ARTICLE I

 

Structure of the Boosters

Section 1.1 Purpose: These bylaws shall constitute the bylaws of the BBR Boosters, Inc. (hereinafter referred to as the “Boosters”), a corporation formed primarily for the following purposes: (1) to create and encourage a sense of community by
promoting school spirit, investing time and resources in our students, and partnering with the families of all BASIS students. (2) to enable the teachers and administration to focus on educating our children, through our volunteerism and fundraising. (3) To
endeavor to show compassion, humility, and integrity. By modeling these behaviors for our children we strive to develop strong, capable, and caring students. 

​

Section 1.2 Personal Application: All present or future parents, guardians, teachers, and administrative officials of the School who subscribe to the objectives of the Boosters are subject to the regulations of these Bylaws as set forth herein.

 

Section 1.3 Non-Profit Corporation: The Boosters is a Louisiana not-for- profit corporation, and is organized and existing under and by virtue of the laws of the State of Louisiana as same pertains to the application of corporate activities and the School.
The Boosters shall be noncommercial, nonsectarian, and nonpartisan. The office of the Boosters shall be located at the School.

 

Section 1.4 Organizational Seal: The Boosters shall not have a seal.

 

ARTICLE II

Membership and Voting Provisions

Section 2.1 Membership: Full membership in the Boosters shall be limited to parents and legal guardians of children attending the School, teachers, and administrative officials of the School who subscribe to the objectives of the Boosters.

 

Section 2.2 Member Votes: Each full member shall have one (1) vote in the Boosters. In the event a member ceases to be a parent or legal guardian of a student attending the School, teacher or administrative official of the School, either voluntarily
or by operation of law, such member’s Membership shall automatically terminate.

 

Section 2.3 Majority: A “majority of Members” as used in these Bylaws shall mean those Members holding fifty-one percent (51%) of the votes in the Boosters. A majority of the votes of Members present at any meeting shall decide any question unless the Bylaws, Articles of Incorporation, or applicable law shall provide otherwise, and in such an event, the voting percentage required in the Bylaws, the Articles of Incorporation or such applicable law shall control.

 

Section 2.4 Voting: At all meetings, except for the election of the Board, all votes shall be by voice, unless the Board determines that a vote shall be done by ballot. For election of members of the Board and for those votes deemed to be done by ballot, the
ballots shall be provided by the Boosters, and there shall not appear any place on such ballot that might tend to indicate the person who cast such ballot. Ballots are unnecessary when voting for the Board if the candidates are unopposed. At all votes
by ballot, the presider of such meeting shall, prior to the commencement of balloting, appoint a committee of three (3) whom shall act as “Inspectors of Election” and who shall, at the conclusion of such balloting, certify to the presider the results and those
results shall be included in the minutes of that meeting. No “”inspector of Election” shall be a candidate for office or shall be personally interested in the question voted upon.

 

ARTICLE III

Meetings of the Membership

Section 3.1 Place: The time and place for all meetings shall be designated by the Board of Directors of the Boosters and stated in the notice of meeting.

 

Section 3.2 Notices: It shall be the duty of the Secretary or other officer to prepare a notice of each annual, general, or special meeting, stating the time and place thereof which shall be sent by electronic mail and/or posted on the Booster website or Facebook group page (no notice shall be required to be delivered personally), at least seven (7) days, but not more than sixty (60) days, prior to such meeting. Notices of the meeting shall state the purpose therein. Meetings shall be held at a location to be determined by the Board.

 

Section 3.3 Annual Meetings: An annual meeting of Members shall be held, in the spring session of each year, for the purpose of appointing directors, electing officers and transacting other business authorized to be transacted by the Members. The Annual Meeting shall be held at a location to be determined by the Board.

 

Section 3.4 General Meetings: General meetings will be held, at a minimum, three (3) times during each fiscal year.

 

Section 3.5 Special Meetings: Special meetings of the Members for any purpose or purposes may be called by the President or by the Vice-President whenever deemed expedient or necessary. The President or Vice-President shall call a special meeting of the Members when so requested by the majority of Members, or when so instructed by the majority of the Board of Directors. The Notice shall state
the reason(s) that the meeting has been called, the business to be transacted at such meeting, and by whom it was called. No other business but that specified in the notice may be transacted at such Special Meeting without a majority consent of the attendees at such Special Meeting. Special Meetings shall be held at a location to be determined by the Board.

 

Section 3.6 Quorum: At any meeting of the Members, those present in person shall constitute a quorum for the transaction of business except as otherwise provided by statute or the Articles of Incorporation.

