CARY ACADEMY ATHLETICS BOOSTERS CLUB

 BYLAWS

 

ARTICLE I NAME

 The name of this organization is the Cary Academy Athletics Boosters Club herein referred to as the Athletics Boosters Club. The Club serves at the pleasure of and under the direction of the Parent Teacher Administration Alliance (PTAA) of Cary Academy and is accountable to such PTAA pursuant to the bylaws of Cary Academy. The Club is coordinated and budgeted by the PTAA.

 

ARTICLE II PURPOSE AND OBJECTIVES

 

Section 2.1.     Purpose. The Athletics Boosters Club is an organization of parents from the Cary Academy community whose purpose is to support all aspects of athletics at Cary Academy through the promotion of school spirit, good sportsmanship, and volunteer commitment.

 

Section 2.2.     Objectives. The objectives of the Athletics Boosters Club are: 

2.2.1. Encouragement. To encourage parental volunteer opportunities and develop committee leadership; 

2.2.2. Operations. To provide assistance in game operations; 

2.2.3. Coordinate. To assist Athletics Director(s) with any special events and help coordinate seasonal athletic activities;                       

                                    2.2.4 Promotion. To generate attendance of spirited fans. 

2.2.5. Liaison. To serve as liaison to the PTAA.

  

ARTICLE III MEMBERS

 

Membership in the Athletic Boosters Club is open to all parents/guardians of Cary Academy students and to all other interested members of the Cary Academy community.

 

ARTICLE IV MEETINGS OF THE MEMBERSHIP

 

Section 4.1. Annual Meeting. The President of the Club shall call an annual meeting of the membership each year during the last quarter of the school year for the purpose of electing officers and electing members of the Nominating Committee and for the transaction of any other business. 

Section 4.2. Other Meetings. General meetings of the membership may be called at the discretion of the Club President or at the request of any three (3) Steering Committee members. 

Section 4.3. Notice of Meetings. Notice of meetings will be posted in the Athletics Office, Sports Education Annex (SEA) and Fitness Center Lobby one week prior to the scheduled meeting and on the Cary Academy website. 

 

ARTICLE V CARY ACADEMY ATHLETICS BOOSTERS CLUB STEERING COMMITTEE

 

Section 5.1. Members. The Club Steering Committee shall consist of the Club President, the Vice President/President Elect, the Secretary, the Treasurer, the immediate Past President, the Chairpersons of the Standing and Special Committees, current PTAA President, Head of Upper School and Athletic Director(s) and an additional two (2) at-large members. 

Section 5.2. Duties. The Club Steering Committee shall have general charge and control of the affairs of the organization. Club monies shall be held by Cary Academy for disbursement as requested by the Athletics Department and approved by the PTAA and Cary Academy Director of Business Operations. 

Section 5.3. Meetings. The Club Steering Committee shall meet at least twice per trimester during the school year. Meetings may be called at the discretion of the Club President or at the request of any three (3) Steering Committee members or at the request of the Athletics Director(s).

 

ARTICLE VI OFFICERS

 

Section 6.1. Officers of the Athletics Boosters Club. The officers shall be a President, Vice President/President Elect, Secretary, and Treasurer. The Officers shall constitute the Executive Committee and shall exercise all powers of the Club Steering Committee between meetings of the Steering Committee. 

Section 6.2. Elections. The Officers and two (2) members of the Nominating Committee shall be elected at the Annual Meeting from the slate presented by the Nominating Committee and from those individuals nominated from the floor at the Annual Meeting, provided such individuals have given prior consent to nomination. Voting shall be by written ballot if there are multiple candidates nominated for an office. Officers and Nominating Committee members shall be elected by a plurality vote of members present at the Annual Meeting. No person may be elected or serve as an officer or as an elected member of the Nominating Committee of the Athletics Boosters Club unless he or she is the parent/guardian of a Cary Academy student. 

Section 6.3. Terms of Office. All officers and Nominating Committee members shall be elected for a one-year term beginning the day after the Annual Meeting and continuing through the following Annual Meeting. The Secretary and Treasurer may be re-elected, if nominated. 

Section 6.4. President. The Club President shall be the chairperson of the Club Steering Committee, shall call and preside over all meetings, shall act as spokesperson to promote the Club, and shall perform all other duties pertaining to the office. The Club President shall appoint such special committees as may be necessary to conduct the business of the organization. The Club President is an ex-officio, voting member of all committees. The President, with the approval of the officers, may create other committees and may designate the powers and responsibilities of the committees. 

