HUNTINGTON BEACH UNION HIGH SCHOOL DISTRICT
Booster Club Handbook 2012-2013
Booster Club Resource Guide TABLE OF CONTENTS Page School Contacts ..................................................................................................................................................................... 1 Purpose and Function of Booster Organizations .................................................................................................................. 3 Quick Tips ............................................................................................................................................................................. 3 Checklist ................................................................................................................................................................................ 4 Parent Booster Club Application .......................................................................................................................................... 4 Code of Responsibility ......................................................................................................................................................... 5 Fund Raising ......................................................................................................................................................................... 6 Management of Funds .......................................................................................................................................................... 7 Specialties: Additional Services ........................................................................................................................................... 9 Uniforms ............................................................................................................................................................................... 9 Use of Facility/Calendar/Principal’s Newsletter ................................................................................................................ 10 Volunteers (VIPS) ............................................................................................................................................................... 10 Student Transportation ....................................................................................................................................................... 11 District Policy for Use of Private Vehicles ........................................................................................................................ 12 Facility Use Insurance Requirement .................................................................................................................................. 14 Application for Facility Use ............................................................................................................................................... 15 District Memo Regarding Liability Insurance ................................................................................................................... 16 Certificate of Liability Insurance ....................................................................................................................................... 17 Information about AIM Insurance ..................................................................................................................................... 18 Application for Booster Liability Insurance ...................................................................................................................... 19 Covered/Excluded Events through Aim Insurance ........................................................................................................... 21 Board Policies and Administrative Regulations ................................................................................................................ 22 Sample Bylaws ................................................................................................................................................................... 30 Sample Treasurer’r Report ................................................................................................................................................. 38 Non-profit Compliance Checklist ....................................................................................................................................... 39 Draft Letter to Boosters, Bingo, and PTSA – Re: GASB39 ............................................................................................. 40
HUNTINGTON BEACH UNION HIGH SCHOOL DISTRICT ATHLETIC PERSONNEL Edison High School 714-962-1356 www.edisonchargers.com
Fountain Valley High School 714-962-3301 www.fvhs.com
John Elliott, AP of Activities
[email protected] Ext. 4408 Kelly Prouty, Senior Secretary/Activities
[email protected] Ext. 4409 Rich Boyce, Athletic Director
[email protected] Ext. 4275
Bobbie Miller, ASB Bookkeeper/Financial Office
[email protected] Ext. 4413 Cindy Berman, Community Resource Coordinator
[email protected] Ext. 4601
Joe Fraser, AP of Activities
[email protected] Ext. 4408 Kristie Musso, Senior Secretary/Activities
[email protected] Ext. 4409 Mike Hollinden, Boys’ Athletic Director
[email protected] Ext. 4285 Dawn Lawler, Girls’ Athletic Director
[email protected] Ext. 4275 Penny Helenihi, ASB Bookkeeper/Financial Office
[email protected] Ext. 4413 Sharen Tait, Community Resource Coordinator
[email protected] Ext. 4601
Huntington Beach High School 714-536-2514 www.hboilers.com
Marina High School 714-893-6571 www.marinavikings.org
Kevin Seidel, AP of Activities
[email protected] Ext. 4408 Kathi Navarrete, Senior Secretary/Activities
[email protected] Ext. 4409 Eric Lo, Boys’ Athletic Director
[email protected] Ext. 4288 Melissa Vandenbosch, Girls’ Athletic Director
[email protected] Ext. 4144 Joyce Walder, ASB Bookkeeper/Financial Office
[email protected] Ext. 4413 Maureen Anzivino, Community Resource Coordinator
[email protected] Ext. 4601
Kevin Fairman, AP of Activities
[email protected] Ext. 4408 Kathy Busby, Senior Secretary/Activities
[email protected] Ext. 4409 Samantha Sears, Athletic Director