 

Section 3.7 Irregularities: All information and/or irregularities in calls, notices of meetings and in the manner of voting, form of proxies, credentials, and method of ascertaining those present, shall be deemed waived if no objection is made at the meeting.

 

Section 3.8 Order of Business: The format of a Regular Meeting shall be as follows: (1) certify quorum; (2) approval of the minutes of the preceding meeting; (3) reports of Board, if necessary; (4) reports of committees, if needed; 5. old and unfinished business; (6) new business; and (7) adjournment. We will adopt Robert’s Rules of Order for all meeting proceedings.

 

ARTICLE IV

Board of Directors

Section 4.1 Membership: The Executive Board shall consist of (4) elected positions: the President, Vice-President, Secretary, and Treasurer. The Board of Directors shall consist of nine (9) Members—The Executive Board plus three appointed Committee ChairPersons by the Executive Board: Room Parent Chair, Fundraiser Chair, and the Events Chair plus two non-voting members: The Parliamentarian and Past President. The Parliamentarian shall be appointed by the President. The Parliamentarian will serve as a consultant during all board and general meetings as an advisor to the Board. This Past President will serve as an advisor to the Board. The Executive Board members shall be elected by a general election of the Booster membership. Each member of the Board shall be a Member of the Boosters and shall reside in the State of Louisiana. A Booster Presidential Board nominee shall be limited to a currently serving Board member (voting or non-voting) or Committee Chairperson only.

 

Section 4.2 Organizational Meeting: The organizational meeting of the Board of Directors shall be held at such place and at such time as to be determined by the Directors.

 

Section 4.3 Removal of Directors: At any time after the first meeting of the Members, any one or more of the Directors may be removed with cause by the affirmative vote of the Members casting not less than two-thirds (2/3’s) of the total voters present at such meeting, and a successor may then and there be elected to fill the vacancy. A Board member may be represented by counsel upon any removal hearing. The Board shall adopt such rules for this hearing, as it may in its discretion, consider necessary for the best interests of the Boosters.

 

Section 4.4 Vacancies on Board of Directors: If the office of any Director or Directors becomes vacant by reason of death, resignation, retirement, disqualification, removal from office, disability or otherwise, a majority of the remaining directors, though less than a quorum, shall choose a successor or successors, who shall hold office for the balance of the unexpired term.

 

Section 4.5 Disqualification and Resignation of Directors: Any Director may resign at any time by sending written notice, to the President and the Secretary. Unless otherwise specified therein, such resignation shall take effect upon receipt by the President and/or Secretary. More than three (3) consecutive absences from the regular meetings of the Board of Directors shall automatically constitute a resignation to be effective as of the conclusion of the last missed meeting, unless a majority of the Board decides that this provision should not apply due to exceptional circumstances. In the event a Director ceases to be a Member as described in Section 2.1 of these Bylaws, the Directorship shall immediately and automatically terminate.

 

Section 4.6 Regular Meetings: The Board of Directors may establish a schedule of regular meetings to be held at such time and place as the Board of Directors may designate. Fifty percent (50%) of the members of the Board shall constitute a quorum. Each Board member shall have one vote and such voting may not be done by proxy. The Board may make such rules and regulations covering its meetings at its discretion.

 

Section 4.7 Powers and Duties: The Board of Directors shall have the powers and duties necessary for the administration of the affairs of the Corporation. These powers shall include the following:

A. To establish and collect dues from its Members (the “Dues”), and use and expend the Dues to carry out the purpose and powers of the Boosters;
B. To employ, dismiss and control the personnel necessary for the operation of the Boosters, including the right and power to employ attorneys, accountants, contractors, and other professionals as the need arises;
C. To engage in the management of the business affairs of the Boosters;
D. To use and disburse the proceeds of Dues in the exercise of its powers and duties;
E. To enforce by legal means, if necessary, the provisions of the Articles of Incorporation, the Bylaws and Rules and Regulations of the Boosters, if any, and other documents and laws respecting the Boosters.
F. To create and supervise such committees for the School as the Board shall deem necessary and appropriate.

 

Section 4.8 Special Meetings: Special meetings of the Board of Directors may be called by the President on three (3) days notice to each Director, given personally or by posting on selected bulletin boards, which notice shall state the time, place (as hereinabove provided) and purpose of the meeting. Special meetings of the Board of Directors shall be called by the President or Secretary in like manner and on like notice on the written request of at least two-thirds (2/3’s) of the Directors.

