By-laws of the Varsity W Club
Adopted May, 2010
Section 1. Purpose
1.1. To create and maintain an interest in the activities and achievements of Whitehall High
School athletic teams sponsored by the Whitehall-Coplay School District and supported by the
Varsity W Club.
1.2. The activities of this Booster Club and its committees are intended to be for charitable and
educational purposes, to render financial and material aid and support and to promote sports for
the students of Whitehall-Coplay School District. This may include purchases that develop the
team or sport that may not be covered by the WCSD budget but is approved by the Sport
Committee and endorsed by the Head Coach and Athletic Director.
1.3. The Booster Club’s priority activities are to enhance the program with equipment purchases
that are not part of the District-sponsored requirements, award participation mementos to players
as deemed appropriate by membership and assist the Head Coach with activities that will help
develop the team. This may include: competitions, off-season activities, travel expenses, entry
fees, end-of-season gatherings, and senior appreciation gifts.
1.4. Sports committees and booster organizations shall not violate the rules of the PIAA or in any
way jeopardize the membership of the school district in said association.
Section 2. Members
2.1 Excepting as otherwise provided herein, there shall be one (1) class of members of the
Varsity W Club whose voting and other rights and interest shall be equal. These members
include any member who pays dues as a voting member.
2.2 Any person of full age, that is to say 18 years of age, shall be admitted to membership to a
sport committee, if he or she is interested in furthering the purposes of the that committee. All
students who are members of the activities of the program sponsored by the Whitehall-Coplay
School District, whether they are of full age or not, are automatic members of this Booster Club.
They shall be permitted to express themselves and have a voice in the operation of this club, but
shall have no vote.
2.3 A member may be expelled in the voting process for failure to act in furtherance of the
purposes of the organization. They shall be permitted to express themselves and have a voice in
the operation, but shall have no vote.
Section 3. Meeting of Members
3.1. All meetings of the members of the Varsity W Club shall be held at a place as the
Committee Officers may from time to time determine.
3.1.a – Meeting of sport committees shall be determined by leadership of that committee
and shall be held on a regularly, advertised basis.
3.2. An annual meeting of the members shall be held in the month of May of each calendar year
for the election of Committee Officers. Elections for Committee Officers shall be by written
ballot. The majority vote for a person to fill any one Committee Office will be elected to that
position.
3.3. Any member may attend any Committee meeting which are held, as needed, on a monthly
basis. Special meetings of the members shall be held whenever called by the President, by action
of the Committee Officers, or upon request of ten percent (10%) of the members entitled to vote.
Written notice of any special meeting of members, stating the place, the date and time of the
general nature of the business to be transacted shall be given to each member entitled to vote at
least five (5) days before such meeting, unless a greater period of notice is required in a
particular case.
3.4. Two of the four Officers need to be present in order to constitute a quorum in order to hold
Committee meetings and conduct business. The President, or Vice President, must be one of the
Officers present.
3.5. Every member entitled to vote shall have only one (1) vote. Members of the Committee
must be present to vote. Proxy voting is not allowed.
3.6. When required, the Secretary of the Booster Club shall have a list of all members entitled to
vote, which shall be made available for inspection at any of the regular or special meetings.
3.7 All officers are expected to attend all meetings. Unexcused/excessive absences may lead to
the election of a replacement officer.
3.8 Robert’s Rules of Order shall govern each meeting of the Varsity W Club, as well as
committee meetings. A secretary shall be enlisted to document proceedings of each committee
meeting. Each meeting shall include: financial review, approval of preceeding minutes,
committee reports, and old and new business.
Section 4. Committee Officers
4.1 The Sport Committee Officers shall consist of four (4) members. These positions are
President, Vice President, Secretary and Treasurer. In this document, these Officers may be
referred to as Booster Club Officers or Officers. In the event that the organization cannot fulfill
these positions, the Athletic Director should be notified of the desired structure of meetings and
leadership. The Athletic Director will make a determination on the structure.
4.2 Vacancies on the Sport Committees shall be filled by the presentation of names by the
President of the committee, and a majority vote of the remaining members of the committee.
People appointed to fill vacancies shall serve the unexpired term of the person they are replacing.
A spouse of an Officer shall not be eligible for appointment to any committee office vacancy
unless approved by the general membership.
4.3. Sport committee Officers shall manage the business and affairs of the sport committee. The
Varsity W Club Treasurer will manage oversight of the entire budget. At the end of each
regularly scheduled meeting of the committee, the committee Officers shall announce the time
and place for the next session.
4.4 Special meetings of the committee may be called by the President on at least twenty-four
(24) hours notice to each member. Notice of each special meeting of the Booster Club shall
specify date, place and location of the meeting. The notice need not state the general nature of
the business to be conducted at such special meeting.
