Booster Club ByLaws
The Valley Catholic High School Booster Club Bylaws were adopted on March 6, 2023.
BYLAWS OF THE VALLEY CATHOLIC HIGH SCHOOL BOOSTER CLUB
ARTICLE 1. NAME AND MISSION
1.1.Name. The organization shall be known as the Valley Catholic High School Booster Club (“VCHS Booster Club”).
1.2.1. Our mission is to foster an environment that inspires students, coaches, parents and the community to collectively create a positive and spirited atmosphere for all activities within the scope of the OSAA (Oregon School Activities Association) and the Fine Arts programs at Valley Catholic High School.
1.2.2. VCHS Booster Club members are volunteers who wish to serve and lead by example.
1.2.3. The VCHS Booster Club is a group of parents and other supporters of VCHS, with the help of school administrators, whose mission is to enrich the community by providing support for OSAA activities and the VCHS Fine Arts programs. We are dedicated to the continued support of our students, coaching staffs, and fine arts staff. We strive to support athletic and academic excellence, create a winning school spirit, promote team unity, and maintain the history and tradition of excellence for all students of VCHS. We adhere to the values of the Sisters of St. Mary of Oregon with excellence in everything and opportunities for all.
1.2.4. We promote and support a positive image of Valley Catholic High School in the community.
1.2.5. We support the mission, philosophy, policies, and core values of the Sisters of St. Mary of Oregon.
ARTICLE II. PURPOSE
2.1To provide support to Valley Catholic High School through community-building, volunteer coordination, and fundraising efforts relating to OSAA activities and the VCHS fine arts programs.
2.2To encourage and help to maintain existing OSAA activities and VCHS fine arts programs.
2.3To aid in the development of new programming when appropriate.
ARTICLE III. MEMBERS AND ATTENDANCE
3.1Members of the VCHS Booster Club are parents, legal guardians, coaches, school administration, and activity leaders of Valley Catholic High School. 3.2Membership is also open to any other interested adult including but not limited to VCHS alumni, extended family and friends of VCHS students or alumni. 3.3All members are welcomed and encouraged to attend the VCHS Booster Club General Meetings and Committee Meetings.
3.4In context of membership, the VCHS Booster Club Executive Committee reserves the right to conduct an assessment of potential conflicts of interests, purposes, and/or underlying intentions of an individual and/or entity to ensure that all are consistent and beneficial to the Club’s mission and purposes as set forth in Articles
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1 and 2 above. The Executive Committee may refuse membership if a conflict of interest is identified.
3.5All members and officers who work directly with the students are required to have cleared the background check and have completed and be up to date on their school mandated certification and training.
3.6VCHS Booster Club will have incentivized membership tiers to be defined by the Membership Committee.
ARTICLE IV. MEETINGS
4.1VCHS Booster Club General Meetings will be held monthly on the 1st Monday of the month at 7:00 PM. Meetings are not held in July, August, and January. 4.1.1 General Order of VCHS Booster Club General Meetings. The following is a suggested order of business:
Call to order by the presiding officer
Update on Upcoming Events
Recap of Concluded Events
Unfinished Business/Open Forum
Adjournment by Presiding Officer
4.1.2 The VCHS Booster Club Secretary shall publicize public meetings and special meetings called by the VCHS Booster Club President.
4.2VCHS Booster Club Executive Committee Meetings shall be held monthly on the 1st Monday of the month at 6:00 PM. Meetings are not held in July, August, and January.
4.2.1 Quorum for Meetings: The Booster Club Secretary shall conduct a roll call and ensure that a quorum of at least four (4) Officers are present to conduct Executive Committee meetings.
4.3Meetings will be held in the VCHS Library whenever possible. Alternate sites may be utilized if necessary or appropriate.
ARTICLE V. OFFICERS
5.1Officers: The VCHS Booster Club Executive Committee shall comprise of at least five and at most seven officers.
5.1.1 The Executive Committee must have the following elected officers: President, Vice-President, Secretary, and Treasurer.
5.1.2 The Executive Committee may include the following elected positions: Volunteer Coordinator and Member-at-Large.
5.1.3 The Executive Committee may include a representative from the VCHS Student Body Council (to be appointed by the SBO Leadership Director). 5.1.4 The Executive Committee will include the VCHS Principal, Athletic Director and Fine Arts Director as non-voting officers.
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5.2.1 Officers shall be nominated at the September meeting.
5.2.2 Elections shall be held at the October meeting.
5.2.3 New officers shall assume their duties at the November meeting. Prospective officers are encouraged to shadow departing officers for continuity.
5.3Term of Office: Each officer will serve for two (2) consecutive academic calendar years, commencing in the month of November and terminating in the month of October.
5.3.1 Staggered Terms and Re-Elections: The terms of half of the officers shall be staggered such that re-elections shall rotate in the following manner: 126.96.36.199 Every odd-numbered year, there will be a re-election of the following officers: Vice-President, Treasurer, and Member-at-Large;
188.8.131.52 Every even-numbered year, there will be a re-election of the following officers: President, Secretary, and Volunteer Coordinator;
184.108.40.206 The Student Body Council Representative will be re-appointed annually.
5.4Duties of Officers:
5.4.1 President. The President shall perform the following duties: 220.127.116.11 Preside at all booster club meetings;
18.104.22.168 Call special meetings as needed;
22.214.171.124 Prepare the agenda for meetings; and
126.96.36.199 Perform other duties that pertain to the office.
5.4.2 Vice President. The Vice President, in the absence of the President, shall perform the duties of that office and shall discharge other duties as may be required.
