NOTICE OF RECORDING RELEASE

By entering an event or program of NLCS Robotics Booster Club, you are entering an area where photography, audio, and/or video recording may occur.

Your entry and presence on the event premises constitutes your consent to be photographed, filmed, and/or otherwise recorded and to the release, publication, exhibition, or reproduction of any and all recorded media of your appearance and voice for any purpose whatsoever in perpetuity in connection with NLCS Robotics Booster Club and its initiatives, including, but limited to: use on websites, in social media, news, and advertising.

By entering the event premises, you waive and release any claims you may have related to the use of recorded media of you at the event; including, without limitation, any right to inspect or approve the photo, video or audio recording of you, any claims for invasion of privacy, violation of the right of publicity, defamation, and copyright infringement or for any fees for use of such recorded media.

You understand that all photography, filming, and/or recording will be done in reliance on this consent. If you do not agree to the foregoing, please do not enter the event premises. 

If you have questions or concerns please find an NLCS Robotics Booster Club’s officer or email: nlcsroboticsboosterclub@gmail.com.

​​BYLAWS

The NLCS Robotics 

Booster Club Corporation

Article I Name and Purpose

Section 1.01. Name. The name of this organization shall be The NLCS (North Lawrence Community Schools) Robotics Booster Club Corporation and may also be referred to as the “Robotics Booster Club” or “NLCS Robotics Booster Club.” Herein referred to as “Organization.”

Section 1.02. Purpose. The organization is organized and operated for the charitable and educational purposes defined under Section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code. The purpose of this non-profit organization is to support, promote, and advance the robotics and STEM (Science, Technology, Engineering, and Math) programs within the public North Lawrence Community School System.

The North Lawrence Community Schools Robotics Booster Club Corp. will also:

1. create a positive and productive relationship between the NLCS Robotics Clubs and the community.

2. seek donations and sponsors to bring financial support to the public North Lawrence Community School System Robotics Teams for the various costs associated with running a Robotics team, including but not limited to, competition entrance fees, traveling fees, and equipment fees. 

3. to promote projects that assist with the financial needs of the North Lawrence Community Schools System

4. encourage involvement from parents to provide support to the NLCS Robotics Clubs.

Article II Membership

Section 2.01. Qualification. All parents, guardians, or other persons with a child or children who participate in the Robotics club within the robotics programs within the public North Lawrence Community School system and who have agreed to these bylaws shall be considered voting members of the organization.

Section 2.02. Rights and Responsibilities. The members shall have the right and responsibility to attend meetings and events. Members shall have the voting right to review and approve its team’s annual budget.

Section 2.03. Quorum. The members present at any membership meeting of the organization, provided fifty percent (50%) or more members are present, shall constitute a quorum for the transaction of business. In the absence of a quorum the membership may not take action. In that event, any matter brought before the membership at a meeting at which quorum is not present shall be discussed and decided by the Executive Board.

Section 2.04. Meetings. There shall be at least one general annual meeting within the organization. Additional business or special meetings may be held alone or in conjunction with an event sponsored by the team or organization as is determined by the Executive Board or at the request of members to the Executive Board.

Section 2.05. Resignation and Termination

Any member may resign by filing a written resignation with the secretary. A member can have

their membership terminated by a majority vote of the membership. 

Article III Executive Board

Section 3.01. Membership. The Executive Board shall consist of the elected officers of the organization.

Section 3.02. Authority. The affairs, activities and operation of the organization shall be managed by the Executive Board. The Executive Board shall transact necessary business during the intervals between the meetings of the membership and such other business as may be referred to it by the membership or these bylaws. It may create Standing and Special Committees, approve the plans and work of standing and special committees, prepare and submit a budget to the membership for approval, and, in general, conduct the business and activities of the organization.

Section 3.03. Meetings. The Executive Board shall meet monthly to prepare for general membership meetings and to conduct the affairs of the organization.

