Harbor Creek Sports Booster By-Laws
Revised October 2006

By-Laws of the Harbor Creek Sports Boosters of the Harbor Creek School District.

~ ~ ~ ~ ~  Article 1 – Name  ~ ~ ~ ~ ~

The name of the organization will be the Harbor Creek Sports Boosters HC Sports Boosters hereinafter referred to as the “HC Sports Boosters.”

~ ~ ~ ~ ~  Article 2 – Purpose  ~ ~ ~ ~ ~

The general objective of the HC Sports Boosters will be to sponsor, promote, support and encourage activities and programs that will provide an additional funding source to enhance the athletic programs of the Harbor Creek School District.

~ ~ ~ ~ ~  Article 3 – Membership  ~ ~ ~ ~ ~

Membership in the HC Sports Boosters will be open to all interested adults, which does not include any current elementary or high school student.  Interested adults will include residents of the Harbor Creek School District and members of the staff of Harbor Creek School District whether or not residing within the District who have paid annual membership dues as hereinafter provided. Membership is also open to a parent(s)of a currently enrolled student of the HCSD who does not reside within the district.  Membership is also encouraged of all HCSD graduates and alumni regardless of residence. 

The General Membership of the HC Sports Boosters will meet at least once a month during the school year.  The President will have the power to call special General Membership and/or Executive Board meetings at the President’s discretion.  The time, place and purpose of such meeting will be made available to the members and/or Executive Board prior to the meeting.

Membership in the HC Sports Boosters will entitle each member in good standing to one vote on any issue that comes before the HC Sports Boosters at a designated membership meeting at which the member is present.

A member is considered to be in good standing as long as their dues are current and they have attended a minimum of three meetings during the current school year.  At the beginning of each school year this rule takes effect at the third meeting.

The Executive Board will determine membership fees.  Such fees are to be reviewed annually.  Payment of the annual fee by an eligible person will make him/her a member.  There will be only one class of membership which is called regular paid as long as the above listed requirements are met.

~ ~ ~ ~ ~  Article 4 – Officers and Executive Board  ~ ~ ~ ~ ~

The officers of the HC Sports Boosters will consist of a President, a Past-President Advisor or Co-President, a Vice President, a Secretary and a Treasurer, who will be members of the HC Sports Boosters in good standing.  All positions with the exception of the Past-President Advisor will be elected positions.  Nominations of all the candidates to the members will be presented at the April General Membership Meeting.  Elections will be held at the May meeting.  The term of all offices is one year to run from May to May.  A simple majority of the members present are all that is required.

The Executive Board will consist of the Officers and the Board of Directors.  The HC Sports Boosters will have six (6) Directors with specific functions.  Directors will also be nominated at the April General Membership Meeting and elected at the May meeting.  The term is to be one year to run from May to May.

Vacancies occurring during the year due to resignation can be filled by appointment by the remaining members of the Executive Board for both officer and/or director.  Vacancies must be filled within 90 days of resignation. The appointee will serve the remainder of the term.

~ ~ ~ ~ ~  Article 5 – Duties of the Officers and Directors  ~ ~ ~ ~ ~

President:            The President will be the Chief Executive Officer of the HC Sports Boosters; will preside at all meetings of the General Membership and the Executive Board; will manage the business of the HC Sports Boosters and will see that all orders and resolutions of the Executive Board are implemented.

The President will prepare the agenda for each meeting.

The President will serve as the official liaison between the HC Sports Boosters and the Athletic Director, the Administration, and the Harbor Creek School Board.

Co-President:      The Co-President will share all the duties of the President.

Vice-President:      The Vice President will partner with the President and in the absence or disability of the President and Co-President will assume the duties of the President.  In the event of a vacancy in the office of the President and Co-President, the Vice-President will assume the duties of the office.

The Vice President will handle any and all special projects assigned by the President.

Secretary:            The Secretary will attend all meetings of the General Membership and of the Executive Board.  The Secretary is to maintain an accurate written record of all meetings and present minutes at the next General Membership meeting for approval.

The Secretary will secure all contact information to include telephone, cell phone and e-mail addresses of all Officers, Directors, and Committee chairperson(s) for the HC Sports Boosters.  This roster will be made available to the Officers and Directors to facilitate expeditious communication between Board Members.

E-mail addresses may be published and released to the General Membership once permission has been secured from each Officer and/or Director.

Treasurer:            The Treasurer will; have custody of the HC Sports Boosters funds; keep full and accurate account of receipts and disbursements in the HC Sports Boosters books; deposit all money in the name and to the credit of the HC Sports Boosters in such depository as may be designated by the Executive Board; disburse the funds of the HC Sports Boosters as may be ordered or authorized by the Executive Board and preserve proper vouchers for such disbursements; render to the President and Executive Board at the regular meetings of the General Membership and of the Executive Board or whenever required, an account of all transactions and of the financial condition of the HC Sports Boosters; render a full financial report at the General Membership meetings; be furnished by members of the Executive Board at the Treasurer’s request all such reports, statements, and receipts as the Treasurer may require as to all financial transactions of the HC Sports Boosters; and perform other duties as are given to the Treasurer by the Executive Board or the President.