[email protected] Ext. 4285 Michelle Spencer, Athletic Director
[email protected] Ext. 4275 Pamela Chylinski, ASB Bookkeeper/Financial Office
[email protected] Ext. 4413 Elena Arrojo, Community Resource Coordinator
[email protected] Ext. 4601
1
HUNTINGTON BEACH UNION HIGH SCHOOL DISTRICT ATHLETIC PERSONNEL (continued)
Ocean View High School 714-848-0656 www.ovhs.info
Westminster High School 714-893-1381 www.whslions.net
John Volo, AP of Activities
[email protected] Ext. 4408 Jacqueline Amran, Senior Secretary/Activities
[email protected] Ext. 4409 Tim Walsh, Athletic Director
[email protected] Ext. 4275 Karen Carpenter, ASB Bookkeeper/Financial Office
[email protected] Ext. 4413 Nancy Steiner, Community Resource Coordinator
[email protected] Ext. 4601
Denise Pascoe, AP of Activities
[email protected] Ext. 4408 Nancy Gucciardo, Senior Secretary/Activities
[email protected] Ext. 4409 Joe Mc Guckin, Athletic Director
[email protected] Ext. 4285 Nancy Pescarolo, ASB Bookkeeper/Financial Office
[email protected] Ext. 4413 Trees Hill, Community Resource Coordinator
[email protected] Ext. 4601
2
HUNTINGTON BEACH UNION HIGH SCHOOL DISTRICT
BOOSTER ORGANIZATIONS Booster organizations are groups of volunteer parents who support the high school’s co-curricular programs. Booster groups provide both organizational and financial support, enhance communication between school personnel and the community as well as foster a collaborative relationship between parents, students and the school through parental involvement. Booster organizations are not involved in the day to day program decisions; however, Booster parents do assist the coaches and/or advisors in fulfilling the goals of the program. This handbook is a “how to” guideline to assist boosters. Booster support allows for continued success of the quality programs within the Huntington Beach Union High School District.
Quick Tips. Protocol Booster clubs, coaches/advisors work together for students. Positive communication and protocol is essential to be successful. Boosters support all students. Procedures
Attend the annual meeting at the beginning of the school year at your site. Minutes are to be taken at each meeting. Always invite school administrators to booster meetings. Keep up to date, accurate financial records. Executive officers need to meet with the school administration on a regular basis. Reminders
School administration directs the duties of school employees. Hiring of coaches, advisors and adjunct employees is done by the school district. The scheduling of contests, rules for participation, the earning of letters and all other criteria dealing with co-curricular activities are under the jurisdiction of the HBUHSD. Thank you for your support on behalf of the students of HBUHSD! 3
BOOSTER GROUP CHECKLIST A copy of the following items is to be given to the Activities Office:
Financial Statement as of 6/30 By-Laws/Constitution Budget for Coming Year Officers/Board Members Code of Responsibility Proof of Insurance (verification from Rose Multari at district Office)
PARENT/BOOSTER CLUB APPLICATION
Any parent or booster club desiring to support one or more curricular programs or activities of any district school must provide the following information to the Assistant Principal of Activities: a. b. c. d. e. f.
g.
h. i.
The name of the organization The date of application Membership quotas or qualifications The names, addresses and telephone numbers of all individuals authorized to act on behalf of the booster club A brief description of the organization’s purpose, and a copy of its constitution or bylaws A description of methods by which the club intends to raise money, approximate frequency of fund-raising events, and approximate annual gross revenues The desired use for any funds remaining at the end of the school year if the organization does not intend to continue or is not authorized to continue in the future Estimated number of students participating in your program Evidence of appropriate liability insurance coverage. Please provide the information stated above on a separate piece of paper and attach to the application prior to submitting to the Assistant Principal.
4
CODE OF RESPONSIBILITY The following is an agreement for responsible operation. The agreement is between the high school and the supporting booster club. It is understood that cooperation and open communication is the basis for the continuing successful partnership between the high school, the community and specific support groups for the benefit of students. 1. The high school booster clubs are designed to provide support for school programs. It is understood that continued support is appreciated and necessary for staff members to carry out the school’s academic and co-curricular mission. 2. As a booster club, we recognize our responsibility to know and enforce all school rules and policies at all home and sanctioned off-campus functions. These rules include the high school rules of behavior, school board policies, and district directives. Scheduling of recognition nights for groups are done through activities and need to be logged 2 weeks in advance. 3. As a booster club, we pledge our support for anti-drug programs, anti-alcohol programs, and related goals of the high school. 4. As a booster club, we recognize the authority of the staff and appointed advisors to make decisions relating to program philosophy and activities. These activities include scheduling, program organizations, student participation, finances, personnel, awards, uniforms and other areas necessary for the operation of a program. 5. Booster clubs, administration, and staff recognize the need to keep open communication throughout the year. Direct communication, beginning with the teacher/coach/advisor, is the best way to resolve issues constructively and ensure support for students. 6. Booster clubs and high school staff members recognize the necessity of modeling proper behavior regarding sportsmanship, consumption of alcohol, and use of profanity at school events. Cooperation between support booster groups and the high school staff will result in upholding the highest standards of behavior.
