Standing Rules vs Bylaws for Booster Clubs: When to Use Each

How Standing Rules Differ From Bylaws

Under Robert’s Rules of Order, standing rules relate to the details of administration rather than to parliamentary procedure, while bylaws are the fundamental rules that define the organization and can be changed only by the procedure they set. Board policies are a third category: governance rules the board adopts by resolution.

The Internal Revenue Service (IRS) Form 990 instructions say not to report changes to a policy adopted by board resolution outside the bylaws as a change to governing documents. Form 990 separately asks, in Part VI, whether the organization has a written conflict of interest policy, whistleblower policy, and document retention policy. Keeping those policies outside the bylaws lets the board update them without a membership vote. See Policies Every Booster Club Should Adopt.

What Belongs Where

A practical test: if changing a rule should require notice to every voter and a two-thirds vote, it belongs in the bylaws. If the board should be able to adjust it at the next meeting, it belongs in standing rules or a policy.

Bylaws:

• Name, purpose, and the IRS limitation and dissolution clauses
• Who the members are and who votes
• Officer positions, terms, term limits, vacancies, and removal
• Meeting requirements, notice, quorum, and electronic meetings
• Fiscal year, two-person payment approval, and annual financial review
• Amendment procedure and parliamentary authority

Standing rules:

• Dues amounts and giving levels
• Meeting day, time, and place
• Reimbursement deadlines and forms
• Spending thresholds that trigger board approval
• Cash counting and deposit procedures at events
• Committee list and duties
• Social media posting rights and photo rules

Board policies:

• Conflict of interestConflict of interestA situation in which an officer, director, or committee member could benefit personally from a club decision. A conflict of interest policy requires the person to disclose it and step out of the decision.All terms, whistleblower, and document retention
• Expense and reimbursement policy
• Gift acceptance

Standing Rules Cannot Override the Bylaws

A standing rule that conflicts with the bylaws has no effect. If the bylaws require two people to approve every payment, a standing rule letting the treasurer pay bills under $100 alone is invalid, and a treasurer who relies on it is acting outside the bylaws. The reverse works well: the bylaws say spending above a threshold “set in the standing rules” needs board approval, and the standing rule sets the number.

How to Adopt Standing Rules

1. Confirm who adopts them. The bylaws should say whether the board, the members, or both adopt standing rules. A common split is that the board adopts administrative rules and the members adopt rules for general meetings.
2. Draft a numbered list. One rule per number, each a single sentence where possible.
3. Present them as a motion. “I move that the club adopt the standing rules as distributed.” The body may amend individual rules before voting.
4. Vote. A majority vote adopts them.
5. Record and compile. The secretary records the vote in the minutes and keeps a single standing-rules document showing each rule’s adoption and amendment dates.
6. Distribute. The standing rules go to every board member with the bylaws.
7. Change them with notice when possible. Giving notice at the previous meeting or in the meeting call lets a majority vote change a rule; without notice, a change needs two-thirds or a majority of the entire membership.

Standing rules stay in force from year to year until amended or rescinded. They do not expire when the board changes.

Sample Standing Rules

STANDING RULES OF [CLUB NAME]
Adopted [date]. Amended [dates].

1. Voluntary giving levels are Supporter $[25], Patron $[50], and Sponsor
   $[100]. No giving level carries additional votes or rights.
2. The Board meets on the [second Tuesday] of each month, [September through
   May], at [7:00 p.m.] at [location] or by video conference.
3. Reimbursement requests, with itemized receipts, are submitted within [30]
   days of purchase. Requests older than [60] days require Board approval.
4. Spending that exceeds an approved budget line by more than $[250] or
   [10] percent, whichever is less, requires Board approval.
5. Purchases over $[1,000] require two written quotes.
6. Cash collected at events is counted by two volunteers, recorded on a
   count sheet both sign, and deposited within [two] business days.
7. Only the President and the Communications Chair post to the Club's social
   media accounts. Student photos follow the school's media release list.