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BLOOMINGTON HIGH SCHOOL NORTH BOOSTERS, INC.

  BHSN ATHLETIC BOOSTER CLUB

PROPOSED FINANCIAL CONTROL
FOR BY-LAWS

1.  Sources of Income: The sources of income for the corporation shall be categorized as Concessions, Cook-Outs, Apparel and Merchandise, Sponsorships, Sports Passes, Interest, and Other.

2.  Manner of Collection of Income: Concession sales shall be recorded and deposited into the cash drawer.  All other income shall be deposited into a safe or /locked secured location to be located in a convenient place in the concession stand.  Deposits from each source of income will be kept and made separately from all other deposits.

A. Concessions:

1. All concession sales shall be recorded by the Treasurer.  The cash drawer shall be started with a fixed amount of change.  All concession stand sales (money) shall be deposited in the cash drawer. 

2. All cashiers must be adults.   When  board members are present, they should assume the role of cashier.  When more cashiers are needed, then a board member shall appoint another adult.  It is the board members responsibility to determine that person is comfortable with cashiering. 

3. All the cash is to be counted immediately after the current event by no less than two adults (unrelated).  One should always be a board member, unless none are present.  Both must sign the concession worker sheet as to the exact amount of money collected for that event.  All of the cash sales for the event shall be placed along with the concession worker sheet into a bank bag. Together they put the money for deposit and the cash drawer with the same fixed amount of change into a secured location to be locked up or directly given to the Treasurer or representative thereof.     The cash drawer shall stay on the premises and locked up.  UNDER NO CIRCUMSTANCES IS THE CASH DRAWER OR CASH FOR DEPOSIT to leave the premises, other than by Treasurer or representative thereof.  The treasurer shall deposit the sales money within 2 business days of the event.

4. The cashier shall be informed that they are not permitted to allow cash disbursements from the cash drawer by anyone other than the Treasurer or concession manager.   If the Treasurer or concession manager is present (he or she) shall represent one of the board members responsible for the money collected (cashier). 

5.  The Treasurer shall review the amount of money collected to verify reasonable similarity between the deposit and reported gate for the event.

B. Sports Pass:  Registration forms shall clearly indicate payment and method of payment of registration for sports passes.  The Secretary shall maintain a current list of registration and deliver the sports passes, either in person or by mail.    The Treasurer shall reconcile registration lists with the  related bank deposits.

 

C.  Sponsorships:  The Treasurer will coordinate with the head of the Sports Program committee to verify payment of sponsor’s fees by all sponsors.  The committee shall maintain a current list of sponsors at all times available for all board members to review.  All fees are to be turned in to the Treasurer within three business days for deposit into the corporation bank account.

D. Apparel and Merchandise: The committee head for apparel and merchandise or representative thereof, will provide a written report for all sales of each event along with the money collected for their sales.  The proceeds shall either be locked in a secured location or given directly to the Treasurer or representative thereof for deposit in the corporation bank account. 

E. Interest: The Treasurer shall report all interest earned at the monthly Board of Directors meeting.

F.  Other: The Treasurer may report periodically as to any miscellaneous items of income.

3.  Manner of Disbursements: 

a. Disbursements are to be made by check.   Checks may be issued with a bill, invoice, or by a direct motion from the Board of Directors.   When a request for reimbursement is accompanied by an invoice or receipt, a check may also be issued.

b. Cash disbursements can only be made when a cash disbursement is unavoidable and then only from the cash drawer by the Treasurer or concession manager, who shall provide written memoranda and  receipts as to payee, date, amount and reason for expenditure.  No cash disbursements shall be made from monies in the safe/secured location of another event, if they are present.

c.  The Board shall either decide upon the level of discretionary expenditure or can pre-approve expenditures or expenses incurred by a committee head.  The committee head shall verify the accuracy or correctness of a bill and so inform the Treasurer so that the Treasurer does not have investigate or determine the accuracy of a bill.

4.  Financial Reports / Review of Bank Accounts: 

            a.  Each bank statement shall be reviewed and reconciled monthly with the bank                   account by the Treasurer of the corporation.  The President shall review with the                   Treasurer the most recent bank statements and canceled checks for the purpose of                 review for any financial irregularities.  The President will report at the meeting of                 the Board of Directors that the review was made and his or her conclusions from                  the review.

b.  The Treasurer shall provide detailed monthly reports showing beginning balances, amounts of income for each event separately, source of income, related expenditures, and ending balances to the Board of Directors.

