraising Chairperson at the end of term or resignation of position.
FACILITIES MANAGER: Shall coordinate and supervise all equipment items the Aquatics teams use. Maintain a current and up to date Inventory of all Aquatics Team Equipment. Organize and Coordinate all home swim meets. Keep an updated notebook, (which includes job description, financial reports, job specific documentation, etc.) to be handed down to the incoming Facilities Manager at the end of term or resignation of position.
The following position is designated a year-round, non-voting role, to ensure consistency with respect to the organization’s online presence and electronic communication:
WEBMASTER: Responsible for all aspects of establishment (as needed), hosting, maintenance, account & access administration, revision, and updating of the EHS Charger Aquatics Booster Club website (www.chargeraquatics.com) , including uploading and formatting booster or team information, schedules, or results obtained from coaches or other officers of the Board.
Section 3: The Secretary shall receive nominations from the general association for Executive officers by the May meeting, as well as those nominations for Team VP. Prior to any election process, Team VP nominations must be submitted to each coach, or their representative, for approval. Prior to the end of the School year, at a board approved election date, previously the Swim Banquet Date, each aquatic family is allowed one vote per family, regardless of the number of athletes rostered, such that one or more athletes is rostered on at least one aquatic team. Each Family will vote on the following Executive Board positions: President, Secretary, Treasurer.
In addition to the three (3) Executive Positions, each family will be allowed one vote for each of the (4) Team VP positions, so long as either their son(s) or daughter(s) are currently rostered on the specific team for which they are casting a VP vote. The voting form will include a line for the voting family to list their athlete’s name specific to the team they are voting on. No family member shall be allowed to cast a vote for a VP who does not have an athlete playing for that team. Mail-in ballot must be received to the PO Box (above) by the Friday before the election. Two non-candidate booster parents will be chosen to count ballots following the election. All positions are elected by a simple majority of the number votes are cast by the approved deadline. All names will be posted prior to the July board meeting and will assume their roles effective July 1.
Section 4: The Executive Board and the 4 Team VPs may by a two thirds (2/3) affirmative vote, take such action as it determines appropriate that may include asking for the resignation or dismissing the officer in the following situations:
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Executive Board member fails to attend three consecutive meetings without adequate excuse. Any member of the Aquatics Board unable to attend any meetings must notify President and/or Secretary prior to the meeting.
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When an Executive Board Member or one of the 4 Team VPs is not fulfilling the responsibilities of the office as prescribed in the bylaws
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When an Executive Board Member or one of the 4 Team VPs engages in conduct which the board determines to be injurious to the organization or its purposes.
Section 5: Any Board member’s resignation will be effective upon giving written notice to the President of the Board, unless the notice specifies a later date.
Section 6: In the event of a vacancy in any office, a special meeting will be called to include the Executive Board and all Team VPs to hear nominations and vote for the vacancy. Vote requires a 51% approval. A person appointed to fill a vacancy on the Board shall hold office until the expiration of the former member's one (1) year term, subject to the ratification of General Membership.
ARTICLE 6 - BUDGET
Section 1: Booster donations shall be approved annually by the Executive Board in order to meet the projected expenses for the Edison High School Aquatics teams and shall be defined and approved by the Executive Board prior to the start of each water polo or swim/dive seasons by dates to be designated by the Board. Separate donations shall be requested for each participant for each season. Donation amounts are established so that projected expenses for the team are met, as well as any budgeted Common and Shared Booster Board Expenses.
Section 2: The Treasurer is responsible for submitting to the Executive Board a list of Common and Shared Expenses prior to the July Board meeting. Those expenses are to be divided accordingly between the teams: 30% BWP, 30% GWP, 30% SWIM, 10% Dive. Common and Shared Booster Board expenses represent those general and administrative expenses, along with any other expenses approved by the Executive Board, that are required for the purpose of running and maintaining the Charger Aquatics Booster Club. The Executive Board must approve all Common and Shared Expenses using a simple majority method at the July Board Meeting.
