Meadow Lake Minor Hockey - Booster Club

Policy #12

A) Booster Committee Bylaws, Regulations

1.  MLMHA Booster club is a standing committee which raises funds and maintains and operates the concession booth in the

Meadow Lake arena.  It is through these funds that offset registration fees and operating cost of our Association.

2.  MLMHA Booster Committee is an integral part of our Association and is represented on our Executive and Board of

Directors with full voting privileges as an equal partner.

3.  As with all MLMHA positions, all Booster club positions are elected at the AGM for a one-year term.  Duties to begin

immediately unless a bylaw supercedes this policy.

4.  It is expected that all Booster committee members and a minimum of one minor hockey committee representative attend

the monthly committee meeting.

5.  No tournament fees will be paid for the funds raised through the Booster committee.

6.  A provincial fund is maintained and distributed through the Booster Club.  If funds are available, they will be distributed

equally to teams entering SHA playoffs.  The Provincial fund is derived from the interest earned from the Calendar account

7.  All members may be required from time to time to participate in other Booster committee fund raising events.

8.  The Booster club will determine which fundraising shifts will be credited towards the booth shifts.

B) Concession Booth Requirements

1.  Prior to the start of the season the Booster committee will determine the following.

     a)  The booth shift buyout.  For a determined fee, it will exclude members from working in the concession.

b) The number of shifts a member will be required to work based on registration numbers and arena functions.

c) The Booster Club will predetermine a delinquent fee for all sponsored fundraising events.  This fee will be set prior to registration and be communicated to all members in a written format.

2.  a)  No person under the age of 13 years will be permitted to work in the booth without consent of the Booster Club.

     b)  Persons 13-15 years of age will only be allowed to work if accompanied by their parent.  It will be the responsibility

of that parent to supervise their children.  Upon permission of the Booster Club, this policy may be challenged.

     c)  Persons 16 years of age and older may work for any member and it will be that members responsibility to determine

and submit payment to the individual that the person has hired.  All hired persons must be pre-approved by the Booster Club.

d) In the event that a member hires a worker, it will be the members responsibility to send hired workers that are 16 years or older.  Anyone younger than this minimum age will be removed from the booth and a delinquent fee may be charged at the discretion of the Booster Committee.

3.  a)  Each family in the MLMHA is required to work shifts in the booth with the exception of the following members and/

or positions.  At the discretion of the Executive Committee and in conjunction with the Booster Club, the following list may be amended at a meeting of the Executive Committee.

     i)     Chairperson Booster Committee

     ii)    President MLMHA

     iii)   Chairperson of Minor Hockey Committee

     iv)   Booster Committee orderers

     v)    Booth Schedulers

     vi)   Booth Maintenance

     vii)  Secretary of Minor Hockey

     viii) Calendar Committee Members

ix)  Vice Chairperson MLMHA

x)   Secretary of Booster Committee

     b)   Members of the Board of Directors will be required to work shifts as determined at the first meeting prior to the season.

4.    The length of the booth agreement is 1 year.  From registration day to the preceding registration day of the following

year.

5.    If a sufficient number of members are available to work the booth, the Booster committee may vote on matters pertaining

to the number of minimum and maximum shifts required for key volunteer positions. (eg. head coach)

6.    The Booster committee shall reserve the right to extend or retract the number of shifts if conditions warrant.

7.     It will be the member’s responsibility for finding a replacement worker for booth shifts when called upon.  This replacement worker must meet requirements set out in Policy 12

8.     It will be the member’s responsibility to notify their booth scheduler when shifts are switched with other workers.  This will allow the Booster Club to credit the shifts to the appropriate member.

9.     It will be the member’s responsibility to make themselves available for their shift in the booth.  Missed telephone calls or failure to check the schedule board or webpage is not an exception and they may be place on a delinquent list.

10.  The shift worker will pay for all beverages or foodstuff.

11.  There will be no refunds for Booth-Buy Outs, without the approval of the Booster committee.  Appeals will be decided

by the Executive Committee.

12.  The Booster Club has the right to schedule a minimum number of booth shifts for major functions to all members regardless of total shifts.

Eg bingo

13.  The Booster Club reserves the right to hire workers for booth events if fund are available.  .  The wages paid will be that of the current minimum wage as set by the Province of Saskatchewan.  All federal and provincial deductions will be made prior to the issuance of payment for services rendered.

14.    The Booster Club reserves the right to deal with or suspend all workers when complaints have been lodged in writing in circumstances where their performance in any fundraising event has detrimental effects towards the MLMHA

C)  Calendars

           1.  The Booster committee will oversee and manage the calendar sales for the MLMHA.  These calendars are the sole property of MLMHA.  The RCMP will deal with fraud or theft pertaining to these calendars/money/materials

           2.  Each member is required to sell a number of calendars as to be pre-determined by the Booster committee at the

start of the season.

