WOODBURY HIGH SCHOOL BOYS BASKETBALL BOOSTER CLUB OFFICERS AND THEIR DUTIES:

The officers of the Woodbury High School (WHS) Boys Basketball Booster Club (henceforth referred to as the Booster Club) shall be appointed by Coach Getzlaff and shall serve for a term of 1 year (minimum) to 4 years (maximum). A term may be terminated or renewed under the discretion of Coach Getzlaff. Officers shall attend all Booster Club meetings; perform the duties outlined below as well as those assigned on an as needed basis. Officers shall also deliver to their successors or the president all official materials within fifteen (15) days following the date at which their successors assume their duties. The officers of the Booster Club shall consist of the following voting members.

COACH Getzlaff:

Coordinates entire basketball program.
Works closely with president/officers to plan Booster Club activities, programs and meeting agendas.
Provides major input in developing yearly budget.
Appoints and reviews Booster Club officers.
Directs the Treasurer to issue checks consistent with the budget and goals of the Booster Club.
Authorized to use WHS basketball program purchasing card. Has the power to make purchases that are consistent with the budget and goals of the Booster Club.
Maintains email lists of players and parents at all grade levels.
In cases of tie votes between the 4 voting officers, serves as the deciding vote on matters put before the Booster Club.

PRESIDENT Dan Rosinski:

Is a spokesperson for the Booster Club and preside at all meetings.
In consultation with Coach Getzlaff schedules days/times, creates agenda for, and notifies officers of Booster Club meetings.
Coordinates the work of the officers and the leads of Booster Club events.
In consultation with the Coach Getzlaff, solicits volunteers and/or appoints board members/player parents to special tasks/committees.
Emails Booster Club members and/or parents information and/or seeks advice on Booster Club matters.
Authorized to use WHS basketball program purchasing card. Has the power to make purchases on behalf of the Booster Club of up to $250 without formal approval.
Authorized to direct the Treasurer to issue checks consistent with the budget and goals of the Booster Club.
Be a member ex-officio for all WHS basketball program committees.
Appoints and dissolves committees where needed.
Assures that the club maintains its yearly goal financially by working with the Coach Getzlaff, Booster Club members, committees, and outside organizations/sponsors.
Shall assure compliance of the rules, regulations, and policies of the School District, the WHS activates department and the Minnesota State High School League.
In conjunction with Coach Getzlaff and the Treasurer, presents a yearly budget to the Booster Club.
Maintains detailed position descriptions, written information and materials essential for use in transition for this and all other positions of the Booster Club.
Is a voting member of the Booster Club.

The time commitment during the season is great. There is constant interaction with various groups during the season and in some instances, you will be giving your time every day. The time commitment during the off-season can vary. With this role you are always meeting, emailing and staying in contact with every facet of the Booster Club, however long it takes. 30-40 hours a month is not uncommon during the peak months of the season.

This position may involve making purchases on behalf of the Booster Club but most of the purchasing is done by volunteer leads and/or the Treasurer. This position will interact with Coach Getzlaff on a regular basis and perhaps the WHS Activities Director on matters related to team activities and events. This position may also be involved in the purchasing of court/gymnasium improvements/up keep.

VICE PRESIDENT (Kelly Schill):

Assists the President with any of their duties.
Performs the President’s duties in the event of the President’s absence.
Coordinates fundraising and sponsorship efforts of the Booster Club.
In consultation with Coach Getzlaff and Booster Club members, prioritizes fundraising and sponsorship strategies
Assures that sponsors have been approved by activates director and advertisements/logos are consistent with district policy.
Assures that sponsor’s logos are in printed and electronic materials.
Handles all the details related to continuing and new sponsors and has signature authority to sign sponsorship agreements on behalf of Booster Club.
Sends thank you notes and season recap to sponsors.
Coordinates creation and purchase of player give-a-ways during player introductions. For example, last season this consisted of T-shirts with sponsor logos on back.
With Coach Getzlaff, coordinates food donations from organizations for snacks before/after practice.
Invites sponsors to events that are happening at the school for which it is appropriate for them to take part in, such as special event home games and banquet.
Authorized to use WHS basketball program purchasing card. Has the power to make purchases on behalf of the Booster Club of up to $250 without formal approval.
Offer insights and recommendations concerning club agendas and activities.
Maintains written information and materials essential for use in transition of this position to the succeeding board member.
Is a voting member of the Booster Club.

