Transitioning booster club leadership from one member to another is a regular occurrence, in many cases happening yearly. In a majority of cases, an election system is used to select the people to fill leadership roles to keep everything fair. Booster club members run for the official position that they want and active members of the club vote for who they think would be best for the job. It’s a good idea to look for the specific qualities of a good leader, including:

● They have a vision for the booster club and have plans to help get there.
● They are capable of assessing your booster ‘clubs’ current situation.
○ Possibly finding creative solutions to any problems or help increase productivity.
● They can inspire and motivate others.

Electing New Booster Club Leadership

Electing new booster club leadership

Within your booster club Bylaws, you will find a well-detailed structure for new officer elections and how booster club leadership is selected. If you don’t have this information within your Bylaws already, it should be added as soon as possible. The election of officers / booster club leadership in a booster club occurs based on the timelines set by your  Bylaws.

Typically, elections are held towards the end of the school year.

  • This is so that transitioning booster club leadership is smoother.
  • It gives new officers a few months to adjust to their newly appointed roles before the start of school.
  • This can start the club on a great foot during the next club season.

Officers can be elected into positions with 2 different methods.

  1. Simple majority vote
  2. Secret ballot

The booster club Bylaws should outline the approved plans as well as the term length for the officers. Most districts ask that no one stays in the same position for more than 2 consecutive years.

However, if no one else is available to fill the job, a booster club can vote to extend the length by adding a third term. This would extend the time needed before transitioning booster club leadership.

Appointing New Board Members

Booster club board members are chosen through appointment and election. Following with Roberts Rules of Order, nominations for board members can be accepted from the floor. But at no point should someone be placed into the office without agreement from the members.

Some other rules for appointing new board members are:

  • Only active members in good standing within the booster club, are allowed to hold office.
  • Booster clubs must have at least 3 officers.
  • The President and Treasurer are 2 required positions.

Other important positions include:

The President of the booster club:

  • Performs their duties as outlined by the clubs Bylaws
  • Leads the meetings
  • Resolves membership issues
  • Meets with the treasurer about finances on the regular
  • Meets with the campus administration regarding the booster clubs activities.

The Vice-President

  • Steps in and acts as President during their absence.
  • Follows duties as outlined by booster club Bylaws
  • Performs any administrative functions as delegated by the President

Treasurer

  • Responsible for the financial records of the booster club
  • Files the taxes on time to avoid penalties
  • Manages all of the money associated with the booster club
  • Prepares the booster clubs budget
  • Deposits funds and issues receipts for all incoming cash
  • Prepare and share financial reports with the club at regular meetings
  • Performs other duties as outlined by the booster club Bylaws.

Secretary

  • Responsible for taking the minutes of the meeting and keeping an accurate record
  • Keeps current membership lists
  • Takes attendance at the regular meetings for accurate minutes reporting
  • Keeps regular correspondence with the members of the booster club using a newsletter or similar
  • Perform other duties as outlined by the booster club Bylaws.

Transitioning booster club leadership to the right people is essential for maintaining booster club success. You want to elect someone that wants to do the job, and that has the skills to do it successfully.

You can view more about booster club officers and their responsibilities here.

Booster club in process of appointing new leadership

Removing Ineffective Booster Club Leadership

Remove ineffective booster club leadership

As unpleasant as it may be, there may come a time when your booster club is forced to remove someone from office and replace booster club leadership. It will create tension between members and affect relationships. Removing people from the office is almost always done as an involuntary action.

Some reasons to remove somebody from office include:

  • Lack of participation
  • Abuse
  • Negligence
  • Criminal actions

The booster club Bylaws should outline the proper process for removing someone from a leadership position, and how to transfer booster club leadership.

The process itself should be challenging to do to help prevent it from being abused. There should also be unanimous consent of the other members in the group.

