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Long Range Planning
Mission: Properly prepare WBYA for next 5 years, enabling anticipated growth.
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- Identify needs and growth opportunities of WBYA for the next 5 years. Uses school enrollment projections to determine best estimates for WBYA enrollment.
- Prioritize improvement projects, then present to entire board for discussion and approval or revision.
- Determine appropriate fee structure necessary to accomplish the identified improvements relative to the 5 year plan.
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Semi-annually
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Fundraising/Sponsorship
Mission: Continue to fund annual Scholar Athlete program, while generating surplus funds to be applied to LRP identified priorities. Generate sponsorship revenue to offset sports operating costs, thereby enabling WBYA to maintain affordable fee structure.
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- Coordinate and execute current fundraising events.
- Identify new and effective methods of fundraising. Contact other area non-profit organizations to share ideas.
- Contact area businesses to solicit team sponsorship revenue by leveraging the value WBYA offers. Sell sponsorship placement on shirts, field signage (where possible), web-site, etc.
- The goal of this committee should be 100% team sponsorship.
- Identify and understand the various grant programs available to WBYA, depending on the project.
- Apply for grants based on upcoming projects identified by the LRP and approved by the Board.
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Monthly (More frequently prior to major events)
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By-Laws
Mission: Maintain and update the by-laws that govern the WBYA Board of Directors.
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- Review the by-laws as needed.
- Make recommendations for update to the Board of Directors.
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As needed
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Field Maintenance
Mission: Maintain athletic fields, field maintenance equipment, and building exteriors.
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- Field Maintenance operates within a Board approved annual budget to maintain athletic fields, FM equipment, and building exteriors. Primary focus should always be on athletic fields and maintaining healthy turf. This includes cutting, seeding, core-aerating, and fertilizing, etc.
- This committee is also responsible for oversight of FM contracts.
- Any issues that arise outside the scope of the approved budget need to be presented to the Board for approval.
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As needed
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Communications
Mission: WBYA’s “face” to our members. Provide accurate, timely, and relative information in the most cost-efficient manner.
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- Responsible for all forms of communications to membership, including web site, newsletters, postcards, e-mail bulletins, fundraising materials, etc.
- Ensure all communications is consistent, regarding sports, etc.
- Improve our web-site usage and look.
- Continually challenge our communications methods to be sure we are effectively communicating w/our members in a cost effective manner.
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Monthly
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Registration
Mission: Facilitate member registration in an accurate and cost efficient manner.
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- Ensure accuracy and timeliness of registration forms leading up to each registration period.
- Ensure registration form is posted to web-site and on-line registration is available.
- Ensure alternative registration methods to be sure we are using the most accurate, cost-effective and convenient methods available.
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Bi-monthly
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Scholar Athlete
Mission: Administer Scholar Athlete program in a fair and equitable manner.
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- Periodically review program guidelines and requirements.
- Any recommended changes to be approved by the Board.
- Ensure S/A applications are delivered to appropriate area high schools in March and picked up when ready (usually early May).
- Oversee the review all applications and nomination of recipients. Board will provide budgeted amount to be disbursed and approved.
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Primarily Monthly (Dec. - May)
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Snack Bar
Mission: Manage Snack Bars to maximize this revenue source, while keeping prices fair.
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- Oversee Beacon Hill and Embreeville Snack bars.
- Activities include, but are not limited to:
- Optimize menu.
- Set appropriate prices.
- Place replenishment orders w/vendors.
- Prepare cash for deposit and hand off to Treasurer.
- Create volunteer schedules for coverage.
- Ensure restrooms are clean.
- Ensure Beacon Hill snack bar meets Chester County Health Department standards.
- One member of this committee must hold and maintain a valid Food Handler’s License. The cost of this license will be paid by WBYA.
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As needed
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Ethics & Safety
Mission: Ensure proper handling of all ethically sensitive situations as they arise.
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- Ensure proper handling of all ethically sensitive situations as they arise.
- Continuously evaluate all sports programs for improvements regarding safety.
- The Safety Coordinator reports to the Ethics Committee.
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As needed
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