WVHS BASEBALL BOOSTERS, INC BYLAWS AND CONSTITUTION (8/2023) 

PREAMBLE 

We, the members of the Walker Valley High School Baseball Booster Club, in order to provide a means of unifying the school's participation in interscholastic activities, and to offer a means of parent and community participation in matters of school concern and interscholastic participation, do ordain and establish these bylaws. 

Article I - NAME 

The name of this organization shall be the Walker Valley High School (WVHS) Baseball Boosters, Inc. 

Article II - PURPOSE 

The association is organized exclusively for charitable, educational, religious, or scientific purposes within the meaning of Section501(c)(3) of the Internal Revenue Code. 

Article III - DISSOLUTION CLAUSE 

Upon the dissolution of the Association, the Association shall, after paying or making provisions for the payment of all the liabilities of the Association, dispose of all the assets of the Association exclusively for the purposes of the Association in such manner, or to such organization or organizations organized and operated exclusively for charitable, educational, religious, or scientific purposes as shall at the time qualify as an exempt Code of 1986 (or the corresponding provisions of any future United States Internal Revenue Law), as the Board of Trustees shall determine. Any such assets not so disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the Association is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes. 

Article IV - POWER AND AUTHORITY 

All powers of the WVHS Baseball Booster Club are under the regulations established and handed down by TSSAA. TSSAA rules are made by the member schools, and include penalties to schools, school district personnel and student participants. The superintendent is solely responsible for the entire TSSAA program. 

All activities, events and personnel are under the jurisdiction of the WVHS Principal. It is imperative that booster clubs recognize this authority and work within a framework prescribed by the school administration. 

Section1. Membership in this booster club shall be made available without regard to race, color, creed or national origin, and to any individual who subscribes to the Objectives and basic policies of these bylaws. 

Section2. The booster club shall conduct an annual enrollment of members, but may admit persons to membership at any time. Membership term runs from the first meeting in each school year (usually held in August or September) membership meeting to the following year August/September membership meeting. 

Section3. Each member of this booster club shall pay such annual dues to said organization as may be prescribed by the organization. The amount of such dues shall be used entirely to promote the said organization.

Section4. The amount of such annual dues will be set by the executive board members at the first annual meeting. 

Article VI - OFFICERS AND THEIR ELECTION 

Section1. Each officer shall be a member of the booster club, or place membership with the booster club within seven (7) days of election. Failure to place membership within seven days after election will result in an open position and the need to fill the position at the next called meeting. 

Section2. Officers and their election: The officers of this organization shall consist of president, a vice-president, a Treasurer, and a board member from each class (9th, 10th, 11th, 12th grades). All members shall be elected by ballot each year at the first meeting after each school year begins. 

New officers shall assume their official duties at the first meeting after each school year begins, and their term shall last until the new board is elected at the first member meeting of the next school year. All outgoing officers shall prepare and relinquish all records pertaining to their office at this time. 

Section3. Initial Nominations and voting: The initial nominations shall be obtained from the floor at the Inaugural first meeting of the 2023-2024 school year. Majority vote will determine the outcome of each position. 

Only parents or guardians in attendance can vote for nominated board members. Each parent or guardian constitutes one voting right. 

Only persons who have signified their consent to serve, if elected, shall be nominated for, or elected to such office. 

No member shall automatically serve on this committee because of their office in the unit or position in the school system. 

Section4. Nominating Committee: There shall be a nominating committee composed of five (5) members with minimum representation of one (1) member from each graduating class. The nominating committee will be selected by volunteer from the general body at the final regular meeting of the school year. The committee shall elect its own Chairperson immediately following the meeting. 

The nominating committee shall nominate one (1) eligible person for each office to be filled and report the nominees via email no later than August 1st preceding the first member meeting of the new school year, at which time additional nominations may be made from the floor. Nominations will be closed at this meeting. The final vote for new board members will take also take place at this meeting. 

Only members in good standing can vote for nominated board members. Each paid membership constitutes one voting right.

Only persons who have signified their consent to serve, if elected, shall be nominated for, or elected to such office. 

No member shall automatically serve on this committee because of their office in the unit or position in the school system. 

Article VII - DUTIES OF OFFICERS 

Section1. The President shall preside at all meetings of the organization and the Board, shall appoint all special committees, shall be a member ex-officio of all committees except the nomination committee, and shall perform all duties usually pertaining to the office, maintain open communications and be the spokesman for the organization with the principal and all coaches, keeping them informed of all booster club activities. 

