PLYMOUTH HIGH SCHOOL

SWIMMING & DIVING BOOSTER CLUB BY-LAWS

I.                     CHARTER

A.      Definition

The Plymouth Swimming & Diving Booster Club is a non-profit volunteer organization formed to assist in the support of the Plymouth High School Swimming & Diving program.  It is at time referred herein as “the Club”.  The Club membership is comprised of parents of the Plymouth High School, current, former, and/or incoming students including, but not limited to, swimmers and divers.

B.      Purpose

The purpose of the Club is to:

1.      Help raise funds for the Plymouth High School Swimming and Diving program.

2.      Decide on the distribution of these funds.

3.      Organize activities that support the Swimming and Diving program. 

C.      Direction

The Club is under the direction of the Head Coach and the Director of Athletics.  All activities conducted by the Club must support the vision of the Head Coach for the Plymouth Swimming and Diving program.   The Club should support an athletic environment that promotes hard work, persistence and effort, skill building, respect for others and self, good sportsmanship, and an enjoyable and fun team relationship.

D.      Club Values include:

1.      Involvement by all Club members is expected so that all share the load.  All athletes benefit from the efforts of the Club; all Members can contribute in the support of their child’s athletic experience.

2.      All individuals – members, athletes, coaches, school personnel, or visitors – are treated with respect, courtesy, and politely.  The Club supports the PCEP commitment to provide an environment free from harassment.  This includes sexual harassment, or any other harassment based on race, color, national origin, religion, ethnicity, sex, sexual orientation, age, disability, or U.S. Military or veteran status. 

3.      The Club will work to allocate funds in a conscientious, agreed-to manner.  Stewardship is key.  It is the responsibility of the Club to support the program in the present as well as plan for the future.  Financial controls are implemented to ensure that expenses and revenue are regularly reviewed.

4.      Personal Information pertaining to Club Members, athletes and the coaching should be held in confidence unless authorized by those individuals in writing.  One exception is Member contact information that is necessary to facilitate communication between Members.

5.      Undermining of policies, procedures, or personnel will not be tolerated.

6.      The Club will operate in a transparent manner.  Minutes will be available from the Secretary to anyone who requests it.  Anyone may attend a Board Meeting.

II.                   MEMBERSHIP

A.      Board of Directors – Election

1.      The Board of Directors of the Club is elected by the Club membership on an annual basis.  The election of officers shall take place at the last Club meeting of the regular season and shall be by majority vote of the voting membership.  All voting club members are eligible to run for office and/or vote. 

2.      Board members will serve on (1) year unless shall sooner resign, or be removed, or otherwise disqualified to serve at the discretion of the Board majority.  Board members can be elected to additional terms via the annual process of voting in Board members.

3.      Any Board member can resign at any time by giving notice to the President or Vice President.  Such resignation shall take effect on the date of the receipt of such notice or at any time specified by a majority vote of the remaining Board members.

4.      A vacancy in any office may be filled by majority vote of the remaining Board members.  If the Board can reach no such majority, then the Club general membership will elect the replacement Board member.

5.      A voting member need not be present at the meeting to cast a vote as long as they submit their vote in writing and in person to the Club Secretary any time prior to the election.

B.      Board of Directors – Duties

1.      The Board of Directors will consist of the following offices: President, Vice President, Treasurer, Secretary, and Class Representatives (1 per year/class and 1 alternate).  The Head Coach will serve as the Club advisor and an active Board Member.

2.      President:

a.       Call and preside over all Club membership meetings.

b.       Ensure that the actions of the Club are consistent with the Plymouth Swimming & Diving Booster Club by-laws and the Plymouth High School Athletic Department rules and regulations.

c.       Maintain a sound relationship between the Club and related high school and community representatives.

d.       Ensure that other Club officers and persons holding leadership roles in the Club are carrying out their responsibilities properly and in accordance with the by-laws and school regulations.

e.       Ensure the Club is working closely with the Head Coach so that activities of the Club are supportive of the program.

f.         Sign checks as required co-signer for payments in the absence of the Treasurer or Vice President.

g.       Appoint a committee to review and/or revise these by-laws every two (2) years.

3.      Vice President

a.       Perform all duties of the President in the event of his/her absence.

b.       Provide assistance to the President in carrying out the duties of the President.

c.       Sign checks as required co-signer for payments.

d.        Fulfill the duties of any absent board member.

e.       Assist Secretary in collecting and tabulating ballots for any vote.

4.      Treasurer

a.       Maintain a bank checking account for the Plymouth Swimming and Diving Booster Club.

b.       Maintain a written ledger for the Club of all financial transactions including income, debts, debt payment and related receipts and documents.

c.       Make payment required for financial transactions and keep record of all monies paid out and/or dispersed.

d.       Collect and bank all Club incoming monies.

e.       Prepare and submit a written financial report at each Club meeting.

f.         Function as primary authorized person to make payments for debts and co-sign Club bank account checks.

