Sayre School Spartan Booster Club
ARTICLE I: NAME
The name of this organization shall be the Sayre Spartan Booster Club, henceforth referred to as the “Spartan Club.”
ARTICLE II: MISSION AND OBJECTIVES
To encourage, promote and support Sayre Athletics as a significant and enriching element in our students’ overall educational experience. To empower our student athletes to achieve excellence, embrace challenge and cultivate integrity in order to lead purposeful lives in an ever changing world.
1. Promote and improve school spirit.
2. Encourage participation by all students in Sayre’s athletic programs.
3. Encourage participation by all Sayre parents in events, activities and services sponsored by the Spartan Club and the Athletic Department.
4. Coordinate fundraising efforts to financially support Sayre’s Athletic Department and athletic programs.
ARTICLE III: GENERAL MEMBERSHIP
Section 1: Membership Eligibility
Spartan Club membership shall be open to Sayre alumni, parents, employees and friends of who subscribe to the stated mission of the Spartan Club.
Section 2: Dues
The Board of Directors of the Spartan Club by vote of the majority shall determine the amount of annual dues required for membership in the Spartan Club and benefits thereof.
ARTICLE IV: BOARD OF DIRECTORS
Section 1: General Powers
The business and affairs of the Spartan Club shall be managed by the Board of Directors (Board).
Section 2: Number and Tenure
The business and operation of the Spartan Club shall be managed and controlled by a Board of five (5) members. The President shall be represented by an individual who shall be selected by a plurality of the current Board, based on recommendations of the Nominating committee. Upon expansion of the Board, there shall be varying terms of service, not to be less than one (1) year, nor more than three (3) years, except at the first Board selection (2013), when the terms shall be determined as a result of a draw once the Board has been selected. The draw for the first year shall be: two (2) Board members for a term of three (3) years, two (2) for a term of two (2) years and one (1) for a term of one (1) year. The initial Board shall be nominated by and voted into office by the Spartan Club Formation Committee. The number of members of the Board may, at any time, be increased or decreased upon a vote of three-fourths (3/4) majority vote of the Board. In addition, the Athletic Director shall serve as an ex-officio member of the Board.
Section 3: Vacancies
Any vacancy occurring on the Board may be filled by the affirmative vote of a majority of the Board members. A member entitled to fill a vacancy shall be elected for the un-expired term of his/her predecessor in the office. Any directorship to be filled by reason of an increase in the number of Board members shall be filled by a plurality vote of current Board members. Nominations to the Board shall be solicited from the General Membership when necessary.
Section 4: Meetings
The Board will meet a minimum of six (6) times per year. The general membership may attend Board Meetings. General members must submit a request one (1) week in advance of the meeting to the Secretary of the Spartan Club in order to be on the agenda of the Board meeting.
Section 5: Special Meetings
Special meetings of the Board may be called by the President or by a majority of the Board. Whenever possible there should be a minimum of seven (7) days notice for a special meeting.
Section 6: Quorum
A simple majority of the Board members shall constitute a quorum for the transaction of business at any meeting of the Board.
Section 7: Attendance
To promote maximum cooperative effort and Board efficiency, Board members shall be expected to attend a minimum of three-fourths (3/4) of the regular meetings held in a twelve (12) month period. However, any director may have an excused absence by notifying an officer prior to the meeting or within five (5) days following the meeting. Board members who miss more than three (3) consecutive meetings may be asked to resign.
Section 8: Resignation or Removal
Resignation by a Board member prior to the term completion shall be submitted in writing to the Spartan Club President. A Board member may be removed with or without cause upon a three-fourths (3/4) majority vote by all Board members.
ARTICLE V: OFFICERS
Section 1: Number
The Spartan Club shall have a President, Vice President/President Elect, Secretary, Treasurer, and Corresponding Secretary. These officers will also serve as the Executive Committee of the Board as specified in Article V, Section 6.
Section 2: Election and Term of Office
The Officers for the following year are to be elected by majority vote of the general membership and the Board at the last Board meeting of each fiscal year and shall take office at the first meeting of the following fiscal year. Nominees for election to the Board shall be from those Board members who remain Board members and/or from a nomination committee appointed by the Board. The election of officers shall be by affirmative vote of the majority of Board members present at the meeting at which a quorum is present. Resignation from office shall be evidenced by a letter to the Board.
Section 3: Financial Commitment
Each Member of the Board must also be a paying member of the Spartan Club.
