AERIALS BOOSTER CLUB

Transcription

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

2 TABLE OF CONTENTS Mission of Aerials Booster Club Page 3 Participation & Benefits Policy Page 4 Aerials Booster Club Annual Membership Agreement Page 5 & 6 Bylaws Page 7 * Purpose Page 8 * Offices Page 8 * Meetings & Members Page 8 & 9 * Officers Page 10, 11, 12 & 13 * Contracts, Loans, Checks, & Deposits Page 14 * Use of Funds Page 14 & 15 * Fiscal Year Page 15 * Non-Discrimination Page 15 * Dissolution Page 15 * Contracts & Fees Page 15 * Amendments Page 15 Member Handbook Page 16 * Booster Club Hours Page 17 & 18 * Financial Policies & Procedures Page 19 * Bingo Page 20 & 21 * Travel Page 22, 23, 24 & 25 Aerials Booster Club Bylaws & Membership Handbook 2

3 MISSION OF AERIALS BOOSTER CLUB Our Mission: The primary purpose of Aerials Booster Club is to provide support to the Colorado Aerials USAG team gymnasts such that they can achieve their highest level of competition. We organize and coordinate the volunteer services and activities of this organization, its members and committees such that we are able to fulfill the mission of the Booster Club. We foster a sustainable Booster Club for the benefit of future Colorado Aerials USAG team gymnasts, by encouraging participation, maintaining a mentoring system, and making sound fiscal decisions. At Aerials Booster Club banquet, we annually celebrate the Colorado Aerials USAG team gymnasts accomplishments and achievements. Aerials Booster Club Bylaws & Membership Handbook 3

4 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 Aerials Booster Club Annual Membership Agreement for definitions of Active and Opt-Out Aerials Booster Club Bylaws & Membership Handbook 4

5 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 include 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, or hours equivalents, through a combination of fundraising efforts sponsored by the Booster Club, as well as home meet session requirements. 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 choose not to complete the volunteer hours, I/we understand that there will be a charge of $20.00 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. Any volunteer hours not completed by May 31 will be assessed the $20.00 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 the Aerials Booster Club is voluntary and that I/we can choose not to participate. If I/we choose not to participate in the Aerials Booster Club, I/we understand that any rights to funds and benefits available from participation in the Aerials Booster Club are being waived by me/us. 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(s). I/We have read and understand the options and responsibilities for myself/ourselves and the Booster Club regarding my/our decision to participate in Booster Club Bingo requirements. Aerials Booster Club Bylaws & Membership Handbook 5

6 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. I/We are new to Aerials Booster Club or 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 recognize that failure to sign and return this Aerials Booster Club Annual Membership Agreement functions as an opt-out (see below, election C) selection for the current fiscal year. I/we understand that if I/we breech this contract prior to June 30, 2017, I/we will not be in good standing and forfeit future participation in the Aerials Booster Club. 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. I/we choose to participate in the Bingo Fundraiser and complete volunteer hours as described within the Bylaws and Member Handbook. OR B. 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. Family last name: Signed: Date: Aerials Booster Club Bylaws & Membership Handbook 6

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8 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 8

9 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 funds 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 appointed ex-officio to the board of directors by the president annually, 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 $20 (twenty) 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. Aerials Booster Club Bylaws & Membership Handbook 9

10 Section X. Voting Each family having one or more gymnasts 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 an affirmative vote by membership quorum. 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 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. Aerials Booster Club Bylaws & Membership Handbook 10

11 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 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. Aerials Booster Club Bylaws & Membership Handbook 11

12 Section VIII. Secretary Elected for a one-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 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. Aerials Booster Club Bylaws & Membership Handbook 12

13 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 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-of-pocket expenses shall be reimbursed. Aerials Booster Club Bylaws & Membership Handbook 13

14 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, Credit/Debit Transactions, 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. Credit/Debit transactions shall be limited to payment of quarterly state taxes, or other expenses as approved by the President & Treasurer. 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. 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 Aerials Booster Club Bylaws & Membership Handbook 14

15 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 15

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17 BOOSTER CLUB HOURS 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 Active Booster Club family 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 $20 (twenty dollars) 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. Families cannot donate/sell hours to families who are deficient. The Volunteer Coordinator will keep a log of 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 (potential hours: 5) a. There are typically 3 one-hour meetings and 1 one-two hour meeting each fiscal year. For attendance at the first meeting, two hours are credited. For attendance at each of the subsequent three meetings, one hour is credited. 2. Committee meeting attendance (potential hours: 6) and participation (potential hours: unlimited) 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 (potential hours: 6-8) and participation (potential hours: unlimited) 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 Aerials Booster Club Bylaws & Membership Handbook 17