______________________________ Booster Club/Representative
______________________________ Administrator
______________________________ Program Coach/Advisor
______________________________ Date/School Year
5
FUND RAISING Guidelines 1.
Money-raising projects must, in general, contribute to sound educational principles and must not be in conflict with the ideals of the educational program.
2.
Money generated by boosters in activities that are planned, operated and run by parents would be considered non-ASB funds and is not kept in ASB accounts. Such activities must not use students as a source of funds. (Money generated by students in fund raising activities operated and run by coaches/advisors on or off the campus MUST be deposited into the Associated Student Body (ASB) account on campus and MUST be subject to the ASB process for release.)
3.
Boosters may donate to student ASB accounts, but student account money may not be used or transferred to booster accounts. Monies that boosters donate to the student accounts become student and coach/advisor controlled. School officials reserve the authority to make purchase decisions on all ASB expenditures.
4.
Prior approval from the administration is needed for any fund raising activity in the name of designated high school or for the use of any designated high school logos or slogans.
5.
It is recommended that booster purchases of shirts, hats, seat cushions, etc., be approved by the Assistant Principal before ordering to allow for monitoring of content, colors and competition.
6.
Assistant Principal Activities must authorize sales of items at school events (day or night).
7.
Raffles are not allowed (HBUHSD policy).
8.
The use of a school facility requires the Assistant Principal’s approval and filing of a Facility Usage Form in the Activities office.
9.
Auxiliary/Booster Organization liability insurance for the school year offers plans to cover regular meetings and basic fund raisers on and off campus. Contact the District office, 714903-7000, Ext. 4370.
6
MANAGEMENT OF FUNDS
Budgets 1.
Budgets should outline and control the entire financial program from July 1 to June 31 of each year. An estimate of revenues and expenditures averaging the two preceding years is an effective approach to formulate a budget. It is important to remain realistic in terms of the booster club's ability and willingness to work and earn revenue for a program.
2.
A copy of the budget SHOULD be forwarded to the Assistant Principal of Activities by August 30 each year. Booster budgets should be mutually agreed upon between coach/advisor, school administration and boosters and should be consistent with district employee rules and guidelines.
Finances 1.
The teacher/coach/advisor should be in constant communication with the booster organization to identify the financial needs and expenditures of the program.
2.
It is recommended that there be open communication between the booster board and the organization at-large regarding finances.
3.
It is recommended that there be in place a reliable process for disbursement of funds within the booster organization.
4.
The coach/advisor may share monthly printouts of the ASB account, distributed by the ASB Bookkeeper, with the booster organization. The booster organization may assist the coach/advisor by maintaining records of individual accounts, since such records are not kept by the ASB bookkeeper.
5.
The booster treasurer may deposit funds in the group's ASB account; expenditures from that account will be determined by the coach/advisor, communicated by the coach/advisor to the ASB bookkeeper, and approved by the ASB students.. (The coach/advisor and treasurer of the booster organization must be aware of the proper method of expending funds. It is imperative that ASB approval, through the minutes of the meetings and the purchase orders be received prior to spending of ASB funds.)
6.
Booster funds, which are to pay salaries, if approved, must be deposited in the appropriate ASB account. Said funds must be in the proper ASB account BEFORE payroll deadlines: the 10th of each month for pay the following month. An amount equaling 9% will be charged by the district to accommodate necessary employer charges.
