Mayde Creek High School

Mayde Creek High School

Athletic Booster Club

www.mchsrams.org

Job Description

President

• Coordinate the work of the officers and committees of the Club in order that the purpose of the club may be promoted;

• Call meetings as required;

• Preside at all meetings of the Club; compose the agenda for said meetings;

• Confirm that a quorum is present before conducting any business at any meeting of the Club;

• Serve as liaison between the Booster Club, the Athletic Director and other school officials;

• Take joint responsibility with the Athletic Director for any financial transactions that take place through the Club;

• Follow up on any issues addressed in meetings or through emails with other board members;

• Stay in close contact with Treasurer to be sure all funds from concessions, membership and fundraising are deposited in a timely fashion, as well as ensure expenditures are properly documented via regular detailed budget versus actual reporting;

• Be authorized to sign on bank accounts; (two of three authorized signatures shall be required on all checks);

• Be a member ex-officio of all committees, except the nominating committee;

• Attend and represent the Club at District meetings;

• Oversee elections in accordance with the by-laws;

• Maintain complete records of all activities to pass on to next Chairperson;

• Attend all Booster Club Board Meetings and General Meetings;

• Appoint chairpersons of special committees, from time to time, subject to approval of the Executive Board.

Mayde Creek High School

Athletic Booster Club

www.mchsrams.org

Job Description

1st VP - Programs

• Act as aide to the President;

• Perform the duties of the president in the absence of that officer;

• Be authorized to sign on bank accounts (two of three signatures shall be required on all checks);

• Shall chair the Football Program Ad Sales drive for the Club;

• Serve as liaison between the Athletic Booster Club and designated printing company to ensure timely production of weekly football program;

• Ensure that monies raised through the sale of program ads and senior baby pictures are turned into Treasurer in a timely manner;

• Represent the Athletic Booster Club at District reconciliation meetings;

• Coordinate volunteers to help sell programs at football games;

• Maintain complete records of all activities to pass on to next Chairperson;

• Attend all Booster Club Board Meetings and General Meetings.

Mayde Creek High School

Athletic Booster Club

www.mchsrams.org

Job Description

2nd VP - Membership

• Recruit new members and renew existing memberships;

• Attend all Coach/Parent Orientation meetings throughout the year to promote membership in the Athletic Booster Club;

• Maintain current and accurate records of club members, their contact information, and information about the athlete’s sports(s) and gender;

• Provide secretary with an updated copy of membership records regularly;

• Ensure that monies raised through membership dues are turned into Treasurer in a timely manner;

• Ensure that “perks” that come with various membership levels are given out;

• Maintain complete records of all activities to pass on to next Chairperson;

• Attend all Booster Club Board Meetings and General Meetings.

Mayde Creek High School

Athletic Booster Club

www.mchsrams.org

Job Description

Treasurer

• Collect and have custody of all the funds generated by the Club through, but not limited to, concessions, membership, and fundraising;

• Establish policies and procedures to ensure safe, efficient and accurate management of cash receipts and disbursements;

• Ensure that Requests for Checks include appropriate documentation and approval, including two signatures on all checks written in accordance with the by-laws;

• Make disbursements as authorized by the President, Executive Board, or Club in accordance with the budget adopted by the Club;

• Present a current financial statement at all general meetings, Executive Board Meetings, and at other times when requested;

• Construct a full report of the year’s activities at the end of the fiscal year;

• Be responsible for the maintenance of such books as accounts and records, including financial statements, budgets, bank statements, receipts, invoices, cancelled checks, and tax returns for five years;

• Form a Budget Committee consisting of at least 3 people to set the Budget in June for the upcoming year of business;

• Ensure Texas sales taxes are collected and submitted to the State Comptroller as required;

• Ensure that Federal Form 990 is filed as required;

• Ensure that deposits and Requests for Checks are made in a timely manner;

• Attempt collection of NSF checks prior to turning this over to coaches;

• Submit books to the Auditing Committee as requested;

• Renew Post Office Box in April of each year;

• Maintain complete records of all activities to pass on to next Chairperson;

• Attend all Booster Club Board Meetings and General Meetings

Mayde Creek High School

Athletic Booster Club

www.mchsrams.org

Job Description

Secretary

• Record the minutes of all meetings and distribute minutes via email to Club Board members;

