Stallion Booster Club Bylaws and Administrative Policies

Stallion Booster Club Bylaws and Administrative Policies The Stallion Booster Club is an unincorporated membership association that acts in support of the Sugar Hill Christian Academy Athletic Department by raising funds needed to run a successful program and lending their support to the athletes and students who participate in the Athletic Program. All decision making, funding, planning and guidance are under the discretion of the SHCA Athletic Director and must meet his/her approval. Stallion Booster Club s Purpose: - To uphold the vision and mission of Sugar Hill Christian Academy o Vision Statement to enable children to grow in character and faith, to be successful in the modern world while living as Disciples of Christ. o Mission Statement to offer excellent academic and Christian education while developing a lifelong relationship with Jesus Christ. - To uphold the Philosophy of Athletics: o Athletics are part of the whole person and is not a separate part. When we are called by God to live in a certain manner, this includes when we are participating in athletic events. In ALL we do, we should strive to glorify Him, even on the athletic field. Although athletics provides the opportunity for competition, our duties to God still comes above all else. So whether you eat or drink, or whatever you do, do it all for the glory of God. 1 Corinthians 10:31 o A person s worth and performance should not be linked together. The Bible instructs Christians to place our worth in the value that is given to us by Christ. We are fearfully and wonderfully made, our worth is not based on our athletic ability but rather by our value in Christ s eyes. o As authorities established by God, game Officials and coaches receive honor and respect. All authority comes from God and is appointed by Him. Humans will make mistakes, even those who have been to a position of authority. If certain injustices are made it is the responsibility to trust in the authority of our God and learn from the appointed coaches on how to handle such injustices in a Godly manner. Submit yourselves for the Lord's sake to every authority I Peter 2:13 o Allow God to grant victory and defeat. Throughout the Bible, there are ample examples of people facing struggles, losses, hardships and more. God blesses his people through hardships; and teaches His people lessons through how these hardships are handled. This can be applied to how we handle defeats as an athlete. Athletes can learn humility, and how to improve. Coaches and parents should serve as role models to students in how to handle 1

defeat in a Godly way. However, when the Lord blesses us with overcoming defeat, the glory should be to Him and not to our own ability. We should strive to our very best at all times and then allow God s perfect will to take over. So then, those who suffer according to God's will should commit themselves to their faithful Creator and continue to do good. I Peter 4:19 o Athletics is a tool to help educate the whole person. God has provided us with many opportunities and means of learning His truths as we grow in Him. Athletics is just one of the many outlets. Through physical fitness and learning coordination, we keep our bodies, His temple, healthy and more able to glorify Him. We also learn humility, trust, love, and are able to form a bond with other Christians. As coaches, it is our duty to provide an environment where athletes can not only learn the skill of the game but all of God s lessons that can be learned through playing, working together, and strengthening our bodies. General Membership in Stallion Booster Club: Membership requirements There are different levels of membership and each level shall have different membership dues, as well as, benefits associated with it. - PATRON MEMBERSHIP: This membership is limited to family members of students of the Academy. The cost to be a Patron Membership will be $500.00 and will include: o Two Stallion Member embroidered polo shirt, available in men s and ladies sizes and cuts. If you wish to purchase additional polo shirts, the cost will be $35.00/ea. o Voting privileges at all meetings in which you are in attendance and the ability to run for an officer position. o Free admission for you and your family to all home games when Stallion Member Card is presented. o Stallion member card - STALLION FAMILY MEMBERSHIP: This membership is limited to family members of students of the Academy. The cost to be a Stallion Family Member will be $250.00 and will include: o Free admission for you and your family to all home games when Stallion Member Card is presented. o Voting privileges at all meetings in which you are in attendance and the ability to run for an officer position. o Stallion member cards - HORSESHOE CLUB MEMBER: This membership is limited to current students at Sugar Hill Christian Academy. The cost to be a Student Member will be $50.00 and will include: o Free admission to all home games when Student Member Card is presented 2

