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By-Laws of Huntley High School Athletic Boosters, Inc.
Huntley, Illinois
ARTICLE I – Name
The name of this organization is the Huntley High School Athletic Boosters, Inc.
ARTICLE II – Purpose
A. To promote, support, encourage and financially assist the Athletic Department of Huntley High School.
B. To generate public awareness of and promote participation for the athletic programs of Huntley High School and foster an environment of school spirit throughout the community.
ARTICLE III – Membership
A. This organization shall be non-commercial, non-sectarian and non-partisan.
B. The name of this organization, or the names of any members in their official capacities, shall not be used in any connection with a commercial concern or with any partisan interest or for any purpose not appropriately related to the promotion of the objectives of the organization.
C. This organization shall cooperate with the school to support the improvement of athletic programs in ways that will not interfere with the administration of the school and not seek to control their policies.
D. This organization may cooperate with other organizations and agencies concerned with child welfare, but persons representing the organization in such matters shall make no commitments that bind the organization.
E. In the event of the dissolution of this organization, its assets shall be deposited and held in the school activity fund for the purpose of re-organizing the Huntley High School athletic boosters.
F. The organization will abide by IHSA rules and regulations
G. District 158 is not, and will not, be responsible for the organization’s business or its conduct.
H. The organization will maintain and protect its own finances
ARTICLE IV – Membership Requirement
A. All persons residing in, or employed by, District 158, and who are interested in the objectives of the organization, are granted membership privileges.
B. It shall be understood that the membership year shall be from August 1 through July 31.
ARTICLE V – General Meetings
A. Meetings of this organization shall be held the first Wednesday of each month with the exception of July. Other meeting dates may be decided by the Executive Board.
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B. The May meeting shall be the Annual Meeting at which time annual reports shall be received and officers and Executive Board members shall be elected and installed.
ARTICLE VI – Officers and Their Terms
A. All officers will be elected every year from the general membership. All officers may succeed themselves.
B. Notification of election of vacant offices shall be published one month prior to the May meeting in the newsletter and on the website.
C. The names of those individuals nominated shall be published for the general membership one week prior to the May meeting on the website.
D. Elections shall be held at the May meeting. The duties of the newly elected officers shall be assumed at the June meeting.
E. Election shall be by ballot when there is more than one nominee for any vacancy.
F. Vacancies in office may only be appointed by the Executive Board, for the unexpired term.
G. In the event the membership should find grave fault on the part of any officer in performing his or her duties, the Executive Board shall investigate and a vote be taken to discharge this officer and appoint a new one.
ARTICLE VII – Duties of Officers
A. The President shall preside over all meetings of this organization and of the Executive Board; shall be an ex-official member of all committees, shall appoint special committee chairpersons; shall be able to sign checks, shall perform all other duties usually pertaining to the office and shall coordinate the work of the officers and the committees in order that the objectives and the work of this organization may be promoted.
B. The Vice President shall serve as an aid to the President; shall perform the duties of the President in the absence of that officer; shall preside over all committees; and shall perform such other duties as may be delegated.
C. The Secretary shall keep an accurate, permanent record of all meetings of the organization and of the Executive Board; have check signing ability and shall perform all other duties as may be delegated to her or him.
D. The Treasurer shall receive all moneys of the organization; shall keep an accurate record of the receipts and expenditures; shall pay all debts incurred by the organization; shall present a statement of account at every meeting of the organization and at other times when requested by the Executive Board; and shall make a full report at the May meeting.
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ARTICLE VIII – Executive Board
A. The Executive Board shall consist of the president, vice president, secretary, treasurer. The Board of Directors shall consist of the Executive Board and the designated committee heads contained herein. All positions are elected by the members of the organization. The Athletic Director of Huntley High School shall serve on the Executive Board in an advisory capacity.
B. The Board of Directors shall manage the business of the organization, decide on the disbursement of funds, and take final action on all questions and general plans. Any expenditure over $5,000 must receive 3 quotes.
C. Meetings shall be held at the call of the President or a majority of the Executive Board, and a quorum shall consist of a majority of the members of the Board of Directors.
D. Special Meetings of the Board of Directors may be called by the President or by a majority of the members of the Board.
E. In order to be elected to the Executive Board or the Board of Directors, a member must have attended a minimum of 4 of the 11 monthly general meetings per current membership year.
ARTICLE IX – Board of Directors / Committees
A. The chairpersons of each standing committee shall present a report to the Executive Board in May of each year.
B. The chairperson of each committee shall turn over all collected monies to the Treasurer preparing a receipt in duplicate, with one given to the Treasurer and one to be kept by the chairperson. The record shall be signed by the Treasurer as having received such money. These records are to be kept by all for auditing.
C. The Standing Board of Directors / committees shall be:
1. Concessions Chairperson & (3) Seasonal Co-Chairs
i. Fall Season Co-Chair (August-November)
ii. Winter Season Co-Chair (December-February)
iii. Spring Season Co-Chair (March-June)
2. Communications
3. Special Events/Fundraising
4. Spirit wear & Co-Chair
ARTICLE X – Parliamentary Authority
Robert’s Rules of Order Revised shall govern this organization in all cases in which they are applicable and in which they are not in conflict with these By-Laws.
