Bylaws of
Pe Ell Trojan Booster Club
A Non-Profit Organization
Adopted 06-07-2026
Article I – Name and Purpose
Section 1.01. Name. The name of this organization shall be "Pe Ell Trojan Booster Club" and may be informally referred to as "The Booster Club", hereinafter referred to as the "Club."
Section 1.02. Purpose. The Club is organized and operated for the charitable purpose of supporting student opportunities at Pe Ell School District/Trojan & Titans Teams. We support academic, artistic, athletic, and extracurricular pursuits throughout the community, and we foster a strong sense of school spirit, community, and pride through the provision of resources and financial assistance.
Article II – Membership
Section 2.01. Eligibility. All parents, guardians, coaches, faculty, administrators, community members, business leaders, students, or alumni interested in supporting the objectives and purposes of the Club – without discrimination on the basis of race, color, religion, gender, sexual orientation, national origin, or disability – are eligible and encouraged to attend meetings, contribute ideas, provide volunteer assistance, and otherwise help the Club achieve its purpose.
Section 2.02. Dues. The Club may establish annual membership dues as a fundraiser. No purchase is necessary to be a volunteer or attend or speak at meetings. The amount and payment schedule for dues shall be determined by the Executive Board. Parents, families, faculty, and members of the general public may, at their discretion, purchase an annual Club membership. The Club shall never offer "lifetime" memberships.
Section 2.03. Voting Rights. All Executive Board members and anyone who has volunteered in the past year, regularly attends meetings and is a volunteer in good standing with the club shall be considered voting members of the Club. If membership dues are enacted in the future, anyone who purchases a booster club membership will also retain voting rights.
Section 2.04. Rights and Responsibilities. Members shall have the right and responsibility to attend meetings and events sponsored by the Club, serve on committees, and be nominated and elected to Executive Board positions. Voting members shall have the right to vote for officers, review and approve the annual budget, and approve amendments to these bylaws.
Article III – Executive Board
Section 3.01. Membership. The Executive Board shall consist of the elected officers of the Club.
Section 3.02. Authority. The affairs, activities, and operation of the Club shall be managed by the Executive Board. The Executive Board shall transact necessary business during the intervals between the meetings of the membership and such other business as may be referred to it by the membership or these bylaws. It may create Standing and Special Committees, approve the plans and work of standing and special committees, prepare and submit a budget to the membership for approval, and, in general, conduct the business and activities of the Club.
Section 3.03. Quorum. A quorum of the Executive Board for the conduct of business shall consist of at least 51% of elected officers in attendance.
Section 3.04. Action Without a Meeting. Any action required or permitted to be taken at a meeting of the Board of Directors (including amendment of these bylaws) or of any committee may be taken without a meeting if all the members of the Board or committee consent in writing to taking the action without a meeting and to approving the specific action. Such consents shall have the same force and effect as a unanimous vote of the Board or of the committee as the case may be.
Section 3.05. Reimbursement. Executive Board members shall serve without compensation with the exception that expenses incurred in the furtherance of the Club's business are allowed to be reimbursed with documentation in accordance with the Club's financial policies, and prior approval.
Article IV – Officers and Their Elections
Section 4.01. Officers. The officers of this Club shall include one President, one or more Vice Presidents, a Secretary, a Treasurer, and such additional officer(s) as may be elected or appointed by the Executive Board from time to time.
Section 4.02. Election. A nominating committee composed of the current President and at least one additional officer shall begin seeking nominees in [March] of the year in which the candidates will be elected and develop a slate of candidates. The candidates shall be announced to the membership as soon as possible. Additional nominees may be solicited from the floor on the day of the election. Only those who have consented to serve shall be eligible for nomination, either by the committee or from the floor. Officers shall be elected at the June meeting of the Club by the members present. Officers shall assume their official duties beginning with the first meeting of the following school year following their election.
Section 4.03. Term. Officers shall serve a one-year term.
Section 4.04. Vacancies. A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the remaining members of the Executive Board.
