Montville High School Athletic Boosters Organization Charter & Policy

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2 Established January 2009 Revised January 2011 Revised August 2013 Revised September 2014 Revised July 2016 Charter Page 3 Mission Page 3 Philosophy Page 3 Goal Page 3 Definitions of Abbreviations Page 3 Membership Page 3 Meetings Page 3 Voting Rights Page 4 Election of Executive Board Page 4 Dissolution of Athletic Booster Organization Page 5 Executive Board Member Roster Page 5 Executive Board Members Responsibilities Page 5-6 Expenditures Page 6 Committees Page 7 Eleemosynary Organization Definition Page 7 Coaches Request for Support Page 7 Page 2

3 Charter The Montville Athletic Booster Organization provides supplemental financial support and other means of support to enhance the Montville High School Athletic Department through the Athletic Director, School Administration, Coaches, and Athletes. The Montville Athletic Booster Organization is a volunteer based Eleemosynary Organization which promotes fundraising and provides concession stand volunteers for sporting events. Mission The Montville Athletic Booster Organization supports all levels of the athletic entities fairly and enhances the sports program through volunteerism. The Montville Athletic Booster Organization encourages the Athletic Director and the Coaching Staff at Montville High School to attend meetings and submit requests for assistance in their respective sports. Philosophy To help all athletes, all sports, at all levels. Goal To work as a team with all members of the Athletic Department at Montville High School in order to supplement needed equipment or items which the Athletic Department budget cannot support. Definitions of Abbreviations AD. Athletic Director EBM.. Executive Board Member(s) MABO... Montville Athletic Boosters Organization MHS.. Montville High School Membership Membership is open to anyone who wishes to advance the athletic program at Montville High School. Membership dues shall be a nominal fee to be determined by the Executive Board. The duration of the Membership Year shall be from September 1 to August 31 each school year cycle. The Athletic Director, by virtue of his or her position, is a Booster Member for the duration of his or her employment in that position. Meetings Page 3

4 Meetings shall be held during the Membership Year. The Executive Board shall determine the dates and times of the meetings. Meetings shall be held monthly from August to June each Membership year. Voting Rights All Athletic Booster members shall have voting rights when they fulfill the following requirements: They are an Executive Board Member OR They are the Athletic Director OR They are an Athletic Booster Member in good standing And Member has attended a regular monthly Athletic Booster meeting. Once established, voting privileges will be maintained for a member as long as the Member has attended 50% of the regular monthly Athletic Booster meetings. Voting privileges will carry over from one Membership Year to another as long as the new year s membership dues are paid. After the first meeting, regular voting privilege requirements are in effect. Election of Executive Board Election of Executive Board members begins in February of the Membership Year. The Secretary will send out an to all Booster Members. Nominations need to be submitted to the Secretary by March 1 of the Booster Year. To be nominated, a person must be a Booster Member in good standing. It is not necessary to have a child participating in sports, nor is it necessary to have a child attending Montville High School, to be considered for an Executive Board position. All Booster Members in good standing can nominate a candidate. Nominations are announced at the March monthly meeting of the current Membership Year. Current Executive Board Members will contact the nominees to explain the requirements/commitments of the position. Elections will be held at the April monthly meeting of the Membership Year. Incoming Executive Board Members will attend the remaining meetings to acclimate themselves for the transition. Page 4

5 In the event of an Executive Board Member resigning during the Membership Year, the President shall present a plan at the next Booster meeting to hold a special election. Dissolution In the event that the Montville High School Athletic Booster Organization disbands, all funds shall be turned over to the School Administration for a period of five (5) years. In the event that an Athletic Booster Organization (or similar organization) is renewed, those funds shall be made available. If after five (5) years there is no renewal or a similar club is formed, all funds shall be released to the Athletic Director for distribution fairly throughout the divisions of each sport at Montville High School. Executive Board Members Roster The Executive Board shall consist of the Following: President Vice-President Treasurer Secretary Purchasing Agent Executive Board Members Responsibilities The President Shall: Preside over the Athletic Booster Organization Meetings; Prepare an agenda for each meeting; Provide general leadership and direction of the activities of the MABO; Act as a representative of the MABO to the school administration and the community; Send out all correspondence to the AD, staff, other organizations, and the community; Appoint committee chairs as necessary and consult with the EBM: Present any request for support from the coaching staff at the MABO meetings; The President has the official final decision if an agreement between the MABO and EBM cannot be made or if a motion ends in a tie; the final decision will be made by the President and will be noted in the secretary s report as such; Shall be accessible to all EBM, MABO, AD, School Administration and the coaches at MHS; Shall oversee all responsibilities of any committee, EBM and MABO during all the sporting events. The Vice-President Shall: Preside at all meetings in the absence of the President; Assist the President as needed; Page 5