ARTICLE XI—Amendments
A. These By-Laws may be amended at any regular or special meeting of the organization by a majority vote of the members present. Notice of proposed amendments must be given to the membership no later than 30 (thirty) days prior to the vote.
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B. The By-Laws shall be reviewed by the Executive Board every 2 (two) years, to assure that they meet the needs of the organization.
C. After the Operating Budget has been established for the following year, at least $500.00 (Five hundred) of the organization’s money must remain in the banking account.
ARTICLE XII – Offices
A. The principal office of the organization shall be located in the Village of Huntley, County of McHenry and State of Illinois.
B. The organization shall continuously maintain in the State of Illinois a registered office at 13719 Harmony Road, Huntley, IL 60142.
ARTICLE XIII – Finance
A. No expenditure over $200.00 (Two hundred) shall be made without the approval of the Board.
B. The Board may accept, on behalf of the organization, any contribution, gift, or devise for the general purposes or for any special purpose of the organization. If a gift is made for a specific purpose, (i.e. The Jones’ give $500.00 {Five hundred} to the scholarship fund) that money must be earmarked and set aside for that purpose and that purpose only. The funds can be commingled with the operating funds but must have a separate line item showing what it is for and when it is spent.
C. No board member shall receive compensation for fulfilling his/her duties as a Board Member of HHSAB.
D. The board may purchase and maintain insurance and other certifications on behalf of any person who is a director, officer or agent of the organization.
ARTICLE X1V – Scholarships
A. Scholarships shall be awarded in the following manner: the student whose application finishes in first place will be awarded a $1000 scholarship, and the students whose applications finish in second thru fifth places will each be awarded $500 scholarships.
B. The scholarship application will consist of two parts:
1. Personal information regarding participation in sports, awards, special recognition and community involvement and service.
2. Written essay addressing how the participation in Huntley High School sports has impacted their life and future goals.
C. The applications will be evaluated and scored on a point basis by a neutral third party.
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ARTICLE XV – Conflict of Interest
A. Purpose
The purpose of the conflict of interest policy is to protect Huntley Athletic Boosters, Inc when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of Huntley Athletic Boosters, Inc. The policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable.
B. Definitions
1. Interested Person
Any director, principal officer, or member of a committee with governing board delegated powers, which has a direct or indirect financial interest, as defined below, is an interested person.
2. Financial Interest
A person has a financial interest if the person has, directly or indirectly, through business, investment, or family:
a. An ownership or investment interest in any entity with which Huntley Athletic Boosters has a transaction or arrangement
b. A compensation arrangement with Huntley Athletic Boosters or with any entity or individual with which Huntley Athletic Boosters has a transaction or arrangement, or family
c. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which Huntley Athletic Boosters is negotiating a transaction or arrangement
C. Procedures
1. Duty to Disclose
In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the director and member committees with governing board delegated powers considering the proposed transaction or arrangement.
2. Determining whether a Conflict of Interest Exists
After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining board and committee members shall decide if a conflict of interest exists.
3. Procedure for Addressing the Conflict of Interest
a. An interested person may make a presentation at the governing board or committee meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and vote on the transaction or arrangement involving the possible conflict of interest.
b. The chairperson of the governing board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.
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c. After exercising due diligence, the governing board or committee shall determine whether Huntley Athletic Boosters can obtain with reasonable efforts, a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.
d. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not production a conflict of interest, the governing board or committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in the Huntley Athletic Boosters best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make a decision as to whether to enter into the transaction or arrangement.
4. Violations of the Conflict of Interest Policy
a. If the governing board or committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.
b. If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the governing board or committee determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.
c. All proceedings will be recorded in the minutes of the governing board or committee, with each member’s conflict of interest, or allegations thereof.
5. Annual Statements
Each director, principal officer and member of a committee with governing body delegated powers shall annually be sworn by the secretary, affirming that they are aware of this policy, have read this policy, and have agreed to comply with this policy.
6. Periodic reviews
To ensure that Huntley Athletic Boosters operates in a manner compliant
with charitable purpose and does not engage in activities that could jeopardize its tax exempt status, periodic review of all transactions shall be
conducted.
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ARTICLE XVII Provisions required for Tax-exempt Status under Section 501 (c)(3) of the Internal Revenue Code
This association is organized exclusively for charitable purpose within the meaning of section 501 (c)(3) of the IRS. No part of the net earnings of the corporation shall benefit or be distributed to its members, trustees, officers, or other private persons. The corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes notwithstanding any other provision of these articles. The association shall not carry on any other activities not permitted to be carried on (a) by a association exempt from Federal income tax under section 501 (c)(3) of the IRS.
Upon dissolution of this association, assets shall be distributed for one or more exempt purposes with the meaning of section 501 (c)(3) of the IRS, or shall be distributed to the assets not so disposed of shall be disposed by the Court of Common Pleas of the county in which the principle office of the association is then located, exclusively for such purposes of to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.
*The Huntley High School Athletic Boosters Inc. By-Laws have been revised in accordance with Article XI, May, 2018.