Section 6.5. Vice President/President Elect. The Vice-President shall assist the President and shall perform all the duties of the President in the absence of that Officer. The Vice-President shall become the President during the second year of his/her term of office. 

Section 6.6. Secretary. The Secretary shall keep a correct record of the proceedings of all Club Steering Committee and General Meetings, shall provide copies of the minutes to each Club Steering Committee member, shall be responsible for correspondence of the organization, shall maintain copies of the minutes and all official correspondence in the Athletics Office, and shall coordinate any special event/school-wide mailings. All official correspondence from the organization must be approved by the Heads of Upper and Middle Schools and/or Athletics Director(s), or assigned designee, prior to distribution. 

Section 6.7. Treasurer. The Treasurer shall coordinate with Cary Academy with respect to collecting and disbursing all monies pertaining to the organization. This includes but is not limited to concession sales and gate receipts. Concession sales and gate receipts will be given to the Athletics Director(s) immediately following each event. A report shall be presented at each Club Steering Committee Meeting. All collections and expenditures will be managed under the direction of the PTAA and Cary Academy Business Office. 

Section 6.8. Vacancies. In the event of a vacancy in any office, the Club Steering Committee shall elect a successor to fill the unexpired term of the vacant office.

 

ARTICLE VII COMMITTEES

 

Section 7.1. Standing Committees. Standing Committees as hereafter set forth are those representing activities which are likely to be continuing in the programs of the Club. The Steering Committee shall be able to further define the role of each Standing Committee. Each Committee shall include a Chairperson, who shall be appointed by the President, and such other members as shall be designated by the Chairperson. 

Section 7.2. Special Committees. Special Committees are those committees created and dissolved at the discretion of the Club Steering Committee. Each Special Committee shall include a chairperson(s). All members of committees serve at the pleasure of the Club Steering Committee. The powers, duties, and responsibilities of each committee shall be determined from time to time by the Club Steering Committee. 

Section 7.3. Game Operations Committee. The Game Operations Committee shall consist of a Chairman and any current Cary Academy parents/guardians who volunteer or are recruited by the Chairman to fulfill the duties of the Committee. Management of concession and ticket prices will be handled by the Athletics Department.  

The duties of the Game Operations Committee shall be:

7.3.1. Concessions/Ticket Sales. To coordinate concessions and ticket sales at games for all designated sports; 

7.3.2. Clock Operator/Scorekeeper. To coordinate volunteers to operate the clock and act as scorekeepers, timers, and game managers as needed by the Athletics Department; 

7.3.3 To deliver proceeds from ticket sales and concessions to the Cary Academy Athletics Department; 

7.3.4. Team Partner-Parent. To work with Team Partner-Parents in any field operations as needed by the Athletics Director(s).

 

Section 7.4. Special Events/Promotions Committee. The Special Events/Promotions Committee shall consist of a Chairman and any other current Cary Academy parents/guardians who volunteer or who are recruited by the Chairman to fulfill the duties of the Committee. The duties of the Special Events/Promotions Committee shall be to work with the Athletic Director, PTAA, Director of Development, and Director of Admissions to explore and create new avenues for promoting the athletics program at Cary Academy and to promote school spirit.  The Committee will also assist with the coordination of annual special events such as a Homecoming Dinner, Fall Spirit Night, Senior Recognition, etc., and any other special event created to promote the athletics program.  The Committee will coordinate the sale of any promotional items at games with the Cary Academy Director of Auxiliary Programs  and/or Director of Business Operations. In addition, the Committee will explore possibilities to enhance game days by creating a Program/Booklet and any other ideas that will facilitate audience participation.  

Section 7.5. Team Partner-Parent Committee. The Team Partner-Parent Committee shall consist of a Chairman and any other current Cary Academy parents/guardians who volunteer or who are recruited by the Chairman to fulfill the duties of the Committee. The duties of the Committee are to communicate core responsibilities to the Team Partner-Parent and, if requested by a team coach, help identify a Partner-Parent for that team. The Team Parent-Partner will organize a parent/team meeting at the beginning of each season, assign team drink/snack rosters, organize an end-of-the-season team gathering, assist with team pictures and game organization as needed, organize *Team Buddy activities, and serve as a liaison between the Team Parent-Partner Committee, parents, and team.

*Each Cary Academy Varsity team (including all team levels under i.e., Middle School and Junior Varsity) has been paired with another Varsity Team, not in the same season, to lend assistance in promoting school spirit.