Last updated: June 2023

Last reviewed: January 2024

Article 1 Name

Article 2 ABC Mission Statement and Objectives

Article 3 Policies

Article 4 Membership

Article 5 Meetings and Voting

Article 6 Executive Committee and Elections

Article 7 Duties of the Executive Committee

Article 8 General Committee Members

Article 9 Amendments

Article 10 Dissolution of the Organization

Article 1

Name

The name of the organization shall be "FIS Athletic Booster Club of Frankfurt International School eV" (hereinafter may be referred to as the ABC, and currently refers only to the Oberursel campus).

Article 2

Mission Statement and Objectives

• ABC Mission Statement:  The FIS Athletic Booster Club is a team of volunteer parents that raises funds, promotes school spirit, facilitates communication, and works together with the school to support the FIS athletic community and the Athletic Department, its events and programs, in order to enrich the overall athletic experience for all students.

• ABC Objectives:

• Has clearly defined roles and responsibilities to facilitate team work and efficacy. 

• Practices concise and consistent methods of transparent communication across all media in order to facilitate optimal functioning of FIS Athletic Booster Club activities.

• Maintains a strong good-faith relationship with the Athletic Department, based on reciprocal, transparent, effective, thorough communication and accountability.

• Conducts business and maintains our relationships with the highest standards of integrity while upholding our mission statement and beliefs.

• Maintains clear, concise, transparent, electronic documentation and records to transfer knowledge, facilitate easy access to information, and provide institutional memory.

• Promotes school spirit as an integral part of the student experience.

• Promotes a sense of community and school spirit by welcoming parents across cultures and encourages participation and fun.

Article 3

Policies

1. The organization shall be non-commercial, non-sectarian, and non-partisan. It shall not endorse commercial enterprises, religious or political parties, or Board of Trustees candidates.

2. Open communication shall be maintained with the school Administration, Athletic Department and appropriate committees of the Board of Trustees.

3. Members of the organization acting individually or collectively may not act in the name of the Frankfurt International School e.V. without the consent of the Board of Trustees.

4. The organization may cooperate with other FIS and outside organizations in accordance with FIS Athletic Booster Club activities.

5. The organization may raise and distribute funds in accordance with the ABC Mission Statement and its objectives.

6. The fiscal year shall run from 1 July through 30 June of the following year.

7. All expenses over 1000 euro require a simple majority vote of Executive Committee Members prior to purchase.

Article 4

Membership

1. No fee or enrollment will be required to participate in the ABC.

2. The Membership of the ABC is defined in three categories:

• The Executive Committee shall consist of the President, Vice President, Secretary, Treasurer, Communications Manager, Concessions Manager, and Clothing Manager. These are yearly renewable positions.  The Athletic Director is an appointed voting member of the Executive Committee. 

• The General Committee shall consist of the Executive Committee plus the coordinators, whose roles are created by the President and approved by the Executive Committee as may be required to promote the objectives and activities of the ABC. The Bookstore Manager and Facilities Manager are appointed-standing members of the General Committee. Therein, the Executive Committee and General Committee combined will now be known as the ABC Officers.

• The General Membership shall consist of, but not be limited to, each parent/ legal guardian of a child enrolled at FIS participating on any athletic, interscholastic team for the participating year. At the discretion of the Executive Committee, each parent / legal guardian of an alum may maintain membership status. 

Article 5

Meeting and Voting

1. The FIS Athletic Booster Club shall meet on dates established by the Executive Committee of the organization, publicized beforehand and listed on the FIS calendar. These meetings will be held on FIS school grounds.

2. The General Committee members are encouraged to attend and report at all ABC Officer monthly meetings. Additional meetings will be scheduled at the discretion of the President as needed.

3. The Executive Committee members will attend all monthly meetings. Additional Executive Committee meetings will be scheduled at the discretion of the President as needed.

4. Meetings shall be governed and conducted in accordance with "Robert’s Rules of Order."

5. The Executive Committee members and the Athletic Director each hold one vote at all ABC Officer meetings. The General Committee members are non-voting positions at ABC Officer meetings.  At ABC General meetings a simple majority of all members in attendance shall constitute a legal vote on any given issue. 

