PRIOR LAKE HIGH SCHOOL GIRLS SWIM AND DIVE BOOSTER

Prior Lake Girls Swim and Dive Booster Club By-Laws (Revised September 2018) Page 1

PRIOR LAKE HIGH SCHOOL

GIRLS SWIM AND DIVE BOOSTER CLUB

BYLAWS

July 2017

Prior Lake Girls Swim and Dive Booster Club By-Laws (Revised September 2018) Page 2

BYLAWS OF THE PRIOR LAKE HIGH SCHOOL

GIRLS SWIM AND DIVE BOOSTER CLUB

TABLE OF CONTENTS

1. Name, Purpose and Mission

2. Membership

3. Club Year

4. Officers and Coordinators

5. Executive Board and Committees

6. Meetings

7. Finances

8. Adoption and Amendment of These Bylaws

9. Dissolution of Club

Prior Lake Girls Swim and Dive Booster Club By-Laws (Revised September 2018) Page 3

PRIOR LAKE HIGH SCHOOL GIRLS SWIM AND DIVE BOOSTER CLUB BYLAWS

ARTICLE 1 – Name, Purpose and Mission

Section 1.01 Name – The name of this organization shall be the Prior Lake High School Girls

Swim and Dive Booster Club, hereafter referred to as the “GSDBC”. The Girls Swim and Dive

Booster Club participates under the Laker Athletic Booster Club (LABC). These Bylaws relate

only to the operational aspects of the Girls Swim and Dive Program.

Section 1.02 Purpose – The purpose of the GSDBC is to promote and support the Girls Swim

and Dive program for the students of Prior Lake High School (PLHS). The GSDBC will

establish an ongoing dialogue and working relationship with the PLHS Athletic Director and the

PLHS coaching staff to ensure the GSDBC’s participation in and support of the Girls Swim and

Dive program is at all times consistent with the highest goals and aspirations of the athletic

competition among high school students.

Section 1.03 Mission Statement - The mission of the GSDBC is to raise funds to enhance

and expand the Girls Swim and Dive program; to promote and publicize the high school swim

and dive program in the community; and to recognize accomplishments and support the team,

the players and the coaches in order to help the team achieve its full potential.

ARTICLE 2 – Membership

Section 2.01 Membership – Membership in the GSDBC is open to the following: Parents or

legal guardians of players and coaching staff. Membership is automatic, but voluntary.

Membership is open to PLHS Girls Swim and Dive alumni and their families.

Section 2.02 Membership Purpose – The purpose of membership is to empower participation

and involvement in the program for all eligible members.

Section 2.03 Members Right to Privacy - Any personal information gathered or requested by

the Club is for the sole use of the Club and will not be made available to any other organization.

ARTICLE 3 –Club Year

Section 3.01 Term of Officers and Coordinators – The business year for purposes of the term

of officers and coordinators shall run from July 1

through June 30th.

Section 3.02 Budget Management – The business year for purposes of budget management

shall run from July 1

through June 30

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ARTICLE 4 – Officers and Coordinators

Section 4.01a Officers – The GSDBC officers, other than the Head Coach, are volunteer

positions and will be named at its business meeting in July and shall hold office for one year,

commencing in July. The officers shall consist of the President, Vice President, Treasurer,

Secretary, and Head Coach of the Prior Lake High School Girls Swim and Dive program.

Officers may hold the same position for two consecutive terms and may also hold Committee

Coordinator positions, in conjunction with an Officer role.

Section 4.01b Committee Coordinators – Committee Coordinators are volunteer positions,

appointed by the Head Coach and subject to the approval of the Executive Board. Committee

Coordinators shall be named from the membership in July and shall hold office for one year.

Committee Coordinators may hold the same position for two consecutive terms. Committee

Coordinators may also share their role among no more than two individuals, in anticipation of

future succession. It may not be necessary to fill all Committee Coordinator roles each year, as

roles are dependent on annual goals of the Girls Swim and Dive program.

Section 4.01c Executive Board – The Officers will constitute the Executive Board. Vacancies

will be decided by appointment of the Head Coach. Between the Officers and Committee

Coordinators, ideally there is at least one parent to represent Freshmen, Sophomore, Junior and

Senior classes.

Section 4.02a President and Communications/Publicity Coordinator shall preside at all

GSDBC meetings and shall perform other duties pertaining to the office of President. The

President shall carry out the decisions of the Head Coach and decisions expressed by the

majority of the Executive Board. The President shall be authorized to direct the Treasurer to

issue checks consistent with the budget. The President shall serve as ex-officio member of all

committees. The President must attend all LABC meetings to understand general business items,

roles & responsibilities, new policies, etc. The President shall oversee general team

communications through multiple mediums including email, team website and social media sites;

and shall be responsible for both photographic and written media/publicity to assure promotion

and attention to anything relating to PLHS Girls Swim and Dive.

