HAWKS DIAMOND CLUB
BOARD POSITION RESPONSIBILITIES 2015
Term:
May 1, 2015 through April 30, 2016
President
Duties: fundraising, community relations, photography, outfield signs, website
Specifics: Plan & set dates for HDC meetings throughout the year. Organize, create and
present agendas at meetings; First Pitch Dinner-organize volunteers for misc. duties,
solicit, organize donations for auctions and dinner, create and present agenda at dinner;
Banquet - organize, reserve banquet venue; organize, create, present speech;
Homecoming-organize volunteers to create homecoming float; Photography - organize,
gather photos to put on website and FPD & Banquet slideshow; Outfield Signs - solicit &
have signs created for sign donors; Organize all events where volunteers are needed;
assist with any and all required support for Birdville baseball coaches and Hawks
Diamond Club as needed.
1st Vice President
Duties: membership, homecoming booth, concessions/gate
Specifics: set membership levels and fees per board agreement for Hawks Diamond
Club membership; distribute & collect membership forms; maintain membership list;
process membership cards for all HDC members during First Pitch Dinner; schedule
volunteers for homecoming booth; coordination & planning, set up & take down of
homecoming booth; assist with merchandise sales at homecoming booth; assist with
coordination & scheduling of concession stand city inspection to obtain a food service
permit; schedule & coordinate volunteers to work concession stand and gate for all
home games; coordinate & plan inventory for concession stand; assist with planning,
coordination & set up of banquet activities; assist with any and all required support for
Birdville baseball coaches and Hawks Diamond Club as needed.
2nd Vice President
Duties: banquet, scholarships, game announcers
Specifics: assist in identifying and securing location for end-of-season banquet; assist
with planning, coordination & set up of banquet activities; assist with distribution and
coordination of senior scholarship applications; identify and coordinate game
announcers for all varsity, junior varsity and freshman home games; coordinate
volunteers and assist with field improvement day and as needed throughout the
season/year; assist with any and all required support for Birdville baseball coaches and
Hawks Diamond Club as needed.
Treasurer
Duties: monetary management, First Pitch Dinner, merchandise
Specifics: responsible for filing Form 990 with the Internal Revenue Service annually;
balancing checkbook and making treasurer report for monthly booster meeting; maintain
a treasurer book with back up of spending and deposits; upon board approval, write
checks for expenses and make all deposits; take cash box and gate funds/tickets before
every home game and picking up after; balance cash box back to $100 start up; deposit
profit to the bank; balance gate bag; total ticket sales and turn in to District office located
at the FAAC the day after each game; coordinate with vendors on designs, pricing and
quantities for booster club apparel & merchandise; present to board for approval &
place orders for apparel & merchandise; receive and confirm apparel & merchandise
orders; coordinate & distribute all apparel & merchandise orders to booster club
members; track and maintain apparel & merchandise inventory; schedule & coordinate
volunteers for apparel & merchandise sales; assist with any and all required support for
Hawks Diamond Club as needed.
Secretary
Duties: Communications, concessions/gate
Specifics: Record & archive minutes of each HDC board meeting; record & archive
minutes of each HDC general meeting; record & archive all board votes (approved or
denied); distribute minutes and/or recaps of HDC general meeting to the HDC
membership; maintain archives of all current & prior year booster clubs; distribute all
forms of communication to booster club members via email in regards to game
schedules/reschedules, fundraising activities, meeting schedules, club activities
(concessions, Homecoming, First Pitch Dinner, Banquet), etc. from April to May,
including each regular season’s varsity, junior varsity and freshmen teams as well as
fall, spring and summer teams; assist with coordination & scheduling of concession
stand city inspection to obtain a food service permit; assist with scheduling and
coordination of concession stand & gate responsibilities; assist with any and all required
support for Hawks Diamond Club as needed.