Marshwood School Department BOOSTER HANDBOOK

Marshwood School Department BOOSTER HANDBOOK

BOOSTER CLUB MANUAL TABLE OF CONTENTS Content Page(s) I. Booster Club Guidelines Pg. 3 II. Fund Raising Guidelines & Responsibilities Pg. 3-5 III. Annual Report Form (Appendix 1) Pg. 6 IV. Fundraising Proposal Form (Appendix 2) Pg. 7 V. Booster Application Form (Appendix 3) Pg. 8 VI. Sample Sport Booster Agenda / Minutes VII. MPA Code of Ethics for Secondary Schools VIII. MPA Sport Season Policy IX. Marshwood School Department Board Policies X. President Directory 2

I. BOOSTER CLUB GUIDELINES Booster Clubs in he Marshwood School Department exist for the single purpose of enhancing and enriching programs for students by providing support in the form of manpower and funds to augment the various programs offered by the School Department. M.S.A.D. #35/RSU #35 recognizes the role of booster groups and PTO s in assisting the schools in enriching the educational experience of all district students. For the purpose of this policy, a booster group is a parent and/or community group that is organized for the purpose of providing resources to support a particular sport or activity in the school or school system and to support the school in recognizing student accomplishment in athletics and activities. Only those booster groups that have been approved by the Board may use the name and or logo of M.S.A.D. #35 or its schools. The Board reserves the right to revoke the approval of any booster/pto group if it is found that the group s operations and purposes are inconsistent with Board policies. The Superintendent may make recommendations to the Board concerning the approval of groups seeking booster status. Recognition of a Booster Club by the School Department is therefore conditioned upon the Club complying with the following guidelines. Failure to comply with the Guidelines, as determined by the Director of Athletics and Student Activities, in his/her sole discretion, may result in the loss of sanctioning of the Club. In order to be approved as a booster group, a group must meet the following criteria: A. The group must be operated by adults rather than students; B. The group must provide details of the structure of the organization including its purpose and goals, the intended use of funds generated, the names of its officers and its bylaws; C. The booster president or designee must make application to the building principal for all uses of school facilities for fund raising projects, in accordance with the Board s facilities use policy and procedures (policy KF); D. Use of school facilities by the group will comply with all policies and regulations established by the Board and, as applicable, the Maine Principals Association; E. No monies collected by booster group fund raising activities will be deposited directly to student athletic/activity accounts; F. All fundraising activities must be approved in advanced by the building principal; G. No fundraising activities will be conducted within the school during school hours by the group; H. No students will be permitted to do fundraising through door-to-door solicitations in accordance with policy JJE; I. All funds raised by the group must be used to achieve the stated purposes of the group; J. The group must maintain bank, financial and tax exempt status separate from the school. The organization will provide to the appropriate administrator annually a complete set of financial records or detailed treasurer s report; K. Booster groups may not use the school s sales tax exemption for purchases or sales; L. Booster group gifts should enhance activities for both boys and girls. The Board will consider gender equity and budget implications before accepting booster group donations; M. Any booster group plan or project that would require expansion, renovation or construction of school facilities or would increase maintenance costs for facilities shall require Board approval; N. No booster group can plan to provide awards or recognition to teams or individual students; O. Booster groups will not directly pay coaches or officials, purchase equipment or pay for transportation; and P. Booster groups will not select coaches, assistant coaches or activity advisors or influence the selection of coaches, assistant coaches or activity advisors. (Policy JJIBC) II. Fundraising Guidelines & Responsibilities 1) Booster Club Financial and Recordkeeping Requirements The purpose of this policy is to set guidelines for Booster/PTO groups that fundraise for activities sponsored by M.S.A.D. #35. Only those booster groups and PTO s that have been approved by the Board may use the name or logo of MSAD 35 or its schools for fundraising purposes. In order to engage in fundraising activities, booster/pto groups in M.S.A.D. #35 must: a) Obtain a tax-exempt number for their group if the group wishes to receive tax-exempt benefits. Booster/PTO groups are not permitted to use the district s tax-exempt numbers; b) Receive prior approval from the building principal for all fundraising events/activities to be conducted, whether held on or off school grounds. The building principal may approve a sequence of fundraising events in one application. 3

