TABLE OF CONTENTS

 

*Bylaws amended and approved 2.4.25

ARTICLE 1: PURPOSE

1.1 NAME, OBJECTIVE, AND MISSION STATEMENT

1.2 STANDING

1.3 PROHIBITED ACTIVITIES

ARTICLE II: GOVERNMENT

2.1 BOARD OF DIRECTORS

2.2 BOARD POSITION DESCRIPTIONS

                2.2A- KEYS

2.3 MEETING OF BOARD MEMBERS

2.4 VOTING

2.5 COMMITTEES

ARTICLE III: FISCAL MANAGEMENT

3.1 BOOKS AND RECORDS

3.2 BOOSTER FUNDS

3.3 KEYSTONE ATHLETIC BOOSTER CLUB FUND DISTRIBUTION

3.4 REGIONAL.DISTRICT FUNDS

3.5 INDEMNITY (?)

ARTICLE IV: AMENDMENTS

4.1 AMENDMENTS

ARTICLE V: DISSOLUTION

5.1 DISSOLUTION

ARTICLE 1: PURPOSE

1.1: NAME, OBJECTIVE, AND MISSION STATEMENT

• The name of this organization is Keystone Athletic Booster Club, thereafter, it is referred to as Keystone Athletic Boosters Club.

• The objective of the Keystone Athletic Boosters Club is to support all the Keystone High, Middle, and Keystone youth athletic programs, sponsored by Keystone Local Schools.

 

Keystone Athletic Boosters Club mission statement:

• To support all Keystone Local School District sports by bringing together students, parents, coaches, faculty, alumni, and community members in a way that enhances school spirit and provides financial support to continue a rich tradition of quality student athletics.

 

1.2: STANDING 

• Keystone Athletic Boosters Club is, and will always be, a non-profit, conducting its business in a manner that will qualify for tax-exempt status under relevant federal and Ohio laws.

• Keystone Athletic Boosters Club is organized exclusively for charitable purposes with the meaning of Section 501 (c)(3) of the Internal Revenue Code.

 

1.3: PROHIBITED ACTIVITIES

•  Notwithstanding any other provision of these Bylaws, Keystone Athletic Boosters Club shall not carry on any other activities not permitted to be carried on by an organization exempt from Federal Income tax as an organization described in Section 501 (c) (3) of the Internal Revenue Code.

• Keystone Athletic Boosters Club shall comply with all applicable laws, rules, and regulations governing its existence.

• Keystone Athletic Boosters Club shall be non-partisan and apolitical. It will not be involved in or participate in political campaigns or attempt to influence legislation.

 

ARTICLE II: GOVERNMENT

 

2.1: BOARD OF DIRECTORS

The board consisting of the following officers shall govern the Keystone Athletic Booster Club.

               

• Officers include the President, Vice President, Treasurer, and Secretary. Members may include the following:  Spirit Wear Committee, Concession Stand Committee, Fundraising Committee, and any other members who wish to be a vital part of the organization.

 

2.2.  BOARD POSITION DESCRIPTIONS

 

PRESIDENT:

• Responsible for overall management of Keystone Athletic Boosters Club.
• Responsible for securing monthly meeting times and locations.
• Preside over meetings of the Board officers and members.
• Appoint special committees as needed.
• Provide policy direction for Keystone Athletic Boosters Club.
• Will be responsible for ALL key holding officers.
• Serves as secondary signer on bank accounts

VICE PRESIDENT:

• Assist the President and fulfill responsibilities in the absence of the President.
• Responsible for notifying Board Officers/Members of all meetings.
• Assist Committees with fundraising efforts if/when needed– including, but not limited to 50/50, Team Concession Stand Nights, and Annual Fundraiser where proceeds are donated to Keystone Athletic Boosters Club.