5.4.3 Secretary. The Secretary shall perform the following duties: 188.8.131.52 Keep attendance records;
184.108.40.206 Handle correspondence as necessary;
220.127.116.11 Publish meeting notices;
18.104.22.168 Take minutes at meetings;
22.214.171.124 Complete and submit forms as required by VCHS; and 126.96.36.199 Communicate or facilitate communications to the membership and VCS community.
5.4.4 Treasurer. The Treasurer shall perform the following duties: 188.8.131.52 Collect and record funds;
184.108.40.206 Issue receipts and checks for necessary payments as voted on; and 220.127.116.11 Give a report of accounts at each club meeting.
5.4.5 Volunteer Coordinator. The Volunteer Coordinator shall perform the following duties:
18.104.22.168 Plan and oversee volunteer activities;
22.214.171.124 Recruit volunteers;
126.96.36.199 Maintain volunteer records;
188.8.131.52 Collaborate with School Executive Officers on activities requiring volunteers;
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184.108.40.206 Subject to the conditions set forth in Article 3.5 above, ensure that volunteers are current on background checks and mandatory school mandated certification and training. For each type of event or activity requiring volunteers, Volunteer Coordinator will request that the School Executive Officers confirm whether background checks and mandatory certification and training is required before an individual is allowed to volunteer.
5.4.6 Member-At-Large. The Member-at-Large shall perform the following duties:
220.127.116.11 Provide support to the Executive Committee and act as an intermediator party with the membership, including VCHS alumni; and
18.104.22.168 Additional duties as agreed upon between the Executive Committee and Member-at-Large.
5.5 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. The person(s) appointed shall hold office until the end of the term.
ARTICLE VI. COMMITTEES
6.1 Committees can be formed as determined necessary by the Executive Committee. 6.2 Committee Chairs will report on committee updates at monthly VCHS Booster Club General Meetings.
ARTICLE VII. VOTING AND QUORUM
7.1VCHS Booster Club General Meetings:
7.1.1 Voting for the election of officers shall occur in person during the October VCHS Booster Club General Meeting because new officers are elected by the Club members. Each member who is present shall be entitled to one vote. Selection of an officer will be determined by a simple majority vote.
7.1.2 Who May Vote:
22.214.171.124 Members present at the VCHS Booster Club General Meetings shall have the exclusive authority to vote for the election (or re-election) of Officers.
126.96.36.199 School administrators, Athletic Directors, and Fine Arts Chairperson are non-voting members of the Club.
7.2VCHS Booster Club Executive Committee Meetings:
7.3.1 Voting may occur in person during the Executive Committee meetings or by email upon a motion by an officer. All matters will be determined with a simple majority vote.
7.3.2 If a matter requiring a vote presents itself prior to the next meeting, voting may be solicited via e-mail.
7.3.3 Quorum: The Booster Club Secretary shall conduct a roll call and ensure that a quorum of at least four (4) Officers are present (and/or participating) before a matter is put to a vote.
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7.3.4 Who May Vote:
188.8.131.52 Officers and student representative present at the Executive Committee Meetings shall have the authority to vote on Club matters except for the election (or re-election) of officers.
184.108.40.206 School administrators, Athletic Directors, and Fine Arts Chairperson are non-voting members of the Executive Committee.
ARTICLE VIII. FUNDS
8.1.1 All fundraisers for the VCHS Booster Club must be approved by the VCHS School Principal.
8.2.1 There are two types of expenditure requests: (a) Capital requests which must be proposed by the Principal; and (b) Expense requests which must be proposed by either the Athletic Director or Fine Arts Chairperson. 8.2.2 Who May Vote:
220.127.116.11 Officers and student representative present at the Executive Committee Meetings shall have the authority to vote on Capital and Expense requests.
18.104.22.168 Voting may occur in person during the Executive Committee meetings or by email upon a motion by an officer. All matters will be determined with a simple majority vote.
8.2.3 Capital: Capital requests must be proposed by the VCHS Principal. 22.214.171.124 Capital requests by the Members should be submitted to the VCHS Principal prior to the next Executive Committee and VCHS Booster Club General Meetings.
126.96.36.199 The Principal will provide a written proposal that includes: (a) VCHS Booster Club expenditure request form, detailing the specifics of the request, (b) a minimum of 2 estimates of cost, and (c) a detailed explanation in support of said expenditure request and any supporting documentation.
188.8.131.52 Capital requests will be reviewed for comment in the VCHS Booster Club General meeting prior to voting by the Executive Committee. 8.2.4 Expenses: Expense requests must be proposed by either the Athletic Director or Fine Arts Chairperson for consideration by the Executive Committee.
ARTICLE IX. AMENDMENTS
9.1 Power to Amend: The VCHS Booster Club Executive Committee shall have the sole authority to amend the bylaws. Any officer or member may submit a written motion to amend the bylaws at any time.
9.2 Vote: Upon receiving a written motion, the Executive Committee must place the motion on the agenda of the next VCHS Booster Club General Meeting and provide time and opportunity for deliberation. The Executive Committee shall then take the motion and arguments presented under advisement and set the matter for voting at
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the next Executive Committee meeting. A simple majority vote of the Officers present is needed to amend the bylaws.
The foregoing Bylaws of Valley Catholic High School Booster Club is adopted this 6th day of March, 2023, Beaverton, Oregon.