Office: Chaska High School 545 Pioneer Trail Chaska, Minnesota
Purpose: Subject to the limitations set forth in these Articles of Association, the general purpose of the Hawks Booster Club, Inc. (hereinafter known as “the Organization”) shall be to support athletics and co-curricular activities at Chaska High School. The Organization shall be organized under Dec. 501 (3) of the Internal Revenue Code or its corresponding provisions.
The Corporation shall have three classes of members.
- Board of Directors
- General Members: A general member in the organization shall be any person who either resided in School District 112 or who is a person who is interested in the co-curricular programs of School District 112.
- Patrons: A Patron is a person or family who contributes at least twenty five dollars ($25.00) each year to the Organization. (Amount may be amended).
- The Organization may elect to establish multiple classes of membership providing varying membership privileges based on the amount of membership fees established for each class.
Voting Right: Board of Directors shall be entitled to one vote at general meetings. General Members and Patrons are not voting members of the Organization.
Fiscal Year of the Organization shall begin on the first day of July and end on the 30th day of June each year.
Compensation: No Director or Member shall be paid a salary or other compensation for his or her service as a member. However, when authorized by a majority of the Board of Directors, present and voting, a member may be reimbursed for reasonable and necessary expenses incurred in carrying out his or her duties as a member or patron of the Organization.
Annual Meeting: A general meeting of the members shall be held during the month of August each year, for the transaction of such business as may come before the meeting, on a day to be specified by the Board of Directors.
Meetings: The President or Secretary, or any two directors may call Meetings of the members at any time. Notice of each such special meeting shall be mailed electronically (emailed) to each Director at least three (3) days before the day of the meeting, or by telephone two (2) days before the day of the meeting. Also, by action of the Board of Directors or by petition of at least 1/3 or the patron and general membership, meetings shall be held at the High School unless otherwise designated by the Board of Directors.
Special Meetings: Election of new Board Members shall be held at the regularly scheduled meeting held in early May of each year, or at any other special meeting.
Quorum and Manner of Acting: A majority of the board of directors shall constitute a quorum for the transaction of business at any meeting of the board, including two members of the Executive Committee.
Board of Directors (BOD)
The Board of Directors shall manage the affairs of the Organization.
The BOD shall appoint a person or persons to manage the inventory, preparation and security of the Organization’s operations. That person or persons shall by wholly responsible to the Board of Directors. The BOD shall appoint such other persons to manage operations of the Organization as necessary.
Election: All Board members shall be elected from a list provided to the membership of the membership by the Nominating Committee. The Nominating Committee shall consist of present Board members who either volunteer of are selected by the President of the Organization. Reasonable effort shall be made to nominate a member for election to the Board from each of the areas including the district: Nominations may also be taken form the floor during the first annual meeting of each year.
Number-Tenure: There shall be up to eleven (11) voting members of the Board of Directors. The term of all members shall be a minimum of two years and a maximum of 4 years in duration.
The Officers of the organization shall be elected annually by the Board of Directors. New officers may be created and filled at any meeting, each officer shall hold office until a successor shall have been qualified and duly elected.
Removal: Any director may be removed for the Board, with or without cause, by a majority vote of the Board of Directors at a duly called meeting. The Board of Directors may remove any officer whenever in its judgment the best interests of the Organization would be served thereby.
Vacancies: In the event of death, resignation or removal of a Director or Officer a successor shall be appointed by the remaining members of the Board and that person shall serve the remainder of the term.
Action taken without a meeting: The Directors shall have the right to take any action in the absence of a meeting, which they could take a meeting by obtaining the approval of a majority of the Directors. Any action so approved shall have the same effect as though taken at a regular meeting.
Ex-Officio Members: There shall be two (2) ex-officio members of the Board of Directors. Ex-officio members shall serve terms which are concurrent with the Board. One member shall represent the Activities Department and the other the Chaska HighSchool Student Council. The ex-officio members shall not be entitled to vote at Board Meetings.
Executive-Committee: There shall be an executive committee of the board of directors consisting of the President, Vice President, Secretary and Treasurer. The duties of said committee will be as specified by the Board of Directors.
Officers: The officers of the Organization shall be a President, Vice President, Secretary, and Treasurer and such other officers as the Board of Directors may from time to time create. All officers shall be members of the Board of Directors and shall be elected by the Board of Directors at the regularly scheduled meeting in May.
Duties: The duties of the Officers and the members of the Board of Directors are as follows:
- President: The President shall be the principal executive officer of the Organization, shall preside at all meetings of the members and of the Board of Directors, and shall see that all orders and resolutions of the Board and/or members are carried out.
- Vice President: The Vice President shall act in the place and stead of the President in the event of his or her absence, inability, or refusal to act. The Vice President shall be responsible for promoting the goals and activities of the Organization and shall perform such other duties as may be required by the Board.
- Secretary: The Secretary shall record the votes and keep the minutes of all meetings; see that all notices are duly give in accordance with the provisions of these Bylaws; be responsible for and in charge of the custody of the corporate records; keep appropriate current records showing the members of the Board of Directors together with their addresses and shall perform such other duties as are required by the Board.
- Treasurer: The Treasurer shall receive and deposit in appropriate bank accounts all monies of the Organization and shall disburse such funds as directed by resolution of the Board of Directors; shall sign all checks of the Organization; shall keep proper books and records of accounts; shall prepare an annual budget and a statement of income and expenditures to be presented to the membership at the regular meetings; and shall perform other such duties as required by the Board.
Checks, deposits, funds and contracts
All checks and drafts of orders for the payment of money issued in the name of the Organization shall be signed by the Treasurer in such a manner as is determined by the BOD. All funds deposited in the name of the Organization will be as determined by the BOD. Checks over $2,000 shall require two signatures. (President, Vice President, or Secretary).
Disbursement will be made by the Organization based on needs and funds available in accordance with proper procedures and practices to improve all District 112 Co-Curricular activities.
Gifts: The BOD may accept on behalf of the Organization any contribution, gift, bequest or devise for the general purpose or for any special purpose of the corporation.
Contracts: Any contract entered into the name or on behalf of the Organization must be approved by either the Board of Directors of the Executive committee in advance, only the President or Vice President and the Secretary or Treasurer may sign such contracts on behalf of the Organization.
Loans: No loans shall be made from organization funds at any time.
These bylaws may be amended, repealed, or altered, in whole or in part a) by a two-thirds (2/3) majority of the BOD present and entitled to vote and at any regular meeting or any special meeting where such action has been announced in the notice of said meeting, or b) by a majority vote of the members.