AERIALS BOOSTER CLUB

Transcription

1 AERIALS BOOSTER CLUB BYLAWS & MEMBER HANDBOOK Aerials Booster Club Bylaws & Membership Handbook 1

2 TABLE OF CONTENTS Participating & Benefits Policy Page 3 Aerials Booster Club Annual Membership Agreement Page 4 & 5 Bylaws * Purpose Page 6 * Offices Page 6 * Meetings & Members Page 6 & 7 * Officers Page 8, 9 & 10 * Contracts, Checks, Loans & Deposits Page 11 * Use of Funds Page 12 * Fiscal Year Page 12 * Non-Discrimination Page 12 * Dissolution Page 12 * Contracts & Fees Page 12 * Amendments Page 12 Member Handbook * Financial Policies & Procedures Page 13 * Membership Dues Page 14 * Bingo Page 15 * Travel Page 16 Aerials Booster Club Bylaws & Membership Handbook 2

3 PARTICIPATION AND BENEFITS POLICY The Aerials Booster Club (a.k.a. Girls for Sports Foundation Booster Club) is a voluntary association committed to the support of competitive gymnastics in Colorado. Aerials Booster Club conducts fundraising events, which allows it to provide broad-based support for USAG Aerials team activities and members (not to include the USAG Excel Optional Program). In order for Aerials Booster Club to be successful in the support of USAG team gymnasts, participation by all members in the Booster Club s activities, meetings and fundraising is essential. The following is intended to communicate the expectations and requirements needed in order for the USAG team and the Booster Club to function successfully. This is in addition to any agreement, fees or requirements of the Aerials management or team agreement with the coaches. As money is available, membership approved budgeted funds will support Aerials USAG team gymnasts, coaches, meet and travel expenses for competition during the fiscal year. The Booster Club s fiscal year is July 1 st to June 30 th, which coordinates with the compulsory and optional competitive seasons. Benefits supporting gymnastics related expenses for USAG gymnasts are available to all Aerials Booster Club members in good standing who comply with the participation guidelines of the Booster Club. Bingo funds may only be used to help offset legitimate gymnastics expenses for Active Booster Club members. ** See Member Agreement for definitions of Active, Inactive and Opt-Out Aerials Booster Club Bylaws & Membership Handbook 3

4 AERIALS BOOSTER CLUB ANNUAL MEMBERSHIP AGREEMENT All parents of Aerials USAG team gymnasts, not to include the USAG Excel Program, are members of the Booster Club. The Booster Club has specific requirements that need to be fulfilled in order for the gymnast to receive the full benefits of the funds provided by the Booster Club. Please read below to see the requirements and the options regarding the benefits. I/We understand that this commitment is for the current fiscal year I/We understand that the requirements of full Booster Club participation includes volunteering for Bingo sessions and additional tasks (i.e. fundraising activities, club administration, etc.). In addition to Bingo sessions, each family is required to complete volunteer hours at Booster Club events specified by the Booster Club. Each family with one team gymnast must complete 25 hours per year. Families with an additional gymnast on the team will volunteer an additional 12.5 hours per fiscal year. Bingo participation does not count toward this requirement. If I/we chooses not to complete the volunteer hours, I/we understand that there will be a charge of $15.00 per hour not completed. This must be paid by May 31 st for the member to be eligible for continued Booster Club membership. The Volunteer and Activities Coordinator will keep a log of hours so that an accurate account is recorded. Team gymnasts and siblings under the age of 18 can earn up to 8 hours toward these goals (there are exceptions for special events as determined by the President of the Booster Club). Any volunteer hours not completed by May 31 will be assessed the $15.00 per hour fee, unless future anticipated hours have been approved by the President or the Volunteer and Activities Coordinator. I/We understand that participation in Bingo is a voluntary requirement that I/we can choose to opt out of. If I/we choose to opt out of Bingo, I/we understand that any rights to funds and benefits available from participation in Bingo are being waived by me/us. I/We understand that we will receive benefits from the general fund only. I/We understand that if a member is terminated from the Booster Club, either by the member s choice, or by decision of the Booster Club Board, all benefits from bingo expenses already paid by the Booster Club for the benefit of the gymnast that were not covered by the member s participation will be due payable in full by the member within 30 days of Booster Club membership termination. The amount due will be determined by calculating expenses paid by the Booster Club for the competitive season and the number of Bingo sessions completed by the member. The Booster Club Treasurer will provide the former member an invoice showing the amount owed to the Booster Club. If termination occurs prior to the end of the fiscal year, a member will not receive reimbursement for future or any form of payment for participation in Bingo sessions. I/We understand that if I/We do not comply with any of these provisions, my/our membership in the Booster Club could be terminated. I/We also understand that if this termination occurs before the end of the fiscal year, I/we will be responsible for reimbursing the Booster Club a prorated amount of fees, calculated by the treasurer for expenses paid by the Booster Club for my gymnast. I/We have read and understand the options and responsibilities for myself/ourselves and the Booster Club regarding my/our decision to participate in or opt out of the Booster Club Bingo requirements. I/We have read the Participation and Benefits Policy and agree to all expectations and responsibilities outlined in the handbook, including the bylaws, to be a Booster Club member in good standing. Aerials Booster Club Bylaws & Membership Handbook 4

