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501 (c)(3) Organization of the Internal Revenue Code of 1986

Article I – NAME

The organization shall be known as the Thomas Jefferson High School Boys Volleyball Booster Club (“Booster Club”).

Article II – PURPOSE

1. To provide financial support on the basis of need for the high school boys volleyball program which is not provided by the West Jefferson Hills School District (WJHSD).

2. To encourage and help to maintain the existing high school boys volleyball program.

3. To aid in the development of new athletic programming, when appropriate.

4. To support the guidance of the WJHSD Athletic Handbook.

Article III – ATTENDANCE

1. Attendance will be open to parents, legal guardians and coaches of students participating in the Thomas Jefferson High School Boys Volleyball program.

2. Attendance is open to any other interested adult with a student enrolled in the WJHSD.

3. Attendance of meetings by coaches is welcomed and encouraged.

Article IV – MEETINGS

1. An introductory meeting shall be held every September and February of the school year prior to the start of the season.  

2. All communications regarding games, practices, tournaments, bus schedules, etc. will be coordinated by the Thomas Jefferson Boys Volleyball head coach and/or assistant coach.  The Booster Club is NOT responsible for official school communications.

3. Additional meetings will be held at the discretion of the officers, with notice being given to additional members at least (2) days in advance.

4. Meetings will be held offsite in a location deemed necessary or appropriate.

5. The Booster Club shall publicize special meetings called by the club President.

6. Officers and attendees present at the meetings of the Booster Club shall be entitled to open discussion on club matters.  An attendee is defined as someone who has been present at a minimum of two previous meetings in the prior twelve-month period.  We feel that informed attendees are the best decision makers.

Article V – OFFICERS

A. Officers: The officers shall include a President, Vice-President/Secretary and Treasurer. Only parents, legal guardians, coaches, or other district personnel within the WJHSD or active community members with a student enrolled in the WJHSD are eligible to be officers.
B. Vacancies: In the event that an officer cannot perform or choose not to perform their duties for their entire term, the remaining officers may appoint a replacement.
C. Duties of Officers:
a. President – The President shall perform the following duties:
i. Preside at all Booster Club meetings
ii. Call special meetings as needed
iii. Prepare the agenda for meetings
iv. Perform other duties that pertain to the office
v. Handle correspondence as necessary
b. Vice President – The Vice President shall perform the following duties:
i. Perform all duties in absence of the President
ii. Complete and submit forms as required by the WJHSD
c. Treasurer – The Treasurer shall perform the following duties:
i. Collect and record funds
ii. Issue receipts and checks for necessary payments as voted on
iii. Give a report of accounts at each club meeting
iv. Handle appropriate licensing, as required
d. Secretary
i. Take minutes at meetings
ii. Keep attendance records
iii. Publish meeting notices

Article VI – COMMITTEES

A. Fundraising Committee: The Board, at its sole discretion, may create a Fundraising Committee which shall ensure and contribute well-planned fundraising initiatives for the organization. In addition, this committee shall identify potential sources of funds, take an active role in enhancing the Board’s awareness of fundraising opportunities, explore
opportunities for enhanced public relations and fundraising, and provide an annual review of the performance of the Organization’s fundraising plan.
B. Community Day Committee: The Board, at its sole discretion, may create a Community Day Committee which shall be in charge of the booth. This committee will be responsible for adequately staffing the booth throughout the day with both students and adults to increase awareness of the program and promote engagement within the community.
C. 50/50 Committee: The Board, at its sole discretion, may create a 50/50 Committee which shall be in charge of collecting funds during each home game.
D. Communications Committee: The Board, at its sole discretion, may create a Communications Committee, which will be responsible for communicating important dates and events on a weekly basis to all Booster parents.
E. Senior Recognition Committee: The Board, at its sole discretion, may create a Senior Recognition Committee which shall be in charge of Senior Rec night activities, which may include coordinating gifts and dinner for the senior players and their families.
F. Middle School Clinic Committee: The Board, at its sole discretion, may create a Middle School Clinic Committee, which will be responsible for coordinating the location, date, time, and meals for all attending players and volunteers.
G. End of Year Banquet Committee: The Board, at its sole discretion, may create an End of Year Banquet Committee, which will be responsible for coordinating the date and time of the end of year banquet, slideshow, gifts, etc.
Article VII – FUNDS

A. Fundraising
a. All families in the Booster Club shall be required to participate in fundraising activities including, but not limited to:
i. Meat ticket sales/lottery tickets/car washes, etc.
ii. Summer community day
iii. Concession stand duty
iv. 50/50 sales
v. Chinese Auction Baskets
vi. Fundraising fees shall be used for items purchased for the players throughout the course of the year including, but not limited to, apparel, end of year gifts, end of year banquet, and any other expense that is not
covered by the WJHSD.

B. Booster Fee
a. All families are required to pay the annual booster fee as set forth by the President at the February meeting. Booster fees shall cover expenditures including, but not limited to, items such as warm-ups, away game meals, socks,
senior banner, senior yard sign, playoff dinner, senior rec dinner, banquet dinner, senior personalized volleyball, senior and underclassman banquet gifts.
b. Any family who does not want to pay the booster fee waives the right/expectation for said expenditures for their child throughout the volleyball season.
c. Booster fee and all associated forms are due NO LATER THAN MARCH 1 FOR THE UPCOMING SEASON.

C. Kempa Award
a. Each year, The Kempa Award is given to the senior who is a role model to the team, school district and community. This individual should display qualities such as leadership, sportsmanship, a positive, encouraging attitude, and be a
good student and exemplary person overall. The Booster Club will provide an award and a cash donation of $500 to the senior who is voted to win this award.
b. The Booster Club shall provide each senior student with a form for submission to be considered for the Kempa Award at least 45 days prior to the end of year banquet. The expectation is that the student will be able to articulate why they
are deserving of this award as they prepare to enter the world as adults. This form shall be due back no later than four weeks prior to the end of year banquet to provide adequate time for the Booster Club to choose a winner.

Article VIII - AMENDMENTS

A. Power to Amend: The motion to amend the club’s bylaws may be brought by an officer of the board.
B. Attendees shall be informed of any amendments put forth and a special meeting shall be scheduled for open discussion prior to finalization.