Team Parent / Use of Team of Account Information
Hello Team Representatives,
We are the Team Liaisons for the Booster Club. This email will provide you with all the pertinent information needed for your job as a HBC Team Representative. After you review this information, please feel free to contact us via cell or email with any questions. We will also be available before the first HBC meeting at 6pm on Tuesday, September 12th in the IMC for any questions or concerns. The team account reports will be emailed to you in the next week or so as well. We’re looking forward to working with you.
Meghan Calichman (email@example.com; 862-210-0467)
Liz McCulloch (firstname.lastname@example.org; 908-334-2258)
TEAM PARENT HBC CONTACTS – We’ve split the teams up between us:
Meghan – Cross Country, Football, Boy’s Soccer, Girl’s Soccer, Track, Ice Hockey, Fencing Swimming, Boy’s Lax, Girl’s Lax, Golf
Liz – Cheerleading, Girl’s Tennis, Volleyball, Field Hockey, Girl’s Basketball, Boy’s Basketball, Wrestling, Baseball, Softball, Boy’s Tennis
TEAM REPRESENTATIVE HANDBOOK - This link (www.bhpsnj.org/Page/4500) will bring you to the Team Representative handbook on the HBC website. Please read it at your earliest convenience. The information in this email is also located under the Team Parent/Use of Team Account Information tab or at https://www.bhpsnj.org/Page/7898.
HBC TEAM REPRESENTATIVE RESPONSIBILITIES:
- Manage team funds
- Prepare and submit all team fundraising forms/flyers for approval, as well as check requests, and deposit forms. All fundraisers and check requests must be approved by the Athletic Director before we can process. Please submit all fundraising forms and check requests to your team rep via email with a copy to Ann Clifton for her approval. If you cannot email the information then it can be dropped to your team liaison's home. Please note that no forms are to be left in the HBC mailbox at GL. We do not monitor this mailbox.
- Keep a detailed ledger of team deposits and disbursements.
- Review monthly statements (will be provided by the HBC Team Coordinators).
- Ensure team does not carry forward a large balance in their account from year to year unless the funds are specifically needed for designated items.
- Serve as liaison between the HBC and the team.
- At the end of the season, remind the team coach to select the HBC Team Representative for the next year, and provide the name to the HBC Teams Liaisons.
FUNDS MANAGEMENT - You will be responsible for any fundraising or purchasing for your team. All fundraising activities must be approved by Ann Clifton prior to submitting any funds or check requests to us. Please submit your requests for fundraising to Ann via email, at email@example.com and copy your respective HBC contact (either Liz or Meghan). Once Ann approves the fundraising activity, you can then submit funds for deposit or a check request to us. Send all check requests via email and we will do our best to get them out within 3 business days. When making purchases, please use the attached Tax Exempt Form. When dropping off deposits to us please send us either an email or text to coordinate a time, especially if it contains cash. We will notify you via email f there are any discrepancies in the amount noted on your deposit form.
We have a debit card available for purchases. Please contact us for permission to use the card. We only have 2 debit cards available so please do your best to give us 24 hour notice if you need the card so we can ensure one card is available.
We will keep track of all monies that go in and out of your account by team. You will also need to keep a spreadsheet of this information. Prior to each HBC meeting (which is the first Monday of the month) we will send you an email with your account information. You’ll need to compare that to your records and let us know immediately of any discrepancies.
FORMS - Below are the forms you will be using when you have a deposit to make or are requesting a payment. Each form has an explanation as to what it is used for. Please note that there are different forms to be filled out when you are depositing monies or paying for anything relating to a raffle. These forms can also be found on the GL Website under the Highlander Booster Club link on the left side of the page (http://www.bhpsnj.org/Page/2867). Please scroll down to ensure you are using the correct team forms, not the Booster Club forms.
-HBC Team Fundraising Request Form
This form is for use by a team to request approval for Team Fundraising. Note the request must be approved by the Athletic Director BEFORE any team fundraising can be done. Only submit one fundraising activity per form.
-HBC Team Funds Account Deposit Form
This form is for non-gaming deposit transactions to a Team Funds Account only. Use this team funds form to turn in cash and/or checks to a Team Funds Account. Submit completed form and funds to the Booster Club Team Funds Liaison. You must outline on the form the type of deposit i.e. collection for end of season, money raised during merchandise sale fundraiser, donations, etc. For tax purposes, we need to designate all these deposits separately.
HBC Team Funds Deposit Form.docx,
-HBC Team Funds Account Check Request Form
This form is for non-gaming funds request transactions from a Team Funds Account only. Use this team funds form when requesting reimbursement for purchases made (receipts must be attached) or requesting merchant payment for bills/invoices (bills/invoices must be attached) from a Team Funds Account. Submit completed form with attachments to the Booster Club Teams Liaison. You must outline on the form the reason for the payment i.e. payment for end of season dinner, payment for merchandise for fundraiser, payment for team merchandise not used for a fundraiser, etc. For tax purposes, we need to designate all these payments separately.
HBC Team Funds Check Request Form.docx,
-HBC Gaming Account Deposit Form
This form is for ALL gaming deposit transactions. Use this form when turning in cash and/or checks related to any licensed gaming event (either Booster Club run or Team run). Submit completed form and funds to the Booster Club Assistant Treasurer, Jill Quigley (Quigleysafe@msn.com).
HBC Gaming Funds Deposit Form.pdf,
-HBC Gaming Account Check Request Form
This form is for ALL gaming check request transactions. Use this form when requesting any checks to pay gaming license fees for any gaming event (either Booster Club run or Team run). Submit completed form to the Booster Club Assistant Treasurer, Jill Quigley (Quigleysafe@msn.com).
HBC Gaming Funds Check Request Form.pdf,
TEAM EMAIL LIST – Another responsibility of the Team Representative is to communicate Booster Club related information to your team. The best way to do this is via email so please put together an email list for the parents on your team.
TEAM REPRESENTATIVES FOR NEXT YEAR-Prior to the end of the season, please talk to the coach about selecting the two Team Representative for the next year, and forward their names to us.
TEAM PICTURES for the HBC Showcase –Please provide photos of the team for the HBC Showcase to Linda Pencek (firstname.lastname@example.org) and Paula Colden (email@example.com). To ensure that the showcase reflects the current sport season, the pictures are requested by the end of the second week of your season. An email with all the information for the fall sports was will be sent out shortly. You will receive communications directly from the showcase chairpersons with more details before the start of each season. Please do your best to contribute photos during your team's season as the kids really do enjoy the showcase and take note when their team is not represented.
HIGHLANDER BOOSTER BLASTS-Maureen Pergola collects information for the weekly Booster Blast. You can email her at firstname.lastname@example.org or at email@example.com. Items for the Booster Blast would be information on upcoming games especially championship games, fundraising events, and noteworthy performances by the team or individuals. Items for email should be fact-checked and names spelled correctly. Flyers should be pdfs. Photos are always welcome too.
FALL FUNDRAISER-Each team is responsible for donating a basket with a minimum value of $100 to be raffled off at HBC's Fall Fundraiser. An email will be distributed by the chairperson of this committee already so feel free to contact them with any questions. The chairpersons are Julie Defeo (firstname.lastname@example.org), Tracey Wahlers (email@example.com), and Diana Londono (firstname.lastname@example.org).
- Manage team funds