A volunteer organization requires two points of effort - Ensuring that all Falcon Club Committees are staffed and providing organization/coordination for individual team reps/Sport Event support. Sport Event support includes Concessions, Programs, Tickets and Merchandise sales.

The Falcon Club Booster organization is run by an executive board of officers that follows a set of guidelines as stated in the official bylaws for the Falcon Club. The following is a list of the executive office, and the duties and responsibilities of the position.

Athletic Director - The Athletic Director is a leadership role that plans and organizes all sports functions of ALL Athletic Teams. This role is integrated to set policy, govern and present the year’s activities to the Booster Club so that funds can be raised, and support can be given to the student.

President - Presides at all regular, special, and a board meeting, oversee committees including appointment of committees and is an ex officio member of all committees, organize specific functions of the Club, and works directly with the Director of Athletics.

Vice President - Oversees operations in President’s absence and aids the President in appointing all committees, committee coordinators, and team representatives involved with projects undertaken by the club.

Secretary - Keeps records of all regular, special and board meetings. Takes the minutes at all meetings, maintains membership roll, meeting notices, letters and thank-you notes as instructed by the President.

Treasurer - Receives, deposits, and records all Falcon Club money. Also pays the bills. The Treasurer also provides a monthly statement to the Falcon Club Board that shall consist of all the transactions that have occurred during the month with an accurate account and balance of the club’s finances.

VP of Corporate Sponsorship - Oversees the organization of raising money through donations (or other means) by corporations or other businesses for the building the treasury.

VP of Fundraising - Oversees the organization of raising money through fundraising projects, and any other ways and means of building the treasury (other than corporate sponsorship).

VP of Concessions - Oversees operation of the concession sales done at sporting events. This role requires co-ordination amongst the various sports teams and also local food service companies, to raise funds for the treasury.

Volunteer Director - The Volunteer Director manages, designs and coordinates processes to enable the Falcon Club subcommittees, i.e. Concessions Committee, to be operational. This person will implement and manage a framework for managing overall volunteer requirements. This is a key strategic resource for optimizing organizational performance. TIME COMMITENT – full academic year, heaviest in early fall season.

Membership Director - The Membership Director provides leadership and strategy to build the club's membership through the purchase of Sports Passes. Ensure maximum enrollment while keeping costs optimized. TIME COMMITENT – full academic year, heaviest in summer, early fall season.

Fields Director - The Fields Director provides leadership and strategy to ensure all playing fields are prepared for Falcon sporting events while keeping costs optimized. This role is to ensure continuous improvement of fields and fields’ maintenance. This includes planning, staffing, organizing, ordering and delivery for maintenance of all Falcon playing fields. TIME COMMITENT – full academic year, planning for off-season.

The committees are key teams for the Falcon Club providing both operational and strategy support. Most of these roles require attendance to all Falcon Club meetings – as well as providing key leadership and deliverables.

Corporate Sponsorship Committee

TIME COMMITMENT – Full Year, but heaviest in the early Fall season

Responsible for designing, managing and continuously improving the Corporate Sponsorship programs. This involves establishing and developing strong relationships and increasing levels of financial and ‘in kind’ support from the corporate sector, private donors and other supporters. The Committee is responsible for the successful delivery of this major income stream and operates with a principle of continuous improvement.

Concessions Committee

TIME COMMITMENT – Full School Year, heaviest in the Fall season

The Concessions committee works to ensure provision of food and beverages in the concession stands during key opportunity Falcon sporting events. This is a very busy area that brings in a high revenue stream for Falcon Athletics. The committee ensures volunteers are prepared for each concession event. The Committee is responsible for the successful delivery of this major income stream and operates with a principle of continuous improvement. Tools and responsibilities for this Committee include coordinate volunteers for sports concessions, coordinate inventory levels for concessions equipment, supplies, set up and deliveries/purchases and keep records on money and inventory.

Membership Committee

TIME COMMITMENT – Full School Year, heaviest in late summer/early Fall season

The Membership committee solicits membership through the sports package program from parents, family, and friends of students at GHHS. This committee tracks new members, updates membership information and relays to the Falcon Club Executive Board. This committee is responsible for marketing, collecting fees and keeping an accurate record of all members. The committee ensures advertisement is coordinated. The Committee is responsible for the successful delivery of this major income stream and operates with a principle of continuous improvement. This Committee includes the Sports Pass program, Creates/Distributes Sports Passes using the assets that create the Sports Pass, tracks revenue generated and inventory of Sports Passes.

