Article I – General
Section 1: Name
The name of the organization is
the Roswell Gymnastics Boys Team RGBT Booster Club, hereafter referred to as
the RGBT Booster Club.
Section 2: Purpose
The RGBT Booster Club exists to
support the Roswell Gymnastics Boys Team, hereafter referred to as the Team, as
a not for profit organization through encouragement in all aspects of the
gymnasts’ growth.
Section 3: Objectives
1. Support the
development of all gymnasts as complete individuals - emotionally, mentally,
and physically.
2. Promote sportsmanship
and fellowship throughout the entire membership and gymnastics community.
3. Sponsor and support
the competitive gymnastics teams in all levels of competition.
4. Conduct all
activities in accordance with the USAG and/or AAU rules.
5. Conduct all
activities in an ethical manner, ensuring fairness and reason in all decisions.
6. Follow the directives
and guidelines of the Team.
Section 4: Prohibition against Private accruement
1. No part of the net earnings of the Club shall accrue to the benefit of, or be distributed to, its members or other private persons, except that the Club shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions to further the purposes of the Club.
Section 5: Management
1. The Club shall be managed by the Board of Directors, hereinafter the Board, acting in accordance with these Bylaws.
Section 6: Dissolution
2. In the event this Club dissolves or otherwise ceases to legally exist under the terms and conditions of these Bylaws, the remaining assets of the Club, after all just debts have been discharged, shall be disbursed to a succeeding organization or another not for profit 501©3 organization as determined by the Board.
Section 7: Rules of Order
1. Roberts Rules of
Order shall be the parliamentary guide for all meetings of members, the Board, or of committees, but shall not take precedence over the Bylaws.
Section 8: Contracts
1. No individual director, member, or employee except the President shall have any power of authority to bind the organization by any contract or agreement or to pledge its credit or to render it liable monetarily for any purpose or in any amount.
Article II – Membership
Section 1: General Membership
1. All families of boy’s compulsory and optional team gymnasts are required to be RGBT Booster Club members.
2. Members must maintain all specified requirements or they will be unable to enjoy the sponsorship and benefits of the RGBT Booster Club until such time that all requirements are current.
3. The
Membership shall consist of the parent(s), legal guardian(s), or person(s) having custody of any child who is registered in Team sponsored programs.
4. A Member
in good standing shall be defined as a Member whose financial responsibilities and work requirements are current.
5. All Members shall have the same property rights, interests, privileges, restrictions, and conditions.
Section 2: Participation
1. Annual fundraising quotas will be set forth by the Boys’ Team Supervisor based on the competitive level of the gymnast.
2. The RGBT Booster Club will ensure that sufficient activities are held during the year to allow all members to meet fundraising quotas.
3. A membership in the Club will be required for each gymnast; those families having more than one gymnast in the program must have a membership and assume all obligations for each gymnast. Members with multiple gymnasts will have one (1) vote per gymnast as long as they are considered a Member in good standing for said gymnast.
Section 3: Ex Officio Membership
1. The coaches of the Team will be given Ex Officio membership, if not full membership by virtue of Article II, Section 1..
2. Ex Officio members will be kept informed of all activities, invited to attend meetings and functions, but will not vote in the RGBT Booster Club.
Section 4: Representation
1. All members will be given one (1) vote per team gymnast.
2. All members will be given a forum to express their views on a regular basis, and additionally as conditions warrant.
ARTICLE III - ORGANIZATION
Section 1: Officers
1. The membership shall elect Officers of the RGBT Booster Club, through secret ballot, to lead and coordinate the RGBT Booster Club and its activities.
2. The Officers shall serve a term of 13 months beginning one month prior to the beginning of the fiscal year to allow for one month overlap with new Officers; this should provide a smoother transition of Officers.
3. No officer shall
serve more than three (3) consecutive terms in the same office.
4. The elected Officers
shall have the positions of President, Vice President, Treasurer, and Secretary
in addition to the RBGT Boys’ Program Supervisor.
4.1 President
4.1.1 Control the
general and active management of the business of the RGBT Booster Club.
4.1.2 Preside at
all meetings of the membership and Board.
4.1.3
Appoint special committees.
4.1.4
Sign checks, with the treasurer or Vice President, for amounts in excess of
$500.00.
4.1.5 Initiate new
members.
4.1.6 Call all general and special meetings.
4.2 Vice President
4.2.1 In the absence of the President, or in case of his/her
failure to act, assume the responsibilities of that office.
4.2.2 Act as
Director of all fund raising.
