By Laws

Date Created: September 2009   Updated:  May 2011 

Article I – NAME
The name of the organization shall be IB A Parent Booster (“Boosters”).   

The IB a Parent Booster organization is a corporation organized exclusively for the purpose of raising funds, coordinating activities, providing scholarships and fostering relationships between parents and school staff to support the education of International Baccalaureate Diploma Program (IB) Students.  In this capacity, the Boosters shall follow charitable, scientific, literary, or educational purposes within the meaning of the Section 501(c)(3) of the Internal Revenue code, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under Section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code. 

All earnings, payments, distributions, contributions, compensations for services rendered, deductions, activities, publications, and promotions of the IB A Parent Booster organization shall be in compliance with Internal Revenue Code for Non-Profit 501(c)(3) Corporations, or the corresponding sections of any future federal tax code.

Notwithstanding any other provision of these Articles, the IB A Parent Booster Corporation shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from federal in-come tax under Section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or (b) by a corporation, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue code, or the corresponding section of any future federal tax code.

IB A Parent Booster organization officially incorporated in March 2010, in the State of Michigan.

The IB A Parent Booster corporation will not have or issue shares of stock.

Any parent or guardian of a student at the sponsored school may be a member and shall have voting rights if present at the meeting.   A voluntary yearly donation would be appreciated.

The Executive Board shall consist of the Officers and one (1) Trustee.  Executive Board members are voluntary and will not be compensated.  The duties of the Executive Board shall be to transact business between meetings in a preparation for the monthly meetings, create committees, prepare and submit a budget to the membership, approve routine bills, and prepare reports and recommendations to the membership.  It is their responsibility to protect assets.  Executive Board members must approve all major contracts  before signing.  They will hold a monthly Executive Board meeting during the school year, either in person, or via on-line/phone conference. 

Duties of the President:  The President shall:
–          Preside over the meetings of the organization and Executive Board.
–          Serve as the primary contact for the principal.
–          Act as a liaison between the organization and the school.
–          Represent the organization at meetings outside the organization.
–          Coordinate the work of the officers and the committees in such an order that the purpose of the organization is served.
–          Act as a co-signor on checking account.
–          Attend Executive Board Meetings.

Duties of the Vice President:  The Vice President shall:
–          Assist the President and carry out the President’s duties in his or her absence or inability to serve.  
–          Oversee fundraising and events- main contact person for the coordinators and/or event chairperson(s).
–          Create organized master file folders for all events/activities during the year, and maintain repository for file folders once events/activities chairpersons are finished with them.
–          Attend Executive Board meetings.

Duties of the Secretary:  The Secretary shall:
–          Keep all records of the organization.
–          Prepare the agenda, take attendance, record minutes, handle correspondence, and send notices of meetings to the membership.  
–          E-mail the minutes to the web page manager to post on web page. 
–          Maintain records in the Secretary binder.  The Secretary binder with attendance sheets, by-laws, monthly minutes and any other necessary supplies must be brought to every Executive Board and monthly meeting for the current school year. 
–          Attend Executive Board meetings.

Duties of the Treasurer:  The Treasurer shall:
–          Receive all funds of the organization.
–          Maintain the checking account for the organization.
–          Oversee income/disbursements.
–          Keep an accurate record of receipts and expenditures.  
–          Maintain a current financial report at all times.
–          Handle monthly account statements, check request forms, event/fundraiser forms, and yearly optional/voluntary booster dues.
–          Provide a financial statement at every regular meeting and at any time requested by another Officer or member.  
–          Share authority of check signing with the President.
–          Make a full report at the end of each school year. 
–          Complete and file taxes and required 990 forms within 5.5 months after the fiscal year ending June 30 of each year. 
–          Attend Executive Board meetings.

Duties of the Trustees:  The Trustee shall: 
       –   Support the Organization at monthly meetings with decision making and brainstorming.
       –   Fill the vacancy of Vice President, Secretary or Treasurer until an election can be held.
       –   Attend Executive Board meetings.

The current Officers are elected for the following terms:
President and Secretary: 2009 thru 2012 school year.  
Vice President and Treasurer: 2009 thru 2011 school year.  

