BYLAWS

As of September 14, 2025

BY-LAWS

Galt High Boosters, Inc.

Article I - Name and Purpose 

Section 1.01. Name. 

The name of this organization shall be Galt High Boosters, Inc., hereafter commonly referred to as the Galt High School Athletic Boosters (GHSAB).

Section 1.02. Purpose.
The Galt High School Athletic Boosters (GHSAB) is a non-profit organization composed of staff, parents, and community members dedicated to supporting and enhancing athletic programs for the students of Galt High School. In partnership with the school administration, GHSAB:

1. Promotes and supports team fundraising opportunities for all athletic programs.

2. Provides volunteers for school and athletic events.

3. Offers financial assistance to advance campus athletic goals.

4. Encourages and supports overall campus wellness.

Article II - Membership 

Section 2.01. Qualification. 

All GHSAB Board members, and official Sport Representatives shall be considered voting members of the organization. The Principal, Assistant Principals, Coaches, Coaches’ spouses, members of the licensed teaching staff, and parents/guardians shall serve as non-voting, advisory members. 

Section 2.02. Rights and Responsibilities. 

Advisory members shall have the right and responsibility to:

1. Attend meetings and events sponsored by the organization

2. Serve on committees

3. Be nominated for and hold office

Voting members shall additionally have the right to:

1. Vote for officers

2. Review and approve the annual budget

3. Approve amendments to these by-laws

Section 2.03. Quorum. 

The members present at any regular or special membership meeting of the organization, provided that at least two (2) voting members are present, shall constitute a quorum for the transaction of business. In the absence of a quorum, the membership may not take formal action. Any matters presented at such a meeting may instead be discussed and decided by the Executive Board.

Section 2.04. Meetings. 

There shall be at least one (1) general membership meeting each year, held in June, at which officers are elected if positions remain unfilled. Additional general or special meetings may be scheduled by the Executive Board or upon written request of at least four (4) members. Such meetings may be held independently or in conjunction with other events sponsored by the organization. 

Meetings will not be held during the month of July to align with the athlete no-contact period as well as December to provide a holiday break.

Article III - Executive Board 

Section 3.01. Membership. 

The Executive Board shall consist of the elected officers of the organization.

Section 3.02. Authority. 

The Executive Board shall manage the affairs, activities, and operations of the organization. It shall:

1. Transact necessary business between membership meetings.

2. Address matters referred to it by the Advisory membership or these by-laws

3. Create standing and special committees as needed.

4. Approve the plans and work of all committees.

5. Prepare and submit the annual budget for membership approval.

6. Conduct, in general, the business and activities of the organization.

Section 3.03. Meetings. 

The Executive Board shall meet monthly to prepare for general membership meetings and to conduct organizational business.

Section 3.04. Quorum. 

A quorum for the conduct of Executive Board business shall consist of at least two (2) officers in attendance. 

Section 3.05. Action Without a Meeting. 

Any action required or permitted to be taken at a meeting of the Executive Board (including amendment of these bylaws) or of any committee may be taken without a meeting if all members of the Board or committee consent in writing to such action. Written consent shall carry the same force and effect as a unanimous vote. 

Section 3.06. Participation in Meeting by Video or Audio Conference Call.
Members of the Executive Board may participate in a meeting through use of video or audio software/applications or similar communications equipment, so long as members participating in such meetings can hear one another. 

Section 3.07. Reimbursement. 

Executive Board members shall serve without compensation. However, expenses incurred in the furtherance of the organization’s business may be reimbursed, provided they are supported by documentation, comply with the organization’s financial policies, and receive prior approval. 

Article IV - Officers and Their Elections 

Section 4.01. Officers. 

The officers of this organization shall include a President, one or more Vice Presidents, a Secretary, a Treasurer, and such additional officer(s) as may be elected or appointed by the Executive Board from time to time. 

Section 4.02. Election. 

1. A Nominating Committee, composed of the current President and at least one (1) additional officer, shall convene in April of each election year to seek nominees and prepare a slate of candidates.

2. The slate of candidates shall be announced to the membership as soon as possible.

3. Additional nominations may be made by Voting Members at the election meeting, provided the nominee has consented to serve.

4. Officers shall be elected at the May meeting of the organization by the voting members present.

5. Newly elected officers shall assume their official duties in June, the month immediately following elections.

Section 4.03. Term. 

