Annual Booster Club Bylaws Review Checklist and Procedure

When to Review

For a club with a July 1 to June 30 fiscal yearFiscal yearThe club’s 12-month accounting year, set in the bylaws. Many booster clubs use July 1 through June 30 to match the school year, and the club’s filing deadlines count from the day it ends.All terms (the club’s 12-month accounting year), a May annual meeting, and a 14-day notice requirement for amendments:

A review also belongs on the calendar outside this cycle when the club incorporates, applies for 501(c)(3) status, changes its name, merges, adopts a new district agreement, or faces a dispute the bylaws did not answer.

Part 1: Does the Club Follow Its Bylaws?

The most useful part of the review compares practice to text. For each requirement, the reviewer checks the evidence.

Each red flag is either a practice to correct or a bylaw that no longer fits the club and should be amended. Continuing to break a bylaw is not an option; it leaves the board’s actions open to challenge.

Part 2: Is the Text Still Correct?

IRS and legal

• Does the name match the articles and the IRS determination letter exactly?
• Do the purpose, limitation, and dissolution provisions match the articles word for word?
• Does any provision allow assets or earnings to go to members, officers, or families, including individual student accounts?

State law

• Does the board meet the state’s minimum number of directors?
• Is the board quorum within the range the statute allows?
• Are any offices combined in a way the statute prohibits?
• Has the statute changed? Florida, for example, amended its director and quorumQuorumThe minimum number of voting members who must be present for a meeting to conduct business. The bylaws set the number, and without a quorum the meeting cannot make a binding decision.All terms sections in 2026. See Booster Club Filing Requirements by State.

District

• Does the district’s current booster club policy or agreement require any provision the bylaws lack?

Membership and meetings

• Is voting tied to dues, and if so, is there a confidential waiver?
• Is the general meeting quorum a fixed number the club actually reaches?
• Do the bylaws authorize video meetings? Under Robert’s Rules, meetings by video or telephone conference are permitted only when the bylaws authorize them.
• Does the required notice method match how the club actually communicates?

Officers

• Does the term clause say “or until a successor is elected”?
• Are term limits workable, with an exception when no candidate is nominated?
• Is there a clear removal procedure?

Finance

• Is the fiscal yearFiscal yearThe club’s 12-month accounting year, set in the bylaws. Many booster clubs use July 1 through June 30 to match the school year, and the club’s filing deadlines count from the day it ends.All terms stated, and does it match the year used for IRS filings?
• Do the controls match current practice, such as online payment apps and electronic transfers?

Housekeeping

• Are there references to offices, committees, or programs that no longer exist?
• Are there dollar amounts or procedures that belong in standing rules?
• Are internal cross-references (article and section numbers) still correct?

Part 3: Document Control

1. Confirm a signed, dated master copy exists, with every amendment date listed in the certificate of adoption.
2. Confirm the master copy is stored in the club’s permanent records, in an account owned by the club rather than an officer’s personal account. See Booster Club Records and Document Retention.
3. Confirm the standing rules and board policies are compiled and stored with the bylaws.
4. Confirm every current board member has the current version.

Reporting the Results

The reviewer gives the board a short written report in three parts: practices to correct (with an owner and a deadline for each), amendments to propose, and standing rulesStanding rulesA club’s administrative rules, adopted by an ordinary vote and changed the same way: dues amounts, reimbursement deadlines, meeting times, and other details that shift from year to year.All terms to adopt or update. If the review finds nothing to change, the secretary records in the minutes that the bylaws were reviewed and no changes were recommended. Amendments then follow How to Amend Booster Club Bylaws, and significant changes are reported on the club’s next Form 990-EZ (Part V, line 34) or Form 990 (Part VI, line 4).