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ESSEX COMMUNITY

SCHOOL DISTRICT

Essex Booster Club Bi-Laws

Section A - Name 

The name of the organization is the Essex Booster Club hereinafter referred to as the Booster Club. 
 

Section B - Purpose 

1.The primary function of the Booster Club is to lend support, both moral and financial, to organized sports related activities at Essex Junior/Senior High School.
2.To cooperate with those in charge of organized sports and related activities.
3.The purpose of these by-laws is to ensure a smooth and proper flow of business at meetings and activities involving the Booster Club. 
4.The Booster Club shall be non-union, non-profit, and no part of the net earnings shall inure to the benefit of any individual member.
 

Section C - Membership 

1.Membership of the Booster Club shall be open to parents, teachers, and staff of Essex Community Schools and persons interested in the objectives of the organization.
2.All members shall be voting members and agree to uphold the bylaws and policies of the organization.
3.The membership year shall coincide with the school year.
4.Payment of dues shall be a condition for membership. Dues for the next school year will be determined by the membership no later than the last regular Booster Club meeting of the current school year.
5.Upon payment of dues, a copy of these by-laws must be made available to each member upon request. 
6.All members must be 18 years of age to vote. 
 

Section D - Officers and Terms 

1.There shall be Two (2) types of officers: Elected officers and Committee Chairpersons. The President with the approval of the Executive Committee shall appoint Committee Chairpersons as needed. 
A.Elected officers shall consist of: President, Vice-President, and Treasurer/Secretary. 
B.From time to time it may be necessary to appoint a committee chairperson for a specific task. This may be done at the discretion of the President with approval of the Executive Committee. 
2.The Executive Committee shall consist of elected officers (The President, Vice-president, Treasurer/Secretary). 
3.The Executive Committee shall have the sole power to expend funds of the Booster Club. Three members of the Executive Committee will constitute a quorum. The President shall preside at all meetings of the Booster Club. In the event of the President's absence, the Vice-President shall preside. If both are absent, the Treasurer/Secretary will preside. In the event that all major officers are absent, the meeting will be postponed. 
4.All officers shall serve in their position for a period of one (1) year with no term limit. The term of office shall run from May to May of the following year when elections are held. All officers must be 21 years of age and be an active member of the Booster Club for one (1) full year before holding an office. An active member is one who attends meetings on a regular basis and actively participates in various club activities throughout the year. 
5.The officers shall be elected by a majority vote of the membership present at the meeting of the election. The election of officers will generally occur at the regular meeting of the Booster Club in May of each year. Such election will occur by secret written ballot unless, by unanimous consent of the membership, the President dispenses with written ballots for such election and does a hand count. 
6.Removal: 
A.In the event an officer is not in attendance for three (3) consecutive meetings, he or she will be automatically removed from office. 
B.In the event an officer states publicly that he or she wishes to retire, the three (3) meeting clause is voided and he or she is automatically removed at the next meeting. 
C.In the event an officer expires, he or she shall be replaced at the next meeting. 
 

Section E - Duties of Officers 

 1.The President shall prepare and distribute the agenda for, and preside at all meetings of the organization and the Executive Committee. He or she shall appoint all Special Committees and shall be an ex-officio member of all other committees, except the Nominating Committee. He or she shall be allowed to vote in the event of a tie.
2.The Vice-President shall act as an aide to the President and perform the duties of the President or Secretary in the absence of either, or other duties as assigned by the President or the Executive Committee.
3.The Secretary/Treasurer shall keep the minutes and records of all the meetings of the Booster Club and other official business. He or she shall have on hand, for reference at each meeting, an agenda prepared for such meeting, the minutes of the previous meetings, and a list of all committees and their chairpersons if established. He or she shall conduct the general correspondence of the club and keep an accurate list of memberships and perform such other duties as pertain to the office. He or she shall keep attendance record of all members at every meeting. He or she shall keep an accurate list of member's names, addresses, and telephone numbers. He or she will also keep track of the amount and date their dues were paid. He or she shall provide an updated list to the officers at each board meeting, if there are any new or reactive memberships since the previous meeting if requested.
He or she shall collect all money due to the Booster Club, keep an accurate record thereof, and deposit the money into the school bank account under the Booster Club fund number. The deposit slip as well as the yellow deposit slip is to be turned into the school for record keeping. The bank provides a copy of the deposit slip to the secretary/treasurer for The Booster Club records.  He or she shall present a full report at each regular meeting of the Booster Club and regular meetings or at any time upon request. 
4.Finances will be totally transacted through the school following the purchase order process.  All funds to be paid from the Booster Club fund shall have a purchase order requested by the President. In the event the President cannot complete the PO the Vice President will complete the request.  
5.The President, Vice-President and Secretary/Treasurer will each be issued their own credit card to access Booster Club funds. They may use the card to purchase items approved by the club. When using the card a Purchase Order must be requested for the item(s) and the receipt must be turned in immediately to the school for matching with the credit card statement. In the event that the officers change, new officers must give their contact information including name, address, phone numbers and birth date to the school business manager so a new card can be ordered for that person. The person leaving office must turn in their car immediately to the business manager. 
 