 

Section 4.9 Waiver of Notices: Before or at any meeting of the Board of Directors, any Director may, in writing, waive notice of such meeting and such waiver shall be deemed equivalent to the giving of such notice. Attendance by a Director at any meeting of the Board shall be a waiver of notice by him of the time and place thereof. If all the Directors are present at any meeting of the Board, no notice shall be required and any business may be transacted at such a meeting.

 

Section 4.10 Board of Directors Quorum: At all meetings of the Board of Directors, a majority of the Directors shall constitute a quorum for the transaction of business, and the acts of the majority of the directors present at a meeting at which a quorum is present shall be the acts of the Board of Directors. If at any meeting of the Board of Directors, there should be less than a quorum present, the majority of those present may adjourn the meeting from time to time. At any such adjourned meeting, any business which might have been transacted at the meeting as originally called may be transacted without further notice.

 

Section 4.11 Fidelity Bonds: The Board of Directors may require that all officers and employees of the Boosters handling or responsible for Boosters funds shall furnish adequate fidelity bonds or coverage. The premiums on such bonds or coverage shall be paid by the Boosters.

 

ARTICLE V

 

Officers

 

Section 5.1 Elective Officers: The Executive Board of the Boosters shall be President, Vice-President, Secretary, and Treasurer.

 

Section 5.2 Term: The President and the Treasurer shall be elected for two-year terms. At the conclusion of the President's two-year term, the President will serve one additional year on the Board as Past President. All other officers shall be elected for one-year terms. Newly elected Booster officers shall hold office from the calendar day following the final school day during the school year in which they are elected. Exiting Booster officers will be relieved of voting duties on the last day of the school year elected to serve but held responsibilities to complete all responsibilities outlined in bylaws through the close of the financial year. If the office of any officer becomes vacant for any reason, the vacancy shall be filled by the Board of Directors via appointment.

​

Section 5.3 President: The President’s responsibilities are, at a minimum, the following:

​

 

• Shall be the chief executive officer of the Boosters and shall preside at all meetings of the Members.

• Shall, subject to the control of the Board of Directors, have executive powers and general supervision over affairs of the Boosters.

• Shall have the power to appoint individuals to act as Chairman of Standing Committees and shall be an ex officio member of all standing committees, except the Nominating Committee.

• Shall present at each Annual Meeting of the Boosters an annual report of the work of the organization.

• Shall see all books, reports, and certificates required by law are properly kept or filed, including, but not limited to, the insurance of the Boosters. The President, or a Board member designee, shall be the contact person for such documents.

• Shall be one of the designees who may sign the checks, drafts, or electronic banking of the organization.

• Shall be the primary liaison in representing the organization to the administration of the school.

​

Section 5.4 Vice-Presidents: The Vice President's responsibilities are, at a minimum, the following:

​

• Shall perform such duties as from time to time may be assigned to him/her by the President or the Board of Directors.

 

Section 5.5 Secretary: The secretary’s responsibilities are, at a minimum, the following:

​

 

• Shall keep minutes of all meetings of the Board of Directors and of all Meeting of the Members;

• Shall see that all notices are duly given in accordance with the provisions of these Bylaws or as required by law;

• Shall be the custodian of the corporate records.

• Shall file any certificate required by any statute, federal, or state.

• Shall be designate Statutory Agent of the Boosters, identified with the filing of the annual report;

• Shall be the official custodian of the records of the Boosters;

• Shall present to the membership at any meetings any communication addressed to the Secretary of the organization;

• Shall submit to the Board any communications that is addressed to the Secretary of the Boosters;

• Shall attend to all correspondence of the organization and shall exercise all duties incident to the office of Secretary;

• Shall in general, shall perform duties incident to the office of Secretary and such duties as from time to time shall be assigned by the President or the Board of Directors.

 

Section 5.6 Treasurer: The treasurer’s responsibilities are, at a minimum, the following:

​

 

• Must be one of the designees who shall sign checks or drafts of the organization;

• Shall render at stated periods, as the Board shall determine, a written account of the finances of the organization;

• Shall provide an end-of-the-year statement and all financial documents;

• Shall have charge and custody of and be responsible for all the funds and securities of the Corporation;

• Shall receive monies due and payable to the Corporation from any source whatsoever, and deposit all monies in the name of the

• Corporation in such banks, trust companies or other depositories as shall be selected in accordance with the provisions of these Bylaws;

• Shall keep such regular books and accounts as may be necessary and appropriate for the orderly management of the Corporation’s affairs, or have such books and accounts kept under his direction and supervision;

• Shall render statements of such accounts to the President, Directors or Members when so requested.

