BETHEL PARK LACROSSE BOOSTERS ASSOCIATION BYLAWS 2014-2015
Article I
NAME
The name of the organization is the Bethel Park Boys Lacrosse Boosters Association.
Article II
PURPOSE OF THE ASSOCIATION
The exclusive purpose of the Boosters Association is to provide the organizational support that will enable students of the Bethel Park School District to participate in interscholastic Lacrosse and support the philosophies and goals of the Bethel Park School District.
Article III
MEMBERSHIP
Section 1: Membership Defined
The membership of the Boosters Association are the parents of any child who:
a. lives in and attends the Bethel Park School District
b. was selected for the Bethel Park School District’s Varsity or Junior Varsity Teams
c. is in good standing with the Boosters Association
d. meets the eligibility requirements of the Bethel Park School District and the WPIAL
Section 2: Voting Rights
Any member in good standing shall have the right to vote on all questions at the general meeting, with each family entitled to one vote only.
Section 3: Member in “good standing”
A member shall be in “good standing” if all dues, fees or charges due are paid and current and required insurance forms and waivers are duly signed and submitted.
Section 4: Team participation
Students of Bethel Park School District
Article IV
BOARD OF DIRECTORS
Section 1: General
The management and control of the Boosters Association will be vested in the Board of Directors (hereafter referred to as “the Board”) which shall constitute the Boosters Association and which shall have the absolute charge, control and management of the property, affairs and funds of the Boosters Association, and shall have the power and authority to do and perform all the acts and functions consistent with these Bylaws and the Laws of Pennsylvania.
Section 2: Number of Directors
There shall be an odd number of Directors. There shall be no less than five (5). Any position may be held by Co-Directors but the position holds only one vote.
Section 3: Directors Positions
The Board will include the following positions:
President
Vice President
Treasurers (2)
Secretary
Chairperson of the Standing Committees (Non-voting position)
Section 4: Terms of Directors
The term of office for Directors shall be one (1) year or until a successor is duly elected and qualified, with Vice President one (1) year, who automatically becomes President the following year. Effective 7/1/2015, individuals whose only player is a rising or current senior are not eligible for election to Director Positions with voting rights. All Directors with voting positions must agree to participate in the annual audit, even if such audit extends beyond the expiration of their term.
Section 5: Nomination of Directors
Prior to the Annual Meeting and in sufficient time for inclusion with the notice of Annual Meeting, the Board shall prepare a recommendation for each expiring or vacant director and officer position in this Boosters Association. Additional nominations may be made from the floor.
Section 6: Election of Directors
a) Directors shall be elected by confidential ballot at the Boosters Association’s meeting.
b) If more than one candidate seeks a single Director position, the votes for Director position will be tallied and ranked. The candidate receiving the greatest number of votes for his/her respective position shall be elected.
c) If there is but one candidate seeking election for a specific Director position election for that Director position may be made by voice vote.
Section 7: Resignation, Vacancy, Removal of Director
Any Director may resign from office at any time. Such resignation shall be presented to the President in writing, and shall be effective immediately. Any vacancy occurring on the Board shall be filled by a majority vote of the remaining members of the Board of Directors present at a properly called and convened meeting of the Board.
The Board elected appointee shall complete the term of the member who tendered resignation. Any Director may be removed by a majority vote of the Board of Directors at a properly called and convened meeting of the Board, if the Director has engaged in conduct which is not in the best interest of the Boosters Association or otherwise harms the reputation of the Boosters Association.
Section 8: Duties of the Board of Directors
Minimally, the Board shall call all Regular and Special meetings, appoint committee chairpersons, prepare budgets, annual written financial statements and programs for approval by the membership. Collect and act as fiduciary for all moneys and fees collected on behalf of the Boosters Association.
Article V
MEETINGS
Section 1: Regular Meetings
Regular meetings of the Board of Directors shall be held once per calendar month during the academic year. Meetings shall be regularly held. The Board will determine the dates of meetings at the first Regular Meeting. The first Regular Meeting will be conducted within one month following the Annual Meeting. Five days notice must be given to all Directors prior to any change in a Regular Meeting date or place.
Section 2: Annual Meeting
The Boosters Association’s Annual Meeting shall be the last week in May or at such other time and place as designated by the Directors, but no later than June 30th.
Section 3: Election Meeting
The Annual Meeting shall be the election meeting for all new Directors, Officers, and
Committee Chairpersons of the Boosters Association.
Section 4: Special Meetings
Special meetings may be held at any time at the discretion of the Boosters Association President or the written request of three (3) Directors.
