PHS BOYS SOCCER BOOSTER CLUB
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1 PHS BOYS SOCCER BOOSTER CLUB BYLAWS PURPOSE: The PHS Boys Soccer Booster Club is a non-political organization that exists to support our teams financially, through fundraising and concession, socially, by attending games, and by promoting them throughout the community. The Booster Club fosters love of the sport through mutual respect, a sense of fair play, and cooperation between the players, parents, guardians, coaches, and administrative staff of PHS. Dedication and discipline to the sport, self, and others are required by all involved in the program, both on and off the field. OFFICERS: The following positions are officers of the Booster Club and serve a one-year term. Any officer can serve longer if no one else seeks that position. Should any officer be unable to fulfill his or her duties, and election is held to fill the vacated office. President o Lead Booster Club meetings o Schedule pre-season meeting with the coach to discuss financial needs of the team. o Prepare agenda for club meetings and schedule the meeting place. o Coordinate the pre-season picnic. o Master of ceremonies at the post-season banquet. o Ensure Booster Club funds/finances are handled in accordance with PHS Boys Soccer Club Bylaws. o Coordinate and oversee the annual JV Tournament (LV Futures Cup). Vice President (must be a parent of underclassman) o Assist the President as necessary o Perform duties of the President in his or her absence o Perform duties of the Secretary in his or her absence o Coordinate and oversee the annual 3v3 Tournament Secretary o Maintain a list of Booster Club members o Notify members of meetings o Primary communications to the Booster Clubs families. o Create and maintain lists of all pre-tryout players, Varsity and JV team lists once team is named, and Booster Club members. o Take minutes at Booster Club meetings, have minutes approved and posted on the website. o Communicate Booster Club details (meetings, special events, volunteer opportunities, game changes, etc.). o Coordinate efforts to work with families of booster club as needed. o Follow through with items designated by BOD, President, or Coach. Rev. - 1/3/2017 Page 1
2 Treasurer o Receive and be responsible for monies belonging to the Booster Club. o Keep accurate records of the Booster Club s finances. o Provide a financial report at each general meeting. o Sign checks and pay bills as authorized by the board of directors. o Prepare and submit Title IX report to PHS AD annually.. BOARD MEMBERS The Board of Directors acts as the governing body properly executing the Bylaws. The board will consist of the officers and four board members-at-large. The board members-at-large shall consist of one of each upcoming classmen (eg. class representatives Freshman, Sophomore, Junior and Senior). Board members will serve a one-year term. Board members can serve longer in no one seeks that position. After the board is elected, they will decide the frequency of their meetings. Anyone wishing to address the board, should contact the Secretary for the schedule. VOTING President may only vote in the event of a tie. ELECTIONS At the December general membership meeting, officers and board members are elected by secret ballot, simple majority, once vote per attending member. In the event of a tie, one re-vote will occur. Nominations are submitted in writing to any officer or Board member prior to or at the election meeting. An election is held if more than one party has interest in the same position. The board member-at-large by an upcoming Freshman parent will be elected at the first general meeting after the August Welcome Picnic. 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. The following are current positions with high-level activities: Snack-stand Schedule game day snack-stand volunteers and food donations. Ensure concession funds are tallied and recorded in accordance with club bylaws and BOD guidelines. Coordinate purchase of food and drinks Manage the stand and volunteers during games Homecoming Snack- stand coordination. Coordinate/schedule snack-stand for 3v3 and LV Futures Cup tournaments Season Program Chairperson Creates and coordinates printing of the PHS Boys Soccer Season Program Responsible for content and layout of the program Works with parents and businesses to develop ads or content for the program Works with the Season Program Ad Coordinator to establish Ad fees. Sets the print schedule for the program and communicates deadlines to the Secretary and Season Ad Coordinator to ensure program is sent to print as required. Coordinates the distribution of the season program to families and key sponsors Works with Photography Coordinator to provide guidance on player and coach staff head shots for web and program. Rev. - 1/3/2017 Page 2
3 Season Program Ad Coordinator Works directly with the Season Program Chairperson (Tori/Mike Duff) to identify timelines for Ad submittal needs (based on their) timeline for print release date. Establish projected goals for monies raised to cover cost of the program (at a minimum). Establish ad costs. Coordinate all ad solicitation (businesses and families) Provide updates on proposed and ongoing fundraising activities to the BOD at monthly meetings. Facilitate all collection of monies from Ads and coordinate the collection of artwork with the Season Program Chairperson. Season Program Ad Coordinator is the primary person responsible for collecting, reporting and submittal of all finances related to the season program ads (business and families). Note: The Season Program Ad Coordinator will submit validated accounting to the PHS Boys Soccer Booster Club Treasurer for deposit. Fundraising