Amended on April 24,2024
ARTICLE 1 – NAME
Sec. 1.1 The name of the organization shall be the Dublin Robotics Boosters.
ARTICLE 2 – PURPOSE
Sec. 2.1 The purpose of the organization shall be to aid the students and faculty of the Dublin City Schools Robotics teams by providing financial and administrative support, encouragement and assistance as needed. The organization may recruit students, teachers, parents, and community members with a goal of fostering a broad student interest and encouraging community participation. Said organization is organized exclusively for charitable, educational, and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code.
ARTICLE 3 – POLICIES
Sec. 3.1 The organization shall cooperate with Dublin City Schools and will adopt/adhere to their policies. Dublin City Schools Policy 9211 “District Support Organizations,” is of particular interest to booster organizations.
Sec. 3.2 Each member of the Executive Committee shall maintain the “What to Do When” document and shall deliver said updated document to his/her successor within thirty days of the close of the term of office.
Sec. 3.3 A copy of these adopted bylaws shall be on file with Dublin City School’s Central Office. They will be made available to members of the boosters and the public via the Robotic Booster’s website.
Sec. 3.4 The Boosters believe that providing the opportunity to participate is a vital function of the organization. As such, we will strive to provide such opportunities whenever it is financially feasible.
Sec. 3.5 The exiting President with collaboration from the Treasurer, is responsible for creating the next year’s budget, with pre-approval of the new president, prior to leaving office.
Sec. 3.6 Funds from the organization shall be used to further the stated purposes and shall not be used for personal gain. No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the purpose clause hereof. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization 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 this document, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or (b) by an organization, contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code, or corresponding section of any future federal tax code.
ARTICLE 4 – MEMBERSHIP
Sec. 4.1 Regular Membership. All parents and/or legal guardians of students who currently attend Dublin City Schools and all current faculty and staff of Dublin City Schools who are registered with the Dublin Robotics Booster organization, will be a “Regular” member in the organization. Regular Members shall have the right to attend and participate in all meetings and activities of the organization.
Sec. 4.2 Voting Membership. All Regular Members who are in attendance, and are registered with the Dublin Robotics Boosters shall be designated as Voting Members. All voting members shall have the right to vote on all issues before the membership, to nominate and elect officers.
Sec. 4.3 Honorary Membership. All parents and/or legal guardians of former students and former faculty of Dublin City Schools shall have the right to participate in the organization as Honorary Members. Honorary Membership may also be extended to other persons by a vote of the membership. Honorary Members shall have the same rights as Regular Members.
Sec. 4.4 Censure and Expulsion. A member that is deemed unproductive, disruptive or detrimental to the image, purpose and productivity of the organization may be excluded from the membership by two-thirds (2/3) majority vote of the voting members. Preceding the voting process, said member shall be issued a written warning and given an opportunity to correct the situation. If these above actions persist, said member will be given an opportunity to present a defense before the voting members and Executive Committee. If the vote to exclude is successful, the member will be immediately expelled from the organization. The member will be forever barred from the organization unless three-fourths (3/4) of the total active membership allows reinstatement.
ARTICLE 5 – MEETINGS
Sec. 5.1 Regular Meetings. At least four General Membership Meetings and two required parent meetings of the organization shall be held during each school year. These meetings will be scheduled in advance and announced at the Spring required Regular Membership meeting. The meetings will occur at regular intervals throughout the year. The time, place, and agenda for the meeting will be announced via email at least seven (7) days prior to the meeting with the exception of unforeseen circumstances or scheduling conflicts.
Sec. 5.2 Special Meetings. Additional meetings of the organization may be called, either by vote of the Executive Committee or by petition of a majority of the Voting Members. The time, place and agenda of all Special Meetings shall be announced at least seven (7) days prior to the meeting via email.
Sec. 5.3 Quorum. Those persons present at a properly called General Membership or Special Meeting shall be designated as a quorum and shall be entitled to take action on behalf of the organization.
Sec. 5.4 Voting. A majority vote of the Voting Members or Registered Members present at any meeting shall be required for all action to be taken by the organization.
