AMENDED
BYLAWS OF
STAYTON EAGLES BOOSTERS CLUB, INC.
ARTICLE I
NAME
The name of this Corporation is STAYTON HIGH SCHOOL EAGLES BOOSTERS CLUB, INC.
ARTICLE II
PURPOSE
This Corporation exists:
1. For the purpose of broadening the involvement of students, student families and the school through support for all male and female activities of the inter-school athletic, Rally, and Dance Team programs. The Corporation works to achieve this through active participation of as many parents as possible in Booster Club programs and in concentrated support for individual sports, working closely with the coaches, athletic director, activities director and principal of Stayton High School.
A. To support, promote and maintain a high standard of integrity and good sportsmanship in all athletic activities of Stayton High School.
B. To promote and encourage better attendance at all sports activities by the parents, and friends of athletes, the students, and faculty of Stayton High School.
C. To raise funds to assist all athletic programs of Stayton Union High School.
2. To engage in any lawful activity.
ARTICLE III
PLACE OF MEETINGS
All of the meetings of the members of this Corporation shall be held at Stayton Union High School, 757 W. Locust St., Stayton, OR, or at any other place in the State of Oregon.
ARTICLE IV
MEMBERSHIP
Parents and friends of all past or present student athletes, and such other sports interested persons who desire membership shall be eligible for membership in the Corporation. All members shall be at least 18 years of age, not a student of Stayton High School and shall reside within the boundaries of the North Santiam School District.
ARTICLE V
ANNUAL MEETINGS
The annual meeting of the members of the Corporation shall be held during the month of September in each year on the second Wednesday of the Month if not a legal holiday. In the event that such annual meeting is omitted by oversight or otherwise on the date herein provided for, the Directors shall cause a meeting in lieu thereof to be held as soon thereafter as conveniently can be, and any business transacted or elections held at such meeting shall be as valid as if transacted or held at the annual meeting. Such subsequent meetings shall be called in the same manner as herein provided for in the annual meeting of the members.
ARTICLE VI
NOTICE OF ANNUAL MEETING
Notice of the Annual Meeting, stating the time and the place, shall be given by the President or the Secretary, by mail or personal communication over the telephone or otherwise, not less than five (5) days prior to the date of the meeting, to each member of the Board of Directors of record, at his/her address as it appears on the records of the Corporation, unless he/she shall have filed with the Secretary of the Corporation a written request that notice intended for him/her be mailed to some other address, in which case it shall be mailed to such address designated in such request. Attendance of a director at any meeting shall constitute a waiver of notice of such meeting, except where the director attends a meeting for the purpose of objecting to the transaction of any business because the meeting is not lawfully called or convened. Neither the business to be transacted nor the purpose of any meeting of the Board of Directors need be specified in the notice or any waiver of notice of such meeting.
ARTICLE VII
WAIVER OF NOTICE
Whenever any notice whatever is required to be given by these Bylaws, or the Articles of Incorporation of this Corporation, or any of the Corporation laws of the State of Oregon, a waiver thereof in writing signed by the person or persons entitled to such notice, whether before or after the time stated therein, shall be deemed equivalent thereto.
ARTICLE VIII
REGULAR and SPECIAL MEETINGS
Except as otherwise provided by law, special meetings of the members of the Corporation shall be held whenever called by the President, Vice-president, Secretary or by a majority of the Board of Directors. Regular Meetings shall occur at least once monthly during the months of October, November, December, January, February, March, April and May of each year.
ARTICLE IX
QUORUM OF MEMBERS
Except as hereinafter provided and as otherwise provided by law, at any meeting of the Corporation, a majority of the Directors shall constitute a quorum; but a less representation may adjourn any meeting. When a quorum is present at any meeting, a majority of the members of the Corporation in attendance shall be entitled to vote and decide any question brought before such meeting, unless the question is one upon which by express provision of law or of these Bylaws, a larger or different vote is required, in which case such express provision shall govern and control the decision of such question.
ARTICLE X
VOTING BY MEMBERS
All members of the Corporation, as defined by these Bylaws, may vote in person at any meeting. Each member, except as hereinafter otherwise provided, shall be entitled to one (1) vote. The final authority on the election of officers/directors, the amendment of these Bylaws, or the approval of policies and procedures required by ARTICLE XXX herein shall be by vote of the members. The final authority on any other issue rests with the Board of Directors.