The time commitment during the season is about 15-25 hours per month. The time commitment during the off-season is limited. This position is involved in making purchases related to materials that display logos of sponsors. There is occasional interaction with Coach Getzlaff and the WHS Activities Director.

TREASURER (Jennifer Frommelt):

Maintains custody of all the funds of the Booster Club.
Keeps records accounts including bank statements, receipts, budgets, invoices, paid receipts and canceled checks for five years.
Makes disbursements in accordance with the budget adopted by the Booster Club.
Has signature authority on bank accounts.
Presents a financial report at every meeting of the Booster Club and as requested by Coach Getzlaff.
Submits records for audit as requested.
Authorized to use WHS basketball program purchasing card. Has the power to make purchases on behalf of the Booster Club of up to $250 without formal approval.
Provides tax exempt forms to organizations supporting/sponsoring the WHS boys basketball program. Copies of the 501(c) (3) Non-Profit Status are available from the WHS Activities Office.
Is the liaison with the designated bank regarding the Booster Club account.
Maintains written information and materials essential for use in transition of this position to the succeeding board member.
Is a voting member of the Booster Club.

Time commitment during the season averages 15-25 hours. Time commitment during the off-season averages under 4 hours per month. The treasurer is the primary purchasing agent for the Booster Club including paying invoices for all club activities and reimbursements to members for required purchases. Frequent interactions with Coach Getzlaff and the WHS Activities Director may be required for payments, reimbursements and collecting revenue from the school.

SECRETARY (Rochelle Spinarski):

Records the minutes of all meetings of the Booster Club.
Maintains a compilation of the organization’s minutes.
Assists with creation of all correspondence and written materials displayed at Booster Club events.
Reviews correspondence pertaining to the Booster Club and assures that all mail/emails are sent in a timely manner.
Stores the Booster Club documents and information, both electronic and hard copies.
Sends reminders to Booster Club members for action items within one week of meeting conclusion.
Maintains written information and materials essential for use in transition of this position to the succeeding board member.
Is a voting member of the Booster Club.

In addition to attending Booster Club meetings, the time commitment during the season is about 3 hours a month of computer time beyond the meetings. The time commitment during the off season is limited and consists of computer time.

THIS CONCLUDES THE OFFICERS AND DUTIES PORTION OF THE DOCUMENT

WOODBURY HIGH SCHOOL (WHS) BOYS BASKETBALL PARENTAL VOLUNTEER EXPECTATIONS:

The intent of the Booster Club is to promote, provide support/encouragement, and enhance the players experience during their participation in the program. Another goal of a Booster Club is to provide additional resources in order to provide a quality program that encompasses the total development of our student athletes. For example, through Booster Club fees and development efforts we have been able to provide athletes in the program with ETS training and yoga sessions.

As parents of player(s) involved in WHS boys basketball program, you share the same goals of the Booster Club. Therefore, it is an expectation of Coach Getzlaff and the Booster Club that as many parents as possible join and contribute in some way. Plainly stated, we cannot achieve or goals without wide-scale parent participation in the activates that we sponsor and your financial support (i.e. booster fees). As a reminder, Booster Club social gatherings and banquets, although generally not considered school-sponsored events, should exemplify/model positive experiences for our student athletes. Parents at all levels within the program are encouraged to volunteer their time as a Booster Club officer if a need is present.

Starting with the 2023-24 season, the Booster Club is asking parents to volunteer in the following ways:

Parents of players on the varsity/JV level teams: Are asked to pay Booster Club fee and are expected to assist and participate in as many of the Booster Club sponsored events as possible. In addition, varsity and JV parents are expected to volunteer as a lead for at least one of the activities listed below. Varsity and JV parents are primarily responsible for the execution of all Booster Club sponsored activates throughout the season. This includes organizing and staffing all events. The only exception is the running of concessions, which is the primarily the responsibility of 9th grade and B-squad parents.

Varsity and JV parent leads are needed for the following Booster Club events:

The WEBSITE/COMMUNICATIONS LEAD:

Manages the Booster Club’s primary communication tool, the website.
In consolation with and under the direction of Coach Getzlaff, posts information and keeps the website up to date.
Creates team rosters and game previews.
Selects, takes picture of, and posts KG’s Fan(s) of the Game on the website.

The time commitment during the season is about 8 hours per week. During the off-season there are occasional postings, which increase as the season nears. Work’s with the WHS Activities Director for log-in/access. May be asked to attend a Booster Club meeting on an as needed basis.

