Mission & Bylaws

ALGONQUIN REGIONAL HIGH SCHOOL ATHLETICS BOOSTER CLUB

Mission Statement & Bylaws

Northborough and Southborough, Massachusetts

PART I — MISSION STATEMENT

Our Mission

The mission of the Algonquin Regional High School Athletics Booster Club is to support, enhance, and promote the athletic programs and student-athletes of Algonquin Regional High School through fundraising, volunteerism, community engagement, and school spirit.

We are committed to providing resources and opportunities that enrich the student-athlete experience, foster teamwork and sportsmanship, encourage personal development, and celebrate athletic achievement.

Through collaboration with school administrators, coaches, families, alumni, local businesses, and community members, the Booster Club strives to strengthen the tradition of athletic excellence at Algonquin Regional High School while promoting inclusivity, integrity, and pride in our school community.

Our Vision

To create a supportive and engaged athletic community where every student-athlete has the opportunity to succeed, develop lifelong skills, and take pride in representing Algonquin Regional High School.

Our Core Values

Student-Athlete Development: Supporting opportunities for athletic achievement, personal growth, leadership, and teamwork.

School Spirit and Community Pride: Building enthusiasm for Algonquin athletics and strengthening connections among students, families, alumni, and the Northborough and Southborough communities.

Equity and Inclusion: Promoting fair access to resources and opportunities across athletic programs.

Volunteerism and Service: Encouraging active participation from parents, guardians, alumni, and community members.

Integrity and Accountability: Maintaining responsible financial practices, transparency, and ethical stewardship of Booster Club resources.

Collaboration: Working cooperatively with school leadership, the Athletic Department, coaches, and community partners to support the long-term success of Algonquin athletics.

PART II — BYLAWS

ARTICLE I — NAME AND ORGANIZATION

Section 1. Name

The name of this organization shall be the Algonquin Regional High School Athletics Booster Club, hereinafter referred to as the "Booster Club."

Section 2. Nature of Organization

The Booster Club shall operate as a volunteer-supported, nonprofit organization dedicated to supporting athletic programs and student-athletes at Algonquin Regional High School.

The Booster Club shall operate exclusively for charitable and educational purposes consistent with Section 501(c)(3) of the Internal Revenue Code, if recognized as tax-exempt under that provision.

Section 3. Independence

The Booster Club shall operate as an independent support organization in cooperation with Algonquin Regional High School, the Athletic Department, and the Northborough-Southborough Regional School District.

The Booster Club shall not exercise authority over school personnel, athletic eligibility, team selection, coaching decisions, or the administration of athletic programs.

ARTICLE II — PURPOSE AND OBJECTIVES

The objectives of the Booster Club shall include:

1. Providing financial and volunteer support to enhance athletic programs and the overall student-athlete experience.

2. Raising funds through sponsorships, donations, concessions, merchandise, special events, and other approved fundraising activities.

3. Assisting with the purchase of athletic equipment, supplies, facility enhancements, and other resources that benefit student-athletes.

4. Promoting school spirit, sportsmanship, and community engagement.

5. Recognizing and celebrating the achievements of student-athletes, teams, and athletic programs.

6. Supporting equitable opportunities across the school's athletic programs.

7. Encouraging involvement from parents, guardians, alumni, businesses, and community members.

8. Supporting approved scholarships, awards, and student-athlete recognition programs when consistent with applicable law and school policies.

All activities shall be conducted in accordance with applicable laws, school district policies, and the Booster Club's governing documents.

ARTICLE III — MEMBERSHIP

Section 1. Eligibility

Membership shall be open to parents, guardians, alumni, school supporters, and community members who support the mission and objectives of the Booster Club.

Membership shall not be restricted based on participation in any particular sport.

Section 2. Membership Requirements

Membership shall be established through registration or another process approved by the Board of Directors.

The Board may establish annual membership dues, provided that financial barriers do not unnecessarily limit opportunities for participation.