ARTICLE 6 – OFFICERS
Sec. 6.1 Positions. The officers of the organization shall consist of a President, Vice President(s), Secretary, Treasurer, Assistant Treasurer, Faculty Advisors, and Past President. To qualify for nomination of a position, the candidate must have at least one current Dublin City School District student or a student who has graduated within the past four years of the current year,, a current regular member in good standing, an active participating member within the Robotics Boosters. Two persons may be nominated and elected to fill any single position. In this instance, both of the persons shall be given all of the rights and responsibilities of the office as enumerated herein. No Executive Committee Member shall receive, directly or indirectly any compensation for his or her services. The Executive Committee may authorize reimbursement of reasonable expenses incurred by Executive Committee Members in connection with support of the organization.
Sec. 6.2 President. The President shall be the principal executive officer of the organization and, subject to the control of the Executive Committee and the direction of the membership and advisors, shall in general supervise and control all of the activities and committees of the organization. The President will represent the organization within the school district and the community and shall perform all duties necessary to represent the organization in an appropriate manner. The President shall provide leadership and support of the Robotics programs in their respective areas. The President shall be a member of the Executive Committee and, when present, shall preside at all meetings of the Executive Committee and all regular membership meetings.. The President shall vote only in the case of a tie in a vote of the Executive Committee or the membership. The President shall train the Vice Presidents for the position of President and will act as a consultant to the newly elected officers. The President shall be responsible for providing the agenda to be presented at each general Booster Club meeting and at each Executive Club Committee meeting, with the collaboration of the Secretary, and shall have such other duties as may be prescribed by the Executive Committee. To be eligible to serve as President, a person must have 1 year of experience with FIRST robotics, or related experience with other organizations. For one fiscal year immediately following the expiration of the President’s final term, the President shall serve as Past President.
Sec. 6.3 Vice President, FRC. The Vice President, FRC shall be a member of the Executive Committee and, in the absence of the President, one Vice President, upon approval of the Board, shall perform the duties of the President. The Vice President, FRC shall perform such other duties as are assigned by the President or the Executive Committee. The Vice President, FRC will maintain full communication of all activities, reporting promptly to the Executive Committee. The Vice President, FRC will represent the organization and community; provide leadership and direction for activities and duties as assigned by the Executive Committee or President. The Vice President, FRC will be cooperatively responsible with the President for maintaining a budget and ensure that all proceeds from each fundraising event(s) or project(s) shall be reported directly to the Treasurer or Assistant Treasurer. The Vice President, FRC will work with the parents, students, advisors and community to maintain policy as set in these by-laws. To be eligible to serve as Vice President, FRC, a person should have 1 year of experience with FIRST robotics or related experience with other organizations.
Sec. 6.4 Vice President, FLL Challenge. The Vice President, FLL Challenge shall be a member of the Executive Committee and, in the absence of the President, one Vice President, upon approval of the Board, shall perform the duties of the President. The Vice President, FLL Challenge shall perform such other duties as are assigned by the President or the Executive Committee. The Vice President, FLL Challenge will maintain full communication of all activities, reporting promptly to the Executive Committee. The Vice President, FLL Challenge will represent the organization and community; provide leadership and direction for activities and duties as assigned by the Executive Committee or President. The Vice President, FLL Challenge will be cooperatively responsible with the President for maintaining a budget and ensure that all proceeds from each fundraising event(s) or project(s) shall be reported directly to the Treasurer or Assistant Treasurer. The Vice President, FLL Challenge will work with the parents, students, advisors and community to maintain policy as set in these by-laws. To be eligible to serve as Vice President, FLL Challenge a person should have 1 year of experience with robotics, or related experience with other organizations.
Sec. 6.5 Vice President, Fundraising. The Vice President, Fundraising shall be a member of the Executive Committee and, in the absence of the President, one Vice President, upon approval of the Board, shall perform the duties of the President. The Vice President, Fundraising shall perform such other duties as are assigned by the President or the Executive Committee. The Vice President, Fundraising will maintain full communication of all activities, reporting promptly to the Executive Committee. The Vice President, Fundraising will represent the organization and community; provide leadership and direction for activities and duties as assigned by the Executive Committee or President. The Vice President, Fundraising will be cooperatively responsible with the President for maintaining a budget and ensure that all proceeds shall be reported directly to the Treasurer or Assistant Treasurer. The Vice President, Fundraising will work with the parents, students, advisors and community to maintain policy as set in these by-laws. To be eligible to serve as Vice President, Fundraising, a person should have 1 year of experience with FIRST robotics, or related experience with other organizations.
