Booster Club By-Laws

Article I - Name and Association
The name of this organization shall be “The Brook Hill Booster Club,” and shall subscribe to all policies and practices as described and approved by the Board of Directors of The Brook Hill School, Inc.

Article II - Purpose
The purpose of the club shall be to support the athletes and the athletic department of The Brook Hill School.

Article III - Membership

  1. Membership is open to all persons interested in promoting the athletes and athletic department of The Brook Hill School.
  2. Voting membership shall be open to persons 18 years of age or older. High school students are not eligible to vote.
  3. All Club members should serve on at least one Booster Club
    Committee.

Article IV - Dues and Revenues

  1. Membership dues will be determined yearly by the Executive Board.
  2. Membership in the club shall be from the date of joining, through the last day of the current school year.
  3. All dues and any other funds raised or given for the programs and projects of the Booster Club shall be recorded and placed in the Booster Club account and reconciled with The Brook Hill School business office.
  4. Following the normal expenses for operations and supplies for the concession stand/s, all proceeds given to or raised by the club will be distributed within the perimeters listed below.
    • Purchase the necessary equipment to keep the concession area/s equipped to function properly, as well as, meeting all Health Department requirements.
    • Cover the costs incurred with the athletic banquet/s.
    • Cover the expenses directly related to varsity athletic teams post season play. This may include travel, lodging and meal costs associated with coaches, athletes and support staff.
    • Purchase athletic banners which will be displayed to recognize varsity athletic team accomplishments.
    • Cover the cost of officials and referees at athletic competitions.
    • Cover the expenses of the athletic department as presented by the Athletic Director.  (By a majority vote of the Booster Club members in attendance at a scheduled meeting or at a special called meeting per the By-laws)
  5. At the end of the year, any remaining funds will be distributed in the following manner.
    • Up to $10,000.00 will remain in the club account as seed money for the next year.
    • After the $10,000.00 seed money allocation, all remaining funds will be given to the Athletic Department to be distributed by the Athletic Director at his/her discretion. The Athletic Director will report to the Booster Club at their first regularly scheduled meeting of the school year as to how these remaining funds were allocated within the athletic department.

Article V - Meetings

  1. Meetings will be held at the beginning and end of each athletic season (fall, winter, spring).
  2. The president shall have the authority to call a special meeting, provided the membership is notified at least seven days in advance.
  3. The day, time, and place of each meeting shall be communicated to the membership.
  4. A quorum must be present for the purpose of conducting business. A quorum shall consist of one officer and 10% of the membership.
  5. Voting shall be voiced and shall not be recorded unless requested by a member present at the meeting.
  6. All issues shall be decided by a simple majority of those voting.
  7. Any non-member may attend no more than two regular meetings as a guest before joining the club.

Article VI - Officers and Duties

  1. President - The President shall preside at all meetings of the club and will have general supervision of the clubs activities. The President will appoint all standing committees as needed. The President will act as a liaison to The Brook Hill School administration.
  2. Vice President - The Vice President, in the absence of the President, shall preside at all meetings of the club. The Vice President will serve as chairman of the Concession Stand Committee.
  3. Secretary - The Secretary shall record minutes of each meeting and present the minutes at each meeting. The Secretary shall retain all club records and provide copies as needed. The secretary shall notify the membership of meetings, and keep a complete list of members with their addresses and telephone numbers. The Secretary will serve as the chairman of the Membership Committee.
  4. Treasurer - The Treasurer shall collect and record all receipts and disbursements by the club, keep a complete and accurate record of all financial activities related to the club, and provide a written report to the membership on all financial activities at each meeting. The Treasurer shall work with The Brook Hill School’s designated individual on all deposits and reimbursements. The Treasurer shall present a budget for approval at the first meeting of each year.  
  5. Publication Director – The Publication Director
  6. Merchandising Director – The Merchandising Director
  7. Marketing Director – The Marketing Director

Article VII - Election of Officers

  1. A nominating committee, consisting of one officer and no more than five members, shall present a slate of officers at the Winter meeting.
  2. Officers shall be elected at the last Spring meeting of the school year.
  3. Each officer shall assume his/her duties June 1st and shall continue in office for one year, but shall be eligible for reelection. An individual may be reelected to the same office one time.
  4. Vacancies in office shall be appointed by the Executive Board.
  5. Any new officer position to be filled by reason of an increase in the number of officers shall be filled by election at a regularly scheduled meeting or at a special meeting.

Article VIII - Executive Board
The Executive Board shall consist of President, Vice President, Secretary, and Treasurer. The Board shall determine general policies, appoint offices which become vacant during the year, and act on all matters requiring special consideration.

Article IX - Miscellaneous
All proposed club activities shall be discussed, coordinated and approved by The Brook Hill School administration.

Article X - Amendments

  1. The by-laws may be amended by a majority vote of club members present at a meeting, provided that such amendment is presented in writing at the previous meeting. Once the Booster Club has approved an amendment, it must be presented to the Board of Trustees for approval at a regular session of the Board of Trustees of the Brook Hill School, Inc.
  2. The Board of Trustees of The Brook Hill School, Inc. may amend these bylaws at their sole discretion at any time, for any reason.