Merchandise Committee

TIME COMMITMENT – FFull School Year

The Merchandise committee works to ensure provision of Falcon merchandise in the concession stands during key opportunity Falcon sporting events and the GHHS School Store. This is an area that brings in a high revenue stream for Falcon Athletics. The committee ensures volunteers are prepared for each sports event. The Committee is responsible for the successful delivery of this major income stream and operates with a principle of continuous improvement. Tools and responsibilities for this Committee include coordinate volunteers for sports merchandise, provision of supplies, design/selection of merchandise set up and deliveries/purchases and keep records on money and inventory.

Companion Night Committee

TIME COMMITMENT – Fall season

The Companion Night committee works to invite future Falcons to the major sporting events. This Committee is responsible for generating interest as well as income stream by increasing the ticket, concessions and merchandise sales for future Falcons. Tools and responsibilities for this Committee include Marketing/Communications to local “feeder” schools that future Falcons attend.

Fields Committee

TIME COMMITMENT – Full Year

The Fields committee works to ensure fields are prepared and ready for sports events. This committee manages a strategy for the falcon sports-fields influenced by environmental and economic factors. This Committee, in support of the Falcon Club Athletic Director and coaches, ensure acceptable playing surfaces on all sports-fields and support of initiatives for continued improvement. For this Committee include stewardship for Falcon Athletic fields for the Falcon Club as well as maintenance and preparation of all Athletic Fields for althetic events.

Communications Committee

TIME COMMITMENT – Full Year

This committee manages designs and coordinates Falcon Club communications for Falcon Club Membership. This committee will implement and manage a framework for managing communication and learning in the Falcon Club as a key strategic resource for optimizing organizational performance. Working closely with the Falcon Club Board, the Membership Committee and Volunteer Coordination Committee – this committee enables the Falcon Club membership to be aware and up to date with the business of the Falcon Club. For this Committee include GHHS Booster Club web site as well as Email processes and tools.

Volunteer Coordination Committee

TIME COMMITMENT – Full Year

This committee manages, designs and coordinates processes to enable the Falcon Club subcommittees, i.e. Concessions Committee, to be operational. This committee will implement and manage a framework for managing overall volunteer requirements through the various teams’ Team Rep’s to ensure all roles are fulfilled. This team is key to resource management for optimizing organizational performance. Working closely with the Falcon Club Board, this committee enables the Falcon Club membership to be aware and up to date with the business of the Falcon Club.

Scholarship Committee

TIME COMMITMENT – Spring season

This committee manages, designs, and coordinates the selection process for provision of Falcon Club Scholarship Awards. The award of scholarships is for two senior athletes who have demonstrated outstanding leadership in school, leadership in their community and who have excelled academically. This role will create a selection committee to organize and schedule interviews and ensure the final selection and awards are delivered.

Special Functions and Award Nights Committee

TIME COMMITMENT – Full Year

This committee manages, designs, and coordinates special events in support of the Athletic Director such as the Awards Night as well as special functions such as on-site hosting opportunities for GHHS/Falcons.

Athletic Programs Committee

TIME COMMITMENT – Full Year

This committee manages, designs, and coordinates special events in support of the Athletic Director such as the Awards Night as well as special functions such as on-site hosting opportunities for GHHS/Falcons.

The Falcon Club Team Rep coordinates assignments based on the model for working the various activities needed for Tickets, Programs, Merchandise and Concessions Sales. The Team Rep is essential for each and every sport at GHHS. The Team Rep role includes completion of the Team Volunteer Sign up Sheet, setting up volunteers to work assigned shifts for the upcoming season, confirms volunteers have been fulfilled to Volunteer Coordinator, confirms volunteers prior to assigned game and provides coordination when problems arise with the Volunteer Coordinator. The Team Rep attends the GHHS Falcon Club and is the liason for the coach/team. The Team Rep works with the coach to ensure ALL Team games/match results are in the Front Office by first period to ensure they are in the Morning Announcements and to contact the Falcon Club Rep for the Cary News.

