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.

The Secretary records all minutes of the Executive Board, Closed Board, General Open Membership meetings and other meetings as needed. The Secretary will handle the correspondence of the SSBC, maintain the SSBC forms and documents, maintain records of votes taken by the Board Members, maintain membership list, SSBC mailings (Corporate Sponsorships) will make all updates to the SSBC Website and send e-blast communications on behalf of the SSBC.

RESPONSIBILITIES:

1. Take minutes at monthly meetings. Prepare and distribute same.
2. Provide sign-in sheet for attendees of open meetings.
3. Keep written record of all votes including motion, second and results.
4. Prepare agenda for monthly meetings. Agenda items determined by the SSBC President. Distribute same one week prior to meeting.
5. Send all e-blast communications as provided by other Board Members or prepare as required.
6. Annual review and update of all SSBC Policies/forms/ documents, and as needed.
7.  Master the SSBC website, make any changes and updates accordingly.
8. Keep notebook of minutes, votes, forms, e-blasts and other communications.
9. Create and maintain the membership worksheet of registered members each school year.
10. Advise Team Managers to have those families not listed on the membership registration from their roster of players, but are signed up to volunteer in concessions, the need to register for membership.
11. Provide all Board Members a list of Team Managers. Verify that each Team Manager is a member of the SSBC. Notify the SSBC President of any Board Member or Team Manager that is not a member of the club.
12. Responsible for updating corporate sponsorship mailing and any membership mailings. Prepare thank you notices to those that sponsor or donate.
13. Attend SSBC Board monthly meetings, executive board meetings and any other meetings, as needed.
14. Provide SSBC President with year-end report and supporting documents (if applicable) in June of each year.
15. Prepare changes/corrections/additions to position’s responsibilities in June of each year.
16. Volunteer at SSBC sponsored events.
17. All other duties as assigned.

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.

The Assistant Treasurer reports to the Treasurer, assists with deposits and signs off on the monthly bank statements. Assist the Vice President with the collecting and auditing the team financial records and communicate team financial balances to the Team Managers.

RESPONSIBILITIES:

1. Collects deposits from safe in a timely manner.
2. Review plastic deposit bags to make sure that they are filled out accurately.
3. Keep a deposit log of all deposits collected.
4. Deposit funds collected into an approved account, in a timely manner.
5. Drop off deposit receipts to Treasurer in a timely manner.
6. Keep both concession stands stocked with deposit bags,slips, and change funds. 
7. Monthly audit of change fund; making deposit of large bills out of change fund.
8. Monthly audit of 4 concession stand lock boxes.
9. Review monthly bank statements received sign/date stamp and provide a report of all 12 months at the end of the year 7/1 - 6/30. 
10. Monthly audit of change fund; making deposit of large bills out of change fund. 
11. Provide Team Managers a financial balance two times per season. (two weeks prior to the first day of tryouts & end of a season balance check, with audit results) 
12. Collect team financial and fundraising audits at the end of each season.
13. Attend Team Manager training to assist the President with questions related to financial docs. 
14. Conduct concession stand training related to financial topics (money handling, clover/credit card systems) 
15. Concession stand contact for all volunteer questions/needs related to financial matters. 
16. Attend SSBC executive and monthly board meetings and other meetings, as needed. 
17. Provide SSBC President with the 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. Help / Volunteer at SSBC sponsored events.
20. All other duties as assigned.

The Concession Buyer will make all purchases of consumable items for concession stands and deliver purchased items to the concession stands, take inventory, set prices on all concession stand product and forward requisitions/receipts to Treasurer.

RESPONSIBILITIES:

1. Prepare bid requests for equipment, prepare cost comparisons on all food and equipment.
2. Establish prices for concession stand products.
3. Arrange delivery of concession stand products when the vendor delivers.
4. Properly store/place stock when delivering to stand.
5. Make sure each stand complies with the NYS Health Department requirements.
6. Rotate stock – items due to expire first should be stocked to the front/top so that it will sell first.
7. Maintain overall Inventory/Equipment Report, for merchandise; purchased, sold, and on hand. Include vendor, style, sizes, quantities, price, etc.
8. Prepare the outdoor stand to be opened and closed for each of the seasons.
9. Prepare proper forms for all expenditures the SSBC relating to the Concession Stand and any special events for the fiscal year and submit for approval to the Executive Board.
10. All purchases should be recorded on a spreadsheet for reference the following year(s).
11. Keep notebook of all requisitions/receipt copies and copy of inventory.
12. Attend SSBC monthly meetings and other meetings, as needed.
13. Provide SSBC President with year-end report and supporting documents (if applicable) in June of each year.
14. Provide SSBC Secretary with changes/corrections/additions to position’s responsibilities in June of each year.
15. Help/volunteer with SSBC events.
16. All other duties as assigned.