Section 5: Notice of Meetings
Notice of the Annual Meeting shall be given to the full membership at least (10) calendar days prior to holding such meeting. Notice of any Regular or Special Meeting shall be at least (5) days prior to such meeting. The Notice of Special Meeting shall state the purpose of the Special Meeting. No business other than that stated in the Notice of Special Meeting shall be transacted at a special meeting. The presence of the majority of the Directors in office at the time of any meeting shall constitute a quorum.
Section 6: Quorum
Except as may otherwise be presented herein, the presence of a majority of the members of the Board shall constitute a quorum for the transaction of business at any
meeting thereof.
Article VI
DUTIES OF BOARD MEMBERS
Section 1: President
The President of the Boosters Association shall have all authority and responsibility necessary to operate the Boosters Association in all of its activities and departments; subject only to such policies as shall be established by the full Board from time to time. It shall be the duty of the President to perform all duties incident to the office of President. The President will preside at the Annual Meeting and all regularly scheduled meetings.
Section 2: Vice-President
The Vice-President shall perform all duties prescribed for that office by the President and the Board. The Vice-President shall act as aide to the President and shall perform the duties of the President in the absence of inability of the President to act.
Section 3: Secretary
It shall be the duty of the Secretary to:
a) keep or cause to be kept an original copy of the proceedings of the Board of Directors, and any of the committees appointed by the Board, and a copy of these Bylaws.
b) be custodian and author of all postings and communication on the team website
c) be custodian of the records of the Boosters Association
d) be custodian of any contracts, policies, leases and all other original business records of the Booster Association
(except financial records, and accounting records. )
e) perform all duties of the Office of the Secretary, and such other duties as may from time to time be prescribed by the Board of Directors or the President; provided, however, that the custodial and ministerial duties of the office may be delegated to assistant officers or other members or agents of the Boosters Association.
Section 4: Treasurer
It shall be the duty of the Treasurer to:
a) see that the lists, books, reports, statements, certificates and other documents and records required by law are properly prepared, kept and filed.
b) be the principal officer in charge of financial matters.
c) have charge and custody of and be responsible for the funds, securities, and investments of the Boosters Association.
d) render to the President and the Board whenever they may require it, an account of all his/her transactions as Treasurer, and report as to the financial position and operations of the Boosters Association.
e) Perform all duties of the office of the Treasurer, and such other duties as may from time to time be prescribed by the Board of Directors or the President; provided, however, that the custodial and ministerial duties of the office may be delegated to assistant officers or other members of agents of the Boosters Association.
Section 5: Assistants to the Board
From time to time the Board may appoint assistants to perform such duties and have
such responsibilities the Board deems necessary.
Article VII
EXECUTIVE COMMITTEES
Section 1: Executive Committee
The Executive Committee shall consist of the President, Vice-President, Treasurers and Secretary of the Boosters Association.
Section 2: Duties of the Executive Committee
The duties of the Executive Committee shall consist of:
a) to transact necessary business during the intervals between meetings to promote and expand the agenda of the Boosters Association
b) assist the Treasurer in the preparation and monitoring of the Boosters Association’s fiscal budget.
c) Approve routine bills and invoices within the guideline of the Boosters Association. Submit previously approved expenditures to the Treasurer for approval and payment.
d) the Executive Committee members are the only Directors with voting rights.
Article VIII
COMMITTEES
Section 1: General
a) The Board will have Standing and Special Committees as may be designated from time to time. Special Committees may beappointed for such special tasks as circumstances warrant. A Special Committee shall limit its activities to the accomplishment of the tasks for which it is appointed and shall have no power to act except as specifically conferred by the Board. Upon completion of the tasks for which the committee was appointed, such Special Committee shall be discharged.
b) Except as otherwise provided herein, the President, with the concurrence of the Board, shall designate the members and chairperson of each committee.
c) Each committee shall keep minutes of its proceedings and shall report its actions to the President and/or Board upon request.
Section 2: Resignation, Vacancy, Removal of Director
Any member of a Special Committee may resign from office at any time. Such resignations shall be presented to the chairperson of the committee and shall be effective immediately. Any vacancy occurring on the committee shall be filled by the President. The appointee shall complete the term of the member who tendered resignation. Any committee member may be removed at any time by a majority vote of the Board of Directors, if such member has engaged in conduct which is not in the best interest of the Boosters Association or otherwise harms the reputation of the Boosters Association.
Section 3: Meetings and Notices
Meetings of a committee may be called by the President or the Committee Chairperson. Each committee shall meet as often as is necessary to perform its duties, but no less frequently than annually. Oral or written notice of the time and place of meetings, except in emergency, shall be given at least two (2) days prior to the meeting.
Section 4: Manner of Acting
Unless otherwise specified herein, the act of the majority of the members of a committee at a meeting shall be the act of the committee at meeting.