           3.  The calendar committee will be responsible to obtain the proper lottery license, and look after initial distribution

of calendar and report any problems back to the Booster committee.

          4.   The Booster Club will oversee all weekly draws which will be made in a public place on a scheduled date and time

 D) Board Signs

           1.   The Booster club will oversee and manage the sale of the Board signs.  All policy related to the management of the Board signs will be decided by the joint Board of the Booster Club and Skating Club

           2.   The Board of Directors will appoint members to sit on a joint Board with the Meadow Lake Skating Club.

           3.   The Board signs will have an elected Chairperson to serve as a representative for the Booster club and Board of

Directors.

4.        The director will have joint signing authority with the Meadow Lake Skating Club.

5.        In the absence of a director, the Chairperson of the Booster Club and the President shall jointly oversee this venture.

      E)  Delinquents

           1.   Any member not fulfilling their contractual obligation for the booth, the calendars or any other fundraising

activity sponsored by the Booster committee will be placed on a delinquent list and their membership suspended until

the Booster Club and the Executive Committee has reviewed the situation. 

           2     a)The Booster Committee has the right to impose a fee to be paid in advance with approval of the Executive

Directors for any member placed on a delinquent list.

b) The fee will be predetermined (for the different fundraising activities) at the start of the season by the Booster Committee

and must be paid by the member before participating in any MLMHA event.

                c)  The Booster Committee will submit the delinquent list to the Executive Committee for disciplinary action.

Policy 13    Theft

Any person’s involved or suspected in theft or any other criminal activity against the Association or within the organization (individual teams) will be dealt with by the RCMP or appropriate authorities.  The Executive Committee will suspend all memberships with those involved until such time an investigation is complete and a decision is made regarding the incident.

Policy 14   Website Maintenance

The Board will assign an individual to maintain and operate their website.  It will be this individual that makes timely updates to the site and takes direction from the Board as to content.

Policy 15 Meadow Lake Minor Hockey Booster Committee Duties and Responsibilities

This section outlines the roles and responsibilities of the Meadow Lake Minor Hockey Booster Club Committee. 

Position:  Chairperson

Responsibilities:

-          Call regular meetings of the Booster Club committee

-          Call Booster Club meetings as occasions demand

-          Attend all General meetings of the Association and Board of Directors meetings

-          Prepare with the help of the secretary, the agenda for regular Booster Club and Board of Director meetings

-          Preside over all Booster Club meetings and arrange that the Vice Chairperson shall act in the absence of the Chairperson

-          Act as the contact with the recreation board with issues pertaining to the concession booth, board signs and other fundraising ventures

-          Have a reasonable understanding of the equipment in the booth

-          Know how to do deposits in the absence of the treasurer

-          Be available for Health inspections

-          Ensure that the appropriate people are certified in safe food handling as identified by the Health District

-       Upon complaint of worker/hired worker, appropriate correspondence is         

         mailed

Position:  Vice Chairperson

Responsibilities:

-          Preside at meetings, if requested by the Chairperson

-          Take an active interest in mentoring with the Chairperson for succession planning

-          Attend all General meetings of the Association and Board of Directors meetings, if Chairperson is absent

-          Act as an overseer of the scheduling committee

-          Responsible for the letters to delinquent members

-          Act as a first contact with commissioners regarding delinquent members

-          Responsible for annual report to Kid Sport  regarding sponsored families not fulfilling required contract

-          Provide report and present to booster club at every monthly meeting

-          Upon complaint of worker/hired worker, appropriate correspondence is

                           mailed

Position:  Treasurer

Responsibilities:

-          Responsible for keeping an accurate, complete and up to date set of receipts, records, books and ledgers

-          Issue cheques for all outstanding accounts and invoices in a timely manner

-          Responsible for ensuring adequate cash is available for the concession booth

-          Responsible for picking up cash from the booth functions

-          Responsible for counting and depositing money as required

-          Responsible for collecting money from the pop machines and depositing

-          Attend all General Meetings of the Association

-          Responsible for having the books of the Booster Club audited by a Chartered Accountant at the end of the fiscal year

-          Ensure that  3 post dated cheques are issued to the Town of Meadow Lake on a quarterly basis and a finalized cheque is issued based on the audited statement of 10% of gross sales

Position:  Secretary

Responsibilities:

-          Notify members of Booster Club meetings

-          Attend all General Meetings of the Association

         and any committee meeting that your presence is requested at

-          Arrange for the meeting room for all Booster Club meetings

-          Prepare and distribute the minutes of Booster Club meetings

-          Handle necessary correspondence including but not limited to verbal, written or electronic

-          Email minutes to the webmaster for posting on the MLMHA website

-          Identify and purchase office supplies for the concession booth (pens, markers)