6 Schedule concessions for all athletic events, keep a calendar of each sport and the volunteers scheduled to cover that concession; Maintain membership roster; Work with the Purchasing Agent to adequately stock concession stands for sporting events Executive Board Members Responsibilities (continued) The Treasurer shall: Be responsible for all financial transactions of the MABO, i.e. receipts and deposits; Maintain all financial records of the MABO; Prepare monthly financial reports; Prepare a year-end report to be presented at the last meeting of the membership Year that gives the financial status of the MABO; Prepare and submit any financial reports required by the IRS, State or the school Administration: The Secretary shall: Prepare the minutes of each meeting and send to School for posting on MABO webpage; Present the minutes of the previous meeting at each meeting; Archive all records of club activities other than those maintained by the Treasurer; Receive and distribute all correspondence to the appropriate EO; Send out notices, changes, information to Booster members; Send out notification of elections, including soliciting nominations for Executive Board positions, and shall also tabulate nominations to submit to the membership at the March month s meeting. The Purchasing Agent shall: Purchase all supplies needed for the operation of the concession stand. Ensure that stock levels are maintained at an appropriate level for all concession events. Coordinate, procure and distribute away game snacks. Expenditures The following expenditures do not need a vote by the members, up to the amounts approved by the attached written policy: Reimbursement for Banquet costs Reimbursement for Coaches CHSCA Dues The following expenditures do not need a vote by the members, up to the ceilings listed below: Procurement of Flowers for Senior Nights ($250) Procurement of MVP Sweatshirts ($500) Page 6

7 Procurement and/or engraving of ECC Championship Coins ($250) Procurement of food and supplies for the concession stands (no limit) Committees At their discretion, the EBM may appoint an individual or a committee for specific tasks to advance the goals of the club, i.e. fundraising, concessions, purchasing. The individual or the coordinator of any committee shall report to the EBM as required. Eleemosynary Organization Definition Charitable; as applied to a purpose or institution; Coaches Request for Support Any paid coach may request financial support for their program from the MABO under the following guidelines: The requesting Coach must provide written documentation for the request with at least two (2) quotes, if appropriate, reflecting the request prior to the monthly meeting for review; (detailed descriptions, price list, etc); These requests should be for items that are NOT on the approved Athletic Budget for the current school year; All requests for support shall be submitted to the Athletic Director, who will verify the request meets the non-budgeted item requirements, and who shall also verify the need of the item(s) requested. Athletic Director approval is required for all requests; Once approved, the request and supporting documentation should be sent to the MABO President; The President and the EBM may discuss the requests and prior to the monthly meeting. The President shall then take action to get the request on the agenda for the most appropriate Booster Meeting. The President shall also notify all parties of the meeting date; It is desired that the requesting Coach attend the Boosters Meeting (or if not possible, a suitable representative) to answer any questions from the membership. The Athletic Director, at his or her discretion, may present the request in lieu of the coach; The MABO President will present the request at the meeting to the MABO. Actions on the Coach s request shall be as follows The EBM, at their discretion, may table the Coach s request for further review; Any EBM or any MABO member with voting privileges can present a motion to approve a Coach s request; The motion must be seconded by a EBM or a MABO member with voting privileges; The motion to approve the request shall be by a majority vote of the voting member s present Page 7

8 MHS Athletic Boosters Banquet Policy It is the policy of the Montville High School Athletic Boosters to provide support to all of our athletes and coaches that will be honored at an awards banquet. The Boosters will pay the fee, when required, for any athlete to attend the ceremony. We will also pay the fee for up to two immediate family members of the athlete to attend as well. We will also pay the fee for one member of the coaching staff of the sport that the athlete or athletes are being honored for. All requests should be submitted to the Athletic Boosters by the athlete s Head Coach via the Athletic Director.

9 MHS Athletic Boosters Coaches Dues Policy It is the policy of the Montville High School Athletic Boosters to provide support to all of our athletes and coaches that will be honored at an awards banquet. The Boosters will pay the cost of Connecticut High School Coaches Association (CHSCA) dues, currently $30.00, for each MHS Head Coach. The request should be presented to the Athletic Boosters by the Athletic Director at the beginning of each School Year.