Section 5: Website Access and Usage
The Secretary is listed as the ‘author’ of all postings on the website and thereby the only person authorized to access the team website via the administrator password. The administrator password will be re-set with each newly elected Secretary.
The Vice-President will have knowledge of and access to the administrator password in the case of an emergency to or absence of the Secretary.
Section 6: Standing Committees
The following Stand Committees may be formed to promote and execute the goals and duties of the Boosters Association:
Registration · Special Events · Fundraising · Field and Facilities · Equipment and Awards · Videotaping ·
Travel and Transportation · Game Day Finance · Legal/Insurance · Lacrosse Program · Development Communications ·
School Liaison · Programs/Printing
Standing Committee Chairpersons will report to the President and the Board.
Section 7: Ex officio
The President shall be a member ex officio of all committees, nominating and election committees.
Section 8: Audit Committee
The Treasurer accounts shall be examined annually by an auditor. If satisfied that the Treasurer’s annual report is correct, they shall sign a statement of that fact at the end of the audit report. The auditing committee shall be selected by the Board of Directors at a meeting at which new officers/directors assume their duties. The audit shall be performed as quickly as possible once all financial transactions have posted, but will be completed by no later than July 30. All Executive Committee members are required to participate and cooperate with the audit even if their term has expired and they are not returning to the Board of Directors the following year.
Article IX
LIABILITY
Section 1: Personal Liability of Directors of Officers
No Director of Officer of the Boosters Association shall be personally liable for monetary damage as such for any action taken or any failure to take action, provided that this provision shall not eliminate liability:
a) for I: willful breach of failure to perform the duties of office
for II: where such breach or failure to perform such duties constitutes self-dealing, willful misconduct or recklessness.
b) pursuant to any criminal statute
c) for the payment of taxes pursuant to local, state or federal law
Section 2: Indemnification: Actions other than those by or in the right of the Boosters Association
The Boosters Association shall indemnify any person who was or is a party to, or is threatened to be made a party to any threatened, pending or completed action, suit or proceeding whether civil or criminal, administrative or investigative (other than any action by or in the right of this Boosters Association) by reason of the fact that he/she is or was a Director or Officer of this Boosters Association, or is or was serving at the request of this Boosters Association as a Director or Officer of another Boosters Association, corporation, partnership, joint venture, trust or other enterprise against expenses (including attorney’s fees) judgments, fine and amounts paid in settlement actually and reasonably incurred by him/her in connection with such actions, suit or proceeding if the Director or Officers acted in good faith and in a manner he/she reasonably believed to be in, or not opposed to, the best interests of the Boosters Association, and with respect to any criminal action or proceeding, had no reasonable cause to believe his/her conduct was unlawful; provided, however, that no indemnification shall be made in respect of any claim, issue or matter as to which such person shall have been adjudged to be liable for willful misconduct or recklessness, the termination of any action, suit or proceeding by judgment, order, settlement, conviction or upon a plea of nolo contendere or its equivalent, shall not, of itself, create a presumption that a Director or an Officer did not act in good faith and opposed to, the best interest of this Boosters Association, and with respect to any criminal action or proceeding, had reasonable cause to believe that his/her conduct was unlawful.
Section 3: Indemnification: Actions by or in the Right of the Boosters Association
The Boosters Association shall indemnify any person who was or is a party to or is threatened to be made a party to any threatened, pending or completed action or suit by or in the right of this Boosters Association to procure a judgment in its favor by reason of the fact that he/she is or was a Director of Officers of this Boosters Association, or is or was serving at the request of this Boosters Association as a Director or Officer of another Boosters Association, corporation, partnership, join venture, trust or other enterprise against expenses (including attorney fees) actually and reasonably incurred by him/her in connection with the defense or settlement of such action or suit if the Director or Officer acted in good faith and in a manner he/she reasonably believed to be in, or not opposed to, the best interests of the Boosters Association; provided, however, that no indemnification shall be made in respect of any claim, issue or matter as to which such person shall have been adjudged to be liable for willful misconduct or recklessness.
Section 4: Determination Required
Any indemnification under this Article IX shall be made by a determination that the indemnification of the Director or Officer is proper in the circumstances because he/she has met the applicable standard of conduct set forth in such subsection. Such determination shall be made:
a) by the Board of Directors by a majority vote of a quorum consisting of Directors who were not parties to such action, suit or
proceeding
b) if such quorum is not obtainable, or even if attainable, a majority vote of a quorum of disinterested Directors so directs,
by independent legal counsel in a written opinion.
