Mission & Bylaws
Constitution and By-Laws of the
South County Athletic Boosters Club, Inc.
We hereby associate to form a non-stock corporation under the provision of Chapter 2 of Title 13.1 of the Code of Virginia and to that end set forth the following.
Article I -- Name
The name of this corporation shall be the South County Athletic Boosters Club, Inc. This is a service oriented, not-for-profit, incorporated organization. The principal office of the corporation shall be the South County High School, Department of Student Activities, 8501 Silverbrook Road, Lorton, Virginia, 22079.
Article II -- Purpose
Section 1. It shall be the purpose of the South County Athletic Boosters Club (SCABC) to promote, support and create interest in the South County High School athletic program among the students, parents, faculty and community-at-large.
Section 2. It shall further assist the athletic program of the school by providing financial, advisory and human resource support.
Section 3. Exempt Status: The Corporation is constituted so as to attract substantial support from contributions, directly or indirectly, from a representative number of persons in the community in which it operates and has not been formed for pecuniary profit or financial gain, and no part of the assets, income, or profit of the Corporation is distributable to, or inures to the benefit of, its directors, officers, members, or trustees. No substantial part of the activities of the Corporation shall be the carrying on of propaganda, or otherwise attempting, to influence legislation, and the Corporation shall not participate in, or intervene in (including the publishing or distribution of statements), any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of these Articles, the Corporation shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from federal income tax under Section 501 (c) (3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States internal revenue law), or (b) by a corporation, contributions to which are deductible under Section 170 (c) (2) of the Internal Revenue Code of 1986 (or corresponding provision of any future United States internal revenue law).
Article III -- Membership and Dues
Section 1. The membership of this SCABC shall be open to all parents and/or guardians of students, teachers, staff, administrators, patrons, and all adults having an interest in the athletic programs of the South County High School. All memberships shall be good for up to one year, beginning when dues are paid in full and expiring May 31st of each school year. Membership is paid individually.
Section 2. Membership in the SCABC is attained through the payment of annual dues as established by the Board of Directors.
Section 3. Members shall be eligible to participate in the SCABC meetings, elect the members of the Board of Directors and serve in any of the appointive or elective positions of the organization.
Section 4. Membership shall be of one type: Regular membership. Regular membership is available to individual people. Each membership shall be entitled to one vote in official meetings of the membership.
Article IV -- Governance
Section 1. The affairs of the SCABC will be managed by the Board of Directors, consisting of the elected officers and the chairperson of each standing committee. The executive board shall solely consist of the elected officers. Elected officers must have a current student at South County High School or rising 9th grader.
Section 2. The officers shall be elected at the last annual meeting of the membership and shall serve a one- year term. The president will appoint a selection committee consisting of at least three members in good standing of the SCABC membership. The selection committee shall recommend to the executive board their nominees to become chairpersons of the standing committees. Standing committee chairpersons shall be chosen by a majority vote of the executive board. Special committee chairpersons shall be selected by the president with the approval of the executive board.
Section 3. The Board of Directors shall be responsible for the general supervision of the affairs of the organization and shall:
Transact all SCABC’s business.
Define the scope and purpose of each of the standing committees and special committees.
Monitor the activities of all committees.
Prepare and present an annual report of the SCABC to the general regular membership.
Provide an annual audit of the SCABC’s financial position and report to the regular membership.
Fill in any vacancies on the Board of Directors, which occur, between annual meetings of the organization, if deemed necessary by the Board.
Section 4. The Principal and Director of Student Activities of South County High School shall serve as ex officio members of the Board of Directors but will be non-voting members.
Section 5. The Board of Directors shall hold at least six periodic meetings annually. These meetings can run concurrently with monthly meetings of SCABC.
Section 6. A quorum of one third of the Board members is required to conduct business of the SCABC (exclusive of the South County Secondary School principal and student activities director).
Section 7. The officers of the SCABC shall be president, vice president, recording secretary, corresponding secretary, and treasurer. They shall be elected annually from among all members in good standing to serve a term of one year.
Section 8. If an officer or director fails to attend three consecutive meetings of the Board or otherwise fails to perform any of his/her duties or obligations, he/she may be removed by the Board and the vacancy filled as provided for in Article IV, Section 3(f) hereof.
Article V -- Organization
Section 1. The Corporation is organized exclusively for charitable and educational purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code (or corresponding section of any future Federal tax code).
Section 2. Notwithstanding any other provision of these articles, the corporation shall not carry on any other activities not permitted to be carried on by a corporation exempt from Federal income tax under Section 501 (c) (3) of the Internal Revenue Code or corresponding section or any future Federal tax code. Section 3. Upon dissolution of this corporation, assets shall be distributed for one or more exempt purposes within the meaning of Section 501 (c) (3) of the Internal Revenue Code (or corresponding section of any future Federal tax code) i.e. charitable, educational, or scientific, or shall be distributed to the Federal government, or to a State or local government for a public purpose.
Article VI -- Officers
Section 1. The duties of the Officers of the SCABC shall be:
President – The president shall preside over all meetings of the membership and Board of Directors. He/she shall perform duties as customarily pertain to the office of president, or he/she may be directed to perform by the Board, including the appointment of committee chairpersons and committee members. The president shall be the ex officio member of all standing and special committees, except the nominating committee. The president shall meet quarterly with the South County High School Principal and/or Director of Student Activities to ensure the SCABC is properly supporting the school, coaches, and student-athletes.
Vice President – The vice president shall have and exercise all of the powers and duties of the president during his/her absence or inability to act. He/she shall also act as an assistant to the president and perform duties as he/she is directed. Vice President shall support all Standing Committees to ensure they are adequately staffed and maintained by the SCABC.