Sec. 6.6 Vice President, Sponsorship. The Vice President, Sponsorship shall be a member of the Executive Committee and, in the absence of the President, one Vice President, upon approval of the Board, shall perform the duties of the President. The Vice President, Sponsorship shall perform such other duties as are assigned by the President or the Executive Committee. The Vice President, Sponsorship will maintain full communication of all activities, reporting promptly to the Executive Committee. The Vice President, Sponsorship will represent the organization and community; provide leadership and direction for activities and duties as assigned by the Executive Committee or President. The Vice President, Sponsorship will be cooperatively responsible with the President for maintaining a budget and ensure that all proceeds shall be reported directly to the Treasurer or Assistant Treasurer. The Vice President, Sponsorship will work with the parents, students, advisors and community to maintain policy as set in these by-laws. To be eligible to serve as Vice President, Sponsorship, a person should have 1 year of experience with FIRST robotics, or related experience with other organizations.
Sec. 6.7 Vice President, Grants. The Vice President, Grants shall be a member of the Executive Committee and, in the absence of the President, one Vice President, upon approval of the Board, shall perform the duties of the President. The Vice President, Grants shall perform such other duties as are assigned by the President or the Executive Committee. The Vice President, Grants will maintain full communication of all activities, reporting promptly to the Executive Committee. The Vice President, Grants will represent the organization and community; provide leadership and direction for activities and duties as assigned by the Executive Committee or President. The Vice President, Grants will be cooperatively responsible with the President for maintaining a budget and ensure that all proceeds shall be reported directly to the Treasurer or Assistant Treasurer. The Vice President, Grants will work with the parents, students, advisors and community to maintain policy as set in these by-laws. To be eligible to serve as Vice President, Grants, a person should have 1 year of experience with FIRST robotics, or related experience with other organizations.
Sec. 6.8 Secretary. The Secretary shall be a member of the Executive Committee. The Secretary shall collaborate with the President to provide an agenda for all meetings, keep the minutes of the proceedings of the membership and the Executive Committee, shall receive from the Treasurer the list of Regular Members and prepare the official list of Voting Members, shall see that all notices are duly given in accordance with these Bylaws, 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 Committee. The Secretary may appoint one person to be Assistant Secretary. The Secretary shall be responsible for obtaining and maintaining the coach, student and parent rosters each year.. The Assistant Secretary shall perform all duties as assigned by the Executive Committee or the Secretary.
Sec. 6.9 Treasurer. The Treasurer shall be a member of the Executive Committee. The Treasurer shall have charge of and be responsible for all funds of the organization and ensure all State, and Federal financial requirements are met by due dates. The Treasurer shall make disbursements as authorized by the President, Executive Committee, or membership in accordance with the budget adopted by the membership. The Treasurer shall certify to the Secretary an accurate list of the Voting Members of the organization. The Treasurer shall present a written financial report at each General Membership Meeting of the membership and at other times as requested by the Executive Committee.
Sec. 6.9.1 The Assistant Treasurer shall receive and give receipts for monies due and payable to the organization from all sources and shall deposit such funds in such banks for their respective area.
Sec. 6.9.2 In the absence of the Treasurer, the Assistant Treasurer shall perform the duties of the Treasurer.
Sec. 6.9.3 Assistant Treasurer. The Assistant Treasurer shall perform all duties as assigned by the Executive Committee or Treasurer.
Sec. 6.10 Vice President of IT The Vice President of ITshall be a member of the Executive Committee. The Vice President of IT shall update and maintain the Booster website and shall perform such other duties as are assigned by the President or the Executive Committee. The Vice President of IT will maintain full communication of all activities, reporting promptly to the Executive Committee. The Vice President of IT will represent the organization and community; provide leadership and direction for activities and duties as assigned by the Executive Committee or President. The Vice President of IT will be cooperatively responsible with the President for maintaining a budget and ensure that all proceeds or costs stemming from the website shall be reported directly to the Treasurer or Assistant Treasurer. The Vice President of IT will work with the parents, students, advisors and community to maintain policy as set in these by-laws. To be eligible to serve as Vice President of IT, a person should have 1 year of experience with FIRST robotics, or related experience with other organizations.