Section 4.05. Attendance. Absence of any board member from two consecutive regular meetings of the board, unless on account of sickness or authorized by resolution of the board, shall be sufficient cause for the remaining members of the board to declare by resolution that such board member position is vacated.
Article V – Duties of Officers
Section 5.01. President. The President shall be the principal executive officer of the Club and, subject to the control of the Executive Board shall in general supervise and control all of the activities of the Club. The President shall be a member of the Executive Board and, when present, shall prepare meeting agendas and preside at all meetings of the Executive Board and all meetings of the membership. The President shall vote only in the case of a tie in a vote of the Executive Board or the membership. The President shall select and appoint the chairpersons of all Standing and Special Committees and shall be an ex-officio [a member by virtue of holding another office] member of all committees of the Club.
Section 5.02. Vice President(s). The Vice President shall be a member of the Executive Board and, in the absence of the President, shall perform the duties of the President. The Vice-President shall perform such other duties as are assigned by the President or the Executive Board.
Section 5.03. Secretary. The Secretary shall be a member of the Executive Board. The Secretary shall keep the minutes of the proceedings of the membership and the Executive Board, shall see that all notices are duly given in accordance with these Bylaws, shall be responsible for the publishing of meeting minutes, shall manage and keep an accurate tally of the volunteer records, shall regularly monitor the Club's postal mail and email accounts, and, in general, perform all duties incident to the office of Secretary and such other duties as may be assigned by the President or the Executive Board.
Section 5.04. Treasurer. The Treasurer shall be a member of the Executive Board. The Treasurer is the authorized custodian to have oversight of all funds of the Club in accordance with the Club's financial policies. The Treasurer will organize, document, and record all financial activities. The Treasurer will be diligent and conscientious in ensuring all funds are received and spent in accordance with the Club's tax-exempt purpose, bylaws and budget. The financial records belong to the Club and must be available to all officers and members upon request.
ARTICLE VI – FINANCIAL POLICIES
Section 6.01. Fiscal Year
The fiscal year of the Booster Club shall begin on July 1 and end on June 30 unless otherwise determined by the membership.
Section 6.02. Banking
All funds of the Booster Club shall be deposited into accounts approved by the Executive Board at a financial institution selected by the organization.
The Booster Club shall maintain its own bank accounts separate from any personal or school district accounts.
Section 6.03. Authorized Signers
The President, Treasurer, and up to one additional officer approved by the Executive Board shall be authorized signers on all Booster Club accounts.
Any expenditure over $500 shall require approval by the membership or Executive Board as determined by club policy.
Checks or electronic payments over $1,000 shall require approval from two authorized officers.
No signer shall approve payment to themselves without review and approval by another authorized officer.
Section 6.04. Budget
A proposed annual budget shall be presented by the Treasurer and approved by the membership at the beginning of each fiscal year.
Expenditures not included in the approved budget must receive approval from the Executive Board or membership before funds are spent.
Section 6.05. Disbursement of Funds
Funds of the organization shall be used only to support the purposes and objectives of the Booster Club.
All requests for reimbursement must include receipts or supporting documentation and be submitted within 60 days of the expense unless otherwise approved by the Executive Board.
The Treasurer shall maintain accurate records of all receipts and disbursements.
Section 6.06. Financial Reporting
The Treasurer shall provide a financial report at each regular meeting, including current balances, income, expenses, and outstanding obligations.
Financial records shall be available for review by any member in good standing upon reasonable request.
Section 6.07. Audit or Financial Review
At the end of each fiscal year, or whenever there is a change in Treasurer, the financial records shall be reviewed by a committee of at least two members who are not authorized signers on the account.
The committee shall verify balances, review records for accuracy, and report its findings to the membership.
Section 6.08. Fundraising All fundraising activities conducted in the name of the Booster Club must receive prior approval from the Executive Board.
Funds raised for the Booster Club shall be used for approved organizational purposes and not for the personal benefit of individual members.
Section 6.09. Debit Card Usage
The Executive Board may authorize the use of a Booster Club debit card for approved organizational expenses.
