Athletic Association Mission Statement

The mission of the Odyssey Charter School Athletics is to enhance the sports community at Odyssey Charter School through volunteer and financial resources; to promote communication between the student athletes, parents, coaches, staff and administration at OCS; to encourage support for other organizations concerned with the education and welfare of the students at OCS; to help students learn valuable lessons on and off the field; and to foster pride in OCS throughout the community.

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OCSA Executive Committee Job Description

President

  • The President shall be a member of the Executive Committee.
  • The President shall preside at all OCSA meetings.
  • The President shall represent the OCSA at all necessary meetings.
  • The President shall serve as an authorized co-signatory, along with the Treasurer, and Athletics director, of all OCSA checks.
  • The President shall coordinate the work of the officers and committees of the organization in order that the objectives may be accomplished.
  • The President shall perform such other duties as assigned by the organization.
  • The President shall be designated, by mutual agreement, as the primary contact for the administration.
  • The President shall be the ex-officio member of all committees.
  • The President consults with officers and chairs before each meeting to ensure the details of the meeting are ready as planned.
  • The President shall prepare, in advance of all meetings, a complete agenda, showing the order of business to be discussed.
  • The President shall inform the Secretary of the Executive Committee and General Meeting schedule.
  • The President delivers to successor, all books, papers and correspondence pertaining to the office of the President.
  • The President shall be responsible for the key lock access card to OCS building entrances. If the President is unavailable the access card will be assigned to an executive committee member by the President.

Vice President

  • The Vice President shall be a member of the Executive Committee.
  • The Vice President presides at meetings in the absence of the President.
  • The Vice President represents the President, upon request as agreed upon by the Vice President of Membership.
  • The Vice President assumes the duties of the President, in the event of the President’s resignation until the position is filled according to the by-laws.
  • The Vice President acts as an aide to the President and assumes responsibility for duties assigned by the President or the Executive Committee.
  • The Vice President delivers to successor, all books, papers and correspondence pertaining to the office of the Vice President.

Recording Secretary

  • The Recording Secretary shall be a member of the Executive Committee.
  • The Recording Secretary shall document all business transacted at each meeting of the organization, as well as meetings for the Executive Committee.
  • The Recording Secretary shall be responsible for the minutes’ submission to the web master for posting.
  • The Recording Secretary has, on hand for reference, a copy of the by-laws, standing rules, agenda, minutes’ of previous meeting, current OCSA procedures and forms and list of committees.

Correspondence Secretary

  • The Correspondence Secretary shall be a member of the Executive Committee.
  • The Correspondence Secretary reminds all members (via email) about OCSA meetings.
  • The Correspondence Secretary conducts the correspondence of the organization.
  • The Correspondence Secretary is responsible for providing information to the school for a monthly newsletter. If the school does not wish to publish a newsletter and the OCSA would like to, the Corresponding Secretary will be responsible for the content of an OCSA newsletter.
  • The Correspondence Secretary is responsible for updating the Communications Procedures and providing a copy to Administration and the OCSA Fundraising Chair.
  • The Correspondence Secretary sends out notices of Executive Committee and general meetings.
  • The Correspondence Secretary shall update all social media and website activity on behalf of the OCSA.

Treasurer

  • The Treasurer shall be a member of the Executive Committee.
  • The Treasurer keeps an accurate and detailed account of all income and expenses of the OCSA.
  • The Treasurer provides a monthly report and the reconciled checkbook to the Odyssey Charter School Athletics Director.
  • The Treasurer submits a written statement at the general meetings of the OCSA detailing receipts, disbursements and total balance on hand as of the date of the report. This statement should also be submitted to the Odyssey Charter School Athletics Director.
  • The Treasurer is responsible for the collection, authorization (along with a second signature by an Executive Committee member) and payment of all valid Reimbursement Requests.
  • The Treasurer is responsible for providing banks and credit card machines at OCSA events where needed.
  • The Treasurer pays by check all bills as authorized by the Executive Committee, with a second signature obtained from the OCSA President or Athletic Association Director.
  • The Treasurer will open a PayPal account linked to the OCSA business account to allow for credit card payments of concession items, spirit wear, event tickets and donations.
  • The Treasurer delivers to successor, all books, papers and correspondence pertaining to the office of the Treasurer, including plans and procedures.
  • The Treasurer delivers to the Athletic Association Director the approved and paid bills, deposit slips and any other pertinent materials.

