CHARTER AND BY LAWS

 

 

ARTICLE I – Objective and Name

 

Section 1.01 – Objective. This organization will be a nonprofit, unincorporated association organized under the laws of the State of Washington. In the event the laws of the State of Washington will require a different form of entity, this organization will take such steps as may be necessary to reform itself to meet such requirements.

 

Section 1.02 – Name. The name of the organization shall be the KIONA-BENTON BEARS ATHLETIC BOOSTER CLUB, commonly known as Ki-Be Bears Booster Club, hereafter referred to as the “Booster Club.”

 

ARTICLE II – Purpose and Mission

 

Section 2.01 – Purpose. The Booster Club shall exist for the purpose of broadening the involvement of students, their parents (or legal guardians), their families and the school through support for all students’ activities in inter-school athletic programs. The organization is organized exclusively for charitable, religious, educational, and/or scientific purposes under Section 501(c)(3) of the Internal Revenue Code.

 

Section 2.02 – Mission. The Booster Club works to achieve its mission through seeking the active participation of as many parents or legal guardians, families, educators, administrators and the community as possible in Booster Club programs and events, and works closely with the coaches, the athletic or activities director, the principal, and the KIONA-BENTON High School and KIONA-BENTON School District Administrations. The Booster Club seeks to:

 

a.) Support, promote, and maintain a KIONA-BENTON BEARS BOOSTERS standard of integrity, success and good sportsmanship in all athletic activities.

 

b.) Foster and promote goodwill and fraternal spirit.

 

c.) Promote and encourage all students to be involved in athletics, either as an active participant or as a volunteer assistant.

 

d.) Promote and encourage better attendance at all sports activities by the parents, families, friends, students, faculty and administration of the school and KIONA-BENTON School District.

 

e.) Raise funds through any of the activities permitted by nonprofit organizations under Section 501(c)(3) of the Internal Revenue Code and applicable laws of Washington.

 

f.) Facilitate opportunities for meeting the expenses of the various athletic programs through volunteer services and other means.

 

g.) Organize the sports banquet for all fall, winter, and spring awards. Communicating with team coaches as to their needs and requirements for such events.

 

ARTICLE III – Membership and Fees

 

Section 3.01 – Membership. Membership in the Booster Club shall consist of parents and legal guardians, alumni, coaches, and friends of all KIONA-BENTON BEARS students and other sports enthusiasts interested in promoting student athletics.

 

Section 3.02 – Membership Fees. There will be yearly membership dues of five dollars ($5.00) per person, up to a maximum of ten dollars ($10.00) per family. Dues shall be payable upon application for membership. Dues may be increased or decreased by the Executive Board at a regularly held meeting.

 

Section 3.03 – Membership Eligibility. Only eligible members shall hold office, vote in elections for officers or in any matter requiring the consent of the membership. In addition, only members shall be allowed to submit resolutions or proposals for action by the membership, or the Executive Board.

 

Section 3.04 – Members Right to Privacy.   Any personal information gathered or requested by the Booster Club is for the sole use of the Booster Club and will not be made available to any other organization.

 

ARTICLE IV – Officers

 

Section 4.01 – Officers. Officers of the Booster Club shall consist of a President, a Vice President, a Treasurer, a Co-Treasurer, a Secretary, and a Member At-Large. The President and Treasurer cannot be from the same household. There shall also be elected at-large members whose responsibilities are described in Article V, and one chairperson of each Standing Committee.

 

Section 4.02 – Officers Eligibility. In order to be eligible to be elected as an officer, a member must be a current member of the Booster Club and needs to have attended at least three regularly scheduled meetings. In the instance that no nominations are received for an officer position, the position may be opened up to all individuals with a majority vote of the members present at the April or May meeting.

 

(a) Election. The election of officers shall occur at the May meeting. Nominations for the officer positions shall be made from the floor at the April and May meetings. The current officers shall transition their responsibilities to the newly elected officers no later than June 30.