Section 4: Removal
An officer elected by the Board may be removed by the Board whenever in its judgment the best interest of the Spartan Club would be served thereby. Such removal requires an affirmative vote of a three-fourths (3/4) majority of the Board.
Section 5: Vacancies
A vacancy in any office due to death, resignation, removal or disqualification may be filled by the Board for the unexpired portion of the term in accordance with Article IV, Section 3.
Section 6: Executive Committee
The Executive Committee of the Board shall consist of the elected officers (President, Vice President/President Elect, Secretary, Treasurer and Corresponding Secretary). The Athletic Director also serves as a non-voting member of the Executive Committee.
ARTICLE VI: DUTIES OF OFFICERS
Section 1: The President shall-
a. Communicate the mission and purpose of the Spartan Club to the Sayre community.
b. Call and preside over all Board Meetings.
c. Appoint committee chairpersons as needed.
d. Serve as the liaison between the Spartan Club, the Athletic Director and Sayre Administration.
e. Oversee and provide support to all Spartan Club committees.
f . Be an authorized signatory of all bank accounts of the Spartan Club.
g. Attend all Board Meetings.
h. Establish subcommittees as needed and appoint subcommittee chairpersons.
i. Assure that the Spartan Club complies with the rules, regulations, and policies of the Kentucky High School Athletic Association (KHSAA), Title IX and the Sayre School Department of Athletics.
Section 2: The Vice President/President Elect shall-
a. Officiate for and perform the duties of the President in the case of the President's absence.
b. Assist the President in the discharge of his/ her duties throughout the year.
c. Assume the position of President for the remainder of the term in the event that the President is unable or unwilling to complete his/her term.
d. Be responsible for reviewing and updating the Spartan Club Bylaws as needed.
e. Attend Board Meetings.
Section 4: The Secretary shall-
a. Coordinate dates, times and locations for all Spartan Club meetings.
b. Record and electronically distribute official minutes of all meetings to all Board members and distribute them to any member who requests to receive them.
c. Prepare and distribute agendas, forms, and information for Spartan Club meetings.
d. Handle correspondence for the Spartan Club.
e. Maintain historical records of the Spartan Club.
f. Attend Board Meetings.
g. Distribute copies of the Spartan Club Bylaws to the incoming Board annually at the last Board Meeting of the year and retain an acknowledgement of their receipt.
Section 5: The Treasurer shall-
a. Collect and disperse Spartan Club funds as needed and authorized by the Board.
b. Prepare standardized, monthly financial reports.
c. Report on current finances at Board Meetings.
d. Be responsible for all financial accounting and funds of the Spartan Club and coordinate relevant activities with the Sayre Business Office until books are closed for the school year.
e. Employ, with the advice and consent of the Board, reasonable safeguards to protect the integrity of the financial operations.
f. Turn over all current fiscal year financial records to the Sayre Director of Finance and Operations for auditing at least two (2) times during the fiscal year. This should occur at times that are mutually agreed upon by the Director of Finance and Operations and the Spartan Club Treasurer.
g. Be on authorized signatory of all bank accounts of the Spartan Club.
h. Attend Board Meetings.
i. Prepare an annual budget for submission to the Board members present at the last Board Meeting of the year.
Section 6: The Corresponding Secretary shall-
a. Keep a correct and classified list of the names and contact information of all members of the Spartan Club.
b. Have the charge of general correspondence of the Spartan Club.
c. Notify officers and committee members of their election or appointment.
d. Send out notices of executive committee, Board and other Meetings.
e. Send out thank you letters and other necessary correspondence.
f. Attend Board Meetings.
g. Write any other letters or correspondence as directed by the President of the Spartan Club.
h. Keep a file of all correspondence.
ARTICLE VII: COMMITTEES
There shall be committees established by the Executive Committee as needed. These may include, but are not limited to: Nominating, Membership and Member Gifts, Corporate Sponsorship, Communication, Fundraising, and Team Parent Coordination.
ARTICLE VIII: FINANCE
All funds collected by the officers or members of the Board shall be deposited in an account approved by the Board and may be withdrawn on the signature of the Treasurer and President or Vice President/ President Elect.
ARTICLE IX: FISCAL YEAR
The fiscal year of the Spartan Club shall begin on July 1 and end on the following June 30.
ARTICLE X: BASIC POLICIES OF OPERATION
The following section delineates the policies of the Spartan Club.
