ARTICLE 1 – NAME
The name of this organization is the “Thornton Dance Booster Club Inc.”, hereinafter referred to as the
Club or Booster Club.
ARTICLE 2 – PURPOSE
The Club will serve to support the City of Thornton Dance Team Program through fundraising and volunteerism in order to foster showcase presentations, recitals and national and international performances. Funds raised will be used to help defray the costs of costumes, participation in events and competitions.
ARTICLE 3 – MEMBERSHIP
Membership will be available to all parents and/or legal guardians whose child participates in the City of Thornton Dance Team Program. Members agree to uphold the policies of this organization and agree to these By-laws.
An annual membership fee of $30 per family will be collected upon acceptance of students into the team. This fee will be used towards costumes, fundraising fees, and other expenses voted on by the board and members. In addition, a minimum of 3 hours of volunteer work per family per year is expected. Donations may be needed for certain fundraising events. An updated copy of by-laws will be provided to each member (via email) by the current officers.
General Membership Meetings
A mandatory meeting for the general members will be held once a year one month following team selection with the purpose of electing new members to the Executive Board and voting on changes to by-laws and policies. Newly elected officers will assume their responsibilities the first day of the month following team selection. This meeting will be announced via email and posted on the bulletin board outside the Thornton Community Center Dance classroom.
The Secretary shall provide a copy of proposed changes to each member at least forty eight (48) hours prior to the annual meeting. Each member may take thirty (30) seconds for each proposed change to state why they approve or disapprove of said changes.
a. Voting rights based on one vote per family with at least one dancer in the City of Thornton Dance Team Program
b. Participation in Booster Club organized fundraising activities
c. Receipt of Booster Club correspondence
d. Attendance and Participation at Booster Club meetings
e. Election of Officers and Major expenditures will be voted upon by general membership
All members are expected to take an active part in raising funds for the Thornton Dance Booster Club.
ARTICLE 4 – EXECUTIVE BOARD
The general members of the Club shall elect unpaid officers from its membership to the Executive Board (“Board”). It is the responsibility of the Board to ensure that the Club’s purpose is carried out. The Board shall operate and maintain, or delegate the operation and maintenance to a general member, the Club’s website, Facebook, email and any other social media. Officers of the Board shall be elected every two years at the mandatory meeting of the general membership, commencing in the year 2014. Officers shall serve a minimum term of two (2) years. Officers of the board shall include a President, Co-President, Secretary and a Treasurer and such others as the Dance Booster Club shall find necessary.
A minimum of three members of the Board must be present to conduct business and establish a quorum. Officers will adhere to by-laws and policies of the Club. Passage of a motion requires a simple majority vote.
a. President / Co-President – The President shall preside at all meetings of the Club and of the Board; appoint and/or dissolve committees with the concurrence of the Board; serve as a member of all committees; supervise all business affairs of the organization; and sign all official documents of the organization. The President is co-signor on the Club’s bank account and will monitor and assess goals and budget performance of the Club. The President shall serve as primary spokesperson for the Club, except as otherwise specified The President shall serve as liaison between the Club and fundraising companies.
b Secretary – The Secretary shall maintain the records of the meeting minutes. Record all business transacted at each meeting of the Club and the Board. Conduct and report all correspondence on behalf of the organization. The Secretary shall distribute communication on behalf of the Club or assign such distribution to other members of the Board. Upon completion of his/her term in office, the Secretary shall deliver all books, papers, and reports to the incoming Secretary.
c. Treasurer – The Treasurer shall have charge and custody of and be responsible for all funds and/or securities of the Club. The Treasurers shall be responsible for maintaining the Club’s accounts receivable and accounts payable from/to any source, and deposit any and all monies received on behalf of the Club into the financial account of the Club. The Treasurer shall present detailed records of all incoming and outgoing monies at each Board meeting and the annual mandatory meeting of the general membership. The Treasurer will ensure that any expenditure not budgeted, or in excess of existing budgets, is approved by the Board. The Treasurer is a co-signor on the bank account. The treasurer shall file all necessary documents with the State or IRS as required by law. The treasurer shall provide a Treasurer’s report for all meetings of the Executive Board as well as for all General Membership Meetings.
Vacancy of Office
In the event that an office becomes vacant before the term is fulfilled, the Board shall convene a special meeting of the general members of the Club for the purpose of electing an interim officer to fulfill the current term of the vacant office. The meeting will be announced by email to the general membership members. Members shall be present to vote.
Executive Board Meeting
Meetings shall be held quarterly, unless otherwise agreed upon in advance by the voting majority. Meetings shall be held at the Thornton Community Center, unless otherwise noted, business can also be conducted via email, text, or phone as needed. The meeting calendar should be set by the board at the beginning of the year.