• Shall, in general, shall perform all of the duties as from time to time shall be assigned by the Board of Directors.

• Shall exercise all duties incident to the office of the Treasurer.

• Shall provide monthly financial statements to the Board.

• If required by the Board of Directors, the Treasurer shall give bond for the faithful performance of his or her duties in such sum and with such surety or sureties as the Board of Directors shall determine

​

Section 5.7 Parliamentarian:

​

 

• Shall, in general, serve as an expert in rules of order and the proper procedures for the conduct of meetings of deliberative assemblies.

• Shall assist the organization in the drafting and interpretation of bylaws and rules of order, and the planning and conduct of meetings.

• should remain a member of the Board without any voting privileges or ability to provide opinion or take a position on the topic other than advisory in best interest of the Booster Club

• Will be a non-voting member of the Executive Board

 

Section 5.8 Past President:

​

 

• Shall on-Board the President, in general, Pass down knowledge and best practice methods.

• Shall exchange all written, documented and BASIS Booster property that has been obtained from previous years.

• Shall assist the organization decisions based on prior organizational knowledge.

• Will be a non-voting member of the Executive Board

 

Section 5.9 Assistant Offices: One or more offices of Co-President, Assistant Vice- President, Assistant Secretary or Assistant Treasurer may from time to time be established by a majority vote of the Board of Directors, and the persons appointed or elected to such offices shall assist in the performance of the duties of the designated office and such other duties as shall be assigned to them by the President, Vice- President, Secretary, or Treasurer, as the case may be as, or by the President or the Board of Directors. These positions are non-voting positions.

 

Section 5.10 Nominating Committee: A “Nominating Committee” for the selection of officers shall be appointed by the Board of Directors and shall consist of three (3) Members. The Nominating Committee shall confirm each nominee’s eligibility under
these Bylaws and secure the consent of the nominees to serve and shall submit the name of all eligible candidates for each elective office. The names of all eligible candidates shall be made available to the Members two (2) weeks prior to the Annual Meeting. Additional nominations may be made by the Members present at the meeting, provided such nominees are eligible to serve and consent to hold office if elected.

 

ARTICLE VI

 

Fiscal Management

 

Section 6.1 Depositories: The funds of the Boosters shall be deposited in such banks and depositories as determined by the Board of Directors from time to time, upon resolution approved by the Board of Directors, and shall be withdrawn only upon checks and demands for money signed by the President, Treasurer, or other authorized signer of the Boosters. In no event shall the payee and the signor be the same person. Any single expenditure exceeding the sum of two hundred dollars ($200.00) which has not already been included in an approved budget must be first approved by the Board of Directors.

 

Section 6.2 Determination of Dues and Budget: The Board shall cause to be prepared an estimated annual budget for each fiscal year of the Boosters. Such budget shall take into account the estimated cash requirements for the year. The annual budget shall take into account the estimated net available cash income for the year from the operation or use of any fund raising activities. The annual budget shall also provide for a reserve for contingencies for the year. To the extent that the dues and other cash income collected from the Members during the preceding year shall be more or less than the expenditures, the surplus or deficit, as the case may be, shall be taken into account in determining the annual budget. The estimated annual budget for each fiscal year shall be approved by the Board, and copies thereafter may be furnished by the Board to each Member upon request. In the event that the Board of Directors shall not approve an estimated annual budget or shall fail to determine new Dues for any year or shall be delayed in doing so, each Member shall continue to pay the amount of his prior respective Dues as last established.

 

Section 6.3 Records: The Board shall cause to be kept accurate records in chronological order of the receipts and expenditures specifying and itemizing the expense incurred. Expense vouchers may be approved in such manner as the Board may determine. All records and vouchers authorizing payments shall be available for examination by the Members at convenient hours designated by the Board.

 

Section 6.4 Fiscal Year: The fiscal year of the Boosters shall begin July 1 of every year and shall end on the 30th day of June of every year. The commencement date of the fiscal year herein established shall be subject to change by the Board should Boosters practice subsequently dictate.

 

Section 6.5 Books of Account: Book of account of the Boosters shall be kept under the direction of the Treasurer on a consistent basis in accordance with generally accepted accounting practices. An audit committee consisting of the Treasurer and two members-at-large may audit the books (1) week prior to the assumption of duties by the new officers. These member-at-large shall be appointed by Board and approved by the Head of School.