4.1.3
Sign checks, with the treasurer or President, for amounts in excess of $500.00.
4.2.4 Perform other duties as the Board may require.
4.3 Treasurer
4.3.1 Collect and
deposit all moneys and other properties and effects in the name of and to the
credit of the Club.
4.3.2 Keep full and
accurate accounts of receipts, disbursements and quotas.
4.3.3 Render a quarterly accounting of the transactions and
financial condition of the Club.
4.3.4 Present an annual financial statement at the first meeting
following the end of the fiscal year.
4.3.5 Sign all
checks/instruments of payment with written approval of the President or Vice
President required on checks in excess of $500.00, unless previously approved
by the board or through the budget.
4.3.6 Perform any
and all duties considered standard practice of the office of the Treasurer.
4.3.7 Submit
necessary documents to the City of Roswell in accordance to city requirements.
4.4 Secretary
4.4.1 Assume
Responsibility to maintain all records of the Club.
4.4.2 Record and
keep the minutes of all meetings of the membership and the Board.
4.4.3 Maintain a current copy of the Constitution-Articles and
Bylaws of the Club.
4.4.4 Maintain a current membership list.
4.4.5 Conduct the Club’s general correspondence.
4.4.6 Be responsible, with the President, for keeping the
membership informed of notices, calls for meetings, and major issues coming
before the membership.
5.
Replacement of Officers
5.1 If an officer
relinquishes his/her office before the end of term, the Board will elect a
replacement.
5.2 If an elected
officer is not fulfilling their responsibilities, the Board has the authority
to remove and replace that person by a majority vote and replace them by special
election.
5.3 If no suitable
nomination is received for an officer, the responsibility for this office will
revert to the Board for disposition of those duties.
Section 2: Board of Directors
1.
The Board of Directors shall consist of the Officers of the RGBT Booster
Club and two representatives from the Team.
Section 3: Powers
1.
The Board of Directors shall have general supervision of the affairs of
the organization, make recommendations to the organization, and shall perform other
orders of the organization consistent with these Bylaws.
Section 4: Board Duties
1.
It shall be the duty of the Board of Directors to:
1.1Perform any and
all duties imposed on them collectively or individually by law or by these Bylaws.
1.2 The Board will
constitute the governing body of the RGBT Booster Club. It will be responsible
for, authorize and control all RGBT Booster Club activities, expenditures, and
policies in a manner consistent with the Constitution-Articles and Bylaws of
the RGBT Booster Club.
1.3 Each Board
member shall have one vote in Board decisions and one vote in general Membership
matters allowed under the bylaws. In the event of any tie, the presiding officer
shall have the deciding vote.
1.4 Any proposed
changes to the Constitution must first be approved by the Board. Upon approval,
the proposed change will be brought before the general membership for ratification
and passed with a simple majority vote.
Section 5: Committees
1.
Formation of committees will be called for by the Board to direct the
activity of each fundraising program, Team-hosted meet, and as conditions warrant.
2.
Each committee will have a chairperson that will direct, be responsible for,
and report progress ofthat committee activity to the Board. The chairperson must also
submit the budget for that activity to the Board.
Section 6: Elections
1.
Nominations will be made for Officers each April by a posting in the Physical
Activity Building.
2. An annual
meeting will be held in May. Elections will be held at the annual meeting by
secret ballot by simple majority. Elections will be for Officers and Board
members.
Section 7: Officer/Board Compensation
1.
The Officers of the RGBT Booster Club (President, Vice President, Treasurer, and
Secretary) shall receive compensation for each year of their term in the form a
credit of their gymnast regional or state meet fee
2.
Board Members (i.e. other than the Officers) shall receive compensation
for each year of their term. Compensation for Board Members shall be in the form of a credit
of their gymnast regional or state meet fee.
3.
All
compensation shall be distributed following successful completion of duties for
the year.
4.
No board member shall receive more than one credit toward regional meet
fee for the year.
Section 8: Conduct and Agenda of Meetings
1.
Meetings shall be chaired by the President of the Club or, in his/her
absence, by the Vice President of the Club. In the absence of the Secretary of the
Club the Chair shall appoint a director or Club Member to serve as Secretary of
the meeting. The Chair may appoint a parliamentarian to serve for the duration of
the meeting.
2.
The order of business at any meeting shall be:
a) Call to order
b) Proof of notice of
meeting
c) Approval of
previous minutes
d) Reports of
Directors
e) Reports of Committees
f) Old Business
g) New Business
Section 9: Removal of Officers and Directors
1.