Section 4.02b Vice-President shall act as the President in the absence of the President and when

so acting, have the power and authority of the President. The Vice President shall be responsible

for reviewing and updating the By-Laws, recommending revisions as deemed appropriate. It is

anticipated the Vice President may succeed the President upon the President’s end of term. The

Vice President shall be responsible for other duties, as assigned.

Section 4.02c Secretary shall prepare and maintain full minutes of all meetings of the Executive

Prior Lake Girls Swim and Dive Booster Club By-Laws (Revised September 2018) Page 5

Board and general membership meetings of the GSDBC. A summary of the decisions made in

these meetings shall be communicated to the general membership after each meeting through

electronic communication. All communications sent on behalf of the GSDBC to the membership

are first to be cleared through the President. The Secretary shall keep and maintain all member

information, including names, addresses, phone numbers and email addresses.

Section 4.02d Treasurer shall maintain a complete set of books of account in accordance with

generally accepted accounting principles and practices; receive and deposit monies of the

GSDBC in the checking and/or savings accounts; request disbursements, along with the

President, from the GSDBC funds through the LABC treasurer and pay expenses approved by

the Executive Board and secure proper vouchers thereof; report the amount of money available

in the general fund at each meeting; submit a fiscal year-end statement; issue tax exempt forms;

interface with the LABC as appropriate; and perform such other duties as pertains to the office of

Treasurer.

Section 4.02f Volunteer Coordinator shall be responsible for all aspects of recruiting

volunteers for all volunteer needs of the GSDBC including interacting with other GSDBC

officers and members to understand volunteer needs, creating a list of volunteer needs for each

season, creating signup and reminder communications and reporting status and needs to the

Executive Board on a frequent basis; along with other duties, as assigned.

Section 4.02g Concessions Coordinator shall plan, purchase, coordinate, setup and store all

concessions products that are sold at meets; work with the Treasurer to ensure products are

priced favorably and concession monies are accounted for and provided to the Treasurer for

deposit.

Section 4.02h Fundraising Coordinator, in collaboration with the Treasurer and Executive

Board, shall be in charge of planning, recruiting subcommittee teams, organizing and optimizing

revenue stream from events, overseeing other fundraising events, as well as finding new sources

of revenue, along with other duties as assigned.

Section 4.02i Spirit Coordinator shall work with the Head Coach and team captains to identify,

offer, order and distribute team spirit wear for both the team and parents of the team. The Spirit

Coordinator will work with third-party vendors to secure favorable pricing on all items.

Section 4.02j Meet Director shall work with team coaches to oversee all components of the

meet operation, including meet setup and teardown, equipment operation, running of the meet,

and general meet troubleshooting.

Section 4.03 Officer or Coordinator Resignation – Any officer or coordinator may resign at

any time by giving written notice of such resignation to any member of the Executive Board.

Unless otherwise specified in such written notice, resignation shall take effect upon receipt

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thereof by the Executive Board and the acceptance of the resignation shall not be necessary to

make if effective.

Section 4.04 Officer or Coordinator Removal – Any officer or coordinator may be removed by

three-fifths (3/5) vote of the Executive Board, subject to limitations imposed by law. The

Secretary shall notify any officer or coordinator who misses three (3) consecutive regular

meetings that their removal shall be automatically proposed and voted upon at the next Executive

Board meeting.

Section 4.05 Officer or Coordinator Vacancy – When a vacancy occurs among an officer or

coordinator position, the vacancy shall be filled as soon as possible from the membership. The

Secretary and Communications/Publicity Coordinator will notify membership of the vacancy.

The individual who volunteers and is appointed shall hold office until the end of the term and

may volunteer for the same or other positions for the next year.

ARTICLE 5 – Executive Board and Committees

Section 5.01 Executive Board Members – The Board will be responsible to act on behalf of the

GSDBC in the management of the business affairs of the organization. The Board shall consist

of all Officers, including President, Vice-President, Secretary, Treasurer, and Head Coach of the

Prior Lake Girls Swim and Dive Program.

Section 5.02 Executive Board Responsibilities – The Executive Board will:

a. Review all Club duties and sponsored activities and take the necessary actions to promote

and support the mission of the Club;

b. Approve the expenditure of all non-budgeted general funds up to $1000 per request. Any

non-budgeted expenditure of general funds above $1000 shall require an advance

discussion and approval by the Executive Board;

c. Approve the President’s and/or Head Coach’s creation and dissolution of all necessary

Committees and Coordinators;

d. Set the time, date and agenda for General Meetings and give members timely

notification;

e. Approve goals and budget targets annually;

f. Review the annual budget, monthly financial reports and monthly financial statements

issued by the LABC or Head Coach utilized to manage the funds of the Club, at a

minimum, every other month.

g. Review and approve, by majority vote, all proposed By-Law changes prior to distributing

or posting any such changes to the Membership.

h. Support all rules and regulations set forth by Minnesota State High School Athletics and

Prior Lake High School governing bodies.

