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BY-LAWS OF THE
MOUNTAINEER MIDDLE SCHOOL BOOSTERS
Written: October 2007
Approved: March 2008
BY-LAWS OF THE MOUNTAINEER MIDDLE SCHOOL BOOSTERS
TABLE OF CONTENTS
I: Name, Purpose, and Objectives………………………..Page 3
II: Membership and Fees…………………….…………...Page 4
III: Officers……………………………………………….Page 4
IV: Executive Board……………………………………...Page 7
V: Committees……………………………………………Page 7
VI: Meetings……………………………………………...Page 8
VII: Finances……………………………………………..Page 9
VIII: Amendment of These By-Laws…………………….Page 9
Approval: March, 2008
Article I - Name, Purpose, and Objectives
Section 1.1 Name. The name of this organization shall be the Mountaineer Middle School (MMS) Boosters, commonly known and hereafter referred to as MMS Boosters.
Section 1.2 Purpose. The purpose of the MMS Boosters is to provide support, financial or otherwise, to faculty of and students attending Mountaineer Middle School, in academics or athletics. The MMS Boosters will promote a positive atmosphere that is consistent with the educational philosophy of the school community.
Section 1.3 Objectives. The objectives of MMS Boosters are as follows:
1. Develop an organization with an active and involved membership that is concerned with each and every activity, program, or team and its leaders/coaches and all of its participants regardless of sex, race, socio-economic status or chosen activity.
2. Promote school spirit, good sportsmanship, and attendance at all MMS events.
3. Encourage and support the academic endeavors of all MMS students.
4. Provide supplementary financial support for the various activities at MMS.
5. Provide financial support for future MMS Boosters activities by maintaining a positive checking account balance of no less than $200.00 throughout the fiscal year and by having a positive checking account balance at the end of the fiscal year of no less than $500.00.
6. Coordinate fund raisers as necessary. Must obtain approval of principal prior to arrangement of any fund raising activity.
7. Organize and provide chaperones for special events throughout the school year, including but not limited to a dance, thuse, etc.
Section 1.4 Status. Private non profit organizations, such as this, the MMS Boosters, are not exempt from paying the consumer sales and use tax by reason of their nonprofit status alone, but must meet very specific requirements contained in State tax laws and legislative regulations. One of the requirements is that the organization must be currently registered with the West Virginia Department of Tax and Revenue and have a business registration certificate. Our organization must have its own business registration certificate; private nonprofit organizations are not to use the school’s registration number. The business registration certificate must be renewed every two years. Upon election of new officers, it will be the responsibility of the Secretary to modify the personal information contained in the Business Registration Certificate, as well as, within the Employer Identification Number (EIN) that was assigned by the Internal Revenue Service. All personal contact information within these two documents should be that of the current officers presiding.
Article II - Membership and Fees
Section 2.1 Membership. There shall be one class of membership in the MMS Boosters; the adult members of any household who have paid a membership fee for the current year.
Section 2.2 Membership Fee. A membership fee, established by the Executive Board, shall accompany each application for membership and shall become the property of the MMS Boosters.
Article III - Officers
Section 3.1 Officers. The elected officers, otherwise known as The Executive Board, shall consist of at least a President, 1st Vice President, 2nd Vice President, Secretary, and Treasurer.
Section 3.2 Nominations. The President, in concurrence of the Executive Board, shall recommend nominees (who have agreed to serve) no earlier than sixty (60) days before the May General Meeting. In short, nominations may begin during the appropriate time at the March General Meeting and continue during the April and May General Meetings. A slate of nominees for all officer positions (again, who have agreed to serve) will be presented at the May General Meeting for election.
Section 3.3 Election. All officers shall be elected by a majority of the voting membership present at the May General Meeting.
Section 3.4 Terms of Office. A term is one fiscal year, July 1 through June 30. If a current officer chooses to serve a consecutive term, they must follow the nomination and election process each year.
Section 3.5 Vacancy. The President, with the approval of the Executive Board, shall appoint any officer vacancy, other than the Presidency. A vacancy in the office of the President shall be filled by a majority vote of the Executive Board at their first meeting after the vacancy occurs.
Section 3.6 No Nominees. In the event that there are no or partial nominations to complete the Executive Board, MMS Administration shall assume the responsibility of recruiting candidates for nomination and election.
Section 3.7 Duties of Officers.
a) President. The President shall:
1. Preside at all meetings;
2. Appoint standing committee chairpersons with the concurrence of the Executive Board; at any time throughout the year as various events may arise;
3. Appoint and/or dissolve all other committees as required;
4. Serve as ex-officio member of all committees;
5. Serve as primary spokesperson for the MMS Boosters, except as otherwise specified;
6. Upon election, along with the Treasurer, must update required personal contact information at the organizations Financial Institution.
b) 1st Vice President. The 1st Vice President shall:
1. Work along-side the President, being knowledgeable of current and upcoming events;
2. Perform all of the duties of the President in his/her absence;
3. Assume the duties of the President if a vacancy occurs until the election of a new President;
4. Be responsible for an annual review of the By-Laws, recommending revisions as deemed appropriate. Amendments to these By-Laws will be completed and approved prior to the first Monthly Meeting with the new Executive Board. If amendments are made, the 1st Vice President must notify the Web Master to make revisions;
5. Be responsible for ensuring which members at General Monthly Meetings are eligible to vote.
c) 2nd Vice President. The 2nd Vice President shall:
1. Be labeled as the Concession Manager. These duties shall include but are not limited to management of the concession committee and the purchase of necessary items for concessions. Duties of the concession committee are described in Article V.