7
Club/Organization Accounts 1. All clubs/organizations must establish an account with the Financial Office. 2. If students promote any type of fund-raising endeavor, all monies generated by said fund-raiser must be deposited in the appropriate ASB account in the Financial Office. All books, records and financial transactions will be audited by the Assistant Principal. Cash Receipts 1. All cash collected must be deposited with the Financial Office daily except when permission has been granted by the Assistant Principal for other arrangements. 2. Money received by anyone on school premises (re: entertainment, dances, athletic events) should be vouched for at the time it is received by pre-numbered tickets. 3. There should be no delay in recording or banking money in order to reconcile supporting documents. Record and bank the money received then reconcile to the amount deposited. Disbursements 1. 2. 3. 4. 5. 6.
All disbursements should be by check. No disbursements should be made from cash collections. Checks should be made out to a person, firm, or organization, and never to “cash.” Evidence supporting all expenditures should be kept on file. All disbursements should first be authorized by the organization. Each request for disbursement must be accompanied by a receipt or bill of service and/or material.
8
SPECIALTIES: ADDITIONAL SERVICES Guidelines 1.
Coaches and/or advisors may NOT earn extra pay for additional services if they are receiving stipend units specified in the Teachers' contract. If a coach or advisor is receiving stipend units per the contract, all services, skills and expertise he/she brings to the position may NOT be interpreted as specialty areas that would require extra pay. Booster organizations are not to supplement teacher/coach/advisor income.
2.
The school administration must approve any additional personnel for a co-curricular activity based upon need and recommendation of the head teacher/ coach/advisor. The school/district hires any additional coaches or program specialty people, not the booster organization. When such need is determined, pay must be given in accordance with the teachers’ contract. It can never exceed what is called for in the teacher’s contract for the head coaches or advisor position in a particular area.
3.
Booster clubs willing to provide the financial support for additional coaches/specialty people, when deemed necessary by the teacher/coach/advisor and the school, MUST deposit monies in the appropriate ASB account. The teacher/coach/advisor must contact the ASB bookkeeper, who prepares a "request for payment of salary," based on agreement between the teacher/coach/advisor, the booster organization and the administration (see Management of Funds, #6).
4.
Booster clubs may NOT contract individually for services and pay salaries directly to individuals. ALL salaries must be paid through ASB with prior administrative approval.
5.
Coaches/advisors/specialty people whose units (pay) are funded through a booster organization must follow the procedure for processing of district personnel. The District must process them BEFORE beginning work. Sufficient money must be deposited into the disbursing ASB account before the ASB Bookkeeper will prepare a request for payment for any employee whose position is booster-funded. UNIFORMS
1.
Regardless of funding sources, the style, color and look of all uniforms should be approved by the Athletic Director or the Assistant Principal before purchasing to assure consistency and appropriateness. The teacher/coach/advisor determines purchases, and all purchasing should utilize the financial office and the services of the ASB bookkeeper. (The financial office cannot assist in the resolution of problems nor protect student interests regarding purchases not processed through the school.)
9
USE OF FACILITY/CALENDAR 1.
School facilities are available for meetings. All reservations MUST be made through the secretary in the Activities office. (The cost of Food Service usually precludes the use of kitchen facilities.)
2.
Furniture, if moved, should be returned to its original position.
3.
If a high school staff member is not present, a Facility Usage form must be on file. Form is available in Activities office.
4.
A calendar reservation must be made by the coach/advisor for any type of activity (banquet, fundraiser, etc.) involving students on OR off campus. The reservation must be made with the secretary in the Activities office at least two weeks prior to the event.
5.
Off Campus banquets, special installation meetings, etc., may be held if prior approval is received by the coach/advisor from the administration. No such meeting may take place in a room where alcohol is sold. Consumption of alcohol by any person in attendance is prohibited at such events.
PRINCIPAL’S NEWSLETTER 1.
The Principal's Newsletter is published 4 to 6 times a year and is posted on the school’s website. Articles (which should be reviewed by the coach/advisor to ensure consistency with program) may be submitted to the editor for inclusion. Contact the Community Resource Coordinator (also called the VIPs Coordinator) for deadline dates.
PUBLIC ANNOUNCEMENT (PA), SCHOOL BULLETIN 1.
The teacher/coach/advisor, following school procedures, will utilize the school P.A. system and the daily Bulletin to publicize student/team/group information.
VOLUNTEERS IN PUBLIC SCHOOLS (VIPS) 1.