6. Five (5) shall constitute a quorum of Executive Committee members at any meeting where a vote is needed.

7. The ABC President has the deciding vote when the Executive Committee votes are tied.

Article 6

Executive Committee and Elections

1. The elections for the Executive Committee positions shall be held annually: President, Vice-President, Secretary, Treasurer, Communications Manager, Concessions Manager, and Clothing Manager.

2. All current members of the General Membership are eligible to hold office. It is preferable that the nominees for the President position have been active members of the Athletic Booster Club during the previous year. 

3. Nominations for each Executive Committee position may be made by any member of the FIS Athletic Booster Club. 

4. Voting on candidates shall be made during the month of May via email to the annual general membership. The new Executive Committee shall be announced at the Spring Sports Award night. 

5. A majority of all votes cast for each office shall be required for election. In the event that no person receives a majority of the votes cast for a specific office, a run-off election shall be immediately held between the top two vote receivers. 

6. Newly elected Executive Committee members shall assume their respective offices effective at the last FIS Athletic Booster Club meeting of the year. 

7. In the event of the resignation of the President, the Vice-President shall assume the office of the President for the remainder of the term. Vacancies in other offices shall be filled by appointment from the President in consultation with the other officers. 

Article 7

Duties of the Executive Committee:

• Maintain all current records and process documents associated with the office

• Maintain accurate, detailed job descriptions and perform the duties therein

• Attend General meetings and monthly ABC Officers meetings

• Executive Committee members unable to attend the meeting should report their absence in writing and an update to the Secretary in advance.

• Perform other duties as may be assigned by the President.

1. The President shall:

• Preside at all meetings for the ABC Officers and the ABC Generals

• Be responsible for recruiting and maintaining Executive Committee members and coordinators

• Be an ex-officio member of all committees

• Be in communication with all ABC officers, ex-officio members of all committees and the athletic department on all ABC plans communicated to the FIS athletic community.

• Appoint chairs for all committees

• Review and select recipients of Student Athlete Awards with a committee of ABC officers 

• Serve as liaison to Board of Trustees, school Administration and Athletic Department

  • Sit on Trustees Committee and attend all meetings to report on ABC business

  • Meet with the athletic director and vice president prior to the ABC Officers Meeting to review important information for the agenda

• Represent the FIS ABC at various FIS parent community meetings and events (Welcome BBQ, Orientations, Apple Fest, World Fest, Sports Awards Nights, etc).

• On behalf of the ABC, arrange for the purchase of small tokens of thanks for the Hausmeisters and security guards

• Lead a By-law update every 3 years with a committee of ABC Officer volunteers

2. The Vice-President shall:

• Preside at all meetings when the President is absent and fill in for any duties in the absence of the President

• Be an ex-officio member of all committees in the absence of the President

• Oversee the wish list

• Organize Sports Award evenings

Coordinate with the Athletic Department for all needs for the evening

• Work with the Communications Manager and athletic department to communicate details.

• Arrange recognition items (blankets, seniors, parent flowers, etc)

• Coordinate food/drink and oversee supplies and distribution

• Oversee Team Parents Coordinator

• Oversee Pins and Patches Coordinator

• Support the President in any duties named above.

3. The Secretary shall:

• Keep and distribute accurate minutes of all meetings of the organization

• Keep and maintain all pertinent files and non-financial records

• Keep and review the bylaws and together with the President ensure compliance 

• Ensure minutes from General Meetings are posted on the ABC website

• Keep track of committee member votes on WhatsApp or email (post results in minutes)

• Organize and keep an electronic calendar with invites for meetings and minutes attached. 

• At ABC officer meetings, report for any absent members as needed. 

• Provide support to the President, Vice President and Athletic Dept. as needed

4. The Treasurer shall:

• Maintain accurate records of all receipts, expenditures, and financial activities (including booster bucks) of the ABC in cooperation with the FIS accounting department.

• Provide a financial report at each meeting, and as required by the Board of Trustees

• Provide a complete financial report at the end of the fiscal year

• Arrange for the payment of bills approved by the Committee members in accordance with the bylaws

• Work with the FIS accounting office to ensure that all bills and deposits are recorded properly and records are accurate for audit

• Work with the Athletic Director to process and invoice teams for Booster Bucks.

• Count and deposit proceeds at the FIS accounting department after each ABC activity that involves cash.

