SCHOOL DISTRICT OF MEDFORD LAKES, INC

The name of the association shall be the Athletic Booster Club of the school district of Medford Lakes, Inc., hereinafter referred to as the "Club."

Membership in the Club shall be open to all interested resident of Medford Lakes and members of the staff of the Medford Lakes Public Schools, whether or not residing within the Borough of Medford Lakes, who have paid dues as hereinafter provided.

Dues shall be fixed by the Executive Board of the Club at its May meeting for the ensuing year, and shall be payable at the first general membership meeting of that school year.

The general objectives of the Booster Club shall be sponsoring activities and programs which will: 1. Provide financial support for extra curricular athletic programs of the Medford Lakes Public Schools; and 2. Improve physical well being of the pupils attending Medford Lakes Public Schools.

The officers of the Club shall consist of a President, a Past-President Advisor, a Vice-President, a Recording Secretary, a Corresponding Secretary and a Treasurer, who shall be members of the club in good standing. All positions shall be elected positions. At the last regular meeting of the year, the Nominating Committee will present its slate of candidates to the members. A quorum of the Executive Board must be present, and any nominations from the floor will be accepted and added to the list of candidates. Candidates will be elected by a simple majority of the members present, for a term of one year and until a successor is duly elected. An officer can be elected to the same office.

Vacancies which occur during the year due to the resignation of officers shall be filled by appointment by the President. In the event the President resigns, the Vice-President shall become President.

The officers of the Club shall comprise part of the Executive Board. Each officer shall have one vote on the Executive Board. The rest of the Executive Board will be comprised of committee chairpeople. Each committee chairperson will have one vote on the Executive Board.

The President has the authority to approve expenditures up to $50.00. All expenditures in excess of $50.00 will require the approval of a quorum of the Executive Board. A record of all expenditures shall be maintained together with proper receipts for each expenditure.

A Petty Cash Fund of $50.00 will be maintained by the President or a designee, with individual expenditures not to exceed $25.00. Petty Cash expenditures must be accompanied by a receipt.

Checks require the signatures of two (2) officers. Officers authorized to sign checks are the President, Vice-President and Treasurer.

The President shall be the chief executive officer of the Club, shall preside at all meetings of the general membership and the Executive Board, shall manage the business of the Club and shall see that all orders and resolutions of the Executive Board are implemented. During the absence or disability of the president, the Vice-President shall have all the powers of the President and shall perform the duties of the president.

The recording Secretary shall attend all meetings of the general membership and of the Executive Board, record all votes and minutes of all proceedings in a book to be kept for that purpose, keep all documents and records of the Club in a proper and safe manner, distribute minutes of last meeting prior to the next Executive Board meeting, and perform such other duties as may be prescribed by the Executive Board, including the duties of the Corresponding Secretary in the absence or disability of the Corresponding Secretary.

The Corresponding Secretary shall give or cause to be given notice of all meetings of the general membership and of the Executive Board; physically generate correspondence from the Club or any subdivision of the Club to the Club and shall perform all the duties of the Recording Secretary during the absence or disability of the Recording Secretary.

The Treasurer shall: have the custody of the Club funds; keep full and accurate account of receipts and disbursements in the Club books; deposit all money in the name and to the credit of the Club in such depository as may be designated by the Executive Board; disburse the funds of the Club as may be ordered or authorized by the Executive Board as well as pursuant to Articles 8 and 9 herein 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 Club; render a full financial report at the annual meeting of the general membership; be furnished by members of the Executive Board at the Treasurer’s request all such reports and statements as the Treasurer may require as to all financial transactions of the Club; and perform such other duties as are given to the Treasurer by the Executive Board or the President.

The President shall prepare the agenda for each Executive Board session, preferably with input from members of the Executive Board.

The Executive Board shall meet once a month during the school year, at a time and place set by the Executive Board at its June meeting for the ensuing year. The Executive Board may hold additional meetings at the President’s discretion or may be called by a majority of the Executive Board.

The general membership of the Club shall meet at least four times during the school year at such time and place as is determined by the Superintendent of schools. The President shall have the power to call special general membership meetings at the President’s discretion provided, however, the five (5) days’ notice of the time, place and purpose of such meeting shall be made available to the members in good standing of the Club. The final meeting of the school year shall be deemed the annual meeting.

A quorum at any annual, regular or special meeting of the general membership of the Club shall consist of ten percent of the membership as of November 1^st of each year. A quorum of the Executive Board shall be four or more members of the Executive Committee.

These by-laws may be amended by a majority vote of the members present at any regular or annual meeting of the general membership of the Association or Executive Board session, provided that written notice of proposed change or changes shall have been distributed to each member in good standing prior to that meeting.

