Schuylkill Valley Athletic Boosters Club

Constitution and By-Laws

Article I. NAME The name of this organization shall be THE SCHUYLKILL VALLEY ATHLETIC BOOSTERS CLUB (SVABC)

Article II. PURPOSE The purpose of THE SCHUYLKILL VALLEY ATHLETIC BOOSTERS CLUB is: 1. To bring together the people of this community who are interested in Schuylkill Valley Schools, their athletes and athletic programs. 2. To recognize athletes for their leadership and athletic abilities. 3. To make every present and future athlete of the Schuylkill Valley Schools conscious of the support, interest and admiration of the community. 4. To provide financial assistance to the Schuylkill Valley Schools for supplies, equipment and programs that will benefit all, or a majority of, athletic teams. 5. To oversee the financial interests of the individual sport-specific booster clubs. 6. To coordinate fundraising among the groups to ensure that all sport-specific booster clubs have successful events.

Article III. MEMBERSHIP 1. Individual membership shall be open to anyone paying the required membership dues. Individual members do not have voting rights. 2. Group or organizational membership is open to sport-specific booster clubs and organizations located within the Schuylkill Valley School District geographic boundaries which have as their purpose to organize and manage youth athletic programs. 3. Group or organizational members shall have full voting power. Groups/organizations that are members of the SVABC must attend a minimum of 50% of meetings. 4. Group/organizational members plus a minimum of two (2) officers, by a two-thirds vote of those present at a duly constituted meeting, shall have the authority to discipline, suspend or terminate the members of any member Group/Organization or individual when conduct of such Group/Organization or individual is considered detrimental to the best interest of the SVABC. The Group/Organization or individual involved shall be notified of such charges and the general nature of the charges and given the opportunity to appear at a meeting to respond to the charges. 5. After July 1, 2013, Groups/Organizations may request membership into the SVABC by writing a letter of request to the SVABC. 2/3 of the SVABC membership must vote for approval of the Group/Organization. 6. Groups/Organizations may end their membership with the SVABC with cause at any point. However, Groups/Organizations must provide the SVABC with a 90 day notification of membership termination.

Article IV. DUES 1. Annual membership dues may be established by Officers and Group/Organizational members. 2. If assessed, dues shall be due and payable on January 31 each year. Announcement of dues shall be made by the Treasurer no later than January 1. If membership dues are not paid by January 31, a penalty of 10% per month will apply. Two successive months of non- payment will result in the non-payee being dropped from SVABC membership.

Article V. MEETINGS 1. There shall be monthly meetings for the purpose of conducting the business of the SVABC. Dates and times shall be announced to the membership prior to the meetings. Meetings will be held on the first Wednesday of each month (subject to activity schedules) unless the membership chooses to change the dates. 2. All meetings shall be held in the Schuylkill Valley High School library or any other suitable location as organized by the SVABC officers. 3. Special meetings may be called by the President as long as all members are given five (5) days advance notice. These meeting(s) will be restricted to pre-designated agendas. 4. Unless otherwise provided in this Constitution and By-Laws, a motion shall be carried by a majority affirmative vote of all voting members present. 5. A majority of the officers and voting representatives of the voting membership shall constitute a quorum.

Article VI. OFFICERS 1. The Officers shall consist of a President, Vice-President, Secretary and Treasurer. 2. The nomination of Officers shall be made by a Nominating Committee at the June meeting, at which time any member present may make additional nominations from the floor. The Nominating Committee shall consist of no less than three (3) members appointed by the President. 3. All Officers shall serve a term of two (2) years beginning on July 1. 4. The election of Officers shall be such that no more than two (2) new Officers are elected in any one year. The President’s and Vice-President’s terms shall not expire in the same year. 5. All Officers shall be elected by the membership at the June meeting by means of a marked ballot. Voting arrangements and results shall be conducted by the Nominating Committee. 6. No member shall serve in more than one elected office at the same time. In the event an office becomes vacant by reason of death, resignation or otherwise, it shall be the duty of the President to appoint a replacement to fill the remainder of the term. 7. The Officers of the SVABC shall enforce all Rules and Regulations consistent with the Constitution and By-Laws.

Article VII. DUTIES OF OFFICERS 1. President - Preside at all SVABC meetings. - Serve as the representative of the SVABC at school functions as may be appropriate and required. - Compose the agenda for all meetings. - Recruit/select chair persons for all committees. Supervise functions of said committees. - Disseminate information about the meetings with appropriate and timely notification. - Ensure that the SVABC is in compliance with the Constitution and By-laws, SV School District policies, and all laws impacting the organization’s operation. - Secure and maintain insurance for all members that covers general liability, product liability, Officer liability and any other coverage necessary to conduct the business of the SVABC and its members.

2. Vice-President - Serve as an aide to the President. - Act as President in absence of that officer. - Advise, support and communicate with all standing committees. - Oversee the concession stand operations in conjunction with the Concession Committee. - Ensure that the SVABC is in compliance with the Constitution and By-laws, SV School District policies, and all laws impacting the organization’s operation.

