SPENCERPORT RANGERS HOCKEY PARENTS CLUB
CONSTITUTION AND BY LAWS
ARTICLE I - TITLE
SPENCERPORT HOCKEY BOOSTER CLUB
ARTICLE II – PURPOSE OF ORGANIZATION
Section 1 To raise on a not-for-profit basis, all necessary funds for the support of Spencerport High School ice hockey team.
Section 2 To foster among its members and supporters, fair play and sportsmanship, a general community spirit and to maintain and promote interest in Spencerport High School Ice Hockey.
Section 3 To set up and maintain a scholarship fund to be used to award an annual scholarship(s) to be given to the High School graduating senior(s) ice hockey players(s) who has been on the Spencerport ice hockey team his/her senior year and has demonstrated excellence in both academics and ice hockey.
ARTICLE III – CONSTITUTION
Section 1 METHOD OF AMENDING
The constitution of this organization shall be amended by having any amendment presented in writing at a meeting open to all members. All members shall be notified in writing of the proposed amendment and location, date, and time of next regular meeting to discuss and vote upon proposed amendment.
ARTICLE IV – MEMBERS (Articles IV, V & VI amended March 14, 2016)
A member is defined as a parent/guardian of a student currently enrolled at the Spencerport Central School District and is a current or proposed member of the varsity hockey team as a player or manager.
ARTICLE V – OFFICERS AND BOARD OF DIRECTORS
Section 1 The officers of the club shall be the President, Vice-President, Treasurer, Secretary and Liaison to the Spencerport Sports Booster Club.
Section 2 The board of directors shall consist of the SRHPC officers and the Head Varsity Hockey Coach.
1. The board of directors shall determine the policies of this organization, approve the budget, approve all expenditures and authorize all disbursements, take counsel with committees and have a general management of this organization and its affairs.
2. A majority shall constitute a quorum for all board of directors meetings.
Section 3 The term of the office shall be one year commencing in April after the new board is presented until the time the following April when a new board is presented. Officers may be elected to successive terms.
Section 4 Eligibility – Officers must be a current member as defined above during the elected year. Board members with three consecutive absences from the monthly meetings can be removed from office by majority vote of the Board of Directors. Any Board member may be removed from office by the Board of Directors due to his/her inability to serve or conduct unbecoming as a member.
Section 5 If a Board member is removed from office and/or unable to perform the duties as a board member, the position will be filled as per the duties listed herein or by a majority vote of the Board.
Section 6 Selection of the officers.
1. Nominations will be accepted during the March SRHPC meeting. The Head Coach and Spencerport Central School AD may nominate someone.
2. Each candidate must accept the nomination before his or her name is placed on the ballet.
3. Voting shall take place at the April SRHPC meeting. The slate of officers shall be presented and approved at that meeting.
ARTICLE VI – DUTIES OF THE CLUB OFFICERS & MEMBERSHIP
President
The President shall preside at all meetings of the organization and leads the Board of Directors. He/she shall serve as the official representative of the SRHPC. It shall be his/her duty to supervise generally the management of the organization and see that the constitution and by-laws of the club are enforced. He/she shall sign all contracts/legal documents, appoint committees, and call special meetings.
Vice President
If the President is absent or the office of President becomes vacant, the Vice President shall perform the duties and exercise the powers of the President. The Vice President shall have other such powers and perform such other duties as may be assigned to her/him by the Board of Directors or President. The Vice President shall assist and oversee the Treasurer as necessary.
Treasurer
The Treasurer shall have the care and custody of all the funds and securities of the organization and shall deposit said funds in the name of the organization in such depositories as the directors may elect.
He/she shall, when duly authorized by the board of Directors, sign and execute all contracts in the name of the organization. He/she shall also sign all checks, draft notes and orders for the payment of money which shall be duly authorized by the Board of Directors.
The Board of Directors shall designate a second member of the Board of Directors to serve in that officers stead for the purpose of countersigning any and all necessary corporate documents he/she shall also at all reasonable time exhibit his/her books and accounts to any Director of the organization.
The Treasurer shall report monthly the status of the organization’s funds, including all receipt and disbursements. At the end of each fiscal year, he/she shall have an audit/review of the accounts of the organization made by external auditors appointed by the Board. He/she shall present to the Board such audit/review in writing no later than June 15 after the close of the fiscal year in April.