Section 3. Voting Rights

Each member in good standing, age 18 or older, shall be entitled to one vote on matters submitted to the general membership.

Members must be registered at least 30 days before a vote to be eligible, unless waived by the Board.

Section 4. Member Responsibilities

Members are encouraged to support fundraising activities, volunteer opportunities, meetings, and events and to conduct themselves respectfully while representing the Booster Club.

ARTICLE IV — BOARD OF DIRECTORS

Section 1. Authority

The Booster Club shall be governed by a Board of Directors responsible for overseeing the organization's operations, financial management, fundraising activities, policies, and strategic direction.

Section 2. Board Composition

The Board shall consist of no fewer than five and no more than eleven voting directors.

The Board shall include the following officers:

• President

• Vice President

• Treasurer

• Secretary

Additional directors may oversee sponsorships, fundraising, concessions, communications, membership, or other areas as determined by the Board.

Section 3. Terms of Office

Board members shall serve two-year terms and may be reelected.

Terms should be staggered when practical to maintain continuity in leadership.

Section 4. Elections

Board elections shall be held annually at a designated general membership meeting.

Candidates may be nominated by a nominating committee or by eligible members.

Election shall require a majority of votes cast by eligible voting members present at a meeting with a quorum.

Section 5. Vacancies

A vacancy occurring during a term may be filled by a majority vote of the remaining directors. The appointed director shall serve the remainder of the vacant term.

Section 6. Removal

A director may be removed for failure to fulfill responsibilities, misconduct, violations of Booster Club policies, or actions contrary to the organization's mission.

Removal shall require a two-thirds vote of the remaining directors after the affected director receives reasonable written notice and an opportunity to respond.

ARTICLE V — OFFICERS AND RESPONSIBILITIES

Section 1. President

The President shall:

• Provide overall leadership and strategic direction.

• Preside over Board and general membership meetings.

• Serve as the primary representative of the Booster Club.

• Coordinate with the Athletic Department and school administration.

• Oversee implementation of Board-approved initiatives.

• Ensure compliance with organizational policies and bylaws.

Section 2. Vice President

The Vice President shall:

• Assist the President in carrying out organizational responsibilities.

• Assume the President's duties when the President is unavailable.

• Coordinate special projects, fundraising initiatives, and committees as assigned.

• Support volunteer recruitment and leadership development.

Section 3. Treasurer

The Treasurer shall:

• Oversee the Booster Club's financial accounts and records.

• Maintain accurate records of revenue, expenditures, deposits, and disbursements.

• Prepare financial reports for Board meetings.

• Develop an annual budget for Board approval.

• Ensure timely financial filings and applicable tax reporting.

• Implement appropriate internal financial controls.

• Coordinate an annual independent financial review.

Section 4. Secretary

The Secretary shall:

• Record and maintain meeting minutes.

• Maintain official organizational records.

• Distribute meeting notices and agendas.

• Maintain Board and membership records.

• Document votes, resolutions, and approved policies.

ARTICLE VI — MEETINGS AND VOTING

Section 1. Regular Board Meetings

The Board shall meet at least quarterly during the fiscal year.

Additional meetings may be scheduled as necessary.

Section 2. General Membership Meetings

At least one general membership meeting shall be held annually.

The meeting shall include an organizational update, financial overview, and Board elections when applicable.

Section 3. Special Meetings

Special meetings may be called by the President or by a majority of the Board.

Section 4. Notice

At least seven days' notice shall be provided for regular and special meetings, except in emergencies.

Section 5. Quorum

A majority of the currently serving voting directors shall constitute a quorum for Board meetings.

For general membership meetings, a quorum shall consist of at least ten eligible voting members or 10% of eligible voting membership, whichever is fewer, but not fewer than five.

Section 6. Voting

Unless otherwise specified in these bylaws, decisions shall be approved by a majority of votes cast at a meeting with a quorum.

Electronic participation and voting may be permitted when authorized by the Board and consistent with applicable law.