Additional meetings will be held a week prior to any major event to coordinate and finalize the events set up development and needs.
Attendance is recommended but not required.
Meeting minutes will be sent via email to all members of the board no later than forty eight (48) hours after a meeting. The meeting agenda for the next scheduled meeting will be sent via email at least forty eight (48) hours in advance of the scheduled meeting.
Special meetings of the Club may be called at the discretion of the Board. All members will be given written notice, via electronic mail, forty eight (48) hours in advance of such meetings.
ARTICLE 5 – LEADERSHIP MEMBERS
Leadership Members shall include: Volunteer/Donations Coordinator (1), Fundraising/Event Coordinator (1) and such others as the Club deems necessary.
The job descriptions of the above positions are as follows:
a. Volunteer/Donations Coordinator: Duties to include recruiting and managing volunteers for all coordinated Booster Club events, working closely with the Event Coordinator(s) and Fundraiser Coordinator; maintaining a database of general members; using online tools as needed to solicit help and/or donations for events; and report to the Board the details regarding volunteers and donations for specific events.
b. Fundraising/Event Coordinator: Duties to include soliciting businesses for fundraising events; coordinating events with businesses; working with the Volunteer/Donations Coordinator to supply and staff the event, advertise the event and supervise the event; seeking performance opportunities for the dance teams at a wide range of venues; and following through with businesses until their payment(s) is/are received by the Booster Club.
All Leadership Members are required to attend all Booster Club meetings of the general membership and the Board; and present report(s) at such meetings.
ARTICLE 6 – QUORUM, VOTING, CHANGES TO BY-LAWS AND POLICY
A quorum shall consist of two-thirds (2/3) of the active general membership. All active general members (parents or legal guardians) may vote on issues at a general meeting constituting a quorum. Members must vote in person. Each member shall have one vote per family. Approval of all items other than by-laws and policy changes require a majority vote of members present. By-laws and policy changes require two-thirds (2/3) majority vote of a quorum. Except as provided in Article 4, above, or this Article 6, by-laws and policy changes shall be done at the annual mandatory meeting. Proposed changes to by-laws or policies shall be submitted to the President by the last Executive Board meeting of the year. Emergency changes to policy or by-laws may be proposed at any time. The Board will determine if the proposed changes will be tabled for the annual mandatory meeting or if a special meeting should be held.
ARTICLE 7 – FINANCES
A budget and fee structure shall be presented at the annual meeting for approval by a majority vote of the members present.
No part of the earnings of the Club shall be for the benefit of, or be distributed to, its members, directors, officers, or other private persons, except that the Club shall be authorized to pay reasonable compensations for services rendered. Notwithstanding any other provision of these by-laws, the Club shall not carry on any other activities not permitted to be carried on by a corporation exempt from federal income tax under Section 501 (c)(3) of the Internal Revenue Code.
The Treasurer shall keep accurate records of any disbursements, income and bank account information. Two signatures/authorizations will be required for any expenditure over $500. Authorized signers shall be the Co-Presidents, Event Coordinators and Treasurer.
Any time money is counted, two members must be present and shall provide documentation containing the signatures of the two members conducting the count. A balance sheet must be added to the report of any money exchange, stating initial and ending balance, currency unit count and detail lines of income. Monies and documentation will be held in a money bag/box and shall be turned into the Treasurer within 24 hours following any function where money is collected. If the Treasurer is unavailable the money bag will be given to one of the Co-Presidents.
To receive reimbursement of expenses the requester must complete a Voucher Form clearly identifying the purchase and the reason for reimbursement. Receipts are to be attached to the Voucher Form.
External auditing may occur by an outside entity if recommended by the Board, or a majority vote of members at a Booster Club meeting.
Any expenditure or commitments not budgeted, or in excess of existing budgets, must be approved by the Board. Any unbudgeted expense requests of $150 or more must be approved by the general membership.
ARTICLE 8 – AMENDMENTS TO BY-LAWS
The by-Laws shall be reviewed annually by the Board. Amendments to these by-laws can be made only upon notification to the active general membership. Voting on by-laws amendments shall take place no sooner than forty eight (48) hours after notification to the active membership. Approval of an amendment requires a two-thirds (2/3) vote of a quorum of the general members. Absentee votes will not be counted for any by-laws amendments.
ARTICLE 9 – DISSOLUTION
Upon dissolution of the Thornton Dance Booster Club Inc., all assets on hand after payment of all legal obligations, shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or shall be distributed to the City of Thornton local government to be used specifically for the City of Thornton Recreational Dance Program that is open to the public.