NORTHWEST BOOSTERS ASSOCIATION PREAMBLE
The Northwest Boosters Association exists to create, boost and maintain interest in ALL extracurricular programssponsored by the Northwest High School and Pleasant Run Middle School.
The Northwest Boosters is committed to using every reasonable effort to make learning and education moremeaningful, accessible and fun for students, teachers and their families. We support activities that help all students:
- Develop and practice good sportsmanship characteristics
- Increase self-esteem and self-worth
- Increase school spirit
- Develop and improve team building skills
- Develop and improve social skills
- Develop and improve leadership skills
- Provide positive outlets for creative talents outside the classroom
NORTHWEST BOOSTERS ASSOCIATION CONSTITUTION
ARTICLE I. NAME
The name of this organization shall be the Northwest Boosters Association (herein after called the NorthwestBoosters).
ARTICLE II. LOCATION
The Northwest Boosters is located in the Northwest High School Attendance area, Northwest Local SchoolDistrict, Hamilton and Butler Counties, Ohio.
ARTICLE III. PURPOSE
The Northwest Boosters is formed exclusively for charitable educational purposes, to wit: all co-curricularactivities undertaken for the benefit of the students attending the Northwest Senior High and Pleasant Run Middle School: and the making of distributions to these organizations which qualify as exempt organizations to Section 501 (c )
(3) of the Internal Revenue Code.
No part of the new earnings of this organization shall inure to the benefit of, or be distributed to IRS members orother persons except in payment of reasonable compensation for services rendered and to make payment and distributionsin furtherance of the purposes set forth in this article. No substantial part of the activities of the corporation shall becarrying on the propaganda, or otherwise participate in or intervene in any political campaign for a candidate to publicoffice. Nor shall this organization carry on any activities not permitted for a tax-exempt organization under Section 501 (c ) (3) of the Internal Revenue Code. Any such assets not so disposed of shall be disposed of by the court of common pleaseof Hamilton County, Ohio, to any organization which is organized and operated for such purpose.
Upon dissolution of the organization, the executive board shall, after paying or making provision for the paymentof all organization liabilities, dispose of all the assets of the organization to other organizations organized and operated exclusively for such charitable, educational, or scientific purposes as shall at that time qualify as a tax exemptorganization under Section 501 (c ) (3) of the Internal Revenue Code. Any such assets not disposed of shall be disposed of by the court of common please of Hamilton Counts'. Ohio, to any organization which as organized and operated for such purpose.
ARTICLE IV. MEMBERSHIP
Membership shall be available for 1) all residents of the Northwest Local School District; 2) all Alumni ofNorthwest High School and his/her family: 3) any Northwest School District employee and his/her family: 4) anycorporation or business and 5) any person wanting to support this association that has been approved by the Executive Committee.
ARTICLE V. OFFICERS & EXECUTIVE COMMITTEE
Section 1. The officers of the Northwest Boosters, executive board, shall be as follows:
President Vice-President SecretaryTreasurer
Section 2. The members of the Executive Committee include the officers of the Northwest Boosters and the followingChairpersons:
Assistant Treasurer of Activity AccountsAssistant Treasurer of Facility Fundraising Account*High School Membership Chairperson*Middle School Membership ChairpersonAlumni Membership ChairpersonCorporate Membership and Liaison Chairperson*High School Concessions Scheduling CoordinatorConcessions Inventory Controller*Concession Grillers *Middle School Concessions Scheduling Coordinator*High School Spirit Wear Chairperson*Middle School Spirit Wear Chairperson*Social Events Chairperson*Senior Recognition Chairperson*Fundraiser Chairperson*Members-at-large
*These positions can be filled with multiple co-chairpersons.
Section 3. The officers, executive board, of the Northwest Boosters shall also serve as the Trustees of the NorthwestBoosters and their duties shall be defined in the by-laws.
Section 4. The Executive Committee shall have such powers as defined in the by-laws, with powers to act on affairs of the Northwest Boosters between meetings.
Section 5. The Executive Committee of the Northwest Boosters shall be elected to a term of office defined in the bylaws.
ARTICLE VI. BY-LAWS
The Northwest Boosters shall adopt by-laws for the conduct of its affairs, which are in agreement with thisconstitution.