GENERAL ELECTIONS:  When the current officers terms are coming to a close, the President will ask for nominations at the April meeting. If the position has more than one nomination that is accepted, a ballot vote will be held at the May meeting with results announced at the end of the meeting.   The President only votes in the case of tie and will cast the deciding vote.   If the position is running uncontested and the nominated person accepts the position then no vote will be held.   Officers can serve two terms if re-elected. 

TERMS OF OFFICE:  The President, Secretary and one Trustee shall be elected on even years with the two-year term beginning July 1st and ending June 30th of the next even year.  The Vice President and Treasurer will be elected on odd years with the two-year term beginning July 1st and ending June 30th of the next odd year.   

VACANCIES/ SPECIAL ELECTIONS:  If there is a vacancy in the office of President, the Vice President will become President.   At the next monthly meeting, a new Vice President will be elected.   If there is a vacancy in any other office, members will fill the vacancy through a ballot election at the next meeting.  Notice of open position shall be communicated to Booster members at least ten calendar days prior to the special election meeting date. 

OFFICER REMOVAL:   Officers can be removed from office/board with or without cause by a written ballot vote of those in attendance at a monthly meeting or at a special meeting called by the President or two members of the Executive Board when a previous notice of at least ten days has been given via e-mail to the Booster members.

RESIGNATIONS:  Resignation from the Executive Board must be in writing and received by the Secretary.  If the Secretary is resigning, then resignation must be given to the President. 

Article V – MEETINGS:
Regular meetings will be held once a month during the school year at a time and place determined by the Executive Board at least fourteen days before the meeting.   The Secretary will notify the members by e-mail about this meeting.  A special meeting of the general members can be called by the President with at least ten days notice sent via e-mail to the Booster members.

VOTING:  Parents attending the monthly meeting will have a vote, and the majority of attendees will have ruling.   Agenda items to be discussed and/or voted on will be posted on the website and e-mailed at least ten days before the meeting.
CONFLICT OF INTEREST:  Any member of the Executive Board who has a financial, personal, or official interest in, or conflict (or appearance of a conflict) with any matter pending before the Executive Board, of such nature that it prevents or may prevent that member from acting on the matter in an impartial manner, will offer to the Executive Board to voluntarily excuse him/herself and will vacate his seat and refrain from discussion and voting on said item.
Committees may consist of Booster members and Executive Board members.  The Executive Board will appoint committees as needed.   Each committee will have a chairperson that will report to the Executive Board.  

Section 1
The IB A Parent Booster checking account will be established at an outside banking facility separate from the Utica Community Schools (UCS) internal account.   The account will have at least two officers and no more than four officers as signers on the account.   All monies received by the organization shall be deposited in the Booster checking account.

Section 2
The Executive Board may approve Booster purchases or expenditures under the amount of Two Hundred and 50/100 ($250.00) dollars.   No purchase or expenditure, outside of routine bills or approved fundraising expenses, over the amount of Two Hundred and 50/100 ($250.00) dollars will be made without the approval of the majority of the members present at the monthly meeting.  

No part of the net earnings of the IB A Parent Booster Organization shall inure to the benefit of, or be distributable to its Members, Trustee, Officers, or other private person, except that the Organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the purpose clause hereof (Article II).  No substantial part of the activities of the IB A Parent Booster Organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office.  Notwithstanding any other provision of these articles, the IB A Parent Corporation shall not carry on any other activities not permitted to be carried on by a corporation exempt from federal in-come tax under Section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or (b) by a corporation, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue code, or the corresponding section of any future federal tax code.  A monthly reconcilement will be done by a member of the Executive Board other than the Treasurer. 

Section 3
MONETARY RULES & COUNTING PROCEDURES:  All funds raised or monies collected must be counted by two people participating in money collection, with one of those being directly in charge of/responsible for the fundraising/collection.  All monies collected must be noted on Fundraising Income & Deposit Forms.

REIMBURSEMENT/PAYMENTS: A Booster Check Request Form must be filled out and original receipts or invoices attached as required.  

RETURNED CHECKS:  Returned checks will incur the returned check fee charged to the Booster organization, which will be due to the Booster Organization on top of the original check amount by the endorser of the check.  

FISCAL YEAR AND TAX FILING: The Fiscal Year of the Corporation shall be July 1 to
June 30 of each calendar year to coordinate with current school year end.