Section F - Meetings and Procedures 

1.The number, dates, and time of meetings shall be determined by the Executive Committee There shall be no less than eight (8) regular meetings a year. The Secretary/Treasurer shall, at least two weeks prior to the annual meetings of elections and budget approval, give written notice of the date, place, and time of the meetings generally provided to members in newsletters or other publications. Written notice stating the purpose or purposes of a meeting shall be given to members at least 48 house prior to any regular or special meeting at which the members will be asked to consider approval of any amendments to the By-laws.
2.The President may call special meetings at any time. 
3.The Secretary/Treasurer shall read the minutes of the previous regular meeting and will give a financial report including details of all receipts and expenditures for the previous month at every meeting. 
4.When needed at the end of a discussion, a motion may be made and seconded. A verbal show of hands or secret ballot shall be taken. A simple majority shall carry the vote and is final. 
5.The Booster Club members present at the membership meetings shall constitute a quorum. Motions shall be carried by a majority vote of the Booster Club members present at a membership meeting. Quorum shall consist of no less than three (3) members in order to vote on matters of business.
6.Meetings of the Booster Club are open to any person who is interested in the activities of the Booster Club. However, the President or, in the absence of the President, the presiding officer at the meeting, shall have the power to order the removal of any person who is disrupting the orderly conduct of business of the meeting. In addition, the Officers shall be entitled to go into executive session to consider any matter which the Officers believe to be of a sensitive nature.  
 

Section G - Requests for Funds from the General Account

1.All funds donated to or raised by the Booster Club, as an organization, will go into the general fund and be dispersed as directed by the Executive Committee.
2.All requests for funds from the General Account shall be presented in written form and will be presented at the regular meetings by the Athletic Director, or an appointed representative. It is strongly recommended that a team requesting funds also have a representative present at the meeting. Requests for funds shall be voted upon by the general membership at that meeting.
3.All requests shall have a suggested value and the Executive Committee reserves the right to seek additional prices before making a decision.
 

Section H - Code of Conduct 

1.All members of the Booster Club shall act in good faith at all events (social and athletic). Any conduct that is violent or abusive in action shall give just cause for dismissal as a member of the Booster Club. Such actions should be reported in writing to the Executive Committee stating offensive action, date, and signed by the individual reporting incident. A vote shall be taken at the next regular meeting on actions of any member that warrants a review from the Executive Committee.  
Remember: Essex Athletic teams are human. They may have bad days and good days just like you. When the team is down, it is your job to bring them back up, not put them any lower by being critical and insensitive. Remember to support and boost your team at all times. 
 

Section I - Termination 

1.An act of termination of the Booster Club must be voted on by the membership. In the event of the termination of the Booster Club, all funds shall be disbursed at a final meeting called by the President. 
2.All moneys shall be submitted to the Athletic Director of Essex Community Schools, to be used for organized sports or sports-related activities within the school, anytime after ninety (90) days, provided school is in session.
 

Section J - Amendments 

1.Proposed amendments to these By-Laws may be made at a regular business meeting and be voted on at the next regular meeting of the Booster Club or a special meeting by a two-thirds (2/3) vote of the members present.
2.A review of the By-Laws by the Executive Committee shall be made annually.
3.A copy of these by-laws shall be given to the Essex Community Schools Athletic Director. 
4.A copy shall be given to each member at the time they join the club at their request.  
 
 

These By-laws were adopted by the members of the Essex Trojans Booster Club on 

 
 
Signed:      Jean Frank                                                                            Date:   6-14-2016 
Secretary/Treasurer of the Essex Booster Club
 
Signed:      Nicky Brammer                                                                     Date:   6-14-2016
President of the Essex Booster Club

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