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The Episcopal Squires Club
Bylaws and Operating Procedures
1. BYLAWS
ARTICLE 1 NAME
The official name of this organization shall be the EPISCOPAL
SQUIRES CLUB (Squires).
ARTICLE 2 MISSION AND PURPOSE
The mission and the purpose of this association shall
be:
A. To support and promote the Episcopal High School Athletic
Program and the “Fighting Knight Spirit.” The
Episcopal Athletic Program is expressly defined in this
document to be the High School athletic teams, managers
and technicians of said teams, cheerleaders, and High Steppers,
as well as the Middle and Lower School athletic programs.
B. To raise funds through the solicitation of memberships
in the Squires or through any other appropriate means
within the policies of Episcopal High School, the Southeastern
Association of Independent Schools (SAIS), the Southwest
Association of Episcopal Schools (SAES) and the Louisiana
High School Athletic Association (LHSAA).
C. To expend said funds for the expressed purpose of supporting
and enhancing the quality of the athletic experience of
all student participants in the Episcopal Athletic Program,
based on input of needs from the Episcopal Athletic Department.
D. To encourage more active student, parent, alumni and
public support and attendance of the Episcopal Athletic
Program.
E. To unite as a service organization to offer, organize
and provide the manpower necessary to meet the obligations
inherent in the stated purpose of this organization and
to do so in a manner that promotes fellowship.
F. To prepare a fiscally sound budget for the organization
of the Squires.
ARTICLE 3 MEMBERSHIP
The membership of this association will be composed of
parents, alumni and friends of Episcopal Athletics who
pay membership dues to join the organization. Voting members
will constitute each family or friend, but a representative
must be present to vote. Under no circumstances will a
member family have more than one vote, nor will proxies
be accepted.
ARTICLE 4 OFFICERS AND ADMINISTRATIVE STRUCTURE
Section 1 Squires Executive Board
A. Composition of Squires Executive Board
Each Squires officer shall be a parent of a student at
Episcopal High School. The Squires shall be directed by
an Executive Board composed of a President (Couple), a
President Elect (Couple), three Vice Presidents (Couples),
a Treasurer (Couple), and a Secretary (Couple. The Immediate
Past President (Couple) and the Episcopal High School Athletic
Director will serve as an adjunct member of the Board in
an advisory capacity, but will not have a vote.
B. Election of Officers
The Executive Board will be elected from a slate presented
to members by the Nominating Committee at the Annual Meeting
in May. Each board member will serve a one-year term beginning
and ending with each annual meeting. The President-elect
(Couple) will move automatically to President (Couple)
the following term unless they are unable to fulfill the
obligations of that term.
C. Duties of Officers
1. The President (Couple) shall coordinate all activities
of the Squires. The President shall preside at all Executive
Board Meetings and any other functions or meetings of the
Squires. The President shall also be the liaison between
the Squires and the Athletic Department and between the
Squires and the School Administration. The president shall
preside over the disbursement of funds expended for Squires
support activities as stated above in Article 2 Purpose.
The President shall oversee the functions and duties of
all other Squires officers, committees and sports representatives
delegate tasks to them as necessary and render advice and
assistance to them whenever necessary. The President shall
direct existing Squires policy and formulate new Squires
policy as directed by the Board.
2. The President-elect (Couple) shall spend the year serving
in a learning capacity as a direct assistant to the President
(Couple). The President-elect shall function with the full
authority of the President whenever the President is unable
to be present for a Squires activity. The President-elect
shall be responsible for learning the depth and breadth
of Squires responsibilities in anticipation of assuming
the duties of President or in a circumstance where the
President can no longer carry out the full term of the
office. The President-elect shall be responsible for updating
the succeeding year’s bylaws, incorporating all changes
approved during the current year and publishing this document
before the next annual meeting.
3. The Vice President of Communications shall be the administrative
assistant to the Director of Athletics. The individual
sport representatives (liaisons) are charged with maintaining
open lines of communication between their sports and Squires.
The Vice President of Communications shall contact sport
liaisons with information regarding their responsibilities,
organizational procedures and to hear specific sport needs
or concerns. The Vice President of Communications shall
update the school’s website with timely communications
regarding Squires, individual sports achievements or other
news of interest to Squires membership.