The Team Rep can email the completed template to the communications coordinator after each game/match to be used on the “news” portion of the Falcon Club website or other Falcon Club communications.

Description: The Green Hope Athletic Booster Club Team Discretionary Accounts were created for the purpose of providing each Athletic Team at Green Hope High School with a legal standard for the accounting of funds raised, donated, expended for that specific Athletic team. These guidelines are intended to ensure that the previously stated activities comply with Federal and State laws while simultaneously complying with Wake County Public School System and Green Hope High School policies. Failure to comply with these guidelines can result in the funds raised for or donated to a specific Athletic team being frozen and/or confiscated by the Green Hope Athletic Booster Club along with civil and/or criminal penalties.

Procedures:

• Fundraising: Any and all fundraising activities by a support group for an Athletic Team must be approved by the Falcon Club and stated in the minutes of a regular Falcon Club meeting prior to the fundraising commencing. The Falcon Club reserves the right to collect an administrative service charge of 25% of the funds raised.
• Donations: Any and all fundraising activities by a support group for an Athletic Team must be approved by the Falcon Club and stated in the minutes of a regular Falcon Club meeting prior to the fundraising commencing. The Falcon Club reserves the right to collect an administrative service charge of 25% of the funds raised.
• Program Advertisements: Any and all fundraising activities by a support group for an Athletic Team must be approved by the Falcon Club and stated in the minutes of a regular Falcon Club meeting prior to the fundraising commencing. The Falcon Club reserves the right to collect an administrative service charge of 25% of the funds raised.
• Expenditures: Any and all fundraising activities by a support group for an Athletic Team must be approved by the Falcon Club and stated in the minutes of a regular Falcon Club meeting prior to the fundraising commencing. The Falcon Club reserves the right to collect an administrative service charge of 25% of the funds raised.
• Purchases of Team Spirit Gear: Any and all fundraising activities by a support group for an Athletic Team must be approved by the Falcon Club and stated in the minutes of a regular Falcon Club meeting prior to the fundraising commencing. The Falcon Club reserves the right to collect an administrative service charge of 25% of the funds raised.
• Use of the GHHS name, image, abbreviation, or mascot, etc.: Any and all fundraising activities by a support group for an Athletic Team must be approved by the Falcon Club and stated in the minutes of a regular Falcon Club meeting prior to the fundraising commencing. The Falcon Club reserves the right to collect an administrative service charge of 25% of the funds raised.

Reporting: Team Discretionary Accounts will be tracked by the Falcon Club Treasurer. The Falcon Club Treasurer will report the status of each Team Account at the monthly Falcon Club Meeting.

Balances: Team Discretionary Account balances, both positive and negative will carry forward at the end of each fiscal year.

The Falcon Club website is linked to the Green Hope High School Athletic Page and connected to the WCPSS website. Due to the linkage with Wake County Public Schools, the school system and Green Hope High School is asking each sports team site remain separate from the falcon Club site and the school site. By remaining a separate site, your team will have more flexibility on what you can post to your site. Listed below are the Wake County Internet Guidelines.

GHHS has created splash pages for each of the sports teams that contain coach and contact information, as well as, the team schedules and these pages link directly to WCPSS. For your athlete’s picture and name to appear on this site, you must complete the Wake County Internet release form.

The Falcon Club website contains contact information for the Falcon Club volunteer opportunities, job descriptions for officer positions, corporate sponsors, how to become a corporate sponsor, all sports pass information, season athletic calendar, directions to venues, team account guidelines, and information as added throughout the school year.

Please review the attached web links. Key takeaways from these sites are if you are going to feature pictures of your athletics, you need to make sure the school has on file an internet waiver for every individual that the picture features or you cannot publish the picture, no personal information on the athletes should be surfaced on the web for their personal protection and privacy, and you cannot use athletes names on team pictures or action shots.

WCPSS Web Links to information you need to know prior to setting up your web site:

http://www.wcpss.net/school_sites_info/advertising.html

http://www.wcpss.net/school_sites_info/school_web_guidelines.html

http://www.wcpss.net/school_sites_info/helpful_hints.html

http://www.wcpss.net/school_sites_info/photoname_release_form.doc