Debit cards may only be issued to authorized officers approved by the Executive Board. Cardholders shall use the card solely for Booster Club business and shall exercise responsible oversight of all transactions.
Personal purchases are strictly prohibited. Any accidental personal charge must be reimbursed to the Booster Club immediately.
Receipts and supporting documentation for all debit card transactions must be submitted to the Treasurer within 14 days of purchase whenever possible.
The Treasurer shall review all debit card transactions and report them as part of the regular financial report.
The Executive Board reserves the right to revoke debit card privileges at any time.
ATM cash withdrawals are prohibited unless specifically approved in advance by the Executive Board for a designated event or activity.
Section 6.10. Cash Handling Procedures
At all Booster Club events involving cash sales, including concessions, ticket sales, merchandise sales, or fundraising activities, at least two unrelated individuals should be responsible for handling and counting cash whenever practical.
A starting cash amount for each event cash box shall be documented before the event begins.
At the conclusion of each event, cash should be counted and verified by two individuals whenever possible. If only one volunteer is available at the close of an event, that individual shall document the cash count and submit the funds and tally sheet to the Treasurer or another officer for verification as soon as practical.
Funds should be deposited into the Booster Club bank account as soon as reasonably possible following the event. Whenever practical, deposits should be made within five business days.
Booster Club funds shall not be kept in personal residences, vehicles, or personal bank accounts except temporarily as necessary for transport to the bank.
The Treasurer shall maintain records of all event income, deposits, and supporting documentation.
Electronic payment methods, including credit card readers or online payment platforms, may be used when approved by the Executive Board. All associated accounts must remain under the control of the Booster Club and not tied to personal accounts whenever possible.
Section 6.11. Reserve and Investment Accounts
The Booster Club may establish savings or investment accounts for the purpose of holding reserve funds and earning interest on organizational assets.
Permitted accounts may include federally insured savings accounts, money market accounts, certificates of deposit (CDs), or similar low-risk financial products approved by the Executive Board.
The Booster Club shall not invest funds in individual stocks, mutual funds, cryptocurrency, speculative investments, or other high-risk securities.
Any transfer of funds into or out of a reserve or investment account must be voted on and approved by the executive board. Approval shall be documented in the official meeting minutes.
The Treasurer shall be responsible for carrying out approved transactions and maintaining records of all reserve and investment account activity.
All reserve and investment accounts shall remain in the name of the Booster Club and under the organization’s tax identification number.
Section 6.12. Loans
No Loans shall be made by the Club to its officers or members.
Section 6.13. Financial Record Retention
The Booster Club shall maintain complete and accurate financial and organizational records.
Financial records, including bank statements, deposit records, receipts, invoices, reimbursement requests, tax filings, financial reports, audit or review documents, and supporting documentation, shall be retained for seven years.
Permanent records of the organization, including Articles of Incorporation, bylaws and amendments, IRS determination letters, meeting minutes, annual reports, and major legal or tax documents, shall be retained permanently.
Records may be maintained in physical or electronic form and shall be transferred to the incoming Treasurer or other designated officer at the conclusion of an officer’s term.
The Executive Board shall ensure that organizational records are reasonably protected from loss, damage, or unauthorized access.
Section 6.14. Insurance. If Club produces any event having attendees, Club must have an insurance policy in place to protect Club and Executive Board members from liability that takes place at the event.
Article VII – Meetings
Section 7.01. Regular Meetings. Regular meetings will occur as decided on at the previous meeting, a time that works for the most members. August through June, with an optional meeting in July. Regular meetings are open to the public. Meetings will be conducted in a convenient, accessible location and/or via video conferencing. Meeting dates, times, and locations will be posted on Club's website at least thirty days prior to each meeting.
Section 7.02. Special or Emergency Meetings. In rare occurrences, additional meetings may be required. The Executive Board will notify members via email, phone, or face-to-face conversation of the meeting date, time, and location.