Section2. Vice President shall act as an aide to the President, performing all duties of that office in the absence of the President. The First Vice President shall serve as Fundraising Chairman and know all the TSSAA qualifications pertaining to fundraising, seek approval from the President on all decisions pertaining to this office, keep accurate records of all expenses and profits and give a monthly report to the President prior to the monthly meeting. 

Section3. Treasurer shall have custody of all the funds of the organization, keep books of account and records including bank statements, receipts, budgets, invoices, paid receipts and cancelled checks for the previous two (2) years and the current year, make disbursements as authorized by the President, Executive Board, or organization in accordance with the budget adopted by the organization, sign on bank accounts (two of three authorized signatures shall be required on all checks), present a financial statement at each monthly meeting, Executive Board meetings, and other times when requested by the organization or Executive Board, make a full report at the last meeting of the season and have copies available to the general membership, comply with all TSSAA regulations pertaining to financial reporting, if any, seek approval from the President on all decisions pertaining to this office, and give a report to the President prior to each monthly meeting.

Section4. At-Large members shall serve in the following designated roles as decided by the newly- elected Board: 

a)  Concession Chairman, their responsibility shall be to secure a list of volunteers (include as many as possible) to voluntarily work in the concession stand at each game, to purchase food for the concession area, to keep accurate weekly records of all expenses and profits, seek approval from the President on all decisions pertaining to this office, give a report to the President prior to each monthly meeting, comply with any and all TSSAA and District restrictions concerning concessions. 

b)  Secretary shall record the minutes of all meetings of the organization, have a copy of the bylaws, maintain a membership list, and perform other duties as assigned by the President or association, seek approval from the President prior to each monthly meeting. 

c)  The final two At-Large Members shall assist other Board Members as designated by the Board. 

Section5. A vacancy occurring in any elected office shall be filled for the unexpired term by a member elected by a majority vote of the executive board, notice of such election having been given. 

In case a vacancy occurs in the Office of President, the first vice-president shall serve notice of the election. 

Reason to remove: By two-thirds vote of the executive board, an officer or chairperson may be removed from office for failure to perform duties. An officer or chairperson who misses three consecutive meetings may be removed from office. 

Article VIII- MEETINGS 

Section1. Regular meetings of the organization shall be held monthly during the school year. All general meetings shall be held in the WVHS cafeteria (exception only if unavailable) and be scheduled with the principal in advance to secure the room. Time and date to be established at the first meeting of the executive board and will be published on the WVHS Baseball Website. Five-day notice shall be given if change of date is needed. 

Section2. Special meetings of the organization may be called by the President or by a majority of the Executive Board, two-week notice having been given. 

Section3. The total members present at a regularly scheduled booster club meeting will constitute a quorum. 

Article IX - EXECUTIVE BOARD

Section1. The Executive Board shall consist of the officers of the organization, the Principal of the school 

or representative appointed by the Principal (usually the head baseball coach). 

Section2. The duties of the Executive Board shall be to transact necessary business in the intervals between organization meetings and such other business as may be referred to it by the organization, create standing and special committees, approve the work plans of all officers and committee chairpersons, present a report at the regular meetings of the organization, appoint an auditing committee consisting of not less than three members at the May meeting, to audit the Treasurer's accounts, to prepare and submit a budget for the year to the organization for adoption, approve routine bills within the limits of the budget; and, fill vacancies of officers and chairpersons. 

Section3. Regular meetings of the Executive Board shall be held prior to each regular organization meeting, the time to be fixed by the board at its first meeting of the year. A majority of the Executive Board members shall constitute a quorum. Special meetings of the Board may be cancelled by the President or a majority of the members of the Board five day notice being given 

Section4. The Majority of activities supported by booster clubs are related to TSSAA activities. Since TSSAA rules regulate what TSSAA participants, sponsors and coaches may and may not accept, it is important that booster clubs are aware of these rules. The Executive Board shall be well informed of all TSSAA rules and regulations and comply as directed. 

Article X- AMENDMENTS 

Section1. These bylaws must be reviewed a minimum of five (5) years from the previous revision date. They may be amended at any regular meeting of the organization, provided a quorum is present, by a two-thirds vote of the members present and voting. Notice of the proposed amendment shall have been given at the previous regular meeting. 

Section2. A committee may be appointed to submit a revised set of bylaws as a substitute for the existing bylaws only by a majority vote at a meeting of the organization, or by a two-thirds vote of the Executive Board. The requirement of adoption of a revised set of bylaws shall be the same as in the case of an amendment.