TREASURER:

• Serve as chief financial officer of Keystone Athletic Boosters Club, with responsibility for all funds.
• Maintain records of all income and expenses authorized by the Board Officers/Members.
• Prepare financial reports using whatever program needed to be presented at Keystone Athletic Boosters Club meetings and present an annual financial statement after the year ends (July 1-June 30).
• Responsible for ensuring that all federal and state forms are filed in the specified time frames.
• Responsible for monthly reconciliation of individual accounts based on a check-and-balance system provided by coaches.

SECRETARY:

• Record minutes and attendance of meetings of Keystone Athletic Boosters Club.
• Present minutes at the beginning of each monthly meeting.
• Communicate with any person or organization as directed by the Keystone Athletic Booster Officers and/or Members.
• Publish all proposed amendments to the constitution and bylaws.
• Maintain social media pages set forth by the organization.
• Manage promotional materials for annual fundraisers.

ALL OFFICERS CAN ACCESS FINANCES IF NEEDED.

 

2.2A:  KEYS

• Keystone Athletic Boosters Club has four (4) keys to the concession stand located at the Wildcat Football Stadium. The keys are marked and logged in through the Keystone High School Athletic Director’s Office.
• The President of the Keystone Athletic Boosters Club will oversee the key holder individuals that have also signed a ‘Key Acceptance” form. This form has been signed by a board member, sent to the superintendent, and filed into the Google Drive.
• Key holders are responsible for their keys and keys may not be duplicated, loaned out or shared with any other individuals.
• If the individual key holder leaves his/her Officer position, the key must be returned to the President immediately. Notice will then be given to the Keystone Athletic Director and the Superintendent that the individual is no longer a key holder.
• If a Key Holder abuses his/her privileges, the keys will be revoked. 

 

2.3: MEETINGS OF BOARD MEMBERS

• Keystone Athletic Boosters Club shall meet once a month or as the Board deems necessary. The organization’s President will schedule and confirm availability with Board Members.

 

2.4:  VOTING

• The Board shall vote on all proposed action to be taken on behalf of Keystone Athletic Boosters Club.  This may be done at any time as so situations may be time sensitive. These will be recorded in meeting minutes by the secretary.

• Any Board Member has the right to bring a motion for specific action or resolution. The motion shall be added to the agenda for the next board meeting following the motion. A motion may be brought during a board meeting along with a request for an immediate vote, which following discussion of the motion shall be conducted at the discretion of the President. The Board Members may agree to table the vote for the next board meeting.

• For actions deemed urgent as confirmed by the President to which a vote cannot wait for the next scheduled board meeting, voting is permitted to take place via Written Action. When a proposed action is called for a vote via Written Action, each Board Member shall submit his or her vote to the President in writing, which includes but is not limited to email and text messages.

 

2.5 COMMITTEES

• The Board of Directors may establish committees having the authority of the Board in the management of the business of the Keystone Athletic Boosters Club. Committees are always subject to the direction and control of the Board.

• The committee must consist of one or more people. Committee members need not be a member of the Board.

 

ARTICLE III: FISCAL MANAGEMENT

 

3.1 BOOKS AND RECORDS

• Books and records of the Keystone Athletic Boosters Club shall be on the laptop purchased by the organization and in the Treasurer’s possession. 

 