Sec. 6.11 Faculty Advisors. Faculty Advisors shall be responsible for ensuring the organization operates within the guidelines of Dublin City Schools, protecting the rights of the organization, and interfacing with the students and administration of the Dublin City Schools. The Faculty Advisor(s) shall also be responsible for providing project budgets, advice, and communication regarding projects, processes, fundraising and progress.
Sec. 6.12 Past President. The Past President shall advise the President and other officers regarding past practices, general operations, and other matters to assist in the smooth running of the operation. The Past President shall be a non-voting advisory member of the Executive Committee for one fiscal year immediately following the expiration of the person’s term as President.
ARTICLE 7 – ELECTIONS
Sec. 7.1 Procedure. The election of officers shall take place in May or before the end of the school year, prior to the June 30 expiration of current terms. All Voting Members of the organization may participate in the election. The Nominating Committee shall present a slate of officers for election. Further nominations may be received from voting members, from the floor. The election of the slate, if non-contested, may be by voice vote. Any contested election shall be by written ballot.
Sec. 7.2 Term of Office. The term of each officer shall be one year, beginning on July 1 and ending on June 30 of each year. A person may be elected to the same or other office for more than one term.
Sec. 7.3 Nominating Committee. The Nominating Committee shall be responsible for receiving all suggestions for persons to serve as officers. The committee shall prepare a slate of officers to present for election by the membership. The committee shall contact all persons who will be nominated to confirm their willingness to serve. The committee shall ensure that all nominees are Voting Members and otherwise eligible to serve in the office.
Sec. 7.4 Selection. A majority of the votes cast by the Voting Members shall be necessary for election. Should no person receive a majority of the votes cast, a run-off between the two (2) persons who received the largest number of votes shall immediately be held.
Sec. 7.5 Vacancies. The Executive Committee, for the unexpired portion of the term, shall fill any vacancy in office due to death, resignation or inability to serve. However, should a vacancy occur in the office of the President, the Vice President shall immediately assume the office. Should a vacancy occur in the office of Vice President for any reason, the vacancy shall be filled by election at the next regular meeting of the membership, consistent with the procedures established herein.
ARTICLE 8 – EXECUTIVE COMMITTEE
Sec. 8.1 General Powers. The Executive Committee shall manage the affairs, activities and operation of the organization. The Executive Committee 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, present reports and recommendations at the meetings of the membership, prepare and submit a budget to the membership for approval, and, in general, conduct the business and activities of the organization.
Sec. 8.2 Membership. The membership of the Executive Committee shall consist of the President, Vice President(s), Secretary, Treasurer, Assistant Treasurer two (2) faculty representatives selected by the faculty, and the Past President. The Past President shall be a non-voting advisory member for one fiscal year immediately following the expiration of such person’s term as President. The principal(s) of the school(s) shall serve as ex-officio members and shall be entitled to vote.
Sec. 8.3 Meetings. Regular meetings of the Executive Committee shall be held during the year, the time to be established at the first meeting of the year. Special meetings may be called by the President or by a majority of the Executive Committee. Adequate notice of all meetings shall be given to all members of the Executive Committee and, in the absence of an emergency, at least seven (7) days in advance.
Sec. 8.4 Quorum. A majority of the regular members of the Executive Committee shall constitute a quorum for the transaction of business.
Sec. 8.5 Voting. The act of the majority of the regular and ex-officio members of the Executive Committee present at a meeting at which a quorum is present shall be required for all action to be taken by the Executive Committee.
Sec. 8.6 Removal. Removal of an Executive Committee Member shall require a majority vote of the Executive Committee. Removal shall be considered upon recommendation of any two or more Executive Committee Members for failure to fulfill responsibilities defined in these bylaws or any Committee expectation agreement that may be entered into. The Committee Member must receive advance written warning signed by the members of the Executive Committee stating said grievances with allowance for remediation of thirty days and for acceptance of resignation. Should failure to comply continue, removal would be granted upon recommendation of the Executive Committee.
ARTICLE 9 – STANDING AND SPECIAL COMMITTEES
Sec. 9.1 Nominating Committee. The Nominating Committee shall be composed of three (3) persons who shall be selected by the Executive Committee at the beginning of each year. In addition, the Vice President shall be an ex-officio member of the committee. The committee shall carry out its responsibilities, as specified in Section VII.
