Hoosac Valley Lady Cane’s 6th Man Booster Club BY-LAWS

Adopted 9/14/2016

 

NAME AND OBJECTIVE

Section 1 – NAME: The name of the organization is Hoosac Valley Lady Cane’s Booster Club

Section 2 – GENERAL OBJECTIVE: The Hoosac Valley Lady Cane’s Booster Club was established to provide guidance, support and funding to establish the finest basketball experience possible in the State- today, tomorrow and for years to come.

Hoosac Valley Lady Cane’s Booster Club is made up entirely of volunteers.

 

MEMBERSHIP

Section 1 – GENERAL Membership:

a) Any friend of the Hoosac Valley Middle and High School is welcome.

c) General Voting Members will be limited to 1 vote per family and defined as a family (Parent/Guardian) who has participated in at least 3 of the last 5 Booster Meetings.

 

MEETINGS

Section 1 – MEMBERSHIP MEETINGS: Regular monthly meetings shall be held at a 6:30 on the first Monday of each month in the Hoosac Valley Middle/High School cafeteria unless otherwise communicated. Communications will be posted at www.HVHSladycanes.com website and via email to recognized members.  Any member may present anything to the Executive Committee by making it known to any officer in person or in writing.

• These meetings are for new or existing Booster Members and Coaches – players should only attend when invited

Section 2 – VOTING PRIVILEGES: Members may vote at Membership Meetings on any issue brought to a vote by the Executive Committee IF they have attained Voting Member status as defined above.  Voting members will be listed and maintained on the www.HVHSladycanes.com site and referenced in the meeting minutes as they change.

• Coaches will be invited to attend booster meetings and discuss the team and needs of the program but they will not be considered booster members nor will they be given voting rights

• When votes are to be taken, if a coach(s) is present, they will be asked to step away until the vote has been cast

Section 3 – EXECUTIVE COMMITTEE MEETINGS:

a) The President may call special Executive Committee meetings.

b) A majority of the Executive Committee shall constitute a quorum.

 

EQUIPMENT (as adopted 11/28/17)

The Booster club will provide the team/player with Uniforms, Travel Tops, and Bags of which should be returned in the same fashion at seasons end just as they were provided less normal wear and tear.  Pinnies and shooting shirts will also be provided when the player first enters the program and is theirs to keep and use for their duration in the program.  Red and White Pinnies are required for each and every practice as are shooting shirts for each game.  Any equipment that is lost will need to be replaced at the following prices:  Uniforms - $230, Travel Top $65, Bags $20, Pinnies $25 and Shooting Shirts $45.  

 

Team Gifts (as adopted 1/24/2018)

Each year "Team" gifts will be voted on based on number of kids in the program.  It was this clubs decision that with 17 kids in the program, many floaters, 15 eventually called up to varsity, all of them practicing together on a regular basis - all players should receive the same team gift at the end of the end of the season.  As each year can be different it is critical the boosters discuss this once rosters are finalized at the beginning of each season.  Number of kids, 2 seperate teams JV and Varsity, how practice is conducted.

 

Summer League (as adopted 5/19/2019) 

The booster club will continue to support both a High School team and Alumni Team as long as leagues are available to each.

• High School Team
  • Who’s eligible
    • To be 9 thru 12
      • Must be confirmed/committed to attending Hoosac and playing basketball
    • We will no longer accept 7^th or 8^th grade players for summer league

• Alumni – North Adams League – approved provided they have numbers for a team
  • Hoosac Alumni
    • Focus on active college players
    • Alumni
    • High School SR’s
    • High School JR’s
  • Non Hoosac Alumni would pay an average cost/player if ever needed

 

OFFICERS, DIRECTORS, AND ELECTIONS

Section 1 – GENERAL TERMS: The voting Officers and Executive Committee of the Hoosac Valley Lady Cane’s Booster Club shall be the President, Vice President, Secretary, Treasurer, Merchandise Coordinator and Web Administrator. (Merchandise Coordinator added June 9th, 2020.)

Only these six officers may vote at the Executive Committee Meetings when called.

Section 2 – ELECTION: The voting officers shall be elected at the April meeting each year. For consideration, nominees for voting officers require ten (10) hours of active participation within the preceding twelve (12) month period which includes attendance at a minimum of two (2) monthly general membership meetings. Nominations may only be made with the nominated person’s approval.  Nominations will be announced at least thirty (30) days prior to the election. Majority rules based on those present and eligible to vote at the election. Non-voting officers are appointed by the voting officers.  No person shall hold more than one office during a term.

