ARTICLE I:  Name and Object

Section 1.  This organization shall be called the Hylton Crew Boosters Club, Inc. (Club) and shall function as a corporation not for profit.

Section 2.  The purpose of this organization shall be to manage all team assets and to provide financial assistance and encouragement in cooperation with the public school officials of the County of Prince William for the support and promotion of the rowing crews of Hylton Senior High School. The club will provide liaison to the Prince William Crew Association (PWCA), the Virginia Scholastic Rowing Association (VASRA), and the Prince William Department of Parks, Recreation and Tourism (previously the Prince William County Park Authority).

Section 3.  This organization shall function as a member of PWCA, which is a non-profit corporation, chartered in the Commonwealth of Virginia.

Section 4.  The Hylton Crew Boosters Club, Inc. prohibits discrimination and membership, based upon race, color, national origin, religion, sex, pregnancy, age, veteran status, or disability. 

ARTICLE II:  Interpretation of Rules

Section 1.  Interpretation of all rules and regulations in the By-Laws as adopted shall be decided by the Board of Directors. The business of this organization shall be conducted in such a manner as to meet the requirements of Section 501(c)(3) of the Internal Revenue Code of 1986.

ARTICLE III:  Membership

Section 1.  Membership in this Club offers the right of one vote per household at general meetings and the right to hold an office if elected to the Board of Directors. When a rower registers for the team each of his/her parents or guardians will immediately be recognized as members of the Club and will remain members until their rower leaves the team.

Section 2.  The Board of Directors may unanimously vote to allow membership to any person who has expressed or demonstrated an interest in the welfare of the Hylton High School Crew Team and who has agreed to support this organization and to abide by the provisions of the By-Laws and decisions of the Board of Directors.

Section 3.  The Board of Directors of the Club has the authority, by quorum vote, to deny membership to or to remove from active membership any person who is not or no longer directly affiliated with Hylton High School or who does not abide by the provisions of the By-Laws and decisions of the officers.

Section 4.  No member of this club may contact the school officials or student body on behalf of the Club, without authority of the Board of Directors.  

ARTICLE IV:  Initiation Fees and Dues

Section 1.  Dues are not required for Club membership.

ARTICLE V:  Officers

Section 1.  The Board of Directors of this Club shall be elected at the End-of-Year Annual General Meeting (to be scheduled before June 14th) from the Active Membership and shall consist of the President, Vice-President, Treasurer, Secretary, Fundraising Coordinator, Volunteer Coordinator, and Equipment Coordinator. Directors shall serve a one-year term from June 15 to June 14 of each year.

Section 2.  No more than four (4) At-Large Officers are allowed upon approval by a majority vote of the Board of Directors and will have voting rights while in office.

Section 3.  The President shall preside at all meetings of the Club and of the Board of Directors. 

Section 4.  The Vice-President shall assist the President in the discharge of the presidential duties and, in the absence of the President, shall officiate in the President’s stead.

Section 5.  The Treasurer shall collect all money due to the Club and bank and disburse the same for all legal debts of the Club. The Treasurer shall keep an exact and minute account of all receipts, expenditures, and dues, recording the individual names connected therewith. The Treasurer shall make a written monthly report and, at the end of the term, a written report which shall reflect the financial conditions of the Club. The annual accounting period shall be July 1 to June 30 each year.

Section 6.  The Secretary, or in the absence of a Secretary the representative as designated by the President, shall keep a complete journal of the proceedings of all meetings of the Board of Directors of the Club. The Secretary shall issue, by email, notices of all regular and special meetings. The Secretary shall maintain a membership roster including telephone numbers and email addresses and shall make email addresses known to the President or identified email group administrator. A Registration Committee may be appointed by the President to assist with membership duties of the Secretary.

Section 7.  The Volunteer Coordinator shall be responsible for coordinating volunteers from the Club and student rowers’ membership. Volunteers are needed for regattas, fundraising activities, and maintenance activities.