3.2 BOOSTER FUNDS

• Keystone Athletic Boosters may be used as a depository for funds raised by that individual team sport. The Coach must keep in contact with the Treasurer for accurate balances of the sport. If the Coach believes there is a discrepancy, any balance disputes must be made by the Coach to the Boosters Treasurer within 60 days of bank deposit and before the June 30^th fiscal year.
• No funds will be disbursed without an approved funds request form. Funds requested to be disbursed from the individual sports account must be accompanied by a hard copy of the invoice or an electronic copy of the invoice. 
• Treasurer will no longer accept text versions of invoices. 
• Checks from fundraising events should be made payable to Keystone Athletic Booster Club
• Deposits and deposit slips are to be turned into the Treasurer within 48 hours following the deposit. 
• Venmo and PayPal are an acceptable form of transaction when collecting money for sports-related activities.  Coaches may instruct individuals to make payments or donations to the Keystone Athletic Boosters Venmo account (@keystoneathleticboosters) or PayPal (@Keystoneboosters1). Coaches are responsible for communicating that the sport name and event must be documented in every PayPal or Venmo transaction. Additionally, Keystone Athletic Boosters is not responsible for communicating each transaction received. It is the coach's responsibility to ensure that individuals using PayPal and Venmo communicate their transactions back to the Coach for tracking purposes. Keystone Boosters will provide a consolidated transaction history report after the events collection period.
• Keystone Athletic Boosters can accept credit card payments for events but will impose a 2.65% transaction fee per transaction.
• No fundraiser invoices are to be paid with cash. Checks should be requested from Keystone Athletic Boosters to pay invoices. 
• Requests along with the hard copy invoice can be mailed to the Keystone Athletic Booster Club 580 Opportunity Way LaGrange, Ohio 44050, placed in the Keystone Athletic Booster mailbox at Keystone High School, or presented to the Treasurer in person, during a meeting. 

 

3.3 KEYSTONE ATHLETIC BOOSTER CLUB FUND DISTRIBUTION

• For the Keystone Athletic Booster Club to continue serving Keystone Student Athletes, Board Officers, and Members must participate in fundraisers. This includes but is not limited to Team Concession Stand Nights and the Annual Fundraiser where proceeds will be donated to the Keystone Athletic Booster Club. 
• Dollars being requested from the Keystone Athletic Booster Club General Fund must be accompanied by the Funds Request Form which is completed by the Coach. Funds will be distributed once approved by Board Officers.  
•  Keystone Athletic Boosters may pay for the yearly Coaches Association dues, clinics, etc. which the coach is required to attend. 
• Keystone Athletic Boosters may pay for volunteer coaching fees, including CPR, First Aid Training, Fundamentals of Coaching, and Pupil Activity Permits. 
• Coaches who participate in mandatory training, clinics, and competitions that require overnight accommodations shall request reimbursement funds not to exceed $140 per night (Maximum of two rooms and with documentation of required dates of attendance). 
• Funds requested to be disbursed for sports uniforms, T-shirts, equipment, etc. that will remain with the sports program at Keystone Local Schools, and may be handed down from year to year (under Regular Operating Years) will be split in the following way: 

1⁄3 KeystoneAthleticBoosters 

2/3 through either Athletic Director or Team.  Coaches are responsible for confirming and securing Athletic Director funding.

(Any part of the uniform includes, but is not limited to: Pants, Shirts, Shorts, Hats, Socks, shoes,  Belts and singlets) 

• A purchase order for all orders to BSN Sports, or any other supplier, is required to be submitted to the Treasurer before the order is placed to ensure that funds are available. Once this is complete, and the funds are verified, the order can be released to BSN Sports, etc. for fulfillment. 

 

3.4 REGIONAL/DISTRICT/STATE QUALIFIER FUNDS

• Athletes and paid coaches who participate at the Regional or District Level, depending on the sport, may receive up to $15 each toward lunch purchases. Additional funding must be requested before participation with Officer approval. 
• Athletes and paid coaches who participate at the State Level may receive up to $15 each for lunch and up to $20 each for dinner. Additional funding must be requested before participation with Officer approval. 

• Athletes and paid coaches who participate in events that require overnight accommodations will be paid for out of the team funds at the coach's discretion. For payment requests from the Keystone Athletic Booster General fund, refer to Section 3.3 bullet #5.
• The Keystone Athletic Booster Club will pay for championship T-shirts for all sports sponsored by Keystone Local Schools.

3.5 INDEMNITY

 

ARTICLE IV: AMENDMENTS

ARTICLE V:  DISSOLUTION

5.1 DISSOLUTION