ARTICLE XI
BOARD OF DIRECTORS
A Board of Directors shall be chosen by vote at the annual meeting, or at any meeting held in place thereof as provided by law, or at any special meeting called pursuant to these Bylaws. The Board of Directors shall consist of the elected officers, Past President and three members elected at large from the membership. In the event that the Past President is elected as an officer, four Directors shall be elected from the membership at large.
Each Director shall serve until the next Annual meeting of the Corporation and until his/her successor is duly elected. Directors shall be Members of the Corporation.
ARTICLE XII
DUTIES OF BOARD OF DIRECTORS
Pursuant to ORS 65.301(2), all corporate powers shall be exercised by or under the authority of, and the affairs of the corporation managed under the direction of, the Board of Directors, subject to any limitation set forth in the Articles of Incorporation or these By Laws. The duties of the Board of Directors shall be to transact business in the interval between regular meetings of the Corporation. Any business conducted between regular meetings of the Corporation shall be considered a special meeting, shall require notice to each Director in the manner provided by ARTICLE VI herein and shall be called as provided by ARTICLE XIII herein. Immediately upon election to office, the Board of Directors shall establish the Budget of the Corporation for the fiscal year for which elected.
ARTICLE XIII
MEETINGS OF THE BOARD OF DIRECTORS
Meetings of the Board of Directors may be held at any time whenever called by the President, or three (3) members of the Board.
ARTICLE XIV
QUORUM OF DIRECTORS
A majority of the members of the Board of Directors as constituted for the time being shall constitute a quorum for the transaction of business, but a lesser number may adjourn any meeting. When a quorum is present at any meeting, a majority of the Directors thereat shall decide any question brought before such meeting, unless the question is one upon which by express provision of law or of these Bylaws, a larger or different vote is required, in which case such express provision shall govern and control the decision of such question.
ARTICLE XV
OFFICERS
The officers of the Corporation shall consist of a President, Vice-president, Secretary and Treasurer or Secretary/Treasurer. Officers shall be Members of the Corporation, be at least 18 years of age, not a student of Stayton High School and shall reside within the boundaries of the North Santiam School District.
ARTICLE XVI
ADDITIONAL OFFICERS
There shall be such additional officers, committee chairpersons, and other officials as the President shall appoint from time to time.
ARTICLE XVII
DUTIES OF OFFICERS
PRESIDENT - It shall be the duty of the President to preside at all regular and special meetings and all meetings of the Board of Directors. The President shall perform all the duties commonly incident to his/her office; shall have general supervision of the affairs of the Corporation; shall appoint all committees and committee chairpersons and shall sign all contracts.
VICE-PRESIDENT - The Vice-president shall act as President in the event of the absence or disability of the President.
SECRETARY - It shall be the duty of the Secretary to conduct the correspondence of the Corporation; to take minutes at each meeting and to keep all books, papers, records and documents belonging to the Corporation, or in any way pertaining to the business thereof, including but not limited to: Annual Reports, Raffle Reports, Raffle License, and Charitable Corporation Reports, except the books and records incidental to the duties of the Treasurer.
TREASURER - It shall be the duty of the Treasurer to receive all monies due to the Corporation and deposit the same in a place approved by the Members. The treasurer shall disburse the funds for the purposes approved by the Members. The Treasurer shall maintain the books and records of the Corporation incidental to the duties of the Treasurer and shall present a statement of account at all meetings and at other times when requested to do so by the President.
ARTICLE XVIII
RESIGNATIONS AND REMOVALS
Any Officer or Director may be removed from office by a majority vote of the members of the Corporation. Failure to take an active part in the activities of the Corporation or unexplained absence from three (3) consecutive meetings shall constitute grounds for removal. A director may resign by delivering a written notice of resignation to the President or to the Board of Directors. Any such resignation shall take effect at the time specified therein, or, if the time be not specified therein, upon its acceptance by the Members.
ARTICLE XIX
DEPOSIT OF FUNDS
All funds of the Corporation shall be deposited by the Treasurer in such bank or banks, trust company or trust companies, or with such firm or firms doing a banking business, as the Members may designate.
All checks, drafts, notes and other obligations for the payment of money may be signed by any of the officers of the corporation.
