The Northport Lacrosse Booster Club consists of an executive board of directors and several voting committee chairpersons ... and of course ... the countless parent volunteers.

 

Executive Board

President

Lead the Northport Lacrosse Boys Booster Club as the chief elected officer, to chair the Board of Directors and, on behalf of the Board, to provide broad policy guidance to the executive board in order to achieve the Northport Boys Lacrosse Booster Club's objectives in accorcance with its mission.

 

Key duties and responsibilities:

• To provide leadership to the Board and the membership;

• To represent the Northport Boys Lacrosse Booster Club

• To support the Northport Boys Lacrosse Booster Club and its policies internally and externally;

• To exercise the governing authority of the Board of Directors when advised to do so by the Board; Plan and chair Board and general meetings, including meeting agenda preparation in consultation with executive board membership, coaches and committee chairs

• To act as the main liaison between the Board and the High School Coaching Staff and Athletics Department

• To enforce adherence to the Northport Boys Lacrosse Booster Club By-laws and assure the integrity of the Board process;

• To initiate and lead the Board's process of annual performance review of the executive board in consultation with the vice-president/president-elect;

• To review financial reports submitted by the Treasurer, and to advise the Board of these reports and any necessary actions by the Board;

• To communicate with the membership on a regular basis such as by way of general meetings. email communications, website post, etc.
   

Vice President

Under the direction of the president, the vice president manages the day-to-day activities of the organization. This includes developing responsibilities for the committee chairs and team representatives, as well as ensuring the organization accomplishes tasks to meet its overall goals.

 

The vice president creates public awareness initiatives and ensures the Northport Boys Lacrosse Booster Club is visible to the community and those interested in assisting. This may include assigning staff to coordinate fundraisers, events and other programs to create responsiveness to the Northport Boys Lacrosse Booster Club. 

 

The Vice President has other directorial functions including the chairing of general and board meetings in the absence of the president and convening the nominating committee.

 

Treasurer

In summary, the Treasurer is responsible for:

• General financial oversight

• Financial planning and budgeting

• Financial reporting of funding, fundraising and sales

• Banking, book keeping and record keeping

• Control of fixed assets and stock

 

General financial oversight

• Oversee and present budgets, accounts and financial statements to the management committee

• Liaise with designated board members and committee chairs about financial matters

• Ensure that appropriate financial systems and controls are in place

• Ensure that record-keeping and accounts meet the conditions of statutory bodies

• Ensure compliance with relevant legislation.

Funding, fundraising and sales

• Advise on the organisation's fundraising strategy

• Ensure use of funds complies with conditions set by Northport Boys Lacrosse Booster Club Executive Board

• Ensure fundraising and sales complies with relevant legislation and is bound by effective financial systems and controls

• Ensure effective monitoring and reporting

Financial planning and budgeting

• Prepare and present budgets for new or ongoing work

• Advise on financial implications of strategic and operational plans

• Present revised financial forecasts based on actual spend

Financial reporting

• Present regular reports on the organisation's financial position

Banking, book-keeping and record-keeping

• Manage bank accounts

• Set up appropriate systems for book-keeping, payments, lodgements & petty cash

• Ensure everyone handling money keeps proper records and documentation

Control of fixed assets

• Ensure proper records are kept

• Ensure required insurances are in place.

In all of these areas the Treasurer is responsible for ensuring that effective financial systems and procedures have been established, are being consistently followed and are in line with best practice and legal requirements.

 

 

Delegating financial responsibilities

It is not good practice for all tasks associated with the finance function to be performed by one person (whether a management committee member or staff) without supervision from others. For this reason, it is good practice for both small and large organisations to set up a finance sub group to manage and monitor their finances.

 

 

For the Northport Boys Lacrosse Booster Club, this means the President, Vice-President and Secretary also compromise a financial sub group chaired by the Treasurer.

 

 

The Treasurer gives leadership to the finance sub group. This provides an opportunity for those with no experience of finance matters to develop their knowledge and skills.