 

Section 6.6 Contracts: Unless otherwise provided by the Board, all contracts shall be executed on behalf of the Boosters by either the President or Vice- President and countersigned by the Secretary or Treasurer.

 

Section 6.6 Dissolution: In the event of dissolution or final liquidation of the Boosters, 1) All liabilities shall be paid and discharged, or adequate provision for payment and discharge shall be made. 2) All remaining assets shall be distributed to Basis Baton Rouge School.

 

ARTICLE VII

 

Committees

 

Section 7.1: Committees: All committees of this organization shall be appointed by the Board and their term of office shall be for a period of two years as defined by the Board. The Chair of each committee reports to one of the members of the Board, designated at the beginning of the term. Should a committee chair position become vacant during a current term, a new chair will be appointed by The Board of Directors.

 

Section 7.2: Committee Chairpersons: All Committee chairs shall be responsible for fulfilling their duties in accordance with the Committee and these Bylaws. Chairs shall give monthly report to the Board. Each Committee member and/or Chairperson shall be a Member of the Boosters. This would not preclude individuals from volunteering or helping committees in achieving their objectives, but if helping(spending any money and want a reimbursement must be a member Each committee chairperson should focus on the commitments of their individual committee. Should a committee have concerns with another committee, please formally submit your concern to the Secretary and Parliamentarian in writing.

 

ARTICLE VIII

 

Amendments of the Bylaws

 

Section 8.1 Amendment: These Bylaws may be altered, amended or added to by the affirmative vote of a majority of votes cast by the Members present at a regular meeting or a special meeting called for that purpose or by a unanimous vote of all members of the executive board during a regular executive board meeting.

 

Section 8.2 Inconsistencies: Notwithstanding the foregoing, these Bylaws shall not be amended to contain any provision which would be contrary to or inconsistent with the Articles of Incorporation as in effect and any provisions of or purported amendment to these Bylaws which is contrary to or inconsistent with the Articles of Incorporation shall be void to the extent of such inconsistency.

 

Article IX

 

Indemnification

 

The Boosters shall indemnify every Director and other officer, and agents of the Boosters to the maximum extent permitted by applicable law.

 

ARTICLE X

 

Construction

 

These Amended Bylaws supersede all prior versions of the Bylaws and any Amendments thereto. Any discrepancies or conflicts between the provisions of the current Louisiana state law statutes or applicable law, the Article and Bylaws, and the rules and regulations of the Boosters, if any, shall, unless otherwise provided, be resolved by giving priority first to the current Louisiana state law statutes or applicable law, second to the Articles, third to the Bylaws, and fourth to the rules and regulations, if any.

 

ARTICLE XI

 

Property Funds and Titles

 

All funds and the titles of all properties acquired by the Boosters and the proceeds thereof shall be held in trust for the Members of the Boosters.

 

ARTICLE XII

 

Board of Directors And Committee Chairs Code of Ethics

 

Members of the board (including ex officio members of the board and Committee Chairs) shall at all times abide by and conform to the following code of conduct in their capacity as board members: 

 

Each member of the board of directors will abide in all respects by the BRB Boosters, Inc. code of ethics and all other rules and regulations of the association (including but not limited to the association's articles of incorporation and bylaws) and will ensure that their membership (or the membership of the entity for which they serve as officer, director, employee, or owner, as the case may be) in the association remains in good standing at all times. Furthermore, each member of the board of directors will at all times obey all applicable federal, state and local laws and regulations and will provide or cause to provide the full cooperation of the association when requested to do so by those institutions and their persons set in authority as are required to uphold the law.

 

Members of the board of directors will conduct the business affairs of the association in good faith and with honesty, integrity, due diligence, and reasonable competence.

 

Except as the board of directors may otherwise require or as otherwise required by law, no board member or committee chair shall share, copy, reproduce, transmit, divulge or otherwise disclose any confidential information related to the affairs of the association and each member of the board will uphold the strict confidentiality of all meetings and other deliberations and communications of the board of directors.

 

Members of the board of directors will exercise proper authority and good judgment in their dealings with association staff, suppliers, and the general public and will respond to the needs of the association's members in a responsible, respectful, and professional manner.

 

No member of the board of directors or committee chair will use any information provided by the association or acquired as a consequence of the board member's service to the association in any manner other than in furtherance of his or her board duties. Further, no member of the board of directors will misuse association property or resources and will at all times keep the association's property secure and not allow any person not authorized by the board of directors to have or use such property.

