I Was Just Elected Booster Club Secretary. What Do I Do First?
Congratulations on your recent election to Booster Club Secretary! While each club may assign responsibilities differently, for the most part, booster club secretary duties are fairly consistent across the board and ideal for someone with precise attention to detail and good organizational skills.
What Does a Booster Club Secretary Do?
As part of the Executive Board, the Secretary holds an important position within the Booster Club. A Booster Club Secretary’s job is to record the official business of the club. This work includes assembling the minutes of all board meetings and preparing agendas for upcoming meetings.
You may also be required to take minutes of general booster club meetings and distribute them to the members. Other tasks may include sending out regular emails with club updates, creating the calendar of events, and counting and recording votes of any elections of the Board and the club in general.
What Should I Do First?
Consult with the outgoing secretary to review their methods of taking notes and distributing information. Review the bylaws of your Booster Club so that you’re aware of the policies and procedures of the board and the group. Familiarize yourself with the system of posting meeting minutes and how the club officers communicate with one another and with the membership body. If there isn’t a system to post minutes, create one.
Booster Hub File Manager is a user-friendly tool that allows you to share minutes and other documents easily. You can create a template so that the minutes are standardized, as well as meeting agenda templates and email templates to easily communicate with the members.
One final consideration is establishing how to hold virtual board and booster club meetings. If there isn’t a virtual protocol in place, such as a Zoom meeting or other video conferencing, then as the Secretary, you may be required to set that up.
With different COVID protocols for each school district, having a virtual backup can help ensure that your club still runs smoothly.
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Our Club Has Been Using Charms and Has Student Accounts — Why Is This a Bad Idea?
There’s a lot to like about Charms Office Assistant. This program has been a music program stalwart and can help schools and boosters communicate with students, manage assessment data, and collect payments.
We get the appeal of using Charms to support your athletic booster club’s billing activities — the system is already in place, and you can collect payments from students and parents all in one platform. However, Charms wasn’t really designed for booster clubs. It was really designed to be used by the school or music director.
Most booster clubs are non-profits. The activities and best practices are different. For instance, non-profits can not fundraiser for the benefit of one person. They must fundraise for the group as a whole. Also, fees can not be mandatory in a non-profit. You can certainly say “100% participation is highly encouraged,” but you can not require anyone to pay to participate.
By replacing Charms with a purpose-built booster solution, your club can:
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Round Rock Volleyball Is Ahead of the Game by Using BoosterHub MVP
After each sports season, the coaching staff gets together to review what went well and what they can do better next year. Often, coaches will turn to league winners for inspiration. During this process, they analyze film, look at stats, and explore ways to incorporate these insights into their own coaching strategies.
Your athletic booster club can apply these same principles to get better at fundraising during the off-season. On that note, let’s turn our attention to the Round Rock Volleyball booster club and how they’re delivering for student athletes with BoosterHub.
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Is SMS a Good Way to Communicate with Donors and Booster Club Members?
Finding effective ways to communicate with donors and members is a problem as old as your school’s rivalry with the neighboring high school football team. And just like that generation-spanning rivalry, you never seem to be able to maintain the upper hand for long.
During your time as an athletic booster club member, you’ve probably tried a variety of communication techniques, from phone calls to flyers and even email. If that’s the case, you know that none of these strategies are especially effective for relaying information to your membership.
While you’ve probably considered using SMS messaging to talk to donors and booster club members, you may be hesitant to make yet another change to your communication strategy. But trust us — SMS messaging is the way to go. With the right SMS messaging tools in place, you can effortlessly share information, keep parents in the loop about upcoming events, and make 2023 your most productive fundraising year ever.