Section 3: Each of the (4) Team VPs are responsible for submitting their own budget to the Treasurer for their respective program at the July meeting. Budgets must include all Income and Expenses, including award banquets and any anticipated fundraising activities. Team specific fundraising activities may not compete with any other in-season sport, with the exception of Swim and Dive. A conservative estimate of the percentage of donations will be provided by the Treasurer to ensure a realistic income amount is achieved. Budgets must also include the Common and Shared Expenses. Budget Templates will be created and provided by the Treasurer. Budgets must be reviewed and approved by respective Head Coach prior to submission.
Section 4: The Treasurer is responsible for compiling all final budgets for Executive Board approval within 2 weeks post the July Board Meeting. Budgets must be approved at the August Board Meeting such that Donation Amounts can be finalized and approved.
Section 5: Once a budget is approved, the VP and Head Coach will be responsible for the management of that budget on a monthly basis. The Treasurer will be responsible for receiving and disbursing any funds for all (4) aquatics teams and will provide bi-monthly updates, per the definition of the Treasurer’s role in Article 5, Section 2. All checks must be signed by the President, Secretary and Treasurer. The Treasurer is responsible for ensuring that each program has a reserve cash amount sufficient to cover all Common and Shared Expenses against the current year budget.
Section 6: Should any budget item, on any team, be reallocated by the VP, by more than 50%, the VP must notify the treasurer and the Treasurer must notify the executive board as a courtesy prior to the next scheduled board meeting. Should a team’s budget change such that the Treasurer believes the team or the board is not properly executing its fiduciary responsibility, then the Treasurer can freeze the budget and team funds, and must notify the Coach, President and Secretary. In this case, the Executive Board can upon a simple majority vote a) request a budget review and justification or b) under a ⅔’d majority vote, invalidate the existing budget and request a one-month solution to ensure the fiduciary integrity of the team’s budget process. Should the Executive Board invalidate a budget, all assets of the team are frozen and the Executive Board will be responsible for managing all funds.
ARTICLE 7 - MEETINGS
Booster Club Meetings should be held monthly. All members shall be notified of any scheduled meeting via e-mail and via the website within seven (7) days of the meeting from the Secretary.
Special Board Meetings and/or e-votes may be scheduled on an as needed basis with reasonable notice from the President or Secretary via e-mail and via the website, considering the circumstances necessitating the special board meeting or e-vote. Meetings will be conducted as per Roberts Rules of Order, with a 51% vote required to pass any motions.
All scheduled board meetings are open to all parents of all athletes. Should a parent desire to address the board during a scheduled board meeting, the parent must make the request with the Secretary one (1) week prior to the scheduled board meeting and subject to approval by the Executive Board. Special Board Meetings and any Subcommittee Meetings, called by the President, will be closed to non-board members.
ARTICLE 8 - QUORUM FOR MEETINGS
A quorum shall consist of 51% of the Executive Board Members at a Board meeting. Except as otherwise provided under these Bylaws, no business shall be considered by the Board at any meeting at which the required quorum is not present, and the only motion which the Chair shall entertain at such meeting is motion to adjourn.
ARTICLE 9- CHECKS AND NOTES
Except as otherwise specifically determined by resolution of the Board, or as otherwise required by law, checks, drafts, promissory notes, orders for the payment of money, and other evidence of indebtedness of the Association must be signed by the Treasurer, President, and Secretary. Prior board approval is required before payment of unbudgeted expenditures exceeding $200 and budgeted expenditures exceeding $1000.00.
ARTICLE 10 - AMENDMENT OF BYLAWS
An amendment to the Bylaws may be proposed by any Board member, with prior notice to the President and Secretary to include such proposal on the next meeting agenda. Two-thirds vote of the membership present at the meeting in which an amendment to the Bylaws is proposed is required to pass an amendment to the Bylaws of this organization.
ADOPTION OF BYLAWS
The forgoing Bylaws were adopted by majority vote of the Board as the Bylaws of this association on ____________________.
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President Date