An Officer of Director may be removed by the Membership with or without
cause at any membership meeting, by a simple majority vote, which states in its
notice that such action is contemplated. An Officer or Director shall not vote
in a situation involving his/her removal.
2.
Any Officer or Director having three absences from the monthly Board
meetings shall be removed subject to the discretion of the Board
3.
Any Officer whose membership is terminated shall automatically be removed
from the Office of the Board.
Section 10: Resignation of Officers and Directors
1.
Any Officer my resign at any time by giving written notice to the Board
and my take effect immediately.
Section 11: Vacancies
1.
Should any vacancy occur on the Board, the President shall nominate a
member and with approval of the Board, the member shall assume the temporary duties
of the Officer until the next membership meeting, or by a special election of the
Members called by the board. The election shall be conducted in
accordance to these By-laws.
ARTICLE IV - FINANCE
Section 1: Budget
1.
Annual budget for the upcoming fiscal year is to be submitted for
approval by the Board of Directors at the September meeting.
Section 2: Quotas
1.
Quotas for each level will be set at the beginning of each year as
determined by the Boys’ Team Supervisor.
Section 3: Distribution of Funds
1.
Funds shall be used as determined by the Board within the general
framework of the budget.
ARTICLE V – RGBT Booster Club Meetings
Section 1: Booster Club Meetings
1.
The general membership will meet when necessary. The President will
preside over all meetings. The Board will call for all general meetings.
2.
The Board of Directors will meet prior to all general membership meetings,
and additionally, as required. The President will chair all Board meeting. The President
will call for all meetings of the Board.
3.
A Special meeting of the general membership will be called upon request of
50% of the general membership.
4.
A general quorum will be constituted by those in attendance at a general
membership meeting.
5.
A quorum at the Board of Directors will be constituted by the simple
majority of the Board.
6.
A constitutional quorum will be constituted by a simple majority of the
membership at a general membership meeting.
7.
All meetings will be conducted in accordance with Robert’s Rules of
Order, Revised.
8.
Voting at all meetings will be done by a show of hands, with the exception
of the election of Officers, in accordance with Article III, Section 1.1.
9.
An annual meeting will be held in May of each fiscal year to officially
elect and recognize the new Officers and Board.
ARTICLE VI – RGBT Booster Club Travel
Section 1: Policy
1.
It is the policy of the RGBT Booster Club to reimburse the coaches of
the Team for necessary travel and other expenditures incurred at competitive gymnastics
meets in accordance with directives of the Team. Such expenditures must be reasonable
and properly documented.
2.
The meet schedule for the competitive team is to be determined solely by the Boys’
Team Supervisor.
3.
The Boys’ Team Supervisor will determine the coaching staff required
to travel to the various competitions. The coaching staff required will
depend on such things as the levels competing, the number of athletes competing
and session schedule. The Boys’ Team Supervisor will present the coaching staff
requirements and estimated travel expenses for each competition, as far in
advance as possible, to the Board for review and approval.
Section 2: Requirements
1.
All travel plans must be presented to the board by the Boys’ Team Supervisor
in detail
30 days prior to the meet.
2.
All travel expenses must be preapproved by the Boys’ Team Supervisor and
the board with respect to available RBGT booster club funds.
3.
The Meet Expense Report is to be used to summarize expenditures that are
properly chargeable to the RGBT Booster Club. Receipts are to be attached for all air
fares, rental vehicles, and lodging, as well as expenditures of $25.00 or more. Expense
reports should be prepared properly (and in ink) on a timely basis, signed, and
submitted with the required documentation. If a temporary cash advance exceeds
the amount due, a check should be made payable to the Roswell Gymnastics Boy’s
Team and reconciled after each meet.
Section 3: Meet Definition and Reimbursement
1.
Within the scope of reimbursable meet expenses, there are three (3) categories
of away meets. The levels of allowed expenses vary for each based on the distance traveled
to reach the meet.
Section 4: Reimbursable Travel Expenses
1.
Air Travel: Coach accommodations
or special reduced fares, when available, are to be used for all flights. Personal travel
insurance is not reimbursable.
2.
Lodging: Reasonable accommodations close to the meet facility are to be
used. When available, special rates afforded by the host gym are to be utilized.
3.
Meals: Meals are reimbursed only when outside the local area. Meal per diem
will be set based on the IRS per diem index for the meet city. As this is an allowance,
it will be paid each day the coach is on the road; receipts are not necessary.
4.
