BY-LAWS OF THE PROSPECT CHARTER SCHOOL BOOSTER CLUB
Last update 1/9/2018
Article I. ORGANIZATION:
This organization shall be a non-profit association with the following name and mailing address: Prospect Charter School Booster Club, PO Box 40, Prospect, OR 97536.
The mission of this organization is to support the entire student body to include clubs, organizations, athletic teams and related programs at Prospect Charter School through appropriate activities and financial support as permitted by the laws of our community and all rules and regulations applying to Prospect Charter School.
This organization is organized exclusively for charitable purposes within the meaning of section 501(c)(3) of the Internal Revenue Code. The following are basic policies of the Prospect Charter School Booster Club:
(a)Section 1: Affiliation
The organization shall be non-commercial, non-sectarian, and non-partisan.
(b)Section 2: Personal Benefit
The name of the organization or of any members in their official capacities shall not be used in any connection with a commercial concern or with any partisan interest or for any purpose not appropriately related to promoting the purpose of the organization.
(a)Section 1: Eligibility
Membership in this organization shall be open to parents, guardians, alumni, or other persons with a child enrolled or alumni who has or is attending Prospect Charter School and friends of all Prospect Charter School students.
(b)Section 2: General Membership
Any eligible person, as defined in Section 1 above, can become a voting member of the organization by attending three consecutive meetings. Voting privileges are revoked once a member has missed three consecutive meetings. A voting member must vote in person.
Article V.MEETINGS OF MEMBERS
(a)Section 1: Annual Meeting
An annual meeting of the members shall be held with nominations the general meeting of May and ballot voting shall be the general meeting in June each year for the purpose of electing officers and for the transaction of such other business as may come before the meeting.
(b)Section 2: Organizational Membership Meeting
An organizational meeting will be held in the month of July of each school year for the purpose of soliciting general members, setting a regular meeting schedule, organizing operating committees and the transaction of such other business as may come before the meeting.
Notice will be published in the local newspaper, on social media, and posted on a local billboard.
(c)Section 3: Regular Meetings
The Executive Board shall meet monthly or as needed to conduct the affairs of the organization. Any member may attend and give input to the Executive Board. Meetings will be held throughout the school year.
(d)Section 4: Special Meetings
Special meetings of the members may be called by the President, a majority of the Executive Board, or by not less than 50% of the general membership with voting rights. Notice of the time and place of all special meetings will be published on the school and Booster Club social media pages as well as in the local newspaper and posted on a local billboard, with no less than one week prior to the special meeting.
(e)Section 5: Quorum
A quorum of a monthly Executive Board meeting for the conduct of business shall consist of at least three (3) officers. A quorum of a special meeting called by the general voting membership shall be no less than 50% of eligible voting members.
(f)Section 6: Voting
The President or his/her designate shall have at their disposal a current list of all general members to assist in determining voter eligibility during all Annual, Special and Organizational meetings. Only general members in good standing will be allowed to vote. A voting member must vote in person.
Article VI.EXECUTIVE BOARD OFFICERS
(a)Section 1: Identification
The Executive Board officers of the organization shall be a President, up to two Vice-Presidents, a Secretary, Treasurer, Prospect Charter School Administrator, and Prospect Charter School Athletic Director. Any two offices may be held by the same person, except the offices of President and Secretary.
(b)Section 2: Election and Term
The officers of the organization shall be elected annually by the general membership at the Annual Meeting. Term of office will be August 1 to July 31. New officers shall meet with outgoing officers for training during the month of July and jointly prepare a budget for the next fiscal year.
(c)Section 3: Removal
Officers may be removed for cause by the majority of the voting members at any special meeting established for such purpose.
(d)Section 4: Vacancies
In the event that the President position becomes vacant for any reason, the Vice President will assume the role of President for the unexpired term. A vacancy occurring in any other office shall be filled for the unexpired term by a person elected by a majority vote of the remaining members of the Executive Board.