If requested by the teacher/coach/advisor, parents may drive school vehicles or ride the school bus (in addition to the required staff member) as long as they are registered with the VIPS Coordinator as Volunteers in Public Schools. Drivers must have a valid CA driver’s license and proper insurance.
10
STUDENT TRANSPORTATION
General Students should always use school approved transportation (listed below) to and from school functions. Transportation arrangements are made through the Assistant Principal. Parents may request to take their son/daughter home from a school function. This is permissible provided the parent notifies the appropriate teacher/staff member prior to leaving with the student. Teachers will not release any student to anyone but the student’s parent or legal guardian. School Bus Before students ride on the bus, advisors should review with them proper behavior while on the bus. Misconduct by students will not be tolerated but will result in disciplinary action. Personal Cars Students are never allowed to drive their own cars to an event when leaving from school. Students may get to a match or contest on their own if they have gone home first (night and weekend contests). Approved chaperons may drive students if all the required forms have been completed and submitted to the Assistant Principal. The forms are available from the Community Resource Coordinator. All drivers must have completed the VIPS process, Have a valid CA driver’s license and proper insurance. School Vans When a bus is not available or a small group of students need to be transported, the school vans may be reserved and driven. Reservations can be made through the school receptionist. Only district employees or VIPS are legally able to operate a school vehicle. Student Trips All student trips over 100 miles and/or overnight must have prior approval by the Assistant Principal of Activities and the School Board. The Board approval process generally takes four to six weeks. All students and parents must sign the General Standard of Conduct form in order to participate in any overnight trip. Forms are available from the Community Resource Coordinator. All field trips must have school administration approval. The ratio of chaperons to students for such trips must be 1 to 10. For shorter trips that are not overnight, the ratio may be 1 to 20. A certificated staff member or fulltime classified staff member must accompany students on trips.
11
District Policy for Use of Private Vehicles Insurance Coverage The primary layer of liability coverage is that which is on the vehicle being drive. Therefore, when authorized user is driving a district vehicle, the District’s liability coverage will be primary. When a District employee or volunteer is using a personal automobile for the school district, the liability coverage on the personal automobile is primary (pays first) and the District’s auto coverage is excess (secondary source). If a volunteer does not have a minimum of $100,000 then an individual is not allowed to drive any students for any school event. The normal California Automobile Insurance Policy covers any additional person or entity the employee or volunteer may be driving on an occasional basis. Therefore, there is no need for the district to be named as an “additional insured” on the employee or volunteer’s auto policy. Personal Automobile Use Guidelines Driver must possess: 1. Valid driver’s license 2. Minimum liability insurance as required by the State of California 3. Drivers must be adults (21 years or older). 4. Use of Personal Vehicle Form (provided by the VIPS office) must be completed and on file before a trip is taken. 5. Consent slips from parents must be on file prior to a trip. 6. Trip routes to points outside the district in excess of ten miles must be approved by the campus administrator/program director or designee. 7. The limit on the distance of transporting students in private vehicles shall be a radius of 125 miles. 8. Number of passengers (including driver) may not exceed the number of permanently attached seats. In no case can the number of passengers, including driver, exceed the number of available seat belts. 9. Use of personal vehicles where hazardous road conditions exist is prohibited (includes hazardous conditions declared by California Highway Patrol, or other agencies authorized to monitor road conditions).
12
District Insurance Any employee or authorized volunteer, while engaged in authorized activities within the scope of his/her assigned duties, is covered by District insurance for damages caused to persons or property as a result of negligence of the employee or volunteer. However, when privately owned vehicles are used on authorized school business, the driver’s personal liability insurance will go first to settle any claims. District insurance will cover the unpaid excess up to the policy limits. Collision damage to privately owned vehicles, owned by either employees or volunteers, and is not covered by District insurance.