5 I/We are currently members in good standing and have satisfactorily completed all previous years requirements OR have made the applicable payments such that my/our membership is in good standing. I/We understand that the next opportunity to change my/our participation status will be at the beginning of the next fiscal year. (The fiscal year runs from July 1- June 30 each year). (a) Active Status: I/WE agree to active membership in the Aerials Booster Club and intend to complete all membership requirements. OR (b) Inactive Status: I/WE agree to complete the 25 hours of volunteer time, but choose to opt out of participating in the Bingo fundraiser. I/WE understand that we are waiving any financial benefits resulting from Bingo funds. OR (c) Opt- Out: I/WE choose to opt out of the Aerials Booster Club Bingo fundraiser and the 25 hours of volunteer time. I/WE understand that we are waiving all financial benefits resulting from Booster Club funds. I/We recognize that failure to sign and return this Aerials Booster Club Annual Membership Agreement functions as an opt- out selection for the current fiscal year. Signed: Date: Aerials Booster Club Bylaws & Membership Handbook 5

6 BYLAWS ARTICLE I. PURPOSE Aerials Booster Club (a.k.a. Girls for Sports Foundation Booster Club) is organized exclusively for charitable, religious, educational and scientific purposes, including, for such purposes the making of distribution to organizations that qualify as exempt organizations under section 501(c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code. Section I. Business Office ARTICLE II. OFFICES The principal office of the Aerials Booster Club, in the state of Colorado, shall be located in Colorado Springs, 3536 Hartsel Drive, The organization may have such other offices, either within or outside the state of Colorado, as the membership may designate or as the business of the organization may require from time to time. Section II. Registered Office The registered office of the Aerials Booster Club required by the Colorado Nonprofit Corporation Act to be maintained in Colorado may be, but not need to be, the same as the principal office if in Colorado, and the address of the registered officer may be changed from time to time by the board of directors. Section I. Annual Meeting ARTICLE III. MEETINGS AND MEMBERS An annual meeting of the membership shall be held within the last six (6) weeks of the fiscal year, for the purpose of approving the annual budget, determining participation for the following year, and for the transaction of such business as may come before the meeting. Section II. Special Meeting The President or Vice-President, as needed, may call special meetings of the membership. In cases where a special meeting is called, requirement of three days prior notice to membership is excluded. Section III. Place of Meeting The membership may designate any place either within or outside the state of Colorado, as the place of meeting for any regular, annual or special meeting. Unless otherwise designated, the place of meeting shall be the offices of Aerials Gymnastics. Aerials Booster Club Bylaws & Membership Handbook 6