4. The Vice President (Couple) of Special Events shall
oversee
committees that define and implement special events for the membership, as
well as fundraising events for the express purpose of funding the Athletic
Department’s Wish List. These activities should not be in violation of
any school policies or LHSAA policies. The Vice President shall oversee the
selection and ordering of Episcopal spirit merchandise and keeping records
of sales.
5. The Vice President (Couple) of Membership shall formulate plans for an annual
membership drive. The Vice President may choose to create a committee to help
with the duties of this office. The Vice President shall be responsible for
soliciting memberships, keeping membership records, and receiving and recording
membership dues.
6. The Secretary / Treasurer (Couple) shall keep all financial records for
the Squires in accordance with Episcopal High School policies and procedures
for support organizations. The Secretary / Treasurer shall be responsible for
coordinating with the Episcopal Business Office in all matters pertaining to
the accounting and disbursement of Squires funds. The Secretary / Treasurer
is responsible for assisting the President in formulating and maintaining the
Squires budget. The Secretary / Treasurer shall publish “Statements of
Financial Condition” as needed to conduct Squires business on an annual
basis and shall record the minutes of all Squires meetings and shall maintain
these minutes for purposes of reference. The Secretary / Treasurer shall assist
in the dissemination of all membership correspondence. The Secretary / Treasurer
shall assist the President-elect in the preparation and publication of these
Bylaws.
Section 2
A. Team Liaisons are parent volunteers, selected by each
athletic team, who serve as facilitators for all activities
that benefit the student athletes during the respective
season of that sport.
B. Duties of Team Liaisons
1. To act as the liaison between the head coach of the
respective athletic team and the team parents with regard
to all activities necessary to support the student athlete,
administer the athletic event(s) and facilitate the dissemination
of information to parents and athletes alike. Liaisons
will also coordinate the activities of Spirit Days and
recruit parent volunteers to serve in Concessions during
athletic events as determined by the Athletic Department.
2. To plan, coordinate and conduct all Spirit Day activities
on behalf of the student athletes.
3. To mobilize parent volunteers to work in the Squires
Concessions. Specifically this requires scheduling manpower,
training workers when necessary and adequately staffing
the concessions during specified athletic events.
4. To mobilize parent volunteers to collect gate receipts
on behalf of Episcopal High School. Specifically this requires
scheduling manpower, training workers when necessary and
managing gate receipts.
Section 3 Relationship between Episcopal High School and
Squires
A. The Business Manager of Episcopal High School oversees
the budget and expenses of the Episcopal Athletic Department.
The Business Manager’s Assistant handles the Squires
accounts receivable and accounts payable. All funds must
run through the school in accordance with Independent School
Association of the Southwest guidelines.
B. The Business Offices makes deposits to the Squires
account from monies received from Squires activities.
C. The Business Office makes disbursements to the Athletic
Department or to individuals for expense reimbursement
upon authorization of those expenses by the Squires Treasurer
with prior approval by the Executive Board.
ARTICLE 5 MEETINGS
Section 1 General Meetings
A. The General Membership shall hold an annual meeting
each spring semester (May) to elect officers, to review
the disbursement of funds raised and to hear the annual
report.
B. The Squires Board shall meet regularly for planning
purposes at a time and place to be determined by the President
(Couple). The President (Couple) may invite any and all
Squires Club members to participate as necessary.
C. Notice of all meetings shall be sent to the appropriate
member families 10 days in advance of the called meeting.
Section 2 Liaison Meetings
A. Liaisons will meet at least once per year with Squires
Officers. The purpose of this meeting will be to review
the duties of liaisons, coordinate Spirit Days and report
on any concerns of the sport.
B. The Vice President of Communications will directly
oversee the operations
of sport liaisons and should conduct the liaison meeting.
C. Financial transactions should go through the treasurer
or directly to the
business office with Executive Committee approval.
Section 2 Quorum
For executive meetings, a majority of members shall constitute
a quorum. All eligible voting members in attendance at
a General Membership Meeting in April shall constitute
a quorum. A quorum must be present to transact each item
of business. Emergency meetings do not need a quorum.
