Miami East Athletic Boosters
Bylaws (Updated 2025)
Section 1: Name
The name of this organization shall be the Miami East Athletic Boosters. Miami East Athletic Boosters is its own separate entity from the Miami East Local School District. Decisions and use of funds are voted upon by the Athletic Booster’s Officers and board members. Members are outlined in Article 2: Section 1.
Section 2: Objectives
The objectives of this organization are:
Clause A: To stimulate and encourage community interest in the Miami East Athletic Program.
Clause B: To provide financial and volunteer support to enhance the Miami East Athletic Program.
Clause C: To support the athletic program under the following general guidelines:
Provide funding and support for items not typically covered by the athletic department or the State of Ohio.
Prioritize projects that benefit the greatest number of student-athletes.
Invest in initiatives that enhance the quality and experience of Miami East student-athletes.
Section 1: Eligibility
Members of the Miami East Athletic Boosters shall be the elected officers and the head coach of each athletic team or a designated representative appointed by the head coach.
Section 2: Attendance
All meetings are open and public for anyone interested in interscholastic athletic programs of Miami East Schools.
Section 1: Officers
The officers of the organization shall consist of:
President
Vice President
Treasurer
Secretary
Section 2: President
The President shall:
Preside at all meetings.
Enforce the bylaws.
Maintain all official documents and deliver them to their successor.
Prepare an agenda for each meeting.
Ensure officer elections occur as outlined in Article VII, or appoint positions in the absence of a vote.
Section 3: Vice President
The Vice President shall:
Preside in the absence of the President.
Assist the President and perform other duties as assigned.
Oversee and preside over committees as assigned by the President, ensuring alignment with organizational goals and timely completion of objectives.
Section 4: Treasurer
The Treasurer shall:
Manage all financial transactions and maintain accurate records.
Shall provide a financial report to the board officers in a timely manner for review before scheduled meetings.
Will be present at scheduled meetings for financial reporting and clarification as needed by members or public attendees.
Deposit funds in a bank approved by the organization.
Provide detailed records of income and expenses, and coordinate with the Troy Foundation’s Charitable Checking Account.
Ensure records are auditable and ready for review annually.
Section 5: Secretary
The Secretary shall:
Maintain an active membership roster.
Record and preserve minutes of all meetings.
Post minutes of each meeting for the purpose of public viewing.
Maintain roll call records.
Manage organizational correspondence at the direction of the President.
Section 1: Composition
The Executive Board shall consist of the four officers of the organization.
Section 2: Duties
The Executive Board shall oversee and supervise the general affairs and decisions of the organization.
Section 1: Formation
The President may establish committees as needed.
Section 2: Audit Committee
An Audit Committee, consisting of at least one member and one officer, shall be appointed annually by the President to review the Treasurer’s records annually and prior to the installation of new officers.
Section 1: Schedule
Regular meetings shall be held on the first Wednesday of each month at 6:00 PM in the Miami East High School Lecture Hall. Any changes will be communicated via the school website and Booster social media.
Section 1: Elections and Terms
Officers shall be elected at the April meeting and assume office at the May meeting. Elections are made by majority vote of current officers and board members in attendance.
Section 1: Process
Bylaws may be amended by a three-fourths majority vote of officers and members present at a regular meeting. Proposals must be submitted in writing and voted on at that meeting.
Section 1: Ownership
Any items purchased by the Boosters shall become property of the Miami East School District and used by the Athletic Department. All equipment must be returned at the end of each season. The Athletic Department then assumes responsibility of maintaining such property.
Section 1: Scholarship Allocation
A minimum of $2, 000 shall be allocated annually for scholarships.
Four (4) $500 scholarships will be funded by the Boosters
Scholarships will be awarded to the two highest scoring male and female student-athletes based on the following scoring formula:
GPA x 2 (Provided by the Guidance Office)
Varsity Letters (2pts.) - Provided by the Athletic Department
Participation per non-lettered season (1pt.) - Provided by Athletic Department
Ties are broken by highest GPA, calculated to additional decimal places as needed.
Section 2: Selection Process
A joint sub-committee consisting of at least one Booster officer and a representative from the Athletic Department will review applications and select recipients.
Section 3: Application Requirements
Students must use the Troy Foundation’s Common Scholarship Application by the published deadline typically March 31.
The Troy Foundation will handle disbursement and communication with recipients.
Section 1: Notification
The Athletic Director will inform Head Coaches about the opportunity to submit funding requests each season.
Section 2: Submission Timeline
Funding requests, using the current request form along with any quotes, must be submitted one week prior to scheduled meeting:
Fall Sports – May meeting
Winter Sports – September meeting
Spring Sports – December meeting
Section 3: Request Requirements
Requests should include details such as item descriptions, costs, quantities, colors, vendor information, and shipping costs.
A minimum of two quotes is recommended.
Section 4: Approval and Notification
The Boosters will review and vote on requests at the designated meetings. The Athletic Director will relay final decisions to the coaches.
Section 1: Purpose
The purpose of the Miami East Athletic Boosters' social media presence is to promote positive engagement, share important updates, and support the athletic programs of Miami East Schools. All communications on social media should reflect the values, mission, and professionalism of the organization.
Section 2: Authorized Use
Social media accounts representing the Boosters shall be managed by individuals appointed by the Executive Board.
Only authorized individuals may post on behalf of the organization.
Credentials (usernames and passwords) must be securely maintained and accessible to the President and one additional officer.
Section 3: Acceptable Content
Posts should be:
Informative (e.g., event updates, meeting reminders, fundraiser announcements).
Celebratory (e.g., recognizing athletic achievements, volunteers, community support).
Respectful and appropriate for a school and family audience.
Section 4: Prohibited Content
The following types of content are strictly prohibited:
Personal opinions or commentary unrelated to Booster activities.
Negative remarks or criticisms about coaches, athletes, officials, or school personnel.
Political, religious, or discriminatory content.
Photos or videos of students without appropriate permissions.
Any content that violates school, district, or state policies.
Section 5: Comments and Interactions
The Boosters may choose to limit or moderate public comments on posts.
Inappropriate or offensive comments shall be removed, and repeat violators may be blocked.
All interactions should remain courteous, constructive, and free from conflict.
Section 6: Crisis or Incident Response
In the event of a crisis or sensitive issue (e.g., injury, disciplinary matter, or emergency), no posts shall be made without prior approval from the Executive Board and the school administration.
The organization shall not engage in rumors, speculation, or unverified reporting.
Section 7: Review and Accountability
The Executive Board reserves the right to audit or review any post or content shared on Booster social media.
Violations of this policy may result in the removal of posting privileges and/or further disciplinary action by the Board.