Article I Name of the organization The established name of this organization shall be the Macon County High School NJROTC Boosters Organization (NJROTC Boosters) of Macon County, located at 611 Carl Peaster Hwy. Montezuma, Georgia 31063. Article II Mission Statement The mission of the NJROTC Boosters is to maintain a continuous positive partnership with the administration team and teachers of Macon County High School and Macon County Board of Education in order to provide educational experiences of high standards for all students and to honor their exceptional academic and community achievements while supporting the Navy s guidelines in the competitive arena. Article III Vision Statement The NJROTC Boosters vision is to help establish Macon County High School as a School of Academic Excellence and represent the US Navy ROTC program at the highest level and adhere to all established guidelines. Article IV Policies a. This Organization does not have the authority nor shall it seek to work outside the official policies established and approved by the Macon County Board of Education. b. This Organization shall not seek to direct or change the Macon County High School administrative established procedures and operational schemes without the principal s written approval. c. This Organization may provide suggestions to the principal or to his/her appointed designees concerning academic-njrotc activities that will help fulfill the NJROTC BOOSTERS mission and vision statements and if such suggestions are made toward the betterment of conditions for all concerned in such a matter that will align with all the established procedures, policies, and guidelines of the Macon County Board of Education and Georgia State Laws. d. No officer or member of the NJROTC Boosters shall represent himself/herself on behalf of the NJROTC Boosters without consent of the Organization majority vote on specific assignments (approved in the NJROTC Boosters minutes) e. All NJROTC Booster members that are approved and selected officers are expected to present themselves in a manner that is respectful, considerate, and appropriate. 1
f. This Organization will establish procedures that are orderly and efficient to conduct business in manner that will follow Robert s Rules of Order with approved recorded meeting minutes as evidence. g. If the Organization is dissolved, the funds and assets of the established account will be transferred to the school s student account to be used for student body needs as deem by the principal or the leadership team. Article VI Membership and Dues All parents and/or legal guardians of the students currently attending Macon County High School shall be eligible for membership by paying $ 10 monthly dues. Parents and/or guardians that become 3-months delinquent with dues shall lose voting privileges until dues become current. All appropriate businesses of Macon County or outside of Macon County shall be allowed to become a business member by paying a yearly fee of $ 50 dollars in currency or by material donations. Article V Meetings Regular Meetings: The NJROTC Booster meetings shall make every attempt to meet at least once every month during the calendar year. Dates of the meetings for the next school term should be determined and announced during the last meeting of the calendar school year. In the event that the meeting date(s) need to be changed or added, there must be notice given via every possible media outlet or mode of established communication to inform all members. Article VI Officers a. Positions: The officers of the Organization shall consist of a President, President-elect, Secretary, Treasurer, and (2) School Representatives. b. The President shall: 1. Be the principle executive officer 2. In general supervise all the activities of the organization 3. Preside at all meetings of the organization and all meetings of the Executive Committee 4. Be an ex-officio member of all committees except the nominating committee 5. Coordinate the work of the committees to align with the mission and vision of the NJROTC Boosters 6. Perform such duties/other duties as prescribed in these by-laws or assigned by the organization 2
7. The term of the President cannot be beyond 2 years without a reelection c. The President-elect shall: d. The Secretary shall: 1. Act as aid to the President and perform the duties of the President in his/her absence or inability to serve 2. Be a member of the Executive Committee 3. Organize the NJROTC Boosters Interest Finders, coordinate the listing of volunteers for committees, work with committee chairs, and ensure that the all activities align with the mission and vision of the NJROTC Boosters 4. Perform such other duties as are assigned by the President of the organization 5. After having served for two year, may become the President of the NJROTC Boosters by majority vote at a meeting following the ended term of the President 1. Be a member of the Executive Committee 2. Keep the minutes of the proceedings of the organization 3. See that all notices are fully given in accordance with these bylaws 4. Keep a copy of the by-laws available at all meetings 5. Distribute copies of the minutes to the members of the organization 6. Keep a copy of Robert s Rules of Order available at each meeting for reference 7. Keep a listing of all duties incident to the office of Secretary and such other duties as may be assigned by the President or the Executive Committee 8. The term of office cannot be beyond 2 years without a reelection Be a member of the Executive Committee 9. Attend all meetings with high fidelity 10. Copy and distribute NJROTC Boosters information to the organization on an as-needed basis (events, information, notices, and other items) 11. Be responsible for publicity for all events of the organization 12. Act as the liaison between the school and the media 13. Keep an annual record of all of the activities of the organization and keep the official history of the organization 3
