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14 Sept 2010 at 7PM
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Mission, By-Laws, Officers PDF

Mission  

The mission of the Nashua High South Athletic Booster Club is to provide support to Nashua High South Athletes/Teams performing under the banner of Nashua High School South.  Further, the Club’s objectives are to stimulate the interest and enthusiasm of the community of Nashua toward  the interscholastic athletic activities of Nashua High South; to provide avenues of communication among parents, alumni, coaches, students, faculty and friends of Nashua High South Athletic Teams; and to provide financial aid to graduating student-athletes in their pursuit of post-secondary education and subject to the availability of Club funds and outlined under the rules of the scholarship program.  

Nashua High School Athletic Booster Club
Constitution and Bylaws

Article I - Name

The name of this organization shall be the Nashua High School Athletic Booster Club (herein known as the Club). This organization is both non-profit and charitable and adheres to all rules and regulations as prescribed by state and federal regulations.

Article II - Membership

Section 1. Who may join.

Any interested parent, alumnus, faculty member or friend of Nashua High School shall be eligible to join.

Section 2. Dues

There are no dues for individual membership. (update 12/06)

Section 3. Role of team captains

The Captain(s) of all Nashua High School teams shall be honorary, non-voting members of the Club during the school year of their captaincy. These students will not be required to pay dues.

Section 4. Membership year

The General Membership year shall run from September 1 through August 31 of the following year.

Article III - Restrictions

Section 1. Interference in school athletic system

Membership in the Club shall not entitle any member to interfere in any way with the planning, policy, participation or coaching of any organized athletic activity within the Nashua High School Athletic System.

Section 2. Coordination with Athletic Director

All major activities planned by the Club shall be coordinated with the Athletic Director so as not to interfere with any athletic program or planned school event.

Section 3. Representation of the Club

Only the president or a duly appointed representative shall have the authority to speak or act for the Club on official matters.

Article IV - Organization

Section 1. General

There shall be a Board of Directors, Club Officers, Committees and General Membership.

Section 2. Officers

There shall be four (4) offices of the Club: President, Vice-President, Treasurer and Secretary.

Section 3. Board of Directors

A. The Board of Directors shall consist of the Club officers plus the appropriate chairpersons of standing committees (i.e., committees that conduct the on-going business of the club). These committees include, but are not limited to: Program, Team Representatives, Concessions, General Fund Raising, Expenditures and Scholarships. B. The Principal, the Athletic Director of Nashua High School (or their representatives), and the immediate Past President shall act as advisors to the Board for the membership year.

Article V - Meetings

Section 1. General Meetings

A meeting for the General Membership of the Club shall be held on the second Thursday of every month from September through June.

Section 2. Board Meetings

The Board of Directors shall meet a minimum of five (5) times per year: August, September, December, March and June. Additional board meetings may be called by the President or by a majority vote of the Board of Directors.

Section 3. Committee meetings

Committee meetings may be called as necessary by the Committee Chairperson.

Article VI - Club Year and Election of Officers

Section 1. Club Year

The Club Year shall be from March 1 through February 28.

Section 2. Election of Officers

A. Officers of the Club shall be elected at the February General Meeting by a majority vote of the members present. B. In the event of a vacancy, the office shall be filled by a special election at the next General Meeting. The President shall appoint a member to serve in the interim until the nominating committee formally submits a candidate(s) to the membership and the members vote and elect a candidate to fill the vacancy. C. Each officer shall be elected for a two (2) year term and shall take office at the March General Meeting. The terms of the Officers shall be staggered to provide overlap of at least two (2) officers for the purpose of continuity. (See Amendment II).

Section 3. Nominations

The Chairman of the Nominating Committee shall present a slate of candidates at the February General Meeting. The nominating committee shall be appointed in November. Any member of the Club, whose name is on the active roster, shall have the privilege of making nominations or running for any elective position in the Club. Nominations will be accepted from the floor prior to voting at the February General Meeting.

Section 4 Voting

Any member of the Club whose name is on the active roster for 30 calendar days and is in attendance at a General Meeting shall be eligible to vote.

