SSBC Board Members & Responsibilities

The President will preside at Executive Board, Closed Board Member and General Open Membership meetings. The President also serves as an ex-officio member of all committees, oversees Team Managers, oversees that the Organization (Article 2) of the SSBC is maintained, the President will approve fundraisers, team budgets with the Executive Board, Purchase Orders and will be the second signature on all checks and performs other duties pertaining to the position.

RESPONSIBILITIES:

1. Perform duties as outlined in the Constitution and Bylaws and SSBC Policies of the organization.
2. Ensure the organization carries out its purpose as defined in the Letter of Incorporation and does not engage in unauthorized activities.
3. Regularly meet with the Churchville-Chili School District (CCCSD) Administration regarding booster club activities.
4. Attend all Interscholastic Athletic committee meetings (ISAC) called by the Athletic Director.
5. Regularly meet with the Treasurer of the organization to review the organization’s financial position.
6. Create with the Vice President and Treasurer an annual budget for the Board to approve.
7. Regularly meet with the Vice President and Secretary of the organization to review the organization’s policies of operations.
8. Confirm with Secretary updates to the school Sport Boosters website, of current officers, and any annual updates to documents.
9. Schedule audit of records or request an audit with board members, if the need should arise during the year.
10. Assist Vice President audit of fundraising records and Assist the Assistant Treasurer audit of financial records, at the end of each season.
11. Appoint all the non-elected positions to the board.
12. Present with the Vice President the SSBC Athletic Scholarship Award to one male and one female athlete at the annual CC Athletic Award Ceremony.
13. Conduct periodic individual meetings with board members to review day-to-day responsibilities and performance of their position responsibilities, when requested by Vice President.
14. Set the meeting dates for the year for the SSBC.
15. Be sure the Board Members have access to internal controls (i.e.: bank accounts, credit cards, computers, keys, email accounts, etc.). President – Revised 04.2020
16. Register with CCCSD to be recognized as an approved Club of the district, complete form 3260F.1.
17. Update the responsible person for the Certificate of Authority with NYS.
18. Update the contact person with Parent Booster USA. Continue with Parent Boosters U.S.A. to keep 501-C3 status for the non-profit status.
19. Contact the Athletic Director to find out what the date is for the annual AD/Coach/Parent meeting. This meeting takes place at the start of each school year. If the date is not previously been posted.
20. Schedule training classes for Team Managers at all levels, of all sports teams.
21. Contact Wegmans for an annual donation to the club.
22. Verify the Insurance policy is paid in full at the start the new school year.
23. Verify all fundraising request forms from the sports teams are completed in full. Verify the fundraiser is covered by the insurance policy “Play List” of different fundraisers.
24. Contact the CPA of the club to confirm the clubs’ books are in order to file taxes every November.
25. Make sure all the filling is done on time with the IRS, and Attorney General’s office every November.
26. Obtain security access from CCCSD; President email and computer accounts, Parent Booster USA Membership, parking tag, security access badge for school after hours for concession stand, website access to update all information on school website, keys to gates, all concession stands, and all locked storage areas.
27. Obtain a current Board Member, Coach, and Team Manager list for each season, for distribution to the board.
28. Resolve any problems in membership.
29. Confirm the Assist Treasurer has reviewed the online bank account monthly as a check and balance of purchases and sign off on a monthly bank report of the treasurer at the monthly board meeting.
30. Confirm with Vice President that concession stand permits are current and certificates of L2 food service workers are posted in each concession stand.
31. Prepare changes/corrections/additions to position’s responsibilities end of each year.
32. Help/volunteer at SSBC sponsored events.
33. All other duties as assigned.

The Vice President will perform the duties of the President in the absence of the President, collecting and auditing fundraisers at the end of each season, oversees individuals holding appointed positions on the Board, reviews monthly bank statement reconciliations, and performs other duties pertaining to the position.