An audit will be performed annually by two (2) qualified members.  This audit will be completed each year by the April General Membership meeting. 

A returning Treasurer may ask for an extension to July so the entire fiscal year’s business is completed.  An audit in April would be necessary before voting on a new Treasurer so books could be turned over in May.

Director 1:            Will be responsible for fund-raising, solicitation of donations, arranging the resale of items both embroidered and screen printed for  the HC Sports Boosters.  During the Fall Sport Season this Director will also assist, along with the Huskie Booster Representative, in handling the 50/50 at all home football games. During the Winter and Spring Sport season this Director will handle the responsibility without the Huskie Booster Representative.

Director 2:            Will assist with Concessions and is to work hand in hand with the Huskie Booster Concession Manager during the Fall sport season of Football and Soccer, fully staffing the HC Sports Boosters’s obligation of one half of the required workers for all games, functions, and events.

This Director and committee will oversee all Concessions for all sports during all seasons.   Concessions should be open as much as possible during the Fall Sport Season.  A Fall Schedule will be decided by Representatives from the Huskie Boosters and the Concession Stand Manager.

Director 3:            Will be responsible for all three sport season’s Sports Programs.  Included in this responsibility will be to organize Media Day in conjunction with the school’s Athletic Director, secure ads, photos and the layout.  The Fall Program should include all School Sports, Cheerleaders, Band and Auxiliary members.  Once the layout is completed, Director 3 will secure printing of the program and will be responsible for the sale of the programs.  Director will find two members who will be present all Football games for the primary purpose of selling programs.

Work should begin on a Winter Program immediately following the final printing of the Fall Program.  The same layout can be used.  The Winter Program should include all School Sports which include Cheerleaders and will be sold at all home games and meets. 

Work should begin on a Spring Program immediately following the final printing of the Winter Program.  The same layout can be used.  The Spring Program should include all School Sports which include Cheerleaders and will be sold at all home games and meets.

Director 4:            Will be responsible for processing requests for Season Passes and Membership.  Included in Director 4's responsibilities are updating forms for the sale of sports season passes and membership in the HC Sports Boosters, collecting the money and forwarding information to HC School Staff responsible for making the passes, compiling a listing of names and telephone numbers of members for volunteer purposes.  Such list is to be provided to the Executive Board and Director 2 for staffing purposes.  This list should be updated as needed.

Director 5:            Will be responsible for communication and publicity; responsible for all written notices to the school newsletter as well as any publicity for fund-raising functions. This Director will maintain HC Sports Boosters information for the School Web site.

Director 6:            Parliamentarian; will attend all meetings to ensure all procedures are within the guidelines of Roberts Rules.

~ ~ ~ ~ ~  Article 6 – Meetings  ~ ~ ~ ~ ~

The Executive Board will meet at a time and place determined by the Officers.

General Membership meetings will be held once a month.  The dates of these meetings will be published each year at the August meeting for the upcoming school year.  Dates are subject to change as situations arise.  If a list of meeting dates can be provided to the Athletic Director the beginning of June, meeting dates can be included in the school calendar. 

Each coach will provide the name of one designated Representative, and one designated Alternate, at the beginning of the school year.  Each teams’ designated Representative, or Alternate Representative, will attend the monthly General Membership meetings throughout the entire school year.  They will be in charge of disseminating information among the team they are representing.  Also, they will bring to the meeting any concerns or information relating to their team.  All requests must be given to the Athletic Director, in writing, for school approval.  Once a request has been approved by the Athletic Director the team Representative and/or Coach will present the request to the HC Sports Booster Board.  The Representative will not have a vote unless they are a HC Sports Boosters member in good standing.  A Representative can only represent one sport.  The Board will have the discretion to withhold a team allotment and individual requests if the team does not have a Representative present at each monthly General Membership meetings throughout the entire school year and representation in fund-raising functions organized by Director 1.

All team coaches as well as the Athletic Director are welcome to attend the General Membership meetings.  Coaches and the Athletic Director will not have a vote unless they are a HC Sports Boosters member in good standing.

Seven members; including at least three Executive Board members of the HC Sports Boosters must be present to constitute a quorum at any meeting.

The election of the Executive Board members will be held at the May General Membership meeting each year.

Votes for fund-raising projects and dispersal of funds will be done by simple majority of active members in attendance.