(10/5/20) Due to unique challenges imposed by Covid-19, voting club members decide to waive the participation requirement to fill the Treasurer position immediately.

Section 3 – TERM OF OFFICE: All terms of office are to be one year and each administration begins May 1st and ends April 30th. If a vacancy occurs during a year, the remaining members of the Executive Committee shall elect a replacement at the next scheduled meeting. There are no term limits for officers.

 

MOTIONS AND RESOLUTIONS

Section 1 – GENERAL: The Hoosac Valley Lady Cane’s Booster Club shall consider no motion or resolution until it has been considered and recommended by the Executive Committee.

Section 2 – APPROVALS AND AUTHORIZATIONS: No motion or resolution will be adopted by the Hoosac Valley Lady Cane’s Booster Club until approved by a majority at a membership meeting. The Executive Committee can authorize expenditures up to $600 between membership meetings if absolutely required.  

Section 3 – VOTING – You must be in attendance to cast a vote on any motion, nomination, other.  Absentee votes will not be considered.

 

BY-LAWS ACCEPTANCE AND AMENDMENTS

Section 1 – AMENDMENTS: Amendments to the By-Laws shall require a plurality vote of the members at the next scheduled meeting when such amendments will be discussed. All proposed amendments shall be presented to the Executive Committee at least 10 days prior to the next meeting. The Executive Committee will notify the members of the proposed amendment at least 5 days prior to the next meeting.

Section 2 – BY-LAWS ACCEPTANCE: Acceptance of these By-Laws will be by a plurality of the voting members. These By-Laws will be considered effective immediately upon their acceptance and will supersede all previously accepted By-Laws and Amendments. Attachment to By-laws

Hoosac Valley Lady Cane’s Booster Officers – President, Vice President, Treasurer and Secretary

JOB DESCRIPTIONS

PRESIDENT - Job duties include:

• Preside at all meetings of members of the Hoosac Valley Lady Cane’s Booster Club

• Compose the agenda for all monthly meetings

• Have his/her own Membership voting rights as an elected officer

• Recruitment/selection of chair persons of ad hoc committees and supervise the functions of ad hoc committees

• Issue reminder for monthly meetings (via Secretary, HVHS automated phone system, email, web site)

• See that elections are held in accordance with the By‐Laws

• Oversee maintenance and compliance of bylaws. Shall appoint any temporary committees as he/she deems necessary to carry out the objectives of the Hoosac Valley Lady Cane’s Booster Club

• Present or appoint presenter for various functions as needed

 

VICE PRESIDENT - Job duties include:

• Act as an aide to the President

• Act as President in the absence of that officer

• Have his/her own Membership voting rights as an elected officer

• Recruitment/selection of chair persons of ad hoc committees and supervise the functions of ad hoc committees

• Advise, support and communicate with all the standing committees

• Oversee maintenance and compliance of bylaws

 

SECRETARY - Job duties include:

• Record the minutes of all meetings and distribute minutes via email to members shortly after meeting

• Conduct all correspondence for the Booster Club under the direction of the President

• Keep attendance at all meetings

• Keep a log of approved decisions with the agenda attached

• Notify all members of meetings

• Have his/her own Membership voting rights as an elected officer

• Recruitment/selection of chair persons of ad hoc committees and supervise the functions of ad hoc committees

• Oversee maintenance and compliance of bylaws

 

TREASURER - Job duties include:

• Maintain the Hoosac Valley Lady Cane’s Booster Club checking account

• Balance bank statements monthly

• Process account payable payments as received

• Send billing invoices as needed

• Deposit all income generated from various activities

• Distribute cash box change for concession stand sales

• Count all proceeds and make deposits in a timely fashion

• Report monthly all income/expense activities to board members

• Keep a log of approved funds separate from the meeting minutes

• Have his/her own Membership voting rights as an elected officer

• Recruitment/selection of chair persons of ad hoc committees and supervise the functions of ad hoc committees

• Oversee maintenance and compliance of bylaws

• Assist president/vice president/secretary with other duties as needed

 

WEB ADMINISTRATOR - Job duties include:

• Maintain a cohesive web page design for the program

• In charge of publishing content to the web page

• Web Page Design layout

• Attempt to increase ours and sponsors online marketing presence

• Have his/her own Membership voting rights as an elected officer

• Recruitment/selection of chair persons of ad hoc committees and supervise the functions of ad hoc committees

• Oversee maintenance and compliance of bylaws

 

Executive Voting Members

 

General Voting Families