4.5 Any members of the committee Officers who shall miss three (3) meetings annually without
a valid reason and which reason is not accepted by the other Officers, shall be subject to removal
by a two-thirds (2/3) vote of the majority of said sport committee Officers. Following such a
vote, a notice of removal shall be given to the said member, by the Secretary at least ten (10)
days prior to his or her removal during which time he or she may file written objections and may
request to be heard by the other sport committee Officers.
4.6 The Officers of the sport committee shall be chosen from among members who have agreed
to serve and have been selected by the members of the sport committee at its annual meeting.
Nominations for Officers made from the floor at the annual meeting must be made, seconded and
with the informed approval of the person (s) nominated, who must also be present at the meeting.
In the event that Officers are not nominated from among the membership, either by the
nominating committee or from the floor, those Officers will then be chosen from among those
currently serving as the sport committee Officers, which shall be elected to a one (1) year term.
They shall consist of a President, Vice President, Secretary and Treasurer. The President, Vice
President, Secretary and Treasurer must be of full age. No person shall hold more than one (1)
office.
4.7 The Officers of this sports committee shall hold office for a period of one (1) year
commencing on July 1 of the year following the election. No Officers shall succeed themselves
for more than two (2) consecutive terms, but may succeed to another office. Any Officers may be
removed by a two-thirds (2/3) majority vote by the sports committee Officers whenever, in their
judgment, the best interests of the sports committee will be served thereby. If a vacancy occurs
for any reason, the vacancy shall be filled by a majority of the sports committee Officers.
Section 5. Duties of Officers
5.1 The President shall: preside at all meetings of the committee and Board of Directors;
personally represent the club or appoint a delegate where representation is deemed advisable;
appoint committees and committee chairperson; effect compliance with the rules, regulations,
and policies of the Board of Education and the Whitehall Athletic Department; attend or appoint
a delegate to attend all Varsity W Club meetings. He/she shall report any applicable Varsity W
Club issues or actions to the general membership at the next regular meeting.
5.2 The Vice President shall have such powers and perform such duties as may be delegated to
him/her by the president.
5.2.a In the absence of disability of the president, he/she shall perform the duties and
execute the powers of the president.
5.3 The Recording Secretary Shall keep accurate minutes of all meetings of the committee or the
executive board.
5.3.a Minutes should include the treasurer’s report, a brief synopsis of discussions
pertaining to new and old business. Any policy decisions should contain to the best of
the secretary’s ability the pros and cons of the discussion.
5.3.b Shall set forth the agenda by working with the President and should include
possible topics to be discussed at the clubs monthly upcoming monthly meeting.
5.3.c Shall make distribution of the agenda to the executive board members, general
membership in attendance at monthly meetings.
5.4 The Treasurer Shall keep the financial records of the committee, monitor finances, and
submit deposits and payment requisitions to the Whitehall Varsity W Club do Whitehall High
School Athletic Department; perform all duties usually incident to the office of the treasurer,
subject to the control of the executive board; be bonded as prescribed by the Whitehall Varsity
W Club; make a written report of all financial standings to the board as well as to the monthly
meeting of the membership.
5.4.a When a new treasurer is voted into office, the “books” shall be
reviewed by independent third party, not a board member. (All funds are
held and disbursed by the Varsity W Club which undergoes an annual
audit.)
Section 6. Financial Policies
6.1. This policy outlines that the internal control of cash/checks and the accounting system will
be maintained through the Varsity W Club Sub-Account.
6.1.a. The policy outlines the minimum standards to be followed for the internal control
of cash and the accounting system to be maintained.
6.1.b. The policy is applicable to all operations of the sport committees. The President is
responsible for compliance with the requirements of the overall administration of this
policy.
6.2. The Treasurer will maintain accurate account information, showing all transactions run
through the Varsity W Account.
6.3. The Treasurer will maintain accurate account information of disbursements to be sure that
the Committee and/or coaches properly authorize them
6.4. The Treasurer shall prepare a financial statement of the organization’s financial activity
when requested by the Committee Officer.
6.5. All disbursements are made only for goods or services properly authorized by the Booster
Club and supported by invoices or receipts.
6.6. Check shall not be made payable to: “Cash” or “bearer”.
6.7. From time to time, the organization will conduct fundraising events in which the players
shall participate.
6.8. The fiscal year runs from July 1 through June 30 inclusive.
Section 7. Amendments
7.1. These bylaws may be altered, amended, or repealed by a majority vote of the members
present and entitled to vote at any regular or special meeting duly convened after notice to the
members of that purpose, provided, however, that they proposed amendments shall have been
first presented and approved by the Varsity W Club Officers on two (2) consecutive meetings
which have preceded the meeting of the general membership where the matter will be voted on.