5. The Communications Manager shall:

• Generate and send all the written communications to the FIS community

• Work directly with FIS webmaster to keep ABC website current and aligned with all FIS guidelines

• Suggest effective communication means for meeting ABC objectives for its activities/events

• Review ABC brochure annually to ensure relevance

• Maintain a working relationship with the entire ABC team to recruit volunteers and effectively disseminate ABC information to the FIS community. 

• Ensure that all ABC communications follow guidelines in FIS handbooks and regulations when generating flyers and promotions for events, utilizing the FIS marketing chair whenever necessary.

6. The Concessions Manager shall:

• Forecast volume and monitor inventory

• Assess the offerings of the concession stand; bring to a vote with the ABC Executive Committee for the addition or removal of products and/or the adjustment of prices based on fluctuating purchase price. 

• Facilitate the purchasing of food and supplies by communicating with food suppliers and Concessions Facilities Manager.

• Maintain a working relationship with the Concessions Facilities Manager to ensure that the concessions stand is in working order.

• Maintain a working relationship with the ABC Volunteer Coordinator to determine the concessions operating schedules and volunteer needs.

• Maintain a working relationship with the Communications Manager and the Volunteer Coordinator to recruit concession volunteers

• Assess the need for Shift Manager training and appoint a volunteer to facilitate or personally lead said training.

• Communicate the expected volume and preparation needs to the Shift Managers.

• When needed, communicate with the person coordinating off-site concessions to ensure its order and operation.

7. The Clothing Manager shall:

• It is recommended that this position also serve as a bookstore volunteer to understand the inventory system, stock, processes, etc.

• Order and purchase Warriors Spirit and FIS wear and accessories upon a vote by the ABC Executive Committee.

• Monitor the demands of the existing items.

• Generate and present new item/design ideas to the ABC Executive Committee.

• Work closely with the Bookstore Manager to maintain a minimum threshold of all ABC inventory to ensure products are ordered in a timely manner and appropriate stock is always available.

• Maintain a working relationship with the Bookstore Manager.

Article 8

General Committee Members

• General Committee positions are created by the President and approved by the Executive Committee as may be required to promote the objectives and activities of the ABC.

• General Committee positions can change based on the needs of the organization and the Executive Committee.

• Standing positions on the General Committee are: Bookstore Manager and Facilities Manager (both of which are mini-jobs within the school).

• Any General Committee members unable to attend the monthly officer meeting should report their absence in writing and update to the Secretary in advance.

• Examples of General Committee Roles: Team Parent Coordinator, Volunteer Coordinator, Spirit Coordinator, Pin and Patches.

• Job Descriptions of past General Committee roles can be found in the ABC google documents/archives. 

MINI-JOBS (standing positions on the General Committee):

The Bookstore Manager shall (in relationship to working with ABC):

•  Complete current and ongoing inventory for all bookstore products to maintain a minimum threshold of all ABC inventory.

• Consistently communicate low inventory levels and/or new product ideas to the ABC Executive Committee to ensure products are ordered in a timely manner and appropriate stock is always available.

• Recruit, schedule, and train bookstore volunteers

• Order and purchase stationery and other FIS department supplies as needed.

• Maintain a close working relationship with the Clothing Manager and provide access to inventory numbers to ensure adequate stock.

The Concessions Facilities Manager (CFM) shall:

• CFM has full responsibility for keeping the Concessions area ready for weekend games (inventory support, cleaning, work orders, etc).

• CFM will maintain a close working relationship with the Concessions Manager to determine the Food & Beverage list as well as the online orders for weekend games. 

• CFM will receive orders,  purchase non-deliverable goods and organize/put away into the corresponding fridge and freezers.

• CFM will give “kitchen safety training” to the Key Person and update the Security Department. 

Article 9

Amendments

1. Proposed changes to the Bylaws will be enacted by a simple majority of the FIS Athletic Booster Club Executive Committee.

2. The Bylaws of the organization shall become effective upon acceptance by the FIS Policy Committee and notice to the FIS Board of Trustees. The Bylaws shall be reviewed by a group of ABC Officers; led by the President, every 3 years.

Article 10

Dissolution of the Organization

1. The dissolution of the Athletic Booster Club may be accomplished by a two-thirds (2/3) vote of at least twenty-five (25) percent of the General Membership, provided that notice of such proposal has been given in writing at least 15 days prior to such meeting.

2. Upon dissolution, the assets and liabilities of the Athletic Booster Club shall be taken over by the Frankfurt International School e.V.