Lake Park Lancer Booster Club By-Laws

• Name
• Purpose
• Membership
• Directors
• Funds
• Meetings
• Elections
• Amendments
• Indemnification of Directors, Director's Employees, and Agents
• Director Conflict of Interest

Article 1: Name

Section 1. The name of the organization shall be “The Lake Park Lancer Booster Club,” sometimes referred to as “The Booster Club”.

Article 2: Purpose

Section 1. The purpose of The Booster Club is to work in conjunction with Lake Park High School to support the athletic and Lancette programs and to promote school spirit through a variety of promotional, fundraising and other activities.  This organization and its members will also cooperate, as appropriate, with the athletic director, administration, and/or other school-affiliated persons or groups on requested fundraising or support promotional projects, and on projects that raise the overall awareness and visibility of Lancer athletics.

The Booster Club shall fund a scholarship program for the purpose of sponsoring (at least) one male and one female athlete or Lancette.  The student should be a college, university or trade school bound senior students following graduation.  The scholarship amount will be a minimum amount of $1,000 per scholarship.  Scholarship sponsorship will be contingent on the financial position of the Booster Club and the number of scholarship applicants.  The scholarship guidelines and criteria will be determined by the vote of Board of Directors of the Booster Club.

At no time will it be this organization's purpose to interfere with the policies methods, eligibility requirements or other practice of Lake Park High School's athletic department or administration.

Article III: Membership

Section 1. Eligibility for membership in the Booster Club shall be based on meeting one of the following criteria:

1. Family household unit of current student(s) enrolled in current calendar school year,
2. Any non-high school adult 18 years or older, residing within the boundaries of Lake Park High School District 108,
3. Employees of Lake Park High School District,
4. Alumni of Lake Park High School.

Section 2. Membership rights shall be granted to any eligible person upon payment of membership dues for the fiscal year in which said dues were paid   Any person who becomes a member shall be governed by the by-laws of the Booster Club then in force and those which thereafter are adopted.

Section 3. The regular dues of the Booster Club shall be fixed annually by the Board of Directors at the January meeting each year.

Section 4. The Directors shall, by quorum vote, have the authority suspend or revoke membership of any member whose conduct is considered detrimental to the best interests of the Booster Club.  Any suspension or revocation of membership constitutes forfeiture of any dues paid to the Booster Club.

Section 5. Any personal and confidential membership information will be used only for the sole purpose fundraising, newsletter distribution and other booster activities.

Article IV: Directors

Section 1. The governing of the Booster Club shall be by a Board of Directors consisting of eleven (11) members, ten (10) who will be elected by the membership body to a term of one year from July 1 through June 30 of the following year. The Athletic Director of Lake Park High School shall be the only non-elected position on the Board of Directors and shall serve in an advisory capacity. The Directors shall hold office comprised of:

• President
• Vice President
• Secretary
• Treasurer
• Membership Director
• Concessions Director
• Marketing/Website Director
• Spirit Sales Director
• School Store Director
• Business Sponsorship Director
• Athletic Director

Section 2. No Director (other than the Athletic Director) can succeed himself/herself in the same capacity for more than two terms.  At the end of each Director's term, he/she will organize and transfer all pertinent paperwork, records and procedures of the position to his/her successor.  The two-year limitation can be waived through ratification by 50% of the current Board of Directors, at the general meeting in May.

Section 3. The Directors shall have general charge of the business affairs and policies of the Booster Club, and shall have the power to fill all vacancies in the offices of the un-expired portion of the term(s).

Section 4. Voting Members - Voting members of the Board of Directors shall consist of all board positions.  Each Director shall be entitled to one vote per each matter brought before the Board.  The President only has a vote for the purpose of breaking a tie vote and the Athletic Director shall have no right to vote.

Section 5. Quorum of the Board – Quorum of the Board shall consist of six (6) voting directors, including the President.    A quorum is required for any board or general membership meeting to be considered official.

Section 6. Board Meetings - Meetings of the Board of Directors may be called by or at the request of the President or any member of the Board at any time.  Minutes of said meeting will be made available via e-mail to all Board members prior to the next membership meeting for review.  Approval of those minutes will be made at the next general membership meeting.

Section 7. Manner of Acting - The Act of a Quorum of the Board of Directors shall be an Act of the Board, except when otherwise provided by law or these by-laws.

Section 8. Directors - The Directors of the Booster Club shall be those positions described in Article IV, Section 1.