ARTICLE VII. AMENDMENTS
This Constitution may be amended at any regular meeting of the Northwest Boosters by a two-thirds affirmativevote of the members in good standing (see Article I, Section 3 of the Northwest Booster Association By Laws) then in attendance provided a quorum is obtained and that notice of the proposed amendment has been given at theimmediately preceding regular meeting.
NORTHWEST BOOSTERS ASSOCIATION
ARTICLE I. MEMBERSHIP, DUES AND VOTING RIGHTS
Section 1. Membership shall be available to 1) all residents of the Northwest Local School District; 2) all Alumni ofNorthwest High School and his/her family: 3) any Northwest School District employee and his/her family: 4) anycorporation or business and 5) any person wanting to support this association that has been approved by the ExecutiveCommittee.
Section 2. Each member in good standing shall be entitled to one vote on all matters brought before the NorthwestBoosters for consideration (including the election of the Executive Committee.)
Section 3. Annual dues shall be established by the membership chairpersons with prior approval of ExecutiveCommittee from July 1 through June 30, of each school year. Members who have paid their dues shall be in good standing and shall be eligible to vote, through June 30 of the following school year, on all matters brought before theNorthwest Boosters for consideration (including the election of the Executive Committee) and shall be eligible to hold office in the Northwest Boosters and serve on any committee of the Northwest Boosters.
ARTICLE II. MEETINGS
Section 1. Regular meetings of the Northwest Boosters shall be held on the first Tuesday of each month, unlessotherwise published on the Northwest School District Calendar. A member must be in attendance in order to vote on business at hand.
Section 2. Special meetings may be called by the President of the Northwest Boosters, the Executive Committee, or1/5 of the membership.
Section 3. The Executive Committee shall meet monthly as needed.
Section 4. A nominating committee shall be appointed at the January meeting to recommend a slate of officers andchairpersons of the Executive committee for the March meeting. Election of the Executive Committee shall be held atthe April meeting.
Section 5. A quorum of the Executive Committee shall constitute two Executive Board members and three Executive Committee members who are in attendance and in good standing, for the transaction of business in anymeeting of the Northwest Boosters.
ARTICLE III. ELECTION OF THE EXECUTIVE COMMITTEE
Section 1. The election of the Executive Committee of the Northwest Boosters shall take place at the April meeting.The Executive Committee members shall be elected to serve for a period of one year (July 1 thru June 30).
Section 2. All elections of the Executive Committee shall be by secret ballot. The nominee receiving the greatestnumber of votes shall be declared elected. However, if there is but one nominee for any position, it shall be in order to move that the secretary cast the elective ballot of the Northwest Boosters for the nominee.
Section 3. At the January meeting. the President shall appoint a nominating committee of three or five members with theapproval of the Executive Committee. The nominating committee shall nominate at least one eligible member for eachposition to be filled and report its nominees at the March meeting of the Northwest Boosters. Nominations may be madefrom the floor at the April meeting provided the consent shall consist of two Executive Committee members and threemembers at large from the Northwest Boosters.
Section 4. All Executive Committee members shall be required to attend regular meetings of the Northwest Boosters.Failure to attend these meetings or failure to perform the duties required by the position may result in removal fromoffice by a 2/3 vote of the Executive Committee.
Section 5. In the event of a vacancy, the Executive Committee shall recommend a successor, subject to the approval ofthe membership at the next regular meeting.
Section 6. Executive Committee Chairpersons, with the approval of the Executive Committee shall establishspecial committees.
Section 7. Members-at-large will be recommended by the President and the Nominating Committee and approved bythe Executive Committee. These individuals will help the Executive Committee distribute the work required to lead theefforts of the Boosters throughout the year. They will serve for one year from July 1 through June 30.
Section 8. Each officer, executive board member, of the Northwest Boosters shall serve a term of no more than three
(3) consecutive years in the same position, unless a successor can't be identified.
ARTICLE IV. DUTIES OF THE EXECUTIVE COMMITTEE
Section 1. The President shall preside at all meetings of the Northwest Boosters and the Executive Committee at whichhe or she may be present; shall perform such other duties as may be prescribed by these by-laws or assigned to him orher by the Northwest Boosters or the Executive Committee and shall coordinate the work of the Executive Committeeand committees of the Northwest Boosters in order that the purpose of the Northwest Boosters may be promoted. He orShe shall also represent or ensure representation at Northwest Board of Education meetings when necessary. He or She shall also appoint an audit committee consisting of three members to audit the Northwest Booster financial books to becompleted by August 15. The President shall also validate the Bank Account Balances by reviewing the BankStatements at the beginning of each month.