Section 8.  Vacancies on the Board of Directors shall be filled as soon as possible following their occurrence. The Board of Directors may elect temporary replacement members, followed by a full membership election at a Club general meeting as soon as is possible. At-Large Officer vacancies may be filled as needed.

Section 9.  A quorum, consisting of the President, or Vice President, and two other elected directors, is required in order for the Board of Directors to conduct business. A simple majority vote of the authorized voting members is required for Board of Directors’ approval authority. Authorized voting members are the elected Directors and any At-Large officers. Directors and Officers who hold more than one Board position will not have more than one vote.

Section 10.  Team Captains shall be appointed at the discretion of the head Men’s and Women’s coaches and may participate in Board of Directors meetings as representatives of the team.

ARTICLE VI:  Meetings

Section 1.  The Club shall hold an annual end-of-year general meeting for the purpose of electing the Board of Directors and approving the annual budget. This meeting shall be held before June 14 of each year. The Board of Directors is empowered to alter this schedule when conflicts and contingencies warrant. Additional general meetings of the Club may be called by the President as needed.

Section 2.  A special general meeting of the Club may be called by the President upon written request of ten active members of the Club.

Section 3.  A quorum of the members for a general meeting of the Club is considered to be fifty percent of the active membership. At least three members of the Board of Directors are required in the fifty percent to constitute a quorum.

Section 4.  The Board of Directors shall meet on the first Thursday of each month during the school year. This schedule may be altered when conflicts and contingencies so warrant.

Section 5.  A special Board of Directors meeting may by called by the President as needed.
 
ARTICLE VII:  Order of Business – Rules

Section 1.  At all Board of Directors meetings, except special meetings, the order of business shall be as follows:
a.     Roll call of elected directors and/or members to establish a quorum
b.    Reading and adoption of the minutes
c.    Reading of the Treasurer’s report
d.    Reports of officers and committees, as appropriate
e.    Unfinished business
f.    New business and items for next meeting

Section 2.  The order of business may be changed at any meeting by majority consent.

Section 3.  Members of the Club present at any general meeting may cast one vote per household on each question. A simple majority vote shall decide any question brought before the Club.

ARTICLE VIII:  Committees

Section 1.  All committees shall be temporary and have a Chairman appointed by the President. The President may then delegate to the Chairman, if desired, the privilege of selecting the members of any committee thereof.

ARTICLE IX:  Budget and Disbursement

Section 1.  Each year, at the end-of-year general membership meeting, there shall be submitted to the membership a proposed budget, approved by the Board of Directors, setting forth cash on hand and in banks, anticipated receipts, and actual and anticipated disbursements during the upcoming fiscal year (July through the following June). Approval of the budget by majority vote of the Club membership shall constitute full authority for the Treasurer to make disbursements out of Club funds in the Treasurer’s hands for items in the budget as so adopted. Disbursements for an item(s) included, but to an amount in excess of that budget, shall be made only upon specific approval of the Board of Directors, and each such disbursement shall be reported to the membership at the next general meeting.

ARTICLE X:  Amendments

Section 1.  No alterations or amendments of the By-Laws shall be made except at a general meeting of the Club, at which a quorum is present and two-thirds of those present vote in favor of same. All amendments must be submitted via email to the general membership at least two weeks previous to the meeting at which final action will be taken.

Section 2.  As long as the organization enjoys tax exemption privileges under Section 501(c)(3) of the Internal Revenue Code of 1986, no substantive change shall be made in Section 2 of Article I defining the purpose of the Crew Boosters Club.

ARTICLE XI:  Disposition of Assets

Section 1.  In the event of cessation of public school rowing activities or the dissolution of the Hylton Crew Boosters Club, Inc., outstanding obligations will be met from assets on hand at the time of such dissolution. Any assets remaining after satisfaction of such obligation owed by the Club will be made available to Prince William County school authorities or to other rowing organizations eligible for tax-exempt status under Section 501(c)(3) of the Internal Revenue Code of 1986.

ARTICLE XII:  Effective Date

Section 1.  These By-Laws and all amendments thereto shall become effective immediately following their adoption.

Meeting minutes

2024-2025 Hylton Crew Handbook