Section 8A.President – The President shall preside at all Board and General Membership meetings and shall oversee all business and committee affairs of the Booster Club.  He/She shall be liaison to the Athletic Director and/or School Administration for all official Booster Club matters.  The president shall also serve as official spokesperson for the Booster Club.  In addition, the president shall work with Head Coaches in recruiting parents for the positions of:

• Team Parent, which has the responsibility of the solicitation of parents to work the concession stands; this parent information shall then be given to the Vice President.
• Concession Committee, which has the responsibility for managing the sport hosting concession stands; these committee names shall be given to the Concession Director and Vice President 

Section 8B. Vice President - In the absence of the President, the Vice President shall perform the duties of the President.  The Vice President will have the responsibility of maintaining the By-laws, reviewing at the beginning of each year and making recommendations of change to the By-laws for approval at the November general meeting.  The Vice President shall create a master concession volunteer schedule by sporting season; create the team parent sign-up sheets based on that schedule. Vice President shall follow-up with each team parent as to their progress on the filling of those sheets and then sending those filled sign-up sheets to the appropriate concession committee people.  In addition, the Vice President will need to keep track of the completion of each sport’s allocated concession dates and times and coordinate “Running Start” payment via the Treasurer into each sport’s individual accounts in coordination with the Athletic Director.

Section 8C. The various Directors shall be responsible for the following primary activities:

Spirit Sales Director
This director shall work on ordering and selling non-gym, related Lancer clothing and accessories at events throughout the year.  This Director shall present to the board of Directors a preliminary budget for replenishing inventory for fall activities at the July meeting.  Additional expenditures above the approved budget shall require approval by the Board.  This director shall also work closely with the School Store Director in replenishing Booster sponsored Lancer clothing and/or accessories for the school stores.

School Store Director
This director shall coordinate the day-to-day management of each campus’ school store.  This will entail the opening and closing of each store, volunteer/staffing coordination, working with school administrators for types of items being inventoried/sold as service to students, working with the Lake Park Activities Director on an as needed basis, record a weekly sales of items sold/in-stock to determine inventory differentials to be reported to Spirit Sales Director and the timely procurement of school supplies.

Membership Director
This Director shall recruit eligible candidates for membership, collect membership dues when applicable, maintain membership records and determine the make-up of the membership welcome kits.  In addition, this Director will work in conjunction with a recruitment committee for the purpose of delivering Membership “Welcome Kits” to each returning/new Booster member sign-up.  This Director shall make recommendations whether or not the dues are adequate during the January meeting.  In addition, each year, this Director shall obtain three (3) quotes from area printers for the purpose of publishing various membership discount cards, membership sticker and athletic passes. 

Marketing/Web-Site Director
This Director shall proactively develop and distribute publicity materials regarding the activities of the Booster Club, including press releases, newsletters, flyers and other materials as deemed appropriate including updates to the Booster web-site.  This Director shall also maintain a current database of local media with current names, mailing addresses, email addresses and other information.  This Director shall also keep the Booster Club section of the Lake Park High School web-site current with news and information by submitting information to the site's web master, periodically.  This Director shall also be involved in other promotional-related projects as request by the President or other members of the Board of Directors.

Concessions Director
This Director shall be responsible for adequately stocking the concessions stands with food, candy and provisions as assigned by the Board of Directors and coordinating with all Concession Stand Reps the fulfillment of those stands.  This Director must have knowledge of upcoming events in the master sports schedule as supplied by the Athletic Director and concession schedule worked by the Vice President.  Coordination of all events will be maintained via the Concession Committee (i.e. people assigned to each home concessions-supplied sport).  In addition, this Director shall train the Concession Committee people to work opening/closing of the concession stands.  (The definition of Concession Committee People are those persons recruited to manage a sport specified concession stand; i.e. football, girls/boys volleyball, girls/boys soccer, girls/boys basketball, wrestling, girls/boys gymnastics, girls/boys cross country, girls/boy track, baseball and softball.)  Sending weekly inventory sheets (during active seasons) to each committee group will also be this Director’s responsibility.   This Director shall have the authority to purchase and maintain inventories as required.  Purchases other than food inventories made by this Director shall be presented to the Board for appropriate concurrence as funds are distributed.  It is recommended that this Director recruit co-chair(s) for assistance during busy periods throughout the year.  Funds from each sporting event must be deposited with the Treasurer within one week of the event.

Business Sponsorship Director
This Director shall be responsible for recruiting business sponsors for the Lake Park Booster Club. This Director will be responsible for recruiting a committee to assist  in this process and look for opportunity for growth of the organization.  In addition, this Director shall present an itemized bill to the Board of Directors for approval prior to the publication of the Membership Directory and sponsorship banners and plaques.

Athletic Director
This Director shall serve as:

• the Booster Club’s main liaison to the faculty and staff of Lake Park High School; represent the Booster Club, along with the President, at meetings of any other groups(s) where the purposes and actions of this club have pertinence.
• the advisor to the Booster Club regarding the needs and priorities of the athletic and Lancette programs and facilities at Lake Park High School.

