EVERMAN ELEMENTARY PEP SQUAD BOOSTER CLUB

Membership Structure & Guidelines

Purpose of Membership

Membership in the Everman Elementary Pep Squad Booster Club provides parents, guardians, family members, and community supporters with an opportunity to actively support the Pep Squad and its activities.

The Booster Club exists to provide financial support, fundraising assistance, volunteer support, community involvement, encouragement, resources, and opportunities that benefit the Everman Elementary Pep Squad.

Membership in the Booster Club does not automatically grant an individual an officer position, leadership authority, or the ability to make decisions on behalf of the Booster Club.

 

1. Annual Membership Dues

Membership shall operate on a school-year basis.

Individual Membership — $20 per school year

Each paid membership is for one adult.

Membership dues are non-refundable and shall be deposited directly into the official Booster Club account.

Membership dues may be used for legitimate Booster Club expenses, including:

• Pep Squad support

• Events

• Fundraising activities

• Supplies

• Administrative expenses

• Community activities

• Approved merchandise

• Other Booster Club-approved expenses

Payment of membership dues does not guarantee an elected, appointed, or leadership position.

 

2. Membership Structure

The Everman Elementary Pep Squad Booster Club shall consist of the following membership structure:

Executive Officers

The Executive Officers are responsible for the leadership, administration, financial accountability, and organization of the Booster Club.

Executive Officer positions include:

President

The President provides overall leadership and direction for the Booster Club.

Responsibilities may include:

• Presiding over Booster Club meetings

• Overseeing Booster Club activities

• Helping coordinate projects and events

• Ensuring the Booster Club follows its bylaws, policies, and procedures

• Working with other officers to maintain organization and accountability

• Serving as a primary representative of the Booster Club

Vice President

The Vice President assists the President with Booster Club responsibilities and leadership.

The Vice President may perform presidential duties when the President is unavailable and may assist with:

• Event organization

• Member communication

• Volunteer coordination

• Projects

• Fundraisers

• Other Booster Club responsibilities

Treasurer

The Treasurer is responsible for maintaining accurate financial records for the Booster Club.

Responsibilities may include:

• Recording income and expenses

• Maintaining financial documentation

• Preparing financial reports

• Assisting with deposits

• Tracking approved purchases

• Maintaining receipts and financial records

• Helping ensure proper financial accountability

Secretary / Co-Secretaries

The Secretary and Co-Secretaries assist with maintaining Booster Club records and communication.

Responsibilities may include:

• Meeting minutes

• Membership records

• Attendance records

• Official documents

• Correspondence

• Member communication

• Organizational records

• Assisting with administrative responsibilities

Executive Officers do not have unlimited authority to spend Booster Club funds.

All financial decisions and purchases shall follow the Booster Club's financial policies and approval procedures.

 

3. General Booster Club Members

Individuals who complete the membership process and pay the required annual membership dues shall be considered General Booster Club Members.

General Members are an important part of the Booster Club and are encouraged to participate in activities throughout the school year.

General Members may:

• Attend Booster Club membership meetings

• Participate in Booster Club discussions

• Present ideas and suggestions

• Participate in approved activities

• Volunteer at events

• Assist with fundraising

• Assist with sponsorship efforts

• Assist with community activities

• Assist with merchandise or spirit wear projects

• Assist with social media or promotional efforts when authorized

• Assist with Booster Club events

• Assist with Pep Squad support projects

• Be considered for designated support roles

• Vote when eligible under the Booster Club bylaws and policies

General Members shall not independently make official decisions or commitments on behalf of the Booster Club.

 

4. Voting Membership

Voting privileges shall be limited to eligible dues-paying members.

To vote in an official Booster Club membership vote, a member must:

1. Have paid the annual membership dues.

2. Be listed on the official membership roster.

3. Be considered a member in good standing.

4. Have attended at least one Booster Club meeting before participating in an official membership vote.

Each eligible General Member shall receive one vote.

Voting privileges may not be transferred to another person.

Voting procedures shall follow the Booster Club bylaws.

 

5. Designated Support Roles

The Booster Club may appoint General Members to specific support or coordinating roles when additional assistance is needed.

These positions are not Executive Officer positions and do not provide independent authority over the Booster Club.

Possible designated support roles may include:

Volunteer Coordinator

The Volunteer Coordinator assists with organizing and communicating with volunteers for Booster Club activities and events.