13
14
HUNTINGTON BEACH UNION HIGH SCHOOL DISTRICT 5832 Bolsa Avenue, Huntington Beach, CA 92649 - Tel: (714) 903-70000 – Fax (714) 372-8104 APPLICATION AND AGREEMENT FOR USE OF SCHOOL FACILITIES See Rules and regulations on Reverse Side CAMPUS
DATE(S) OF USE
FACILITY REQUESTED Auditorium Cafeteria w/o Kitchen Cafeteria w/ Kitchen Classroom No. of Rms ____ Gymnasium No of Crts ____
DAY(S) OF USE
Faculty Dining Rm w/o Kitchen Faculty Dining Rm w/Kitchen Pool w/o Shower Facilities Pool w/ Shower Facilities Tennis Court No. of Crts ______
TIME OF USE
No. of Fields _____________ _____________ _____________
Baseball Field Softball Field Soccer Field Stadium Other
_____________
Special Equipment/arrangements required (Additional fee will be charged for special set-up and clean-up by school personnel)
Type of Organization (Check one)
Name of Organization______________________________________
___School Related Group (Student Club, Class, Team event, etc)
Name of Representative_____________________________________
___School Support Group (Boosters, PTA, etc.)
Title____________________________________________________
___ Non-Profit Youth Organization
Billing Address___________________________________________
Purpose of Meeting_____________________________________________________ Will Meeting be open to the Public? __ Yes __ No Expected Attendance ___________________________________________________ Will registration fee be required, admission charged, or donation accepted? __ Yes $_______ Proceeds will be used for ________________________________________________
________________________________________________________ Daytime Telephone________________________________________
__ Other__________________________
“NOTIFICATION OF TAXABILITY OF POSSESSORY INTEREST” “The right to possession of the property leased may subject the Lessee to property taxation pursuant to California revenue and taxation code section 107 and following” STATEMENT OF INFORMATION as required by Education Code 38136 The undersigned states that, to the best of his/her knowledge, the school property for use of which application is hereby made will not be used for the commission of any act intended to further any program or movement the purpose of which is to accomplish the overthrow of the Government of the United States by force, violence or other unlawful means; that the above referenced organization on whose behalf he/she is making application for use of school property, does not, to the best of his/her knowledge, advocate the overthrow of the Government of the United States or the State of California by force, violence, or other unlawful means, and that, to the best of his/her knowledge, it is not a Communist front organization required by law to be registered with the Attorney General of the United States. THIS STATEMENT IS MADE UNDER THE PENALTIES OF PERJURY. HOLD HARMLESS AND INDEMIFICATION AGREEMENT Applicant herby agrees to defend, indemnity and hold harmless the Huntington Beach Union High School District, its Board of Trustees, District Officers, Agents and Employees, individually and collectively, from and against all costs, claims, actions, and judgments arising from personal injuries, property damage or otherwise caused, that may arise from or be alleged to be caused by the applicant’s use or occupancy of District facilities, furniture, or equipment. Applicant likewise agrees to hold the above-named free and harmless from any loss, damage, liability, cost or expense that may arise through the non-availability of the facility because of necessary use of any “act of God”. Applicant further agrees to provide, prior to use, a certificate of insurance for liability coverage’s with limits as required by the District. The applicant’s policy will be endorsed naming the Huntington Beach Union High School District as additional insured. STATEMENT OF RESPONSIBILITY I hereby certify that I shall be personally responsible, on behalf of our organization, for any damage or unnecessary abuse of School Buildings, Grounds or Equipment growing out of the occupancy of said premises by our organization. We agree to abide by and enforce the Rules and Regulations of the Huntington Beach Union High School District governing the non-school use of Buildings, Grounds and Equipment as printed on the reverse side of this application.
