Booster Club Info

Booster Club Board Members

contact via brookwoodhsesports@gmail.com

Current Year: 2024-2025
President: Marcia Keown

VP: Austin Lee

Treasurer: Mary Kay Pozsgay

Social Media: Shirley Langford

BHS eSports Booster Club By-laws

ARTICLE 1. NAME AND PURPOSE OF THE ORGANIZATION

The name of the Organization shall be the Brookwood HS  eSports Booster Club, Co. with the purpose of promoting and supporting the eSports program. 

ARTICLE 2. MEMBERSHIP, BY-LAWS, & TEAM RULES 

  Section 1. Requirements: Membership of the Booster Club shall consist of people who pay the player fees set at the beginning of each year. Fees shall be determined and published prior to each season. 

  Section 2. Athletes who join the eSports team but who elect not to join the booster club are still bound to abide by all booster club by-laws and team rules & regulations. 

ARTICLE 3. FEES 

  Section 1. Annual fees for each season, or any part of the season, shall be determined by the head coach at the beginning of each season. Fees and the budget for the current season shall be published and available to all parents & athletes. Player fees are non-refundable. 

  Section 2. Members who fail to pay their fees within fifteen days from the time they come due, shall be notified by a booster club officer. If fees remain unpaid, that athlete will cease to be a booster club member (and will not receive the benefits available to booster club members) until dues are paid, or until alternate arrangements are made. 

  Section 3. Athletes & parents who elect not to join the booster club will not receive the benefits available to booster club members unless alternate arrangements are made. Athletes & parents who elect not to join the booster club are still bound to abide by all booster club by-laws and team rules & regulations. 

ARTICLE 4. OFFICERS 

  Section 1. The officers of this Booster Club shall be President, Treasurer, Secretary, and Social Media Liaison. There may be additional positions assigned at the discretion of the head coach based on need. 

  Section 2. Officers will be designated by the head coach. The head coach retains the authority to remove officers for any reason, should the need arise. 

  Section 3. Term of officers: The term of office shall be one year, beginning in July. At the completion of each officer’s term, the head coach will contact the next season’s officers. Officers may serve more than one term at the discretion of the head coach. 

ARTICLE 5. DUTIES OF OFFICERS 

   President: It shall be the duty of the President to set the foundation of the booster club’s mission, oversee its development, and is expected to attend every meeting, event, and function. The president will regularly meet with coaches in regards to booster club activities including fundraising.  The presidents will meet regularly with the treasurer to keep updated on club financials. President will act as the secondary administrator of social media accounts and interim committee chairs until one can be appointed.

    Treasurer: It shall be the duty of the Treasurer to be responsible for the accounting (entry fees, paying spirit wear invoices, etc.) of the Booster Club Account. The Treasurer will be diligent and conscientious in ensuring all funds are received and spent in accordance with the Club’s tax-exempt purpose, bylaws and budget. The Treasurer will make a written report to the Head Coach at the completion of each season or when requested by the head coach or Athletic Director. 

     Secretary: it shall be the duty of the Secretary to accurately record the minutes and attendance of all meetings. Maintain a copy of all minutes, voting, committee reports, and correspondences in a binder for storage of said items. Send out correspondences as requested on behalf of the eSports Booster club. Have a current copy of the bylaws and a current list of voting members at all meetings.

     Social Media Liaison: It shall be the duties of the Social Media Liaison to regularly update eSportsBC-Twitter, Facebook, and Instagram accounts. The use of social media will be to promote events, fundraising and to connect with students, supporters and the community at large. Liaison will serve as team photographer or oversee the installment of a team photographer.

ARTICLE 6. COMMITTEES 

Committees will be established as necessary by the officers or head coach to handle the functions of the Booster Club.  

ARTICLE 7 – FINANCES 

Section 1. Budget. The Executive Board shall present to the membership at the first regular meeting of the membership after the officers have been elected, or as soon thereafter as practicable, a budget of anticipated revenue and expenses for the year. This budget shall be used to guide the activities of the Club during the year, including serving as approval for anticipated expenditures. Any substantial deviation from the budget must be approved in advance by the membership.

Section 2. Obligations. The Executive Board may authorize any officer or officers to enter into contracts or agreements for the purchase of materials or services on behalf of the Club.

Section 3. Loans. No loans shall be made by the Club to its officers or members.

Section 4. Banking. The Treasurer shall ensure that all funds of the Club are promptly deposited to the credit of the Club in such banks or other depositories as determined by the Executive Board. All deposits and disbursements shall be documented by a receipt, an invoice, or other written documentation. Sequentially numbered receipts shall be provided, with a copy kept, whenever cash is turned over or collected. All deposits and/or disbursements shall be made as soon as practicable upon receipt of the funds, normally daily, immediately after received and counted. If debit or credit cards are established in the name of the Club, a policy approved by the Executive Board shall be developed and used that includes a list of the authorized users, daily/monthly/annual spending limits, and review and oversight provisions. No personal charging on the card by the authorized users shall be allowed.

Section 5. Financial Controls  To safeguard the Club’s funds, appropriate financial controls shall be implemented. These controls will include, but are not limited to, the following:

  • Budgetary Approval: All expenses must be authorized by the membership through the annual budget or its amendments, or by a separate resolution of the Executive Board.
  • Dual Signature Requirement: Checks, drafts, or other payment orders on behalf of the Club shall require the signatures of both the Treasurer and another person designated by the Executive Board.
  • Family Member Restriction: No two family members may serve as check signers simultaneously.

Section 6. Financial Report. The Treasurer shall prepare a final report at the close of the year in accordance with the Club’s financial policies. The Executive Board shall have the report and the accounts examined annually. If the Club grosses less than $100,000 per year, the financial practices and accounts may be reviewed by an internal audit committee. The audit committee shall consist of two or more Board or voting members of the Club who are not involved in the routine handling of the Club’s finances, including not having signature authority on bank accounts or approval authority over disbursements. If the Club grosses over $100,000 in receipts, an external professional, such as a certified public accountant (CPA), shall be hired by the audit committee to perform a financial review or compilation. A full audit shall be conducted by an external CPA when annual gross receipts equal or exceed $250,000.

Section 7. Fiscal Year. The fiscal year of the Club shall be from July 1 to June 30 but may be changed by resolution of the Executive Board.

ARTICLE 8 – Dissolution

In the event of dissolution of the Club, any remaining assets shall be distributed to Brookwood High School, as determined by a majority vote of the members at the time of dissolution.

ARTICLE 9 – Amendments

These Bylaws may be amended at any regular or special meeting of the membership by a majority vote of the members present, provided that at least thirty (30) days’ notice of the proposed amendments has been made to the membership, or alternatively the membership waives the required notice.

ARTICLE 10 – Adoption

These bylaws shall be adopted upon approval by a majority vote of members present at a regular meeting of the Club.