Section 2. The Vice President shall act as an aide to the President and shall perform the duties of the President in theabsence or disability of that officer to act. He or she shall also serve as a liaison to all parent representatives (reps) to insure that the reps understand their duties and have full knowledge of the activities of the Northwest Boosters.
Section 3. The Secretary shall record the minutes of all meetings of the Northwest Boosters and of the ExecutiveCommittee, shall maintain an Executive Committee contact sheet, shall maintain the Northwest Boosters By-laws andshall perform such other duties as may be delegated to him or her. Minutes shall be distributed to the Executive Boardprior to the next meeting. They will also serve as Parliamentarian.
Section 4. The Treasurer shall receive and disburse all funds of the Northwest Boosters and shall deposit or invest itsmoney in a manner approved by the Executive Committee. He or she shall keep a complete and accurate account of all receipts and expenditures and shall be responsible for the maintenance of all books of accounts and records. He or sheshall be responsible for filing the annual report for the Internal Revenue Service, due by November 15th and provide financial reports at such other times as requested by the Executive Committee.
Section 5. The Assistant Treasurer of Activity Accounts shall assist the Treasurer by receiving, disbursing anddepositing funds of the Northwest Boosters in particular all of the Booster Activity accounts. The Assistant Treasurer ofActivity Accounts will also assist the Treasurer in helping maintain accurate account records.
Section 6. The Assistant Treasurer of Facility Fundraising Account shall assist the Treasurer by receiving, disbursingand depositing and recording pledges and amounts due the Northwest Boosters in particular for the Boosters FacilityFundraising Account. They should also communicate with the Facility corresponding secretary so that notes can be sentand assist the Treasurer in helping maintain accurate account records.
Section 7. The High School and Middle School Membership Chairperson shall endeavor to increase the NorthwestBoosters membership, shall create and maintain a database of the Northwest Booster membership and notify the Executive Committee of new members.
Section 8. The Alumni Membership Chairperson shall endeavor to increase the Alumni Membership of the NorthwestBoosters, shall work in conjunction with the Northwest Alumni Association to cross promote membership in bothorganizations and notify the Executive Committee of new Alumni members.
Section 9. The Corporate Membership and Liaison Chairperson shall endeavor to increase the Corporate Membership ofthe Northwest Boosters, shall create and maintain a database of all corporate members, notify the Executive Committee ofnew members and be a connection between community businesses and the Boosters.
Section 10. The High School and Middle School Concession Scheduling Coordinators shall work with Coaches to recruit aTeam Mom/Parent; hold a training session for the team mom/parents to explain exactly how concessions runs on any givennight during all sports; and assigns games to each team/activity group. Teams/activity groups will be assigned a number ofgames based on their season and availability. Games will be assigned to all groups who received funds/support from theNorthwest Boosters. It is our intention that no parent would be assigned a time in which they would miss their child play.Participation in working concessions staff is strongly encouraged and can be considered at the time of disbursementrequests.
Section 11. The Concessions Inventory Controller shall be responsible for Making sure the concession stands at the HighSchool and Middle School are ready with product for all games scheduled; Checking stock at the end of games andreordering as necessary; All purchases of stock for concession stands; and Working with the Treasurer to make sure allinvoices/receipts are properly accounted for and paid.
Section 12. The Concession Grillers shall oversee the operation and maintenance of the grills and equipment for all events as necessary.
Section 13. The High School and Middle School Spirit wear Chairperson shall oversee all sales of clothing and any spirit merchandise for all events as necessary.
Section 14. The Social Event Chairperson shall coordinate the special events including but not limited to HomecomingParade, Award Nights, Elementary and Middle School Nights, Teachers Tailgate, and Band Night and assist the HighSchool Concession Chairperson with the All Sports Kickoff.
Section 15. The Senior Recognition Chairperson shall be responsible for coordinating volunteers for painting the SeniorWalk of Fame, ordering Senior Sports banners and coordinating with parents and other volunteers to hang them beforegames and take them down afterwards, Ordering and coordinating the hanging and taking down of the senior graduationbanners on the Pippin and Stout Road fences, and if asked by Coaches or Athletic Directors to assist in Senior Nightplanning and preparation.