Section 8D.The responsibilities outlined in Article IV may be augmented for clarity by the Board of Director at the August meeting if so desired. The President may assign other duties to the Directors or solicit the assistance of the general membership to facilitate the Booster Club’s growth.

Section 8E. Secretary - The Secretary shall keep the minutes of all board and general meetings, shall see that all notices are given in accordance with the provisions of these by-laws; shall keep a register of the postal and email address of each active member; and in general perform all duties for the office of Secretary as prescribed by the President.  It shall also be the duty of the Secretary to place an attendance sheet at each general meeting and to mail (electronic or traditional) meeting notices to all current members who have attended at least one general meeting during a current calendar year and the first meeting of each new year. 

Section 8F. Treasurer - The Treasurer shall have charge and custody of and be responsible for, all funds and securities of the Booster Club; shall deposit all funds received in the name of the Booster Club in such banks and/or depositories as shall be selected in accordance with Article VI of these by-laws.  The Treasurer shall furnish a bond for Board of Directors, at the Boosters expense, for the faithful discharge of his or her duties in a sum to be determined by the Board of Directors.  The Treasurer shall pay all organization expenses from the funds on deposit.  The Treasurer must issue a financial statement reflecting income/expense performance at the end of the previous calendar month at each monthly membership meeting, as well as financial report reflecting cash flow/balance sheet at each monthly membership meeting.  At the close of the Booster Club's fiscal year, the Treasurer must close the books and make them available for an independent audit, and arrange for the preparation of and the filing for any/all required governmental statements and tax returns. The treasurer shall investigate and present to the board for approval investment options that meet both near-term and long-term objectives of the Booster Club.   

ARTICLE V: Funds

Section 1. Funds of the organization shall be deposited in the Booster Club checking account and/or savings account at a bank or financial institution approved by the Board of Directors, primarily into an interest bearing account.  Funds will be used to pay all approved Booster Club invoices.  Bills to be paid will be submitted to the Treasurer after being reviewed and approved by the Board of Directors or the appropriate Director.  Savings accounts will be used to collect interest on funds raised throughout the year and assist the funding of Booster Club Scholarship Program. 

Section 2. Funds shall be disbursed with the direction and approval of the President and Board of Directors.  Only the President and Treasurer are authorized to sign checks. 

Section 3. Appropriations of funds:

• Requests for appropriations made by athletic and or lancette head coaches shall be made to the Athletic Director for presentation to the Booster Club by April of the Booster calendar year.
• Requests for appropriations can be submitted by the Booster Club Directors, Lake Park Athletic Director or Lake Park School's Administration by April of the calendar year. 
• Appropriations will be made once voted on and approved by a majority vote of the Board of Directors of the Booster Club by May of the calendar year.
• Verification of payments/closing of appropriations shall be monitored by the Treasurer with receipts or invoices handled by the Treasurer and or Athletic Director as approved by the board.  If the appropriations are not spent by December 31 of the following year; the monies shall be accounted for in the current year budget. Exceptions will be made at the approval of the board as presented by the Athletic Director.
• Running Start program allocations shall be presented and approved at the August meeting with distribution of funds throughout the calendar year upon completion of concession commitments.
• Monetary charity donations will not be made to any persons, organizations or charities in the name of the Lake Park Booster Club.

Section 4. Invoices for each purchase shall be monitored by the Treasurer.  All purchases and payments thereof must be completed no later than the August Booster Club meeting of the following school year. 

ARTICLE VI: Meetings

Section 1. The business meeting of the Booster Club Board of Directors shall be held on the first Wednesday of each month from July through May at Lake Park High School unless posted on the school calendar.  A quorum (6) of the directors must be in attendance for business to be conducted. In the event there is reason to alter the date of any regularly scheduled meeting of the Booster Club, the Secretary shall be responsible for notification (electronic or traditional) of the new meeting date to the Directors and qualifying members at least 24 hours in advance of the new date.  All meetings of the Booster Club shall be open to the membership, but only Directors are eligible to vote on matters brought to the board.  

Any member of the Board of Directors shall be permitted to call for a closed Executive Session meeting at any time before, during or after any general membership meeting.  With a minimum of 24-hour notice to other members of the Board, any board member shall be permitted to call an Executive Session.  A quorum (6) of the Board must be in attendance for business to be conducted in an Executive Session.

Section 2. Booster Club meetings shall be conducted as follows in accordance with Roberts Rule of Order, except where said rules conflict within the by-laws.