 

Each member of the board of directors will use his or her best efforts to regularly participate in professional development activities and will perform his or her assigned duties in a professional and timely manner pursuant to the board's direction and oversight.

 

Upon termination of service, a retiring board member or committee chair will promptly return to the association all documents, electronic and hard files, reference materials, and other property entrusted to a board member for the purpose of fulfilling his or her job responsibilities. Such return will not abrogate the retiring board member from his or her continuing obligations of confidentiality with respect to information acquired as a consequence of his or her tenure on the board of directors.

 

The board of directors dedicates itself to leading by example in serving the needs of the association and its members and also in representing the interests and ideals of the BASIS School.

 

No member of the board of directors shall persuade or attempt to persuade any member, exhibitor, advertiser, sponsor, subscriber, supplier, contractor, or any other person or entity with an actual or potential relationship to or with the association to terminate, curtail, or not enter into its relationship to or with the association, or to in any way reduce the monetary or other benefits to the association of such relationship.

 

The board of directors must act at all times in the best interests of the association and not for personal or third-party gain or financial enrichment. When encountering potential conflicts of interest, board members will identify the conflict and, as required, remove themselves from all discussion and voting on the matter. Specifically, board members and committee chairs shall follow these guidelines:
Avoid placing (and avoid the appearance of placing) one's own self-interest or any thirdparty interest above that of the association; while the receipt of incidental personal or third-party benefit may necessarily flow from certain association activities, such benefit must be merely incidental to the primary benefit to the association and its purposes.

 

Do not abuse board membership by improperly using board membership or the association's staff, services, equipment, resources, or property for personal or thirdparty gain or pleasure; board members shall not represent to third parties that their authority as a board member extends any further than that which it actually extends.

 

Do not engage in any outside business, professional or other activities that would directly or indirectly materially adversely affect the association.

 

Do not engage in or facilitate any discriminatory or harassing behavior directed toward association staff, members, officers, directors, meeting attendees, exhibitors, advertisers, sponsors, suppliers, contractors, or others in the context of activities relating to the association.

 

Do not solicit or accept gifts, gratuities, free trips, honoraria, personal property, or any other item of value from any person or entity as a direct or indirect inducement to provide special treatment to such donor with respect to matters pertaining to the association without fully disclosing such items to the board of directors.

 

Provide goods or services to the association as a paid vendor to the association only after full disclosure to, and advance approval by, the board, and pursuant to any related procedures adopted by the board.

 

Any violation of the above listed standards or unethical behavior may be grounds to remove an individual from the board, especially if the behavior is preventing the board from functioning effectively.

 

Article XIII

 

Baton Rouge Basis (BRB) Boosters Financial Policy

 

1. In keeping with the organization’s leadership structure, no financial agreements, verbal or written, should be entered into without the advice and consent of the board. Individual board members are responsible for discussing proposed expenditures with the remaining members of the board and receiving a majority vote of approval before spending organization funds. The vote may take place via email or telephone in the interest of expediency. All votes must be reported to the Secretary for inclusion in the next board meeting following the vote. Any financial penalties or losses that accrue to a member of a committee or the board as a result of violating this policy will be the responsibility of the member. The board may, in its discretion, vote to approve an unauthorized expense if they find it to be in the best interest of the organization.

 

2. The checking account will have at least three authorized signers, the President and the Treasurer. Checks written for up to $499 may be signed by one member of the board, however the expense must still go through the normal approval process. Checks written for $500 or more require two authorized signers.

 

3. Minor expenditures ($25 or less) for a pre-approved project will be reimbursed after the submission of a properly executed reimbursement voucher (i.e. a committee member needs to run and grab more decorations for an approved activity that is about to begin). The committee or board member should still make an earnest attempt to receive verbal permission from a board member to ensure that the expense is deemed necessary. Do not hold on to multiple vouchers for mass turn-in at the end of the year. Such action impedes proper budgeting and accounting practices. Reimbursement vouchers should be turned in within two weeks of the event
for which the funds were utilized. Original or copied receipts must accompany the voucher.

 

4. Larger expenses should be planned for and requested in advance. The committee member or board member requesting the funds must complete a disbursement voucher and turn it in to the Treasurer with an invoice from the company or organization providing the product or service. If the request is approved, a check will be provided to the requester made out to the proper individual or organization. A disbursement vouchers or reimbursement voucher should be completed for every check written. This will help ensure every expense is properly accounted for and has an accompanying invoice or receipt.