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By-Laws2017-18Westerville North High Athletic Booster Club Inc. is dedicated to our community of parents, student athletes, staff, and community members who are committed to cultivating one of the best high schools in America. Centered on the spirit, pride, and tradition of the Warrior Way, our members empower students to become responsible, productive participants in our global society. The Warrior Way - A Warrior is someone who:Respects himself/herself. Respects fellow students.Respects his/her school.Respects his/her family.Respects his/her community.Westerville North Athletic Booster Club Inc.962660-400684Westerville North High School Athletic Booster Club Inc.By-LawsName: Westerville North High School Booster Club anization Mailing Address: 950 County Line RoadWesterville, Ohio 43081Date organization adopted By-Laws:Last revised date: 2017 Ratification date: 8/2017EIN Number31-1174466Current Contact Name: Rachel Sanabria, PresidentARTICLE I – NAME & GENERAL PROVISIONSThe name of the organization is the Westerville North Athletic Booster Club, Inc., herein referred to as WNABC, Inc.The fiscal year of the WNABC, Inc. shall commence on the first day of July of each year and shall terminate on the last day of June in each year. Elected Officers shall serve for one year from the second to last meeting. Elected Officers include: President, Vice-President, Treasurer, Secretary, Parent Council Representative and Concessions Coordinator.The registered office of WNABC is located at Westerville North High School; 950 County Line Road, Westerville, Ohio 43081. ARTICLE II – PURPOSESection 1. The purpose of the WNABC shall be to support athletic activities of Westerville North High School. This will be accomplished by:Developing an organization with an active and involved membership that is focused and concerned with the total athletic program and all of its participants regardless of sex race, socio-economic status or chosen sports activity.Responsibly raising and allocating funds to support athletes, the athletic programs, and athletic facilities at Westerville North High School;Creating and developing ideas, projects and other assistance to further the Westerville North Athletic program.Supporting and encouraging the academic endeavors of Westerville North’s student athletes;Promoting interest and attendance at all Westerville North school district events and competitions. Section 2. In executing its purpose and responsibilities, this organization shall not interfere in any way with the administrative policies of the Westerville School District. The WNABC, Inc. shall operate in a spirit of friendly cooperation with the Westerville North Athletic Director and other school administrative officials to achieve its purpose.Section 3. The WNABC organization is organized exclusively for charitable, scientific, literary, and/or educational purposes within and under the meaning of Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code. No part of net earnings of the organization shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the organization 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 part of the activities of the organization shall be carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in attempting in any political campaign on behalf of any candidate for public office.Section 4. In accordance with Ohio, this association further defines children and youth as birth through 23 years of age. ARTICLE III – BASIC POLICIESSection 1. The WNABC Inc. shall keep minutes of meetings, a membership list, and accounting records sufficient to establish the items of gross income and disbursements of the organization, including dues collected from its members. Such books of account and records shall at all times be open to inspection.Section 2. The WNABC Inc. shall:File form 990 or 990EZ with a Schedule A if gross receipts exceed $25,000 annually or file a form 990 N if gross receipts do not exceed $25,000 annually with the IRS.Section 3. The WNABC Inc. in accordance with the Ohio Attorney General’s Office shall:File Charitable Registration Form regardless of gross receipts Pay any associated fees applicable to maintain the legal status of the organization and 501(c)(3) status ARTICLE IV – MEMBERSHIP AND DUESSection 1. Membership in the WNABC Inc. shall be open to all adults (18 years or older) who subscribe to the purpose and function of the WNABC Inc. Each member in good standing has the opportunity to participate in all booster club general activities, including but not limited to: presenting motions, discussions, and voting.Section 2. One Primary Team Booster Representative annual membership due will be assessed to each one of the OHSAA recognized athletic teams at the beginning of each fiscal year. This membership due will cover one (1) team representative membership. Section 3. Membership in the WNABC Inc. and participation in its affairs shall be open to any person without regard to religion, race, color, sex, national origin, marital status, sexual orientation, handicapping condition or other legally prohibited factors. Section 4. Members do not have to have students currently enrolled at Westerville North High School; however, they are prohibited from holding an Executive Officer position if they do not have students enrolled at Westerville North High School.Section 5. Members are entitled to only one vote although they may be serving in more than one position. There shall be no voting by proxy in any type meeting of the WNABC Inc.Section 6. Only current members of the WNABC Inc. may serve in