RESPONSIBILITIES:

1. Perform duties as outlined in the Constitution and Bylaws and SSBC Policies of the organization.
2. Assist the President to insure the organization carries out its purpose as defined in the Letter of Incorporation and does not engage in unauthorized activities.
3. Regularly meet with the Treasurer of the organization to review the organization’s financial position.
4. Create with the President and Treasurer an annual budget for the Board to approve.
5. Regularly meet with the President and Secretary of the organization to review the organization’s policies of operations.
6. Schedule audit of Team Fundraising documents.
7. Present the SSBC Athletic Scholarship Award to one male and one female athlete at the annual CC Athletic Award Ceremony.
8.  Conduct quarterly individual meetings with all appointed board members to review day-to-day responsibilities and performance of their position responsibilities. Report to the President
9. Assist President with training classes for Team Managers at all levels, of all sports teams.
10. As an Executive Board member of the SSBC partake in the team budget, approval process.
11. Attend meetings with President, Treasurer and the Clubs CPA to file taxes every November.
12. Obtain security access from CCCSD; Vice President Email and computer accounts.
13. Obtain a current Board Member, Coach, and Team Manager list for each season.
14. Assist President to resolve any problems in membership.
15. Review the online bank account monthly; as a check and balance of purchases and sign off on a monthly bank report of the treasurer at the monthly board meeting.
16. Verify concession stand permits are current and certificates are hung at each concession stand.
17. Contact the operations department at the start and end of the fall and spring seasons to open the outside and inside concession stand in late August and mid-late April to have them cleaned and ready for the fall and spring seasons.
18. Help/Volunteer at SSBC sponsored events.
19. All other duties as assigned.

Responsibilities:

1. Meeting Documentation

   • Record minutes of all Executive Board, Closed Board, General Open Membership meetings, and other meetings as needed.

   • Prepare and distribute the minutes of monthly meetings, within 5 days of the meetings.

   • Provide a sign-in sheet for attendees of open meetings.

   • Keep a written record of all votes, including the motion, second, and results. by number, not names

2. Agenda Preparation

   • Prepare the agenda for monthly meetings, with agenda items determined by the SSBC President, and the Board positions, providing, reports each month.

   • Distribute the agenda one week before the meeting.

3. Communications

   • Send all e-blast communications as provided by other Board Members or prepare them as required.

   • Handle all SSBC correspondence and mailings.

4. Document Management

   • Annually review and update all SSBC policies, forms, and documents, and as needed.

   • Maintain a notebook of minutes, votes, forms, e-blasts, and other communications. At the end of each year, the full year for minutes and notes/votes are kept in the file cabinet at school for 7 years. Locked. 

   • Maintain the SSBC forms and documents.

5. Website Management

   • After each Board meeting, communicate with the district communications coordinator to have our webpage on the school website updated, within 24 hours.

6. Membership Management

   • Create and maintain the membership worksheet of registered members each school year.

   • Advise Team Managers to have families not listed on the membership registration, but signed up to volunteer in concessions, register for membership.

   • Provide all Board Members with a list of Team Managers and verify that each Team Manager is a member of the SSBC.

   • Notify the SSBC President of any Board Member or Team Manager who is not a member of the club.

   • Provide a report each month to the Board of Directors of the Club the members of each team that are not members of the club, and who are working concessions that are not registered members. 

7. Reporting

   • Provide the SSBC President with the year-end report and supporting documents in June of each year.

   • Prepare changes, corrections, or additions to the position’s responsibilities in June of each year.

8. Meeting Attendance

   • Attend SSBC Board executive and monthly board meetings, and any other meetings as needed.

9. Event Participation

   • Volunteer at SSBC-sponsored events.

10. General Duties

    • Perform all other duties as assigned.

Effective: 02.2023 Revised 7.1.2024

The Treasurer will collect all monies raised by the SSBC and the sports teams, deposit monies into an approved account, oversee all payments, maintain current and accurate financial records and report the SSBC’s financial status at each monthly meeting. Prepares tax paperwork and works closely with Accountant and Auditors.

RESPONSIBILITIES:

1. Develop, amend and abide by an annual budget.
2. Collect monies raised by the SSBC and the athletic teams.
3. Provide Team Managers pre-numbered deposit bags.
4. Deposit funds collected into an approved account and post deposits into Quickbooks.
5. Print checks for the SSBC/Athletic Teams and forward with proper paperwork.
6. Maintain current and accurate financial records.
7. Obtain President’s approval for all general fund purchases in excess of $2,000.
8. Review paperwork submitted with Requisition Form.
9. Assist in quarterly financial examination by external accountant. Work with President to report results at March Open Membership Meeting.
10. Reconcile monthly bank statements and give to Assistant Treasurer for sign off.
11. Accounting entries for sales tax, when applicable.
12. Work with the accountants for year-end, sales tax payments 1099 and filing of annual tax returns.
13. Prepare financial statement for monthly meetings.
14. Collect paperwork and deposits from Assistant Treasurer and Athletic Director’s office weekly.
15. Fill the three concession stand cash boxes with start-up money and monitor during the season if change is needed.
16. Attend SSBC monthly meetings and other meetings, as needed.
17. Provide SSBC Board of Directors with year-end report and supporting documents (if applicable).
18. Provide SSBC Secretary with changes/corrections/additions to position responsibilities in June of each year.
19. Volunteer with the SSBC at events as needed.
20. All other duties as assigned.

Role Overview:

The Treasurer Square is responsible for collecting all monies raised by the SSBC on the Square by the SSBC and the sports teams, depositing these funds into an approved account, overseeing all payments, maintaining current and accurate financial records, and reporting the SSBC’s, financial status on Square at each monthly meeting. 

Responsibilities:

1. Annual Budget: Develop, amend, and abide by an annual budget.

2. Monies Collection: Collect monies raised by the SSBC and the athletic teams.

3. Funds Deposit: Deposit collected funds into an approved account and post deposits into QuickBooks via incoming from Square.

4. Payment Requests: Review payment requests and verify the accompanying paperwork (request forms, budgets, receipts, and purchase orders).

5. Financial Records: Maintain current and accurate financial records.

6. Sales Tax Accounting: Handle accounting entries for sales tax, when applicable.

7. Monthly Financial Statement: Prepare a financial statement for monthly meetings.

8. Assistant Treasurer Coordination: Collect paperwork and deposits from the Assistant Treasurer regularly.

9. Meeting Attendance: Attend SSBC executive and monthly meetings, and any other required meetings.

10. Year-End Report: Provide the SSBC Board of Directors with the year-end report and supporting documents (if applicable).

11. Position Responsibilities Update: Submit changes, corrections, and additions to position responsibilities to the SSBC Secretary in June of each year.

12. Event Volunteering: Volunteer at SSBC events as needed.

13. Assistant Treasurer Duties: Perform all duties of the Assistant Treasurer position as needed during vacancy.

14. Other Duties: Execute all other duties as assigned.

Effective 7.1.2024

The Assistant Treasurer reports to the Treasurer, assists with deposits, and signs off on the monthly bank statements. The Assistant Treasurer also assists the Square Treasurer with collecting and auditing the team's financial records and communicates team financial balances to the Team Managers.

RESPONSIBILITIES:

1. Collect deposits from the safe promptly.

2. Review plastic deposit bags to ensure they are filled out accurately.

3. Keep a deposit log of all deposits collected, and upload the log to Google Docs weekly.

4. Deposit funds collected into an approved account promptly.

5. Drop off deposit receipts to the Treasurer promptly.

6. Keep both concession stands stocked with deposit bags, slips, and change funds.

7. Perform a monthly audit of the change fund; deposit large bills from the change fund.

8. Conduct a monthly audit of four concession stand lockboxes, and report to the Board Meetings. 

9. Review monthly bank statements, sign/date stamp, and provide a report of all 12 months at the end of the year (7/1 - 6/30).

10. Provide Team Managers with a financial balance twice per season:

    • Two weeks before the first day of tryouts

    • End-of-season balance check, with audit results

11. Collect team financial and fundraising audits at the end of each season.

12. Attend Team Manager training to assist the Communications Coordinator/President with questions related to financial documents.

13. Conduct concession stand training related to financial topics (money handling, Square/credit card systems).

14. Serve as the concession stand contact for all volunteer questions/needs related to financial matters.

15. Attend SSBC executive and monthly board meetings and other meetings as needed.

16. Provide the SSBC President with the year-end report and supporting documents of cash deposits in and out of cash boxes from concession stands.

17. Provide the SSBC Secretary with changes/corrections/additions to position responsibilities in June of each year.

18. Help/volunteer at SSBC-sponsored events.

19. Perform all other duties as assigned.

Assistant Treasurer -Effective 02-2023 Reviewed 7.1.2024

The Communications Coordinator is responsible for receiving and auditing communications from team managers and the Saints Sports Booster Club Membership.