Sec. 9.2 Other Standing Committees. The Executive Committee may establish such other Standing Committees as it deems necessary and advisable. The President shall appoint the chairpersons of all Standing Committees, who shall serve as ex-officio members of the Executive Committee. Only Voting Members may serve as chairpersons. The chairperson of each committee shall recruit the members for his or her committee. Any Regular or Honorary Member may serve as a committee member. The Chairperson shall report the plans and activities of the committee to the Executive Committee, which must approve all such reports.
Sec. 9.3 Special Committees. The President and/or the Executive Committee may create Special Committees. Special Committees shall be created for a specific time and/or task and shall cease to exist when that time or task has been completed, or on June 30 of each year, whichever occurs first. The President shall appoint the chairpersons of all Special Committees. Only Voting Members may serve as chairpersons. Any Regular or Honorary Member may serve as a committee member. The Chairperson shall report the plans and activities of the committee to the Executive Committee, which must approve all such reports.
ARTICLE 10 – FINANCES
Sec. 10.1 Budget. The Executive Committee shall present to the membership at the last Regular Meeting of the year, or by the June meeting, a budget of anticipated revenue and expenses for the upcoming year. This budget shall be used to guide the activities of the Executive Committee during the year. Any substantial deviation from the budget must be approved in advance by the membership.
Sec. 10.2 Obligations. The Executive Committee may authorize any officer or officers to enter into contracts or agreements for the purchase of materials or services on behalf of the organization. The officers shall not have the authority, however, to enter into such agreements on behalf of Dublin City Schools or the Dublin City School District, nor should they hold themselves out as having such authority.
Sec. 10.3 Loans. No loans shall be made by the organization to its officers or members. Loans made to or on behalf of the organization with intent to be repaid by the organization must have full approval of the Executive Committee and be presented to the membership for a vote of three- fourths acceptance of those present before procuring said debt.
Sec. 10.4 Commercial Paper. All checks, drafts, or other orders for the payment of money on behalf of the organization shall be signed by the Treasurer or by any other person as authorized in writing by the Executive Committee.
Sec. 10.5 The President or Treasurer shall deposit all funds of the organization to the credit of the organization in such banks, trust companies or other depositories as the Executive Committee may select and shall make such disbursements as authorized by the Executive Committee in accordance with the budget adopted by the membership. All deposits shall be made within a maximum of seven (7) days from the receipt of the funds. All disbursements shall be made within 30 days of request, invoice or debt incurred.
Sec. 10.6 Financial Report. The Treasurer shall present a financial report at each General Membership Meeting of the organization and shall prepare a final report at the close of the year. The Executive Committee shall have the report and the accounts examined annually by an auditor or an informal audit committee, who, if satisfied that the Treasurer’s annual report is correct, shall sign a statement of that fact at the end of the report.
ARTICLE 11 – COMMITTEE CHAIRPERSONS
Sec. 11.1 All standing Committee Chairpersons shall serve a term of one year or until a new Chairperson is appointed. Each committee shall have a chairman. Each chairman shall propose budgets, projects, concepts and agendas to the Executive Committee. Funding and projects must have prior approval of the Executive Committee before taking any actions. Any member of the Executive Committee may attend any or all committee meetings.
ARTICLE 12 – DISSOLUTIONS
Sec. 12.1 The organization shall not be dissolved except by a majority two-thirds (2/3) vote of the voting Members and Executive Committee. Upon the dissolution of the organization, 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, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.
ARTICLE 13 – RULES OF ORDER
Sec. 13.1 Robert’s Rules of Order, Newly Revised shall govern the organization in all cases in which they are applicable.
ARTICLE 14 – AMENDMENTS
Sec. 14.1 These Bylaws may be altered, amended or repealed, and the Voting Members at any Regular or Special Meeting may adopt new Bylaws.
ARTICLE 15 – AUTHORITY
Sec. 15.1 If any part of these Bylaws shall conflict with the decisions, policies or procedures adopted by the Dublin City School Board, they shall be deemed null and void and the decision of the Dublin City School Board shall, in all cases, control.
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The original Bylaws were adopted by the membership by a majority vote during a meeting properly called in March 2004 and took effect immediately. The Bylaws were subsequently amended (by the membership by a majority vote during meetings properly called) on June 7, 2006; on August 23, 2006 (according to IRS recommendations); on June 3, 2008, on June 9, 2009, and on April 24,2024 and took effect immediately.