| Membership | Meetings and Officers | Volunteer Opportunities |
| Fundraising | Minutes | Bylaw |
The name of the organization will be the “Batavia
Athletic Boosters.”
The Batavia Athletic Boosters will maintain a close
relationship and understanding between the school and community, recognizing the
value of the athletic programs. The
Boosters will support and assist in school activities, athletic programs,
scholarships, and Booster Scholar Athlete awards.
SECTION A:
Member. Interested
parents/guardians, sponsors, and community residents (not open to students
attending Batavia public schools).
SECTION B: Liaison. The Athletic Directors of Batavia Middle and High Schools.
SECTION C: Advisor. Any coach of any athletic team at Batavia Middle or High Schools.
The Batavia Athletic Boosters will meet regularly as
specified in the Policies and Procedures. A
list of regular meeting dates will be made available to all members at the
beginning of each school year as decided upon by the executive board.
A special meeting of the membership can be called by the President within
one week with notification by telephone.
The Batavia Athletic Boosters will promote, aid, and
provide financial contributions to the athletic programs at Batavia Middle and
High Schools.
SECTION A:
Members. Members of the board will be the elected officers, and the
appointed chairperson(s) of each standing committee.
SECTION B: Term of Office. The term of office will be for a period of one year, with elections to be held each spring as specified in the Batavia Athletic Boosters Policies and Procedures. President, Vice-President, Treasurer, and Secretary are elected offices. Committee chairperson(s) are Executive Board-appointed positions.
SECTION C: Vacancies on Executive Board. In case of the resignation of the President, the Vice-president will complete the president’s current term. All other vacant positions will be filled by Executive Board appointment for the remainder of the term only.
SECTION D: Authority. The Executive Board will oversee all activities of the Batavia Athletic Boosters. The Executive Board or any of its members will have authority to disburse funds for normal operating expenses (e.g., concession or spirit items to be resold, supplies for booster-sponsored activity). Any other disbursement of funds must be approved by the Executive Board.
SECTION E: Conflicts. Any conflicts within the Batavia Athletic Boosters, including standing or special committees, will be taken to and resolved by the Executive Board.
Section A.
Introducing Amendments. An
amendment to these bylaws may be proposed by any voting member in good standing.
A copy of the current bylaws and proposed change must be presented to
every voting member one month prior to voting date. A two-thirds majority of the voting members is required to
change, add, or delete any article to the bylaws.
Section B. Official Record. All amendments will become part of these Bylaws and will be attached (along with a copy of the minutes of the meeting at which said amendment was passed) as separate documents to these Bylaws.
If the Batavia Athletic Boosters should be dissolved for
any reason, any balance remaining in the treasury shall be turned over to the
Batavia Board of Education for use in whatever manner it deems beneficial to the
students participating in athletic activities at Batavia Middle and High
Schools.
The Batavia Athletic Boosters will be concerned with
raising funds, spirit-raising activities, and scholarship of athletes at Batavia
Middle and High Schools.
Fundraising. The primary fundraising activities will be operation of concession stands at high school varsity football games, high school soccer games (junior varsity and varsity), wrestling meets and any other sports as needed held at Batavia Middle and High Schools. Secondary fundraising activities will be the sale of spirit-wear clothing and any other item approved by the Batavia Athletic Boosters Executive Board, split-the-pot at home football and basketball games, and 3-point shots at home basketball games.
Spirit Activities. In addition to the sale of spirit-wear clothing and other items, the Batavia Athletic Boosters will show support of individual teams by providing food for Batavia and/or visiting athletes.
Scholarship. Support of scholarship will be accomplished in the following ways:
1. Booster Scholar Athlete Awards.
Students who meet all the following criteria will be awarded a Booster Scholar Athlete medal at the awards night for their sport.
a. While participating in a sport at Batavia Middle or High Schools, the student will have at least a 3.0 grade point average for the most recent grading period.
b. The student will have earned all A’s or B’s.
c. An athlete is defined as a student either playing the sport or serving as manager. Students serving as statisticians and videographers are not eligible for the Scholar Athlete Medal.
If a student participates in multiple sports while earning qualifying grades, the student will be awarded one Scholar Athlete medal for each sport.
Dance team is to be included as a Booster-recognized athletic program.
2.
Booster Athletic Scholarships.
The Boosters will award two scholarships to graduating Batavia athletes, one to a male and one to a female athlete. The amount of the scholarships will be determined by a majority vote of the voting members each year.
a.
Criteria for award. The
graduating athletes who have earned the highest total number of Booster Scholar
Athlete medals in grades 9 -12 will be awarded the scholarships.
A list of scholar athletes will be posted after each awards ceremony and
also be kept in the secretary’s records. This list will be compiled prior to
and updated at each awards ceremony.
b.
Ties. In case of a tie, the monetary award will be evenly divided and
equal recognition will be given to each scholarship recipient.
c.
Announcement of award. The
scholarship recipients will be announced at the annual Senior Awards Night.
d.
Disbursement of scholarship funds.
The student will receive the monetary award after the first set of
passing grades at a post-secondary institution has been submitted to the
Executive Board.
e.
Expiration of award. The
scholarship will expire one year after being awarded if no grades have been
submitted to the Executive Board.
The fiscal and business year will be from the regularly
scheduled May meeting until the regularly scheduled May meeting of the following
year.
