BY-LAWS OF
(Revised and adopted April, 2008)
Article I
PURPOSE
The Organization’s specific purpose and mission is to support and enhance the
Article II
MEMBERSHIP AND DUES
Section 1
Any interested adult may become an active member of the Organization upon payment of the annual dues.
Section 2
The amount of the dues for each membership year shall be established by vote of the membership. The Organization’s membership year shall commence on July 1st and expire on June 30th. Membership shall automatically terminate for nonpayment of dues, terminating all rights and privileges in the Organization.
Section 3
Any person having an interest in the activities of the Organization may attend any general meeting, but shall not have voting rights unless he or she becomes an active member pursuant to Section 1.
Article III
OFFICERS AND DUTIES
Section 1
The officers of the Organization shall consist of President, Secretary, and Treasurer.
(a) The President shall be the chief executive officer of the Organization and shall, in general, supervise and control the affairs of the Organization. He/she shall preside at all meetings, shall oversee all committees, and shall perform such duties usually pertaining to the office of President or such other duties as may be assigned from time to time by the Executive Board or the members. The President shall prepare meeting agendas and forward to the Secretary to send out with the meeting notice. The President shall also serve as a liaison between the Organization and the District administration, school administration, and its Athletic Director, and shall represent the Organization at school or community events.
(b) The Secretary shall keep or cause to be kept a book of minutes of all meetings and actions of the Organization with the time and place of holding the meetings, the names of those present at such meetings and the agendas of such meetings. The Secretary shall give, not less than three days prior to each monthly meeting, notice of such membership meeting, together with the agenda for any such meeting and the minutes of the previous meeting. Meeting notices shall be sent to the membership by email, website and school boxes.
The Secretary shall be responsible for all correspondence and communications, newsletter, membership registration and public relations. The Secretary shall maintain a current record of the Organization’s members, showing the names and addresses, telephone numbers and email address of all members, along with a current record of all varsity coaches and the designated Sport Representatives.
(e) The Treasurer shall keep and maintain adequate and correct accounts of the Organization’s business transactions, including accounts of its assets, liabilities, receipts, disbursements, and other matters customarily included in financial statements. The Treasurer shall present to the membership, at each membership meeting, an account of all transactions and of the financial position of the Organization, and shall deposit all monies in the name and to the credit of the Organization with such depositories as may be designated by the Executive Board and maintain current signature cards on file with such institution. The Treasurer shall have other powers and perform such other duties that may be presented by the Executive Board or the general membership.
Section 2
The election of officers shall occur at the June general membership meeting. Nominations for the officer positions shall be made from the floor at the May membership meeting. The officers elected shall assume their respective duties and commence their terms at the August membership meeting.
Section 3
All officers shall serve a term of one (1) membership year, or until his or her successor assumes the duties of office, whichever is later. Any officer vacancy shall be filled by appointment of the Executive Board, and the person selected to fill such vacancy shall hold office for the unexpired term of his or her predecessor.
Article V
COMMITTEES
Section 1
There shall be such committees appointed from the general membership as deemed necessary by the Officers or the general membership to properly execute all of the Organization’s programs and activities.
Section 2
Committee chairpersons shall be appointed by the President.
Section 3
The term of each committee shall be determined by the Officers or general membership, and may be perpetual with a revolving membership.
Article VI
MEETINGS
Section 1
Regular meetings of the membership shall be held at on the 3rd Tuesday of each month at such time and place as established by the Officers.
Section 2
A simple majority vote of the general membership present shall decide any matter brought before the Organization, except as may otherwise be provided in these bylaws. Each member in good standing shall be entitled to one (1) vote, irrespective of the number of sports for which he or she may be the Sport Representative. Any matter that a member would like to have added to the meeting agenda must be submitted to the secretary at least 7 days prior to the meeting date.
Section 3
All meetings of the Organization shall be conducted in accordance with Robert’s Rules of Order Newly Revised, to the extent that they are not in conflict with any provision of these bylaws.
Article VII
SPORTS AND REPRESENTATIVES
Section 1
Each sport, team or activity referred to in Section 4 of this Article shall at all times have a designated parent or guardian representative (the Sport Representative) to serve as the spokesperson for that sport in all matters coming before the Organization, whether related to that particular sport or otherwise. The Sport Representative shall be selected by the head varsity coach of each sport, who shall notify the Secretary of his or her designated Sport Representative and any changes or substitutions occurring during the membership year. A person may serve as the Sport Representative for more than one sport, but shall be entitled to cast a single vote irrespective of the number of sports he or she represents.
