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WESTLAKE DEMONS ATHLETIC BOOSTERS BYLAWS 

(Revised and Adopted June 2026) 

ARTICLE 1: ORGANIZATION NAME 

The name of this organization is Westlake Demons Athletic Boosters (“WDAB”). The organization is chartered in the State of Ohio and is not for profit under section 501(c)(3) of the Internal Revenue Code. No member shall have any legal or equitable ownership in any of its funds or property. 

The name shall not be associated with any enterprise without the authority of the membership. 

ARTICLE 2: PURPOSE 

The purpose of this organization is to unite parents, students, administration, faculty/staff, alumni, and the community in the common interest of supporting the Westlake High School (“WHS”) and Lee Burneson Middle School (“LBMS”) athletic programs and related activities of the Westlake City School District. 

WDAB shall collectively work with the Westlake school district to promote initiatives and projects to improve facilities, equipment and activities necessary to promote the athletic programs. To accomplish this purpose, the membership shall support, sponsor, and promote such fundraising activities as may be sanctioned by the membership. 

WDAB shall do nothing that violates the rules of the Ohio High School Association or in any way jeopardizes the membership of the school district in said athletic/activity association. 

ARTICLE 3: MEMBERSHIP 

Membership shall be open to all interested parties who have paid annual membership dues and have demonstrated a genuine interest in furthering the purpose of this organization. 

Membership, including paid membership dues, shall run for the 12-month period beginning July 1st of each year and ending June 30th of the following year. 

Membership Levels are determined annually by the Membership Committee and approved by the Officers. 

ARTICLE 4: MEETINGS 

Section 1: Meetings 

Regular Meetings 

Regular business meetings will generally be held on the first Thursday of each month. Meetings will be held at 7:00 pm. The Officers shall provide the community notice of its meeting dates and locations. The membership shall be notified in advance of the date of the meeting by the Officers by the same means as the regular meetings when a vote will be held on leadership and annual budget. 

The President shall preside over the meetings. In the President's absence, the Vice President or other Executive Board Member shall lead meetings. 

Solicitation of business activity or any attempt to sell products to the WDAB is prohibited during any meetings. Solicitations should be directed to the appropriate committee chairperson for consideration, and if applicable, a proposal will be presented to the membership. 

Special Meetings 

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

Section 2: Voting 

All members in good standing shall be entitled to one vote at all general membership meetings. 

For any proposed non-budgeted expenditure above $2,500, the membership must approve by a majority vote. 

Section 3: Quorum 

General Membership Meetings: A quorum shall consist of at least 7 members. Officers meetings: A quorum shall consist of 3 Officers. 

Proxies: There shall not be any proxies for voting. 

Section 4: Rules 

Robert’s Rules of Order shall govern all voting and meeting procedures.

ARTICLE 5: AMENDMENTS 

The Bylaws may be amended at a General Membership Meeting by the affirmative vote of the majority of the voting members present, provided 14 days notice of the proposed changes has been communicated to the members. Any WDAB member, including any officer, can propose changes to the Bylaws. 

ARTICLE 6: OFFICERS AND EXECUTIVE BOARD 

Section 1: Officers 

Officers of WDAB shall/will be designated as: President, Vice-President of Fundraising, Secretary, Treasurer, Director of Membership, Director of Special Events and Athletic Department Liaison, all of whom shall serve as members of the Executive Board. Each officer may be an approved signer on all checks. 

Section 2: Terms of Office 

Each officer term is two (2) years. Officers may serve multiple consecutive terms.

Section 3: Nominations and Elections 

Officers shall be elected at a meeting to be held no later than June 15th. The Officers shall create a Nominating Committee, with a minimum of three, by the March meeting. 

The Nominating Committee shall propose a single slate of candidates that will be provided to the membership by the April meeting. Additional nominations may be made by any current member provided said nomination is in writing (such as via email) and filed with the Secretary at least one (1) week prior to the presentation of the nominating slate. Written consent of the proposed nominee must also be filed with the Secretary by that date. Officers shall be elected by majority vote of the members in attendance at the May membership meeting. There shall be no proxy voting. 

Section 4: Qualifications 

Officers and Chairpersons must be dues paying members in good standing of WDAB by the October meeting. If an Officer misses three (3) consecutive meetings without just cause, he/she may be removed as an officer by the affirmative vote of a majority of the Officers. 