Section 3.04. Quorum. A quorum of the Executive Board for the conduct of business shall consist of at least three (3) officers in attendance.

Section 3.05. Action Without a Meeting. Any action required or permitted to be taken at a meeting of the Board of Directors (including amendment of these bylaws) or of any committee may be taken without a meeting if all the members of the Board or committee consent in writing to taking the action without a meeting and to approving the specific action. Written notice will be sent to all the members of the Board or committee and members shall have a 24 hour time period to respond. No response within the 24 hour time period will be counted as a consent. Such consents shall have the same force and effect as a unanimous vote of the Board or of the committee as the case may be.

Section 3.06. Participation in Meeting by Video or Audio Conference Call. Members of the Executive Board may participate in a meeting through use of video or audio software/applications or similar communications equipment, so long as members participating in such meeting can hear one another.

Section 3.07. Reimbursement. Executive Board members shall serve without compensation with the exception that expenses incurred in the furtherance of the organization’s business are allowed to be reimbursed with documentation in accordance with the organization’s financial policies, and prior approval. All officers are volunteers.

Article IV Officers and Their Elections

Section 4.01. Officers. The officers of this organization shall include one President, Vice-President, a Secretary, a Treasurer and such additional officer(s) as may be elected or appointed by the Executive Board from time to time.

Section 4.02. Election.  A nominating committee composed of the current President and at least one additional officer shall begin seeking nominees in March of the year in which the candidates will be elected and develop a slate of candidates. The candidates shall be announced to the membership as soon as possible. Additional nominees may be solicited from the floor on the day of the election. Only those who have consented to serve shall be eligible for nomination, either by the committee or from the floor. Officers shall be elected at the APRIL meeting of the organization by the members present. Officers shall assume their official duties on the last day of the current school year following their election.

Section 4.03. Term. Officers shall serve a one-year term. Officers may be elected for up to two consecutive terms in the same office.

Section 4.04. Vacancies. A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the remaining members of the Executive Board.

Section 4.05. Resignation. Resignation shall be presented to the Executive Board in writing. The board shall look for the replacement upon notice, and may temporarily re-assign the job to another officer until a new officer is confirmed by a majority vote.

Section 4.06. Reason to remove: By two-thirds vote of the Executive Board, an officer shall be removed from office for failure to perform duties, criminal misconduct or unethical behavior in the organization’s business.

Article V Duties of Officers

Section 5.01. President. The President shall be the principal executive officer of the organization and, subject to the control of the Executive Board shall in general supervise and control all of the activities of the organization. The President shall be a member of the Executive Board and, when present, shall preside at all meetings of the Executive Board and all meetings of the membership. The President shall vote only in the case of a tie in a vote of the Executive Board or the membership. The President shall select and appoint the chairpersons of all Standing and Special Committees and shall be an ex-officio member of all committees of the organization. The President shall have the authority to sign checks.

Section 5.02. Vice-President(s). The Vice-President shall be a member of the Executive Board and, in the absence of the President, shall perform the duties of the President. The Vice-President shall perform such other duties as are assigned by the President or the Executive Board. The Vice-President shall have the authority to sign checks.

Section 5.03. Secretary. The Secretary shall be a member of the Executive Board. The Secretary shall keep the minutes of the proceedings of the membership and the Executive Board, shall see that all notices are duly given in accordance with these Bylaws, shall be responsible for the publishing of meeting minutes, shall manage and keep an accurate tally of the volunteer records and, in general, perform all duties incident to the office of Secretary and such other duties as may be assigned by the President or the Executive Board.

Section 5.04. Treasurer. The Treasurer shall be a member of the Executive Board. The Treasurer is the authorized custodian to have oversight of all funds of the organization in accordance with the organization’s financial policies. The Treasurer will organize, document, and record all financial activities. The Treasurer will be diligent and conscientious in ensuring all funds are received and spent in accordance with the organization’s tax-exempt purpose, bylaws and budget. The financial records belong to the organization and must be available to the other officers and members upon request. The Treasurer shall have the authority to sign checks.