1. The organization shall be non-political and non-sectarian.
2. The name of the organization or the names of the members in their official capacities shall not be used in connection with a commercial concern or with any partisan interest or any purpose not appropriately related to the objectives of the organization.
3. The Spartan Club shall operate as an adjunct of, and in accordance with, Sayre‘s clubs and committees under the guidance and oversight of Sayre’s Head of School, Director of Finance and Operations, Director of Athletics, and the Board.
4.The Spartan Club shall not directly or indirectly participate or intervene (in any way, including the publishing or distribution of statement) in any political campaign on behalf of, or in opposition to, any candidate for public office.
5. Persons representing the Spartan Club shall make no commitments that bind the organization, unless authorized by the Board.
6. The Spartan Club may be, at any time, dissolved at the discretion of the Head of School or Board of Trustees. In the event of the dissolution of the Spartan Club, all of its assets shall be distributed to the Sayre Athletic Department.
7. The Spartan Club shall not be involved in: the hiring, firing and/or evaluation of coaches or other school and/or Athletic Department personnel; any coaching and/or Athletic Department decisions including, but not limited to, player evaluation, playing time, player discipline, practice format and organization, game decisions and/or strategy; any actions or decisions taken or made by Sayre School or the Department of Athletics that pertain to the day to day operation of the school or its athletic programs.
ARTICLE XI: GENERAL MEMBERSHIP MEETINGS
The Spartan Club will hold a minimum of one (1) general membership meeting annually. Meetings other than the one (1) yearly general membership meeting will be conducted upon the call of the President or any three (3) members of the Board.
ARTICLE XII: AMENDMENTS
Spartan Club Bylaws may be amended by the affirmative vote of two-thirds (2/3) of all elected Board members taken at any regular or special meeting of the Board. Notice of a proposed new amendment must be presented to the Board at a minimum of two (2) meetings prior to the meeting in which a vote is to be cast. At least one reading of the proposed amendment will be at the meeting prior to the meeting at which the vote on the amendment is to be cast.
ARTICLE XIII: PARLIAMENTARY AUTHORITY
Robert’s Rules of Order shall be the authority on all questions of procedure not specifically stated in the Bylaws.
ARTICLE XIV: FINANCES
The funds of the Spartan Club shall be used to further the purpose expressed in Article II of these Bylaws. Only the Treasurer, upon the approval of the Board, shall be authorized to disburse funds, in compliance with Article VIII. The Spartan Club is organized as an adjunct committee to Sayre School and shall, in its spending and fundraising, operate in accordance and alignment with the overall school mission and Strategic Plan.
Section 1: Spending Limits
The President of the Spartan Club shall have the authority to authorize expenditures up to two hundred dollars ($200.00) each month from the Spartan Club’s funds when it is not feasible to call a special meeting of the Board. The Executive Committee may, up to two (2) times per fiscal year only, authorize expenditures up to eight hundred dollars ($800.00) without full Board approval. A report of these expenditures shall be given at the next regular meeting.
Section 2: Payment of Expenses
The Treasurer shall pay by check all debts of the Spartan Club within seven (7) days after receipt or on approval by the Board.
Section 3: Operating Expenditure Requests
All requests for funds or expenditures must be submitted in writing to the President, who will present them to the Board. Such requests must be approved as outlined in Article XIV. Individual requests for funding, along with an annual “Athletic Department Wish List/Spending Priorities” requests, should be presented at the spring meeting in order for the newly elected Board to plan its budget for the following year. The budget shall normally be voted on at the following Board Meeting. Budgets may be changed by a majority vote of the Board.
Section 4: Oversight and Title IX Spending Compliance
The Head of School, Director of Athletics and/or Director of Finance and Operations will review all expenditure requests to the Spartan Club, or authorized expenditures by the Spartan Club to ensure that they meet Title IX and KHSAA guidelines, will not result in future spending requirements on the part of Sayre School and the Department of Athletics and that they are aligned with the school Mission and Strategic Plan.
Section 5: Audits
The Athletic Director, Head of School, Director of Finance and Operations or Board of Trustees may request an audit of the Spartan Club finances at any time.
ARTICLE XV: APPROVAL
These bylaws have been reviewed and approved by the Spartan Club Formation Committee on 6/5/2013.
Erik Johnson, Brooks Scudder, Gay Van Meter, Clay Green, John Johnson, Piper Stockham, George Van Meter Jr.