ARTICLE 7: DUTIES OF THE EXECUTIVE BOARD 

Section 1: Authority 

The governing body of WDAB shall consist of 6 (six) Officers. These positions shall have general control over all WDAB activity and committees. With a majority vote of the WDAB Officers, any Office, may for good cause, be declared vacant. 

Section 2: President 

1. Preside at all business and general membership meetings and the Executive Board. 

2. Serve as an ex-officio member of all committees. 

3. Provide general supervision, direction, and control of the business of WDAB.

4. Coordinate the work of the officers and committees. 

5. Represent or appoint a WDAB representative for meetings/discussions with the Westlake City School District, any Westlake PTA unit, Westlake City officials, and other community organizations. 

6. Pay expenditures approved by the general membership or Officers, in the absence of the Treasurer. 

7. Report any activity of the Executive Board during the previous month at each general membership meeting. 

8. Work with the Secretary to prepare an agenda for each meeting.

9. Subject to approval of the Officers, the President can establish any committee that he/she deems necessary to conduct business for WDAB. 

10.The President shall fill by appointment, subject to approval by the other Officers, any vacancies that occur during tenure in office. 

Section 3: Vice-President of Fundraising 

1. Perform the duties of the President in his/her absence. 

2. Assist the President in the performance of his/her duties. 

3. Oversee all WDAB fundraising activities. 

4. Coordinate and approve each individual team’s separate fundraising events, in consultation with other Officers, Athletic Director, and Varsity Coaches.

5. Keep a calendar of fundraisers for WDAB. 

Section 4: Secretary 

1. Keep an accurate record of the proceedings of all meetings of the general membership and the Executive Board. 

2. Prepare and disseminate preliminary copies of meeting minutes to the President, and to other Officers, committee chairpersons, and individuals, as appropriate.

3. Present the minutes of the previous general membership meeting at the current meeting for approval. 

4. Act as custodian of records of all WDAB activities, including minutes of previous meetings. 

5. Perform other administrative actions as assigned by the President.

6. Generate all correspondence to person(s) and agencies outside the organization as needed. 

Section 5: Treasurer 

1. Keep accurate records of all income and expenditures to and from the General Fund and any Special Funds. 

2. Collect all WDAB income and deposit in the appropriate accounts.

3. Establish Team Reserve Accounts as needed and maintain account balance records. 

4. Pay all expenditures approved by the general membership or Executive Board.

5. Prepare and present a current WDAB financial report at each regular meeting.

6. Prepare an annual financial report at the end of the fiscal year. 

7. Prepare and assist in the budget audits which will be held after the Fall, Winter and Spring sports seasons. 

8. Ensure that WDAB’s books/financials are reviewed by an independent auditor at the end of every fiscal year ending in an even year. 

9. File forms with organizations of the federal, state, and local governments, as required by law, including any forms necessary to be filed with the Internal Revenue Service, the Ohio Attorney General’s Office Charitable Law division, and the Secretary of the State of Ohio state registration (required every 5 years). 

10.Perform other finance related actions as assigned by the President.

11. Maintain banking relationships and ensure accounts remain in good status. 

Section 6: Director of Membership 

1. Coordinate annual membership drive. Contact previous year's members for renewal. 

2. Prepare and distribute membership information, compile and maintain a membership database with contact information. 

3. Provide membership information and updates at general membership meetings.

Section 7: Director of Special Events 

1. Lead the planning and execution of the primary annual fundraiser.

2. Coordinate booster sponsored events including committees, logistics, and day of operation. 

3. Collaborate with the board to ensure events reflect booster goals and priorities.

4. Provide support for fundraising initiatives and approvals when needed.

5. Review each event and identify opportunities to improve and grow. 

Section 8: Athletic Department Liaison 

1. Coordinate between the Athletic Department and WDAB regarding athletic and individual team request needs and ensure they are met. 

Section 9: WHS Athletic Director 

1. Serve as seventh voting member of the Executive Board in the event of a tie.

ARTICLE 8: COMMITTEES 

The WDAB Board consists of standing committee chairs that assist with the planning, programming, and budgeting of WDAB. 

Alumni/Community Relations Concessions 

Parliamentarian 

Scholarships 

Social Media 

Sports Programs 

Team Representative & Volunteer Coordinator 

Veteran’s Day 

Website 

W Shop 

WHS Representative LBMS Representative 

Committee chairs will normally serve a two-year term. Committee chairpersons may serve multiple consecutive terms. In the event of a chairperson vacancy, the Officers may, by majority vote, appoint a replacement at any time. Any Chairperson(s) can be removed from their position, for good cause, by a majority vote of the other Officers. 

