Everman Elementary Pep Squad Booster Club

Policies & Procedures Manual

Effective Date: 7-20-2026

Approved By: Everman Elementary Pep Squad Booster Club Membership

Table of Contents

1. Purpose

2. Organization

3. Membership Policies

4. Officer Responsibilities

5. Meetings

6. Financial Policies

7. Fundraising Procedures

8. Volunteer Expectations

9. Communication Policy

10. Social Media Policy

11. Event Procedures

12. Record Keeping

13. Confidentiality

14. Conflict Resolution

15. Safety

16. Policy Review

1. Purpose

The purpose of this Policies and Procedures Manual is to provide clear guidance for the daily operation of the Everman Elementary Pep Squad Booster Club. These policies are intended to promote consistency, transparency, accountability, and teamwork while supporting the Everman Elementary Pep Squad.

2. Organization

The Booster Club exists solely to support the Everman Elementary Pep Squad.

The organization shall:

• Support the coach and Pep Squad members.

• Organize fundraising activities.

• Encourage parent involvement.

• Promote positive school spirit.

• Manage Booster Club funds responsibly.

The Booster Club does not supervise, coach, or discipline Pep Squad members.

3. Membership Policies

Membership is open to:

• Parents

• Guardians

• Family members

• Community supporters

Members are expected to:

• Attend meetings whenever possible.

• Volunteer during events.

• Treat everyone respectfully.

• Support all Pep Squad members equally.

• Follow the Booster Club Bylaws.

Disruptive behavior may result in review by the officers.

4. Officer Responsibilities

The elected officers shall work together to manage the Booster Club.

Current Officers:

President
Stormie Worbington

Vice President
Channing Kirven

Treasurer
Tiesha Sanders

Co-Secretary
Itzel Serafin

Co-Secretary
Marissa Renteria

Each officer is expected to:

• Attend meetings.

• Communicate with one another.

• Complete assigned duties.

• Maintain professionalism.

• Act in the best interest of the Booster Club.

5. Meetings

Regular meetings shall normally be held once each month.

Meeting agendas should include:

• Call to Order

• Approval of Minutes

• Treasurer's Report

• Committee Reports

• Old Business

• New Business

• Announcements

• Adjournment

Meeting minutes shall be maintained by the Co-Secretaries.

6. Financial Policies

The Booster Club is committed to financial transparency.

Deposits

Funds collected should be counted by at least two authorized individuals, preferably the President and Treasurer.

Deposits should be made as soon as practical after each event.

Purchases

Purchases should be approved before money is spent.

Receipts must be submitted for reimbursement.

No reimbursement is guaranteed without documentation.

Financial Reports

The Treasurer shall provide a financial report at each regular meeting.

Reports should include:

• Beginning Balance

• Income

• Expenses

• Ending Balance

Cash Handling

Whenever possible:

• Two people should count cash.

• Cash counts should be verified together.

• Receipts should be retained.

7. Fundraising Procedures

Fundraisers shall be approved by the membership before implementation.

Examples include:

• Cheer Clinics

• Car Washes

• Spirit Wear

• Vendor Events

• Sponsorships

• Photography Fundraisers

• Donation Campaigns

Each fundraiser should include:

• Budget

• Volunteer assignments

• Timeline

• Financial summary after completion

8. Volunteer Expectations

Volunteers are encouraged to:

• Arrive on time.

• Be courteous.

• Represent the Booster Club positively.

• Assist where needed.

• Follow directions from event coordinators.

Parents should never criticize Pep Squad members, coaches, or other volunteers during events, before or after.

We are all volunteers making sure EVERYTHING runs smoothly for our Pep Squad- This is something that should never be forgotten.

9. Communication Policy

The Booster Club encourages open, respectful communication.

Official communication may occur through:

• Email

• Text messaging

• Approved social media pages

• Parent meetings

Questions or concerns should first be addressed respectfully with the appropriate officer.

10. Social Media Policy

Only authorized individuals may post on official Booster Club social media accounts.

Posts should:

• Promote school spirit.

• Highlight Pep Squad accomplishments.

• Advertise Booster Club events.

• Remain respectful.

Personal disagreements should never be discussed on Booster Club social media.

11. Event Procedures

Before each event:

• Volunteers should be assigned.

• Supplies should be confirmed.

• Payment methods should be tested.

• Setup assignments should be distributed.

After each event:

• Cash should be counted.

• Equipment should be collected.

• Supplies inventoried.

• A brief event review should be completed.

12. Record Keeping

The Booster Club shall maintain:

• Meeting minutes

• Financial reports

• Budgets

• Bank statements

• Fundraising reports

• Officer records

• Membership information

Records should be stored securely and transferred to incoming officers at the end of each term. President, and Co-Secretaries shall keep track of all vital documents, and record keeping.

13. Confidentiality

Members shall respect confidential information involving:

• Financial matters

• Membership records

• Personal contact information

• Banking information

Confidential information shall not be shared without authorization.

14. Conflict Resolution

The Booster Club believes concerns should be addressed respectfully and promptly.

Members are encouraged to:

1. Speak directly with the person involved.

2. Request assistance from an officer if needed.

3. Bring unresolved concerns before the officers for discussion.

The goal of conflict resolution is collaboration and maintaining positive relationships.

15. Safety

The safety of all participants is a priority.

During Booster Club events:

• Children should be supervised by a responsible adult unless participating in an organized activity.

• Emergency contact information should be available.

• Walkways and exits should remain clear.

• Volunteers should report safety concerns immediately.

Medical emergencies should be handled by contacting emergency services when appropriate.

16. Policy Review

This Policies and Procedures Manual should be reviewed annually by the Booster Club officers.

Changes may be recommended as the organization grows and approved by a majority vote of the membership.

Acknowledgment

By serving as an officer, committee chair, volunteer, or member of the Everman Elementary Pep Squad Booster Club, individuals agree to uphold these policies and procedures while supporting the mission of the organization.