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Booster Club

Purpose. The purpose of the Softball Booster Club is to provide support for the Plano Senior High School softball program and its feeder schools, as well as to promote the sport of softball at all levels in the city of Plano.

Functions. The specific functions of the Softball Booster Club are as follows:

• To raise funds through a variety of fundraisers to support Wildcat softball financial needs as determined by the coaching staff in conjunction with the Softball Booster Club board.
• To provide some field maintenance and support at home games.
• To provide an end-of-season banquet to honor PSHS softball players and coaches.

Officers. The Softball Booster Club is organized to provide a division of responsibilities and to provide a framework to encourage participation by all members. The functions and responsibilities of each position are described below:

• President. The president instructs other officers in their duties, provides overall direction, coordinates all Booster Club activities, conducts periodic meetings, and supports officers in performance of their functions. The president is the primary point of contact to the Head Coach and to the school administration.
• Vice-President. The vice-president supports the president and acts for the president if the president is not available.
• Secretary. The secretary is responsible for minutes of meetings, maintains a list of Booster Club members, and supports other officers as needed with Booster Club mailings. The secretary will provide a copy of the minutes to the president within ten days following a meeting.
• Treasurer. The treasurer is responsible for maintaining and reporting the status of the financial account of the Booster Club.

Vice-president, secretary, treasurer, and committee chairs report to the president and are responsible for coordinating their activities with the president. Collectively, the officers form a Board which meets periodically when requested by the president for various purposes (brainstorming, making decisions or recommendations, etc.).

Terms of Officers. The president serves one year, from the beginning of summer to the end of the spring school term. Other officers serve from when they are selected to the end of the spring school term. Officers can serve more than one term.

Selection of Officers. The Head Coach selects the incoming President of the Booster Club generally in time to announce the new President at the end-of-season banquet of the previous year. Together the Head Coach and President select Vice-President, Secretary, and Treasurer, generally no later than September of the school year in which they will serve.

Committee Chairs and Members. Many activities of the Booster Club will be managed by volunteers from the Booster Club. These activities include field maintenance, fund raising, spirit, and banquet among others. Generally, the president will request volunteers for these committees and will then appoint a volunteer to be committee chair and possibly others to be committee members. Committee chair and members will be Booster Club members. The committee chair heads the committee, reports to the Booster Club president, and may need to coordinate committee activities with other committees to insure Booster Club schedules and priorities are met.

Membership. The public is invited to attend Booster Club meetings. Anyone can join the Booster Club by paying a Membership Fee. The membership fee is currently $25 (as of 1999-2000 school year). Only Booster Club members can vote during periodic meetings.

Meetings. The Booster Club will schedule and conduct periodic meetings at least during the spring season for the purpose of informing the Booster Club membership about fund raisers, the Coach's wish list, sponsored activities, and to discuss priorities. The meeting will be announced to the Booster Club membership beforehand. At the meeting, the president will provide an agenda and will conduct the meeting. The secretary will report on the previous meeting. The treasurer will give a treasurer's status report. Committee chairs will give status reports as appropriate.

Voting. During meetings, if the president raised a decision to a vote, the vote will pass if a greater number of Booster Club members present at the meeting vote in favor than those opposed, else the vote will fail.

Financial. The Booster Club is a non-profit organization with its own separate taxpayer ID code. According to PISD policy, the Booster Club must be bonded, must maintain its funds in a depository, and requires two signatures on all checks.

Purchasing. The Booster Club shall make its purchases in its own name, not the name of the school or district. If the Booster Club decides to make a monetary donation to the school for a specific item or piece of equipment, the Booster Club can give the donation to the school, which must deposit the funds into the campus activity or student activity fund. The school would then initiate a purchase order to purchase the specific item out of that fund. Equipment or materials purchased for schools by the Booster Club become the property of the District.

Spending Limits. The Booster Club shall vote on capital spending items over a limit, currently set at $200. The Board has discretion to spend below that limit.

Record Keeping. Officers and committee chairs shall retain records (e.g., records of finances, procedures followed, key decisions, lessons learned). At the end of the school year, these records will be gathered together and passed on to the incoming president to insure continuity.

District-approved Vendors. The Booster Club is encouraged to use District-approved fund-raising vendors. All vendors on the District-approved fund-raiser list will have required certificates of insurance in place.

Relationship to School. The superintendent, deputy superintendent, assistant superintendent, and/or principal have veto power over any action of the Booster Club. The Booster Club has no authority to direct any school employee in any of his/her duties. Booster Club officers may not assume duties that are the responsibilities of staff members.

UIL Guidelines and State and Federal Law. The Booster Club must abide by UIL Guidelines as well as state and federal law where applicable.

Changes to the Bylaws. The Booster Club Board is empowered to make changes to the Booster Club Bylaws.

Termination. If the Booster Club disbands or ceases to operate, its funds and property will be dispersed to Plano ISD.