The Treasurer shall:

• Prepare an annual budget for review and approval by the members.

• Ensure that numbered receipts are provided for cash received by the organization.

• Ensure that all funds are timely deposited in the organization’s authorized bank account(s).

• Ensure that payments and disbursements are authorized by approved budget, or an amendment to the budget.

• Present a written financial report (including income and expenditures and comparing budgeted amounts to actual year-to-date amounts), at each General Membership Meeting of the membership and at other times as requested by the Executive Board.

• See that an annual financial review or audit, as appropriate based on budget size, is conducted and presented to the Executive Board, General Membership, and other stakeholders.

• Maintain and file financial records (including financial reports, checkbook, bank statements, deposit slips, cash tally sheets, documentation regarding transactions, etc.) and turn all over to the new treasurer.

Article VI Finances

Section 6.01. Budget. The Executive Board shall present to the membership at the first regular meeting of the membership after the officers have been elected, or as soon thereafter as practicable, a budget of anticipated revenue and expenses for the year. This budget shall be used to guide the activities of the organization during the year, including serving as approval for anticipated expenditures. Any substantial deviation from the budget must be approved in advance by the membership.

Section 6.02. Obligations. The Executive Board may authorize any officer or officers to enter into contracts or agreements for the purchase of materials or services on behalf of the organization.

Section 6.03. Loans. No loans shall be made by the organization to its officers or members.

Section 6.04. Checks. All checks, drafts, or other orders for the payment of money on behalf of the organization shall be signed by the Treasurer or by any other person as authorized in writing by the Executive Board, except that checks of $250 or more must have the signature of at least two officers, such as the Treasurer and the President. Checks shall bear notice of this requirement above the signature line as follows, "Two signatures required for checks in the amount of $250 or more."

Section 6.05. Banking. The Treasurer shall ensure that all funds of the organization are timely deposited to the credit of the organization in such banks or other depositories as determined by the Executive Board. All deposits and disbursements shall be documented by a receipt, an invoice, or other written documentation. Sequentially numbered receipts shall be provided, with a copy kept, whenever cash is turned over or collected. All deposits and/or disbursements shall be made as soon as practicable upon receipt of the funds, normally daily, immediately after received and counted. If debit or credit cards are established in the name of the organization, a policy approved by the Executive Board shall be developed and used that includes a list of the authorized users, daily/monthly/annual spending limits, and review and oversight provisions. No personal charging on the card by the authorized users shall be allowed.

Section 6.06. Financial Controls. The organization shall adopt appropriate financial controls to ensure the integrity of its funds. Specifically, without limitation, the organization shall maintain separation of financial controls so that, minimally:

• All expenses must be approved by the membership (with at least 50% of membership present), by way of approval of an annual budget, or amendments thereto, or be approved by separate resolution of the Executive Board;

• School teams must participate in fundraisers in order to receive funds.

• Checks exceeding $250 must be endorsed by at least two officers authorized by resolution of the Executive Board, and checks of the Organization shall include above the signature line a notice to this requirement;

• An officer or other person without check signing authority designated by the Executive Board shall review and reconcile all bank statements on a monthly basis; and,

• A committee of at least two (2) persons without check signing authority shall annually audit all corporate finances, or hire and supervise an outside accountant or auditing firm to conduct a review of corporate financial records.

Section 6.07. Financial Report. The Treasurer shall present a financial report at each membership meeting of the organization and prepare a final report at the close of the year in accordance with the organization’s financial policies. The Executive Board shall have the report and the accounts examined annually. If the organization grosses less than $100,000 per year, the financial practices and accounts may be reviewed by an internal audit committee. The audit committee shall consist of two or more Executive Board members and one voting member of the organization who are not involved in the routine handling of the organization’s finances, including not having signature authority on bank accounts or approval authority over disbursements. If the organization grosses over $100,000 in receipts, an external professional, such as a certified public accountant (CPA), shall be hired by the audit committee to perform a financial review or compilation. A full audit shall be conducted by an external CPA when annual gross receipts equal or exceed $250,000.

