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CONSTITUTION AND BY-LAWS
OF THE
PENNSVILLE EAGLES
PARENTS ATHLETIC ASSOCIATION
Article I - Organizational Name
The name of the organization shall be known as: Pennsville Eagles Parents Athletic Association.
Article II - Objectives
To create, build and maintain an organization of enthusiastic parental support to help promote the general activities of the athletic department at Pennsville High School.
To assist the Pennsville High School coaching staff with support and foster improved recognition and understanding of all Pennsville High School sport activity programs.
Article III - Policy
This organization will be non-profit. It will be the policy of the organization to raise and distribute funds as prioritized by its membership. If the organization is ever dissolved, all remaining assets of the organization will be distributed to the Pennsville High School Athletic Department fund.
[Original Rule: The association year will run from July 1 through June 30.]
2003 Bylaw change revising the association year to September 1 through August
31.
All meetings will follow Robert’s Rules of Order and conduct business meetings under the following outline:
1. Opening remarks by the President.
2. Reading and approval of the minutes.
3. Treasurer’s report.
4. Reports of the Standing Committees.
5. Unfinished business.
6. New business.
7. Announcements.
Article IV - Membership and Dues
Membership is open to all interested persons who are not presently students at Pennsville High School. Parents of all students will receive a membership application during the summer prior to the fall semester.
A newsletter will be prepared and sent to all members.
There will be an annual membership fee of $10.00 per household.
Active members are defined as being those members who have paid their membership fee and attended six of the last 12 regular meetings or activities. If a member is unable to attend a meeting or activity, a phone call must be made to the recording secretary for the member to remain active.
Article V - Officers
Officers of this organization shall consist of the following members:
a. President
b. Vice President
c. Recording Secretary
d. Corresponding Secretary
e. Treasurer
All officers will be elected to a two (2) year term. The election will take place at the regular June meeting. Those elected to office must be active members as defined.
No person shall serve more than two (2) consecutive terms in the same office.
Article VI - Duties of Officers
The president shall perform the following duties:
a. He/She shall preside at all meetings of the organization, appoint all committees and be an exofficio member of all committees.
b. The president will also serve as the official liaison between the organization and the Director of Athletics.
The vice president shall assume all duties of the president in his/her absence.
The recording secretary shall perform the following duties:
a. Take record of all meetings of the organization from which a newsletter will be published and distributed among the members.
b Maintain a list of members in attendance at the regular meetings with notification to those members eligible to vote. Notification of eligibility and the list of nominations will take place in May.
The corresponding secretary will work closely with the recording secretary and is responsible for all outgoing correspondence of the organization including the newsletter.
The treasurer shall perform the following duties:
a. Receive all funds due the organization, deposit same in the organization accounts and pay out same as approved disbursements.
b. Will prepare treasurer’s report to include a balance sheet which will be reviewed by the membership.
c. Maintain all bank accounts.
If a board vacancy should occur during a term of office, the general membership will nominate and elect a new board member to fill the vacancy to serve the unexpired term. This replacement may still serve two additional terms if elected. The newly elected officer must be an active member.
The following procedure will take place if a booster club member has a complaint regarding an officer not fulfilling his/her obligation and responsibility.
1. A complaint will be filed to the Executive Committee.
2. An investigation will be completed by the Executive Committee.
3. Once the investigation is completed, a recommendation will be presented to the general membership.
4. A two-thirds (2/3) majority vote by the general membership will determine whether the officer will remain on the executive committee.
The president, vice president and treasurer shall sign signatory cards at the banking institution, but only the treasurer and president or vice president will sign checks.
The organization will maintain accounts that are necessary for the proper function and operation of the organization. Dedicated funds may be segregated and kept in a separate interest-bearing account for its intended purpose.
An audit will be conducted yearly by an outside agency.
Article VII - Executive Committee
The executive committee shall consist of the officers of the organization.
The executive committee will prepare the agenda for the regular meetings.
Article VIII - Meetings
The regular meeting will be held monthly. Special meetings including executive committee meetings can be called by the president. Agendas are required for all regular and special meetings. Chairpersons of individual committees may call committee meetings as required.
Votes for fundraising projects and dispersal of funds will be done by simple majority of active members in attendance.
Article IX - Quorum
At least three members of the board and three other members of the organization must be present to constitute a quorum at any meeting.
Article X - Elections
Election of officers will be held at the regular June meeting.
A nominating committee consisting of three members shall be appointed by the president at the regular meeting in April. This committee will advise the four officers of their recommendations prior to the May meeting.
The names of the candidates will be placed into nomination (either by the nominating committee or from the floor) at the May meeting.
The names of the candidates will be placed into nomination (either by the nominating committee or from the floor) at the May meeting.
All candidates must be active members as defined in Article IV.
Elections are conducted by secret ballot. No proxy voting shall be permitted.
A two-thirds majority vote of the active present shall constitute an official election. If two-thirds are not achieved, the executive committee will decide by simple majority.
Article XI - Amendments
The constitution may be amended as follows:
a. Proposed amendments must be read at two consecutive regular meetings and made available to the membership.
b. At the second reading, the proposed amendments may be discussed, changed, then accepted or rejected by a two-thirds majority vote of all members present at the meeting.
Article XII - Standing Committees
The standing committees are as follows:
a. Membership - Initiate and promote membership.
b. Newsletter - Corresponding secretary will be standing chairperson.
c. Publicity - Communicate activities.
d. Fund development - Responsible for the continuous effort of general funding.
e. New Project Committee - Establish priorities of the year with approval of the general membership.
f. Hospitality - Arrange for refreshments for general meetings.
Additional committees and sub-committees may be formed as needed.
Details of committee projects must be presented to the general membership before the project is begun.
The committee chairperson will keep financial records of the project. This record is to be given to the treasurer at the completion of the project.
July 18, 1995