c) Receive prior approval from the Board for all first-time annual fundraising activities to be conducted on or off school grounds. Once the event has been approved by the Board as an annual activity, it will require only an annual approval by the building principal; d) Submit all fundraising materials (letters to the public, flyers, etc.) to the building principal or Athletic Director (as applicable) for approval before distributing such materials; e) Receive prior approval for expenditures over $500 (for equipment or other items to benefit athletic teams) from the Athletic Director and building principal; f) Recognize that all equipment/purchases made by booster/pto organizations for programs of M.S.A.D. #35 become the property of M.S.A.D. #35; and g) Submit a financial report no later than June 30 to the building principal or Athletic Director (as applicable) who will submit to the Superintendent for inclusion in the annual financial report. Groups that do not submit reports will not be permitted to fundraise until a report is submitted. (Policy JJIBC-R) Other Yearly Information to be turned into Athletic Director: A list of officers of the group and their contact information; The name of the group s financial institution, account number(s) and authorized signatories of the account(s); Current balance in any bank account(s); Required attachments to submit with the Annual Report: A copy of the group s by-laws or description of the organization s structure; A copy of the most recent bank statement, and/or a copy of the checkbook register; A description of the group s accounting practices (including requiring more than one person responsible for counting funds received and monitoring deposits and withdrawals from bank accounts, and periodic audits); A copy of the group s budget for the school year; A list of proposed fundraising activities and estimate of funds to be raised; (Appendix 2) A list of proposed expenditures in direct support of the school and/or student team, club or sport; Minutes of all booster meetings must be forwarded to the Athletic Director; (Appendix 3) The Club recognizes that since it is an affiliated activity of the Marshwood School District, it must abide by all district policies and directives. If the Club's by-laws are in conflict with the Marshwood School District policies and/or directives then the by-laws must be adjusted accordingly and all Marshwood School Department policies/directives followed. 2) Booster Club Fundraising The head coach/advisor should be involved with all decisions that directly involve his/her team/program and must provide the AD & Booster Club a list of needs at least two months in advance for consideration of purchase. Expenditures that exceed $500, must be approved in advance by the Principal and/or Superintendent of Schools and Board of Directors of SAD 35. Booster Clubs must comply with the following purchasing requirements of the Marshwood School Department: Booster Clubs must purchase from vendors approved by the Director of Athletics and Student Activities. No order may be fulfilled until the vendor has an official purchase order in hand from SAD 35 School Department. Vendors should be instructed to send invoices directly to: Marshwood High School c/o Director of Athletics Route 236 South Berwick, Maine 03908 The accounts payable specialist will match the invoice with the purchase order and make the appropriate payment. All unpaid invoices for any fiscal year (July 1 to June 30) must be received within 30 days of the close of the year. If Booster groups would like to use the Marshwood School Department name when ordering merchandise then permission for that purchase would have to be made through the Director of Athletics and Student Activities and the purchase order system used. 4

Any invoice that does not match up to a purchase order will not be the responsibility of the Marshwood School Department to pay, but will become the responsibility of the party that placed the order. Once purchased, all items become the property of the Marshwood School Department and stored at Marshwood school facilities. From time to time boosters may need to adjust the items that are desired to be purchased for the items needed to be purchased (i.e.: game essential items vs. non-game essential items) No group, without prior approval of the Director of Athletics and Student Activities and/or the building Principal, may accept player/activity fees for any school sponsored activity or event. Community-wide sales campaigns must be coordinated through the Principal and must follow the policy of MSAD 35 to minimize simultaneous sales campaigns. Student athletes and coaches may participate in fundraising activities only during their sport season or summer months. (i.e. A student athlete involved with a fall activity may not fundraise for that specific fall sport during the winter or spring athletic seasons.) Booster organizations may not fund athlete participation in camps, practices, or other activities outside of the sports season except during the summer season dates of which are determined by the MPA. However, provided the Director of Athletics and Student Activities approves the fundraiser, parent boosters may have fundraisers outside the MPA sports season. 3) Booster Club Termination. a) Should the group disband as an organization or be de-sanctioned for failure to follow these guidelines, all money remaining in the treasury, after meeting any outstanding obligations, will be deposited into the appropriate school activity account. b) Should the group disband as an organization or be de-sanctioned for failure to follow these guidelines, all equipment remaining will be turned over to the Marshwood School Department. Miscellaneous 1. Employment and direction of coaches is the sole responsibility of the Marshwood School Department and information relating to coach employment applications, discipline and termination is confidential under Maine law. Booster Clubs have no authority to supervise coaches and no greater right than the general public to obtain information relating to employment decisions. 2. Social Media: The use of social media by boosters, as it relates to Marshwood School Department sanctioned programs, must have the prior approval of the Director of Athletics/Student Activities and/or building Principal and must meet all school board requirements related to Internet use and the SAD 35 policy. 3. The Marshwood School Department is not responsible for the business operations of the summer programs. Summer programs that operate with either Eliot or South Berwick Community Services will be subject to their guidelines. 4. Booster groups that plan to provide awards, recognition or scholarships to teams or individual students must have the approval of the Director of Athletics and Student Activities or his designee. 5. All decisions made regarding the team must have the approval of the Director of Athletics and Student Activities and the head coach/advisor. All items (i.e.: souvenirs, clothing, yearbooks, programs, etc.) that display the Marshwood School name/logo must have prior approval of the Director of Athletics and Student Activities and/or their designee. 5