Parking: When travel requires that a vehicle be left at the airport, the cost
incurred is reimbursable. Additionally, any parking fees at the locale of the meet are also
allowable.
5.
Rental Vehicles: If more economical than accumulated
taxi fares, or otherwise required due to the nature of the trip, rental
vehicles of an appropriate size may be used. Optional insurance should be
purchased. In case of an accident, follow the instructions specified on the
rental agreement. The vehicle should be inspected before acceptance and damages
noted on the agreement to eliminate rental company charge backs for non-RGBT
Booster Club damages.
6.
Tips: Tips should be limited to reasonable and customary charges for the locale.
7.
Entertainment: Attendance of sporting events, theater, cinemas, and social
functions are reimbursable only when the entire competitive team is present. The event must
be part of the meet experience and have “value added” for the team.
8.
Miscellaneous: Certain other expenses may be submitted for
reimbursement that are necessary, reasonable, and described on the expense report.
9.
Telephone charges may be submitted when in compliance with the previous paragraph.
10. Tolls paid for city or rental
vehicles during the course of the trip are allowable.
Section 5: Meet Reimbursement Levels
1.
Local Meets: Meets that are within the metro Atlanta area, within
fifty (50) miles of the Physical Activity Building,
are considered local.
2.
Area Meets: Competition
that occurs at a distance between approximately fifty (50) and two hundred
fifty (250) miles from the Physical Activity Building are
in this category. As conditions dictate, an area meet will be treated as either a
local or long-distance meet. At an area meet, all local or long-distance expenses are
allowed, except for air travel.
3.
Long Distance Meets:
A meet that is located in a facility over two hundred fifty (250)
miles from the Physical Activity Building is considered long distance. Air
travel becomes a reasonable method of transportation to and from the meet.
4.
The Boys’ Program Supervisor may also request a rental vehicle to travel
to the meet, and should be of a size to accommodate the competitive team and the
chaperon. This option belongs solely to the Boys’ Program Supervisor.
5. The following expenses are allowable: transportation (air fare or rental vehicle). o:p>
ARTICLE VII - Fund Raising
Section 1: General
1.
The fund raising program is the principal, and possibly sole means for
generating moneys to support the team travel expenses of the coaching staff. All
families are required to support the programs as necessary to ensure their success.
2.
All funds raised will be equitably disbursed to support the travel of all
competitive teams.
3.
All fund raising will support the entire competitive program and not any
specific gymnast, in accordance with United States of America Gymnastics (USAG) and
National Collegiate Athletic Association (NCAA) eligibility guidelines.
4.
Members can participate to whatever degree they wish on a specific individualized
activity. There is no individual cap or limit on a specific fundraiser. All families are
strongly urged to participate so as to enable them to comfortably reach their
quotas.
5.
The quotaapplied and two fund raising/payment periods are to ensure sufficient
funds are maintained. A Member family can use fund raising opportunities to be credited
towards all, or some of the quota. If anyone so chooses, part or the entire quota can be
satisfied by a cash payment.
6.
It is incumbent upon the Officers of the RGBT Booster Club to ensure sufficient
fund raising activities are available to the general membership.
Section 2: Quotas
1.
The quota will be established each fiscal year based on the projected budget
for the fiscal year. The fiscal year for the RGBT Booster Club extends from October
1 to September 30 of the following year.
2.
The fund raising quota for a specific year will be published and distributed
as soon as the budget is approved.
3. A
requirement will be assigned by competitive level. The Boys’ Program Supervisor
will set the requirement based on an equitable distribution.
4.
If a gymnast comesinto the program after the start of the fiscal year,
the quota will be reducedby the percentage of the projected budget that has already
been spent. There will be a 30-day grace period for incoming families to become
current.
5.
The schedule for payment of quotas will be established by the Board
at the time quotas are
determined.
6. Full payment of one-half of the assigned amount is due within five (5) business
days of the end of each period. A delinquent account will result in suspension of gymnast
representative participation in Booster Club voting, fund raising activities, or Booster Club meetings.
7. At the end of the second period, any amount in excess of the yearly quota will
be applied to the quota for the following year. NOTE: Excess fund raising cannot be used
to pay tuition or any “gymnast specific” debts.
8.
Excess fund raising can be transferred from one Member family to another.
It can be moved within a Member family if that family has more than one competitive
gymnast.
9.
Any Member family with more than one child participating in the competitive
program will be assigned the fund raising quotas for each child.
The quotas for each child will be assigned by competitive level and the full quota due.