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 Section V website. 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.

- Revised 1.2023

The Merchandise Coordinator will coordinate season apparel sales, purchase school spirit items, oversee sales of stadium bricks, website apparel sales, arrange delivery of items, take inventory, report inventory to the Vice President and forward requisitions/receipts to Treasurer.

RESPONSIBILITIES:

1. Coordinate, purchase and distribute all merchandise that families purchase from the SSBC.
2. Maintain Inventory spreadsheets of all merchandise items.
3. Prepare budgets for expenditures for the fiscal year and submit to the Executive Board for approval.
4. Set up a “Vendor Fair” for a spring closed SSBC Board Meeting to choose the vendor for the next school year. (Date to be determined by the SSBC President.)
5. Put together a “wish list” of items to be sold during the following school year. Submit to the SSBC Executive Board for approval.
6. Determine merchandise prices for the online store fundraiser, as approved by the SSBC Board.
7. Determine merchandise prices for sale at community and sporting events, as approved by the SSBC Board.
8. Attend community and sporting events to sell merchandise, as approved by the SSBC Board and the CCCSD Athletic Director.
9. Prior to every purchase, complete a purchase order form and send to the SSBC President for approval. Submit all receipts after purchase to the Treasurer.
10. Sell bricks for the “Friends of the Saints” wall at the CC Saints Stadium.
11. Deposit funds to the SSBC General Fund as necessary and according to the SSBC policies.
12. Attend SSBC Board monthly meetings and any other meetings, as needed.
13. Provide SSBC President with an end-of-the-year report and supporting documents (if applicable).
14. Meet quarterly with the SSBC Vice President for one on one meetings.
15. Provide SSBC Secretary with changes/corrections/additions to position responsibilities.
16. Help/volunteer at SSBC sponsored events.
17. All other duties as assigned.

The Public Relations Coordinator is responsible for promoting club teams each season, maintaining Facebook, Twitter and Instagram accounts and organizing outstanding teammate awards.

RESPONSIBILITIES:

1. Post information on Facebook and Twitter.
2. Responsible for sending team fundraisers to district Communications for advertising in the “School Backpack”. 
3. Responsible for the “Outstanding Teammate Award” sponsored by Mark’s Pizzeria, N. Chili location.
4. Attend SSBC monthly meetings and other meetings, as needed.
5. Provide SSBC President with year-end report and supporting documents (if applicable) in June of each year.
6. Provide SSBC Secretary with changes/corrections/additions to position’s responsibilities in June of each year. 
7. Help/Volunteer with SSBC events.
8. All other duties as assigned.

Revised 05.2023
 

The Fundraiser Coordinator is responsible for creating, maintaining and the closeout of Fundraising on the SSBC Square Online store. Square is an organizational tool used to schedule SSBC Fundraising for both the Saints Sports Booster Club and our Sports Teams.

RESPONSIBILITIES:

1. Set-up all fundraiser's in Square and create the fliers with a QR code for the advertising of the fundraiser. 
2. Inform the teams of the incoming activity of the individual fundraisers. 
3. Set up team Banquets for the fees to be paid to Square and then maintain spreadsheet to shared with the Team Manager.
4. Create a ongoing fundraiser to sell Friends of Saints Bricks for the Stadium Patio. 
5. Chair The Food Truck Rodeo with Board/Committee. 
6. Attend SSBC monthly meetings and other meetings, as needed. 
7. Provide SSBC President with year-end report and supporting documents in June of each year. 
8. Provide SSBC Secretary with changes/corrections/additions to position’s responsibilities in June of each year. 
9. Volunteer with the SSBC at events as needed. 
10. Field questions regarding Square and Fundraising processes from volunteers. 
11. Communicate regularly with team managers on status of Fundraising. 
12. All other duties as assigned.

- Created 5.2023