He/she shall present an Annual Report to the SRHPC and the Spencerport Sports Booster Club setting forth in full the financial conditions of the organization. He/she shall cause all necessary and appropriate filings of tax and informational returns to be made to any required state, federal and other agencies.
The Treasurer shall assume the duties of the President in the absence or incapacity of the President and Vice President.
Secretary
It shall be the duty of this Officer to act as secretary of all meetings of the SRHPC and to keep the minutes of all such meetings at which he/she shall so act in a proper book or books to be provided for that purpose.
He/she shall see that all notices required to be given by the SRHPC are duly given and served; he/she shall keep a current list of the SRHPC officers and directors and their residence addresses;
The Secretary shall have custody of the minute’s book containing the minutes of all meetings of the SRHPC, other committees which may keep minutes and of all other contracts and documents which are not in the custody of the Treasurer of the SRHPC, or in the custody of some other person authorized by the Board of Directors to have such custody.
He/she shall attend to such correspondence as may be assigned to him/her and perform all duties incidental to his/her office.
Liaison to the Spencerport Sports Booster Club
It shall be the duty of this officer to attend or secure an alternate representative of the SRHPC in the event that he / she cannot attend any Spencerport Sports Booster Club meeting. It is the responsibility of this officer to report all activity of the SRHPC including but not limited to fundraisers and end of the year financial reports.
Membership
Section 1 There shall be two degrees of membership in the Club: Voting and General
Section 2 Voting shall be accorded to any parent or guardian whose child is a member or is a prospective member of the Varsity High School Hockey Team, and attends at least 1 of the last 3 regular scheduled monthly SRHPC meetings held during the current membership year.
Section 3 General Membership shall be anyone who is interested in supporting and working for the betterment of interscholastic ice hockey within the Spencerport Central School District.
Section 4 No person may be excluded from membership due to race, color, creed, sex, national origin or ability to pay membership dues.
Section 5 No person on the Board of Education, the AD or Head Coach may hold any of the five offices.
ARTICLE VII - FINANCIAL
Section 1 The Office of the Organization shall be at such place in the County of Monroe, State of New York, as the Board of Directors may determine.
Section 2 Books and Records shall be kept at the Office of the Organization along with minutes of the proceedings of the organization, a current list of the Directors and Officers of the organization, their residence addresses, and a copy of these by-laws. Records of account shall also be kept at the office.
ARTICLE VIII - FINANCIAL RECORDS
Section 1 The organization shall preserve all of its records of original and final entry, including cancelled checks, withdrawal slips and deposit tickets for a period of six years from the date of making same or from the date of the last entry thereon.
Section 2 Should the Treasurer, Secretary or President vacate his/her office for any reason prior to the end of his/her office for any reason prior to the end of his/her term, an interim audit/review or report shall be presented by that office prior to his/her release from his/her post.
ARTICLE IX - FINANCIAL CONTRACTS, LOANS, CHECKS, INVESTMENT OF FUNDS AND REPORTS
Section 1 The Board of Directors, except as in these by-laws otherwise provided, may authorize any officer or officers, agent or agents, in the name of and on behalf of the organization to enter into any contract or execute and deliver any instrument, and such authority may be general or confined to specific instances; but unless so authorized by the Board of Directors, or expressly authorized by these by-laws, no officers, agents or employee shall have any power or authority to bind the organization by any contract or engagement or to pledge its credit or to render it liable pecuniary in any amount for any purpose.
Section 2 No loans shall be contracted on behalf of the organization unless specifically authorized by the Board of Directors by a majority vote of the Board.
ARTICLE X – NOT-FOR-PROFIT TAX EXEMPT STATUS
Section 1 No part of the net earnings of the organization shall inure to the benefit of, or be distributed to its members, trustees, officers, or other private persons, 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. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or 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 this document, the organization shall not carry on any other activities not permitted to be carried on (a) by a organization exempt from federal income tax under section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or (b) by an organization, contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code, or corresponding section of any future federal tax code.
Section 2 Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.
Hockey Club Constitution and By Laws 3.14.16.docx
Revised March 14, 2016
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