2026-2027 Live Oak athletic booster allocation procedure

ALLOCATION PROCEDURE - DO NOT COMPLETE PURCHASE BEFORE VOTE/APPROVAL

Allocation packet will consist of the following documents to be submitted by Coach/Designated Team Rep

1. Allocation Request Form
2. Bids/Quotes - Two (2) required for any amount over $2000
3. Invoice/Proof of payment
4. Check request form - submitted by requestor after allocation approved and item ordered  (Not required if invoice is paid directly by Boosters)

*Live Oak Athletic Boosters will not approve any allocation requests for travel and/or hotel expenses*

Step 1:

• Submit “Allocation Request Form” (shown below) which will be sent to the Vice President(s) at Live Oak Athletic Booster at liveoakathleticboosters@gmail.com. Forms must be submitted at least two (2) days prior to the next Live Oak Athletic Booster Meeting.
  • Two (2) bids/quotes only required for amount over $2000.00

Step 2: 

• Attend next Live Oak Athletic Booster Meeting to discuss allocation and be present for membership vote
• If approved (choose A or B below)
  • A - Purchase items approved, then complete step 3 below
  • B - Submit item details and vendor information to Live Oak Athletic Boosters email liveoakathleticboosters@gmail.com for direct payment to vendor  by Live Oak Athletic Boosters

Step 3:

• Submit “Check Request Form” (Shown below) which will be sent to Live Oak Athletic Booster Treasurer via Live Oak Athletic Booster email liveoakathleticboosters@gmail.com

*Approval of allocation will be required prior to purchasing items. Any items purchased without prior approval will not be reimbursed by Live Oak Athletic Boosters. Approved allocations will be sent to Athletic Director for awareness*

ALLOCATION VOTING:

• Voting will take place at all monthly Live Oak Athletic Booster Board meetings. All Live Oak Athletic Booster Members (purchased a current year Booster pass) and Live Oak Athletic Booster Executive Board Members will be entitled to vote. Voting will be conducted using ⅔ majority.

The final decision will be formally documented in the meeting minutes. Funding will take place as soon as possible after the request is approved. The approval will expire after six (6) months if the transaction has not been completed and funded, and the allocation request will need to be re-submitted.

Live Oak Athletic Boosters reserve the right to approve/deny all allocation requests by evaluating coach/team participation in Boosters meeting and fundraising, need for the item, Booster financials.

*Fully completed requests for allocations should be submitted to the Boosters with as much lead time as possible to             ensure review of the allocation request is completed in time to meet the deadline your items are needed.