7 Section IV. Notice of Meeting Notice stating the place, day, hour and purpose of any meeting shall be given not less than three (3) days before the date of the meeting. Notice shall be given personally, by mail, electronically or posted at the offices of Aerials Gymnastics. Section V. Membership Active Membership in Aerials Booster Club is imperative if a gymnast is competing under USAG Team rules and sponsored by the Booster Club. The organization s success depends on the participation of members of Aerials Booster Club to participate in raising fund and supporting gymnasts to reach their fullest potential. Membership shall remain in effect until the member or Booster Club terminates membership. Every member must re-commit for the following year by completing an Annual Membership Agreement. Honorary members may be elected ex-officio to the board of directors for life, and pay no membership fee, upon retirement from club gymnastics. Such membership shall be based on distinguished and outstanding service to Aerials Booster Club and the attainment of its objectives and purposes. Honorary members shall not have Board voting privileges. Section VI. Dues The minimum volunteer hours stated in the Booster Club handbook constitutes dues to Aerials Booster Club. If the minimum hours are not met as described in the Annual Membership Agreement, all deficient hours must be paid to Aerials Booster Club at the rate of fifteen (15) dollars per hour, paid in full by May 31 st or before next year s Annual Membership Agreement is completed. Section VII. Membership Roll The secretary of Aerials Booster Club shall maintain a list of all members and shall bring this list to all meetings. Section VIII. Quorum Attendance by two-thirds (2/3) of total members of Aerials Booster Club entitled to vote shall constitute a quorum at a meeting of the membership. Section IX. Proxies A member may vote in person at any meeting of Aerials Booster Club. The President reserves the right to offer phone or participation and voting for members at all meetings. No proxies shall be valid. Section X. Voting Each family having one or more gymnast sponsored by Aerials Booster Club shall be entitled to only one vote upon each matter submitted to a vote at a meeting of Aerials Booster Club. The annual budget, budget modifications and monetary expenditures over $1, shall require a simple majority affirmative vote by the membership present. Other non-monetary action items shall require an affirmative majority vote of the membership present. If a quorum is not in attendance at the meeting where the action is being considered the Aerials Booster Club Bylaws & Membership Handbook 7

8 President may utilize phone or votes to establish a quorum. General membership will be notified of action items being voted on at least 3 days prior to general membership meeting, with exception that a special meeting is called. ARTICLE IV. OFFICERS Section I. Elected Officers & Previous President & Other Appointed Officers The elected officers of Aerials Booster Club shall be a President, Vice-President, Secretary, Treasurer, Assistant Treasurer, Volunteer and Activities Coordinator, Assistant Volunteer and Activities Coordinator, Games Manager, and Assistant Games Manager. All elected officers must have daughters who are currently on the USAG Team at Aerials. The Previous President is considered to be a voting member of the board. The previous President must have a daughter currently on the USAG Team, be an Active member in the Booster Club and attend at least 50% of regularly scheduled meetings. Such other officers and assistant officers as deemed necessary may be appointed by the President until the next general membership election is held. Section II. Election Procedure and Transition of Officers A nominations committee formed by non-board members and board members will form and begin organizing and managing elections in March. An open nominations period will be held prior to ballot formation. To ensure the general membership has adequate time to consider each eligible candidate, any additions to the ballot after the open nomination period has concluded would need approval by the committee and the President. The nominations period should conclude prior to a scheduled meeting to allow an opportunity for the general membership to recognize the candidates. Elections are held at the April General Membership meeting. To allow seamless transfer of the roles and an optimal transition, newly elected officers shadow the current officers during the months of May and June. New officers take office on July 1 st. Section III. Removal Any officer or representative, elected or appointed, may be removed by a majority vote of the membership, at a duly called meeting whenever, in the members judgment, the best interests of Aerials Booster Club shall be served thereby. Such removal shall be without prejudice to the person so removed. Officers shall be automatically removed upon losing eligibility for membership in Aerials Booster Club. Section IV. Resignation, Vacancies & Appointments Any officer may resign at any time, subject to any rights or obligations under any existing contracts between the officer and the Club, by giving notice to the President or to any member of the Board of Directors. Any officer s resignation shall take effect at the time specified in such notice, and unless otherwise specified therein, the acceptance of such resignation shall not be necessary to make it effective. A vacancy in any office, however occurring, may be filled by the appointment by the President for the unexpired portion of the term. Section V. Board of Directors Aerials Booster Club Bylaws & Membership Handbook 8

