Triton Swim & Dive Booster Club Handbook
Welcome Message
- President: Janna Hoffman
- Vice President: Rachel Adler
- Treasurer: Jill Brien
- Secretary: Kristen Morgese
- Meet Coordinator: TBD
- Event Coordinator: Jen Myette and Carla Cogliani
What is a Booster Club?
A booster club is defined as a nonprofit organization that is formed to support a sports team through volunteering and fundraising. It is run and organized by the parents of the students in the supported organization. All team members are expected to join and support the Booster Club.
Support is shown in many ways including helping the coaches, managing team activities, organizing team dinners, timing and scoring at home meets, assisting with the season end banquet, providing spirit wear, public communications etc. It’s the best way for parents to get involved and support the team.
Booster Club Member Responsibilities
The parents’ booster club is run by volunteers, and they are needed throughout the season. The success of the swim and dive program depends on the many hours spent by parents who volunteer their time and expertise.
As a swim and/or dive parent, you are an automatic member of the booster club. There are three levels of membership/involvement:
- Board Member: Hold a ‘voting’ position on the booster club board with specific duties.
- Key Volunteer: Hold a key volunteer position with specific responsibilities.
- Basic Volunteer: Volunteer your time when needed.
Board Member Positions
| President | Vice President | Treasurer | Secretary | Event Coordinator |
| Janna Hoffman | Rachel Adler | Jill Brien | Kristen Morgese | Carla Cogliani/Jen Myette |
Oversee the board and serves as primary liaison between coaches and board Preside at the board meetings of the boosters. Schedule board meetings and establish agenda Team purchases (apparel, awards certificates, trophies, plaques) Collect checks; make deposits | Support the President as needed Coordinate volunteers for all swim meets and championship (via online survey) Communicate with team about team volunteer needs | Financial reporting at board meetings Create and maintain annual budget Reconcile bank account Issue checks Contact individuals for returned checks File taxes (FY End is June 30th) To assure separation of duties, treasurer would receive record of deposits and issue checks; no handling of incoming funds | Oversee & coordinate all team’s communication Take meeting minutes and distribute Coordinate team shirt orders (via online survey) Support/ Act as Liaison in lieu of VP with volunteer coordination Support/ Act as Liaison in lieu of Public Relations Maintain/ Update Booster Manual | Coordinate events Reserve venues for events Prepare budget for all team socials Prepare budget for concessions Purchase concession Items Prepare all snacks for travel meets |
Key Volunteer Positions
| Fundraising Coordinator | Public Relations Coordinator | Team Photographer | Videographer |
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| Coordinate team’s annual fundraisers: Swimathon Water Safety bake sale Online team store Pure Vida Bracelets | Communicate with each high school AD to inform of swim meets and championship schedule and provide updates (photos & swim meet results) Newspaper article writer Backup for website & social media updates (handled by Head Coach/ Captains) | Take pictures at meets and championships. Submit pictures to Public Relations | Livestreaming at home meets Recording season-end banquet Updating team’s YouTube account |
Basic Volunteer Positions
| Timers | Scoring | Concessions | Set-up/Clean-up |
9-12 timers per home meet As need during home meets | 2 scorers per home meet As needed during home meets | As needed during home meets | As needed during home meets and banquet |
Nominations, Elections and Term
As an automatic member of the booster club, any parent that might wish to obtain one of the office positions, can contact the Secretary expressing the position they’re interested in. Previous experience is not required for any of the positions. Parents that have expressed interest in a vacant position will go through a nomination process which will take place before the new officer member officially takes a position. Nomination process consist of two current officers approving the nomination.
The length of the term for all board positions will be until graduation of their swimmer or sooner if an elected officer chooses to resign for personal reasons or is voted out of office. The term of office will be from the first booster club meeting until the year-end banquet.
Shadow experiences are strongly encouraged to ensure a flawless transition of board members whose athletes are graduating. If interested, contact the Secretary expressing the position interested in shadowing.
Meetings
Booster club meetings will begin with a kick-off meeting at the beginning of the season. Meetings will be monthly through the season; however, they may occur more or less frequently at the board’s discretion. A season recap meeting will be held following the season end banquet.
The agenda for all booster club meetings shall be as follows:
- Introduction of Board members (kick-off meeting only)
- Approval of last meeting minutes
- Review of practice and meet schedule (kick-off meeting only)
- New agenda items
- Report out of any officer/members
- Team purchases review & seeking approval (in writing)
- Volunteering needs
- Fundraising schedule (kick-off meeting only)
- Team social schedule
- Old and unfinished business
Volunteer Expectations
The experience level of your swimmer will determine the specific swimmer and parental responsibilities shown below:
ALL Parents:
- Timers & scorers at home meets
- Assist with Fundraisers
- Assist with Concessions at home meets
Captains, Seniors & Parents:
- Apparel order (team apparel)
- Paper plate awards
Experienced Swimmers & Parents:
- Spirit awards (i.e. mini rubber ducks)
- Senior Night (i.e. senior highlight program, wall posters, gifts, flowers, cake/ice cream)
- Banquet (i.e. invitations, RSVP, caterer, decorations, set-up/clean-up)
New Swimmers & Parents:
- Fundraising support
- Concession support (i.e. donations, working the concession table, set-up/clean-up)
- Team Building Parties/Event (i.e. donations, set-up/clean-up)
Financial
Tax-Exempt ID
Our booster club is a non-profit organization and has a 501c3 status. Tax-Exempt 501_c3 number is: 84-3173996. We supply this tax- exempt ID number to avoid being taxed by vendors and caterers.
Many companies will match your contribution to organizations such as ours or may allow you to designate your contribution to any non-profit as part of their annual fund drive. Please check what options your company may offer and consider making a donation to the Tritons’ swim and dive program. Thank you for your support!
Fundraising Information
As with all sports, our swimming and diving team raise funds through our yearly fundraisers. In light of tight school funding for extra-curricular programs, we need to replenish our funds in order to continue to subsidize trips and expenses not covered by the school’s athletics budget. We need all our athletes to participate to make each fundraiser a success. Your son or daughter will be contacted and asked to participate; please help them get involved when they are called upon. Your efforts make the difference!
Funds raised go towards the following:
- Training equipment
- Team dinners
- Record board/conference and section updates
- Team banners
- Banquet expenses
- Team shirts
Team Socials
Team Building Parties/Events
The number and type of events will be determined by the Head Coach and the Board Members prior to the beginning of the season. These events usually coincide with a travel and/or championship meet. Depending on the event will vary between potluck, pasta, pizza, dessert, and refreshments.
The booster club covers the cost of the meals, except for the potluck parties. We have capped the amount to spend on the team meal at $xxx. We ask the host to submit receipts and the club will reimburse.
Senior Night
The Booster Club pays for all costs associated with senior night. Senior night coincides usually with the last home meet, however the Head Coach determines the date, while the Secretary communicates the logistics to the team.
Season End Banquet
The Head Coach is responsible for all facets of the season end banquet. The Head Coach may delegate these responsibilities to the booster club; however, the Head Coach must approve the program and the agenda.
The awards given out at the banquet will be distributed by the Head Coach. Team spirit awards and team gifts are given out at the banquet by the captains. The Booster Club pays for all costs associated with season-end banquet.