Section 5. Quorum

A. At any Board Meeting, there must be two-thirds of the members present to constitute a quorum for the transaction of business. B. At the General Meeting, a minimum of five (5) voting members and two (2) Officers shall be present to constitute a quorum for the transaction of business. C. At all of the above meetings, a majority vote shall prevail. Article VII - Duties of the Officers and Board of Directors

Section 1. Duties of the President

The duties of the President shall consist of, but are not limited to: Presiding at all meetings established in the bylaws; have general supervision, direction and control of the business and affairs of the Club; represent or appoint a representative to speak for the Club at meetings with the Athletic Director, other school or city officials, clubs or committees; assist and advise other board members and committees as necessary; enforce the rules of the Club; and have other duties and powers usually vested with the office of President.

Section 2. Duties of the Vice-President

The duties of the Vice-President shall consist of, but are not limited to: Assistant to the President, and in the event the President is unavailable or unable to preside, to assume the powers and responsibilities of the President. The Vice-President shall have other duties as may be prescribed by the Officers and/or the Board of Directors.

Section 3. Duties of the Treasurer

The duties of the Treasurer consist of, but are not limited to: A. Collect all receipts and make deposits in the Club accounts; pay all expenditures by check in accordance with the limitations set forth in Article XII - Financial Procedures; keep and maintain accurate and complete accounts of all income and expenditures. B. The Treasurer or the President of the Club shall have the authority to sign and endorse all checks. C. Any financial records of the Club shall be made available to any Club member for inspection within five (5) days of such a demand. D. The Treasurer shall prepare and make available a written Financial Report at the end of each month.

Section 4. Duties of the Secretary

The duties of the Secretary consist of, but are not limited to: A. Record, maintain and furnish to the Officers the minutes of all meetings of the Officers, Board of Directors and General Meetings; to give members notice of these meetings; carry on the Club correspondence; maintain Club records; have the Club bylaws available at all meetings where Club business is being transacted; and perform any other administrative duties as assigned by the President or the Board of Directors. B. Any records of the Club shall be made available to any member for inspection upon request for same. C. Maintain a current roster of active members.

Section 5. Duties of the Board of Directors

A. The Board of Directors shall manage the affairs of the Club; determine its policies; consider and act upon the grievances of any member or group of members pertaining to the Club activities; and suspend any member or members for infraction of the bylaws. B. The Board of Directors may remove from office any Officer or Board Member that it judges is not performing the duties of the office as provided for in the bylaws, or whose conduct is detrimental to the welfare of the Club. Such removal shall require two-thirds vote of the Board, meeting in Executive Session.

Article VIII - Changing the Bylaws

Section 1.  Method for changing the Bylaws

Suspension, alterations and amendments to these bylaws shall be voted on only at a General Meeting announced at least one week in advance of the date of the meeting.

Section 2. Required vote

A two-thirds vote of the members present shall be necessary to suspend, alter or amend any provision of the bylaws of this Club.

Article IX - Order of Business

The Order of Business of club meets shall be as follows: A. Call to Order B. Reading of the minutes of the last regular meeting and of any interim meetings, and action taken thereon. C. Report of the Treasurer D. Report of the Committees E. Reading of bills, notices and communications F. Unfinished Business G. New Business H. Adjournment

Article X - Rules of Order

The rules contained in Roberts Rules of Order shall govern in all cases to which they are applicable.

Article XI - Financial Procedures

Section 1. Fiscal Year

The fiscal year of the Club shall be from March 1 to February 28.

Section 2. Limitations

A. No officer or board member shall have the authority to make financial commitments for the Club unless authorized by a majority vote of the Officers and Boards of Directors present at a regularly scheduled meeting. (See Amendment I). B. The Board of Directors shall not authorize the expenditure of funds above and beyond the anticipated yearly receipts. C. Unless otherwise provided for, no board or committee member may commit any funds of the Club without approval of the majority of the Board of Directors. D. All requests for funds must be submitted to the Expenditures Committee on the appropriate form. All requests will be presented to the General Membership with the recommendation to approve or deny. (See Amendment III). E. The Club is liable only to the level of funding authorized by the Board.

Section 3. Audits

A. The financial records of the Club shall be audited at the end of each fiscal year by two (2) persons selected by the Board of Directors. B. Additional audits may be requested by the Board whenever the Treasurer is replaced, or at any other time the Board deems it advisable.