7.2. Limitation of liability. The Officers and members of the Varsity W Club act in good faith in
the interest of the students of the Whitehall-Coplay School District. Any legal actions taken
against the Committee are limited to the organization’s physical assets.
Section 8. Programs
8.1. Each Sport Committee may annually sponsor an end of the season gathering. The Officers as
well as the head coach will plan and conduct the gathering at the termination of the current
year’s season. The Committee sponsors the gathering for all team members from revenue
generated by fundraising.
8.2. The Sport Committee will sponsor gifts that will cost no more than $35 from revenue
generated by fundraising.
Section 9. Board of Directors Operations
9.1. The Board of Directors may appoint committees as necessary. The purpose of these
committees may be advisory, oversight and/or work groups for specific tasks. The board shall
establish the term of said committees.
9.2. The committees may consist of any member of members and shall be comprised of
interested volunteers from the general membership. At a minimum one (1) board member shall
sit on each committee to serve as a liaison to the board. Committees shall pick at a minimum a
committee chairman to coordinate the efforts and activities of the committee.
9.3. The standing committees of the corporation shall be:
1.
2.
3.
4.
5.
Awards/Banquet
By-Laws
Finance
Fund Raising
Public Affairs
6. Golf Tournament
9.4. All committees currently active or in session shall submit a report of their activities, written
or verbal at all regularly scheduled meetings of the board or at the request of the board, general
meetings of the membership.
Section 10. Monthly Meeting Agenda
10.1 Agendas for regular monthly meetings shall consist of
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Call to order by the President
Reading of the minutes by Secretary, unless dispensed with by
membership
Acceptance of minutes by membership
Financial report by Treasurer
Acceptance of financial report by membership
Old business/decisions/voting
New business/decisions/voting
Setting of next meeting date, time and place
Motion to adjourn
Adjournment by President
Section 11. Prohibition against Sharing in Corporate Earnings
11.1. In order to qualify as a charitable organization, this corporation is organized for charitable
and educational purposes, including, for such purposes the making of distributions to
organizations that qualify as exempt organizations under Section 501(c)(3) of the Internal
Revenue Code of 1954 (or the corresponding provision of any future Internal Revenue Service
Law).
11.2. No part of the net earnings of the corporation shall inure to the benefit of, or be
distributable to its’ members, trustees, officers or other private persons, except that 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 set forth in the
preceding paragraph. No substantial part of the activities of the corporation shall be the carrying
on of propaganda otherwise attempting to influence legislation, and the corporation shall not
participate in, or intervene m (including the publishing or distribution of statements) a political
campaign on behalf of any candidate for public office.
11.3. Notwithstanding any other provision of these articles, the corporation shall not carry on any
other activities not permitted to be carried on (a) by a corporation/organization exempt from
Federal income tax under Section 501(c)(3) of the Internal Revenue Code of 1954 (or the
corresponding provision of any future United States Internal Revenue Law) or (b) by a
corporation, contributions to which are deductible under Section 170(c)(2) of the Internal
Revenue Code of 1954 (or the corresponding provision of any future United States Internal
Revenue Law).
Additional Policies and Procedures
Varsity W Gift – Varsity Jacket
To earn a Varsity jacket, you must complete two components:
1. You must earn 2 Varsity letters (JV letters do not count).
2. You must earn 10 athletic service hours.
Jacket may be purchased in advance of earning.
1. $75 deposit upon order
2. $75 balance upon receipt of jacket
3. All contributed monies reimbursed upon Varsity W qualification (10hours/2letters)
Student Sizing
1. Students are sized following each season.
2. Any adjustments to existing jackets must be made at this time (updated sports, etc.)
3. All costs absorbed by Varsity W Club.
Student Hours
1. Students must earn 10 hours in order to receive Varsity jacket.
2. Students may only earn 3 hours in an individual sport fundraiser for their entire HS career.
3. Students may earn 3 hours for each individual sport they participate in.
4. Students can earn unlimited hours by participating in a Varsity W Club fundraiser.
5. Hours that are not scheduled by the Varsity W Club and its Student Hours Coordinator, must be school
approved.
6. Students should document all hours and confirm with adult in charge of the fundraiser at the conclusion.
7. Students must complete the provided participation form to receive credit.
Sport Committee Responsibility for Concessions
1. Each sport committee is currently responsible to staff our athletic concession stands for 2 events during
the school year. (List events)
2. A schedule is made available to sports to choose the dates at their discretion.
3. Sports will receive a percentage of profits to be put in their individual accounts.
4. Sports not participating will not receive a portion of profits and will have their ability to assist our teams
revoked.