ARTICLE 6 THE WISH LISTS
Section 1 Definition
The Wish List shall be defined as the procedure whereby
coaches of the Episcopal High School Athletic Department
and moderators of Episcopal High School Cheerleading, and
Highsteppers make request of any items of equipment, implements,
coaching aids or contractible projects that 1) directly
benefit an Episcopal High School Athletic Team and 2) fall
outside the normal operating budget for that sport.
Section 2 Procedures for Receiving Requests
In May of each athletic year, the Episcopal High School
Athletic Director shall, with the assistance of the Squires
Executive Board or designate, develop a written procedure
for receiving and evaluating all requests for Squires support.
This procedure shall proceed after there is agreement between
the Athletic Director and Squires that the goals of both
organizations are being met by the procedure. This procedure
shall be a method whereby the Head Coaches of each athletic
team, the moderators of the Cheerleaders, and Highsteppers
submit their lists of items or projects that are needed
to enhance the coaching environment of the respective sport,
the development of the student participant, the safety
of the student participant, or the condition of the athletic
venue on the Episcopal Campus. The requests must be accompanied
by an actual cost estimate. All aspects of this procedure
shall be fully disclosed at each step in the process.
Section 3 Procedures for Prioritizing Requests
The Athletic Director shall direct the process and monitor
adherence to the written procedure with the assistance
of the Squires Executive Board. The end product of the
process shall be to produce a “prioritization” of
wish list items on the basis of need, fairness and accordance
with applicable administration, state and federal regulations.
Section 4 Allocations of Funds
The Squires Executive Board has the explicit authority
to disburse funds. The board will not be obliged to use
the Wish List prioritization of the Athletic Department
for deciding on the allocation of funds. However, the Squires
are obliged to demonstrate “good faith” with
regard to any procedure the Squires has agreed to.
Section 5 Purchasing Procedures
Approved Wish List items may be purchased by individual
coaches upon notification by the Squires. All purchasing
must follow proper Episcopal High School purchasing procedures.
The Squires reserves the right to institute special procedures
or “condition of purchase” as the Squires sees
fit. Disbursement of Squires funds for these purchases
will be handled through the Episcopal High School Business
Office using the approved purchasing procedure.
ARTICLE 7 COMMITTEES
Section 1 Membership
Each committee shall be composed of a chairman and not
less than three members. The president prior to the start
of each term shall name executive Committees. Ad-hoc
Committees shall be formed at the discretion of the president
as needed to address a specific issue or concern of the
organization.
Section 2 Standing Committees
A. Membership
Chaired by the Membership Vice President (Couple). The
duties of this committee are to run an annual membership
campaign in the Upper, Middle and Lower School, as well
as for Alumni and Friends of Episcopal.
B. Special Events
Chaired by the Special Events Vice President (Couple). This committee will
have two goals: income-oriented events and spirit-building events. Income-
oriented events will be fundraisers designed to produce funds for the Athletic
Department Wish List. Spirit building will be designed to bring Squires membership
together for “feel good” events.
C. Communication
Chaired by the Communication Vice President (Couple).
This committee will design and produce regular communication
vehicles with the membership and the athletic teams.
D. Bylaws/Nominating
Chaired by the President-elect (Couple). This committee
will review the bylaws each year and propose changes necessary
for the effectiveness of the Squires Club. It shall also
convene to select a slate of officers for the upcoming
year.
ARTICLE 8 FINANCES
Section 1 General Accounting Procedures
In accordance with the Episcopal Business Office.
Section 2 Handling of Receipts
Receipts must accompany all transactions.
Section 3 Handling of Expenses and Purchases
All financial transactions must be approved by the Executive
Committee and run through Episcopal’s business
office.
ARTICLE 9 RATIFYING AND AMENDING BYLAWS AND PROCEDURES
Section 1 Amending Bylaws and Procedures
These bylaws and operating procedures may be changed or
amended by majority of the Executive Board. The Bylaws
Committee may propose amendments and changes. Any individual
wishing to propose a change or amendment must work with
the Bylaws Committee for that purpose.
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