Responsibilities may include:

• Helping recruit volunteers

• Maintaining volunteer sign-up information

• Helping assign volunteer responsibilities

• Assisting with event staffing

• Communicating volunteer needs

Vendor Coordinator

The Vendor Coordinator assists with approved vendors participating in Booster Club activities or events.

Responsibilities may include:

• Communicating with vendors

• Maintaining vendor contact information

• Assisting with vendor registration

• Helping prevent duplicate vendor types when applicable

• Coordinating vendor placement or participation during approved events

The Booster Club may create additional temporary support roles when necessary for a specific project or event.

Temporary support roles do not automatically become permanent Booster Club positions.

Individuals serving in designated support roles shall report to the Executive Officers.

They may not independently:

• Sign contracts

• Approve purchases

• Commit Booster Club funds

• Promise sponsorship benefits

• Enter agreements

• Make financial decisions

• Speak officially for the Booster Club unless authorized

 

6. General Member Participation

The Booster Club shall not maintain permanent committees for every area of operation.

Instead, General Members may assist collaboratively with projects and activities as needed.

Areas where members may assist include:

• Fundraising

• Sponsorships

• Events

• Community outreach

• Spirit wear

• Merchandise

• Marketing

• Social media

• Vendor activities

• Volunteer activities

• Pep Squad support

• Special projects

These activities shall be coordinated through the Executive Officers and any designated support roles.

Helping with a particular activity does not automatically create an officer, chairperson, or permanent leadership position.

 

7. Parent and Community Volunteers

The Booster Club may allow parents, guardians, relatives, community members, and other supporters to volunteer for approved activities without becoming paid members.

Volunteers may assist with:

• Events

• Fundraisers

• Pep Squad activities

• Community projects

• Set-up and clean-up

• Vendor events

• Other approved Booster Club activities

Non-member volunteers shall not automatically receive:

• Voting privileges

• Officer privileges

• Leadership authority

• Access to confidential membership information

• Access to Booster Club banking information

• Authority to spend Booster Club funds

• Authority to collect money without authorization

• Authority to sign contracts

• Authority to represent the Booster Club in official agreements

Individuals who wish to receive formal membership and voting privileges must become paid General Members.

 

8. Member Code of Conduct

All Booster Club members are expected to represent the organization respectfully and professionally.

Members shall:

• Place the interests and well-being of the children first.

• Support the mission of the Booster Club.

• Treat officers, members, coaches, parents, students, volunteers, vendors, sponsors, school personnel, and community members respectfully.

• Follow Booster Club bylaws, policies, and procedures.

• Protect confidential information.

• Maintain appropriate financial boundaries.

• Avoid presenting personal opinions as official Booster Club decisions.

• Communicate respectfully during disagreements.

• Follow established conflict-resolution procedures.

• Conduct themselves appropriately during Booster Club and Pep Squad activities.

• Avoid behavior that could negatively affect the Pep Squad or Booster Club.

The following shall not be tolerated:

• Bullying

• Harassment

• Threats

• Discrimination

• Financial misconduct

• Theft

• Misuse of Booster Club funds

• Intentional disruption

• Retaliation

• Misuse of confidential information

• Behavior that places children or others at risk

 

9. Financial Accountability

All Booster Club members, volunteers, and designated support roles shall follow the organization's financial policies.

No General Member, designated support member, or volunteer may independently:

• Open a bank or payment account using the Booster Club's name

• Use the Booster Club EIN for personal purposes

• Collect funds through an unauthorized personal payment account

• Spend Booster Club money without authorization

• Make purchases expecting reimbursement without approval

• Sign financial agreements

• Promise payment to vendors

• Enter contracts

• Promise sponsorship benefits

• Use Booster Club funds for personal expenses

All money collected on behalf of the Booster Club shall be properly documented and handled according to established financial procedures.

Financial transparency and accountability shall remain a priority of the Booster Club.

10. Membership Term

Membership shall remain active for one school year.

Members must renew their membership and pay the annual membership dues each school year.

Membership does not automatically carry over into the following school year.

The Booster Club may establish an annual membership enrollment period but may also accept new members throughout the school year when permitted by the bylaws.

 

11. Membership in Good Standing

A member shall be considered in good standing when the member:

• Has paid required membership dues

• Follows the Booster Club bylaws

• Follows Booster Club policies and procedures

• Maintains appropriate conduct

• Has no unresolved financial obligations to the Booster Club

• Does not misuse Booster Club funds

• Does not misuse the Booster Club's name

• Does not misuse confidential information

• Does not intentionally interfere with Booster Club operations

Voting privileges, participation privileges, or designated support roles may be limited or suspended when a member is no longer in good standing.