RESPONSIBILITIES:

1. Create and maintain the Team Manager Playbook (Manual)

2. Review Club policies monthly to compare to the club bylaws, Team Manager Playbook, and Team Manager Checklist.

3.  Notify Team Managers which policies have been revised each month after we meet with your Team Manager contact List

4. Communicate with Coaching Staff, through email to establish a team manager for all levels of play modified through varsity. 

5. Communicate email to distribution list:  important dates such as Team Manager Training, Concession Training, and Booster Events.

6. Work with District Communications regarding upcoming Sports Booster Club E-News.

7. Attend SSBC monthly meetings and other meetings, as needed.

8. Provide the SSBC Secretary with changes/corrections/additions to the position’s responsibilities in June of each year.

9. Help/Volunteer with the SSBC Food Truck Rodeo, Athletic Director Parent Meeting, Celebrate Churchville, Athletic Award Ceremony, and other community events.

10. All other duties as assigned. 

Effective 7.1.2024

The Concession Buyer is responsible for procuring all consumable items for the concession stands, ensuring their delivery, managing inventory, setting prices, and forwarding requisitions and receipts to the Treasurer.

RESPONSIBILITIES:

1. Prepare bid requests for equipment and conduct cost comparisons on all food and equipment.

2. Establish prices for concession stand products.

3. Arrange for the delivery of concession stand products when provided by vendors.

4. Properly store and place stock when delivering to the stand.

5. Ensure each stand complies with the New York State Health Department requirements.

6. Maintain an overall inventory and equipment report, including details on items purchased and sold, along with their prices.

7. Prepare the outdoor stand for seasonal openings and closings.

8. Prepare proper forms for all concession product expenditures and any special events purchases (e.g., food truck rodeo) during the fiscal year, and submit these for approval to the Executive Board.

9. Record all purchases on a spreadsheet for future reference.

10. Keep a notebook of all requisitions, receipt copies, and inventory records.

11. Attend monthly SSBC meetings and other meetings as needed.

12. Provide the SSBC President with a year-end report and supporting documents (if applicable) in June of each year.

13. Provide the SSBC Secretary with updates or corrections to the position’s responsibilities in June of each year.

14. Volunteer at SSBC events.

15. Perform all other duties as assigned.

SSBC Concession Buyer – 04.2020 Revised 1.2023, 7.1.2024

The Concession Stand Coordinator is responsible for creating, maintaining and the closeout of Sign Up Genius
(SUG). SUG is an organizational tool used to schedule volunteer workers for both of the Saints Sports Booster Club
Concession Stands and orders the pizzas for the Concession Stands for each game.

RESPONSIBILITIES:
1. Two weeks before the season start date, download team schedules from the website
https://www.sectionvny.org/public/genie/783/school/4404/. Send schedules to President and
Buyer. Determine number of volunteers needed.
2. Inform the President how many slots each team has to fill.
3. Create a Volunteer SUG for each season using the schedules printed.
4. Create a Pizza Order SUG for each season using the Volunteer SUG.
5. Send an email with the SUG link to the Secretary for posting on the SSBC Website. Inform
President and Buyer when the link is posted to the website.
6. Stock the Concession Stand with sign-in sheets for volunteer attendance
7. Reconcile paper volunteer sign-in attendance logs with the on-line SUG.
8. Approximately 3 weeks after the link is posted, the SUG should close to Volunteers. Once it is
closed, create and send a report of team counts to President. Reopen SUG for Volunteers.
9. Make changes to the Volunteer and Pizza Order SUG’s as changes to game dates and/or times
are received from the Athletic Director.
10. Update Volunteer and Pizza Order SUG’s as required by updates received from Notify ME
emails and or President.
11. Prepare a monthly report of what pizzas were ordered. Send to President and Treasurer, once
the Club is purchasing the pizza.
12. At end of season, close the SUG and create and send a report of team counts to the Treasurer,
Asst. Treasurer and the President.
13. Concession Coordinator is responsible for creating any SUG events needed by SSBC in addition
to the Volunteer and Pizza Order SUG’s.
14. Attend SSBC monthly meetings and other meetings, as needed.
15. Provide SSBC President with year-end report and supporting documents in June of each year.
16. Provide SSBC Secretary with changes/corrections/additions to position’s responsibilities in June
of each year.
17. Volunteer with the SSBC at events as needed.
18. Field questions regarding concession stand processes from volunteers
19. Communicate regularly with team managers on status of volunteer slots filled.
20. All other duties as assigned.
Note: Responsibilities will change from time to time as the SSBC evolves. Your continued support is appreciated.
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- Revised 1.2023

The Event Merchandise Coordinator responsibilities include managing the Saints Sports Booster Club's overall fundraising for the general funds of the Booster Club. Additionally, the position is responsible for selling school-approved logo apparel and merchandise.

