ST. MARY’S RYKEN ATHLETIC BOOSTERS BYLAWS

ARTICLE I – NAME

The name of this organization is “St. Mary’s Ryken Athletic Boosters (SMRAB).” This organization may also be referred to as “Boosters”.

ARTICLE II – MISSION & PURPOSE

Mission – The St. Mary’s Ryken Athletic Boosters (SMRAB) supports the mission of St. Mary’s Ryken (SMR)—its commitment to academic excellence and individualized student growth—by helping to provide for the athletic needs of all SMR student‑athletes.

Purpose –

1. Athletic Financial Support
   To provide direct financial support to the athletic department and individual athletic teams, funded primarily through concession sales during home events.
    
2. Streaming & Exposure Support
   To provide financial support for annual athletic streaming subscriptions, giving student-athletes and their families access to live-streaming athletic events and college exposure opportunities.
    
3. Promotion of Academic Excellence
   To promote academic achievement by recognizing the athletic team with the highest seasonal grade point averages (Fall, Winter, Spring).

 

ARTICLE III – MEMBERSHIP

Membership
Anyone with an interest in supporting St. Mary’s Ryken High School through the St. Mary’s Ryken Athletic Boosters (SMRAB) is eligible for membership. Membership consists of two categories.

Section 1 – Associate Members

An associate member may be any adult, student, alumnus, parent, or community member who has an interest in St. Mary’s Ryken athletics.

The following St. Mary’s Ryken leadership shall serve as honorary associate members of the SMRAB:

• The President
• The Principal
• The Chief Financial Officer
• The Athletic Director

Associate members are not required to meet participation requirements.

Section 2 - Voting Members 

A voting member is limited to those serving on the Executive Committee. To maintain voting membership, an Executive Committee member must:

1. Attend at least two of the last three SMRAB meetings, and
2. Fulfill all assigned Executive Committee duties.

The Athletic Director holds final approval or denial authority on any decision made by the Executive Committee.

Section 3 - Additional Notes

• Removal of Membership: Members may be removed if they fail to uphold the mission of St. Mary’s Ryken or the SMRAB, or if they do not fulfill their assigned duties.
• Non-Discrimination: There shall be no discrimination regarding membership based on sex, race, color, ethnic background, religious affiliation, or lack of religious affiliation.

 

ARTICLE IV – MEETING OF MEMBERS

Section 1 - Regular Meetings

The members of the SMRAB shall meet monthly with proper notification provided by the Executive Committee. Meeting dates may be adjusted as needed due to the school calendar, holidays, or a lack of quorum.

Section 2 - Special Meeings

A Special Meeting of the Members may be called at any time by the President of the SMRAB or the Athletic Director by directing the Secretary to issue a Notice of Meeting. Notice shall be e- mailed and posted on the SMRAB website no fewer than ten (10) days prior to the meeting and it must state the purpose for which the meeting is being held.

A Special Meeting shall also be convened upon the written request of at least five (3) voting members, submitted to and received by the Secretary.

Section 3 - Quorum

The attendance of three (3) voting members shall constitute a quorum for conducting official business and voting on any action of the SMRAB.

Section 4 - Voting and Procedure

Only voting members, as defined in Article III, Section 2, are eligible to:

• Propose, second, and cast votes on motions
• Serve as officers
• Serve on the nominating committee and vote for nominees for office
• Associate members may attend and participate in discussions but may not take part in the voting process.

 

ARTICLE V – THE EXECUTIVE COMMITTEE

 Section 1 - Officers

The Officers of the SMRAB shall consist of the President, Vice President, Secretary, and Treasurer (Finance).

All Officers shall be elected by SMRAB membership. Elections are held in May each school year, and newly elected Officers assume duties at the first meeting before the start of the following school year.

If an Officer is unable to continue or resigns, they should provide 60 days’ notice to the President whenever possible to support a smooth transition.

All Officers must be parents/guardians of current or former St. Mary’s Ryken students and have a vested interest in advancing the mission of athletics at St. Mary’s Ryken and the SMRAB.

Duties of the Officers

A. President

The President provides leadership and oversees the operations of the SMRAB.

Responsibilities include:

• Setting meeting agendas and presiding over all meetings of the SMRAB, ensuring meetings are conducted in accordance with the Bylaws and maintaining decorum with support from the Secretary.'
• Calling Special Meetings when necessary.
• Serving as the liaison between the Athletic Director and SMRAB.
  • Executing the strategy as outlined by the Athletic Director.
  • Maintaining open lines of communication and providing regular updates.
• Voting on motions, including breaking tie votes.
• Overseeing committee operations and serving as an ex officio member of all committees.

