San Felipe Del Rio CISD Booster Club & Parent Teacher Organization Training Yanakany Valdez, Chief Financial Officer Angel Narvaez, Comptroller
Booster Club & Parent Teacher Organization Training › General Information › UIL Guidelines › Formation › Fundraising › Managing Booster Club Funds
General Information
Booster Clubs are a valuable component to the enrichment of our student programs. Booster Clubs shall organize and function in a way that is consistent with the district’s philosophy, objectives and adopted district Board policies, in accordance with affiliated governing bodies and UIL regulations as applicable.
GE GE (Lo (Loca cal) Relation ons with Par arent Organ aniz ization tions › All booster and parent organizations shall obtain a unique tax identification number. › Should obtain federal tax-exempt status as a public 501(c)(3) charitable organization. › Follow UIL Guidelines. › The designated faculty sponsor shall serve as the liaison. › Written treasurer’s report at each meeting & annual report due by September 15. › Notice of fundraising activities. › Shall submit bylaws and operating procedures.
UIL Guidelines
Every Booster organization in the district must be familiar with and conduct all its activities in compliance with requirements and limitations set out by the University Interscholastic League (UIL) in its Booster Club Guidelines. The Superintendent is responsible for the entire UIL program. All School activities, organizations, events and personnel are under the jurisdiction of the Superintendent. Booster clubs must recognize this authority and work within a framework prescribed by the school administration.
Boo ooster cl clubs shou ould develop op an and an annual ally ly review pol olici cies es to co cover: r: › How to obtain administrative approval before beginning projects; › Election of officers; › Taking, distributing, and filing minutes; › Sportsmanship code governing behavior of booster club members; › Keeping the educational goals of competition at the forefront of all policies.
Formation
An Any Bo Boos oster er Cl Club for orme med to s support ort a di distric rict ext xtra- cu curr rricu cular lar act ctivity ty mu must have bylaws that address all the topics cs listed in the UIL IL Gu Guideline ines before engagi ging ng in any activiti ac ities es ot other than an thos ose nece cessa sary ry to i its for orma mation on an and organiz izing ing me meetings ngs. Th The Boo ooster Cl Club shou ould reco comm mmend the elect ctio ion of of th the following ing off ffice cers rs on an an annual al basis. . › President › Vice President › Secretary › Treasurer No Distr strict ict emplo ploye yee shal all be an an au autho hori rize zed signe gner for the he ban ank ac account. t.
Al All boo ooster an and par arent or organ aniza zation tions shal all ob obtai ain a un unique ue tax identific ificatio tion number on F Form rm SS-4, Ap Applica catio tion for Emp mployer er Id Identific ficatio tion Nu Numb mber (E (EIN IN). ). Al All booster cl clubs and parent-te teach acher er organiza zatio tions ns should: › Obtain federal tax-exempt status as a public 501(c)(3) charitable organization. › If an organization is new, apply for and receive its tax- exempt status from the IRS within one year from the date the organization’s constitution and bylaws are adopted. › Submit the organization’s EIN and a copy of the IRS’s Letter of Determination to the District’s chief financial officer.
GE GE (Lo (Loca cal): › Be voluntary and provide unified support for student activities of the school. › Be limited to a single club or organization for each area of student activity. › Encourage involvement by all parents of students participating in the supported activity. › Use school facilities only with the prior approval of the Chief Operations Officer. › Not be involved in decision or policy-making activities for a student group. › Have no authority in directing or influencing District employees in the administration of duties. › Submit a copy of current adopted bylaws and operating procedures to the Superintendent. › Prepare a written financial report of actual revenues and expenditures for the school year. › Have an organizational review committee conduct an annual review of the organization’s financial report and the related financial activity for the school year. › Submit the annual financial report to the District’s Chief Financial Officer. › Pay all taxes and other debts incurred by the organization. › Issue receipts for all money received.
Fundraising
All fundr drai aising sing effort rts by commu munity nity an and scho hool-su suppo pport rt organ aniza izatio tions ns shal all fal all within hin feder eral al, state, te, an and District strict guideline delines an and shal all be for t the he purp rpose of support rting ing the he school ol program am or group ac activ ivity ity for which ch the organ aniz izatio tion was as form rmed ed. According ing to the he IRS, revenue enues gener nerated ted from fund-rais aising ing ac activities vities by tax ax-exem exempt pt organ aniz izatio tions ns should ld bene enefit it the organ aniza izatio tion as as a whole le, not individ idual uals. s. All members mbers of t the he organ aniza izatio tion must st receive eive an an equal al opport rtunit ity to benef nefit it from the he fundrai aisi sing ng ac activities, vities, regar ardless less of whet ether her or not a pers rson par articip cipate ted in the he fundrai aising sing ac activ ivities ities. › Before you begin any fundraising activity it is very important to establish a budget with the goals for receipts and disbursements. › Members should determine an annual budget › The designated liaison must provide the “wish list” to their Supervisor for approval prior to submitting to the Booster Organization.
Do Donation ons to Di Distri rict: ct: › Have an educational purpose consistent with District goals and objectives; › Not be connected to an existing contract, future promise, or future contract; › Not bring unreasonable or hidden costs to the District; › Place no restrictions on the school program; › Not be in conflict with policies or actions of the Board or public law; › Not require excessive expenses for the District to install, operate, and/or maintain.
Raf affl fles/B s/Bin ingo go The school district is prohibited by Texas law from sponsoring or conducting any raffle or bingo game conducted for the purpose of raising money. However, there is a state Charitable Raffle Enabling Act (and also one for bingo) that allows organizations that support schools to conduct raffles under certain conditions. A “raffle” is any activity that involves awarding a prize — any thing of value from a cake to a car — to one or more people who have purchased a ticket or promised something that has value in exchange for a chance to win a prize. A “qualified nonprofit organization,” however, may legally conduct a raffle to benefit the school district or a school program. A Booster Club can conduct a raffle if it meets all of these requirements: › it doesn’t distribute any of its money to members or officers except as reasonable reimbursement for approved expenses. › it has been in existence for at least three years with officers elected by its members. › it is not an organization that lobbies to affect legislation or take sides in elections for public office, including trustee elections. › it has obtained an exemption from federal income tax from the Internal Revenue Service.
Managing Booster Funds
Ban ank Ac Acco counts › Require two signatures on each check or withdrawal › Monthly review of bank statement by person other than treasurer or signers of checks › Bank reconciliation completed within 30 days › Annual review by an independent party (due 9/15) Ca Cash › Deposits made daily › Issue receipts for all money received › Dual Verification
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