RESPONSIBILITIES:

• Fundraising Events:

  • Set up Booster Club fundraising events for the community.

  • Develop creative fundraising ideas.

  • Incorporate team participation into fundraising events.

• Vendor Relations:

  • Work with vendors to source merchandise and apparel.

  • Contract start and end dates with our trademarked logos and set contact with vendors.

  • Select apparel items and pricing to ensure profitability.

• Merchandise and Apparel Sales:

  • Set up merchandise and apparel sales and team stores.

  • Manage inventory and oversee sales processes.

• Financial Management:

  • Deposit funds collected from fundraisers and apparel into an approved account promptly.

  • Provide the SSBC President with the year-end report and supporting documents (if applicable).

• Communication and Documentation:

  • Provide the SSBC Secretary with changes, corrections, or additions to position responsibilities in June of each year.

• General Duties:

  • Help and volunteer at SSBC-sponsored events.

  • Perform all other duties as assigned.

Effective  7.1.2024

The Fundraising Coordinator is responsible for creating, maintaining, and closing out the fundraising activities on the SSBC Square Online store. Square is an organizational tool to schedule SSBC fundraising for the Saints Sports Booster Club and our sports teams.

RESPONSIBILITIES:

1. Set Up Fundraisers: Set up all fundraisers in Square and create fliers with QR codes to advertise the fundraisers.

2. Inform Teams: Inform the teams of the incoming activity of the individual fundraisers.

3. Square Calculator: Remind teams of the Square calculator, as teams will need to upcharge their fees so as not to be short-handed to pay their bills. 

4. Team Banquets: Set up team banquets for the fees to be paid to Square and maintain a spreadsheet to be shared with the Team Manager.

5. Ongoing Fundraiser: Create an ongoing fundraiser to sell Friends of Saints Bricks for the Stadium Patio.

6. Team Donations: Once the team has received an approved 3260F to receive team family and friend donations. The donations tab will be turned on for the team account and only donations will be received per the new policy effective July 2024.  

7. Chair Food Truck Rodeo: Chair the Food Truck Rodeo with the Board/Committee.

8. Meeting Attendance: Attend SSBC monthly meetings and other meetings as needed.

9. Year-End Report: Provide the SSBC President with a year-end report and supporting documents each year in June.

10. Update Responsibilities: Provide the SSBC Secretary with changes, corrections, and additions to the position’s responsibilities in June of each year.

11. Volunteer at Events: Volunteer with the SSBC at events as needed.

12. Field Questions: Field questions regarding Square and fundraising processes from volunteers.

13. Regular Communication: Communicate regularly with team managers on the status of fundraising.

14. Additional Duties: Perform all other duties as assigned.

Effective 5/2023 Revised 7.1.2024

The Public Relations Coordinator is responsible for promoting, the Saints Sports Booster Club sports teams each season, maintaining Facebook, Twitter, and Instagram accounts, and organizing the outstanding teammate awards.

Responsibilities:

1. Social Media Management: Post information on Facebook and Twitter.

2. Fundraiser Promotion: Send team fundraisers to district Communications for advertising in “School Backpack”.

3. Awards Coordination: Manage the “Outstanding Teammate Award” sponsored by Mark’s Pizzeria, N. Chili location. Send the group picture to the local paper ex: Hometown

4. Meeting Participation: Attend SSBC monthly meetings and other meetings as needed.

5. Reporting: Provide the SSBC President with a year-end report and supporting documents (if applicable) in June of each year.

6. Documentation: Provide the SSBC Secretary with changes, corrections, and additions to the position’s responsibilities in June of each year.

7. Event Support: Help and volunteer with all the Facebook live, posting pictures of the SSBC events.

8. Additional Duties: Perform all other duties as assigned.

Public Relations Coordinator effective 5.2023, Reviewed 7.1.2024