Section 5: Advance of Expenses
Expenses incurred in defending a civil or criminal action, suit or proceeding may be paid by this Boosters Association in advance of the final disposition of such action, suit or proceeding as authorized by the Board upon receipt of an undertaking by or on behalf of the Director or Officer to repay such amount unless it shall ultimately be determined that he/she is entitled to be indemnified by this Boosters Association as authorized in this article.
Section 6: Nonexclusively Duration
The indemnification provided by this Article IX shall not be deemed exclusive of any other rights to which those seeking indemnification may be entitled under any agreement, both of disinterested Directors or otherwise, both as to action in their official capacity and as to action in another capacity while holding such office, and shall continue as to a person who has ceased to be Director or Officer and shall inure to the benefit of the heirs, executors and administrators of such person.
Section 7: Insurance
This Boosters Association shall have the power to purchase and maintain insurance on behalf of any person who is or was a Director of the Boosters Association, or is or was serving at the request of this Boosters Association, corporation, partnership, joint venture, trust or other enterprise against any liability asserted against him/her and incurred by him/her in any such capacity, or arising out of his/her status as such, whether or not this Boosters Association would have the power to indemnify him/her against such liability under the provisions of this Article.
Section 8: Applicability to Other Persons
The provisions of this Article IX may be applicable to persons who are not Directors or Officers of the Boosters Association and such persons may be similarly indemnified for service by or on behalf of the Boosters Association to the extent authorized by any resolution of the Board which may be passed from time to time.
Article X
COACHING STAFF
The selection of the coaching staff for the Bethel Park High School Lacrosse Team is the sole responsibility of the Bethel Park High School Athletic Director. The Athletic Director will hire a Varsity Coach, and two (2) assistants. The program will be governed by the rules of WPIAL and PIAA.
Any additional coaches needed may be selected by the Boosters Association Board and will be required to have the same clearances as those employed by Bethel Park High School.
Written contracts for any payment to a coach by the Boosters will be negotiated and executed by July 1 for the upcoming fiscal year.
Article XI
DISCIPLINE
Section 1: General
Disciplinary actions shall be governed by the Bethel Park Student Code of Conduct, the rules and regulations of WPIAL, PIAA, and any such guidelines the school board has.
Section 2: Suspensions
The head coach of the Boosters Association team shall have the right to suspend the player up to a maximum of two (2) games per violation for violations of WPIAL or Bethel Park School District regulations. More severe actions up to and including permanent suspension may be imposed by the Bethel Park School Board and Athletic Director. The School Board can also invoke disciplinary action up to and including expulsion from the team of a parent’s child if such actions are deemed harmful to the well being of any player on the team.
Section 3: Grievances
Grievances shall be directed in writing through the proper chains of command as set forth by the Bethel Park School District.
a) student should address question to coaching staff
b) parent and student should request a meeting with the coaching staff
c) parent, student, and coach will meet with the Athletic Director
d) parent, student, coach and Athletic Director will meet with the principal
e) unresolved issues will be referred to Bethel Park School District Policy #219 and such other applicable Board policies. All
district policies are available on the School District’s website or in the Administration Building.
Article XII
ACADEMICS
In order to be eligible for interscholastic athletic competition, a student/athlete must adhere to the Bethel Park School District academic policies as stated in the Parent-Student Athletic Handbook. This academic policy will be controlled by the Bethel Park
School District Athletic Director. The student/athlete must also adhere to the WPIAL and PIAA academic guidelines.
Article XIII
FUNDRAISERS
Section 1: Approval
Fundraising shall only be approved if the Boosters Association is in compliance with the Bethel Park School District policies.
a) fundraising may be done to purchase supplemental equipment supplies for the programs, support recognition for banquets and awards which meet the guidelines.
b) Boosters Association fundraisers may be mandatory to support member benefits at additional costs.
c) There are no restrictions on the student for participation in the activity but it could result in not receiving the benefits or rewards.
Article XIV
PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Roberts Rules of Order Newly Revised shall govern the Boosters Association in all cases in which they are applicable and in which they are not in conflict with the Bylaws of the Bethel Park Lacrosse Boosters Association.
Article XV
AMENDMENTS OF BYLAWS
The Bylaws may be amended or repealed and new Bylaws may be adopted at any Regular or Special Meeting of the Board provided that Directors sufficient in number to constitute two thirds (2/3) of the full Board are present; provided further, that two thirds (2/3) of all Directors present at such, duly called and convened meeting vote in the Affirmation for such amendments; and provide further, that the Directors have been given at least five (5) days written notice of the proposed action and the form or substance of the amendment.
Article XVI
FISCAL YEAR
The fiscal year of the Bethel Park Lacrosse Association shall be July 1st to June 30th inclusive.
Approved by the Bethel Park Lacrosse Boosters Association of Directors.