any elective or appointive positions or participate in any business of the WNABC Inc.Section 7. Annual membership is established by payment of a per annum fee determined by the WNABC Inc. Executive Committee at the beginning of each year. Each team will be charged for one Primary Booster Membership. The Primary Booster and Head Coach may elect to cover the cost of additional Booster memberships. Other voluntary contributions to the organization will be permitted and accepted.Section 8. Annual General and Administration fees charged to each athletic team will be determined at the first WNABC Executive Committee meeting and presented to the General Membership at the first WNABC General Meeting.ARTICLE V – EXECUTIVE OFFICERSSection 1. The business of the WNABC, Inc. shall be conducted by an Executive Board consisting of the officers and committee chairpersons appointed by the president from the general membership and approved by a majority of the elected officers. Elected officers and Boosters in violation of the general purpose (Article II) or Financial Responsibilities (Article XV) may be dismissed by quorum vote of the Executive Committee. Section 2. The executive positions of the WNABC, Inc. will be elected as follows: President, Vice President, Treasurer, Secretary and Westerville Parent Council Representative have a term limit of three years. If there are no candidates for a position, the term limit may be extended for an additional year.ARTICLE VI – NOMINATIONS AND ELECTIONSSection 1. The annual election of the WNABC Executive Board Members shall be held at the General meeting prior to the last regular membership meeting of the WNABC, Inc. The newly elected Officers shall be installed in office during the last regular meeting. Officers shall serve for one year from the second to last meeting Elected Officers includes: President, Vice-President, Treasurer, Secretary, Parent Council Representative and Concessions Coordinator.Section 2. During the second to last meeting of each academic year, the President or presiding officer shall announce current nominations and also call for nominations from the floor for each elective office.Section 3. Officers shall be elected during the second to last meeting of the academic / fiscal year.Section 4. The vote shall be conducted by ballot and the majority vote shall elect. Only those in good membership standing are eligible to vote-in elected officers. When there is only one candidate for any office, that election may be held by voice vote. When voting for Parent Council Representative, a motion and vote shall take place initially for Parent Council Representative and, if necessary, a discussion and subsequent motion and vote to serve as 2nd Vice-President.Section 5. The newly elected officers and committee chairperson(s) shall meet with the outgoing officers and committee chairperson(s) prior to July meeting of the current year to assume their official duties. They shall serve for a term of at least one year or until their successors are elected. Section 6. In case a vacancy occurs in the office of president, the vice president shall serve notice of the election. A vacancy occurring in any other elective position shall be filled for the unexpired term by a person elected by a majority vote of the remaining members of the Board, notice of such election having been given. -507999-901699Westerville North Athletic Booster Club Inc.Elected Executive Board: President, Vice-President, Westerville PC Rep, Treasurer and Secretary.Add-Hoc Non-Voting Member: Athletic DirectorPresident-Appointed Working Group Leaders & Committee Chairs, Concessions CoordinatorPrimary Team Booster Representative(Article IV, Section 2)Team Coaches (Non-Voting Members)General MembershipWesterville North Athletic Booster Club Inc.Elected Executive Board: President, Vice-President, Westerville PC Rep, Treasurer and Secretary.Add-Hoc Non-Voting Member: Athletic DirectorPresident-Appointed Working Group Leaders & Committee Chairs, Concessions CoordinatorPrimary Team Booster Representative(Article IV, Section 2)Team Coaches (Non-Voting Members)General MembershipARTICLE VII – DUTIES OF ELECTED OFFICERSSection 1. President shall:Conduct and maintain decorum consistent with OHSAA Booster guidelines. Appropriately promote the aims and interest of the organization as outlined in this document. Be the liaison with all groups involved in the Organizational Chart on behalf of WNABC, Inc. Set the monthly Executive and General agenda and in turn conduct all meetings of the WNABC Executive Board and general meetings. Attend Westerville School District meetings as requested by the Athletic Director and/or Westerville School District.Maintain and share annual / historical documents with current members and elected WNABC Officials.Provide any and all data pertinent to the operation of the organization and assign necessary duties and responsibilities to the other board and organization members.Prepare certificates, track and store Athletic Scholar records in cooperation with the Athletic Director and/or Assistant Athletic Director. Prior to second to last meeting of each academic year, the President or presiding officer shall place a call for nominations for each elective office.Support the Treasurer to perform all duties as listed in Article XV, Section 6, of the WNABC, Inc. By-Laws.Section 2. Vice President(s) shall:Be responsible for the administration of all autumn, winter and fall concessions. The 1st Vice President shall meet with and review the Concessions Coordinator’s seasonal budget, planned activities and final decisions. The Concessions Coordinator