BANQUET LEAD (Volunteer needed for 2023-24 season): The banquet takes place at the conclusion of the season. The banquet lead will have the following responsibilities:

In consultation with Coach Getzlaff and/or the Booster Club, determine and reserve time and space for the event as well as determine meal selection. Last season the banquet was held in the WHS main gymnasium.
Solicits varsity/JV parent volunteers.
Coordinates the purchasing and decorating for the banquet.
Assures that all audio video equipment is in place and working.
Works within a budget set in place by the Booster Club.
Sends electronic invitations and keeps track of the guest list.
Creates and prints programs for the banquet.
Arranges set up and take down of tables/chairs and/or cleaning that needs to take place.

KICK-OFF NIGHT LEAD: Takes place early in the season shortly after teams have been determined. The kick-off night lead will have the following responsibilities:

In consultation with Coach Getzlaff and/or the Booster Club, determines the day and time of Kick-off Night.
Solicits varsity/JV parent volunteers.
Coordinates the purchasing and decorating for Kick-off Night.
Assures that all audio video equipment is in place and working.
Works within a budget set in place by the Booster Club.
Promotes the event.
Solicits donations from Booster Club members, player parents and outside organizations.
Arranges set up and take down of tables/chairs and/or cleaning that needs to take place.
Coordinates the Toy-for-Tots donations and assure toys are dropped off at appropriate location.
Creates and orders Kick-Off Night fliers/posters/other give-a-way pieces.

GAME NIGHT RAFFLE AND SENIOR/SENIOR PARENT NIGHT LEAD :

Being that this position is the senior/senior parent night lead, ideally the lead is a non-senior player parent.
Arranges table/chairs in main hallway leading to the gymnasium with assistance from the WHS custodial staff.
Determines which home games lottery tickets will be sold. Should be a minimum of 4 games to include East Ridge and Cretin games.
Collects funds and sell lottery tickets.
Purchases pull tabs necessary for raffle.
Divides funds collect evenly giving half to Treasurer and half to PA announcer at half-time of game along with winning ticket and a second ticket as backup in case no one claims the first ticket.
Although it usually occurs during the last conference home game of the year, in consultation with Coach Getzlaff, determines which game will be designated senior night. Important note, both the senior player and his parents will be honored/recognized.
In consultation with Coach Getzlaff, determines the events/happenings and gift packages related to senior night. Also purchases gifts and appropriate items for the night.
In consultation with Coach Getzlaff, creates the script to be read by the PA announcer honoring each player and player parent(s).

WAA NIGHT AND KG WAA TEAM OF THE GAME LEAD:

In consultation with WAA Basketball Board and Coach Getzlaff, determines the appropriate game to have WAA night.
Creates email that is sent to all WAA coaches announcing WAA night.
Assures that there is an appropriate amount of team posters for give-a-way to WAA players.
Coordinates halftime shooting event for all WAA players in attendance.
Coordinates with WAA Travel Basketball Director and team coaches to determine which teams will be KG Teams of the Game.
Sends emails to selected KG WAA Team of the Game with instructions.
Assures that seats are reserved behind the Woodbury players bench for the team and coaches.
Arranges WAA team players to stand with varsity/JV team during national anthem and player introductions.
Informs team if other halftime activities are occurring and if they have access to the court during halftime.
Informs PA announcer of team and player/coaches names for introduction during halftime.

TEAM MEAL(S) LEAD:

Coordinates the volunteers and locations of team meals.
Team meals are typically are dinners for the players and are held the evening before home games. Coaches typically do not attend unless the dinner is taking place in the WHS cafeteria.
Parents do the majority of the work for this event on a volunteer basis.
Hosting parents set their own budget and incur the costs of hosting the dinners.
Coordinate/confirm with Coach Getzlaff the type of food that is deemed acceptable for the meals. In addition, because of potential dietary concerns it is recommend that players are informed prior to the meal what is being served.
Meal time is typically after the team is released from practice, which is approximately 5:15pm.
Coordinate with the Coach Getzlaff and the 9th grade and 10th grade parent rep to determine the dates and coordinate the program wide meals that will be held in the WHS cafeteria.
If meal is being held at the WHS cafeteria, please keep in mind that parents hosting the dinner will have to arrive early enough to set up the food/tables, and that beverages, plates, forks and napkins are not provided by WHS and must be brought in.
In addition to set up, if the meal is being held at WHS cafeteria parents and players are responsible for cleaning up the area and wiping down all the tables that were used by the team

Parents of players on the 9th and 10th/B-squad level teams: Are asked to pay Booster Club fee and are expected to volunteer a shift in the concession stand. In addition, individual parents will be asked to volunteer in the following roles:

Concession Coordinators (ideally two parents)
9th Grade parent representative (1 parent)
10 grade/B-squad parent representative (1 parent)

The CONCESSION COORDINATORS (2 Volunteers needed for 2023-24 season):

Ideally, these positions are filled by freshman and/or sophomore parents.
Each will have their Booster Club fee waived.
Are charge of getting volunteers to work the concession stand on game nights. Optimal number of volunteers is 4 per game. This will work for most games except East Ridge, when 4+ volunteers are ideal.
Assures that concessions are open at the beginning of half-time of the JV game (approximately 5:30 pm). On game day, it is best to arrive by approximately 5:00 pm to start preparing hotdogs, popcorn, pretzels and chips for the game, and take care of any restocking needs.
Assures that concessions are closed at the conclusion of half-time of the varsity game (approximately 8:00 pm).
After concessions is closed, confirms that volunteers have cleaned up appropriately.
The Concession Coordinators are responsible for collecting the till and giving to the Treasurer for deposit each game night.
Each Concession Coordinator will receive a key for access to the concession area.
Prior to game time, is responsible for restocking items that are the Booster Club’s responsibility. NOTE: Items that WHS High School is responsible for restocking are identified below in bold.
Selects vendor(s) and products to sell based on market, pricing, uniqueness, and ease of selling.
Prices products to recover costs and optimize profits.
Creates price lists for cashiers to use and for posting on walls around concession area.
If needed, changes prices on Pepsi Price Board.
If needed, trains shift volunteers.
Assures that appropriate amount of “seed” money is available at the beginning of each game.

Barb Daly coordinates concessions on behalf of Woodbury High School for the boys and girls basketball teams. Her contact information is: Email bdaly@sowashco.org. Barb is available during school hours to talk/email, but please keep in mind that this is not her primary position so please do not inundate her with requests. The school purchases, stocks, inventories, and bills the Booster Club for the following concession stand items: Soda/water, popcorn, popcorn bags, pretzels, chips/cheese, and the paper boats for chips/cheese. Therefore, the Booster Clubs only responsibilities associated with these items are preparing them for consumption.

The Booster Club is responsible for purchasing, stocking, selling, and the inventory of any other items sold at the concession stand. Traditionally these items have included: hotdogs, hotdog buns, hotdog paper boats, candy, and Doritos-type chips. Once purchased, the items can be stored at Woodbury High School between games.

It is a good idea to have multiple people count the money taken in. Ideally have one of the parent volunteers count the total money taken in at the end of the shift, as well as the concession coordinator.

A good 30 minutes to 1 hour can be expected from the concession coordinator on game days and the day before a game to purchase goods. An additional 2-4 hours monthly is needed during the season to solicit volunteers.

The GAME NIGHT CONCESSION STAND VOLUNTEERS on game night shall (Volunteers needed for 2023-24 season, please see sign-up sheet under Booster Club web page, Concession Stand tab):

Ideally there will be 4 parents volunteering per concession stand shift.
Arrive at 5:20.
Assure that all appliances and counters are clean at the start of the shift.
With assistance from the Concession Coordinator, start the hotdogs, popcorn, chips/cheese and pretzels.
With assistance from the Concession Coordinator, Stock and organize all purchased foods and paper goods.
Assure that the concession stand is open by the start of half-time of the JV game.
Service customers and collect money.
Assure that the concession stand is closed at the conclusion of half-time of the varsity game.
Count money and give to Concession Coordinator.
Clean all appliances, inside and out at conclusion of shift.
Wash down all counters and shelving at conclusion of shift.
Return all inventory to its proper place at conclusion of shift.

The 10th GRADE/B-SQUAD PARENT REP shall (Volunteer needed for 2023-24 season):

Coordinate the non-program wide team meals for this grade level.
Coordinate with Team Meal Lead the program wide team meals held in WHS cafeteria.
Take individual pictures of each team member via cell phone.
Send team roster and player pictures to website/communications director for posting on website.
Help solicit grade-level volunteers for various volunteer roles.

The 9th GRADE PARENT REP shall (Volunteer needed for 2023-24 season):

Coordinate the non-program wide team meals for this grade level.
Coordinate with Team Meal Lead the program wide team meals held in WHS cafeteria.
Take individual pictures of each team member via cell phone.
Send team roster and player pictures to website/communications director for posting on website.
Help solicit grade-level volunteers for various volunteer roles.