Fundraiser Chairperson

  • The Fundraiser Chairperson plans, assists, and helps with execution of all fundraising and non-fundraising activities as needed.
  • The Fundraiser Chairperson attends event-planning meetings, and assists event chairs with necessary action items, not limited to: reservation of space, custodian requests, supply purchases, city permits, etc.
  • The Fundraiser Chairperson assist with recruitment of volunteers and provides support to committee chairs for key fund-raising events.
  • The Fundraiser Chairperson works with OCSA President, Athletic Director, and OCSA members to create academic year event calendar, and coordinate spacing of activities with President.
  • The Fundraiser Chairperson shall advertise ongoing fundraising campaigns, with Correspondence Secretary.
  • The Fundraiser Chairperson researches other fundraising opportunities as required.
  • The Fundraiser Chairperson searches for grants and pledge campaigns for which OCSA meets requirements; completes the application process or disperses to correct individual for processing.
  • The Fundraiser Chairperson assists in obtaining donations for equipment, auctions, raffles, and other events/items as needed.

Sergeant at Arms

  • The Sergeant at Arms primary responsibility is to maintain order during meetings.
  • The Sergeant at Arms will greet all guests and direct them to a sign in sheet and papers available at public meetings.
  • The Sergeant at Arms will call the meeting to order as well as adjourn all meetings.
  • The Sergeant at Arms shall keep meeting on track with the agenda during all meetings.
  • The Sergeant at Arms instill loyalty and discipline while carrying out any requests from the President.
  • The Sergeant at Arms ensure the bylaws are followed and respected by everyone during meetings.
  • The Sergeant at Arms works closely with the President of the OCSA making sure any materials needed for meeting are prepared.
  • The Sergeant at Arms warn guests during meeting, or if need be upon Presidents request, asking and/or remove unruly guest(s) from any meeting.
  • The Sergeant at Arms enforce the rules. Violations or infractions of the OCSA policies must be reported to Odyssey Charter School for furthers action.
  • The Sergeant at Arms will collect all ballots during voting and elections requiring anonymity. If it is a large meeting the Sargent at Arms has the privilege to assign additional people to assist with voting, balloting, and security during meetings. The Sargent at Arms will tally all votes and report findings to the OCSA President.
  • The Sergeant at Arms makes sure parliamentary procedures are followed and have knowledge of Roberts Rules of Order or Procedures to run a meeting.
  • If the Sergeant at Arms is unable to attend a scheduled meeting then the Vice President will take on the duties of the Sergeant at Arms.

Concession Director

  • The Concessions Director is responsible for maintaining the concession stand running at all home games or events.
  • The Concessions Director will acquire volunteers by working with coaches and Athletics Director to fill the schedule. (Volunteers do not get paid & do not need background checks.)
  • The Concessions Director will open and close the stand each day; getting the stand ready for business each scheduled home game or event. (e.g. food items prepped)
  • The Concessions Director is accountable for cleaning the stand, including any cooking machines, and empting trash at the end of each scheduled home game or event.
  • The Concessions Director handles day’s receipts (retrieving money from cash drawer) with assigned form from Treasurer and must turn in receipts for restocking supplies. The cash drawer after closing of concessions stand each scheduled home game or event is to be transported to Treasurers or Presidents house after completion.
  • The Concessions Director manages shopping for any needed items and restocking concession stand prior to next weeks’ scheduled home game or event.
  • The Concessions Director maintains a manual to run the stand that will be used for volunteers to follow if the manager is not available such as, but not limited to, cook any food, run appliances, sell merchandise, turn power on & off, etc.
  • If the Concessions Director is not able to attend a scheduled home game or event then a member of the executive committee will be responsible to operate the concession as assigned to the Concessions Director.
  • The Concessions Director acquires any required permits and inspections.