e. The Treasurer shall: 1. Be a member of the Executive Committee 2. Attend all meetings and may keep the minutes of the proceedings of the NJROTC Boosters and the Executive Committee 3. Shall have charge of an be responsible for all funds of the organization and shall receive and give receipts for monies due and payable to the organization from all sources and shall deposit such funds into the appropriate school account 4. Make disbursement as authorized by the membership in accordance with the budget adopted by the organization 5. The PO request must have the President and/or President-elect s signature with the treasurer s signature before presenting the principal for approval 6. Keep an account record of all transactions, receipts, and expenditures of the NJROTC Boosters 7. Present a financial statement at every NJROTC BOOSTERS meeting and at other times when requested by the Executive Committee or principal 8. All accounts must be ready for examination annually or upon change of officer by an auditor, principal, or auditing committee 9. The term cannot be beyond 2 years without a reelection f. The School Representatives shall: 1. Be a member of the Executive Committee 2. Attend all meetings with high fidelity 3. Act as advisor and liaison between the school staff and the NJROTC Boosters 4. Help maintain open lines of communication between parents, students, and teachers 5. Help coordinate NJROTC Boosters sponsored activities 4
Procedures: Article VII - Election Process 1. The election of the officers shall take place during the NJROTC Boosters meeting of each year. 2. The elected officers will serve a term of two years. 3. If any office becomes vacant, then an election may be held at the next NJROTC Boosters meeting. If after two consecutive meetings and the office is not filled, the Executive Committee may appoint a person to the office. 4. All members present at the meeting may participate in the election. 5. There shall be a nominating committee consisting of two members of the NJROTC Boosters and school representative. The nominating committee shall be appointed during the August meeting after announcement of the open offices. 6. The committee shall present a slate of officers for election and allow for an opportunity for nominations for the members. 7. Only those who have consented to serve shall be eligible for nomination, whether by the committee or from the floor. The nominated person(s) that have agreed to serve must be present at the meeting to accept the position, unless done by written notice. 8. A majority of the votes cast by members of the Organization shall be necessary for election. Should no person receive a majority of the votes cast, a re-vote between the two (2) persons who received the largest number of votes shall immediately be held. 9. Officers shall be elected by secret ballot. The Executive Committee will count ballots. However, if there is but one nominee for any office, election for that office may be by voice vote. 10. The appropriate notification of elections will be shared via all possible media outlets 11. Any vacancy occurring in any office because of death, resignation, or inability to serve shall be filled for the un-expired term until a called election at the next regular meeting of the membership, consistent with the procedures established herein. If a vacancy occurs in the office of President, the President-elect shall immediately assume the responsibilities of the office. Article VIII Executive Board The Executive Board is a representative group of the NJROTC Boosters and shall consist of the officers of the Organization, one school representative and a chairperson of any standing committee. a. The duties of the Executive Board shall be to transact necessary business as may be referred to by the organization or committee requiring or needing assistance, to approve the plans of work of any standing committees, to select an auditor or auditing committee to audit the treasurer s accounts, etc. b. The Executive Board shall hold a minimum of one annual regular meeting as scheduled at the start of the school year. 5
c. Special meetings of the Executive Board shall be held during the year as called by the President or by a majority of the Executive Board. d. Adequate notice of all meetings shall be announced to all members of the Executive Board and the Organization at least three (3) days in advance. e. Any member of the Organization may attend the meeting of the Executive Committee. f. The Executive Board collaborating with the principal of Macon County High School may remove an officer if sound evidence of inappropriate behavior or the lack of performing the office s duties. Article IX Standing and Special Committees a. Standing and special committees shall be determined annually as deemed necessary by the organization to promote the objectives and mission of the NJROTC Boosters. b. The chairperson(s) shall be determined on a volunteer basis according to the results of the Interest Finders at the beginning of the school year. The term of each chairperson shall be one year. c. Committee chairperson(s) shall be issued committee guidelines by the Executive Board and will be responsible for monitoring their expenses according to the budget and performing duties assigned. Committee chairpersons must present a verbal or written report of all activities to the Organization during regular or special meetings. Exceeded budgetary expenditures must be presented at the next Organization meeting. Article X Finances a. Budget: The Executive Board shall present to the membership at the first regular meeting of the year a budget of anticipated revenue and expenses for the year. The budget and fundraisers activities will be listed and presented for review by the membership. b. The school s accounting department will keep all funds and deposits. Any check requests must be submitted by the President and Treasurer for the principal s confirmation and follow the Macon County Board of Education accounting procedures. c. The President and the signature of the Treasurer must be on the check request form before the principal will sign-off on it. d. Disbursement of the funds must have a P.O. connected to the product ordered. e. No loans shall be made by this Organization with a final meeting and majority approval by the present NJROTC Boosters members. f. Deposits: All monies must be deposited by the Treasurer in a Federal or State charged bag as approved by the Macon County Board of Education. g. Time Frame: All deposits and/or disbursements shall be made within a maximum of (2) days from the receipt of the funds and/or orders of payment. 6
Article XI - Parliamentary Authority Robert s Rules of Order latest revision will be the parliamentary authority of the NJROTC Boosters, and shall govern this Organization s designated meetings. The NJROTC Boosters shall keep a copy of Robert s Rules of Order. Article XII Fiscal Year The fiscal year will run from July 1 st to June 30 th. Article XIII Amendments The Executive Committee on an annual basis will meet and consider the changing conditions in the school and the community as it relates to the NJROTC Boosters mission and vision statements and will review the By-Laws for amendments. Revisions or additions to the By- Laws must be formally presented to the body of the organization and approved by a majority vote at any regular or special organization meeting. 7