5.      Secretary

a.       Record and report all transactions and voting results from all Club meetings in the form of minutes of the meeting.

b.       Maintain a file copy of the meeting minutes and other major Club records and reports.

c.       Maintain a record of all members of the Club based on participation from prior years.  Maintain a current list of telephone numbers, addresses, and email addresses for those members. 

d.       Notify current members of upcoming Club meetings and fund raising events.  Arrange for meeting room, when necessary.

e.       Maintain a file of Club correspondence including letters, memos, fundraising and promotional letters and flyers.

6.      Class Representatives (Senior, Junior, Sophomore, Freshman)

a.       Act as liaison between the Club and the parents of players for the class they represent.

b.       Ensure that information presented and shared at the Club meetings is dispersed to parents and/or player for the class they represent.

c.       Ensure that the interests of the class they represent are shared at Board meetings and/or Club Meetings.

7.      Head Coach

a.       Communicate with the Club Board of Directors and general membership on needs of the team / program.  Needs could include, but are not limited to money, volunteers, facilities, and various program activities.

b.        Ensure that the direction and activities of the Club are consistent with the direction and activities of the Plymouth High School Swimming and Diving program.

c.       Be a voting member of the Board.

C.      Membership

1.      General Membership – Parents (and guardians) of current, former and/or incoming potential athletes on the Plymouth Swimming and Diving team, former players, others interested in supporting the Plymouth High School Swimming and Diving program are considered members of the Club and as such are invited to attend and participate at Club meetings.  Information, such as phone numbers and e-mails addresses, provided to ensure notification of Club activities and events will be shared with all Club members.

2.      Voting Membership – Parents and/or Guardians of current and incoming Plymouth High School Swimming and Diving athletes and the head coach.

III.                  GENERAL MEETINGS

A.      Meetings will be conducted on a regular basis during the course of the season. The President may call a meeting more frequently if program activity necessitates.

B.      Meetings will include reading/ approval of the minutes from the prior meeting, financial reporting, fundraising reporting, President’s report, committee reporting, Head Coach report, and discussion of old and new business.

C.      The President will be responsible for preparing the Club meeting agenda.

D.      New agenda items MUST be submitted at least 1 week prior to a Club meeting to be considered for discussion and/or vote at a Club meeting.

E.      Meetings will be conducted according to normally accepted rules and orderly procedures.  Any member in attendance is permitted to offer a motion for action by the Club.  If another member in attendance seconds the motion, the issue will be opened for discussion.  The President can, at any time end discussion on a topic if it is felt, in his/her opinion, that the discussion has reached a lengthy, and/or unproductive, and/or contentious state.

IV.                BOARD OF DIRECTOR MEETINGS

A.      Board of Directors meetings will be held regularly and be scheduled by the President.  The act of the majority of the Directors present at the board meeting shall be the act of the Board of Directors.

B.      Any member of the Board of Directors can call a special meeting if circumstances dictate.

C.      Normally actions and monetary expenditures by the Club will require approval by the membership.  Such approval will require a majority vote of the officers and members in attendance at a regularly scheduled Club meeting.  However, to properly conduct business transactions at other than regular membership meetings, the Board of Directors can approve expenditures up to a maximum of $100.   In the event expenditure occurs without membership approval, then notice of the expenditure must be sent to the general membership within 7 days.

V.                  CHAIRPERSONS

A.      As required, chairpersons are nominated to lead various volunteer efforts to support the following activities:

1.      Car Washes

2.      Picnic

3.      Wildcat Challenge (Relay Invitational)

4.      Duck Draw

5.      Bake Sales

6.      Home Meet Volunteers (Timers, After-Glow, 50/50, Gate)

7.      Social Events (Friday Night Football, Pasta Parties, Conference Party)

8.      Banquet

9.      Merchandise (Apparel)

10.    Other committees as deemed necessary by the Board.

B.      The Chairperson of each committee shall call special committee meetings as determined they are necessary.  Procedures at such meetings are left to the discretion of the Committee Chair.

C.      The Committee Chair will be responsible for identifying and reporting all expenditures in advance of obligation to the Treasurer.

D.      Each committee chair will give progress status reports at membership meetings.

VI.                AMENDMENTS AND REVISIONS

The by-laws of the Plymouth Swimming and Diving Booster Club may be amended by a vote of two-thirds of the voting membership at any regular meeting, provided the proposed amendment has been presented at a previous meeting.  Any changes to the by-laws must be incorporated into this document and approved by the Board of Directors.

VII.               DISSOLUTION OF THE CLUB

In the event that the Plymouth Swimming and Diving Booster Club is dissolved for whatever reason, the remaining funds, after resolution of all debt, will be transferred to the Plymouth High School Athletic Department.