Sartell Sapphire Gymnastics Bylaws

Article I             NAME AND PURPOSE

Section 1: Name: Sartell Sapphire Gymnastics, Inc.

Section 2: Mission: Sartell Sapphire Gymnastics empowers girls to learn life skills through physical wellness, self-discipline and teamwork in a positive environment.

 

Article II            MEMBERSHIP

Section 1: Eligibility for membership: Sartell Sapphires is open only to Sartell area residents who pay taxes to the Sartell-St. Stephen school district or attend Sartell public school. 

Section 2: Annual Dues: The amount required for annual dues shall be $50 each year per gymnast, unless changed by a majority vote of the Board of Directors.  Continued membership is contingent upon being up to date on membership dues and program tuition.   Any member whose accounts are not up to date will not be allowed to participate in practices, performances or competitions.  Delinquent accounts may be assessed late fees.

Section 3: Resignation and termination: Any member may resign by giving two weeks written notice.  Tuition will continue to be charged until written notice to the Board of Directors or Coaches is received. 

Section 4: Voting membership: The Board shall vote on all items pertinent to the Sapphire Gymnastics Program. 

 

Article III          MEETINGS OF MEMBERS

Section 1: Special meetings: Special meetings may be called by the chair, the Executive Committee, or a simple majority of the Board of Directors. 

Section 2: Notice of meetings: Meetings shall be posted on the online program calendar. 

Section 4: Open forum: An open forum will be scheduled at the beginning 20 minutes of each Board meeting for all members who would like to bring concerns or information to the Board.  Notification should be given to a Board member at least 24 hours prior to the start of the meeting.

Section 5: Annual Meeting: An annual meeting of all members may or may not be called by the Board. This meeting will not involve voting.

 

 

 

 

Article IV          BOARD OF DIRECTORS

Section 1: Board role, size and compensation:  The Board is responsible for overall policy and direction of the association and delegates responsibility of day-to-day operations to the staff and committees.  The Board shall have up to 15 members, but no fewer than 7. 

Section 2: Terms: All Board members shall serve two-year terms, but are eligible for re-election for up to two terms based on a majority vote by current Board members.

Section 3: Meetings and Notice: Meetings shall be posted on the online program calendar.  Meetings shall be held a minimum of quarterly or more often as deemed necessary by the Board.  Special meetings may be called by the chair, the Executive Committee, or a simple majority of the Board of Directors. 

Section 4: Board nominations and elections:  Any member is eligible to run for election on the Board.  Elections shall take place in May for terms starting in June.  A simple majority of existing Board members shall constitute approval.  Replacement of a resigning Board member will be the responsibility of the remaining Board members.  The officers shall be elected by the Board. 

Section 5: Quorum: A simple majority shall constitute a quorum. 

Section 6: Officers and Duties: There shall be four officers of the Board, consisting of president, vice-president, secretary and treasurer.  Their duties are as follows:

  • The President shall convene regularly scheduled Board meetings, shall preside or arrange for other members of the Executive Committee to preside at each meeting in the following order: vice-president, secretary, treasurer. 
  • The Vice-President shall chair committees on special subjects as designated by the Board.
  • The Secretary shall be responsible for keeping records of Board actions, including overseeing the taking of minutes at all Board meetings, sending out meeting announcements, distributing copies of minutes and the agenda to each Board member. 
  • The Treasurer shall make a report at each Board meeting.  The treasurer shall chair the finance committee, assist in the preparation of the budget, collect tuition and annual fees, pay bills with Board approval, make deposits, make financial information available to the Board, and have custody of all funds of the organization.  The treasurer shall complete all recordkeeping and payroll for staff, and all treasures shall be bonded. 

Section 8: Vacancies: When a vacancy on the Board exists mid-term, the secretary must receive nominations or applications for new members from present Board members two weeks in advance of a Board meeting.  These nominations shall be placed on the agenda to be voted on at the next Board meeting.   These vacancies will be filled only to the end of the particular Board member’s term. 

Section 9: Resignation, termination and absences: Resignation from the Board must be in writing and received by the Secretary.  Board members can be terminated from the Board due to excess absences, more than two unexcused absences from Board meetings in a year.  A Board member may be removed for other reasons by a three-fourths vote of the remaining Board members. 

Section 10: Special meetings: Special meetings of the Board shall be called upon the request of the chair, or one-third of the Board.  Notices of special meetings shall be sent out by secretary to each Board member at least two weeks in advance. 

 

Article V            COMMITTEES

Section 1: Committee formation: The Board may create committees as needed.  The Board president appoints all committee chairs. 

Section 2:  Executive committee: The four officers serve as the members of the Executive Committee.  Except for the power to amend the Article of Incorporations and bylaws, the Executive Committee shall have all the powers and authority of the Board of Directors in intervals between meetings of the Board of Directors and is subject to the direction and control of the full Board.

Section 3: Finance committee: The treasurer is the chair of the Finance Committee, which includes two other Board members.  The Finance Committee is responsible for developing and reviewing fiscal procedures, fundraising plans, and annual budget with staff and other Board members.  The Board must approve the budget and all expenditures must be within budget.  Any major change in the budget must be approved by the Board or the Executive Committee.  The fiscal year shall be the calendar year.  Annual reports are required to be submitted to the Board showing income, expenditures, and pending income. 

 

Article VI          DIRECTOR AND STAFF

Section 1: Head Coach: The head coach has day-to-day responsibilities for the organization, including carrying out the organization’s goals and policies.  The head coach will attend all Board meetings, report on the progress of the organization, answer questions of the Board members and carry out the duties described in the job description.  The Board can designate other duties as necessary.   The Head Coach will be a non-voting member of the Board.  No other paid employee of the Sartell Sapphire staff may serve on the board of directors in a voting role.

 

Article VII         AMENDMENTS

Section 1: Amendments: These bylaws may be amended when necessary by two-thirds majority of the Board of Directors.  Proposed amendments must be submitted to the Secretary to be sent out with regular Board announcements. 

 

 

 

             

CERTIFICATION

These bylaws were approved at a meeting of the Board of Directors by a two-thirds majority vote on Tuesday, July 16 2013.