2. Ensure that an annual inspection of the Concession Stand is completed each year by contacting the Harrison County Health Department.
d) Secretary. The Secretary shall:
1. Upon election, renew and/or make appropriate updates to the information contained in the Business Registration Certificate with the West Virginia State Tax Department. It will also be the responsibility of the Secretary to modify the personal information contained within the Employer Identification Number (EIN) that was assigned by the Internal Revenue Service. All personal contact information within these two documents should be that of the current officers presiding. This should be completed prior to the first Monthly Meeting with the newly elected Executive Board.
2. Update and make available the MMS Boosters Membership Form. Shall also track and distribute information from current/completed Membership Forms to the necessary persons, such as Committee Leaders.
3. Keep a record of all the proceedings of the Executive Board Meetings and the General Monthly Meetings for the MMS Boosters. Written minutes are to be prepared of each meeting and such minutes are to be made available to anyone interested in them within a reasonable time after the meeting. In the event that minutes are taken by someone other than the Secretary, this must be documented appropriately. A summary of these minutes will be presented by the Secretary at the Executive Board Monthly Meetings as well as the General Monthly Meetings. At a minimum, the minutes should contain the following information:
· The date, time, and place of the meeting,
· The name of each Executive Board Member present
· The names of each member of the MMS Boosters
· All motions, proposals, and resolutions proposed, the name of the individual who made the proposal and their disposition, and
· The results of all votes
e) Treasurer. The Treasurer shall:
1. Maintain a complete record in accordance with generally accepted accounting principles and practices. The Treasurer must maintain a transaction journal including all receipts and disbursements. Each posting should include the following: date of transaction, receipt or check number listed in numeric order, name of payor or payee, and a brief description of the transaction. He/she shall make disbursements from MMS Boosters funds that are approved by the Executive Board. The Treasurer shall receive and deposit monies into the MMS Boosters checking and/or savings account. The Treasurer shall present a report at each General Monthly Meeting describing all transactions made. Transaction journals, receipts, check registers, bank statements, and any other document pertaining to the MMS Boosters, are the property of the MMS Boosters Executive Board.
2. Upon election, the Treasurer, along with the President, must update required personal contact information at the organizations Financial Institution.
Article IV - Executive Board
Section 4.1 Members. The Executive Board shall be responsible to act on behalf of the MMS Boosters in the management of the business affairs of the organization, except for matters decided by a vote in the General Monthly Meetings.
Section 4.2 Responsibilities. The Executive Board shall:
1. Approve the expenditure of all funds up to $500.00. Any expenditure above $500.00 shall be presented at the General Monthly Meeting for approval. In the event that a purchase must be made prior to the General Monthly Meeting, the President shall take such action based on the majority vote of all members of the Executive Board. A report of the action taken must be made at the next General Monthly Meeting.
2. Approve the President’s creation and dissolution of all necessary Committees;
3. Approve the recommendations of all Committees and shall have ultimate responsibility for the actions of these committees;
4. Set the time and date of the General Monthly Meetings and give members timely notification.
5. Work together to ensure that decisions are made based on moral and ethical principles.
Article V - Committees
Section 5.1 General Committees. General Committees will be formed as needed throughout the year. Committee members can volunteer and/or be appointed by the President, subject to the approval of the Executive Board. It will be necessary to report committee status at the General Monthly Meeting.
Section 5.2 Concession Committee. The Concession Committee will take direction from and present any issues to the 2nd Vice President. The Concession Committee shall be responsible for the management of concessions by:
1. Recruiting and scheduling parent volunteers to manage the concession stand for all events given by the 2nd Vice President; reminders are necessary before each event;
2. Record and present to the 2nd Vice President any issues with parent volunteers;
3. Ensure that Food Handlers Cards are obtained by parent volunteers;
4. Record inventory before and after, to the best of your ability, and report the information to the 2nd Vice President;
5. Record concession expenses and revenues for each event;
Article VI - Meetings
Section 6.1 General Monthly Meetings. General Monthly Meetings shall be held monthly from August through May, with the May meeting being the End-of-Year meeting. Meetings shall be open to all interested persons.
Section 6.2 Executive Board Meetings. Executive Board Meetings shall be held monthly unless otherwise specified by the Executive Board.
Section 6.3 Voting. All members who have paid a membership fee for the current year may vote. 1st Vice President will ensure that only votes be taken from current members.
Section 6.4 Quorum. A quorum for the transaction of business at the General Monthly Meetings shall be ten percent (10%) of the current membership. A quorum for Executive Board Meetings shall be three out of five of the Board members.
Section 6.6 Robert’s Rules of Order. Robert’s Rules of Order, the latest edition, shall be recognized as the authority governing the meetings of the MMS Boosters, its’ Executive Board, and its’ Committees.
Article VII - Finances
Section 7.1 Any information about finances that is not contained in this document may be obtained in the book “Accounting Procedures Manual for the Public Schools in the State of West Virginia”. This book was made available by the West Virginia Department of Education. Chapter 5 contains information for Parent-Teacher Associations, Booster Groups, and Other School Support Organizations. This book can be obtained at the Harrison County School Board Office.
Section 7.2 All financial transactions of the MMS Boosters may be reviewed upon a request to the Executive Board.
Article VIII - Amendment of These By-Laws
Section 8.1 The 1st Vice President is responsible for an annual review of the By-Laws, recommending revisions as deemed appropriate. Amendments to these By-Laws will be completed and approved prior to the first Monthly Meeting with the new Executive Board. If amendments are made, the 1st Vice President must notify the Web Master to make revisions.
Section 8.2 If a member of the MMS Boosters has a suggested amendment, they must submit it in writing to an Executive Board Member. All suggestions will be reviewed during an Executive Board Meeting. Decisions will be reported on during the following General Monthly Meeting.
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