ARTICLE VII — FINANCIAL MANAGEMENT

Section 1. Fiscal Year

The fiscal year shall run from July 1 through June 30, unless otherwise approved by the Board.

Section 2. Use of Funds

All funds raised by the Booster Club shall be used to support its charitable and educational mission.

No earnings or assets shall be distributed for the private benefit of Board members, officers, or individual members, except for reasonable compensation or reimbursement for authorized services and expenses.

Section 3. Annual Budget

The Treasurer shall prepare a proposed annual operating budget for review and approval by the Board.

The budget should include anticipated revenue and expenditures for fundraising, sponsorships, concessions, administrative expenses, and athletic program support.

Section 4. Expenditure Approval

All expenditures must support the Booster Club's mission and comply with the approved budget and financial policies.

The following approval guidelines are proposed:

• Up to $500: Approval by the President or Treasurer within an approved budget.

• $501–$2,500: Approval by two authorized officers.

• Over $2,500: Approval by a majority of the Board.

The Board may adopt more restrictive procedures through a separate financial policy.

Section 5. Banking and Financial Controls

All funds shall be deposited into accounts maintained in the Booster Club's legal name.

No individual shall have unrestricted control over all stages of a financial transaction.

Bank accounts shall have at least two authorized signatories, and monthly statements shall be reviewed by someone other than the individual responsible for recording transactions.

Section 6. Financial Reporting

The Treasurer shall provide financial reports at regular Board meetings, including:

• Revenue and expenses

• Bank balances

• Fundraising results

• Budget comparisons

• Outstanding obligations

An annual financial summary shall be made available to members.

Section 7. Financial Review

The Board shall arrange an annual review of the organization's finances by an independent qualified person or committee not responsible for routine bookkeeping.

An external audit may be commissioned when required by law, a funding agreement, or Board resolution.

ARTICLE VIII — FUNDRAISING, SPONSORSHIPS, AND CONCESSIONS

Section 1. Fundraising Activities

The Booster Club may conduct fundraising activities that support its mission, including:

• Athletic event concessions

• Corporate sponsorships and advertising

• Merchandise and apparel sales

• Community fundraising events

• Individual and business donations

• Other Board-approved initiatives

Section 2. Sponsorships

The Board may establish sponsorship programs offering appropriate recognition and promotional benefits.

All sponsorship arrangements shall comply with school district policies and applicable laws.

Sponsorship agreements involving school property, facilities, logos, or naming rights must receive any required school or district approval.

Section 3. Concession Operations

The Booster Club may operate concession stands at athletic and school events with appropriate school authorization.

Operations shall comply with applicable food safety requirements, health permits, and school policies.

The Board shall establish operating procedures covering:

• Food preparation and handling

• Inventory management

• Cash handling and payment processing

• Volunteer scheduling and training

• Equipment maintenance

• Cleaning and sanitation

Section 4. Fundraising Accountability

All fundraising revenue shall be recorded and deposited into authorized Booster Club accounts.

Fundraising expenses and proceeds shall be reported to the Board.

Section 5. Designated Contributions

The Booster Club may accept contributions designated for a specific program or approved purpose, provided the organization retains appropriate control over the funds and their charitable use.

ARTICLE IX — ATHLETIC PROGRAM SUPPORT AND FUND DISTRIBUTION

Section 1. Funding Requests

Coaches, athletic staff, and other authorized school representatives may submit requests for financial assistance.

Requests should identify the purpose, amount, anticipated benefit, and any additional funding sources.

Section 2. Review and Approval

The Board shall evaluate requests based on:

• Alignment with the Booster Club's mission

• Benefit to student-athletes

• Available financial resources

• Fairness and equity across athletic programs

• School and Athletic Department priorities

• Long-term value and sustainability

Section 3. School Approval

Purchases, equipment donations, and facility improvements shall be coordinated with the Athletic Department and school administration when required.