Usually, conflict can be healthy when it handled with maturity and professionalism. But when a situation arises to a level that requires the action of removal from a leadership position, the typical process is as follows:

  • Bring the matter up as an agenda item in a meeting
  • Discuss the situation
  • Following ‘Robert’s Rules of Order, a motion must be made and a vote taken to remove the individual

Removing somebody from office should be used as a last resort after all attempts to fix the issues have failed.

Adding New Board Seats

There are two good reasons why a booster club may need to appoint board members.

  1. Vacancy
  2. Expansion

Vacancy

Bylaws typically give a timeframe for how many times a person can consecutively hold office or term length. At the end of this, the transitioning booster club leadership to a new member must be done. The new member must be elected to fill the role while the person currently in office steps down.

Another vacancy related issue could be that a person moves away, dies, or quite mid-term. When a vacant job like this happens, the booster club will likely try to fill in that void by electing a new person to hold the position. This would be done at a special meeting and done through the standard procedure. Nominating and voting them into office.

‘It’s up to the members to decide if these newly elected officers are merely there to finish the current term, or if they get to serve full time. To keep it fair and consistent, ‘it’s a good idea to add these stipulations to the booster clubs Bylaws. That way, there is a point of reference during any reoccurrence.

Expansion

As your booster club membership grows and expands, you may find that having a small board of officers to run things may not be as effective as it once was. Expanding your office seats to accommodate other tasks can help to alleviate some of the workloads from other members.

If your Bylaws state a limit on how many directors there can be, make sure not to exceed that unless an amendment to the Bylaws is made.

Leadership is key to the success of any Booster Club

What are the Bylaws?

Follow the legal rules and Start a Booster Club the Right Way

Bylaws are the book of instructions defining how the group will govern itself.

Contents of Bylaws typically include:

  • The nonprofit group’s name, location, and date of founding
  • Terms of use agreement for things like logo, trademark, etc.
  • Election procedures
  • Standard meeting procedures
  • The rules and responsibilities of elected officers
  • Amendment procedures

With there being so many different documents involved with a booster club, it’s a good idea to do an official audit of accounts before they migrate of booster club leadership and the transfer of materials.

List of Documents To Transition

When you replace the booster club leadership with the newly elected officials, relevant documents are involved in transitioning booster club leadership from one person to another.

Some of these documents passed down during the transitioning of booster club members might include:

  • Bylaws
  • Meeting Minutes
    • Official written account of what happened at formal meetings, including any decisions made or actions taken.
  • Memorandum of sponsors
    • Companies and individuals who often help with finances and supplies for the booster club.
  • Nonprofit Articles of Incorporation
    • Is a legal document filed with the Secretary Of State to create your nonprofit corporation
  • Membership roster
    • A list of booster club members and contact information
  • Financial Information
    • Bank account info, any CD’s and bonds, financial history, accounting management software, and login info.
  • Any other state or federal documents
    • Legal documents for your nonprofit
  • Any other documents that are important to the booster club
    • Papers that are group-specific, district, state or national boost club level

Note: keeping your corporate records book in the school’s office can help you always to know where to find it.

How to transition the paperwork between board members

The booster club Bylaws will state who is to receive which set of documents. Usually, financial documents are passed between Treasurers, minutes between Secretaries and the other documents are split between the President and the school’s officials.

Booster Documentation that should be transitioned to new leadership

Maintaining Booster Club Continuity During Leadership Handoff

Run your organization better, delegate to booster club volunteers

Keeping past presidents around to help mentor the new President is a great way to transition booster club leadership. The same can be said for the other elected officers as well.

  • A short 3-month mentorship can help them to adjust to their new roles
    • Answering questions and answers
    • Double-check that things are running smoothly

The past board member’s first-hand experience and knowledge can help to avoid costly mistakes and keep the club from experiencing any issues while transitioning booster club leadership. This also helps to keep the booster club a success.

Sometimes, a job can come with too many responsibilities for a single person to handle. In these cases, handing off leadership can really help. Delegation is a great asset to booster club membership because it not only helps to release stress on some members, but it also gives non-board member booster club volunteers a chance to participate at a higher level.