3. Secretary - Record the minutes of all meetings and distributed minutes to all members shortly after the meeting has completed. - Conduct all correspondence for the SVABC under the direction of the Officers. - Keep attendance at meetings. - Disseminate correspondence received to all members as may appropriate. - Ensure that all Officers are bonded.

4. Treasurer – position is appointed by the SVABC Board of Directors - Maintain the SVABC checking account and investment account. - Balance bank statements on a monthly basis. - Pick up Groups/Organization’s deposits on a weekly basis and make those deposits into the Group/Organization’s sub-account. Furnish each organization with a copy of the deposit slip as verification. - Deposit all SVABC income into the general account in a timely manner. - Process bills on behalf of the SVABC and the Groups/Organizations on a weekly basis. Check requests shall be utilized for this purpose. Must secure a second signer for these checks. - Ensure that the SVABC has the proper change in the cash box to effectively operate the concession stands. - Send out invoices as may be appropriate. - Provide monthly income/expense reports for each Group/Organization and the SVABC to be approved at the monthly meetings. - Provide vendors with tax exempt forms and POs as may be necessary. - Provide school district with quarterly Accountability Act information as required by law. - Submit all tax information as required by the IRS following established deadlines. - Secure the services of an auditor and provide information as may be necessary for a yearly audit. - Prepare dues notifications as may be necessary. - Treasurer will be compensated at a rate of $599.99 per year. Compensation may be adjusted with a majority vote of the membership. Article VIII. COMMITTEES 1. All committees shall be directed by a Chairman who will be appointed by the President of the SVABC. The Chairman shall have the privilege of naming his/her Committee members. The Chairman and members are to serve for a period not to exceed one (1) year unless re- appointed. 2. The following standing committees shall be appointed by the President: - Membership – Duty is to recruit as many new members as possible. - Finance – Duty is to ensure that the Organization is in compliance with best practices for accounting and all applicable laws. Committee should assist the Treasurer in the collection of dues and other monies to be raised or collected throughout the year. Committee is also responsible for assisting members in developing a fundraising calendar to ensure that every fundraiser has the highest chance of success. - Concessions – Duty is to arrange for Indoor and/or Outdoor concessions to include coordination of concessions at scholastic sporting events and any other public event sanctioned by the SVABC. Committee should rotate games among all Group/Organizational members and should develop an annual plan to provide the Groups/Organizations working the game with a percentage of sales. - Facilities and Community Action – Duty is to serve as a clearinghouse for public, community groups and similar organizations in implementing enhancements to Schuylkill Valley Athletics. 3. The President shall have the power to appoint whatever Special Committees he/she finds necessary to accomplish SVABC goals.

Article IX. BOOKS AND RECORDS 1. The Organization’s fiscal year shall run from June 1 through July 31. 2. The Treasurer shall be furnished with a laptop computer (or appropriate technology) and other supplies and equipment necessary for him/her to perform the duties associated with the position. 3. Disbursement of funds shall require co-signing on all checks by the Treasurer and one other Officer. 4. The financial records and minutes from all meetings shall be open to inspection by all members at any reasonable time provided the interested party files a written request with the President.

Article X. AMENDMENTS 1. Amendments may be proposed by any qualified voting member at any time. Proposed amendments must be submitted to the President. 2. A proposed amendment must be presented to the voting members at least fifteen (15) days prior to the meeting at which time such proposed change shall be submitted to a vote. 3. A two-thirds (2/3) approval of the voting Group/Organizations plus a minimum of two (2) Officers present shall be required to adopt or repeal any amendment.

Article XI. MISCELLANEOUS 1. The Schuylkill Valley Athletic Boosters Club shall be dissolved in the event it shall cease to carry out the purpose herein set forth or upon the unanimous vote of the Group/Organization membership plus a minimum of two (2) Officers. In the event of dissolution, all of the physical assets of the club shall become the property of the Schuylkill Valley School District. Any monies remaining shall be distributed to the Schuylkill Valley High School Scholarship Fund and the perpetuation of the Mickey Silverman Scholarship Award. 2. This Organization is organized exclusively for educational purposes including, for such purposes, the making of distributions to organization(s) that qualify as exempt organizations under Section 501c3 of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United State Internal Revenue Law). 3. No part of the net earnings of the Club shall insure to its members, trustees, officers or other private persons, except that the club shall be authorized and empowered to pay reasonable compensation for services rendered and to make payment and distributions in furtherance of the purposes set forth in Article II hereof. No substantial part of the activities of the Club shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the Club shall not participate in, or intervene(including the publishing or distribution of statements) in any political campaign on behalf of any candidate for public office. Notwithstanding any other provisions of this Article, the Club shall not carry on any other activities not permitted to be on (a) by an Association exempt for Federal Income Tax under Section 501c3 of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United States Internal Revenue Law) or (b) by an Association, contributions to which are deductible under Section 170c2 of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United States Internal Revenue Law). 4. Upon dissolution of the Club, the Officers shall, after paying or making provision for the payment of all the liabilities of the Club, dispose of all the assets of the Club as set forth in Article XI, Section 1. 5. Any such assets not so disposed of shall be disposed of by Court of Common Pleas of Berks County, exclusively for such purpose or to such organization or organizations as said Court shall determine which are organized and operated exclusively for such purposes.

Approved May 1, 2013