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Section 5.03 Interim Events – If action on behalf of the Club is necessary before it is reasonable

to convene an Executive Board Meeting, the President will take such action based on the

majority vote of the Executive Board, comprised of the four officers and Head Coach. The

request for interim events must be presented to the Executive Board in writing via email, with

voting gathered via email reply. A report of the action taken will be made at the next meeting.

Section 5.04 Committee Coordinator Responsibilities – Committee Coordinators may recruit

as many members as necessary to accomplish the responsibility of the Committee. The

Committee Coordinator will keep a historical file of the year’s proceedings, financial records,

vendor contacts, etc. for turnover to his/her successor. All Committee financial records must be

made available to the Executive Board Treasurer upon request but at least once a year. At the

end of each fiscal year, these committee records will be turned over to the Committee

Chairperson successor. All Committee Coordinator positions are described in Article 4.

ARTICLE 6 – Meetings

Section 6.01 Annual Business Meeting – The Annual Business Meeting of the GSDBC will be

held within the first two weeks of the start of the season unless otherwise specified by the

Executive Board. Any change to the Annual Business meeting date, time or location will be

announced a minimum of two weeks in advance of the proposed change.

Section 6.02 Executive Board Meetings – Executive Board Meetings will be held the third

Monday of each month, unless otherwise specified by the Executive Board, from July through

December. A summary of the decisions reached and Executive Board members present at each

meeting will be distributed to all Executive Board members within a reasonable timeframe

following the meeting and before the next meeting.

Section 6.03 Quorum – A quorum for Executive Board Meetings shall be three-fifths (3/5) of

the Board members. In all voting instances, majority rules for those present.

Section 6.04 Robert’s Rules of Order – Robert’s Rules of Order, the latest edition, shall be

recognized as the authority governing the meetings of the Club, its Executive Board and its

Committees.

ARTICLE 7 – Finances

Section 7.01 Budget –The Executive Board will prepare a preliminary budget based on results

from the prior year, input from the various Committee Coordinators and other known events or

economic factors. The budget will include an allocation of funds to execute the Club activities

and fund specific requests presented by the Head Coach, to the extent possible. Any funds

provided to support or enhance the Prior Lake High School Girls Swim and Dive Program will

be provided exclusively in accordance with the rules and guidelines set forth by Independent

Prior Lake Girls Swim and Dive Booster Club By-Laws (Revised September 2018) Page 8

School District 719.

Section 7.02 Budget Approval – The preliminary budget will be presented at the meeting in

August. Approval of the final budget will take place at the following Executive Board meeting.

Section 7.03 Budget Modifications – The budget may be modified by the Executive Board,

upon a majority vote, during the year as dictated by changing conditions. Any modifications to

the budget will be communicated to the Executive Board.

Section 7.04 Deposits and Receipts– All monies received by the GSDBC will be given to the

LABC Treasurer for deposit to the credit of the Club. All receipts for reimbursement by the

GSDBC will be submitted to the Treasurer within fourteen business days for payment.

Section 7.05 Specific Funds – Funds raised by the Club that have a specific advertised purpose

will be deposited and separately tracked in the Club’s general fund to ensure that these monies

are disbursed for the advertised purpose and to safeguard the integrity of the Club and the

School.

Section 7.06 Purpose – Funds raised by any of the Club fundraising programs can only be

directed toward activities of the Club in support of the Girls Swim and Dive program, unless

otherwise specified. Funds may be utilized for the following items including additional funding

for transportation and to defray the cost of day or overnight travel meets; team apparel for state

championships, uniforms and team-issued warm ups; team events including dinners and

banquets; season awards, gifts not to exceed $100 per student, equipment, coaches training, and

capital budget needs as voted upon by the Executive Board. All requests to direct money

elsewhere must have prior approval of the Executive Board.

ARTICLE 8 – Adoption and Amendment of These Bylaws

Section 8.01 Adoption – The following are hereby adopted as the bylaws of the Prior Lake High

School Girls Swim and Dive Booster Club. They will be reviewed annually after election; by

subject to amendment, alteration and revision under MN Statute 217A.181 Subd 2 (Needs to be

verified and coordinated with the PLHS Booster Club Bylaws) and be dated to indicate when last

revised.

Section 8.02 Amendments – Amendments to the bylaws are to be submitted in writing to an

Executive Board member and will be reviewed via email or at a regular Executive Board

Meeting. If changes to the bylaws are approved by a majority of the Executive Board, notice of

the amendments will be publicized by email to the membership at least two weeks prior to the

next General Membership meeting.

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ARTICLE 9 – Dissolution of the Club

Section 9.01 Dissolution of the Club entity – Should the Prior Lake High School Girls Swim

and Dive Booster Club cease to operate, all of the Club assets and cash will be distributed to the

Prior Lake High School Girls Swim and Dive Program or any successor organization or

program. In the event that no apparent successor organization exists, the Executive Board may

identify any local non-profit organization that supports youth swimming programs.