shall:Responsibly stock and maintain the concession stand(s);Organize and manage volunteers. Serve as next-in-line to the President, resuming duties as outlined in Article VII, Section 1.In the event that a 2nd Vice-President is elected, s/he shall:Attend and serve monthly general meetings of the Westerville Parent Council (WPC)Submit an oral recap of the Westerville Parent Council general meeting at the monthly WNABC Inc. meeting.Represent WNABC Inc. in the voting body of the council. Serve in the place of the 1st Vice President, as outlined in Article VII, Section 2b.Section 3. Secretary shall:Keep an accurate written record of the proceedings of all meetings held for the purpose of handling official WNABC, Inc. business. Read all motions before a vote is taken, record the vote, and announce the results.Prepare and distribute the minutes of these meetings to all members within five (5) business days from the close of the monthly meeting.Maintain a membership list and manage the WNABC municate with the WNABC Treasurer on a monthly basis before the General meeting in order to add to the membership listserv.Section 4. Treasurer shall:Under the direction of the WNABC Executive Board, receive, hold, expend and account for all funds of the WNABC, Inc. and render open and detailed monthly reports as required by the WNABC Executive Board. Pursuant to Article IV, section 2, charge each Athletic Team one (1) WNABC Booster fee for equal team representation in motions, discussions, and voting, and (2) an Administration feeHonor annual membership payment submission for General MembershipCommunicate with the WNABC Secretary on membership dues paidProvide payment processing to all appropriately submitted reimbursement requestsReimbursements will be addressed on the 15th and last day of each month.Team Booster and Coach approval submission for reimbursement must be submitted 5 business days before monthly payment processing dates Discrepancies shall be addressed by a Booster team representative and/or the team Coach within 10 business days of the released monthly report.Perform all duties listed in Article XV of the WNABC, Inc. By-Laws.Section 5. Westerville PC (Parent Council) Representative shall:Serve as 2nd Vice President as voted in by the WNABC General BoardServe in the capacity of 1st Vice President and outlined duties in his/her absence;Attend and serve monthly general meetings of the Westerville Parent Council (WPC)Submit an oral recap of the Westerville Parent Council general meeting at the monthly WNABC Inc. meeting.Represent WNABC Inc. in the voting body of the council.Place a call, record and submit a record of annual volunteer hours of WNABC Inc. to the Westerville Parent Council. ARTICLE VIII – WNABC EXECUTIVE COMMITTEESection 1. There shall be an Executive Committee of this WNABC Inc., which should serve as outlined in Article VI of the current By-Laws. Section 2. Special meetings of the WNABC Executive Committee may be called by the President or upon written request of three members with seven days’ notice to each member of the WNABC Executive Committee. No other business than that which is stated in the call shall be transacted at this meeting.Section 3. A majority of the WNABC Executive Committee shall constitute a quorum for the transaction of business. Section 4. Duties of the WNABC Executive Committee shall be to:Transact general business referred to it by the Athletic Director, Primary Booster Representatives, or General Membership for disbursement from the WNABC General and Team Funds. Includes approving any individual expense up to $2500. Assist the WNABC President as requestedSection 5. The WNABC Executive Committee shall take no action in conflict with any action taken by the Athletic Board.ARTICLE IX – ELECTED EXECUTIVE BOARDSection 1. The members of the Board shall be:Elected OfficersAppointed Working Group Leaders and Committee CoordinatorsAd-Hoc Non-Voting Member: Athletic DirectorSection 2. Duties of the WNABC Executive Board shall be:Transact necessary business in the intervals between regular meetings and such other business as may be referred to it by the organization.Create special working groups and committees as it may deem necessary to promote and carry out the work of the organization. Report at the regular meetings of the organizationEnsure a budget is prepared and submitted to the general organization for approval for the fiscal year.Fill vacancies in elective positions.Section 3. Special meetings of the Board may be called by the President or upon written request of three members with seven days’ notice to each member of the Board. No other business than that which is stated in the call shall be transacted.Section 4. At all meetings of the Board, three members of the Board, all of whom are officers, shall constitute a quorum for the transaction of business. ARTICLE X – WORKING GROUPS & COMMITTEESSection 1. The Working Groups and Committees of the Executive Athletic Board are created to ensure that the mission of the WNABC Inc. is accomplished. Working Groups and Committees are established by the By-Laws of WNABC Inc. and when appropriate, provided with budgeted funds. Funding decisions must be approved by the Executive Officers. The following are the established tasks of the assigned Working Groups and/ or Committees of the Board:Fundraising InitiativesBooster Student ScholarshipConcessions & Concessions Maintenance & ImprovementScholar Athlete initiatives Section 2. The position of Concession Coordinator is an elected position and shall be voted in during the annual election period. The Concessions Coordinator shall:Stock