CROSS COUNTRY BOOSTER CLUB OFFICERS

2016-2017 SCHOOL YEAR

PRESIDENT:

Jennifer Steele

1122 Sherwood Drive

Laurys Station, PA 18059

610-737-3358

VICE PRESIDENT:

Cathy Britton

5477 Manchester Place

Slatington, PA 18080

610-597-4542

SECRETARY:

Cheryl Lamm

4818 Orchard Road

Schnecksville, PA 18078

610-509-7446

TREASURER:

Fiona Geiger

7729A Lime Street

Fogelsville, PA 18051

610-944-4860

WEBMASTER:

Kyle David

Board Members: Volunteer position, attend meeting, give input

Ann Segan

June Clapham

Miriam Zager

Sandy Fine

Maria Santacoloma

Monica Glenn

Mary Wood

Middle School Representative:

Traci Kinney

484-226-7029

PHS CROSS COUNTRY BOOSTER CLUB BYLAWS

Purpose:

The PHS Cross Country Booster Club is a non-political organization that exists to support our team financially, through fundraising and socially, by attending meets and promoting them through the community. The Booster Club fosters the love of the sport through mutual respect, a sense of fairness and cooperation between the players, parents, guardians, coaches and administrative staff of PHS. Dedication and discipline to the sport, self and others are expected and required by all involved in the sport both on and off the “field” The Parent/Coach Communication Policy will be used to address issues/concerns of all involved.

Officers:

The following positions are officers of the club and serve as a one-year term. Any office can serve longer if no one else seeks that position. Should any officer be unable to fulfill his or her duties, an election is held to fill the vacated office.

President:

  • Lead Booster Club meetings
  • Schedule preseason meeting with coach to discuss financial needs of the team
  • Compile and distribute Welcome packet first day of season
  • Compile volunteer forms and player/parent info forms
  • Schedule a meeting before Leagues to address any concerns/requests/issues from the season

Vice President:

  • Assist the president as delegated
  • Perform duties of Board Officers in their absence

Secretary:

  • Take and submit to Webmaster typed minutes of all Booster Club meetings
  • Prepare Agenda for meetings and help to schedule meetings coordinating with coach
  • Notify members of meetings

Treasurer:

  • Receive and be responsible for monies belonging to the club
  • Keep accurate records of the Club’s finances
  • Provide a financial report at each general meeting
  • Sign checks and pay bills as authorized by the coach/board
  • Submit report to Athletic Director beginning of each season

Officers/Board members act as governing body properly executing the Bylaws. After the officers are elected and board members decided upon, they will determine frequency of their meetings. Anyone wishing to address the board, should contact the secretary for upcoming meeting dates or scheduling of such.

Elections:

A Booster club meeting will be held before and following the coach’s Parent Meeting held in May. Elections can take place at that time. Nominations can be submitted to any officer of the Board prior to the meeting/election. Election will be held if more than one person has interest in the same position. Those in attendance at parent meeting can vote in elections. Board members shall be decided on by the Officers of the club and requests to be part of board can be made at the Booster Club May/June meeting. Board members are volunteers and shall be present at meetings and give input.

Other positions in the Club:

Many functions are required to run the Booster Club. The Board can decide to discontinue existing positions or add new ones. Following are current positions with high-level activities. All positions shall be approved by the Coach

Spiritwear sale Coordinator: (Steele)

  • Select items to sell with approval of board and coach (May/June)
  • Select a source for the items to be purchased from
  • Activate spiritwear website in August
  • Delivery around third week of September
  • Distribute items (September)

Time Trials/Home Meet Coordinator: (Clapham)

  • Organize six volunteers to help with home meets
  • Record Names (two)on sheets provided by coach
  • Hand out sticks with place marks (four)
  • Help setup and breakdown

Fundraising Coordinator: (Fine-Hoagie Sale)

  • Contact supplier
  • Produce order form to be included in Welcome Packet
  • Collect orders and monies
  • Organize volunteers for distribution of Hoagies on Home meet days

Slideshow for Banquet Coordinator:

  • Receive email files of photos
  • Produce a slideshow for the Banquet

End-of-Year/Senior Banquet Coordinator: (Geiger / Steele)

  • Email invite to Communications Chair for distribution
  • Arrange location
  • Coordinate catering/menu
  • Plan senior gift/purchase
  • Coordinate volunteers to assist in Banquet planning

Pre-Season Picnic Coordinator:(Segan / Britton)

  • Coordinate volunteers
  • Provide form/invite for inclusion in welcome packet
  • Coordinate food donations
  • Reserve location
  • Arrange main course for meal/supplies such as plates,etc.

Website Master: (David)

  • Maintain and update website and calendar

Middle School Representative: (Kinney)

  • Spiritwear distribution
  • Collection of dues
  • Hoagie Sale distribution
  • Contact for Coaches for communications

Communications Coordinator: (Steele)

  • Compile email spreadsheet from Coach
  • Send out electronic versions of Welcome Packet and any other pertinent info/forms/invites required
  • Update the bylaws and submit to Athletic Director at beginning of season
  • Compile Volunteer signup form/parent-player info form.
  • Communicate any postponements of meets along with Website Master

Senior Recognition Day Coordinator:(Wood)

  • Plan last home meet recognition of seniors

Girls T-Shirt making pre-season Brunch Coordinator: (Segan)

  • Host Girls for Brunch and T-shirt making, set date
  • Compile order form for tees/supplies to be included in welcome packet
  • Ask for food donations
  • Coordinate volunteers

Bylaws Amendments:

Changes to the bylaws can occur once a year, unless the board feels there are special circumstances. The board will review requests and present to Officer and Board members for vote at the May Booster Club/Coach meeting

General Meetings:

There will be a meeting in April and in May, after the coach/parent meeting, to discuss the upcoming season and elect officers if necessary. There will be a meeting in July with Coach pre-season. There should be a meeting pre-league, or any other time board feels necessary.

Pre-season Picnic:

The purpose is to kick off the season, introduce the coaching staff and Booster club Officers/members, discuss fundraising, collect dues and acquaint the parents and runners.

Fundraising:

The board determines the need and extent of fundraising with input from the coach. All parents are encouraged to volunteer and support fundraising efforts.

Expenditures:

Monies raised by the Booster Club are to be spent for the benefit of the team. The President and Treasurer, at a minimum, will meet with the Coach pre-season to determine the teams’ current and future needs. The Booster Club will obtain necessary approvals to disburse funds for current needs and provide feedback to the Board to guide the Booster Club in its fundraising planning.

Booster Membership/Due:

Cost of Membership is $60 per year. Membership/dues is strongly encouraged to support the runners and coaches’ goals and expectations. Membership entitles you to run for office, board positions and coordinator positions, volunteer opportunities and suggest nominations for positions within the Booster Club, to name a few of the benefits. Members are expected to volunteer for at least one event in the season. Without the Booster Membership, many of the social events for the runners would not be able to take place.