10. Gift certificates, donated
supplies, items or goods should be used to reduce the overall costs of any team
activities. The dollar value of any donated item cannot be directly applied to
your fund raising quota.
11. Families who have already met
their fund raising quotas for the year must allow those who have not met their
quotas the right of their refusal in programs with participation limits.
Section 3: Fundraising Programs Information
1.
All fund raising opportunities/activities undertaken by any member must
first be registered and approved by the Vice President and the Boys’ Team Supervisor.
The fundraiser will then be offered to the general membership for their participation.
The member suggesting the fundraiser will have the first right of refusal to be the
chairperson for that activity. The chairperson can limit the number of participants
based on the nature of the program.
2.
The chairperson for any activity will be responsible for reporting the
planning, operation, and financial information for the particular fundraiser. The
chairperson will also advise how to apply the appropriate credit for the
participating members.
3.
The moneys used toward quotas will be the net profit from any activity.
4.
All individuals participating in a specific fundraiser will receive any
equitable share in the profit based upon a predetermined method for that activity.
5.
In recognition for the continuing effort of the Officers of the Club in
all matters, as well as the efforts of the fund raising chairpersons in a specific
activity, the following system will be utilized.
5.1 The chairperson for an approved
fundraiser will have a credit applied toward their gymnast regional meet fee.
Any chairperson may decline to have the additional credit applied, if they so
desire.
5.2
No committee chairperson
shall receive more than one credit toward regional meet fee for the
year.
6.
For a fundraiser with limited participation, the fund raising chairperson
must notify the general membership in writing ten (10) days prior to the posting
of the sign-up sheet. The Sign-up sheet will be posted in the Physical Activity Building.
Section 4: Corporate Sponsorship
1. The Officers of the Club will be responsible for the planning, execution and
financial tracking ofthe program.
2.
The receiving of goods or services in trade for ad space cannot be applied
to quota.
3.
The cost to print the annual the Program will be distributed among the
participants based upon the percentage of ads sold in relation to the total amount
of ads sold.
4.
Any ads previously sold by a RGBT Booster Club member belong to that member
until such time that they: (1) leave the Club; (2) give written notice that they no
longer pursue the ad; or (3) the ad has not been pursued prior to fourteen days before
the ad submittal deadline.
5.
Any ad belonging to a member that is sold by another will be credited
to the original seller.
Section 5: Leaving the Club
1.
A Member family that withdraws from the RGBT Booster Club can receive
one-hundred (100) percent of any excess moneys paid
“out of pocket” based on the total quota and the amount of club budget already
expended.
2.
A Member family that withdraws from the RGBT Booster Club will receive
no refund on any moneys obtained through fund raising, as this would violate NCAA
eligibility policies.
Section 6: Adjustment to Quota
1.
A Member family that withdraws during the competitive season is responsible
for and agrees to pay any remaining quota balance for said period.
2.
If the gymnast suffers a season ending injury in the first half of the
season, the secondquota requirement will be waived.
3.
Possible reduction of the first quota requirement will be determined on
a case-by-case basis if a
season ending injury occurs in the first half of the season.
4.
If the gymnast suffers a season ending injury during the second half of
the season, the second quota requirement will be due in full.
5.
The competitive season will be defined as the period of time from the first
meet to and including the State Meet.
Section 7: Mandatory Participation RGBT Gymnastics Meets
1.
Every Member family is required to work a minimum of three (3) sessions
during each of the RGBT Booster Club hosted gymnastics meets during the gym year.
The penalty for non-participation will be $150.00 per session not worked, Payable
to the RGBT Booster Club, with no quota credit given.
2.
Only Meet Director
assigned duties qualify as sessions worked and the Meet Director will determine the session equivalent
value of pre-meet and post-meet participation.
3.
Only one member of the Member family
is required. However, an adult must perform the assigned duties.
4.
In seasons the club hosts an additional
state or regional meet, every Member family will be required to work at that meet.
ARTICLE VIII Bylaws
Section 1: Interpretation
1.
The Board shall determine any question
as to the proper interpretation of any provisionof these Bylaws.
Section 2: Amendments
1. These Bylaws may be amended by a majority of the members present in person at any regular or special Member meetings provided that the proposed amendment has been submitted to the membership not less than ten (10) day prior to such meeting in order to be submitted to the membership, the proposed amendment shall either have been approved by the Board or shall be signed by not less than twenty percent (20%) of the members. The President shall form a By-law committee to draft amendments at his/her request or the request of the majority of the Board.