Committees may be added or suspended based on the needs of the organization with a majority vote of the WDAB Officers. Each committee can undertake activities, spend and use resources as budgeted and approved by vote at the annual meeting and/or subsequent vote. Each committee will provide a monthly report to the membership. 

ARTICLE 9: FINANCIAL 

Section 1: Fiscal Year 

The fiscal year of WDAB will be from July 1 through June 30. 

Section 2: Check Signers 

All checks will require two signatures by any two Officers, one of whom must be the Treasurer. Electronic payments must be approved by two members of the Executive Board, one of which must be the Treasurer. 

Section 3: President Discretionary Expenditures 

The President may spend up to $200 for any one expenditure but shall not exceed a total of $1,000 per fiscal year without prior approval of the other Officers. The  President must provide documentation regarding the amount spent, event, and reason for expenditure and the expense approved by a majority of the Executive Board. 

Section 4: Budget 

Each team/coach should submit an annual “Needs” request to the Athletic Director for consideration of expenditures for the following school year. The Executive Board and Athletic Director will jointly review the team requests and make an overall budget recommendation. The President shall present to the general membership the proposed annual budget by June 30 for approval.  

Section 5: Ad Hoc Requests for Athletic Expenditures 

All requests for ad hoc expenditures must be submitted to the Athletic Director to review and then will provide a recommendation to the Executive Board and WDAB Board for consideration and a vote of approval. All ad hoc expenditures must be approved by a majority vote of the membership. All such expenditures will be coordinated with the Athletic Department or Board of Education as necessary. 

Section 6: Executive Board Discretionary/Hardship Fund 

The Executive Board may spend an amount budgeted annually to address hardship situations presented by a parent/guardian or the WHS or LBMS administration. These situations will be handled confidentially. The Executive Board will work with the WHS administration to consider these requests and confirm the validity of the request/need. 

Section 7: Awarding of Athletic Scholarships 

WDAB generally awards scholarships annually to graduating student athletes. The number of athletes recognized as awardees/recipients and the dollar value of the awarded scholarship will be determined annually during the selection process. The Scholarship Chairperson will consult with the Officers to determine a recommendation on the number and value of the scholarships. A minimum award of $500 per recipient will be made but higher amounts may be approved based on available funds. The committee may annually award up to ten scholarships for student athletes.  

For purposes of scholarship eligibility for student athletes, member dues must be paid by January 31st of the student's senior year and 3 volunteer shifts must be completed by the due date of application. Volunteer opportunities may include: shifts in concessions, the WShop, and/or volunteering at a WDAB sponsored event. 

A Scholarship committee consisting of a Chairperson and other committee members will determine recipients. The Scholarship committee will review applications submitted by student athletes and follow a set evaluation criterion in reviewing and determining recipients. It is preferable that the committee consist of a representative from each of the Junior Class (Chair), Sophomore Class and Freshman Class. Senior Class representatives cannot be on the Scholarship committee.

All scholarship applicants must have a WDAB membership affiliation: a parent, guardian, grandparent, etc. must be a WDAB member. 

ARTICLE 10: TEAMS AND TEAM REPRESENTATIVES 

Each head coach at WHS and LBMS shall identify a WDAB representative for their team. The position will represent all levels of the sport or team (such as JV, freshman, and middle school teams) as needed and should request alternate liaisons as appropriate. The designated representative must be in good standing as a WDAB Member by October 1st. 

Coaches and a team representative or alternate are expected to attend WDAB meetings. 

Teams can facilitate fundraising events (such as meet the team, car wash, restaurant nights, etc.) with approval/coordination from the Vice President of Fundraising. The purpose of this approval is to avoid conflict with other fundraising events.

Funds raised by individual teams must be deposited in a Team Reserve Account with WDAB. Withdrawals from this account should be coordinated with the WDAB Treasurer and will require agreement (e.g., email, etc.) from the head coach and the team representative. Documentation with receipts is required.

The WDAB President and Athletic Director will resolve any disputes regarding proposed withdrawals from Team Reserve Accounts. 

ARTICLE 11: ACCEPTANCE OF PURPOSE AND COMPLIANCE 

A member of the Board by assumption of that position thereby accepts the Bylaws of the WDAB as expressed in its purpose and agrees to comply with and be bound by the Articles of Incorporation and Bylaws of this organization.