9 The President, most recent Previous President, Vice-President, Secretary, Treasurer, Assistant Treasurer, Volunteer and Activities Coordinator, Assistant Volunteer and Activities Coordinator, Games Manager, and Assistant Games Manager constitute the Board of Directors of Aerials Booster Club. A compulsory and/or optional representative serves as a non-voting member of the board. The Games Manager and Assistant Games Manager will cease to be a position on the board if Bingo is no longer approved as a fund raising effort of Aerials Booster Club. The board shall meet as necessary to coordinate and organize the activities of Aerials Booster Club and keep the membership advised of those activities. Section VI. President Elected for a two-year term. Any board member with two years experience may run for President. The President shall be the principal executive officer of Aerials Booster Club and, subject to the control of the membership, shall supervise and in general, control all the business and affairs of Aerials Booster Club. He/she shall, when present, preside over all meetings of the membership and Board of Directors. He/she may sign, with the Secretary or any other proper officer of Aerials Booster Club thereunto authorized by the membership, any deed, bonds, contracts, or other instruments which the Club has authorized to be executed, except in cases when the signing and execution thereof shall be expressly delegated by the membership or by these bylaws to some other officer or agent of Aerials Booster Club. He/she will seek to provide aid for the membership by facilitating communication with gym management when deemed necessary to facilitate efficiency of club participation in Aerials sponsored events. In general, perform all duties incident to the office of the President and such duties as may be prescribed by the membership from time to time. Section VII. Vice-President Elected to a two-year term. The Vice-President shall perform the duties of the President in his/her absence; shall act as President of Aerials Booster Club upon the premature departure of the President until the next annual election; and in general shall perform all duties incident to the office of the Vice-President and such other duties as may be prescribed by the membership from time to time. The Vice-President serves as the bylaws committee chair. Section VIII. Secretary Elected for a two-year term. The Secretary shall record the minutes and distribute them to the Board for approval within a reasonable amount of time from the proceedings. The Secretary shall keep all monthly minutes for the fiscal year. The Secretary shall see that all notices are duly given in accordance with the provisions of these bylaws or as required by law, be custodian of Aerials Booster Club records, have general charge of the membership and voting rolls of the club, and in general perform all duties incident to the office of Secretary and other such duties as from time to time may be assigned by the President or the membership. Section IX. Treasurer Elected to a two-year term. The Treasurer will follow the guidelines set forth in the Financial Policies and Procedures document. The Treasurer shall have charge and custody of, and be responsible for, all funds and securities of Aerials Booster Aerials Booster Club Bylaws & Membership Handbook 9

10 Club, receive and give receipts for monies due and payable to the Club from any source whatsoever, deposit all such monies in the name of Aerials Booster Club in such banks, trust companies or other depositories as shall be selected in accordance with the provisions of Article V of these bylaws; and in general perform all of the duties incident to the office of the Treasurer and such other duties as from time to time may be assigned by the President or membership. The Treasurer serves as the finance committee chair. Section X. Assistant Treasurer Elected to a two-year term. The elected Assistant Treasurer will act as an assistant to the Treasurer. The assistant will assist with accounting and recording actions delegated by the Treasurer. The goal for the Assistant Treasurer is to learn the responsibilities of the Treasurer and become familiar with the accounts and functions of the Booster Club. Section XI. Games Manager Elected to a two-year term. The Games Manager shall be responsible for the oversight of the Aerials Booster Club Bingo fundraising operations and in general perform all duties incident to the office of Bingo Management Representatives and other such duties as from time to time may be assigned by the President or the membership. The Games Manger must meet all state and local qualifications before assuming bingo management duties. The Games Manager will provide operation updates at general membership and board meetings. Section XII. Assistant Games Manager Elected to a two-year term. The Assistant Games Manager will be able to perform all Bingo positions and obtain their manager certification within 60 days of assuming office. They will become familiar with inventory, equipment and programs to run Bingo. The Assistant will also become familiar with State Reports and be able to successfully complete these reports by the end of their Assistant Games Manager term. The Assistant Games Manager shall perform the duties of the Games Manager in his/her absence; shall act as Games Manager upon the premature departure of the Games Manager until the next annual election. Section XIII. Volunteer and Activities Coordinator Elected to a two-year term. The Volunteer Coordinator will manage and coordinate all gymnastics related events conducted by Aerials Booster Club. They will manage all volunteers, record all volunteer hours and manage fundraising efforts. Section XIV. Assistant Volunteer and Activities Coordinator Elected to one-year term. The Assistant Volunteer Coordinator will assist the Volunteer and Activities Coordinator and in general perform all duties incident to the office. Section XV. Compulsory and/or Optional Representative Aerials Booster Club Bylaws & Membership Handbook 10

