Board Nominations

HHABC Board Nominations

The Hays Hawks Athletics Booster Club (HHABC) is seeking nominations for Executive Board positions for the upcoming school year. Serving on the HHABC Board is a meaningful way to support our student-athletes, coaches, and athletic programs while helping guide the day-to-day operations of the Booster Club.

All officers serve a one-year term and work collaboratively as part of the Executive Board.

What the HHABC Does Day-to-Day

The HHABC supports Hays Middle School Athletics through a variety of ongoing efforts, including:

• Supporting athletic programs, teams, and coaches

• Coordinating concessions and game-day hospitality

• Managing memberships, fundraising efforts, and spirit initiatives

• Providing meals and appreciation events for coaches and athletes

• Overseeing budgets, financial compliance, and reporting

• Supporting school and district athletic priorities

Board members work collaboratively to ensure operations run smoothly while creating a positive and supportive experience for our student-athletes and families.

Executive Board Positions & Responsibilities

President

The President provides overall leadership and direction for the Booster Club and serves as the primary liaison between the club and the school.

Responsibilities include:

• Regularly meeting with designated district representative(s) regarding booster activities

• Presiding at all meetings of the organization

• Assisting with resolving membership concerns or issues

• Supervising the Fundraising Committee

• Meeting regularly with the Treasurer to review the organization’s financial position

• Scheduling the annual audit of records or requesting an audit if needed during the year

• Performing other duties as outlined in the organization’s bylaws

Vice President

The Vice President supports the President and helps ensure smooth daily operations of the Booster Club.

Responsibilities include:

• Presiding at meetings in the absence or inability of the President to serve

• Performing administrative functions delegated by the President

• Maintaining the membership website

• Supervising the Membership Committee

• Performing other duties as outlined in the organization’s bylaws

Secretary

The Secretary is responsible for maintaining accurate records and official communications for the organization.

Responsibilities include:

• Reporting recommendations made by the Executive Board, as defined by the bylaws

• Recording, creating, and maintaining:

  • Meeting minutes

  • Standing committee rules

  • Current membership and committee listings

• Recording all business transacted at general membership and Executive Board meetings in the prescribed format

• Maintaining attendance records for each officer

• Conducting and reporting correspondence on behalf of the organization

• Performing other duties as outlined in the organization’s bylaws

Treasurer

The Treasurer manages the financial affairs of the Booster Club and ensures fiscal responsibility and compliance.

Responsibilities include:

• Serving as Chair of the Budget and Finance Committee

• Issuing receipts for all monies received and depositing funds at least weekly (daily if receipts exceed $250)

• Presenting monthly financial reports to the Executive Board and general membership within 30 days of month-end

• Filing an annual financial report with the Athletic Director’s office by September 1

• Maintaining accurate and detailed financial records of all receipts and disbursements

• Reconciling bank statements and resolving discrepancies promptly

• Filing required sales tax reports (monthly, quarterly, or annually as required)

• Filing the annual IRS Form 990 in a timely manner

• Submitting records to the audit committee upon request or at fiscal year end

• Performing other duties as outlined in the organization’s bylaws

Vice President of Concessions

The Vice President of Concessions oversees all concession and game-day hospitality operations.

Responsibilities include:

• Setting up concession stand volunteer opportunities for all home games and tournament hospitality room food donations

• Ensuring proper staffing at all home sporting events requiring concessions, including tournament hospitality rooms

• Working with the President to set up game-day meal ordering forms

• Coordinating with outside vendors and organizations to ensure timely fulfillment of game-day meal orders (e.g., Chick-fil-A, Jason’s Deli, etc.)

Term of Office

• Each elected officer serves a one-year term

• Officers may serve up to two consecutive terms in the same office

• No individual may hold dual offices

• Any member in good standing is eligible to serve on the Executive Board

Executive Board Authority

The Executive Board manages the affairs, activities, and operations of the organization. The Board:

• Conducts necessary business between general membership meetings

• Oversees standing and special committees

• Approves committee plans and work

• Prepares and submits the annual budget for membership approval

• Conducts the ongoing business and activities of the Booster Club in accordance with the bylaws