On or before December 15th, the Corporation shall complete and file Form 990 or Form 990-N with the IRS.

RECORDS REVIEW REQUEST:  The annual financial statements and membership meeting minutes may be reviewed by any member with one week’s written notice.  All other financial records may be reviewed by any member at any reasonable time given two days prior written notice. 

RECORDS RETENTION:  Records, which include the monthly minutes and financial records of the IB a Parent Booster, will be held onto for seven years and then shredded. 
“Roberts Rules of Order” shall govern meetings when they are not in conflict with the organization’s by-laws.

The Executive Board may approve standing rules and the Secretary shall keep a record of the standing rules for future reference.  

Article X – INDEMNIFICATION (Added 1/25/2010)
The members, directors, and officers of IB A Parent Booster (“Boosters”) shall not be personally liable for any debt, liability, or obligation of the Boosters.   All persons, corporations or other entities extending credit to, contracting with, or having any claim against the Boosters may look only to the funds and property of the Boosters for the payment of any such contract; or for the payment of any debt, damages, judgment or decree; or of any money that may otherwise become due or payable to them from the Boosters. 

In addition, to the fullest extent permitted by the law, the IB A Parent Booster shall indemnify and hold harmless each director, officer, trustee or member of the Boosters against any and all claims, liabilities, and expenses (including attorney fees, judgments, fines, and amounts paid in settlement) actually and reasonably incurred and arising from any threatened, pending or completed action, suit or proceeding, whether civil, criminal, administrative, or investigative, to which any such person shall have become subject by reason of having held such a position or having allegedly taken or omitted to take any action in connection with any such position.  However, the foregoing shall not apply to:  any breach of such person’s duty of loyalty to the Corporation; any act or omission by such person not in good faith or which involves intentional misconduct or where such person had reasonable cause to believe his conduct was unlawful; or because any transaction from which such person derived any improper personal benefit. 

INSURANCE AND BONDING:   The Boosters will purchase Board Liability Insurance yearly to protect the Executive Board.  The Boosters will purchase a bond for the President and Treasurer yearly providing the cost of the bond is less than 5% of the bank account current balance. 

The Organization may be dissolved by a ballot vote of those present at the meeting with previous notice of at least ten days given via email to the Booster members.  Upon dissolution of the corporation, assets will be distributed as stated in the Articles of Incorporation for the Corporation. 

These by-laws may be amended at any monthly meeting, or special meeting, called by the President providing notice of at least ten prior to the vote on proposed changes is given to all Booster members of the organization via e-mail.   Amendments will be approved by ballot vote by those present at the meeting.   No Bylaws shall be altered, amended, repealed or adopted by less than three-quarters (3/4) of the members present at meeting.
The number and type of scholarships awarded will be determined by a Scholarship Committee and the Executive Board based on the number of qualified applicants and the amount of money available in the scholarship fund. 

REGULATORY COMPLIANCE:  The IB A Parent Booster Organization will ensure that it complies with all IRS 501(c)(3) requirements regarding funding, promoting, and awarding Scholarships.  All scholarship award payments by Check will be sent directly to the selected institution for the student on behalf of the student, and no award payments will be directly made to the student.  Scholarship award payments may be made in increments.

SCHOLARSHIP FUNDING:  All funds supporting the IB A Parent Booster Scholarships shall by obtained primarily from fundraising activities, donations, grants, gifts, devises, or bequests. 

UN-MET FUNDING:  The IB A Parent Booster will strive to meet necessary funding for all scholarships; however, if for any reason the IB A Parent Booster is not able to raise enough funds to cover the any stated minimum scholarship amounts, a lesser amount shall be awarded based on fractional percentage calculations.
ELIGIBILITY:  All scholarships or other comparable benefits obtainable from IB A Parent Booster organization will be offered on a non-discriminatory basis, and applications for scholarships will be accepted from any current student attending the school sponsored by the
IB A Parent Booster group regardless of age, gender, race, color, national origin, religion, sexual orientation, or handicap unless specifically restricted by the donor. 

NON-BIASED SELECTION:  No member of the scholarship selection committee can be a parent of a student applying for the scholarship.  All scholarships will have a non-biased, third party determining the winner(s).

Meeting minutes and agendas are updated regularly. Please click the links to download them.