11 Appointed to a one-year term. The compulsory or optional representative is responsible for communication between the team parents and the board. The compulsory and/or optional representative should attend all board meetings & is charged with effectively and accurately communicating between any/all Booster Club families & the Board of Directors. Section XVI. Guests Guests shall be resources to the members of the Board of Directors. Guests shall provide information as needed to assist the Board in conducting business and shall be invited to board and general membership meetings and deliberations as deemed necessary. Section XVII. Salaries The officers shall serve without compensation. Time spent performing duties related to elected or appointment positions does not count toward time needed for Booster Club membership. Reasonable and prudent out-ofpocket expenses shall be reimbursed. Section XVIII. Expenditures It shall be the responsibility of the Board to present an annual budget for approval by a quorum of the general membership at the beginning of the fiscal year. Section I. Contracts ARTICLE V. CONTRACTS, LOANS, CHECKS AND DEPOSITS The membership may authorize any officer or officers, agent or agents, to enter into any contract or execute and deliver an instrument in the name of and on behalf of Aerials Booster Club, and such authority may be in general or confined to specific instances. Section II. Loans No loans shall be contracted on behalf of Aerials Booster Club and no evidence of indebtedness shall be issued in its name unless authorized by a resolution of the membership. Such authority may be general of confined to specific instances. Section III. Checks, Drafts, etc. All checks, drafts, or other orders for the payment of money, notes, or other evidence of indebtedness issued in the name of Aerials Booster Club shall be signed by such officer or officers, agent or agents of Aerials Booster Club and in such manner as shall from time to time be determined by resolution of the membership. Section IV. Deposits All funds of this Club shall be deposited to the credit of the Club in a commercial checking and/or savings account in such banks as the Board may approve. Aerials Booster Club Bylaws & Membership Handbook 11

12 ARTICLE VI. USE OF FUNDS 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 set forth in the purpose clause hereof. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statement) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of this document, the organization shall not participate in 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, or (b) by an organization, contributions to which are deductible under section 170 (c) (2) or the Internal Revenue Code, or corresponding section of any future federal tax code. The fiscal year shall run from July 1 through June 30. ARTICLE VII. FISCAL YEAR ARTICLE VIII. NON-DISCRIMINATION The Aerials Booster Club shall not discriminate against any person on the basis of the person s race, creed, color, sex, national origin, age, religion or sexual orientation. ARTICLE IX. DISSOLUTION 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. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes. ARTICLE X. CONTRACTS AND FEES Aerials Booster Club members shall sign an agreement of support and contribute a minimum number of volunteer hours (which constitutes dues) on an annual basis for each gymnast as set forth in the Annual Membership Agreement. Noncompliance with the Booster Club agreement may prevent continued membership in the Aerials Booster Club. ARTICLE XI. AMENDMENTS These bylaws may be altered, amended, or repealed and new bylaws may be adopted by a two-thirds vote of the quorum in attendance at any regular or special meeting of the membership. Unless otherwise specified, any such alteration, amendment, or repeal shall become effective at the time of the vote. Aerials Booster Club Bylaws & Membership Handbook 12

13 MEMBER HANDBOOK FINANCIAL POLICIES & PROCEDURES In order to make the receipt and expenditure of funds more efficient, the Treasurer will maintain both the Bingo accounts and the General accounts. There is a check request form, Booster Club Check Request, located at the front desk at Aerials Gymnastics in the Booster Club hanging wall file as well as an electronic copy on the Booster Club website. This form is to be used for all requests for disbursements from the Bingo Account or the General Account. An incomplete or unsigned form will delay payment of your request. All requests for funds must be submitted on this form. There will be no exceptions. A completed form consists of detailed information regarding expense, an attached copy of invoice and/or receipt and signature of requestor. All completed requests can be put in the Treasurer s folder at Aerials Gymnastics (located in the same hanging file) or hand delivered to the Treasurer. Check request forms must be submitted within 30 days from the date of the meet or reimbursement may be delayed or forfeited. All Check Request Forms must be submitted by June 15 th or reimbursement may be forfeited. All budgeted items will be paid according to the approved budget procedures. If the items are in the budget that has been approved by the general membership, no further approval is needed for payment. The Treasurer will make disbursements for items following the guidelines of the approved budget. The budget is approved annually by the general membership. If the item(s) are not within the approved budget, items will be considered in accordance with Bylaws Article III, Section X. Aerials Booster Club Bylaws & Membership Handbook 13