Regular meetings will be the third Wednesday of every month
at 7 p.m. in the high school library. Changes
may be made by the Executive Board to reflect school breaks and will be
communicated to the membership at least one month in advance at the regular
Batavia Athletic Booster meeting, on the web site, in the Bulldog Talk, and any
other publication chosen by the Executive Board .
Flyers will also be posted at sporting events.
Meetings will be run using Robert’s Rules of Order.
Motions will be presented, seconded, and then voted upon.
The normal order of business will be as follows:
1.
Call to order.
2.
Reading of minutes of last meeting.
3.
Treasurer report
4.
Officers reports.
5.
Committee reports.
6.
Unfinished business.
7.
New business.
8.
Announcements.
9.
Adjournment.
Executive Board.
The Executive Board will be comprised of
officers elected and chairperson(s) of standing committee(s) appointed annually.
Each member of the Executive Board will have one vote on any issue
brought before either the Board or the Batavia Athletic Boosters.
The president will only vote in the event there is a tie.
General Membership.
After attending three Booster meetings within a one-year period, any
member will have voting rights on all issues brought before the Batavia Athletic
Boosters for a vote with the exception of the following:
President:
will vote only in the case of a tie.
Liaison: the athletic directors
will be non-voting members of the Batavia Athletic Boosters. The liaisons’ responsibilities are to bring requests for
financial assistance to the Executive Board and to keep the Executive Board
informed of athletic schedules, events, and concerns at either Batavia Middle or
High Schools.
Advisors:
the coaches will be non-voting members of the Batavia Athletic Boosters
and are welcome at but not required to attend meetings.
Conflict of Interest.
In the event that either a liaison or advisor would also be a parent,
that person’s status would be as a non-voting liaison or advisor and not as a
voting member.
Resignation from Organization. A resignation can be
verbal or written to the Executive Board.
Termination from Organization. Cause for termination of a
membership will be at the discretion of the Executive Board with just cause.
A 2/3 affirmative vote of the members present at the general meeting will
approve the termination.
President. The President’s duties are to prepare an agenda, preside over all meetings of the Boosters, and have general supervision of the affairs of the organization. The President with the proper notice may call special meetings of the Executive Board or the general membership.
Vice-President. The
Vice-president will serve as President in the President’s absence.
In the event of a vacancy of the office of president, the Vice-president
will assume the position without election.
Treasurer.
The Treasurer will oversee all financial activities with Booster funds to
be kept at an executive board-approved financial institution.
The Treasurer will be responsible for the receipting of all boosters
funds and disbursing of funds as needed for standard operating expenses; all
other expenses must be approved by the Executive Board.
The treasurer shall present a detailed report at regular monthly meetings
and whenever requested by the Executive Board.
The Executive Board will appoint a person to audit the booster books once
a year following the May meeting.
Secretary. The
secretary’s primary duty is to keep the minutes for each meeting.
In addition, the secretary is responsible for all records of the club,
including prior committee records. The
secretary will then maintain a file of prior committee records that will be
available to current committees. The
secretary will maintain a membership roster and record of attendance, using
sign-in sheets at each meeting. The
secretary will assist the executive board with any notices or mailings,
including correspondence such as thank you letters to sponsors.
Chairperson. The
chairperson of any standing or special committee is responsible for maintaining
accurate records of expenses for the committee.
The chairperson will also be responsible for presenting a status report
at each Batavia Athletic Booster meeting. At
the May meeting, or at the conclusion of the specific event, the chairperson
will submit a complete file to the secretary that includes a record of expenses
and any other information concerning contacts, dates, or procedures for that
committee. Will be appointed by the executive board and serve one year.
Approval.
All club money is the property of the Batavia Athletic Boosters and is
disbursed through the authority of either the Executive Board or the booster
organization as detailed below.
Requests.
All coaches should submit requests for equipment or other Booster
purchases to the appropriate athletic director.
The athletic director will then present written requests (with dollar
amounts and vendor name) to the Executive Board.
Spending limits.
The Batavia Athletic Boosters will vote on capital spending items.
An exception will be purchase of goods for resale such as food and
beverage for the concession stand which can be purchased without a general
membership vote. Clothing or other
items for the Spirit committee will first be approved by the Executive Board.
Purchasing procedure.
Once approval has been given either by the Executive Board and/or by a
general vote, the item(s) may be ordered with a Booster purchase order issued by
the Treasurer. The invoice should be given to the Booster Treasurer who will
then write a check and pay the vendor for the item(s).
No person will be
discriminated against based on race, color, creed, religion, national origin,
age, handicap, gender, or sexual orientation.
For the current fiscal and business year (May 2000 – May
2001) the current officers and chairperson(s) will retain their positions and
fulfill the duties and responsibilities of each office or appointed position.
The current officers will then turn their duties and responsibilities
over to the newly elected officers in May 2001.
All other procedures and policies as set forth in the Bylaws and the Policies and Procedures documents will be implemented immediately upon acceptance by the Batavia Athletic Boosters at a special meeting scheduled October 8, 2000.
All official books, records, and governing members should have a current copy of the bylaws and policies and procedures (PAP) document. All bylaws and PAPs should be clearly dated on each page. The Secretary will maintain a historical copy of each document and records of any changes.