18 ii. Poinsettias iii. Wreaths iv. Script v. Panda Express 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 xix. King Soopers Cards xx. Customized Aerials Apparel b. Credit is also given for participation in fundraisers as follows: for every $20 profit earned for the Booster Club, the member is credited 1 hour. c. There is no cap on the number of hours that can be earned through the variety of freestanding fundraisers listed above. d. For additional information or chairing or creating a fundraiser, either those listed above or a new idea, contact the Volunteer & Activities Coordinator. 4. Hosted Home Meet Sessions -- Each year, there are between 1 and 3-hosted home meets. These include Fall Festival, The Pikes Peak Cup or hosted state meets. For each hosted home meet, (excluding The Pikes Peak Cup), there is a Booster Club session requirement, per family. The home meet session requirement is determined by the Volunteer and Activities Coordinator and is based on (1) size of the meet, (2) number of available sessions and (3) number of active families. The session requirement is given as far in advance as is possible. Note that these hours are different than any Aerials Gym hours you are required to work but they do count toward your 25 (or 37.5) hours as tabulated for membership. Families with more than one athlete shall work the established session requirement for their first gymnast and ½ the established session requirement (rounded up) for their second gymnast. All session workers must be aged 14 or older. 5. Other means (potential hours: unlimited, as approved by Volunteer & Activities Coordinator) 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. Social Media Maintenance - credit is awarded on an hour credited per hour volunteered basis. Aerials Booster Club Bylaws & Membership Handbook 18

19 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. Check Request Process: There is a check request form, Booster Club Check Request Form located in several places for membership convenience. You can find a Check Request Form: (1) at the front desk at Aerials Gymnastics, in the Booster Club hanging wall file; (2) on the Booster Club website; (3) via attachment, as the Booster Club Secretary will a blank at or near the beginning of the fiscal year. This form is to be used for all requests for disbursements from the Bingo Account or the General Account. All requests for funds must be submitted on this form. There will be no exceptions. An incomplete or unsigned form will delay payment of your request. A completed form consists of the following detailed information regarding expenses. An attached copy of invoice, hotel folio, and/or applicable receipts are required. Prior to submission, be certain to sign where indicated signature. Completed requests can be put in the Treasurer s folder at Aerials Gymnastics (located in the same hanging file), hand delivered to the Treasurer, or ed to the Treasurer. Check Request Timeline(s): Check request forms must be submitted within 30 days from the date of the meet or reimbursement may be forfeited. All Check Request Forms must be submitted by June 15 th or reimbursement may be forfeited. Budget: The Booster Club projected budget is approved annually by the general membership. 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. 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 19

20 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. Bingo session requirements must be scheduled and fulfilled from the beginning of the fiscal year. 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 gymnast(s). If a family has more than one elite gymnast on team, full sessions are required for each gymnast. In the event that a gymnast's level(s) has not yet been determined at the start of the fiscal year, the family will complete the highest number of sessions that could be required until the determination is made. Adjustments will be made as necessary after the level(s) is determined. Because of the difficulty making-up and/or completing sessions in arrears, any/all families who move into the gym, join or return to a team after the first quarter of our fiscal-year must wait to sign Annual Membership Agreements until the next June meeting. The general procedures for Bingo volunteers are as follows: Volunteers will arrive at the bingo hall no later than 5:45 pm on regularly scheduled Bingo nights. On Must-Go nights, volunteers will arrive no later than 5:15 pm. Volunteers must be Aerials Booster Club members. Aerials Booster Club families may designate parents as well as one additional family member to volunteer for bingo. All volunteers must sign the Aerials Booster Club membership agreement, attend the required bingo training, and be listed with the state gaming commission through Aerials' official roster. 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. The Bingo schedule is published at the beginning of the fiscal year. Members should look ahead at their calendars for personal events, work commitments or travel meets and seek swaps/trades appropriately. Last minute no-shows for failure to consult the Bingo schedule are not acceptable. Volunteers must be at least 18 years old and be trained to fulfill the duties. Volunteers will stay at the Bingo hall until they have been dismissed by the session manager. 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. In addition, Aerials Booster Club members are prohibited from playing a "must-go" on an Aerials Booster Club sponsored night. During Bingo games, volunteers are expected to be attentive to patrons and to diligently attend to their assigned task. As a courtesy to our Bingo patrons, cell phone usage and conversation with other workers should be limited during Bingo games. Aerials Booster Club Bylaws & Membership Handbook 20

21 At some point during the fiscal year, every active family is required to work at one scheduled Must-Go. A Must-Go on your regularly scheduled night does not count toward this requirement. 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. Positions of responsibility with the Aerials Booster Club are (1) session manager, (2) session assistant manager and (3) caller. Every person holding a position of responsibility is evaluated annually to determine continuation in that role and are chosen based on demonstration of work, verbal expression of interest & number of gymnasts. Anyone accepting a position of responsibility is expected to promote to a higher level of responsibility as needed. Those who refuse further promotion can be demoted in order to open space for those willing to fulfill the needs of Aerials Booster Club. All assistant managers are expected to complete state certification testing within 6 months of being promoted, in preparation for promotion to manager. If volunteers fail to adhere to the above-stated procedures, 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. If a volunteer s conduct is particularly egregious, the member may have their active membership immediately terminated as determined by the Board. Terminated members 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 and/or Aerials USAG Team Roster Aerials Booster Club Bylaws & Membership Handbook 21