#4/7/03

CODE OF BY-LAWS

OF

BLOOMINGTON HIGH SCHOOL NORTH ATHLETIC BOOSTER CLUB, INC.

ARTICLE I

NAME

     Section 1.1. Name. The name of this Corporation shall be Bloomington High School North Athletic Booster Club, Inc., hereinafter referred to as the "Corporation". The Corporation shall be entitled to operate under the name, Bloomington High School North Athletic Booster Club, Inc., upon the filing of a certificate of assumption of name with the Secretary of State of Indiana.

ARTICLE II

PURPOSES

     Section 2.1. Purposes. The purposes of the Corporation are:        (a) To promote and support athletic endeavors of students at Bloomington High School North; and
          (b) To perform any purpose which not-for-profit corporations are authorized under the laws, rules and regulations applicable to not-for-profit corporations in the State of Indiana.

ARTICLE III

MEMBERS

Section 3.1. ‑‑ Requirements for Membership

A member shall be an adult 18 years of age or older.  Further, a member shall be either a) a resident of the Bloomington High School North District; b) a parent or guardian of a student currently enrolled at Bloomington High School North; c) a current or former member of the faculty, staff, or administration of Bloomington High School North; or d) any other person who has been extended an invitation to become a member by the Board of Directors.  Further, a member shall sign up as a member at either the annual meeting of the members or at membership drives approved by the Corporation at any time during the year.  Membership lapses at the end of each fiscal year.

Section 3.2. ‑‑ Membership Roster

The Secretary, or Assistant Secretary of the Corporation, shall keep at all times, at the principal office of the Corporation, a complete and accurate list of all members entitled to vote at any meeting of the members which may be inspected by any member, for any purpose, at any reasonable time.

 

ARTICLE IV

MEETINGS OF MEMBERS
 
     Section 4.1. October Meeting. An annual meeting of the members shall be held on the first Monday in the month of October at the hour of 5:30 p.m. If the day fixed for the annual meeting shall be a legal holiday in the State of Indiana, such meeting shall be held on the next succeeding Monday. The annual meeting shall be held for the purpose of approving an annual budget and for the presentation of those items on the meeting agenda as set forth by the Board of Directors.  The agenda shall include, but not be limited to, a listing of the present officers and directors of the corporation, the presentation of the current financial condition of the corporation, and the presentation of the proposed budget for the following year.  The meeting shall be chaired by an officer of the corporation, or, if no officers are present, by a member of the Board of Directors. Input from the membership on all pending issues shall be sought by the presiding officer or director.  The membership may by majority vote, act to ratify the agenda items presented at such meeting.  Any items not ratified shall be reviewed and voted upon by the Board of Directors at the next meeting of the Board.
 
Section 4.2. May Meeting. An annual meeting of the members shall be held on the first Monday in the month of May at the hour of 5:30 p.m. If the day fixed for the annual meeting shall be a legal holiday in the State of Indiana, such meeting shall be held on the next succeeding Monday (was business day). The annual May meeting shall be held for the purpose of electing directors for the following year.  The officers and all departing directors will remain in place and help transition the business of the Board of Directors to the new board through the end of the current fiscal year.  The May meeting should also provide the membership with an update of the financial condition of the Corporation at the time of the meeting and presentation of any other items on the meeting agenda as set forth by the Board of Directors. 
    
Section 4.3. Special Meetings. Special meetings of the members may be called by the President, the Board of Directors or not less than one-third of the members having voting rights.

     Section 4.4. Place of Meeting. Meetings of the Members of the Corporation shall generally be held within Monroe County, Indiana.  However, if not less than one-third of the members having voting rights agree to a location outside of Monroe County, Indiana, the Board of Directors may designate any place, either within or without the State of Indiana, as the place of meeting for any annual meeting or for any special meeting called by the Board of Directors. Further, if no designation is made or if a special meeting be otherwise called, the place of meeting shall be the principal office of the Corporation in the State of Indiana but if all of the members shall meet at any time and place, either within or without the State of Indiana and consent to the holding of a meeting, such meeting shall be valid without call or notice, and at such meeting any corporate action may be taken.
 