Article VII.DUTIES OF EXECUTIVE BOARD AND LIAISON
(a)Section 1: President
The President shall:
- Preside at all meetings of the organization.
- Be an ex-officio member of all committees except the nominating committee.
- Authorize, in conjunction with the Treasurer, the payment of obligations.
(b)Section 2: Vice-President(s)
The Vice-President(s) shall:
- Support the office of President in various ways as requested by the President. Such support could include coordination of fundraising or extracurricular activities.
- Perform the duties of the President in the absence of the President.
(c)Section 3: Secretary
The Secretary shall:
- Keep the minutes of the business meetings of the organization.
- Keep a list of all current members of the organization.
- Conduct all correspondence and notify members regarding all announcements, meeting times and locations, etc.
(d)Section 4: Treasurer
The Treasurer shall:
- Keep a permanent book of accounts and records in sufficient detail as to show gross receipts disbursements, and income of the organization. Such records shall be kept current and will be made available to the officers and general membership upon request.
- Receive all monies from the organization and deposit them in the proper accounts established at the designated bank and as needed Treasurer may designate others to make deposits at the first meeting of the organization.
- Arrange for the timely payment of all bills and obligations through the use of established accounts.
- Present a statement of accounts and financial position at any meeting of the organization.
- Make a full annual report to the organization.
(e)Section 5: School Principal or Designee
The Principal Shall:
- Advise the President on current PCS academic activities.
- Oversee the Booster Club Title IX compliance.
- Serve as a liaison between Prospect Charter School District and Prospect Charter School Booster Club.
(f)Section 5: Athletic Director
The Athletic Director shall:
- Advise the President on current PCS Athletic status.
(g)Section 6: Winding up and Dissolution
Upon the winding up and dissolution of this corporation, after paying or adequately providing for the debts and obligations of the corporation, the remaining assets shall be distributed to a non-profit fund, foundation, or corporation which is organized and operated exclusively for charitable, educational, religious and/or scientific purposes and which has established its tax exempt status under section 501(c)(3) of the Internal Revenue Code.
Article VIII. CONTRACTS, CHECKS, LOANS and GIFTS
(a)Section 1: Contracts
Any contract or instrument in the name of or on behalf of the organization must be executed or delivered by an officer of the organization. The authority contained in such instrument may be general or may be confined to specific instances.
(b)Section 2: Checks, Drafts. or Orders
All checks, drafts, or orders for the payment of money, notes, or evidences of indebtedness issued in the name of the organization shall be signed by two officers.
(c)Section 3: Loans
No loans shall be made to officers, individuals, or any others using organization funds.
(d)Section 4: Gifts
The officers may accept on behalf of the organization any contribution, gift, bequest or devise for any purpose.
(e)Section 5: Not Permitted Activities
Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law) or (b) by an organization contributions to which are deductible under section 170 (c)(2) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law).
Article IX. BOOKS and RECORDS
The organization shall keep at its principal office a current record of the names and addresses of all members. Such record will clearly indicate all members entitled to vote on organization business. All books and records of the organization will be available for inspection by any voting member, or the agent or attorney of any voting member, for any purpose at any reasonable time.
Article X. FISCAL YEAR
The fiscal year of the organization shall begin January 1 of each year and end on December 31 of the calendar year.
Article XI. COMMITTEES
The President of the organization may establish standing committees to facilitate the conduct of organization activities. Other committees may also be established by the President from time to time as are necessary to serve specific purposes of the organization. Committee members shall be appointed by and serve at the pleasure of the President.
The Chairperson of each standing committee shall present a plan of work to the President for approval.
Article XII. AMENDMENT OF BY-LAWS
The by-laws set forth herein may be amended by vote of the general membership. The procedure for instituting such amendment shall be as follows:
A recommendation or motion to amend, adopt, or repeal any section(s) of the by-laws may be made by any general member in good standing. Such recommendation or motion may be made at any regular or special meeting and will constitute a first reading of the suggested change.