Officers shall serve a minimum term of one (1) year. Officers may continue to serve as long as their child or children are enrolled in and attending Galt High School.

Section 4.04. Vacancies. 

A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the remaining members of the Executive Board. 

Article V - Officer Roles 

Section 5.01. GHSAB Roles

• The President shall:

  • Preside at all meetings of the organization and of the Executive Board.

  • Coordinate the work of the officers and committees in order that the purposes of the organization are fulfilled.

  • Serve as the primary liaison between the organization and the Galt High School administration.

  • Be an ex-officio member of all committees, except the Nominating Committee.

  • Perform such other duties as may be prescribed by the Executive Board or these bylaws.

• The Vice President shall: 

  • Act as an aide to the President.

  • Perform the duties of the President in the absence or inability of the President to serve.

  • Oversee committees or projects as assigned by the President or Executive Board.

  • Assume other duties as delegated by the Executive Board.

• The Treasurer Shall:

  • Have custody of all funds of the organization.

  • Keep a full and accurate account of receipts and expenditures.

  • Make disbursements in accordance with the approved budget or as authorized by the Executive Board.

  • Present a financial report at each membership and Executive Board meeting.

  • Prepare the annual financial statement for audit or review, as required.

  • Ensure compliance with all financial policies and reporting requirements of the organization.

• The Secretary Shall:

  • Record the minutes of all meetings of the organization and of the Executive Board.

  • Maintain official records, including bylaws, meeting notices, and correspondence.

  • Distribute meeting agendas, minutes, and other communications to the membership as directed by the Executive Board.

  • Maintain a current roster of officers and members.

  • Perform other duties as assigned by the Executive Board.

Article VI - Finances 

Section 6.01. Budget. 

The Executive Board shall present a proposed budget of anticipated revenues and expenses for the year to the membership at the first regular meeting following officer elections, or as soon thereafter as practicable. The approved budget shall guide organizational activities and serve as authorization for anticipated expenditures. Any substantial deviation from the budget must be approved in advance by the membership.

Items Booster Account Covers

Items Team Accounts Covers

• 
  Equipment that benefits multiple sports

• Assisting Galt High School with large Athletic purchases. Examples:

  • Scoreboards in Large Gym

  • Chairs for all sporting events

• Snack Bar Equipment

• Booster Apparel

• 
  Team Apparel

• New Equipment for team

• Team Apparel

Section 6.02. Obligations. 

The Executive Board may authorize any officer or officers to enter into contracts or agreements for the purchase of materials or services on behalf of the organization. 

Section 6.03. Loans. 

No loans shall be made by the organization to its officers or members. 

Section 6.04. Checks

All checks, drafts, or other orders for the payment of money on behalf of the organization shall be signed by the Treasurer or by any other person as authorized in writing by the Executive Board. 

Section 6.05. Banking. 

1. The Treasurer shall ensure that all organizational funds are deposited promptly in banks or other depositories designated by the Executive Board.

2. All deposits and disbursements shall be documented with receipts, invoices, or other written records. Sequentially numbered receipts, or donation letters shall be provided, with copies retained, whenever cash is collected or turned over.

3. Deposits and/or disbursements shall be submitted to the Head Varsity Coach at monthly meetings.

4. If debit or credit cards are issued in the organization’s name, the Executive Board shall approve a policy establishing authorized users, spending limits, and oversight procedures. Personal use of organizational cards by authorized users is prohibited. 

Section 6.06. Financial Controls. 

The organization shall maintain appropriate financial controls, including but not limited to:

1. All expenses must be approved through the annual budget, amendments thereto, or by separate Executive Board resolution.

2. An officer or other person designated by the Executive Board shall review and reconcile all bank statements monthly.

3. A committee of at least two (2) persons within the Executive Board shall audit the organization’s finances as requested (not more than twice per fiscal year) or may hire an outside accountant or auditing firm to conduct a review.

Section 6.07. Financial Report. 

1. The Treasurer shall present a financial report at each membership meeting and prepare a final year-end report in accordance with organizational financial policies.

2. The Executive Board shall review the report and accounts annually.

3. If the organization grosses less than $250,000 per year, an internal audit committee composed of at least two members not involved in daily financial operations shall conduct a review.