Section 7.03. Executive Board Meetings. The Executive Board may, at its discretion, meet to prepare for general membership meetings and to conduct the affairs of the Club. These meetings may or may not be open to the public at the Board's discretion.
Section 7.04. Quorum. The members present at any regular meeting of the Club, provided three or more members are present, shall constitute a quorum for the transaction of business. In the absence of a quorum the membership may not take action. In that event, any matter brought before the membership at a meeting at which quorum is not present shall be discussed and decided by the Executive Board.
Section 7.05. Participation in Meeting by Video or Audio Conference Call. Members of the Executive Board may participate in a meeting through use of video or audio software/applications or similar communications equipment, so long as members participating in such meeting can hear one another.
Section 7.06. Parliamentary Procedure. The rules contained in the current edition of "Robert's Rules of Order Newly Revised" shall govern the Club in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Club may adopt.
Article VIII – Conflicts of Interest
Section 8.01. Existence of Conflict, Disclosure. The Executive Board, volunteers, and contractors of Club should refrain from any actions or activities that impair, or appear to impair, their objectivity in the performance of their duties on behalf of the Club. A conflict of interest may exist when the direct, personal, financial, or other interest(s) of any Club Executive Board member or volunteer or contractor competes or appears to compete with the interests of the Club. If any such conflict of interest arises the interested person shall call it to the attention of the Executive Board for resolution. If the conflict relates to a matter requiring board action, such person shall not vote on the matter. When there is a doubt as to whether any conflict of interest exists, the matter shall be resolved by a vote of the Executive Board, excluding the person who is the subject of the possible conflict.
Section 8.02. Nonparticipation in Vote. The person having a conflict shall not participate in the final deliberation or decision regarding the matter under consideration and shall retire from the room in which the Board is meeting. However, the person may be permitted to provide the Board with any and all relevant information.
Section 8.03. Minutes of Meeting. The minutes of the meeting of the Board shall reflect that the conflict was disclosed and the interested person was not present during the final discussion or vote and did not vote on the matter.
Section 8.04. Annual Review. A copy of this conflict of interest statement shall be furnished to each Executive Board member, volunteer, and contractor who is presently serving the Club, or who hereafter becomes associated with the Club. This policy shall be reviewed annually for information and guidance of Executive Board members and volunteers and contractors, and new Executive Board members and volunteers and contractors shall be advised of the policy upon undertaking the duties of their offices.
Article IX – Indemnification
Every member of the Executive Board of the Club may be indemnified by the Club against all expenses and liabilities, including counsel fees, reasonably incurred or imposed upon such members of the Board, officer or employee in connection with any threatened, pending, or completed action, suit or proceeding to which she/he may become involved by reason of her/his being or having been a member of the Board, officer, or employee of the Club, or any settlement thereof, unless adjudged therein to be liable for negligence or misconduct in the performance of her/his duties. Provided, however, that in the event of a settlement the indemnification herein shall apply only when the Board approves such settlement and reimbursement as being in the best interest of the Club. The foregoing right of indemnification shall be in addition and not exclusive of all other rights which such member of the Board, officer or employee is entitled.
Article X – Dissolution
In the event of dissolution of the Club, any remaining assets shall be combined into a money market account that will serve as a scholarship fund. These funds will be distributed as yearly scholarships to eligible Pe Ell Highschool Seniors. Recipients and scholarship amounts will be determined by the Pe Ell Education Association until funds run out. This will be determined by a majority vote of the members at the time of dissolution.
Article XI – Amendments
These Bylaws may be amended at any regular or special meeting of the membership by a majority vote of the members present, provided that at least thirty (30) days' notice of the proposed amendments has been made to the membership, or alternatively the membership waives the required notice.
Article XII – Adoption
These bylaws shall be adopted upon approval by a majority vote of members present at a regular meeting of the Club.
Article XIII – Effective Date
These bylaws shall take effect immediately upon adoption.
Date of Adoption: June 7th 2026
President: [Whitney Wooster]
Vice President: [Amy Nelson]
Secretary: [Tammy Markee]
Treasurer: [Brittany Kaech]