If such recommendation or motion is approved on the first reading, it shall be carried forward for a second reading and final vote at the next regular or special meeting. The announcement that a second reading for approval of by-law change(s) will appear prior to meeting in School and Booster Club social media pages as well as the local newspaper and posted on a local billboard.
Approval of two-thirds (2/3) of the eligible members present at the second reading shall be required to adopt the recommendation or motion.
Article XIII. PROPERTY RIGHTS
Membership in this organization shall not vest any of the members with any property rights or rights having monetary value of any kind whatsoever, including but not specifically limited to, property rights or monetary rights in the school or the organization.
Article XIV. DISTRIBUTION OF ORGANIZATION FUNDS
(a)Section 1: Budget
A Budget Committee will be established to oversee the handling of the organization’s finances. The Budget Committee (existing budget committee and newly elected officers) will be responsible for establishing the annual budget for the organization at the start of each fiscal year. The budget will identify general sources and forecast amounts of revenues and expenses for the current fiscal year, and will be used as the basis for reporting the financial status of the organization throughout the year. The budget will be presented at the fall general membership meeting for approval by vote of the general membership.
The Executive Board will also be responsible for reviewing and acting upon specific requests for funds.
All officers of the organization will be members of the Budget Committee. Other members may also be appointed to the committee as required. Such appointments will be made by the President subject to approval by a vote of the general membership.
(b)Section 2: Allocation of Funds
Every effort will be made to equitably and fairly disperse funds to the various activities in accordance with their specific needs and requirements. Factors which will be considered include the number of participants in the activity, the degree of activity related membership in the Booster Club organization, and the extent to which activity members helped to raise overall Booster Club funds.
(c)Section 3: Request for Funds
Any individual or group requesting funds from the organization will be required to complete and submit an application identifying the amount of funds requested and the purpose and benefit of the expenditure. Application forms and the instructions for their completion are obtained from the Principal or Athletic Director. Then the request is submitted to the Executive Board for consideration.
Each application will be reviewed by the Executive Board and approved or disapproved on the basis of the information provided. All applications which are approved by the Executive Board will be notified by appropriate Executive Committee member. Applications which are disapproved by the Executive Committee will be returned to the requesting organization with comments indicating why the request was denied.
(d)Section 4: Requests over $500
Any request for funds over $500 will not be voted upon until the general membership has been notified and given appropriate time to provide input to the Executive Board. Notification will consist of an announcement placed on the local bulletin board and on relevant social media pages.
Article XV. ARTICLE XV ENDOWMENT FUND
(a)Section 1: Endowment Funds
The Endowment fund shall be for the sole purpose of awarding merit-based scholarships to scholar students who graduate as seniors from Prospect Charter School. The Booster Club will not co-mingle funds with other Booster Club funds.
The Chairperson of the Endowment Committee will be responsible to call for a vote of general membership in attendance at the Booster Club meeting to determine the percentage of general funds to be placed in the Endowment the following fiscal year at the final meeting of each school year.
(b)Section 2: Committee Members
The Endowment Committee shall be made of the following members:
The Treasurer of the Booster Club will be an ex officio member of the Endowment committee.
Other interested parties may be appointed to the position by the President of the Booster Club, and must be approved at a general membership meeting.
At least one member shall be a member of the Scholarship and Endowment committee.
(c)Section 3: Committee Meetings
The Chairperson of the Endowment Committee and the President of the Booster Club will call meetings of the Endowment Committee as needed, but at least once during the school year.
A quorum at any Endowment Committee meeting will be not less than ½ of the total committee members.
The duties of the Endowment Committee will be as follows:
The Endowment Committee will select the management and/or investment vehicles for the endowment while honoring the fiduciary responsibilities to the Booster Club members and donors.
The Endowment Fund report will be included with the Treasurer’s report at each Booster Club meeting.
Fundraising for the Endowment Fund will be under the guidelines of Prospect Charter School Department and Prospect School District.