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, and cheerleaders 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.

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. Voting will be done in ballot format.

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:

1. President (Couple)

2. President Elect (Couple)

3. Communications Chair (Couple)

4. Faculty-Liaison Chair

5. Membership Chair (Couple)

6. Merchandise Chair (Couple)

7. Special Events Chair (Couple)

8. Treasurer (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.
 

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. President (Couple)

The President 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. President-Elect (Couple)

The President-elect 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. Communications Chair (Couple)

The Communications Chair shall record the minutes of all Squires meetings and shall maintain these minutes for purposes of reference. The Chair will be responsible for maintaining up to date information on the Squires group page on the Episcopal website, working closely with the Membership Chair. The Chair shall assist in the dissemination of all membership correspondence working closely with the Advancement Office (communications@ehsbr.org).

4. Faculty-Liaison Chair

The Faculty-Liaison Chair shall be the administrative assistant to the Director of Athletics. Faculty Liaison Chair shall contact sport liaisons with information regarding their responsibilities, organizational procedures and to hear specific sport needs or concerns.

5. Membership Chair (Couple)

The Membership Chair shall formulate plans for an annual membership drive. The Chair may choose to create a committee to help with the duties of this office and shall be responsible for soliciting memberships, keeping membership records, and receiving and recording membership dues. ?

6. Merchandise Chair (Couple)

The Merchandise Chair will select, order and sell Episcopal spirit merchandise upon approval of Athletic Director and keep records of sales. The Chair will also work with Special Events Committee for income oriented events such as Thursday Knight Live.

7. Special Events Chair

The Special Events Chair 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.

8. Treasurer

The Treasurer shall keep all financial records for the Squires in accordance with Episcopal High School policies and procedures for support organizations. The Treasurer shall be responsible for coordinating with the Episcopal Business Office in all matters pertaining to the accounting and disbursement of Squires funds. The Treasurer is responsible for assisting the President in formulating and maintaining the Squires budget. The Treasurer shall publish “Statements of Financial Condition” as needed to conduct Squires business on an annual basis and request by the Executive Board.

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 as needed during specified athletic events.

4. The individual sport representatives (liaisons) are charged with maintaining open lines of communication between their sports and Squires.

5. 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 Office 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 expenses reimbursement upon authorization of those expenses by the Officer or President with prior approval by the Executive Board.

Section 1 General Meetings

A. The General Membership shall hold an annual meeting each spring semester (May) to: 

1. elect officers
2. to review funds raised (annual report)
3. hear Wish List presentations
4. vote on proposed Wish List items

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. Wish List Items, Funds available for Wish List, and notification of Annual Meeting shall be sent to the appropriate member families 2 weeks in advance of the called meeting. This allows members adequate time to review proposed items as well as give members the opportunity to donate any items prior to the vote.

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.

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 make request of any items of equipment, implements, coaching aids or contractible projects that

1. directly benefit an Episcopal High School Athletic Team
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 and the moderators of the Cheerleaders 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.

SECTION 1 MEMBERSHIP

Each committee shall be composed of a chairman. 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

Lead by the Membership Chair (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. This Committee is also responsible for updating the Membership on the Squires Group page on the Episcopal Website.??

B. Special Events

Lead by the Special Events Chair (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

Lead by the Communication Chair (Couple). This committee will design and produce communication vehicles with membership, athletic teams, alumni and Friends of Episcopal. ?

Programs:

Lead by a Squires Member. This committee will design and produce an Athletic Program (magazine format) to be sold at athletic events in the fall.

D. Bylaws/Nominating

Lead 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.

E. Egear

Lead by Merchandise Chair. This committee will select and order EHS spirit merchandise upon approval of Athletic Director and keep records of sales. This committee will also work with the Special Events Committee for income oriented events such as Thursday Knight Live.

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.

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.