B. Vice President

The Vice President supports the President and assists with leadership responsibilities.

Responsibilities include:

• Performing the duties of the President during their absence.
• Assisting with meeting preparation, planning, and organizational oversight.
• Coordinating committee chairs.
• Serving as an ex officio member of all committees.
• Managing special projects or programs as assigned by the President.

C. Secretary

The Secretary ensures accurate documentation and communication for the SMRAB.

Responsibilities include:

• Notifying the Officers and membership of all meetings and relevant business.

• Recording, preparing, and distributing minutes for all meetings.

• Assisting with announcements and information sharing related to SMRAB events and programs.

• Maintaining attendance records needed for voting-member eligibility.

• Managing SMRAB documents, records, and official correspondence.

• Maintaining the SMRAB email distribution list.

D. Treasurer (Finance)

The Treasurer oversees all financial operations of the SMRAB.

Responsibilities include:

• Maintaining accurate records of all funds received and disbursed.

• Presenting financial reports at each SMRAB meeting.

• Preparing and submitting Check Requests and Transfer Requests to the SMR Business Office.

• Reviewing bookkeeping entries from the SMR Business Office for all SMRAB accounts and reporting any discrepancies.

• Upholding accurate, transparent, and compliant financial practices.
   

Section 2 - Committee Chairs

The Executive Committee of the SMRAB shall consist of the following Committee Chairs. Additional Committee Chair positions may be established by the President as needed to support the mission and operations of the SMRAB.

• Social Media Chair
• Concessions Inventory Chair
• Parent/Student Volunteer Chair
• Awards and Recognition Chair
• Season Pass Chair
• Rebel Sports Chair
• Special Events Chair

Committee Chairs report to the President, Vice President, and Athletic Director. Each Chair is responsible for recruiting and overseeing an adequate number of committee members to ensure the effective execution of assigned activities.

All Committee Chairs shall be elected by SMRAB membership. Elections are held in May each school year, and newly elected Committee Chairs assume duties at the first meeting before the start of the following school year.

If a Committee Chair is unable to continue or resigns, they should provide 60 days’ notice to the President whenever possible to support a smooth transition.

All Committee Chairs must be parents/guardians of current or former St. Mary’s Ryken students and have a vested interest in advancing the mission of athletics at St. Mary’s Ryken and the SMRAB.

Duties of the Committee Chairs

A. Social Media Chair
Maintain all SMRAB social media outlets and the SMRAB webpage with the objective of increasing visibility, engagement, and support for the organization.

Responsibilities include:

• Collaborate with the SMR Webmaster and Communications & Marketing Director to ensure timely updates to the SMRAB website.
• Manage the SMRAB Facebook and Instagram accounts with a focus on growing followers and community engagement.
• Post and promote official marketing and advertising content to support SMRAB programs, events, and initiatives.

A. Concessions Chair
Oversee all concessions inventory operations, ensuring accurate tracking, storage, and replenishment of food, beverages, and supplies.

Responsibilities include:

• Monitor product pricing and profit margins to ensure financially responsible and sustainable concession operations.
• Maintain an up‑to‑date inventory system, including counts before and after events and regular reconciliation of stock levels.
• Coordinate with the Treasurer to ensure all purchases are properly documented and compliant with SMRAB financial procedures.
• Coordinate procurement of inventory items as needed.
• Work closely with the Volunteer Chair to ensure inventory is available and accessible for all scheduled events.
• Develop and implement procedures for receiving, storing, organizing, and securing concession supplies.
• Monitor inventory usage trends to anticipate needs for upcoming events and minimize waste or shortages.
• Promote new offerings and specials by coordinating marketing efforts with the Social Media Committee Chair.
• Report regularly to the SMRAB Board on inventory status, needs, and any discrepancies or concerns.

C. Parent/Student Volunteer Chair
Serve as the primary point of contact for all volunteers external to the SMRAB.

Responsibilities include:

• Act as the main communication link between the SMRAB and all volunteers regarding needs.
• Coordinate volunteer needs with coaches and participate in pre‑season parent meetings to promote SMRAB and support team volunteer engagement.
• Maintain the Sign-Up Genius platform for scheduling and managing concession volunteers.
• Track volunteer assignments and participation by team.
• Approve student service hours as submitted through MobileServe.