Any new business to be proposed for General Membership action must be presented to the President prior to the meeting.  If the Officers find that the proposal conflicts with the By-Laws of the HC Sports Boosters or can be enacted without General Membership action, such proposals may be handled in that matter.  If it is determined that the matter requires general Executive Board action, it may be handled in that matter with full discussion.  If the matter requires full General Membership action, it will be placed on the next month’s agenda.

New business that was not presented prior to the meeting can be placed on the agenda or held and placed on the following month’s agenda at the President’s discretion.

~ ~ ~ ~ ~  Article 7 – Requests for funds  ~ ~ ~ ~ ~

Team request for funds must be submitted by the Coach or his/her Team Representative to the Harbor Creek High School Athletic Director.  If request is approved as appropriate by the Athletic Director the HC Sports Boosters President must be notified by the team Representative or Coach in advance of the upcoming meeting in order to be placed on the agenda.  Requests must also be presented in writing, with the Athletic Director’s approval, at the monthly General Membership meeting.  All requests for funds will be considered on a case by case basis and will not be automatically granted.

~ ~ ~ ~ ~  Article 8 – Programs  ~ ~ ~ ~ ~

Team Allotments:  This program provides a payment of funds to each team’s activity account based on the athletic department’s PIAA eligibility sheet for student–athletes in grades 9 – 12, as compiled by the athletic director.  The payment will be forwarded to the athletic director for disbursement into each activity account by the school’s business manager.  The coach will be informed of the amount deposited into his/her activity account via letter or E-mail from the President of the HC Sports Boosters.  The amount paid is reviewed annually and paid out based on availability of funds.  All PIAA eligibility sheets and student-athlete numbers will be obtained from the athletic director.  This payment is to enable individual banquets for each team at the coach’s discretion as well as miscellaneous expenses deemed necessary and unavoidable occurring during the season.

Eighth Grade Coaches may request funds on an individual basis.  All requests will be considered.  Payments will be made directly to the coach.  Granting these requests will be based on the availability of funds.

The amount paid per student athlete and fixed payment to the coach are to be reviewed annually and adjusted based on the availability of funds.

Scholarship Program:  Harbor Creek Sports Boosters will provide annual scholarships to graduating seniors attending college or other continuing education.  The amount is to be reviewed annually and paid out based on availability of funds to a maximum of $3,000.  Applications for scholarships are available in the Senior High Office, from any Sports Booster Board member or from the Athletic Director.  Recipients for the scholarship will be drawn randomly and awarded at Graduation.  Requirements are that the student has participated at the varsity level in at least one sport, obtains the signature from the coach of the varsity sport on the scholarship application and has been accepted at an institute of higher learning as demonstrated by an acceptance letter.

 ~ ~ ~ ~ ~  Article 9 – HC Sports Boosters Policies  ~ ~ ~ ~ ~

The HC Sports Boosters operates under the auspices of the Harbor Creek School District.  As such, the HC Sports Boosters benefits by having use of District facilities and is covered by various insurance policies.

The HC Sports Boosters must be considerate of the administration with all communications, notices and posters.  District policies must be complied with at all times.

The HC Sports Boosters is a supporter of the Harbor Creek Athletic Program and has no input in the various aspects of the athletic programs.

No HC Sports Boosters volunteer will represent themselves as an HC Sports Boosters spokesperson to anyone in the administration or staff without specific authorization or instruction from the President.

Phone/E-mail Voting Policy:  The president may conduct phone or e-mail voting in emergencies.  For example, in the case of a deadline or lapses in meetings over the summer.  The outcome will be determined by a simple majority of the respondents.

Start Up Funds Policy:  Start up funds will be provided by the Treasurer for all fund-raisers and concessions.  Funds are determined by past records or estimate of need.

Letterhead Correspondence:  Letterhead may not be used without the authorization of the President and only used for official HC Sports Boosters business.

Special Services:  The Executive Board will on a case by case basis be permitted to authorize the expenditure of HC Sports Boosters funds to assist a student athlete in purchasing equipment, clothing or insurance.  Such payments can be made after reasonable investigation as to the financial need of the student and further that such student would be unable to participate in such sport without financial assistance.  To the extent possible, the President will provide the necessary information to the Executive Board in order that a reasonable, informed decision can be made while respecting the privacy and anonymity of the student.

Reorganization Policy:  All nominations for Officers and Directors will be presented at the April General Membership meeting and voted on at the May meeting.

In the process of reorganization, an evaluation of the past HC Sports Boosters activities and future endeavors must be performed by the Executive Board during the March meeting and presented at the April meeting.

The budget, goals, and the projected income are prepared by the current and future Officer’s presented at the May meeting and voted upon at that time.

Amendments:  These By-Laws may be amended by a majority vote of the members present at any meeting in accordance with Roberts Rules and proper notice to the General Membership.