Chairperson Coordinate overall fundraising initiatives for the PHS Boys Soccer Booster Club. Develop a plan for fundraising activities throughout the year. Identify parent volunteers to lead the specific fundraising activity. Provide updates on proposed and ongoing fundraising activities to the BOD at monthly meetings. Seek approval from the BOD and Coach before initiating fundraising activities. Establish projected goals for monies raised and provide any cost to the BOD. Work with PHS Boys Soccer BOD Secretary to communicate fundraising activities to Coach, BOD, players and families. Work with BOD to identify the financial goals for each fundraising activity. Parent volunteer coordinating the fundraising effort is the primary person responsible for collecting, reporting and submittal of all finances related to the fundraising activity to the Fundraising Chairperson. Note: The Fundraising Chairperson will review and confirm finances are accurate as a second check on funds. The Fundraising Chairperson will submit validated accounting to the PHS Boys Soccer Booster Club Treasurer for deposit. Game Day program Update and layout of game day program Submit to printer and coordinate having programs at each home game Spirit wear Work with Coach and BOD to determine spirit wear needs. Coordinate on-line portal for purchases. Kick-Off Welcome Picnic Reserve picnic location. Coordinate food items that are purchased and donated. Publicity/ Game day support Coordinate the following activities: Youth Night, Ball persons, Game Day Announcer & National Anthem Singer Fundraising Coordinator(s) Discuss fundraising needs and opportunities during general meetings Coordinate all fundraising activities (except snack-stand) End of year Video Develop end of year video which is played during end of season banquet. Photography Coordinator Coordinate and or facilitate photography for all JV and Varsity games and team activities Rev. - 1/3/2017 Page 3
4 Coordinate and or facilitate photography of all JV, Varsity and Coaching staff for game day, website and yearbook programs. Banquet Coordinator Select location, date and menu for the banquet Work with BOD to determine budget for the banquet Announce banquet details to membership invitations. Coordinate banquet agenda Coordinate Sr. gifts Website Update website on a regular basis Publish pictures, meeting schedules, and overall web site content Senior Night Chairperson(s) Coordinate Senior Recognition night Create program for the event Social Committee Coordinate pre or post game snacks/drink as requested by coaching staff Coordinate pre-season continental breakfast Red/Gray game Coordinate food and drinks for players and coaching staff for all team activities. 3v3 Indoor Tournament Coordinate dates with the Coach and Athletic Director Organize volunteers to prepare for and work the tournament Other Positions in the club: Continued Publicize the Tournament LV Futures Cup (JV Tournament) Coordinate dates with the Coach and Athletic Director Organize volunteers to prepare for and work the tournament Publicize the Tournament These positions are appointed at the August meeting (except the Spirit Wear Coordinator and LV Futures Cup Coordinator which are decided in December/January) by the board based on the recommendations from the person that previously held the position or by the persons making their desires known directly to the board member. If more than one person shows interest in a position, it is suggested that they consider sharing responsibility. Otherwise, the board will decide. BYLAWS AMENDMENTS Changes to the bylaws can occur once per year, unless the board feels there are special circumstances. In either situation the board will review the request and present to the general membership for a vote at the December General meeting or as required in special circumstances. Annual changes to the bylaws are to be requested in writing and presented to the board member for review with the board, at least 20 days prior to the December general meeting. The Secretary will all bylaws change proposals to the general membership along with the notice of the December general meeting. Changes to the bylaws require two-thirds majority vote of those in attendance to be approved. GENERAL MEETINGS General meetings of the Booster Club are held monthly during the season and through December then as required. Rev. - 1/3/2017 Page 4
5 PRE-SEASON PICNIC The purpose is to kick off the season, introduce the team, coaches and Booster Club board, enable the parents to become acquainted, take nominations for the board member representing the Freshman class, display the spirit sale merchandise, discuss fundraising and present to overall mission on the Booster Club. FUNDRAISING The board determines the need and extent of fundraising with input from the Coach. The Booster Club will continue to run the concession stand as long as it is available to the organization. All members of the Booster Club are expected to work the concession stand and support fundraising during the season. 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 President will obtain the necessary approvals to disburse funds for current needs and provide feedback to the membership to guide the Booster Club in its fundraising planning. The board has the authority to make expenditures for the club. The Treasurer at the general membership meetings will report all expenditures. MEMBERSHIP The cost for a family is $75 per year (per player), collected at the August picnic. Membership entitles you to run for office, board positions, coordinator positions, volunteer for anything and vote in elections to name a few of the benefits. Rev. - 1/3/2017 Page 5
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