D. Awards & Recognition Chair
Responsible for facilitating all SMRAB awards and recognition programs.

Responsibilities include:

• Determine the team to receive the seasonal (Fall, Winter, and Spring) “Athletic Scholar Team Award”, given to the program with the highest GPA.
  • Coordinate with the Assistant Athletic Director no later than two weeks prior to each seasonal awards ceremony to verify the Scholar Team selection.
  • Notify the selected team’s Coach to determine the charity the team wishes to support and obtain the charity’s name and mailing address.
  • Ensure the selected charity aligns with the values and principles of St. Mary’s Ryken.
  • Communicate the selected charity to the Treasurer so that a check may be prepared in time for presentation at the seasonal awards banquet.
• Oversee the SMRAB Scholarship Award program.

E. Season Pass Chair
Responsible for coordinating the sale of football and basketball season passes to generate revenue in support of the SMRAB.

Responsibilities include:

• Establish pricing for annual season passes.
• Develop a marketing strategy for the sale of season passes, including coordinating online sales with the SMR Webmaster and supporting in‑person sales at school events such as Freshman Orientation, Back‑to‑School Night, and similar activities.
• Maintain tracking and records of all sold season passes.
• Coordinate the printing and distribution of issued Season Passes.

 

ARTICLE VI – FUNDS

Section 1 - Annual Budget

Each August, the Athletic Director shall inform the SMRAB President of the estimated financial needs for the upcoming school year, including Priority One and Priority Two items listed in Section 2.

The SMRAB shall also request from SMR coaches any anticipated team support needs for the coming year.

The Treasurer shall present the annual budget to the SMRAB Executive Committee at the first meeting prior to the start of the school year (typically in August).

Section 2 - Deposits

All monies received by the SMRAB, from any source, shall be deposited with the Business Office as soon as practical by the SMR Athletic Director and Assistant Fiscal Manager.

The Assistant Fiscal Manager shall email the SMRAB Treasurer a General Ledger report of the SMRAB account monthly, or more frequently upon request.

Section 3 - Use of Funds

All funds raised by the SMRAB shall be used solely to support athletics at St. Mary’s Ryken.

Funds shall be distributed in the following order of priority:

1. Priority One: Payment for Hudl and other streaming services used by SMR athletics.
2. Priority Two: A mid‑sized capital project determined jointly by the SMR Athletic Director and the SMR President.
3. Priority Three: Awards and recognition for SMR athletic teams and student‑athletes.
4. Priority Four: Team requests for support.

At the end of each fiscal year, any remaining funds shall be distributed to SMR athletic teams based on the team’s volunteer participation. Funds will be allocated proportionally according to the total hours volunteered by team parents and students.

Section 4 - Team Requests for Support

Any request for funds must be submitted by an SMR coach to the Athletic Director. The Athletic Director shall review the request and, if in agreement, forward it to the SMRAB President for consideration by the SMRAB Executive Committee.

The President shall report the Executive Committee’s decision to the Athletic Director.

If approved, the Treasurer shall request the transfer of funds from the SMRAB account to the team’s account through the SMR Assistant Fiscal Manager.

Section 5 - Reporting

At each regular meeting, the Treasurer shall report on the financial condition of the SMRAB.

If the Treasurer is unable to attend, a written financial report shall be submitted to the President, who will ensure the report is presented at the meeting.

The President shall keep the Athletic Director informed of SMRAB revenue and expense activity, including tracking against the approved budget.

Section 6 - Operational and Emergency Expenditures

Upon approval of the annual budget, at least 5% of SMRAB revenue shall be set aside for operational expenditures, including concession inventory or other expenses required to support efficient concession operations.

In the event of an emergency requiring immediate expenditure of funds, the SMRAB may conduct a virtual vote to authorize the expenditure.

If revenue fails to meet the needs of the approved budget, funds shall be allocated according to the priority order established in Section 2.

In the event of a deficit, the SMR Athletic Department may choose to utilize athletic department funds to cover the gap.

ARTICLE VII – AMENDMENTS

This Constitution and Bylaws may be amended as follows:

Any proposed amendment shall be submitted in writing at any regular meeting or duly called Special Meeting. The proposed amendment(s) shall then be distributed via email to all members at least two (2) weeks—fourteen (14) days—prior to the next scheduled meeting. After this two‑week notice period, the proposed amendment(s) shall be brought to a vote, provided a quorum is present.

If two‑thirds (⅔) of the voting members present approve any proposed amendment(s), such amendment(s) shall become effective immediately. Any existing Bylaw provisions that conflict with the adopted amendment(s) shall be deemed automatically amended to conform.