Recording Secretary – The Recording Secretary shall be the custodian of the permanent records of SCABC and shall keep the minutes of all meetings of the membership and the Board and perform such other duties as may be required by these By-laws or by the Board.
Corresponding Secretary – The Corresponding Secretary shall maintain a current list of members in a good standing and shall be responsible for notifying the membership with regard to all regular and special meetings of SCABC and perform such duties as may be required by these By-laws or by the Board to include supervision of the newsletter.
Treasurer – The Treasurer shall collect and have custody of all funds, securities and other assets of SCABC. He/she shall provide and maintain full and complete records of all assets and liabilities and report the financial position of the organizations at regular intervals to the Board and the regular membership. He/she shall establish bank accounts as directed by the Board, make prompt payment for all SCABC liabilities and disperse the assets of SCABC consistent with the finances of the organization. He/she shall perform duties that customarily pertain to the office of treasurer. In June, the treasurer shall deliver to the Board all records of accounts, for an annual audit by a special committee appointed by the Board.
Article VII -- Elections
The initial election of the officers of the SCABC shall take place at a time and place and in a manner determined by the Director of Student Activities of the South County Secondary School. Thereafter, the officers of the SCABC shall be elected at the annual meeting of the SCABC held in May. The officers shall assume their official duties on the first day of June, following the annual meeting.
Section 1. The President shall appoint a nominating committee in March, consisting of at least three members of the SCABC.
Section 2. The nominating committee shall select at least one (1) candidate for each elective office. All nominees must be SCABC members in good standing and consent to their nomination. The nominating committee shall present the slate of candidates to the Board of Directors at the regularly scheduled April meeting one month prior to the annual meeting of the Board.
Section 3. The corresponding Secretary shall notify the membership of the list of candidates at least fifteen (15) days prior to the May annual meeting, preferably at the April meeting. For annual election of officers, the corresponding Secretary shall determine the official membership list of record as of the date the board approves the nomination committee candidates for office.
Section 4. Nominations for the Board of Directors may also be made from the floor at the annual meeting, provided the nominee is a SCABC member in good standing, is present at the meeting and consents to the nomination.
Section 5. The SCABC may elect each officer by acclamation, if there is a single nominee for a particular office. If there is more than one candidate for an office, the election shall be by ballot, with a majority of votes required for election. If no candidate receives a majority, a second ballot shall be taken between the two candidates receiving the largest number of votes.
Article VIII – Standing Committees
Section 1. The chairpersons of the following standing committees shall be elected by the executive board, as defined by Article 4, Section 2. Each chairperson shall identify a number of SCABC members to serve on the committee. The size of the committee will be dictated by the purpose and scope of work. The standing committees include:
Membership Committee – shall work with Corresponding Secretary to actively engage in the recruitment of members and parent-volunteers for the Booster SCABC and maintain a listing of active members.
Volunteer / Services Committee – shall work with the Director of Student Activities to provide volunteer assistance as needed (such as Marshals) to the conduct of the athletic program. The service committee shall maintain a roster of contact persons associated with each of the athletic teams to serve as liaison with that sport and identify the volunteer needs.
Corporate & Community Sponsorships, Advertising, and Marketing Committee – shall work with Treasurer to organize and collect corporate and community sponsorships in exchange for banner and other advertising, shall collect and disseminate all appropriate information about the South County High School athletic program to create support and enthusiasm for the athletic program and to the local news media to call public attention to the accomplishments of the school’s athletes and teams. Shall oversee producing printed sports programs (fall, winter, spring) as well as all stadium and field house message board information and advertising.
Communications Committee – shall be responsible for working with the DSA to use school information systems to publish and distribute messages, requests, or other booster SCABC information to parents, students, coaches, and faculty.
Merchandise Committee – shall work with Treasurer to develop plans for raising funds to support the various programs of the SCABC through the sale of merchandise selected by the committee, such as clothing, decals, passes, and Letter Jackets.
Hospitality – shall plan and arrange for hospitality at SCABC supported sports award nights and all home activities deemed necessary by the Board.
Concessions – shall develop plans for raising funds to support the various programs of the SCABC through the planning, purchasing, and organization of concessions to be sold during athletic events.
Golf Tournament – shall lead all aspects of the annual golf-tournament fundraising campaign.
Information Systems/Webmaster – shall work with Treasurer to manage web site, SCABC e- mail accounts, and seamless integration with Point of Sale and banking systems.
Section 2. The president shall appoint and constitute special committees as deemed necessary to carry out the purposes of the SCABC.
Article IX -- Meetings
Section 1. The annual meeting of the SCABC membership shall be held in May of each year. The meeting shall be for the purpose of electing officers and members of the Board of Directors, presenting a report of the SCABC’s activities, establishing the annual dues, and transacting other business brought before it.
Section 2. Special meetings of the general membership shall be called by the Board of Directors.
Section 3. Notice of all general membership meeting, the members present shall constitute a quorum for the transaction of business.
Article X -- Rules of Procedure
Section 1. Except as otherwise provided in these By-laws, the meetings of the general membership and Board of Directors shall be conducted in accordance with Robert’s Rules of Order (as revised).
Section 2. Any question as to the proper interpretation of any of the provisions of the By-laws shall be determined by the Board of Directors.
Article XI -- Amendment of the By-laws
These By-laws may be amended at any annual meeting of the general membership or special meeting called for that purpose, by a majority vote of the members present.
Adopted by the membership of the South County Secondary Athletic Boosters Club, Inc.
Effective 08/12/2024