Meetings Stallion Booster Club will hold at least two but not more than four general meetings per school year. The date, time, and location of the meeting will be announced at least a month in advance. Minutes from the last meeting, a financial report, and an agenda will be distributed each meeting. Officers must meet at least one hour before each general member meeting to discuss the agenda that will be presented. Stallion Booster Club Officer Qualifications: I. Officers shall be Christians and subscribe without reservation to the Academy vision, mission, philosophy, core values, and statement of faith. II. Officers shall be Christian role models who live out the faith they profess in the school, church, and community. III. Officers must be a member (Patron or Family) of the Stallion Booster Club. IV. Officers must attend a Christian church on a regular basis. V. Officers must be able to explain the path of salvation to others. VI. Officers must be over 21 years of age. VII. Officers must agree to follow the Matthew 18 principles for resolution of differences between themselves and other parties. VIII. Officers are not entitled to special privileges or dispensations from Academy staff or the School Board. IX. Officers must agree to read and uphold the guidelines and principles set forth in the athletic handbook. Nomination and voting for Stallion Booster Club Officers: All members who wish to serve as an officer must meet all of the above stated qualifications and be nominated for a specific officer position. An announcement requesting nominations will be made at least one month prior to the last Stallion Booster Club meeting. Names will be submitted to the Athletic Director. Nominated individuals who are interested in running for the position in which they were nominated will be required to fill out a brief application. The Athletic Director and Academy Administration will meet prior to the last general meeting to review the applications and clear the nominee for voting. o Members must be nominated at least two weeks prior to the last general meeting in order to be considered. The member running for a specific officer position will give a brief speech to state their qualifications and/or interest in the position for which he or she was nominated. The speeches will take place at the last meeting prior to voting. Members will use a private ballot to cast their vote after the speeches have concluded. A majority of more than 50% must be in favor of the member nominated for that member to take his or her place as an officer. Elections for new officers will be held at the last Stallion Booster Club meeting. The current Athletic Director will preside over the voting processes during officer elections. Officers terms will be from 2 years beginning June 1 st to May 31 st. Members may serve 3

again however they must first roll off for two years before being eligible for nomination again. Vacancies of Stallion Booster Club Officers: A vacancy of an Officer shall be deemed to exist in the case of an Officers expiration of term, resignation before expiration of the term, death, or removal from the position. Vacancies shall be filled in accordance with the policies outlined in the nomination and voting section. When vacancies occur midterm, the replacement officer only serves the remainder of the original term. The vacancies may remain unfilled for the remainder of the school year if necessary. Resignation or Dismissal from a Stallion Booster Club Officer Position: After prayerful consideration, any officer may resign from his or her position. He or she shall tender the resignation in a letter to the Stallion Booster Club president, or in the case of the president resigning; a letter shall be given to the Athletic Director. The resignation is effective immediately unless the notice specifies a later effective date. An officer may be removed with or without cause. Specific causes for removal will include, but are not limited to, failure to be a Christian role model, excessive absences from meetings, and whenever such removal, in the judgment of the SHUMC Church Council or the School Board, is in the best interest of the school or Athletic Department. In view of the serious nature of an Officer s involuntary removal from office, every effort shall be made by all parties to show Christian compassion and forbearance. Corrective measures and actions designed to promote genuine repentance and personal restoration shall be applied. Dismissal from an officer position shall be a matter of last resort. Any unpleasantness surrounding such action shall be dealt with quickly and take into account the dignity and personal privacy of the individual in question. Non-discrimination Statement Sugar Hill Christian Academy and the Athletic Department admits students of any race, color, or national or ethnic origin to all the rights, privileges, programs, and activities generally accorded or made available to students at the school. It does not discriminate on the basis of race, color, or national or ethnic origin in the administration of its educational policies, admissions policies, scholarship and loan programs, athletic programs, or other school-administrated programs. Account Books, Minutes, Etc. a. The school shall keep correct and complete books and records of the account and shall also keep minutes of the proceedings of all Stallion Booster Club officer and member meetings. b. Stallion Booster Club shall follow operating policies established by SHCA and SHUMC. c. Officers of the Stallion Booster Club shall receive no compensation for their services. The Stallion Booster Club President may request the authorization 4