 

(b) Terms of Office.  All officers shall serve a term of one (1) year, or until their successor assumes the duties of the office. Each term shall begin July 1st and end no later than June 30th.

 

(c) Vacancy. Any officer vacancy that arises shall be filled by appointment of the Executive Board, and the person selected to fill such vacancy shall hold the office for the unexpired term of his or her predecessor.

 

Section 4.03 – Duties of Officers.

 

(a) PRESIDENT: Preside at all meetings; Appoint standing committee chairpersons with the concurrence of the Executive Board; Appoint and/or dissolve all other committees as required; Serve as ex-officio member of all committees; Serve as primary spokesperson for the Club, except as otherwise specified; Direct goals and budget performance; Have an official signature card on file with the bank utilized to manage the funds of the Club and have electronic access to said accounts.

 

(b) VICE PRESIDENT: The Vice President shall act as President, on a rotational basis, in the event of the President’s absence, death, or incapacity. In the event of a resignation or termination of the President, the Vice President, with the consent of the Executive Board, shall assume the duties for the balance of the term.

 

(c)  SECRETARY: The Secretary shall be responsible for keeping all active records of the Booster Club in his/her possession for the current year and one year past. All historical data including the minutes of all regular and special meetings will be kept in a secure location on the school premises as designated by the Athletic Director excluding the Booster Club financial records. The Secretary shall also distribute the minutes of the previous meeting at the regular meeting and make the minutes available to any member of the Booster Club. The Secretary shall be responsible for the mailing (regular mail or e-mail) of the minutes to the Executive Board only for review one (1) week before the next regularly scheduled meeting. After approval at the next meeting, the minutes will be distributed to the general membership and posted to the website.

 

(d) TREASURER(S): The Treasurer shall receive all monies due or received by the Booster Club through its various activities and deposit same in the bank account approved by the Booster Club. The Treasurer shall disburse the funds of the Booster Club only for the purposes approved by the Booster Club, as may be required from time to time and shall file such reports, including tax reporting and returns, as may be required under law.

 

Section 4.04 – Restrictions. No Officer of the Booster Club shall use his or her position for personal profit or gain including the personal profit or gain of the members of the Officer’s household. This prohibition shall have the widest interpretation possible and shall preclude such actions as hiring for pay, any member of the household of a Booster Club Officers (unless approved by vote of the general membership) for such services as concession stand workers, stadium clean up and similar tasks. The restriction also precludes Officers selling or consigning for sale items through the Booster Club. However, nothing in this prohibition shall preclude a member of the household of a Booster Club Officer from receiving a scholarship awarded by the Booster Club; provided however, that the Booster Club Officer shall excuse him/herself from any discussion or consideration including any vote of any member of their household for a scholarship.

 

Section 4.05 – Code of Ethics. Kiona-Benton Bears Athletic Booster Club Board Members will sign the Code of Ethics which defines accepted and acceptable Booster Club behaviors; to help promote high standards of practice; to provide a benchmark for Booster Club officers and directors to use for self-evaluation and to establish a framework for professional behavior and responsibility.

 

Section 4.06 – Removal. Officers may be removed from office upon a showing of good cause. Such removal shall be made upon recommendation of the Executive Board and majority vote of the membership. The Executive Board shall call a Special Meeting for these purposes.

 

ARTICLE V – Executive Board

 

Section 5.01 – The Board shall be responsible to act on behalf of the Booster Club in the management of the business affairs of the organization, except for matters decided by a vote in the General Membership Meetings.   The Executive Board shall consist of:

(a)  President

(b)  Vice-President

(c)  Secretary

(d)  Treasurer  

(e)  Co-Treasurer (may be held by a current board member)

(f)  Elected At-large Member – Membership

(g)  Elected At-Large Member – Honorary

(h)  Athletic Director of KIONA – BENTON High School

(i)  One Chairperson of each Standing Committee as defined in Article VI.  

