BYLAWS OF THE WASHINGTONVILLE WIZARDS TDC
ARTICLE I: NAME
The name of the organization shall be “Washingtonville Wizards Touchdown Club” (the “Club”).
ARTICLE II: PURPOSE
The Club is a non-profit incorporated association organized under the laws of the State of New York. The purposes for which the Club is formed are as follows:
- To promote and encourage the support of Washingtonville School District football programs at all levels.
- To further the educational program of Washingtonville High School by providing support and services in respect of its football program.
- To foster a spirit of loyalty and fraternity among the players, coaches, parents and boosters of the Washingtonville High School football program and to effect united action in promoting the welfare and public relations of the football program and of Washingtonville High School as an educational institution.
- To provide a medium for exchange of ideas, programs, and concepts among the community, schools and coaches.
- To organize, promote, and participate in fund raising activities that shall be used for but not limited to the following:
- Equipment items not provided by the Washingtonville school district.
- End of season awards events.
- Annual scholarship award(s).
- To do all things necessary or incidental to the foregoing purposes.
ARTICLE III: LIMITATIONS; TAX EXEMPT PURPOSE
- The Club will not attempt to influence or direct the administration, policy, or activities of the Washingtonville School District or the Washingtonville High School Athletic Department.
- Notwithstanding any other provision of this Charter:
(a) The organization is organized as not for profit exclusively for exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code.
(b) No part of the net earnings of the organization shall inure to the benefit of, or be distributable 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 of the organization as set forth herein.(c) The organization shall not carry on any other activities not permitted to be carried on (a) by an 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.(d) 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.
ARTICLE IV: MEMBERSHIP
- The Club shall have one class of members. Parents/guardians of participants in the football program, faculty, staff and any other resident of the Washingtonville School District interested in the purposes of the Club are eligible for membership on an annual basis. The Board is authorized to establish appropriate procedures and qualifications for determining annual membership status, including application forms and dues, if any. The Club shall maintain a membership registry containing names and addresses of members and other pertinent information, which shall be made available to any member upon request for any proper purpose.
- Each member shall be entitled to one vote on each matter submitted to members of the Club for approval or other action. Each member is entitled to one vote in executive election if they have attended 50% of prior calendar year Club meetings.
- Membership status may be terminated upon a two-thirds vote of the members if it is determined that a member has conducted himself in a manner that is detrimental to the best interests of the Club.
- Code of conduct for Members shall be as follows:
- Do not use abusive or profane language while at the field.
- Do not incite unsportsmanlike behavior, either on the field or in the stands.
- Do not argue with the officials or the coaches.
- No alcoholic beverages are allowed at the field.
- Members will conduct themselves in a responsible manner, and are reminded that they represent the Washingtonville School District at both home and away games.
ARTICLE V: BOARD OF OFFICERS & EXECUTIVE COMMITTEE
- The Officers of the Club (the ‘Board’) shall be members and shall consist of the President, Vice President, Treasurer, Fundraising, Merchandise Chairperson, Events Chairperson and Secretary, and such other officers that the Board shall recommend/nominate and the members shall elect.
- An Executive Committee shall consist of the officers of the Club, as well as the Head Coach. The Head Coach will serve as the chairperson of the Executive Committee. The Executive Committee should meet at least quarterly.
- Each officer shall be elected by a majority vote of members at the Annual Meeting, and shall serve a term of one year, with no limit on the number of successive terms which may be served. Any officer or committee chairperson, other than the Head Coach, may be removed, with cause, by majority vote of the members. A vacancy in any office because of death, resignation, removal, disqualification or otherwise shall be filled by majority vote of the members of the Executive Committee.
ARTICLE VI: ROLES AND RESPONSIBILITIES
President: The President is responsible for the overall operation of the Club. Duties include:
- Chairing Club meetings
- Meeting with the Washingtonville Athletic director concerning Club related issues.
- Meeting with the Coaching Staff on Club related issues.
- Establishing Club meeting agenda based on input from the various chairpersons, coaches, and the Athletic Director.
- Responsible for recruitment of new members
Vice-President – responsible for internal activities of the Club such as:
- Meeting with the various committee chairpersons.
- Co-responsible for establishing Club meeting agenda items with the President.