Appendix 1 MARSHWOOD SCHOOL DEPARTMENT BOOSTER CLUB ANNUAL FUNDRAISING REPORT FORM This form and the attached required documents are due BY JUNE 30 th summarizing the previous school year. Name of Group: Tax ID/EIN # Report Year: President: E-mail: Tel #: Vice-President: E-mail: Tel #: Secretary: E-mail: Tel #: Treasurer: E-mail: Tel #: Person completing this report: Title: Date: Mailing address: Phone: (H) (W): (C): 1. Beginning Balance July 1, 20 : $ 2. Total Funds Received during Year: $ 3. Total Expenditures during Year: $ 4. Ending Balance June 30, 20 : $ ~Financial reports may be requested~ Name of financial institution: Account Number: Authorized signatories: Current balance: $ Insurance company: q We are requesting permission to charge a fee to students. Fee Amount/Student Purpose Please list additional names and contact information (email and/or phone) of other officers of your group: Name Phone Email Other information you feel as necessary to share: The President will be required to meet bi-annually with the Director of Athletics. Return Completed Application to the Director of Athletics and Student Activities. ~E-mail: rich.buzzell@rsu35.org; Fax: 207-384-4508~ Required attachments to the Annual Report: (a) A copy of the group s by-laws or description of the organization s structure; (b) A description of the group s accounting practices (including requiring more than one person responsible for counting funds received and monitoring deposits and withdrawals from bank accounts, and periodic audits); (c) A copy of the group s budget for the school year; (d) A list of proposed fundraising activities and estimate of funds to be raised; (Appendix 2); (e) A list of proposed expenditures in direct support of the school and/or student team, club or sport; (f) Electronic minutes of all booster meetings must be forwarded to the athletic administrator. (Appendix 3) 6

JJIBC-E1 M.S.A.D. #35 - APPLICATION FOR FUNDRAISING AT SCHOOL EVENTS Name of Organization: Contact Person: Address: Date: School: Phone: 1. Please describe the fundraising proposal in detail. 2. Please specify the location and dates of each activity. 3. Who will be involved? 4. How will this benefit students? 5. What assistance, if any might be required of the school? Please check one of the following: This fundraiser is for this year only. This fundraiser will be an annual event. (Requires Board approval) This fundraiser has been previously approved as an annual event. Principal s approval: 7

Appendix 3 JJIBC-E3 MSAD #35 BOOSTER GROUP APPLICATION FORM Name of Booster Organization: Name of Representative Completing Application: Date: r r r r r r Provide details of the structure of the organization Purpose and Goals The names of its officers Group s bylaws Group will abide by all policies and regulations established by the Board and, as applicable, the Maine Principals Association (see policy JJDC) Financial and Tax Exempt status FOR DISTRICT USE ONLY: Approval as MSAD #35 Sanctioned Booster Organization Authorized Signature Date Name (Printed) 8

Appendix 4 - SAMPLE FORM - BOOSTER CLUB MEETING AGENDA Meeting Date: Location: I. Introductions II. III. IV. Booster Club Manual A. Booster Club Guidelines B. Fund Raising Guidelines C. Role in Summer Program D. Contact Lists E. MPA Code of Ethics for Secondary Schools F. MPA Sport Season Policy 1. Booster Clubs Extension of the athletic program Specific Booster Club Responsibilities 1. Timer / Scorer 2. Public Address Fund Raising Activities 1. Simultaneous Sales Coordination 2. Calendar of Events 3. Concession Stand Responsibilities a. Multi Booster Club Use and Logistics b. Food and Beverage Purchasing V. Educational Meeting for 8 th Graders Coordinated w/ head coach 1. Handout (i.e. Booster Club Information for Parents and Summer Workout for 8 th Grade Athletes) VI. Next Steps 1. Follow up to decisions made 2. Assignment of tasks 3. Minutes for distribution 9