 

 Section 5.02 – The Executive Board shall:

 

 (a)  Approve the expenditure of all general funds up to $500 per request.   Any expenditure of general funds above $500 shall require an advance approval vote by the Executive Board and then be presented at a General Membership Meeting for approval.

 

 (b)  Approve the President’s creation and dissolution of all necessary Committees and Chairpersons.  

 

 (c)  Set the time and date of General Membership Meetings and give members timely notification;

 

 (d) Approve goals and budget targets annually; and

 

 (e) Review the annual budget, monthly financial reports, and monthly financial statements issued by the bank utilized to manage the funds of the Booster Club (including other official bank records for team accounts utilizing the 501(c)(3) status of the Booster Club) at a minimum, every three months. Bank issued financial statements shall be provided to all Executive Board Members at said meetings by the President.

 

Section 5.03 – The Executive Board shall consist of the current officers of the Booster Club, the immediate past President, the immediate past Treasurer, and the Athletic Director. The members of the Executive Board shall serve until election and qualification of their successors.

 

Section 5.04 – The duties of the Executive Board shall consist of, but not limited to, the following:

(a) To transact necessary business in the intervals between regular meetings and such other business as may be referred to it by the Booster Club.

 

(b) To approve the plans of the standing committees.

 

(c) To present reports at the regular meetings of the activities of the standing committees.

 

(d) To establish the selection criteria for the scholarships to be awarded annually, as financially prudent, by the Booster Club and select the scholarship recipients.

 

Section 5.05 – Meetings of the Executive Board shall be held as deemed necessary to act on outstanding business. Five members from the Executive Board shall constitute a quorum. Special Meetings of the Board may be called by the President or by a majority of the members of the Board.

 

ARTICLE VI – Standing Committees

 

Section 6.01 – Standing Committees.   Standing Committees are those required to function throughout the year. Chairpersons shall be appointed by the President, subject to the approval of the Executive Board. Standing Committees and their primary functions follow.

 

(a) MEMBERHIP COMMITTEE. The Membership Committee shall maintain a complete and current list of all annual and lifetime members, collect dues, and produce the team fund report following each sport’s season. The report will be shared with the Club’s General Membership and the Club Treasurer who will distribute the funds according to the teams’ encumbered funds.   Further, the Membership Committee shall conduct ongoing efforts to recruit new members.  

 

(b) FUNDRAISING COMMITTEE.  The Fundraising Committee shall provide recommendations to the Executive Board of Directors for current fiscal years fundraising activities.

 

The Fundraising Committee shall:

 

1. Work with parents and volunteers to distribute information on fundraising events,
    

2. Appoint and establish committees with approval of the Executive Board of Directors,
    

3. Organize and/or head, or oversee committees appointed to organize and head, all fundraising activities of the Booster Club.
    

4. Maintain a log of all transactions, money collected, etc. Any monies collected must be turned over promptly to the treasurer.

 

(c) The CAVE SPIRIT SHOP. The CAVE Spirit Shop Committee shall coordinate the promotion of school spirit through the sale of apparel and memorabilia, bearing the K-BE logo, at a nominal price.

           

The Spirit Shop Committee shall:

 

1. Manage the inventory of The CAVE to meet the changing needs of the student body;

 

2. Record an accurate and timely account of revenues and expenses of The CAVE and coordinate its financial operation with the Booster Club Treasurer; and

 

3. Report the ongoing operational and financial status of The CAVE’s operation to the Booster Club’s Executive Board on a periodic basis.

 

(d) SCHOLARHIP COMMITTEE. The Executive Board shall be responsible for establishing the selection criteria for the one or two scholarships awarded as deemed financially prudent by the Booster Club. Student athletes shall be advised of the selection criteria and the date by which all application material shall be submitted. All student athletes who regularly attend KIONA-BENTON High School, that are in their senior year and on track for graduation are eligible to apply for scholarship consideration.