Section 3. The annual meeting of the general membership of the Booster Club will be held each year on the first Wednesday in May, preceded by its regular monthly meeting.  The order of business for the Annual Meeting shall be: 1) Minutes of previous Annual Meeting, 2) Reports from the Directors, 3) Old Business, 4) New Business, 5) Election of Directors for the upcoming year.

Section 4. A majority of the Board of Directors (6) must be present for the Annual Meeting to be official.  If no majority is present the presiding Director shall postpone the meeting for (1) week.

Section 5. Discussion of meetings issues, especially those that require a vote, should not be discussed about at any of the booster events. 

ARTICLE VII: Elections

Section 1. The election of Board of Directors, except for the Athletic Director, shall take place on the first Wednesday in May at the Annual Meeting.

Section 2.

At the April meeting each year, the President shall open the floor to the general membership for nominations for all Board of Director positions.  Nominees must have attended a minimum of two general membership meetings between July and April of the same Booster Club year to be eligible to run for the Board of Directors. Likewise, eligible members must have attended a minimum of two general membership meetings between July and April of the same Booster Club year to be eligible to vote for Directors.  Nominations may also be taken from the floor on the night of the election in May.  The candidate receiving the simple majority of the votes shall be elected that office.

Section 3. Board of Director shall assume their duties July 1 of the same year as the election and shall hold office for one year.

ARTICLE VIII: Amendments

Section 1. These By-Laws may be altered, amended or repealed and new By-Laws adopted by two-thirds of the eligible voting membership present and voting at any meeting of the members, provided that at least seven days written notice (electronic or traditional) is given to each eligible voting member of such intention to alter, amend or repel, or to adopt new By-Laws, at said meeting. Members meeting the rules of voting eligibility as outlined in Article VII, Section 2 shall have By-Law amendment voting rights.

ARTICLE IX: Indemnification of Directors, Director's Employees and Agents

Section 1. The Board of Directors of the Lake Park Lancer Booster Club may authorize the Booster Club to indemnify present or former member of the Board of Directors or agent of the Booster Club, against all expenses or costs actually and reasonably incurred by him or her in any action, suit or proceeding to which he or she is made a party by reason of his or her holding the position.  This indemnification shall also cover expenditures incurred in good faith in anticipation of, or in preparation for, threatened or proposed litigation.  It shall also cover the good-faith settlement of any action, suit or processing, whether formally instituted or not.  No indemnification may be authorized for any member of the Board of Directors, member or agent adjudicated to be liable for negligence or misconduct in the performance of his or her duties toward the Booster Club, unless and only to the extent that the court in which such action was brought determines, despite adjudication of liability, but in view of all circumstances, such person is fairly and reasonably entitled to be indemnified for such expenses as the court shall deem proper. 

ARTICLE X: Director Conflict of Interest

Section 1. If a transaction is fair to the Booster Club at the time it is authorized, approved or ratified, the fact that a Director of Booster Club is directly or indirectly a party to the transaction.

Section 2.In a proceeding contesting the validity of a transaction described in Article X Section 1, the person asserting validity has the burden of proving fairness unless the material facts of the transaction and the Director's interest or relationship were disclosed or known to the Board of Directors or a committee consisting of Directors and the Board or committee authorized, approved or ratified the transaction by the affirmative votes of a majority of disinterested directors present and voting, even through the disinterested Directors be less than a quorum.

Section 3. The presence of the Director, who is directly or indirectly a party to the transaction described in Article X Section 1, or a Director who is otherwise not disinterested, may be counted in determining whether a quorum is present but may not be counted when the Board of Directors or a committee of the Board takes action on the transaction.

Section 4. For purpose of these By-Laws, a Director is “indirectly” a party to a transaction if the other party to the transaction is an entity in which the Director has a material financial interest or of which the Director has a material financial interest or of which the Director is an officer, director or general partner.

Section 5. No Director shall be allowed to use the Lake Park Booster Club mailing list for personal/promotional purposes.  Usage of the Booster Club mailing list for personal/promotional purposes shall be grounds for immediate removal as an Officer and or Director.

Clarification:notification (electronic or traditional) shall be defined as:

• Electronic - email or information on website
• Traditional - U.S. postal or letters sent home via the child

Notes:  By-Laws adopted August 18, 1980 and amended 5/4/83; 2/4/87; 5/3/95; 5/6/98; 10/1/98; 1/6/99; 4/5/00.

(Retyped as amended 4/5/00 for electronic distribution 9/5/05)

• Amended - December, 2005
• Amended - November, 2006
• Amended - November 2007

A printable pdf copy of the current by-laws can be accessed using this link.

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Lake Park High School Boosters Club
PO Box 182, Bloomingdale, Illinois 60108
contactus@lphsboosters.org

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