Appendix 4, (cont.) SPORTS BOOSTER MINUTES (SAMPLE FORM) Date & Time of Meeting: Location: Officers Present: Members Present: Summary of discussions: Treasurers Report: Income & Expenses Current Balance Fundraising events: Date of next meeting: All minutes must include, at a minimum, the above info. Please forward minutes to the AD s office promptly. Thank you. 10

BOOSTERS CLUB HOME CONTEST - POSSIBLE RESPONSIBILITIES The Varsity Head Coach will work with the Booster group and Director of Athletics and Student Activities to determine what game support may be needed at each level. Possible game job responsibilities include: A. Basketball J. Skiing, Alpine 1. Timer 1. Gate Keepers 2. Scorer K. Skiing, Nordic 3. Ticket Taker 1. Timers (2) 4. Concessions 2. Starter & Skier Alignment (3) B. Baseball 3. Scorer 1. Scorer 2. Announcer C. Cheerleading none L. Soccer D. Cross Country 1. Timer 1. Timers 2. Scorer 2. Scorers 3. Ball Boys / Girls 3. Chute Control 4. Ticket Takers E. Field Hockey M. Softball 1. Timer 1. Scorer 2. Scorer N. Tennis - none 3. Concessions F. Football 1. Timer 2. Public Address 3. Sideline Crew O. Track & Field 4. Ticket Takers 1. Event Officials (6) 5. Concessions 2. Event Assistants (6) G. Golf none 3. Timers (4) H. Ice Hockey P. Wrestling 1. Timer 1. Scorer/Timer 2. Scorer 2. Concessions 3. Public Address 3. Announcer 4. Ticker Takers I. Lacrosse 1. Scorer 2. Penalty Timer(s) 11

MPA CODE OF ETHICS FOR SECONDARY SCHOOL ACTIVITIES It is the duty of all concerned with secondary school activities programs to 1. Cultivate awareness that participation in high school activities is part of the total educational experience and as such, no one should either seek or expect academic privileges for the participants. 2. Emphasize the proper ideals of sportsmanship, ethical conduct and fair play as they relate to the lifetime impact on the participants and spectators. 3. Develop an awareness and understanding of all rules and guidelines governing competition, both in letter and intent, and to comply with them in all activities. 4. Recognize that the purpose of activities in school programs is to develop and promote the physical, mental, moral, social, and emotional well being of individual participants. 5. Avoid any practice or technique that would endanger the present or future welfare or safety of a participant. 6. Avoid practices that force or encourage students to specialize or which restrict them from participation in a variety of activities. 7. Refrain from making disparaging remarks to opponents, officials, coaches, or spectators in any aspect of school activities. 8. Vigorously encourage the development of proper health habits and discourage the use of chemicals, including alcohol and tobacco. 9. Exemplify proper self-control at all times and accept adverse decisions without public display of emotion or dissatisfaction. 10. Encourage everyone to judge the true success of the activities programs on the basis of the attitude of the participants and spectators, rather than on the basis of a win or loss. Reference: Maine Principal s Association 12

