“BOOSTER 101”
A. Mission Statement: Changes?
B. Purpose
§ Promoting
§ Communication
§ Control over donations
C. Executive Board – Nine voting positions: President, Vice-President, Secretary, Treasurer, Student Trustee, Fine Arts Trustee, Service Organization Trustee, Sports Trustee, Donation Trustee. The Student Trustee and Donation Trustee are appointed positions. All other voting positions are elected individuals.
D. Fundraisers: Concessions and the Fall Craft Show are the main sources of revenue for the booster organization. No person or organization may use the name of the Dakota Boosters or the name of any of its officers or trustees for any purpose without the expressed approval of the Executive Board. The booster organization will cooperate with other organizations only when it benefits or contributes to the well-being of Dakota High School students. Executive Board Members or representatives of the board shall not make any commitments or representations that bind the board in any way UNLESS written authorization is obtained from the majority of the Executive Board.
All fund-raising activities must adhere to Chippewa Valley Schools’ rules and regulations. Written contracts and financial policies must be followed.
Duties of the Executive Board and Officers
· President
1) Presides at all board and general membership meetings.
2) Primary contact with Administration, athletic department, etc.
3) Set up annual booster calendar with Principal’s secretary.
4) Appoint chairpersons of special committees, i.e. nomination committee.
5) Appoint Donations Trustee, Web Master, and Craft Show coordinator.
6) Attend meetings as requested by Central Office.
7) Attend and work at Booster sponsored functions.
8) Assist with purchasing concession inventory.
9) Responsible for submitted building use forms with Dakota High school and fundraising forms with Chippewa Valley business department and/or Board of Education.
10) Responsible for submitting the Application for Community Support Group with the central office.
11) Determines need for replacement or repair of concession equipment i.e. grill and fuel tanks, popcorn kettles, and other kitchen equipment.
· Vice-President
1) Act as aide to the President.
2) Perform the duties of the President in his/her absence.
3) Coordinate volunteers and create schedule for Cougar Days.
4) Apply for 50/50 Raffle License with State of Michigan.
5) Conduct 50/50 raffle at all Varsity football games and other events as directed by Executive Board.
6) Complete 50/50 raffle paperwork for volunteers and treasurer.
7) Attend and work at Booster sponsored events.
8) Update booster showcase at Dakota High School.
9) Attend meetings as requested by Central Office.
10) All other duties as assigned by President.
· Secretary
1) Keep accurate record of monthly executive board and general membership meeting minutes in prescribed format.
2) Distribute executive board minutes to all board members in a timely fashion.
3) Provide and distribute general membership meeting minutes of previous month.
4) Make executive board and general membership meeting minutes available to Web Master for publication on booster website.
5) Provide important booster information for Dakota newsletter.
6) Attend and work at Booster sponsored events.
7) Send copy to webmaster to update site monthly of approved minutes
· Treasurer
1) Receives all monies of the organization in accordance with central office rules and regulations.
2) Deposits all monies of the organization into the organization’s bank account at Comerica. Funds under $500 can be kept in the booster organizations safe at the desecration of the treasurer.
3) As directed by central office, the booster organization’s safe combination should be a known to the treasurer and president only and should be held in the strictest of confidence.
4) Two people (unmarried and/or related) should be present when funds are deposited into the organization’s safe.
5) Keeps accurate and detailed records of all funds received and expended as prescribed by the rules and regulations of the Chippewa Valley business office.
6) Pays out monies only as authorized by the Executive Board.
7) Present a written report at each general membership meeting.
8) Present a written report at the summer meeting on the financial position of the organization for the fiscal year ending June 30.
9) Present financial statement at other times when required or requested.
10) Attend annual fall School District Treasurers meeting and provide monthly and year-end reports to the school district.
11) Attend meetings as requested by the Central Office.
12) Responsible for concession purchases.
13) Must follow all cash/check and other financial procedures as prescribed by central office.
14) Attend and work at Booster sponsored events.
· Student Trustee
1) Report to general membership activities of student council.
2) Recruit student volunteers for craft show as directed by President and/or Craft Show coordinator.
3) Attend and work as requested for craft show set-up and day of craft show.
· Fine Arts Trustee
1) Represent Dakota’s Fine Arts.
2) Report to general membership activities of all Fine Arts groups, i.e. Band, Winter Guard, Choir and Drama.
3) Attend and work at Booster sponsored events.
4) Send copy to webmaster to update site
· Service Organization Trustee
1) Represent Dakota’s service organizations.