 

The Scholarship Criteria and Review Process:

 

1. The Executive Board shall meet and review all applications received. The Executive Board shall select the best-qualified applicants based upon the criteria previously established by the Board and without regard to race, age, national origin, or religion of any applicant. A member of the household of a Booster Club Officer or Executive Board member shall not be ineligible from receiving a scholarship if otherwise eligible for consideration of the scholarship awarded by the Booster Club, provided however, that the Booster Club Officer or Executive Board member excuses him/herself from any discussion or consideration including any vote of any member of their household for a scholarship. The decision of the Executive Board shall be final.
    

2. Any student athlete selected to receive a scholarship may delay receipt of the scholarship funds for a period of up to two (2) years from the beginning of the academic school year that immediately follows his/her graduation from KIONA-BENTON High School . The scholarship funds shall be used solely by the scholarship recipient for tuition, books, fees charged by a post-secondary educational institution and housing and food costs charged by the post-secondary educational institution for student residence. All scholarship funds will be paid directly to the institution upon proof by the recipient that she/he is enrolled as a full time student in an accredited, post-secondary educational institution. A copy of a class registration or other formal document issued by the Office of the Registrar or similar office of the post-secondary educational institution shall be retained in the Booster Club records.
    

3. The following formula shall be used as the selection criteria for the annual scholarship awards and may be reviewed and updated by the Executive Board annually.

 

Scholarship Selection Process:

 

1. The major selection criteria shall be from a participating and academic formula as follows:

(a) Grade point average at the time of the application, times the number of years of participation in an individual sport(must receive participation certificate)

(b) Calculate the formula to each sport throughout seven semesters of High School.

(c) Only sports participation at KIONA-BENTON High School will be considered.

(d) Add the formula together of each individual sport to obtain the total point value.

 

2. Add one (1) point to the total for each season a varsity letter was earned in all sports.

 

3. Add points from steps #1 and #2 above to obtain total points.

 

4. Please provide an essay containing 300 words or less expressing to the scholarship committee why you feel you should be selected as this year’s recipient.

 

5. The female and male student athletes with the highest total points shall be declared the winners of the scholarships.

 

6. In case of a tie in total points, the KIONA-BENTON BEARS Athletic Booster Club Executive Board will determine the winner.

 

Section 6.02 – Standing Committee Chairpersons.  Standing Committee Chairpersons shall recruit as many members as necessary to accomplish the responsibility of the Committee.  The Chairperson shall also keep a historical file of the year’s proceedings, financial records, vendor contacts, etc., for turnover to his/her successor.   At the end of each fiscal year, these committee records should be turned over to the Committee Chairperson successor.  

 

Section 6.03 –   The Executive Board may create such standing committee as it may deem necessary to promote the objective of and carry on the work of the Booster Club. The term of each chairperson shall be for one (1) year or until the selection and qualification of a successor.

 

Section 6.04 –   The power to form special committees and appoint their members rests with a majority vote of the Executive Board and the President. The President shall be a member ex-officio of all committees.

 

ARTICLE VII – Team Representatives

 

Section 7.01 – Each team shall have a team representative present at each General Membership Meeting.

 

Section 7.02 – Team Representatives shall disseminate information from the General Membership Meeting to the team coach, athletes, and parents.

 

Section 7.03 – Team Representatives shall review the monthly financial report issued by the Treasurer, paying particular attention to the encumbered fund(s) for which he/she is a Team Representative. Any points requiring clarification should be raised as soon as possible or within a reasonable time frame with the Executive Board and/or the Team Coach/Parents.

 

Section 7.04 – Teams are responsible to contribute to projects and fundraising activities as called upon.

 

Section 7.05 – For voting purposes, on matters for which it is appropriate to ensure equal representation for each team sport, the following rules apply:   

(a) Only the team representative, alternate or team coach may vote.

(b) Team representatives can represent no more than two teams and have no more than two votes. 

(c) No proxy votes will be accepted.