4. If gross receipts exceed $250,000, the audit committee shall hire an external professional, such as a CPA, to perform a financial review or compilation.

5. A full audit by an external entity shall be conducted when annual gross receipts equal or exceed $250,000. 

Section 6.08. Fiscal Year. 

The fiscal year of the organization shall be from August 1st to July 31st but may be changed by resolution of the Executive Board.

Section 6.09. Financial Record Retention. 

All organizational records shall be maintained and destroyed in accordance with applicable laws and standard record retention guidelines. Minimum retention periods include:

1. Year-end Treasurer’s reports and annual internal financial review – Store in corporate record book, binder, or cloud-based software; retain for at least seven (7) years. Permanent retention is recommended.

2. Reports, IRS Form 990s, bank statements, canceled checks, and related financial documents – Retain for at least seven (7) years; store in binder or cloud-based software.

3. Monthly Treasurer’s reports – Compile and file annually; retain for at least three (3) years in binder or cloud-based software.

ARTICLE VII - Conflicts of Interest 

Section 7.01. Existence of Conflict, Disclosure. 

Directors, officers, employees, and contractors of the organization should avoid any actions or activities that may impair, or appear to impair, their objectivity in performing duties on behalf of the organization. A conflict of interest may exist when the direct, personal, financial, or other interest of any director, officer, employee, or contractor competes with, or appears to compete with, the interests of the organization.

If such a conflict arises, the interested person shall promptly disclose it to the Board of Directors for resolution. If the conflict relates to a matter requiring board action, the interested person shall not vote on the matter. In cases of uncertainty regarding the existence of a conflict, the Board of Directors, excluding the interested person, shall determine by vote whether a conflict exists. 

Section 7.02. Nonparticipation in Vote. 

Any person with a conflict of interest shall not participate in the final deliberation or decision regarding the matter and shall temporarily leave the meeting room during the discussion and vote. The person may, however, provide the Board with relevant information or clarification prior to leaving the room. 

Section 7.03. Minutes of Meeting. 

The minutes of the Board meeting shall record that:

1. The conflict of interest was disclosed.

2. The interested person was not present during the final discussion or vote.

3. The interested person did not vote on the matter 

Section 7.04. Annual Review. 

A copy of this Conflict of Interest policy shall be provided to each director, officer, employee, and contractor currently serving the organization, and to all who join in the future. The policy shall be reviewed annually to ensure awareness and compliance. New directors, officers, employees, and contractors shall be informed of this policy upon assuming their duties.

ARTICLE VIII - Indemnification 

Every member of the Executive Board, officer, or employee of the organization may be indemnified by the organization against all expenses and liabilities, including reasonable counsel fees, incurred in connection with any threatened, pending, or completed action, suit, or proceeding to which such person may become a party by reason of serving or having served as a member of the Board, officer, or employee of the organization.

Indemnification shall not apply in cases where the individual is adjudged to be liable for negligence or misconduct in the performance of duties. In the event of a settlement, indemnification shall apply only if the Executive Board determines that the settlement and related reimbursement are in the best interest of the organization.

The right to indemnification provided herein shall be in addition to, and not exclusive of, any other rights to which a member of the Board, officer, or employee may be entitled. 

ARTICLE IX - Amendments 

Section 9.01. Proposal of Amendments

Amendments to these bylaws may be proposed by the Executive Board or by written petition of at least four (4) voting members of the organization

Section 9.02. Notice

Notice of any proposed amendment shall be provided to the membership at least fourteen (14) days prior to the meeting at which the amendment will be considered.

Section 9.03. Adoption

A proposed amendment shall be adopted upon approval by a two-thirds (2/3) vote of the voting members present at a duly called membership meeting at which a quorum is established.

Article X – Dissolution

Section 10.01. Authorization of Dissolution

The organization may be dissolved only by a two-thirds (2/3) vote of the voting members present at a duly called meeting of the membership, provided that written notice of the proposed dissolution has been given to all members at least thirty (30) days in advance.

Section 10.02. Distribution of Assets

Upon dissolution of the organization, all assets remaining after payment of debts and liabilities shall be distributed exclusively for the benefit of Galt High School athletics programs, or if that is not possible, to another nonprofit organization consistent with the purposes set forth in Article I of these bylaws, as determined by the Executive Board.