Logo Usage
1. All sport committees must adhere to the logo usage and style guide as presented. No deviation to the
style guide is permitted.
2. Style guides and logo files can be obtained from the athletic office during normal business hours.
3. All vendors must complete appropriate documentation prior to duplication of logo. Paperwork is
available from the athletic office.
4. Colors presented in the style guide should be adhered to.
5. When having apparel sales, the logos must not be deviated from. Only logos on style guide may be
used. Style guide may be obtained electronically from the Athletic Office.
Gifting to Athletes
1. In accordance with amateurism guidelines of the PIAA, the Varsity W Club allows participation gifts to
be bought with fundraised money not to exceed $35 per participant.
2. If an end-of-season get together is planned, no participant can be denied the benefits received by any
participation based on a lack of participation in fundraising.
Varsity W Club Attendance
1. Sport committee is required to have a representative present at 9 of the 12 monthly Varsity W Club
meetings.
2. Failure to adhere to this guideline eliminates that sport committee from assisting our athletes and
receiving any benefit from the Varsity W Club.
3. A committee that does not adhere will not be approved to operate through WCSD policy.
4. Sport committee attendance will be recorded in meeting minutes.
5. Minutes will be e-mailed to club membership within two weeks after previous meeting.
Fundraising Procedures
1. All fundraiser must have prior approval from the Athletic Director.
2. Fundraising applications must be filled out in their entirety prior to the beginning of a fundraiser.
3. The Athletic Office will keep a fundraising calendar.
a. Every effort will be made to not have fundraisers conflict.
b. Committees are encouraged to run fundraisers with each other.
4. Fundraisers should have a specific purpose. Fundraisers should not be run just to collect money with no
goal of spending.
Letterwinner Ceremony
1. All letter winning athletes and their parents will be invited to the Whitehall Lions’ Club Letterwinner
Ceremony that takes place at the end of each school year.
2. The event primarily recognizes senior athletes and our teams.
3. Dress is expected to be professional and neat.
Senior Night Ceremonies
1. The Varsity W Club sponsors Senior Night Ceremonies for each sports team and will provide:
a. Photograph of athlete and guest
b. Flowers for Senior parents
2. Sports committees, in conjunction with head coaches, must tell the Athletic Office when they plan on
having these events.
3. Under normal circumstances, the last home contest serves as Senior Night.
4. Sport committees must obtain permission from parents to allow their children to decorate houses. They
must also obtain permission from owners of the homes that will be decorated. Students should be
supervised at all times during these events.
Stipends
1. All stipends paid by sports committees and the Varsity W Club will be done through official Varsity W
checks.
2. Proper payroll documentation must be filled out in every instance.
3. Stipends should be a part of committee budgets.
4. Varsity W Club stipends are determined by the membership of the Varsity W Club and approved
annually.
5. When disbursement form is for payment of stipend, form should be accompanied by W-9 form for
payroll purposes.
Committee Obligations
1. Sport committees have the following obligations to the Varsity W Club:
a. Attend 9 of 12 Varsity W Club Meetings
b. Staff the concession stands for 2 events
c. Draft a committee budget prior to August 1 of each fiscal year
d. Forward all meeting minutes to Athletic Director.
e. Forward list of committee leadership to Athletic Director.
f. Get all fundraising events approved prior to onset.
Financial Procedures
1. Disbursements
a. All disbursement requests must be done via “Disbursement/Deposit Form” or e-mail when that is
not possible.
b. Disbursements will be complete within 5 business days of receipt by Treasurer.
c. Forms should be filled out completely, including address.
d. All disbursements must include a receipt or invoice in order to be processed. Disbursements will
not be processed without such.
e. When disbursement is payment of stipend, form should be accompanied by W-9 form for payroll
purposes.
2. Deposits
a. All deposits must be done via “Disbursement/Deposit Form”.
b. Forms must be filled out completely.
c. All deposits must reflect the source of income (event, etc.)
3. No member of the club or committee, authorized to collect funds on behalf of the Organization, shall
hold said funds for a period longer than 10 business days unless specifically given permission by the
Board of Directors.
4. The Varsity W Club purchases liability insurance and bonding for its Organization, which contains sport
committees. Each bonded person must be certain that all checks and other negotiable instruments are
properly totaled and submitted to the Varsity W Club sub-account with the appropriate form in a timely
manner.
5. The Treasurer of sports committee shall maintain an accurate account to check the figures and
transactions reported from Varsity W sub-accounts. If there is a discrepancy between the two figures,
the Treasure or President should immediately notify the Athletic Director.
6. Sport committee Treasurer shall secure a copy of the Annual Fiscal Report of the Varsity W Club to
share with its sport committee membership.