 

Secretary

The resposibilities of the Northport Boys Lacrosse Booster Club Secretary include the following:

• Writing the minutes.

• Keeping an up-to-date membership roll.

• Checking attendance at each meeting.

• Making a record of all committees and notifying members if they were named to a committee when they were absent

• Handling the correspondence.

• Presiding at the meeting when the president and vice president are absent.

• Making reports and sending to the proper place.

• Keeping a copy of the bylaws with amendments properly entered.

• Taking part in each meeting.

 

Keeping Minutes

First on the list of secretarial responsibilities is taking and writing the minutes. Your club probably has a record book designated for the minutes. It’s your job to record accurately accounts of each meeting in the order the business and the programs are conducted. The minutes are more than just a “handy reference” if properly written. They become a written history of your organization.

It may be helpful during the business meeting to take the minutes in note form without being overly concerned about neatness. This way you can keep your mind on what people are saying and doing. You can enter the minutes in the official record book when you get home, taking all the time you need to transcribe your notes. Using a tape recorder during meetings is helpful. You can add the taped information to the record books later.

An outline of the minutes includes the following:

• Opening of minutes

  Notes the kind of meeting (whether regular or special).

  States the name of the club

  States the date, time, and place of the meeting.

  States the name of the presiding officer.

  Notes the fact that a quorum is present.

• Proceedings of the minutes

  Notes whether the minutes of the previous meeting were read, corrected, and approved.

  States the subject of each report, the name of the person who presented it, and the action taken on it. Sometimes minutes also contain summaries of important reports.

  Notes all motions and their results. The minutes should not contain discussions of motions.

  Notes all points of order, appeals, and their outcome.

• Closing of the minutes

  Notes the hour of adjournment.

  Gives the secretary’s signature.

 

The minutes record what was done, not what was said. Minutes should not contain discussions, personal opinions, adjectives, or interpretations. The secretary signs the minutes when they are written, and the president signs after they are approved.

 

Corrections to the minutes are made by marking through the word or words to be corrected and writing the correction above, or in the margin, and then initialing.

 

Handling Correspondence

A secretary is responsible for all club correspondence, for example, notifying members of meetings, writing sympathy or congratulatory messages, thank-you notes, and replying to all letters and inquiries. As a courtesy, the secretary sends a copy of correspondence to persons mentioned in the letter and/or to the appropriate committee chair. The president of your club should receive copies of all correspondence. Be prepared to read all correspondence at the business meeting.

 

Attendance Records

The secretary is responsible for keeping attendance records. Record the names of all members and keep up with their attendance. Develop symbols for absent, present, excused, and other often-used terms to make attendance records easier to understand and to record. Keep entries current, and be legible and neat. Erasures or corrections should be verified and initialed. If roll is taken by sign-up sheet, transfer the data to the attendance book immediately.

 

Other Duties

You actually are the president’s secretarial assistant; therefore, always be prepared to explain what business is pending. As secretary, you have all the rights of membership. You may introduce motions, discuss them, and vote on all measures. You need to be present at all meetings, and if you are unable to attend, you should send the record book to the president. 

 

Committees

Membership

Responsible to promoting, tracking and driving booster club membership.

 

Apparel

Responsible for ordering and selling Northport Lacrosse Apparel

 

Faceoff Cocktail Party

Responsible for running all facets of our Pre-Season Cocktail Party Fundraiser.

 

Acompora Jamboree

Responsible for coordinating all aspects of our Louis J Acompora Memorial Lacrosse Jamboree with the Acompora Family.

 

Team Representative

Responsible for cooridnating team pasta parties, food for long distance travel, etc.

 

Spring-Break-fast

Responsible for coordinating with parent volunteers to host our annual "all high school team" breakfast during spring break

 

Senior Day

Non-senior parents responsible for Senior Day lacrosse game/event including flowers, balloons, decorations, banners for fields, etc.

 

Year End Awards Dinner

Responsible for running all facets of our year-end lacrosse awards dinner.