Section 6.08. Fiscal Year. The fiscal year of the organization shall be from September 1st to August 31st but may be changed by resolution of the Executive Board.

Section 6.09. Financial Record Retention. All records of the organization shall be maintained and destroyed in accordance with law, and standard record retention guidelines. Financial records shall be maintained as follows:

RECORD

HOW TO STORE

PERIOD OF TIME

Year-end Treasurer’s financial report/statement, annual Internal Financial Review Reports, IRS Form 990s

Store in corporate record book, binder, and/or cloud-based software.

At least seven (7) years

Consider keeping permanently.

Bank statements, canceled checks, check registers, invoices, receipts, cash tally sheets, investment statements, and related documents

Compile and file records on a yearly basis. Store in binder or cloud-based software.

Seven (7) Years

Store w/financial records.

Destroy after seven years.

Treasurer’s reports (monthly)

Compile and file records on yearly basis. Store in binder or cloud-based software.

Three (3) Years

Store w/ financial records.

Destroy after three years.

ARTICLE VII Basic Policies

Section 7.01. This corporation is organized and operated exclusively for the purposes set forth in Article I hereof within the meaning of Internal Revenue Code section 501(c)(3). 

Section 7.02. No substantial part of the activities of this corporation shall consist of carrying on propaganda, or otherwise attempting to influence legislation, and this corporation shall not participate or intervene in any political campaign (including the publishing or distribution of statements) on behalf of any candidate for public office. 

Section 7.03. The organization does not discriminate against any person or group of people in its hiring and employment practices, codes of conduct, programs, services, or in any other aspect of its operations or activities on the basis of personal characteristics or attributes of that person or group of people. 

Section 7.04. The property of this corporation is irrevocably dedicated to the purposes in Article I hereof and no part of the net income or assets of this corporation shall ever insure to the benefit of any director, officer or member thereof or to the benefit of any private person. 

Section 7.05. Upon the dissolution of this corporation, its assets remaining after payment or provision for payment, of all debts and liabilities of this corporation shall be distributed to the North Lawrence Community Schools system unless an alternative is chosen by the majority vote of the remaining Executive Board members.

ARTICLE VIII Indemnification

Every member of the Executive Board, officer or employee of the Corporation may be indemnified by the Corporation against all expenses and liabilities, including counsel fees, reasonably incurred or imposed upon such members of the Board, officer or employee in connection with any threatened, pending, or completed action, suit or proceeding to which she/he may become involved by reason of her/his being or having been a member of the Board, officer, or employee of the Corporation, or any settlement thereof, unless adjudged therein to be liable for negligence or misconduct in the performance of her/his duties. Provided, however, that in the event of a settlement the indemnification herein shall apply only when the Board approves such settlement and reimbursement as being in the best interest of the Corporation. The foregoing right of indemnification shall be in addition and not exclusive of all other rights which such member of the Board, officer or employee is entitled.

ARTICLE IX Amendments

These Bylaws may be amended at any regular or special meeting of the membership by a majority vote of the members present, provided that at least thirty (30) days’ notice of the proposed amendments has been made to the membership, or alternatively the membership waives the required notice, however, 

1. No amendment shall be made to these Bylaws which would cause the corporation to cease to qualify as an exempt corporation under Section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code; and,

2. that all amendments be consistent with the Articles of Incorporation.

Certification

These bylaws were approved at a meeting of the Executive Board by majority vote on 11/7/2023.

___Britney Arce___________________________________________________11/07/2023__

President Date

___Iris Tomlin____________________________________________________11/07/2023___

Vice President Date

__Jennifer Blevins___________________________________________________11/07/202___

Secretary Date

_Crystal Beeson____________________________________________________11/07/2023___

Treasurer Date