14 MEMBERSHIP DUES In order to ensure that everyone participates in the volunteer efforts necessary to complete our tasks for the year (i.e. club administration, fundraising activities, etc.) each Booster Club family, Active or Inactive, is required to complete volunteer hours at Booster Club events specified by the Booster Club. Bingo participation is excluded. All Booster Club Families: 25 hours/year. A family with a second gymnast on the team will volunteer 25 hours plus an additional 12.5 hours per year. Families choosing not to volunteer, or who do not complete these hours, agree to pay $15 per hour not completed by the deadline of May 31 st. To remain in good standing with the Booster Club and to be eligible for continued membership, members that are deficient hours must pay balance due. The Volunteer Coordinator will keep a log of hours. Team gymnasts can earn up to 8 hours toward the required volunteer hours. Hours worked at a meet considered Aerials Gym requirements are excluded. Any volunteer hours not completed by May 31st will be assessed dues, unless prior arrangements have been approved by the President and/or Volunteer and Activities Coordinator. There are five ways to earn volunteer hours. The list below shows the categories, potential hours that could be earned, and a short description. 1. General membership meeting attendance (8 hours) a. There are typically 7 one-hour meetings each fiscal year. For attendance at the first meeting, two hours are credited. For attendance at each of the subsequent six meetings one hour is credited. 2. Committee meeting attendance (6 hours) and participation (unlimited hours). a. There are several committees that meet regularly, and hours are credited for attendance at the meetings: i. Finance Committee-approximately 6 times per year, one hour credited per meeting. ii. Bylaws Committee-approximately 6 times per year, one hour credited per meeting. iii. Bingo Marketing Committee-approximately 6 times per year, one hour credited per meeting. b. There are other committees that meet irregularly, and credit for participation is based on an hour given per hour served basis. i. Pre-or-Post Season Events organize pre or post season team events. ii. Nominating Committee prepares and organizes the annual election. 3. Fundraiser chairing (6-8 hours) and participation (unlimited hours). a. The Booster Club sponsors several fundraisers throughout the year. Credit is given for chairing one of these fundraisers on an hour given per hour served basis. Typically chairing a fundraiser takes 6-8 hours of effort. A list of previous fundraisers follows: i. Butter Braids ii. Poinsettias iii. Wreaths iv. Script v. Panda Express Aerials Booster Club Bylaws & Membership Handbook 14

15 vi. Pizza Pals vii. Candles viii. Thirty-One Gifts ix. Used Leo Sale x. ARC xi. Window Decals xii. Village Inn xiii. Chic-Fil-A xiv. Candle Sales xv. Raffles xvi. 5K Run/Walk xvii. Golf Tournament xviii. Moments that Matter b. Credit is also given for participation in a fundraiser as follows. For every $15 profit earned for the Booster Club, the member is credited 1 hour. 4. Home meet jobs (unlimited hours) and purchases (unlimited hours). a. For each Aerials home meet (Fall Festival, The Pikes Peak Cup & hosted state meets) there are several jobs that we need to staff: concessions, raffles, candy-grams and babysitting. Credit will be given on an hour credited per hour volunteered basis. Note that these hours are different than any Aerials gym hours you are required to work. b. For each Aerials home meet (Fall Festival, The Pikes Peak Cup or hosted state meets) credit will be given for purchases for the Booster club to sell for concessions or candy grams. Credit will be given for purchases as follows: for every $15 spent for the Booster Club, the member is credited 1 hour. 5. Other means (unlimited hours). a. There are other identified ways to earn Booster Club hours. i. Webmaster - credit is awarded on an hour credited per hour volunteered basis. ii. See the Volunteer and Activity Coordinator for others. Aerials Booster Club Bylaws & Membership Handbook 15