Section 4.5. Notice of Meetings. A written or printed notice stating the place, day and hour of the meeting and, in the case of a special meeting, the purpose for which the meeting is called, shall be placed in the local newspaper, delivered or mailed by the Secretary, or by the officer or person calling the meeting to each member of record entitled to vote at that meeting, at the address which appears on the records of the Corporation, at least ten (10) days before the date of meeting. Notice of any meeting of members may be waived in writing filed with the Secretary or by attendance in person.

Section 4.6. Informal Action by members. Any action required by law to be taken at a meeting of the members, or any action which may be taken at a meeting of members, may be taken without meeting if a consent in writing, setting forth the action so taken, shall be signed by all of the members entitled to vote with respect to the subject matter thereof.
 
Section 4.7. Quorum. A majority of persons qualified to vote as members at any meeting, represented in person or by proxy, shall constitute a quorum.

Section 4.8. Proxies. At any meeting of members, a member entitled to vote may vote by proxy executed in writing by the members or his duly authorized attorney-in-fact. No proxy shall be valid after eleven months from the date of its execution, unless otherwise provided in the proxy.
 

ARTICLE.V

BOARD OF DIRECTORS

Section 5.1. General Powers. The control and management of
the affairs of the Corporation shall be vested in its Board of Directors. Directors must be members of the Corporation. In all matters, the Board of Directors shall be bound to act in accordance with the laws, rules and regulations applicable to not for profit corporations in the State of Indiana.

Section 5.2. Number and Tenure. The number and composition of the Board of Directors shall consist of not less than three (3) and not more than fifteen (15) persons who shall serve upon election for one year or until such time as they are removed from the Board of Directors.  Membership on the Board of Directors shall lapse at the end of the fiscal year.  There is no limit to the number of terms a member may be re-elected to serve on the Board of Directors.

In case of any vacancy in the board of directors through death, resignation, removal or other cause, the remaining directors by the affirmative vote of a majority thereof may elect a successor to fill such vacancy until the next annual meeting of the members and until his successor is elected and qualified.  The Board of Directors shall have the right to increase or decrease within the limits prescribed by the Articles of Incorporation the number of Directors by a vote of the majority of the Directors present at a properly called meeting of the Board of Directors.

Any Director may be removed by the affirmative vote of the majority of the Board of Directors whenever in the Judgment of the Board the interests of the Corporation will be served thereby. Reasons for removal include, but are not limited to, poor meeting attendance or official misconduct.

Section 5.3  Election of Board Members.  At the May meeting, the members shall submit written ballot votes for persons to fill any vacancies on the Board of Directors.  Any person wishing to be considered for membership on the Board shall post their name for consideration as a candidate at the meeting.  Members shall indicate their selections for the candidate(s) of their choice via written ballot.  The Board of Directors shall retain sole authority to determine the legitimacy or authenticity of any ballot cast by members.  Those persons receiving the largest number of legitimate votes shall fill the vacancies on the Board of Directors. 

Section 5.4  Automatic Member.  The Bloomington High School North Director of Athletics, or his/her designate, shall serve as an automatic voting member of the Board of Directors. He/she shall be afforded the same rights as any other elected member of the Board of Directors.
 
Section 5.5. Regular Meetings. A regular annual meeting of the Board of Directors shall be held without other notice than these By-Laws, immediately after, and at the same place as, the annual meeting of members. Further, the Board of Directors shall meet on the first Monday of every month.  If a day fixed for a regular meeting shall be a legal holiday in the State of Indiana, such meeting shall be held on the next succeeding Monday.  In the cases of the May and October meetings, a meeting of the Board of Directors will be held immediately following the general membership meeting.
 
Section 5.6. Special Meetings. Special meetings of the Board of Directors may be called by or at the request of the President or any two Directors. The person or persons authorized to call special meetings of the Board may fix any place, either within or without the State of Indiana, as the place for holding any special meeting called by them provided the location is agreed to by not less than two-thirds of the members of the Board of Directors.
 