- Monitoring planned activities.
- Responsible for recruitment of new members
Secretary: serves as the Chairperson for all communications to the membership,
including but not limited to:
- The Orange County Post
- Club meeting announcements
- Special event notifications, etc.
- Recording the minutes of all Club, Board and Executive Committee meetings and reporting to the membership.
Treasurer – The Treasurer shall:
- Have charge and custody of, and be responsible for, all funds and valuable effects of the Club; receive and give receipt for moneys payable to the Club from sources whatsoever; deposit all moneys in the name of the Club in such banks, trust companies, or other depositories as shall be selected by or pursuant to the direction of the Executive Committee; cause such funds to be disbursed by checks or drafts on the authorized depositories of the Club, signed as the Executive Committee may require; and be responsible for the accuracy of the amounts of, and cause to be preserved proper vouchers for, all moneys disbursed;
- Keep correct records of the moneys, business, and transactions of the Club;
- Render to the Executive Committee whenever requested an account of the financial condition of the Club and of all transactions and, as soon as practicable after the close of each fiscal year, make and submit to the Executive Committee and the members a financial report for such fiscal year; and cause the books, reports, statements, certificates, and all other documents and records required by law to be properly kept and filed.
Fundraising Chairperson- responsible for establishing sub-committees for the following:
- Coordinate all fundraising
- Challenge letters
The intent of this position is to establish a central focus for the purpose of raising the necessary funds to support all approved budget items. This position is also responsible for soliciting ideas and opportunities for raising funds and presenting them to the membership for approval and commitment. Chairperson will evaluate all possible fundraisers on a risk/reward basis, and will report to the Club the potential profit margin and degree of difficulty for each planned fundraising event.
Special Events Chairperson – responsible for establishing sub-committees for the following:
Chairperson and Committee will develop, plan and host an annual awards banquet for football players, their coaches, school administrators, families and friends. Chairperson will advise the Board as to the expected level of participation by Cheerleaders; Chairperson and the Committee will find a suitable venue; decide on a menu and seating; arrange for outgoing gifts to Seniors; find cost-effective mementoes for all players; design and print a Sponsor Book; and contact every family of football players to invite them to participate in the Awards Banquet, setting an annual goal of free dinners for all players. Chairperson will give updates at regular Club meetings. In addition, this person will organize Annual 7-on-7 Shootout, Kickoff BBQ, and Grid Iron responsibilities.
Scholarship Award Committee:
Senior Parent Coordinator:
ARTICLE VII: MEETINGS
- The Club shall hold an Annual Meeting immediately following the Annual Awards Banquet for the purpose of nominating and electing the Board of Officers.
- Regular meetings shall be held on a weekly basis, or as necessary, during the football season and on a monthly basis on a prescribed day of each month established by the Board, or on such other dates as may be determined by the Board.
- Special meetings may be called by the President, the Head Coach or by any two other members of the Board.
- At any meeting, the members present shall constitute a quorum for such meeting; provided, that at least a majority of the members of the Executive Committee are present. Except as provided in Article IV(3) and Article IX, a majority of members present at any meeting may authorize or take action with respect to each matter submitted to the members.
- The meetings will be conducted by the following set agenda:
- Roll Call
- Reading of the minutes from the previous meeting
- Reports of Committees
- Reports of Officers
- Old / Unfinished Business
- New Business
- Good and Welfare
ARTICLE VIII: FISCAL MANAGEMENT
- The fiscal year of the Club shall be from January 1st to December 31st.
- All disbursements shall require the signatures of two officers.
- An updated financial report shall be published and distributed monthly at Club meetings.
- Funds may be committed for expenditure only pursuant to an approved budget or as otherwise expressly approved by the members.
- Executive committee can motion to purchase items/services, without a formal meeting, in the amount not to exceed $250.00 by a vote of two thirds of the executive committee. This will only be done when the purchase is time sensitive and a general meeting is not forthcoming.
ARTICLE IX: AMENDMENTS
Any provision of this these By-Laws may be amended at any meeting of the members by (i) the vote of two-thirds of the members of the Executive Committee, and (ii) the vote of two-thirds of the members present at such meeting; provided, that the substance of any proposed amendment has been provided in writing in advance of the meeting