ARTICLE XX
ELECTIONS
Election of Officers and Directors shall take place at the Annual Meeting. Officers shall serve for one year and may be elected to serve as many consecutive terms in any office as desired by the members.
ARTICLE XXI
VACANCIES
If the office of any Director or Officer becomes vacant by reason of death, resignation, removal, disqualification, or otherwise, the Members may by vote of a majority of a quorum, choose a successor or successors who shall hold office for the unexpired term.
ARTICLE XXII
LEGAL FEES AND EXPENSES
Upon approval of the Members, the fees and expenses of defending the Corporation, its Board of Directors and Officers, in the event of a civil suit filed against the Corporation or such individuals as the result of actions of or on behalf of the Corporation, shall be paid by the Corporation.
ARTICLE XXIII
RIGHTS AND LIABILITIES OF MEMBERS
The members of this corporation shall have no right, title, or interest whatsoever in its income, property, or assets, nor shall any portion of such income, property, or assets be distributed to any member on the dissolution or winding up of this corporation.
ARTICLE XXIV
INDEMNIFICATION OF DIRECTORS AND OFFICERS
Each Director and Officer of the Corporation now or hereafter serving as such, shall be indemnified by the corporation against any and all claims and liabilities to which he/she has or shall become subject by reason of serving or having served as such Director or Officer, or by reason of any action alleged to have been taken, omitted, or neglected by him/her as such Director or Officer; and the Corporation shall reimburse each such person for all legal expenses reasonable incurred by him/her in connection with any such claim or liability, provided, however, that no such person shall be indemnified against, or be reimbursed for any expense incurred in connection with, any claim or liability arising out of his/her own willful misconduct or gross negligence.
ARTICLE XXV
LIMITATION ON MEMBERS' LIABILITY
Members of this corporation shall not be personally liable for the debts, liabilities, or obligations of the corporation, and shall not be subject to any assessments.
ARTICLE XXVI
PROHIBITION OF FINANCIAL GAIN
This Corporation is not organized for a pecuniary profit. It shall not have any power to issue certificates of stock or declare dividends, and no part of its net earnings shall inure to the benefit of any Member or other individual. The balance, if any, of all money received by the Corporation from its operations, after the payment in full of all debts and obligations of the Corporation of whatever kind or nature, shall be used and distributed exclusively in a manner consistent with the purpose for which the Corporation exists as defined herein.
ARTICLE XXVII
PROHIBITION AGAINST ENCUMBERING PROPERTY
This Corporation shall never mortgage or place any other lien on any of its properties for any purpose, nor shall it, save for current expenses, incur indebtedness at any time during its term of existence.
ARTICLE XXVIII
PROHIBITION AGAINST SPECIFIED ACTIVITIES
Notwithstanding any other provision of these articles, the corporation shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law) or (b) by a corporation, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law) This Corporation shall not, except to an insubstantial degree, engage in any activities or exercise any powers that are not in furtherance of the purposes of this Corporation.
ARTICLE XXIX
DISTRIBUTION OF ASSETS UPON DISSOLUTION
In the event of the dissolution of this Corporation, whether voluntarily or involuntarily, or in the event it shall cease to carry out the objects and purposes herein set forth, all the business, property, and assets of the corporation shall go and be distributed to Stayton High School, or its successor, for the use and support of the Athletic Fund of the school. In the event that Stayton High School or its successor is not then in existence or is no longer exempt from Federal income tax, or no longer maintains an inter-school athletic program, or is unwilling or unable to accept the distribution, then the assets shall be distributed to an organization which has established its tax exempt status under Section 501(c)(3) of the Internal Revenue Code (or the corresponding provision of any future United States Internal Revenue Law)
ARTICLE XXX
WRITTEN POLICIES
The Board of Directors shall develop written polices to govern certain activities of the Corporation, including but not limited to: the selection of Scholarship recipients, purchase of equipment for the athletic programs, payment of expenses incidental to athletic participation, awards, identification of major budget items, development of the yearly budget and such other issues as may be determined necessary by the members. Adoption of such policies shall be subject to the approval by a majority vote of the members present at any regular, special or Annual meeting of the corporation when such policies are presented for approval.
ARTICLE XXXI
AMENDMENT
These Bylaws may be amended at a meeting of the regularly called general membership, by a majority vote of those members eligible to vote, present, and actually casting their vote at said meeting.