Section 5.7. Notice of Special Meetings. Notice of any special meeting of the Board of Directors shall be given at least two (2) days previously thereto by written notice delivered personally or sent by mail, telegram, or receipt of confirmed electronic mail to each Director at his address (or electronic mail address) as shown by the records of the Corporation. Any Director may waive notice of any meeting. The attendance of a Director at any meeting shall constitute a waiver of notice of such meeting, except where a Director attends a meeting for the express purpose of objecting to the transaction of any business because the meeting is not lawfully called or convened. Neither the business to be transacted at, nor the purpose of, any regular or special-meeting of the Board need be specified in the notice or waiver of notice of such meeting, unless specifically required by law or these By-Laws.
 
Section 5.8. Quorum. A majority of the entire Board of Directors shall constitute a quorum. However, when filling vacancies occurring in the Board of Directors, a majority of the existing Directors shall constitute a quorum.
 
Section 5.9. Manner of Acting. The act of a majority of the Directors present at a meeting at which a quorum is present shall be the act of the Board of Directors.
 
Section 5.10. Informal Action by Directors. Any action required or permitted to be taken at any meeting of the Board of Directors or of any committee thereof may be taken without a meeting, if prior to such action a written consent to such action is signed by all members of the Board or of such committee as the case may be, and such written consent is filed with the minutes of proceedings of the Board or committee.

Section 5.11. Power to Appoint Executive Committee. The Board of Directors shall have power to appoint by resolution adopted by a majority of the entire Board an executive committee composed of two or more Directors, who, to the extent provided in such resolution, shall have and exercise the authority of the Board of Directors in the management of the business of the Corporation between meetings of the Board.

Section 5.12. Power to Make By-Laws. The Board of Directors shall have the power to make and alter any by-law or by-laws, including the fixing and altering of the number of Directors.

Section 5.13. Power to Elect and Appoint Officers. The Board of Directors shall select a President, one or more vice-
Presidents, a Secretary and a Treasurer. The Board shall have the power to appoint such other officers and agents as the Board may deem necessary for transaction of the business of the Corporation. Any officer or agent may be removed by the affirmative vote of the majority of the Board of Directors whenever in the Judgment of the Board the interests of the Corporation will be served thereby. The Board shall also have power to fill any vacancy in any office occurring for any reason whatsoever.

Section 5.14. Delegation of Powers. For any reason deemed sufficient by the Board of Directors, whether occasioned by absence or otherwise, the Board may delegate all or any of the powers and duties of any officer to any other officer or Director, but no officer or Director shall execute, acknowledge or verify any instrument in more than one capacity.

ARTICLE VI

OFFICERS

Section 6.1. Officers. The Board of Directors shall elect or appoint the officers of the Corporation.  This election or appointment shall occur during the first regularly scheduled meeting of the fiscal year. The officers of the Corporation shall be a President, one or more Vice-Presidents, a Secretary, a Treasurer and such other officers as may be deemed desirable by the Board of Directors. Any two or more offices may be held by the same person, except the offices of President and Secretary. Further, an officer of the Board of Directors shall be either a parent or guardian of a student currently enrolled in MCCSC schools that will attend BHSN or currently enrolled at Bloomington High School North

Section 6.2. Election and term of office. The officers of the corporation shall be elected annually from among and by the
Board of Directors at the regular annual meeting of the Board of Directors. Each officer shall hold office for one fiscal year or until his successor shall have been duly elected and shall have qualified, unless earlier removed by the Board of Directors. All officers and agents can be removed at any time by the affirmative vote of the majority of the members of the Board of Directors. Officers shall be eligible for re-election.

Section 6.3. President. The President shall be the chief executive officer of the Corporation. He/she shall preside at all meetings of the Board of Directors and membership. Under the Board's direction he shall have general supervision over the affairs of the Corporation and over the other officers. He/she shall sign all written contracts of the Corporation. He/she shall perform all such other duties as are incident to this office.

Section 6.4. Vice-President. The Vice-President shall perform the duties specified in Section 5.3 of this Article in the absence or disability of the President. in addition, he/she shall perform duties and assignments which may from time to time be delegated by the President or the Board.

Section 6.5. Treasurer. The Treasurer shall have custody of all moneys and securities of the Corporation and shall give bond in such sums and with such surety as the Directors may require, conditioned upon the faithful performance of his/her office. He/she shall perform all such other duties as are incident to this office as Treasurer.