ARTICLE III MPA SPORT SEASON POLICY Introduction The MPA Sport Season Policy has been written and accepted by the membership for the following reasons: to provide a level playing field between schools, so that one set of students is not placed at a disadvantage to others with whom they compete for state championships; to create definable seasons of competition which allow students to participate in various activities without coaches feeling the need to compete with each other for athletes within their own school; to discourage specialization in the sense that students are not deprived of a variety of co-curricular experiences which the high school exploratory life stage provides; to create a corridor which protects some personal time for students between activities; to provide opportunity for families to clearly define times for vacations and other family functions; and to prevent the exploitation and burn out of participant student athletes and coaches. Section 1 MPA member schools are required to limit all participation, play, or practice in a sport by all teams and individuals to the season to which the sport is assigned. This policy applies to all team and individual interscholastic competition grades 9 through 12 during the school year only and does not apply during the summer recess. A coach, paid or volunteer, may coach a team that his/her high school aged son/daughter plays for outside the MPA assigned sport season if the son/daughter is the only student from that high school on that team. All other aspects of the sport season policy will apply. In order to provide a window of personal time similar to the time available prior to the winter and spring sports seasons, summer recess is defined as the time period between the last day of the spring sport season to August 1 or fourteen (14) days prior to the beginning of the fall sport season, whichever occurs later. This does not exclude individual students from attending camps during this two-week period of personal time as long as all other Sport Season Policy requirements are met. Individuals choosing to attend camps during this two-week period may use school protective gear or track and field implements depending on each school s policy. Schools wishing to attend a camp, etc. off campus may not leave until the Monday morning of the first day of practice. The principal of an MPA member high school may request a waiver for a spring sports season coach to continue to have contact with specific spring student athletes during the two-week period prior to the fall sport season. The request must be in writing and must be received by the Executive Director no later than July 25. The Executive Director is authorized to grant waivers only in unusual and specific instances (Example: American Legion coach). This waiver process is not intended to permit a coach to extend a summer program or to work at a camp during this two-week period. The principal may also request a waiver for a ski coach to coach his/her athletes in the New England competition that occurs just after the completion of the MPA ski season. Booster Clubs are an extension of the athletic program and, therefore, are subject to the restrictions of the Sport Season Policy. It is understood that fund raising is exempt from this restriction for boosters clubs and coaches but not for athletes. The sport seasons shall be preceded by a practice period of a minimum of two weeks and a maximum of three weeks. During the practice period, teams may participate in clinics, scrimmages, round-robins, exhibition games, and invitational events. MPA sports committees will establish dates for last countable games and play-off/tournament games. 13

Exceptions to the Sport Season Policy have been granted for teams invited to participate in MPA invitational tournaments, the Aroostook potato harvest, Deering-Portland and Cony-Gardiner football game, skiing (when weather conditions dictate delays), and a faculty/student exhibition game conducted following the sports season. Section 2 Violations of this policy will occur when MPA member schools permit a team or individuals to play or practice a sport outside the sport s season through use of high school equipment including facilities, provision of transportation by the school or a school-affiliated organization, or use of the school name for out-of-season sports activities. Additionally, activities organized for the purpose of an out-of-season practice, as defined by the Sport Season Policy, are prohibited. Coaches or advisors are prohibited from coaching or giving instructions about a sport to members of their teams individually or collectively outside the sport season for that sport. Others who may not organize or coach include, but are not limited to, school affiliated organizations and their members, school administrators, captains, and players. Exceptions to this paragraph are: (1) A (one-time) meeting for the purpose of administrative organization is permissible. (2) High school students may assist their high school coaches in providing instruction to middle level or elementary schools following the regular season for any three week period designated by the high school principal. (3) Senior athletes may work with their coach after the close of the sport season in all sports except fall cheerleading, cross country, and winter track. Coaches whose employment by a school is limited to coaching duties shall be subject to the same restrictions as regular school employees with respect to the Sport Season Policy. Traditionally, fall cheering squads in many schools have been chosen in the spring in order to allow the group to attend cheering camps during the summer; this is a violation of the Sport Season Policy. The rationale is to allow all students an opportunity to attend cheering camp to improve their skills before tryouts rather than the former, more restrictive, practice which eliminates students before such an opportunity. Section 3 The principal of MPA member schools is responsible to interpret both the meaning and intent of the Sport Season Policy for the local school and is also responsible for its enforcement. Section 4 Violations reported under this policy will be dealt with as outlined in Article IV of the MPA Bylaws. Violations of this policy may result in sanctions against the school; in no case will violations of this policy affect a student s eligibility. Section 5 Waiver of the Sport Season Policy Requests for waivers of the Sport Season Policy, except for end of summer recess, may be made to the Interscholastic Management Committee and must be written in advance of the effective time of the activity or date. A request for a waiver of the Sport Season Policy, must be made by the principal. In no case shall the waiver be for a period of time to exceed one season. (See form, page 23). Revised and Approved by the Membership, November 2002 Clarified by the Interscholastic Management Committee, January 2006 Clarified by the Interscholastic Management Committee, March 2009 and 2010 Reference: Maine Principal s Association 14

Marshwood School Department School Board Policies Relating to Booster Groups Resource Guide JJIBC RELATIONS WITH BOOSTER GROUPS, PTO s and 501C3 GROUPS JJIBC-R FUNDRAISING ACTIVITIES FINANCIAL RESPONSIBILITIES OF BOOSTER/PTO GROUPS ADMINISTRATIVE PROCEDURE KCD PUBLIC GIFTS/DONATIONS TO THE SCHOOLS 15