and maintain the concession stand. Recommend maintenance & improvement measures of concession facilities and fundraising activities associated with concessions.Assist in the scheduling of coverage for fall, winter and spring concessions.The coordinator position receives a distribution towards their team balance. The distribution amount is to be determined at the first meeting of the fiscal year by the WNABC Executive Committee. ARTICLE XI – MEETINGSSection 1. Regular meetings of the WNABC, Inc. shall be held at least 5 times during the school year, or as announced by the President.Section 2. Meetings of the WNABC Executive Board shall be held monthly and at other times as called by the President. In no case shall the WNABC Executive Board meet less than once every two months during the school year.Section 3. All meetings shall be governed by Robert's Rules of OrderARTICLE XII – QUORUMSSection 1. At any regular meeting of the WNABC, Inc. a minimum of 6 members present shall constitute a quorum to conduct business.Section 2. At any meeting of the WNABC Executive Board a minimum of 3 members present shall constitute a quorum to conduct business.ARTICLE XIII – DISSOLUTIONSection 1. Upon the dissolution of the WNABC, Inc., after paying or adequately providing for the debts and obligations of the organization, the remaining assets shall be distributed to Westerville North High School, a non-profit organization, which is tax-exempt and meets the requirements of regulations under Section 501(c)(3) of the Internal Revenue Code.Section 2. The procedure for dissolution is as follows:When a motion to disband is presented and second, it must be deferred for vote until the next meeting. All members must be notified by first class mail or by e-mail at least 30 days prior to the meeting at which the vote will be taken on the motion to disband.At the next meeting the motion to disband is opened for discussion. A two-thirds (2/3) vote of members present and voting is required for the motion to be adopted.If the motion to disband passes, the IRS shall be notified by WNABC, Inc. that WNABC Inc., is no longer a tax-exempt organization and the books, records, and charter of the WNABC Inc. shall be returned to the IRS.ARTICLE XIV – AMENDMENTSSection 1. The By-Laws may be amended at any regular general meeting of the WNABC Inc., by two thirds (2/3) vote of those present and voting. Proposed amendments to the By-Laws, may be presented in writing by any Booster member to the WNABC Executive Board.Section 2. An amendment shall have a first reading at one meeting and voted on at next meeting. Section 3. For ratification, a proposed amendment must receive a 2/3 majority vote of the WNABC Executive Board and not more than one delegate from each sport, provided a quorum has been met.ARTICLE XV – FINANCIAL RESPONSIBILITIESSection 1. The fiscal 12-month year will run from July 1st to June 30th of the following year.Section 2. All funds raised in the name of WNABC, Inc. will be deposited into WNABC, Inc. accounts.Section 3. The WNABC, Inc Treasurer will maintain a record of deposits and disbursements, by Sport, and provide a monthly report of Sport Income and Expenses, as well as the available Sport Balance to WNABC, Inc. Sport Balances are available for use as directed by WNABC, Inc by written request of the WNABC, Inc. Treasurer, or assigned representative, and the Head Coach shall not approve or disburse sport funds if the disbursement causes the individual team Sport Balance to go negative.Section 4. The WNABC, Inc. Treasurer will maintain a record of deposits and disbursements of the WNABC, Inc. General Fund and provide a monthly report of General Fund Income and Expenses, as well as the available balance, to the WNABC Executive Committee.Section 5. Disbursements of General Fund monies must be approved by a majority vote of the WNABC Executive Committee. Section 6. The WNABC, Inc Treasurer is responsible for having a Tax Return prepared at the end of each fiscal year. The Tax Return should be signed by the WNABC, Inc. President. The Tax Return must be filed in accordance with the Internal Revenue Service filing deadlines.Section 7. An internal audit of the financial records will take place during the month of July each year. An audit committee comprised of active members shall conduct the audit. An audit report will be given at a general membership meeting in September of each year.Section 8. All checks written on behalf of the WNABC, Inc. will be authorized by two of any of the following (4) members of the WNABC Executive Board: President, 1st Vice President, Treasurer, or Secretary (in accordance with the members who are on the account signature card).Section 9. Should the WNABC, Inc. disband, all funds and assets in the WNABC, Inc. will become the property of the Westerville North High School Athletic Dept. as stated in the Articles of Incorporation.Section 10. Gifts, grants or bequests will be accepted by the WNABC, Inc. provided the conditions of acceptance do not remove any portion of control of the organization from the WNABC, Inc. The WNABC, Inc. will make every effort to use the donation as designated, but reserves the right to use as the organization sees fit.The WNABC, Inc. reserves the right to reject a donation.All donations become the property of WNABC, Inc.Any person or organization desiring to give a gift or make a grant or a bequest to the WNABC, Inc. should contact the President of WNABC, Inc., who will in turn submit the proposed donation for the WNABC Executive Committee’s approval. ................
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