Section 4. Discontinuation of the Club

It is the intent of these bylaws that, in the unlikely event the Club should be dissolved, the balance of the funds shall be transferred to the benefit of the Nashua High School Athletic Programs under the discretion of the Athletic Director specifically for that purpose.

Article XII - Bonds

The Board of Directors may require that any Office of the Club be bonded to guarantee the faithful and honest performance of his or her duties. The President and Treasurer shall be bonded in an amount acceptable to the Board of Directors. These bonds shall be paid from the Club Treasury.

Article XIII - Special Funds

Under the umbrella and charter of the Nashua High School Athletic Booster Club, fund raising events may be totally sponsored by an individual Nashua High School Athletic Team or Club. Funds raised under this special circumstance will be turned over to the Treasurer of the Club and will be accounted for under a separate account for the benefit of the team/club sponsoring the event. These funds shall be monitored by the cognizant team/club coach and the Club’s Treasurer; its status will become part of the Treasurer’s Report. These funds will be held in escrow until requested and may be utilized only by the team/club to which they apply. Disbursement of these funds does not require approval by the Board of Directors or General Membership. In the event that a team/club should dissolve, any funds remaining in their special account will revert to the Club. Accountability of these accounts is the responsibility of the coach or activities director and the Club’s Treasurer. The Club’s Treasurer shall keep an account of all expenditures to ensure that funds from the Club’s General Treasury will not be allocated to any team/club until all monies from their individual team/club account have been utilized. Interest accumulated by these special accounts will be assumed by the Club, as consideration of administrative expenses and utilization of the Club’s non-profit corporate status. N/B. - The spirit and purpose of Article XIV is to eliminate the fragmentation and dilution of funds from within the Nashua and surrounding communities. Our perception to the community should be one of unity with the purpose of promoting Nashua High School Athletic Programs. Therefore, it is recommended that coaches or activities directors involved in these special fund raising events stipulate that they are indeed part of the Nashua High Booster Club (e.g., Event is sponsored by “Name of Athletic Team/Club” in conjunction with the Nashua High School Athletic Booster Club).

Amendment I

Article XI

Section 2 - Limitations

A. Item 1. In an emergency, the President shall have the authority to allocate up to $500 of the Club’s funds without prior approval of the Board of Directors. An emergency is defined as a request for funds upon which, due to the nature of the request, action cannot be deferred until the next regularly scheduled board/general meeting, or no board/general meeting is scheduled prior to the time such funds are needed. The President is required to report any such allocations to the Board at the next regularly scheduled board/general meeting and provide appropriate backup documentation, i.e., an after-the-fact formal request form with receipts/invoices, to the treasurer for audit purposes. If the request is in excess of $500, the President will be required to call a special meeting of the board or consult with two-thirds of the board members via phone. In the event of a telephone vote, the President will provide the Treasurer with a list of those board members polled.

Amendment II

Article VI

Section 2 - Election of Officers

C. Each officer shall be elected for a one year term to begin in August following the April election. During the transition period, the officers-elect shall participate in the May or any special Board of Directors meeting(s) in a non-voting capacity and retain their status as voting members at general meetings.

Amendment III

Article XI - Financial Procedures

Section 2 - Limitations

C. All requests for expenditures from the General Fund must be submitted on the appropriate form, to the chair of the Expenditures Committee, a minimum of 14 days prior to a regular meeting of the Booster Club, for consideration at that meeting. All requests will be presented to the General Membership with the committee’s recommendation. (Amended 12/2/99)

Amendment IV

Article XI - Financial Procedures

Section 3 - Audits

A. The financial records of the Club shall be audited upon request by a voting member by two (2) persons selected by the Board of Directors, one of whom is a voting club member, the other a credentialed auditor.

Amendment V - Special Requests

The Club shall not provide funds for personal items of clothing, i.e. state championship jackets, T-shirts, rings or other such items.

 

 Officers for the 2009-2010 academic year are

President: Tom Conlon 

Vice-President: Martha Ackerman

Secretary: Joel Ackerman

Treasurer: Doreen Burgess

Other Vital Positions

 Merchandise/Web Site: Tom Conlon

Volunteer Coord: Terry Ux

Dance Raffle Coordinator: Maureen Christenson

To send email to one of the above, use the "Contact Us' button with Subject - individuals  name

 

 
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