Section 4. Equity

The Booster Club shall seek to support athletic programs fairly and shall not condition funding on a team's fundraising capacity, popularity, or competitive success.

Funding may vary based on demonstrated needs, costs, participation, and available resources.

Section 5. Prohibited Individual Benefits

Funds shall not be used for improper personal benefits, recruiting inducements, or expenses that violate applicable athletic association rules or school policies.

ARTICLE X — COMMITTEES

Section 1. Standing and Special Committees

The Board may establish committees to support Booster Club operations, including:

• Fundraising Committee

• Sponsorship Committee

• Concessions Committee

• Membership and Volunteer Committee

• Communications Committee

• Nominating Committee

Section 2. Committee Leadership

Committee chairs shall be appointed by the Board and shall report on their activities as requested.

Section 3. Committee Authority

Committees may make recommendations and carry out Board-approved activities but shall not independently enter contracts or commit organizational funds without authorization.

ARTICLE XI — CONFLICTS OF INTEREST AND ETHICAL CONDUCT

Section 1. Conflicts of Interest

Board members and officers shall disclose actual or potential conflicts of interest involving financial, personal, or professional relationships.

Section 2. Recusal

An individual with a material conflict shall not vote on the affected transaction and shall not improperly influence the decision.

Section 3. Ethical Conduct

All Board members and volunteers shall act in the best interests of the organization and its mission.

Section 4. Confidentiality

Confidential student, personnel, donor, and financial information shall be protected in accordance with applicable law and organizational policy.

Section 5. Annual Disclosure

Directors and officers shall complete an annual conflict-of-interest disclosure in a form approved by the Board.

ARTICLE XII — RELATIONSHIP WITH SCHOOL ADMINISTRATION

Section 1. Cooperation

The Booster Club shall work cooperatively with the Algonquin Regional High School Athletic Department, Principal, and school district leadership.

Section 2. Athletic Department Coordination

The Athletic Director, or an authorized representative, may serve as a nonvoting liaison to the Booster Club.

Section 3. School Authority

The Booster Club shall not interfere with coaching decisions, team selection, athletic policies, personnel matters, or student disciplinary decisions.

Section 4. Use of School Facilities and Identity

Use of school facilities, logos, names, and other school-controlled assets shall require appropriate authorization.

ARTICLE XIII — NONDISCRIMINATION AND STUDENT SAFETY

The Booster Club shall not discriminate in membership, participation, or program support on the basis of any status protected by applicable law.

All activities involving students shall comply with school district requirements and applicable student protection, background-check, and supervision policies.

Volunteers shall conduct themselves in a manner that promotes a safe, respectful, and positive environment.

ARTICLE XIV — RECORDS AND TRANSPARENCY

The Booster Club shall maintain accurate organizational records, including:

• Approved bylaws and amendments

• Board and membership meeting minutes

• Financial statements and tax filings

• Bank and transaction records

• Contracts and sponsorship agreements

• Membership records

• Applicable permits and insurance documents

Records shall be retained according to a Board-approved document retention policy and applicable law.

Members may request reasonable access to organizational records, subject to privacy, confidentiality, and legal restrictions.

ARTICLE XV — AMENDMENTS

These bylaws may be amended at a duly called membership meeting by a two-thirds vote of eligible members voting, provided that:

1. Proposed amendments are reviewed by the Board.

2. Written notice of the proposed changes is distributed at least 14 days before the vote.

3. A quorum is present.

4. Amendments comply with applicable law and the organization's charitable purposes.

ARTICLE XVI — DISSOLUTION

Upon dissolution of the Booster Club, all remaining assets, after payment of lawful obligations, shall be distributed exclusively for charitable or educational purposes consistent with Section 501(c)(3) of the Internal Revenue Code.

Preference shall be given to an eligible tax-exempt organization or public entity supporting student athletics or educational opportunities at Algonquin Regional High School.

No assets shall be distributed to individual members, directors, or officers.