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What attachments are required for my submission?

Use the below reference guide to compile the required documents to complete your submission. Documents will be uploaded during the submission process in each applicable section. If the submission type is not mentioned below, there are no required attachments. You will not be able to complete a submission without the below required documents. 

Application for Membership - Club Site

  • Photograph of front of building (showing as much of building as possible, can be taken with phone)
  • Copy of lease agreement, memorandum of understanding (MOU), or documentation of agreement to use facility
  • Copy of one week's activities schedule: per day, hour, and room
  • Roster of registered members, including name, age, and gender. Excel spreadsheet preferred

 

Application for Membership - Corporation

  • Copy of articles of incorporation from appropriate state government office
  • Standards of Organizational Effectiveness (SOE) rating
  • Copy of letter of determination of 501(c)(3) status by I.R.S.
  • Copy of constitution and bylaws
  • List of board members with contact information and business affiliation
  • Certificate of liability insurance coverage naming Boys & Girls Clubs of America as an additional insured
  • Chief Executive Officer's resume
  • Copy of present year itemized budget for organization
  • Charter application for new Unit​

Site Upgrade or Downgrade

  • Copy of one week's activities schedule: per day, hour, and room
  • Roster of registered members, including name, age, and gender. Excel spreadsheet preferred

 

Change Site Location

  • Photograph of front of building (showing as much of building as possible, can be taken with phone)
  • Copy of lease agreement, memorandum of understanding (MOU), or documentation of agreement to use facility
  • Copy of one week's activities schedule: per day, hour, and room

Change the Name of the Organization

  • Affidavit filed and signed by the Secretary of State
  • In the case of Doing Business As (DBA) a letter from the Chief Executive Officer supported by board action will suffice

Close the Organization - Permanent Closure

  • Copy of paperwork filed with the Secretary of State dissolving the corporation and a letter from the Board Chair officially informing Boys & Girls Clubs of America that the corporation is dissolved and non-functioning with detailed reasons for closure

Close the Organization - Temporary Closure

  • A letter from the Board Chair officially informing Boys & Girls Clubs of America of the temporary closing, the reason for the temporary closure and the date planned for the reopening of the corporation. NOTE: An Organization is a Temporary Closure if it will be closed 1 year or less. Longer will require a Permanent Closure and rechartering if the Organization reopens.​

Close the Site - Temporary Closure

  • A letter from the Board Chair officially informing Boys & Girls Clubs of America of the temporary closing, the reason for the temporary closure and the date planned for site to reopen.​ NOTE: A site is a Temporary Closure if it will be closed 1 year or less. Longer will require a Permanent Closure and rechartering if the site reopens.

Organization and Club Site Consolidation

  • Merger of Two or More Organizations: 
    • Copy of the merger agreement between the two or more corporations that are merging, containing information on which is to be the surviving entity.  Please also include the effective date of merger.
    • Approval of the merger by the Secretary of State.
    • Note - all sites will maintain their original membership date. If a new corporation is formed and all merged corporations become Units of a newly formed corporation, the new corporation will receive a new membership date based on the date the merger agreement and appropriate paperwork is received at Boys & Girls Clubs of America.
  • Asset Transfer or Acquisition:
    • Copy of the asset transfer or acquisition agreement between the two or more corporations, which includes the effective date of the transaction.
    • Copy of the paperwork filed with the Secretary of State dissolving the corporation that will transfer its units to the surviving corporation.
  • Parent/Subsidiary Reorganization:
    • Copy of the board votes of each organization authorizing the parent/subsidiary relationship and copies of the revised bylaws for all organizations reflecting the parent/subsidiary structure.
  • ​​​​​​​Other
    • Copies of all pertinent documents related to this transaction.​​​​​​​