Governor Livingston High School
Highlander Booster Club
GUIDELINES FOR HBC TEAM REPRESENTATIVES*
Roles and Responsibilities
Responsibilities of Highlander Booster Club (HBC) Team Representative:
· Manage team funds
Ø Prepare and submit all team fundraising forms/flyers for approval, as well as check requests, and deposit forms (Copies of all forms are located on the “Forms” page of the HBC website which can be accessed from the GL website home page).
Ø Keep a detailed ledger of team deposits and disbursements.
Ø Review monthly statements (will be provided by the HBC Team Coordinators).
· Serve as liaison between the HBC and the team.
· At the end of the season, remind the team coach to select the HBC Team Representative for the next year, and provide the name to the HBC Teams Liaisons. (Note: A team representative cannot hold the position of HBC Team Liaison).
Responsibilities of Team Coach:
· Review and approve team fundraising forms
· Review monthly team funds statement (provided by HBC Teams Coordinators)
· At the end of the season, select HBC Team Representative for the next year (Notify the current HBC Team Representative who will provide the name to the HBC Teams Liaisons. Training on responsibilities will be provided prior to the start of the next season by the HBC Teams Liaisons).
Responsibilities of Athletic Director:
· Review and approve all team fundraising forms and flyers. The Athletic Director (AD) has the oversight to determine the appropriateness of the activity and the use of the funds. The AD must ensure that all state, district, and NJSIAA guidelines are being met.
· Review and approve all disbursement forms of individual team funds.
* Team Representatives must be members of the Highlander Booster Club.
Responsibilities of HBC Teams Liaisons:
· Deposit all funds raised/collected by individual athletic teams in the Booster Club team funds checking account, once received from the team representative along with the appropriate deposit form.
· Make disbursements from the team funds checking account, after an approved check request form is received from the team representative.
· Maintain a spreadsheet detailing cash flow for each team and will provide monthly statements to the team representatives and coach (with a cc to the HBC Treasurer and President).
· Provide a team balance sheet (indicating each individual team balance) to the Booster Club Executive Board prior to the monthly meetings.
· Provide training to all HBC Team Representatives at the beginning of the school year.
· Serve as a resource for the team representatives regarding any questions on procedures.
(Note: The team coordinator cannot hold the position of HBC Team Representative.)
Team Funds Management
The HBC maintains 3 checking accounts: 1] main club operating account; 2] team funds account; and 3] gaming account. The team funds account is used for the deposit and disbursement of all funds received by specific GL athletic teams in their fundraising efforts. If funds are raised through a raffle, they will be deposited into the gaming account, and then into the team account. Funds raised or received during the year by any specific athletic team are deposited by the HBC Teams Liaisons into this account for the sole use of that specific team.
Team Fundraising Procedures
Before beginning any fundraising activity, the HBC Team Representative will complete the Team Fundraising Request Form. They will submit the request form to the team coach for his/her approval. The request form will then be submitted to the Athletic Director by the team representative. (The Coach may also submit to the Athletic Director). It is strongly suggested that this form be submitted electronically to all parties to facilitate and expedite the approval process. Once approved, the Athletic Director or team representative must forward the form to the HBC Teams Liaisons and also to the HBC Assistant Treasurer (if a raffle). If you cannot submit this form electronically, forms must be hand delivered to the team coach, and all approved forms must be hand delivered to the HBC Teams Liaisons and the Assistant Treasurer (if a raffle) before any fundraising can begin. Delivery of approved forms to the HBC mailbox in the main office at GL is sufficient.
Forms Overview
Booster Club Team Funds Account Deposit Form - The team representative will complete the deposit form and contact the HBC Teams Liaisons to make arrangements to hand deliver any deposits. The HBC Teams Liaisons will then make the deposit into the team account and record the deposit on the team balance sheet.
Booster Club Team Funds Account Check Request Form - The team representative will complete the check request form, and make sure all approvals and supporting invoices are attached. This form and supporting invoices can also be submitted electronically for approval by the team coach and AD. Once an approved check request form and supporting invoices are received by the HBC Teams Liaisons they will issue the check and record the disbursement on the team balance sheet.
Raffle Fundraisers
New Jersey State regulations require that all proceeds from raffles be deposited into a separate gaming account. The HBC gaming account is maintained by the Assistant Treasurer. The Gaming Account Deposit Form should be used for all such deposits, and submitted to the Assistant Treasurer, who will then deposit the funds into the gaming account. Upon receipt of a completed Raffle Report*, the Assistant Treasurer will transfer the funds to the HBC Teams Liaisons for deposit into the team funds account and recording on the team balance sheet.
The Gaming Account Check Request Form should be used for all requests for checks for raffle application fees, and submitted directly to the Assistant Treasurer.
*Please see the document Procedures for Raffles and Other Games of Chance for detailed information about the raffle process. Anyone who is not familiar with the raffle application process should contact the Assistant Treasurer for assistance.