16 BINGO The major fundraiser for Aerials Booster Club is Bingo. In order to run Bingo, certain rules and state laws must be followed. If state laws are not followed, we could lose our license. All Booster Club Active members are required to volunteer at Bingo per the guidelines which will be determined and announced by the Board at the June membership meeting. If a family has more than one gymnast on team, full sessions are required for the higher level gymnast and ½ sessions (rounded up) for other gymnasts. If a family has more than one elite gymnast on team, full sessions are required for each gymnast. The general procedures for Bingo volunteers are as follows: Volunteers will arrive at the bingo hall no later than 5:45 p.m. Volunteers must be Aerials Booster Club members, or those designated by Aerials Booster Club Families at the required Bingo training in June. Volunteers are responsible for finding a replacement if they are unable to attend their scheduled session. Any/all schedule swaps and trades must be communicated to the Bingo Games Manager/Assistant Manager and the shift manager. Volunteers must be at least 18 years old and be trained to fulfill the duties. A maximum of two family members will be allowed to volunteer during any Bingo session towards session requirements. No one working a session may simultaneously play bingo, purchase pull-tab tickets, or supervise minors who are playing bingo. During bingo games, volunteers are expected to be attentive to patrons and to diligently attend to their assigned task. At some point during the fiscal year, every active family is required to work at one scheduled must-go that does not fall on their regularly scheduled night. Due to state regulations, extensive training & additional responsibilities, Bingo Managers earn double their scheduled session. Due to state regulations, extensive training & additional responsibilities, Assistant Managers and Callers earn their scheduled session plus ½. If volunteers fail to report and/or fail to arrange for a substitute for their session or fail to adhere to volunteer procedures during their bingo session, the member will be given two warnings; and on the third occasion, the member may have their active membership terminated resulting in loss of active status and benefits for the remainder of the fiscal year. Additionally, the member will be responsible for paying a pro-rated amount of gymnastics expenses back to the booster club as calculated by the Booster Club Treasurer. Active membership will be terminated until the next fiscal year when new agreements are signed. Bingo Hall phone number: (719) For all other phone numbers: see the Bingo schedule Aerials Booster Club Bylaws & Membership Handbook 16

17 TRAVEL INFORMATION 14 Each year the gym appoints a Travel Representative to assist members by providing flight and hotel information for all out-of-state travel. The travel suggestions and itineraries provided are not mandatory, but strongly recommended. The Travel Representative will only provide the information for travel and does not make actual flight and hotel reservations for members. Each member is responsible for making their gymnast and his or her own travel reservations. Please make arrangements for gymnast travel in a timely fashion after recommendations are posted, even if the accompanying parent travel is in question. This will ensure that the gymnast travels with the team. For each out-of-state travel meet, the Travel Representative searches various websites and airlines for the best fares available for travel to that meet location. The Travel Representative researches the travel options based on input primarily from the coaches. The criteria for flight selection include, but are not limited to: cost, meet schedule, practice sessions, connections or layovers, travel times, hotel locations and hotel availability. Once the options are narrowed down and selected, the Travel Representative sends the information out via to all members. Although not mandatory, team travel is highly recommended. Many factors can disrupt an out-of-state travel schedule and experience has proven beneficial that if a majority of the gymnasts are on the same flight, then problems can be addressed as a group. When official practices are scheduled at the meet location, it is requested that the athletes travel with the coaches. For out of state meets, there will be a per-meet lump sum maximum reimbursement amount. Expenses allowed for reimbursement include: gymnast airfare and associated fees (taxes, baggage, change fees, upgrade fees, insurance, etc.), hotel and associated costs (taxes and fees, etc.) and ground transportation (taxis, parking, tolls, shuttles, trains, rental car and rental car gas). Food is not a reimbursable expense. Only expenses with receipts will be reimbursed. For compulsory in-state travel, families will be reimbursed up to $ for travel and one night s hotel stay (see budget for price cap). In order to be reimbursed, a Booster Club Check Request form must be completed and submitted with receipts for approved reimbursable items, such as gas receipts, parking receipts, hotel folio, etc. Aerials Booster Club Bylaws & Membership Handbook 17

18 Alternate Travel Out-of-State Travel By Automobile: If members choose to travel to out-of-state meets by automobile, members will be eligible to have their mileage reimbursed at the current IRS non-profit organization rate up to budgeted airfare limit set for specific meet. All requests for reimbursements will be considered after the submission of the proper documentation: a Booster Club Check Request form, and receipts for eligible expenses. Submit completed reimbursement packets after travel is complete, but within 30 days, per the Financial Policies & Procedures document. Aerials Booster Club Bylaws & Membership Handbook 18