Any disciplinary action shall follow procedures established in the Booster Club bylaws and policies.

 

12. Booster Club Membership and Pep Squad Membership Are Separate

The Everman Elementary Pep Squad and the Everman Elementary Pep Squad Booster Club are separate in their responsibilities.

The Booster Club exists to support the Pep Squad.

Booster Club membership does not:

• Enroll a child in the Pep Squad

• Guarantee a child's participation in the Pep Squad

• Guarantee playing, performance, or participation opportunities

• Give a parent authority over coaching decisions

• Allow members to determine routines or performances

• Allow members to control practices

• Give members authority over student discipline

• Replace the authority of the Pep Squad Coach

• Replace the authority of school personnel

• Provide authority over school operations

The Booster Club may provide financial, volunteer, organizational, and community support while respecting the authority and responsibilities of the Pep Squad Coach and applicable school personnel.

The Booster Club supports the Pep Squad; it does not operate the Pep Squad.

 

13. Organizational Structure

EXECUTIVE LEADERSHIP

President

↓

Vice President

↓

Treasurer

↓

Secretary / Co-Secretaries

 

GENERAL MEMBERSHIP

General Booster Club Members

General Members may attend meetings, vote when eligible, assist with activities, volunteer, and participate in Booster Club projects.

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DESIGNATED SUPPORT ROLES

When needed, General Members may be appointed as:

Volunteer Coordinator

Vendor Coordinator

Other temporary project-specific support roles may be created when necessary.

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MEMBERS AND VOLUNTEERS

General Members and approved volunteers may work together on:

Fundraisers • Sponsorships • Events • Community Outreach • Spirit Wear • Merchandise • Marketing • Social Media • Vendor Activities • Volunteer Projects • Pep Squad Support

These areas shall be handled collaboratively rather than through permanent separate committees.

 

14. Authority and Decision-Making

Membership gives individuals the opportunity to participate in the Booster Club but does not provide unlimited decision-making authority.

Official decisions shall be made according to the Booster Club bylaws.

Depending on the type of decision, approval may come from:

• The President

• Executive Officers

• A vote of eligible General Members

• The Pep Squad Coach or school personnel when matters involve the Pep Squad or school

• Other required authorities when applicable

General Members shall respect decisions made through established Booster Club procedures.

No individual member may override an official Booster Club decision simply because they paid membership dues.

 

15. Confidentiality

Members may have access to information that should not be publicly shared.

Confidential information may include:

• Membership information

• Personal contact information

• Financial records

• Banking information

• Student information

• Internal disagreements

• Sensitive Booster Club business

• Vendor or sponsor information

• Other protected or private information

Members shall not share confidential information without proper authorization.

Access to sensitive information shall be limited to individuals who need the information to perform their Booster Club responsibilities.

 

16. Member Removal or Suspension

Membership may be suspended or terminated when a member engages in serious misconduct or repeatedly violates Booster Club bylaws or policies. As for the quickness of said actions, they will be IMMEDIATE, and actions will be taken as we see fit.

Possible reasons may include:

• Financial misconduct

• Theft

• Fraud

• Harassment

• Threats

• Bullying

• Repeated disruptive behavior

• Misuse of confidential information

• Misrepresentation of the Booster Club

• Unauthorized financial commitments

• Conduct that places children or others at risk

• Repeated refusal to follow Booster Club policies

Any suspension or removal process should follow the procedures established in the Booster Club bylaws.

Membership dues shall remain non-refundable unless otherwise required.

 

17. Membership Acknowledgment

By joining the Everman Elementary Pep Squad Booster Club, each member agrees to:

• Support the mission of the organization

• Follow the bylaws

• Follow Booster Club policies and procedures

• Respect the authority and responsibilities of the Executive Officers

• Respect the authority of the Pep Squad Coach and applicable school personnel

• Maintain appropriate confidentiality

• Follow financial procedures

• Conduct themselves respectfully

• Work collaboratively with other members

• Support positive opportunities for the Everman Elementary Pep Squad

Membership is a privilege and an opportunity to contribute positively to the organization.

Our Purpose

Support the girls. Support their opportunities. Strengthen our community. Work together. Help the Everman Elementary Pep Squad thrive.