Section 2
Participation in the Organization on the part of coaches and all parents or guardians of athletes involved with each sport is welcome and encouraged, but the Sport Representative selected by the head coach shall be considered as the official representative of each particular sport.
Section 3
All requisitions of funds submitted on behalf of a particular sport shall be presented to the Organization by the designated Sport Representative. All transactions are to be placed in the Booster Box in the Administration office. Return correspondence will be brought to the office once a week, or as needed for pick up.
Section 4
Any athletic program sanctioned or endorsed by the California Interscholastic Federation (CIF) City Section, Los Angeles Unified School District (LAUSD) or
Article VIII
REQUISITIONS OF FUNDS
Section 1
Each sport/organization eligible for funding under Article VII, and the Verdugo Hills High School Athletic Department, shall be entitled to submit a requisition for funds for a specified purpose benefiting the particular sport/organization. All requisitions for funds submitted to the Organization shall be presented in writing on such forms as may be established from time to time by the Organization and, whenever possible, shall be accompanied by original receipts.
Section 2
Funds requisitions shall be submitted to the Secretary for placement on the agenda at least 7 days prior to the monthly membership meeting at which the requisition is first presented. A verbal presentation shall be made at the meeting by the Representative or, in the case of a requisition submitted on behalf of the Verdugo Hills Highs School Athletic Department, the Athletic Director, during which the nature, purpose, amount, and other details relating to the requisition shall be explained to the membership. The presentation may be supplemented by any coach of the sport requesting the funds, and the membership shall have the opportunity to ask questions of the Representative, coach or Athletic Director and discuss the proposed requisition. The requisition shall then be discussed and acted upon by the membership, which may vote to approve, deny or approve with modifications.
Section 3
Factors to be considered by the Organization in regard to any requisition of funds include, but shall not be limited to:
(a) The Organization’s yearly budget and current financial condition
(b) Participation by the particular sport in the fundraising and other membership activities of the Organization. Each Head Coach must submit an estimated budget prior to the beginning of each season.
(c) The amount of any funds contributed by the particular sport toward the total cost of the requested item(s)
(d) The amount and frequency of previous requisitions from the particular sport in relation to other sports
(e) The compatibility of the requested item(s) with the mission, bylaws and policies of the Organization
Section 4
Funds shall not be disbursed to the requesting organization until such time as a purchase order or written quote for the approved item(s) has been provided to the Treasurer. Requisitions shall be limited to items proposed to be acquired following approval by the Organization, and the Organization shall not assume the liability, nor approve the reimbursement of any person or sport, for any items previously purchased or contracted for by the person or sport prior to obtaining the Organization’s approval. The requesting sport shall provide a status report to the Organization at each membership meeting following the approval of the requisition with respect to the completion of the purchase, delivery and installation of any approved item(s), until the Organization is satisfied that the terms of the requisition have been fulfilled. The Organization may vote to rescind its approval if the requesting sport has not completed the purchase of the approved item(s) in a timely manner or otherwise complied with the spirit, intent or terms of the approval.
Section 5
It shall be the general policy of the Organization that any funds approved for distribution to a particular sport or Athletic Department shall be for the primary purpose of acquiring equipment and supplies to benefit the sports team(s) and athletes, and specifically excluding uniform purchases, which is covered by student donation earmarked for such expenditures. An exception to this general policy may be granted upon the showing of good cause or exceptional circumstances by the requesting sport or Athletic Department.
Section 6
In addition to considering specific requisitions for the purchase of equipment and supplies, the Organization will pay for season ending awards, where funds are available.
Article IX
MONIES AND RECORDS
All monies of the Organization shall be placed under the name of the Organization in a general operating fund maintained in a local financial institution as designated by the Officers. Any disbursements from such account shall be made by a check, signed by the treasurer.
Article X
AMENDMENTS
These bylaws may be amended by Executive Board at any general meeting. Any proposed amendment shall first be placed on the agenda for consideration and debate at the monthly meeting preceding the meeting at which the vote on the amendment occurs.