 

ARTICLE VIII – Relationship with the Principal and Athletic/Activity Director

 

Section 8.01 – The Booster Club shall operate in full support of the school principal, the athletic/activity director, and the coaches. At no time shall the Booster Club make recommendations directly involved in the day to day operation of KIONA-BENTON High School athletic programs. The Booster Club serves only to support the school athletic programs and has no voice in direction of policy established by the school Principal or the Athletic/Activity Director.

 

Section 8.02 – Members of the Booster Club including the Officers and members of the Executive Board are free to express their opinions on all matters relating to athletics at KIONA-BENTON High School to the Principal, Athletic/Activity Director and members of the administration of the KIONA-BENTON School District and nothing in these by-laws shall be interpreted or construed as limited that right of expression. However, at no time shall any member, including Officers and members of the Executive Board, represent or imply that their views are supported by the Booster Club. Every member shall clearly and expressly represent that their opinions are not being provided in their capacity as a member of the Booster Club.

 

ARTICLE IX – Meetings

 

Section 9.01 – Regular Meetings.  Regular meetings of the Booster Club shall be held on the third Monday of the month at 6:30 p.m. during the academic school year (July through June).

 

Section 9.02 – SPECIAL MEETINGS.  The Executive Board, upon reasonable notice to the membership, may call special meetings.

 

Section 9.03 – QUARUM.  Five (5) members from the general membership including coaches and officers shall constitute a quorum for the transaction of business in any meeting of the Booster Club.

 

ARTICLE X – Allocation of Non-Operational Funds

 

Section 10.01 – Requisition of Funds.

(a) Requested funds transactions submitted to the Booster Club shall be presented in writing on such forms as established by the Booster Club and shall be accompanied by supporting documentation.

 

(b) Requisitions for allocation of General Funds from the KI-BE Sport team or other entities with monies deposited with the Booster Club forms shall be turned in to the Secretary on the required form two (2) weeks before the next scheduled Booster Club meeting. The requests for funds shall be sent out with the agenda to the membership for the meeting at which the request will be heard.

 

(c) A verbal presentation shall be made at the meeting by the requestor or, in the case of a conflict a delegate, during which the nature, purpose, amount, and other details relating to the requisition shall be explained to the membership. The membership shall be given the opportunity to ask questions and discuss the requisition. The requisition will then be acted upon by the membership, which may vote to approve, deny or approve with modifications.

 

(d) Factors to be considered by the membership in regard to any requisition of General Booster  funds include, but shall not be limited to:

1. The Booster Club’s annual budget and current financial condition.

2. Participation by the requestor’s sport in the fundraising and other membership activities of the Booster Club.

3. The amount of any funds contributed by the requestor’s sport toward the total cost of the requested item(s).

4. The amount and frequency of previous requisitions from the particular sport in relation to other sports.

5. The compatibility of the requested item(s) with the mission, bylaws and policies of the Booster Club.

 

Section 10.02 – Monies and Records. All monies of the Booster Club shall be placed under the name of “KIONA-BENTON BEARS ATHLETIC BOOSTER CLUB” in a general operating fund maintained in a local financial institution as designated by the Executive Board. An official signature card shall be on file with the selected financial institution limiting signature authority to the current officers.

 

(a) Disbursements from the Booster General Fund account shall require submittal of the required funds request form, signed by the requestor. Disbursements in excess of five hundred dollars ($500.00) shall be made by check, signed by two previously authorized (2) officers. Disbursements of five hundred dollars ($500.00) or less may be made by check, signed by a previously authorized officer.

 

(b) Disbursements from any Sport account shall require submittal of the required funds request form signed by the appropriated Head Coach and shall be made by check, signed by one officer, usually the Treasurer. A vote is not required to disburse monies from the individual Sport accounts.

 

(c) No reimbursements will be given for purchases made from the General Fund without prior Booster Club approval. In the event of an extenuating circumstance, where a requestor is unable to prepare their request in the required time frame, an emergency request can be submitted.