-          Construct instruction/information signs for equipment operation in the booth

-        Keep copy of all reports handed in at monthly meetings to include:    

                           delinquents, signs, treasurers report, scheduling and calendars

Position:  Ordering Committee

Responsibilities:

-          Prepare, advertise and select tenders for the booth supplies prior to the hockey season

-          Send out letters of acceptance and denial to all bidders in the tender process

-          Take frequent stock and order supplies as necessary

-          Make arrangements for extra supplies to be available during tournaments and special events

-          Price changes are to be made by the Booster Club committee based on the cost of the product and an acceptable retail profit margin (30%-40%)

-          Attend all General Meetings of the Association

-          Responsible for keeping the store room neat and orderly for receiving stock

-          Arrange  for suppliers to access the concession booth during their delivery

Position:  Maintenance

Responsibilities:

-          Responsible for general cleaning of the booth over and above cleaning that is carried out by the shift workers

-          Responsible for cleaning of the fridge and deep freeze (when they are emptied)

-          Responsible for keeping the floors swept in store room

-          Responsible for cleaning of the grill fan filters and range hood

-          Responsible for cleaning and washing of floor if conditions exist

-          Responsible for changing of the oil in the deep fryer on a regular schedule based on use of the appliance

-          Responsible for washing walls as necessary

-          Responsible for making small repairs with the equipment in the concession booth

-          Arrange for major repairs to be completed by the Town staff or contractors

-          Be available for Health inspections

-          Attend all General Meetings of the Association

Position:  Schedulers

Responsibilities:

-          Responsible for  the arrangement of booth workers to cover all events in which the concession booth is required to be in operation

-          During busy events, you may need to staff extra booth workers. It will be your responsibility to make the necessary arrangements to staff the function on hand

-          Responsible for keeping accurate records of shifts worked by members and other important information pertaining to their shifts

-          Responsible for keeping accurate records of all booth shifts, delinquents and reasons

-          Responsible for scheduling booth shifts one month in advance

-          Responsible for sending monthly schedules to Webmaster for posting on the MLMHA website as well as any updated changes in between the initial posting

-          Responsible for scheduling one double shift per month and two single shifts per family

-          Responsible for  ensuring that third year midgets are done their booth shifts by December 31st

-          Responsible for providing scheduling sheets to Vice Chairperson (No Show Info.) by Tuesday after  every weekend

-          Attend all General Meetings of the Association

-          Responsible for providing reminder phone calls to members scheduled to work in the concession booth a minimum of one week in advance

-          Responsible for keeping updated schedules posted on the scheduling white board in the arena lobby

-       Responsible to report to chair or vice chair persons, any complaints of   

         worker/hired workers

-          responsible for providing detailed reports to include:  no shows, # of shifts per

family to date, and monies owed to hired workers, to be provided at each monthly meeting

-          responsible to meet the 1^st week of every month to draft schedule.  To be

detailed with each week and the name of the scheduler responsible for that

week.  Upon completion a copy is to be made and handed to vice chair.

Position:  Calendar Committee

Responsibilities:

-          Responsible for committing to the position until the term is completed and the year’s calendar account is finalized with Saskatchewan Lotteries 

-          Responsible for handling all necessary arrangements for licensing, banking,  sponsoring and the printing of the Lottery Calendars

-          Responsible for the distribution of calendars to all hockey players as part of their fundraising commitments’. 

-          Responsible for the collection of sold calendars

-          Responsible for keeping accurate records regarding calendar sales, winners of daily draws and bank transactions

-          Responsible for making calendar draws in a public place on a  monthly basis

-          Attend the regular Booster Club meetings and provide a status report of calendar sales delinquents’ and distribution numbers

-          Keep in contact with MHMHA in regards to delinquent calendars through the Vice Chairperson

-          Attend all General Meetings of the Association

-          Responsible to provide detailed report and to be handed out at the monthly meeting         

Position:  Board Signs

Responsibilities:

-          In charge of all board signs in the arena (putting up and taking down)

-          Responsible for invoicing all businesses for sign rental on a yearly basis

-          Responsible for the collection of all money for board signs advertised in the arena

-          Work with the  graphics designer to fabricate the signs

-          Deposit all receivable income and pay the graphics designer for services rendered

-          Responsible for keeping an accurate account of all records, invoices, payments and accounts receivable for Board Sign bank account

-          Work in conjunction with the ML Skating Club

-          Set up signing authorities for the bank account in conjunction with the ML Skating Club at the financial institution

-          Distribute cheques at year end to The Town of Meadow Lake (10%), the Meadow Lake  Skating Club (23%) and the Booster Club (67%) for sign revenue based on the percentage split of all parties involved

-          Attend all General Meetings of the Association

-        Responsible to draft report and hand out at monthly meeting