22 TRAVEL INFORMATION Travel Representative: When deemed appropriate by the coaching staff, a Travel Representative may be appointed by the gym. The Travel Representative is not a Booster Club position and therefore receives no hourly Booster Club credit. The Travel Representative provides flight and hotel information for all out-of-state travel. The Travel Representative will 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. 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 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, information will be sent to team families. Making Travel Arrangements: Please make arrangements for gymnast travel in a timely fashion after recommendations are posted. 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. Please refrain from making travel arrangements prior to finalized meet information as received from the coaches as meet-week practice schedules may be significantly altered. Reimbursable Expenses: Reimbursable expenses for out-of-state meets fall into three major categories and are as follows: (1) Gymnast airfare and associated fees (taxes, baggage, seat fees, insurance) (2) Hotel and associated costs, for the number of authorized nights, as determined by coaches (taxes and fees). The number of authorized nights may differ from level to level as well as within one level depending on practice and competition schedules. (3) Ground transportation (taxis, parking, tolls, shuttles, trains, rental car and rental car gas). Only expenses with supporting receipts, for gymnasts traveling with intent to compete, will be reimbursed. The maximum reimbursement amount for each individual category listed above will be conveyed at the first General Membership meeting of the fiscal year. Aerials Booster Club Bylaws & Membership Handbook 22

23 Compulsory Hotel Reimbursement Amount for In-State Travel: For compulsory in-state travel, families will be reimbursed up to $ for one night s hotel stay per season. In order to be reimbursed, a Booster Club Check Request form must be completed and submitted with supporting hotel folio. Compulsory Fuel Allowance for In-State Travel: For compulsory in-state travel, families will be reimbursed up to $ per season for fuel. In order to be reimbursed, a Booster Club Check Request form must be completed and submitted with supporting fuel receipts. Regionals Hotel Reimbursement Amounts for In-State Travel: When regional competition is held in-state, families may be reimbursed up to $ for one night s hotel stay. In order to be reimbursed, a Booster Club Check Request form must be completed and submitted with supporting hotel folio. Travel Insurance: Gymnastics is an injury prone sport, so travel insurance is highly recommended. Should a member choose NOT to purchase travel insurance, travel is at their own risk. Change fees or cancellation fees for injured gymnasts are not a reimbursable expense. Third party booking is not recommended. We encourage members to book flights on airlines with refundable tickets or free change fees whenever available. Rewards Points: We realize that many families hold membership with airlines and hotel chains to gain free or reduced rates. You are always welcome to use rewards miles or travel points for gymnastics related travel, however, dollar equivalents for points-based purchase are not eligible for reimbursement. We suggest that you use points for parent airfare, or any additional nights that your family chooses to stay, which are not covered by Booster Club Reimbursement amounts. Frequently Asked Travel Questions: Food is not a reimbursable expense. A hotel folio is required. A confirmation is not sufficient documentation. Reimbursements may not carry forward from one fiscal year to the next. Reimbursements may not carry forward from one season to the next. Aerials Booster Club Bylaws & Membership Handbook 23

24 Reimbursements may not carry forward from meet to meet. If you stay for less nights than you are authorized, your reimbursement amount will be based on actual hotel night authorized and stayed. If you stay for more nights than authorized, but are still under the maximum reimbursement amount, only the hotel nights authorized will be reimbursed. If you choose to travel early or stay an additional night, your reimbursement is based on authorized nights, and will be reimbursed accordingly. If you have two gymnasts competing at an out-of-state meet, it is expected that they will share the same hotel room and ground transportation. Only athletes who will be competing at a meet will be reimbursed. The coaches will send the treasurer a list of competing athletes, along with the athlete s required night s stay, immediately prior to the meet. You are encouraged to share ground transportation, airport parking or any other expense. You are responsible for reporting such shared expenses on your Check Request Form. If any of your expenses are under maximum reimbursement amount authorized for that category, you will be reimbursed the actual expenses incurred. National TOPs testing/competition is reimbursable as per out-of-state meet protocol. TOPs camps are not reimbursable. Developmental camps are not reimbursable. Grievances: Any member wishing to file a grievance will do so, in writing, within 10 business days of the incident. Member will list the nature of the grievance (reimbursement, volunteer hours, etc.), as well as any facts and supporting documentation that is available. The Board will make a determination, and provide plans for any corrective action deemed appropriate at the next regularly scheduled Board meeting and convey the decision within 7 business days. 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 charitable organization rate for miles as estimated pre-travel by the treasurer up to budgeted airfare limit. The mileage will be calculated as round-trip from the Aerials North Gym to the meet site address. Mileage to hotel, practices, restaurants or sightseeing will not be included. Members who choose to rent a car and drive are eligible for rental car and fuel reimbursement up to budgeted airfare limit. Because members who travel via automobile do not have additional ground Aerials Booster Club Bylaws & Membership Handbook 24

25 transportation expenses, the above-stated allotment for ground transportation is removed from reimbursable expenses. Aerials Booster Club Bylaws & Membership Handbook 25