1. The Club operates under the auspices of the Medford Lakes Board of Education. As such, the Club benefits by having the use of Board facilities and is covered by various Board insurance policies. The President and/or Vice-President of the Club shall attend the monthly meetings of the Board of Education. The President and Vice-President should be notified of the Board of Education meetings by being placed on the Board of Education mailing list.
2. The Club must be considerate of the administration. All communications, which include notices and posters, to children, parents, faculty, etc must be approved by the administration prior to their distribution. The school administration must approve all fund raisers and all Club activities. The attendance of administrators at Booster Club functions is not mandatory but is an indication of the administration’s support of the Club.
3. When copies must be made, specific request forms must be completed and submitted to the school office at least two days prior to the date needed. The Club volunteers should not use office equipment. When there is a need to use school facilities after hours, arrangements must be made ahead of time with the head custodian. Since the Club activities must receive prior authorization from the Superintendent, the administrator should notify the head custodian if any special equipment or furniture will be needed for the activity.
4. The Club is a supporter of the Medford Lakes Public Schools Athletic programs. However, the Club shall have no input regarding decisions by the Board of Education as concerns the hiring and firing of coaches in the various athletic programs of the Medford Lakes Public School. The appointment of and/or non-retention of coaches in their position within the athletic programs is by law a decision which rests in the discretion of the Board of Education.
5. The Club needs to recognize that there are other organizations in the community that do fund raising, and should be careful that its fund raising efforts do not compete or interfere with others.
6. No Club volunteer will represent themselves as a Club spokesperson to anyone in the administration or staff without specific authorization or instruction from the President.

1. Printing cost exceeding $50.00 must go out for a minimum of three quotes. The job will be awarded to the lowest bidder. The three quotes should be submitted to the president before a decision is made.
2. On purchases exceeding $50.00, the Booster Club Executive Board members will always make cost comparisons with the intent to purchase the most reasonably priced.
3. Blank checks will never be authorized. Reimbursements will not be made without documentation.
4. Checks shall have the signature endorsement of president and treasurer.

1. Phone voting may be done only in emergencies, for example, in the case of time deadlines, where 25% of the Executive Board was not present at the meeting.
2. Phone voting should be done by the President. Every means should be used to contact every Executive Board member.

1. Start-up funds for fund raising activities should be determined before the school year begins by the Past President, Past Treasurer, and current President. These funds are determined by past experience or the best estimate of the projected need. These funds can be increased by the Executive Board.

1. Letterhead may not be used without the authorization of the President. The President should be in possession of all letterhead with the exception of a small amount to be kept by the corresponding secretary.

1. A fund raiser is defined as any activity whose specific purpose is to raise money.
2. All fund raisers must be approved by the Superintendent in accordance with policy #5136 or other appropriate policies.
3. A preliminary list of fund raisers must be submitted to the Superintendent no later than June 1^st of the preceding year.
4. A preliminary list of fund raisers and activities for the next year must be submitted to the Club and Executive Board by the April meeting and voted on at the May meeting.
5. Fund raiser chairpersons are appointed by the President of the Club and are accountable to the President. Chairpersons do not have the authority to spend Club monies or to commit to the spending of Club monies unless they have a prearranged budget or have obtained special approval as per the Booster Club. Then the authority to spend Club monies is strictly limited to the authority granted.
6. Before approval of a fund raiser, the Club should take into consideration the fund raising efforts of other organizations within the community and the school in order to avoid conflicts and competition within the community and the school. The corresponding secretary is to be responsible for communication with other organizations within the community and the school as to scheduled fund raisers.

1. Special Services are defined as programs provided for the benefit of the students.
2. The goals of the special service activities should not be geared toward fund raising.
3. The chairperson of special service activities is appointed by the President of the Club and is accountable to the President. Chairpersons do not have the authority to spend Club monies unless they have a preapproved budget or have obtained special approval as per the Club bylaws. The authority to spend Club monies is strictly limited to the authority granted.

1. There will be one chairperson per committee and one vote per Executive Board member.
2. Committee chairpersons must recognize that they do not have the authority to spend Booster Club funds without the authorization of the president, executive committee, and or executive board.
3. Significant changes in the structure or operation of individual committees must be approved by the President and/or Executive Board.
4. A report should be handed in by every committee chairperson at the end of the year. Committee chairpersons must turn in their records to the President. The committee records and materials are the Club property and for Club use. They are not the property of committee chairpersons.
5. Committee chairpersons must have the authorization of the President before using any letterhead. All correspondence must be approved by the President before submission for administration approval.

1. The Nominating Committee shall meet in February and present the slate of officers at the March Meeting. The membership will vote on the slate at the April meeting.
2. The calendar is prepared by the President and Vice-President and presented at the May meeting.
3. The budget, the goals, and the projected income are prepared by the current and the future treasurers, and the past, the present, and the future presidents in April and presented at the May meeting.
4. In the process of reorganization, an evaluation of the past Club activities and future endeavors must be performed by the executive committee during the March meeting.

1. The Club is required to comply with and adhere to all rules and regulations which have been

or which in the future will be promulgated by the NJSIAA.

2. All programs sponsored and/or financially provided by the Club will comply with all rules and regulations under Title 9. Title 9, or 20 U.S.C.S. S1681, et seq., provides that no person in the United States shall, on the basis of sex be excluded from participation in, or be denied the benefits of, or be subject to discrimination under any education program or activity receiving federal financial assistance. Title 9 applies to athletics and requires that no person shall be discriminated against in any interscholastic or intramural athletics offered by a recipient, and no recipient shall provide any such athletic program separately on such basis. Any recipient which operates or sponsors intramural athletics shall provide equal athletic opportunity for members of both sexes.
3. The Club will adhere to and follow all requirements of the federal and state affirmative action policies. Further, the Club shall not discriminate, by excluding an individual from participating in the activities which it sponsors, from participating in the fund raising activities; and/or fail to do business with any company, corporation and/or firm, based solely upon that individual and/or entity’s race, religion, and/or sex.