ARTICLE XXXII
SUSPENSION OF BYLAWS
Excepting those Articles or portions thereof required by state or federal law to preserve the status of the Corporation, the members may at the Annual Meeting in any year, suspend any Article or portion of an Article for purpose of business to be conducted at that meeting.
IN WITNESS WHEREOF, we as Officers and/or Directors of STAYTON EAGLES BOOSTERS CLUB, INC., do hereby subscribe our hands this 4th day of January, 1995 and do hereby certify that the attached code of Bylaws contained on this and 9 preceding pages, was ratified at a meeting of the members, at which we were present, held on the 5th day of December, 1994.
Operating Policies and Procedures
PURCHASE OF EQUIPMENT
PHILOSOPHY
Purchases of equipment will be made to benefit as many student athletes as possible.
POLICY
All requests for purchases by Boosters shall be submitted first by a Head Coach to the Athletic Director for review and recommendation, then to the Booster President. Except for emergency requests for the replacement of equipment which has failed or been lost or stolen, all requests should be made to the Athletic Director not less than 60 days prior to the date the equipment is to be placed into service. Requests will be taken under advisement by Boosters and acted on within 30 days of receipt by the Booster President.
SCHOLARSHIPS
PHILOSOPHY
The application process shall be fair to all applicants; criteria for selection shall be as objective as reasonably possible and shall be consistent from year to year.
POLICY
Scholarships shall be awarded based principally on Athletic Participation and Performance, consistent with Booster By-Laws but the criteria shall also include academic performance, school activities, a written essay and an interview.
In years when multiple scholarship awards are given, awards will be made one each to the graduating senior boy and graduating senior girl who score highest on the process. Remaining scholarships will be awarded to the graduating seniors who receive the next highest scores, whether boy or girl.
Participation at previous schools other than Stayton will qualify.
A minimum of six, $500.00 scholarships will be awarded each year. In the event that scoring results in a point difference between position number 6 and position number 7 of less than one point, a seventh scholarship will be awarded.
PROCESS
1. Boosters select Scholarship Chairman who has responsibility to ensure procedure is carried out.
2. Scholarship Chairman Responsibilities
A. Coordinates with High School Councelors to set dates for Applications to be picked up by students;
dates for Applications to be submitted by students; and dates for interviews.
B. Delivers Application Instructions and Application Forms (Exhibit A) to Counseling Office to be issued
to applicants.
C. Coordinates with Principal/English Dept. to ensure essays will be graded.
SCHOLARSHIPS continued
D. Arranges for three Interviewers to conduct interviews.
1. One Booster or representative
2. One teacher from school other than SUHS who had had none of the applicants as a student.
3. One community member
4. Chairman will not be one of the Interviewers.
E. Schedules Interviews.
F. Selects six Interview Questions from previously developed Question Bank (Exhibit B) or from whatever
other source available.
G. Prepares packets for interview panel with questions to be asked and Interview Form (Exhibit
C). Interview score for each applicant is average if scores given by Interviewers.
H. Scores applications using Scholarship criteria (Exhibit D) with one other Booster member to determine
winners.
I. Prepares materials for presentation at Senior Awards Assembly.
J. Notifies Counseling Office of selected recipients.
K. Ensures money distributed to recipients upon their registration for college (two year or four year)
AWARDS
PHILOSOPHY
To recognize the outstanding performance of student athletes who achieve ALL STATE or the equivalent, recognition while participating on an athletic team at Stayton High School.
POLICY
Plaques will be presented, at the Senior Awards Ceremony, to the graduating senior athletes who at some time during their athletic career at Stayton High School have achieved some level of ALL STATE or the equivalent, recognition.
Selection to East West Shrine team, Basketball All Star, North-South Baseball or Softball, State Tournament All Tourney or finishing 1st through 4th in any event at any State Meet or competition shall be considered equivalent to achieving "ALL STATE" recognition.
FUNDING ELIGIBILITY and EXCLUSIONS
PHILOSOPHY
Booster monies should be utilized for the benefit of inter school competitive programs and the teams participating within those programs.
POLICY
As available, funds will be utilized for the benefit of the inter school athletic, rally and dance team programs.
Funds will not be allocated to benefit non-school programs nor for the sole benefit of individual students other than the award plaque given to ALL STATE Senior Athletes.