Conflict Resolution for the reimbursement of expenses incurred by any Board member in the performance of approved official business for the school. d. The Stallion Booster Club treasurer or president will propose a yearly operating budget to the School Board each June or July. e. The Stallion Booster Club Officers will work with school administration in determining the best use of money raised from fundraising. School administration will have the final decision in the use of funds. f. All Stallion Booster Club fundraisers must be approved by the Academy Administration. g. Any parent or interested individual may schedule a meeting with the School Business Manager to review the Stallion Booster Club income and expense reports. Matthew 18: 15-17- Stallion Booster Club officers agree to handle disputes with each other, school staff, and school families in accordance to the Matthew 18 Principle. This means that the officer will go to the person directly involved to try and resolve the issue. If that does not bring resolution, they will go to the next person on the chain of command until a resolution is reached. The chain of command shall be defined as follows: party with the issue>staff person or parent> Stallion Booster Club president or Athletic Director>Principal> School Board Chair> School Board. Matthew 18:15-17 If a brother sins against you, go and show him his fault, just the two of you. If he listens to you, you have won your brother over. But if he will not listen, take one or two other along, so that every matter may be established by the testimony of two or three witnesses. If he refuses to listen to them, tell it to the church; if he refuses to listen even to the church treat him as you would a pagan or a tax collector. Academy Responsibilities In order help the Athletic Teams and Academy reach a common goal of having an established and competitive Athletic Department, the individual grade levels will have certain responsibilities at each home game. The Room Rep(s) are responsible for organizing volunteers to fulfill the following duties: - Concession Stand: The volunteers will be responsible for the set up, clean up, and management of sales during all home games. There will need to be at least 2 4 volunteers. Volunteers may work in shifts. - Admission Table: The volunteers will be responsible for the set up, clean up, and collecting of funds as guests enter our facility. The volunteers at the admission table will also have a current Stallion Booster Club Member list in order to award discounts accordingly. There will need to be at least 2 4 volunteers. Volunteers may work in shifts. - Team Assistant: The volunteers will be responsible for making sure there is a water cooler with cups both for the Academy team, as well as, our visitors. For 5

special privilege, there will be an opportunity for students to act as a Team Assistant and help the athletes get water when they need it. These Team Assistants will be decided by the principal when he or she feels that a student has gone above and beyond what is required. The student(s) selected are under the authority of the coach, for whom they are working. The student(s) will be recognized at half time for his or her achievement. Specific Duties and Responsibilities of Stallion Booster Club Officers: President The president shall preside at all Stallion Booster Club Meetings. The role of the president is to provide leadership, motivation, and encouragement to other officers and general members. He or she meets with school administration to discuss the goals for the Athletic Department. He or she will preside over the voting process at all meetings, with the exception of officer elections. He or she is responsible for attending as many games as possible to ensure that the officers are carrying out their duties at each game. If he or she is not able to attend a game, he or she should ensure that all the needs of the athletic teams are met, before the date of the schedule game or event. Vice President The Vice President will take over the responsibilities of the president in the event that the president is absent or disabled. Secretary The secretary will record minutes of any and all Stallion Booster Club meetings, including the officer meetings and shall conduct necessary correspondences. A book of minutes shall be kept every year. At home games, he or she will be responsible for keeping a list of current members and their level of membership and grant admission as stated for each level of membership. If he or she is unable to attend a home game, a replacement should be found by the Secretary and the Athletic Director should be notified of any changes prior to the start of the game. Treasurer The treasurer shall monitor the financial status of the Stallion Booster Club. He or she will keep track of spending through an expense report, as well as, money that comes in from outside sources or fundraising events. The expense report will be presented at each meeting. At home games, the Treasurer is responsible for collecting money for admission. If he or she is unable to attend a home game, the Secretary will take over the Treasurer s duties, or a replacement should be found by the Treasurer. The Athletic Director should be notified of any changes prior to the start of the game. All money from admissions should be given to the Athletic Director prior to leaving the facility. Facilities Manager The Facilities Manager will be responsible for creating a team to assist with setting up the gym for home games, as well as, cleaning up after every home game. The gym should be left in better condition than it was before our athletic teams enter. If he or she is unable to attend a home game or is unable to attend for set up/clean up, it is his or her responsibility to assemble a team to carry out his or her duties. A team leader will need to be assigned and he or she will carry out the duties of the Facilities Manager for that game. In the event that someone else will be carrying out the Facilities Manager s duties, the Athletic Director must be informed no less than three hours prior to the event or game starting. Public Relations Officer This is a joint position that is to be run by two separate individuals, in different immediate families. The Public Relations Officers main 6

responsibility is to procure funds through donations and fundraisers, as well as, acquiring new members. The Public Relations Officers will be responsible for presenting the Stallion Booster Club with fundraising ideas at each meeting. These ides will be voted on, when possible, before they are carried out. They will be responsible for organizing fundraisers and making sure that there are enough volunteers available to carry out the events. Also, the Public Relations Officers are responsible for promoting the Stallion Booster Club at all Academy events and matches. Academy Staff Representative - The Academy Athletic Director shall serve as a liaison between the school and the Stallion Spirit Booster Club Officers. The Athletic Director does not vote at officer meetings. 7