2) Report to general membership activities of all service organizations.
3) Attend and work at Booster sponsored events.
· Sport’s Trustee
1) Responsible for managing the concession stands including but not limited to food prep, customer service, inventory control, food and supply restocking and facility upkeep for the Fall, Winter and Spring sporting events.
2) Concessions will be open for the freshman, JV and varsity football season, the Boy’s and Girl’s Basketball freshman, JV and varsity games, track, field, track and soccer games. Concessions will only open for spring events and/or games where more than one game and/or event is scheduled on the calendar day and enough volunteers are available. If a majority of Executive Board determines concession funds are not profitable, concession operations for a sporting events will cease.
3) Create sporting event schedule for Executive Board Members. Give an electronic copy to the web master for posting on the booster website.
4) Create volunteer forms for each concession event and post at general membership meetings. Recruit volunteers as needed.
¨ Varsity Football games: 20-25 volunteers (home: 2-popcorn, 4-front windows, 2-hot dogs, 2-cold beverages, 2-hot beverages, 2-pizza/runners—visitor: 1-popcorn, 2-window, 2-hot dogs, 1-cold beverage, 1-hot beverage—50/50 raffle)
¨ Basketball: 4-5 volunteers
¨ Soccer, track: 3-6 volunteers
1) If you have more volunteers signed up for an event than needed, try to get some of them to reschedule to events where volunteers are needed. Create volunteer schedule for each event and assign concession duties to each volunteer.
2) No food and/or other concession products will be purchased during a game, unless agreed upon by two executive board members. Pizza will not be ordered after half-time.
3) All volunteers MUST pay for food items consumed. NO CREDIT.
4) Food prep and service in accordance with Health Department regulations and guidelines. Including correctly operating all food service equipment (grills, coffee and hot chocolate urns, cheese machine, fountain pop machines, ice machine, popcorn machines, refrigerator and freezer), and make sure proper food handling procedures are being followed by volunteers.
5) Beginning Cash Handling: Start-up cash must be counted by two unrelated individuals and proper cash paperwork must be completed.
6) Arrive early and open concession stands prior to game starting times. Football season 1-1 ½ hours, basketball and spring sports 30 minutes. Coffee and cocoa should be started first, ice down beverages, test out fountain machine and start popcorn burners. Any of these duties may be assigned to volunteers. Report any equipment problems to the President immediately.
7) Inventory control: Complete or assign a volunteer to accurately inventory items on hand at the end of night or within a 24-hour period. Restock food and other supplies after purchase and delivery.
8) Clean-up: coffee and hot chocolate urns, hot cheese machine, popcorn machines, discard used ice, dispose of unsold food, clean grill, and wipe down all counters.
9) Coordinate beginning and ending season clean-up of outside concession stands.
· Donations Trustee
1) After receiving the sign in sheets from the sports trustee/concessions trustee or using the sign in sheets from the General Membership Booster Meetings, enter each volunteer name, sport/club they are working for and the event attended into an Excel spreadsheet.
2) Donation requests will be received periodically throughout the month. You must verify that the percentage of ‘credits’/team members allows for the requested dollar amount per the attached sheet.
3) Present the donation request to the Booster Board at the monthly meeting. If the donation request is approved at the Board monthly meeting, notify the requester that the request will be presented to the General Membership and voted on at the next meeting. If the request is under $500.00, the requester can purchase their item after the Board meeting vote.
4) Prepare ballots for the next General Membership meeting, including the sport or club name, what the request was for and the amount of the request on the ballot. For any approved requests with an amount over $500.00, the request must be voted on by the General Membership at their monthly meeting. It is then voted on and the requester is notified that the request was either approved or denied.
5) Record all activity on the Donation Request form.
6) Give an electronic copy of all donation requests approved by general membership to the web master for posting on the booster website.
E. Requests for Donations: Athletic teams or curricular clubs must submit donation requests prior to the event taking place. These donation requests shall contain the name of the organization, its advisor, and current amount being requested. If the request exceeds $500.01, three competitive bids are required. A description of the purpose for which the donation will be used must also be included. These requests MUST be submitted to the Donation Trustee prior to the booster board meeting.
Expenses cannot be reimbursed after the fact. All donations must be approved by a majority of the executive board.
F. Funding requests which will not be considered: camps, instructors, coaches, guest speakers or any related expenses, any items that are either essential or mandatory in order for a student to participate in a school sanctioned activity, food for practices and/or team and club receptions, bus transportation.