• Present minutes from previous meetings at every general and board meeting;

• Keep a written record of attendance at Board Meetings and General Meetings and confirm quorum requirements have been met;

• Keep a current copy of the by-laws and a complete set of all records and minutes;

• Perform necessary club correspondence;

• Have a current copy of the membership list;

• Create e-news for routine information mailings;

• Notify all Board Members and general membership of scheduled meetings,

• Maintain complete records of all activities to pass on to next Chairperson;

• Attend all Booster Club Board Meetings and General Meetings

Mayde Creek High School

Athletic Booster Club

www.mchsrams.org

Job Description

Parliamentarian

• Oversee compliance of bylaws during Athletic Booster Club meetings;

• Maintain complete records of all activities to pass on to next Chairperson;

• Attend all Booster Club Board Meetings and General Meetings

Mayde Creek High School

Athletic Booster Club

www.mchsrams.org

Committee Job Description

Fundraising

• Responsible for coordinating and overseeing all aspects of any fundraisers (except concessions stands) done on behalf of the Athletic Booster Club;

• Ensure that deposits and Requests for Checks are made in a timely manner;

• Maintain complete records of all activities to pass on to next Chairperson;

• Attend all Booster Club Board Meetings and General Meetings

Hospitality

• Responsible for soliciting donations of food for the Press Box at each home Varsity football game;

• Responsible for assisting coaches/team parents with home tournament hospitality needs to ensure best publicity for MCHS;

• Maintain complete records of all activities to pass on to next Chairperson;

• Attend all Booster Club Board Meetings and General Meetings

Mayde Creek High School

Athletic Booster Club

www.mchsrams.org

Committee Job Descriptions

Public Relations

• Solicit, publish and distribute information regarding MCHS’-student athletes to local media, including but not limited to newspapers, radio and television;

• Maintain complete records of all activities to pass on to next Chairperson;

• Attend all Booster Club Board Meetings and General Meetings

Run-through Crew

• Responsible for transporting inflatable Ram’s Head and Tunnel to and from Varsity football games and other sporting events as needed;

• Solicit volunteers to help set up and take down inflatables;

• Maintain complete records of all activities to pass on to next Chairperson;

• Attend all Booster Club Board Meetings and General Meetings

Spirit

• Responsible for getting Spirit Banners set up at all Varsity football games and other Varsity sporting events as needed;

• Maintain complete records of all activities to pass on to next Chairperson;

• Attend all Booster Club Board Meetings and General Meetings

Mayde Creek High School

Athletic Booster Club

www.mchsrams.org

Committee Job Descriptions

Spirit

• Responsible for getting Spirit Banners set up at all Varsity football games and other Varsity sporting events as needed;

• Maintain complete records of all activities to pass on to next Chairperson;

• Attend all Booster Club Board Meetings and General Meetings

• Select and coordinate the purchase of all spirit wear items;

• Create Spirit Sales flyer, to be distributed in First Day Packet;

• Attend all Coach/Parent Orientation meetings throughout the year to promote the purchase of spirit wear;

• Coordinate volunteers to help sell spirit wear at a variety of school events (Ram Express, Open House, etc.) and school sporting events;

• Ensure that deposits and Requests for Checks are made in a timely manner;

• Maintain complete records of all activities to pass on to next Chairperson;

• Attend all Booster Club Board Meetings and General Meetings

Team Rep. Chair

• Solicit a representative from each sport to act as a point of contact for the coaches, the parents, and the Board;

• Attend all Coach/Parent Orientation meetings;

• Promote membership in the Athletic Booster Club;

• Act as liaison between Team Reps and Athletic Booster Club officers;

• Maintain complete records of all activities to pass on to next Chairperson;

• Attend all Booster Club Board Meetings and General Meetings

Webmaster

• Oversee all areas pertaining to the website

• Update and maintain all website activities in a timely manner

• Maintain complete records of all activities to pass on to next Chairperson;

• Attend all Booster Club Board Meetings and General Meetings

Historian

·  Maintain a record of ABC Achievements/Major Purchases & Policy changes by year.

·  Maintain sport team season records by year.

·  Maintain record of all signings by sport by year.

·  Maintain a record of the annual ABC Scholarship Awards recipients.

·  Pass all information on to next Chairperson;

·  Attend all Booster Club Board Meetings and General Meetings