CHARGE ACCOUNT
PHILOSOPHY
To provide a means for coaches to make available nutritious snacks and drinks for the benefit of student athletes.
POLICY
Boosters will maintain a charge account at a local grocery store. The account will be accessible to coaches to use to purchase nutritious snacks and drinks for student athletes. Coaches may at their discretion provide snacks and drinks for opposing team members. Coaches are expected to exercise good judgment in use of this account.
GOLF TOURNAMENT
PHILOSOPHY
To sponsor an activity which will generate proceeds to be used exclusively to benefit the Scholarship Program.
POLICY
Boosters will sponsor a golf tournament each year which will occur on the most convenient Saturday following the beginning of the school year. Proceeds will be used exclusively to increase the Scholarship Fund. Date, format and details of the Tournament shall be at the discretion of the Tournament Committee.
MAJOR PROJECT PLANNING
PHILOSOPHY
A sum of money needs to be set aside annually to fund large projects which can not be funded from a single year's budget.
POLICY
An amount not less than 10% of the net proceeds from each year's auction will be set aside for planning for projects which will have a greater cost than major budget items. Such projects will benefit the various inter-school athletic, rally and dance team programs.
MAJOR BUDGET ITEMS
PHILOSOPHY
To utilize Booster funds to generate the greatest benefit for students participating in inter school athletic, rally and dance team programs,
POLICY
Major budget items will be determined by the Board of Directors and the Athletic Director, based upon requests submitted by coaches. When evaluating requests, consideration will be given to costs per athlete, number of students in the particular program requesting the item and support given to that program in past years.
YEARLY BUDGET
PHILOSOPHY
To establish a yearly budget to cover anticipated expenses and identify funds available for use to benefit inter school athletic, rally and dance team programs.
POLICY
The proposed yearly budget will be prepared by the Treasurer and submitted to the Board of Directors for approval prior to June 30th preceding the budget year.
$5.00 SPONSORSHIP
PHILOSOPHY
To provide some sort of Booster assistance or support to each student athlete at Stayton High School during each school year.
POLICY
$5.00/participant, including coaching staff and managers and scorekeepers will be allocated to each Head Coach for each sport for the use of the student athletes within that coach's program. The money must be used to benefit all participants, freshman through varsity. Coaches must identify the intended use of the money prior to receipt and provide receipts after use.
FUNDING FOR UNIFORMS
PHILOSOPHY
To assist in maintaining athletic teams whose appearance instills a sense of pride in the athletes during those times when the funds provided by the district are inadequate.
POLICY
1. Funds will only be provided if the team is in need of new uniforms, not because they want them. The Need will be determined and recommended to the Booster Club by the Stayton High School Athletic Director.
2. Funds will not be provided if the Booster Club has purchased uniforms within the last five years unless extenuating circumstances are present.
3. Teams that do not have any or very little equipment will be considered to have special or extenuating circumstances.
4. Funds will not be provided based on style or color change.
5. Coaches are responsible for the condition of the uniforms as well as making sure that uniforms are completely returned at the end of the season.
6. Uniforms will remain the property of Stayton High School; students cannot buy them from the school or permanently attach their name on the uniform.
7. The Booster Club will not finance the total amount of the uniforms but only a portion, with the remainder to be supplied by the team through fund-raiser or school funds.
8. Any money loaned to a team to help purchase uniforms must be paid back within one school year.
9. A team must bring to the Booster Club a cost estimate, so an exact dollar amount may be determined and voted on.
STAYTON EAGLES
BOOSTER CLUB
REQUEST FOR ASSISTANCE
Please complete the following:
Date of request: ____________________________________________________________________
Date needed by: _____________________________________________________________________
Amount requested: ___________________________________________________________________
Name and phone number of person making request: _________________________________________
__________________________________________________________________________________
PERSON OR GROUP FUNDS WILL BENEFIT:
__________________________________________________________________________________
__________________________________________________________________________________
REASON FOR REQUEST: ___________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
**************************** BOOSTER CLUB USE ONLY ****************************
Date received: ______________________________________________________________________
Date reviewed: ______________________________________________________________________
Action: ____________________________________________________________________________
Comments: _________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
Approved by: _______________________________________________________________________
Requesting person notified: ____________________________________________________________
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