Section 6.6. Secretary. The Secretary shall have the responsibility for providing that notices required by these By-Laws be issued, and shall provide that minutes of all meetings of the Board of Directors and membership be adequately kept. He/she shall have responsibility for all corporate books, records and papers, any and all written contracts of the Corporation and shall be custodian of the corporate seal. He/she shall perform all such other duties as are incident to his/her office.
 
Section 6.7. Vacancies. Vacancies among elected and appointed officers occurring during the annual terms thereof shall be filled by the Board of Directors.

 

ARTICLE VII

COMMITTEES

Section 7.1. Standing and special Committees. The President shall, with the approval of the Board of Directors, appoint such standing or special committees of such size as the President or Board of Directors may deem necessary to properly carry on the activities and effect the purposes of the Corporation. Such committees shall perform as the President or the Board of Directors may direct.

 

ARTICLE VIII

CONTRACTS, CHECKS, DEPOSITS AND FUNDS

Section 8.1. Contracts. The Board of Directors may authorize any officer or officers, agent or agents of the Corporation, in addition to the officers so authorized by these By-Laws, to enter into any contract or execute and deliver any instrument in the name of and on behalf of the Corporation, and such authority may be general or confined to specific instances.

Section 8.2. Checks, Drafts, etc. All checks, drafts, or orders for the payment of money, notes or other evidences of indebtedness issued in the name of the Corporation, shall be signed by such officer or officers, agent or agents of the Corporation and in such manner as shall from time to time be determined by resolution of the Board of Directors, such instruments shall be signed by the Treasurer, and countersigned by the President or vice-President of the Corporation.
 
Section 8.3. Deposits. All funds of the Corporation shall be deposited from time to time to the credit of the Corporation in such banks, trust companies, or other depositories as the Board of Directors may select.

Section 8.4. Gifts. The Board of Directors may accept on behalf of the Corporation any contribution, gift, bequest or devise for the general purpose or for any special purpose of the Corporation.

Section 8.5. Financial By-laws. The Board of Directors maintains separate financial by-laws providing more detailed requirements for the accounting and handling of the funds of the Corporation.  Those financial by-laws dated 3/3/03 are attached to this document.

 

ARTICLE IX

BOOKS AND RECORDS

Section 9.1. Books and Records. The Corporation shall keep
correct and complete books and records of account and shall also keep minutes of the proceedings of its members, Board of Directors, and committees having any of the authority of the Board of Directors, and shall keep at the principal office a record giving the names and addresses of the members entitled to vote. All books and records of the Corporation may be inspected by any member, or his agent or attorney for any proper purpose at any reasonable time.

ARTICLE X

FISCAL YEAR

Section 10.1. Fiscal Year.

The fiscal year of the corporation shall begin at the beginning of the first day of July and end at the close of the last day of June next succeeding.

 

ARTICLE XI

CORPORATE INDEMNIFICATION

Section 11.1.  Indemnification. To indemnify any person made or threatened to be made a party to any action, suit, or
proceeding, whether  civil or criminal, by reason of the fact that he, his testator or intestate is or was a Director, member of the executive committee, officer or employee of the Corporation, against reasonable expenses, including attorney's fees, actually incurred by him in connection with the defense of such action, suit, or proceeding or in connection with any appeal therein, except in relation to matters as to which it shall be finally adjudged in such action, suit or proceeding that such Director, member of the executive committee, officer or employee is liable for negligence or willful misconduct in the performance of his corporate duties; and to reimburse any such Director, member of the executive committee, officer or employee for any amount paid upon any judgment and the reasonable costs of settlement of any such action, suit, or proceeding, if it shall be found by a majority of a committee composed of the Directors not involved in the matter in controversy (whether or not a quorum) that it was in the interest of the Corporation that such payment or settlement be made and that such Director, member of the executive committee, officer or employee was not guilty of negligence or willful misconduct in the performance of his corporate duties.


ARTICLE XII

AMENDMENTS TO BY-LAWS

Section 12.1. Amendments. These By-Laws may be amended by
the affirmative vote of a majority of the Board of Directors, provided that the text of the proposed amendments shall have been sent to all Directors with the call for the meeting at least ten (10) days in advance of such meeting.