 

(d) The Booster Club’s Officers may authorize a disbursement of funds from the General Fund for operating expenses for an unplanned event or other need provided the request complies with customary considerations of the Booster Club. This type of disbursement may only be authorized when it is determined by the Booster Club’s Officers to be urgent in nature. The secretary will poll the Officers via email and retain copies of the replies with the written request. The request will be approved only by a majority vote. The Booster Club shall move for formal ratification of the disbursement by the general membership at the next regularly scheduled Booster Club meeting.

 

ARTICLE XI – Property Ownership and Use

 

Section 11.01 – Property and Earnings Rights. All property, earnings, or monetary rights acquired by the Booster Club shall remain the sole property of the Booster Club. Membership in the Booster Club shall not vest any right, title or interest in or to any property, earnings or monetary rights of KIONA-BENTON High School or the Booster Club member or officer. In addition, no title to any property, earnings or other rights having monetary value acquired by the Booster Club shall vest in KIONA-BENTON High School of the KIONA-BENTON School District.

 

Section 11.02 – Property Use. The property of the Booster Club shall be used for the purpose of the Booster Club. Under no circumstances shall any Officer or member of the Executive Board use any Booster Club property, earnings or other rights having a monetary value, for personal use or gain.

 

Section 11.03 – No part of the net earnings of the Booster Club shall inure to the benefit of, or be distributed to its members, trustees officers, or other private persons, except that the Booster Club shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the purpose clause hereof. No substantial part of the activities of the Booster Club shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of this document, the Booster Club shall not carry on any activities not permitted to be carried on (a) any organization exempt from federal income tax under Section 501 (c)(3) of the Internal Revenue Code, or corresponding section of any future tax code, or (b) by an organization, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code, or corresponding section of any future federal tax code.

 

ARTICLE XII – Amendment of These By-laws

 

Section 12.01 – Amendments to the By-laws are to be submitted in writing at a regular Executive Board Meeting prior to the July Meeting. Notice of the amendments shall be publicized by direct mail or e-mail to the membership at least two weeks prior to the July Meeting.

 

Section 12.02 – Amendments may be adopted at the August Meeting by a 2/3 majority of those Booster Club members voting, a quorum being present.

 

ARTICLE XIII – Dissolution of Club

 

Section 13.01 – Dissolution of the Club entity.   Should the KIONA-BENTON BEARS Athletic Booster Club cease to operate as a legal entity, all of the Booster Club assets and cash will be distributed equally, to all active athletic teams and clubs at KIONA BENTON HIGH SCHOOL . Distribution will be calculated in the following manner; the total sum of the Booster Club’s ending cash balance, including assets converted to cash, divided by the total of all KIONA-BENTON HIGH SCHOOL athletes participating in the previous three sport seasons as determined by ending varsity, junior varsity and freshman rosters prior to the Booster Club’s dissolution.    (Example: $50,000 available divided by 750 athletes participating in the three prior sports seasons equals $66.66 dollars given to each team based upon their athlete roster totals.) Encumbered fund balances for teams or clubs no longer active at Kiona-Benton will be added to the general fund balance prior to the final distribution in the manner described above.

 

ARTICLE XIV – Use of 501(c)(3) by KI-BEHS Non-Athletic Entities

 

Section 14.01 – Any group requesting to use the 501(c)(3) assigned to the KIONA-BENTON BEARS Athletic Boosters must make request in writing and be pre-approved by majority vote and said club shall receive and retain written approval to do so prior to use. Application for use must include group name, mission, and purpose. Any approved groups will follow the same mandates outlined in Article VI. Failure to comply with mandates in Article X will result in retraction of use of the 501(c)(3). Under no circumstances is the tax exempt identification number to be used without prior approval.

 

THESE BY-LAWS WERE READ, APPROVED AND ADOPTED BY THE KIONA-BENTON BEARS ATHLETIC BOOSTER CLUB ON THE 18th DAY OF JANUARY, 2016.

 

Click Here to download pdf of KIONA BENTON BEARS ATHLETIC BOOSTER CLUB By-Laws