Section 16. The Fundraising Chairperson shall coordinate the fundraising efforts of the Northwest Boosters including but not limited to Monte Carlo, Cow Drop, Dodge Ball Tournament, 5k race, Cruise In, Knight of Honor Raffle and Split the Pot Raffles.
Section 17. Members-at-Large will help the Executive Committee distribute the work required to lead the efforts of theBoosters throughout the year.
ARTICLE V. EXECUTIVE COMMITTEE
Section 1. The Executive Committee shall consist of the officers and members of the Executive Committee.
Section 2. The duties of the Executive Committee shall be (1) to transact the necessary business in the intervals betweenthe Northwest Boosters meetings and such other business as may be referred to it by the Northwest Boosters; (2) to approvethe plans of the committees before presentation to the Northwest Boosters membership; (3) to present a report at the regularmeetings of the Northwest Boosters; (4) to approve expenditures within the limits of authority.
Section 3. A quorum of the Executive Committee shall constitute two Executive Board members and three ExecutiveCommittee members who are in attendance and in good standing, for the transaction of the Executive Committee business.
Section 4. The Northwest High School Athletic Director or designee shall serve in an advisory capacity without votingpower on the Executive Committee.
ARTICLE VI. EXPENDITURE OF FUNDS
Section 1. The Executive Board shall have the authority to make non-budgeted expenditures of up to $250.00.
Section 2. The Northwest Boosters may vote on non-budgeted expenditures of up to $250.00 without prior review with theExecutive Committee.
Section 3. The Northwest Boosters can vote on non-budgeted expenditures of over $250.00 providing it has been reviewedat the preceding Executive Committee meeting.
Section 4. An annual budget shall be prepared by the Executive Committee to be approved at the August meeting.
Section 5. Upon request a group receiving funds from the Northwest Boosters shall show proof of the use of the funds and any unused portion shall be returned to the Northwest Boosters.
Section 6. In May request forms for disbursements will be distributed to all extracurricular programs sponsored by theNorthwest High School and Pleasant Run Middle School. A disbursement committee will be formed by the President, toinclude at least the Treasurer, President and Principals of both schools. Disbursement requests will be weighted not onlyby need but will include consideration of the following: If all Coaches/Group Leaders are paid members of the Northwest Boosters (mandatory); the percentage of parent membership within your group or team; the percentage of participation inBooster fundraising activities/events such as Concessions, Monte Carlo Night, 5K races, split the pot, spirit wear sales and other volunteer opportunities; and other fundraisers the group/team has held during the year to produce their own funds.
Section 7. The Northwest Boosters shall make every reasonable effort to carry at least five thousand dollars ($5,000.00)into the following year.
ARTICLE VII. COMMITTEES
Section 1. Standing committees shall be established by the Executive Committee according to the articles and by-laws or asthe needs of the Northwest Boosters demand.
Section 2. Standing Committees will report to a member of the Executive Committee, No committee work shall beundertaken without prior approval of the Executive Committee and no plan may be submitted to the Northwest Boosterswithout first being presented and approved by a majority vote by the Executive Committee.
Section 3. The President shall serve as an ex-officio member of all committees except the nominating and auditing committees.
ARTICLE VIII. ORDER OF BUSINESS
Section 1. The order of business to be observed at all Northwest Boosters meetings shall be as follows unless modified bythe Executive Committee:
1) Call to order 2) Reading / Approval of minutes of prior meeting 3) Group or Team Reports 4) Reports from Administrators 5) Executive Committee Reports 6) Old Business 7) New Business 8) Announcements 9) Adjournment
Section 2. The Executive Committee shall recommend, and the Northwest Boosters approves, a set of standing rules, asnecessary, to meet the intent of this organization.
Section 3. Robert's Rules of Order, Revised edition, shall he followed by the Northwest Boosters in all cases involvingparliamentary procedure when it does not conflict with the Constitution or bylaws of the Northwest Boosters.
ARTICLE IX. AMENDMENTS
Section 1. These by-laws may be amended at any regular meeting of the general Northwest Boosters by a 2/3 affirmativevote of the members in good standing then in attendance provided a quorum is obtained and provided that the notice of theproposed amendment shall have been given at the immediately preceding regular meeting.
ARTICLE X. BY_LAW REVIEW
Section 1. These by-laws shall be reviewed at least every two years.
Reviewed and Revised 03/2015.