Signature of Applicant/Representative_______________________________________________________Date________________________ SITE APPROVAL Approval is subject to the following conditions: ________________________________________________________________________________________
DISTRICT APPROVAL: No permit is valid unless signed by the Superintendent’s Designated Representative
________________________________________________________________________________________ School Personnel required:
___ Certificate of Insurance received
Open/Close Facility Set-Up Clean-Up:
Total Reg. Hrs. ____________ Total Reg. Hrs. ____________
Total O.T. Hrs.___________ Total O.T. Hrs.___________
______________________________________________________________________________ A.C. (as appropriate) Site Administrator Date
___ Payment received
$ _____________________________
____________________________________________________ Superintendent’s Designated Representative ____________________________________________________ Title Date
Distribution: White – District Office; Green – Accounts Receivable; Yellow – School Plant Supervisor; Pink – Site Administrator; Goldenrod – Applicant 15
HUNTINGTON UNION HIGH SCHOOL DISTRICT MEMO TO: FROM: DATE: RE:
Booster Presidents Rose Multari 2012-2013 Liability Insurance
It’s that time of year again when we ask our Booster clubs to purchase liability insurance and ask your assistance in passing along important information regarding Booster Club Insurance. This coverage can only be purchased directly through Association Insurance Management (AIM).* Each Booster club will need to complete an application for insurance. This may be accomplished two different ways: 1)
Complete the attached application and submit it along with your check to:
AIM P. O. Box 674051 Dallas, TX 75267-4051 2)
Complete and submit the application, as well as payment for coverage online at www.aimcompanies.com. Instructions below:
Log on to the website: www.aim-companies.com Click on the tab that says “INSURANCE PROGRAMS” From the drop down menu, select “Booster Clubs” The next screen has three drop-down boxes. Select “No” for the first box. Select “California – Keenan & Associates” for the second box. Select “No” for the third box. Select “Click here for a quote”. From the next screen, complete the Application Form. Click on the payment option. Click on “Submit” to process the application.
Should any of your Boosters need assistance at any time during this process, please feel free to contact Toni Murlless at (949) 940-1760, extension 5186 or, Melissa Magnifico at extension 5182. We will receive an updated report at the end of July 2012 to determine what Boosters still need to obtain insurance. Thank you in advance for your time and assistance. Rose Multari Risk Manager 714-903-7000 x4370
16
17
Insure Your PTO/Booster Club And Ensure the Success of Your Program! To qualify for coverage with our program, potential insured’s are defined as: “education and school related Associations operating as Parent Teacher Associations, Parent Teacher Organizations, Booster Clubs, or other foundations or approved non-profit Organizations and established to solely to support educational and school activities. In additional, to be an acceptable risk, such PTA, PTO, Booster Club, or other non-profit Foundation or Organization must: (i) be formed exclusively for educational and school related purposes within the meaning of Section 501©(3) of the Internal Revenue Code; (ii) be noncommercial, non sectarian, and non-partisan; and (iii) work directly with the applicable schools to provide quality education, promote the health and welfare of children. General Liability The General Liability policy protects you from lawsuits if someone was injured at one of your organization’s activities and held you responsible. The liability limit for a lawsuit is $1,000,000 or $2,000,000, with no deductible. The policy also provides $5,000 of medical payments if a lawsuit has not been filed. Some activities covered include skating parties, fall carnivals, bounce houses, dunking booths, fun runs, auctions, and more. Injuries resulting from transportation are not covered under this policy. Accident Medical The Accident Medical policy is designed to complement your General Liability policy. It provides medical coverage only (no coverage for a lawsuit) for injuries sustained at one of your organization’s activities. This coverage also applies to injuries specifically excluded from the general liability policy such as mechanical rides, school buses, automobiles, and watercraft. This policy includes payment for cost of medical treatment arising from accidents occurring on school buses for your sponsored field trips. The Accident Medical limits are $10,000, $25,000, and $50,000, with no deductible. Bond Insurance The Bond policy protects your money. It covers anyone who your organization trusts with the money whether it’s a President, Treasurer, board member, volunteer, or courier. If that person embezzles (run off) with your money, this policy would replace those missing funds. The bond limits are $10,000, $25,000, and $50,000, with a $250 deductible. Property Insurance The Property policy protects your raffle merchandise, auction items and fundraising supplies while it is in your possession. This policy also protects any personal property of your organization such as popcorn machines, snow cone makers, school store supplies, emergency relief supplies, and more. The policy limit is $10,000, with a $250 deductible. Officers Liability The Officers Liability policy protects the organization from lawsuits for “wrongful acts”. If someone sued the officers of your organization for mismanagement, misrepresentations, dissemination of false or misleading information, or inappropriate actions this policy would pay to defend you against those actions. This policy is also referred to as Directors and Officers Liability (D&O). The policy limit is $1,000,000, with a $1,500 deductible.
AIM offers a complete protection plan designed specifically for PTOs/Booster Clubs. All policies run annually from the day AIM receives the completed application and payment. For complete details, call 1-800-876-4044.
You may also apply for coverage with an electronic check or credit card at:
www.aim-companies.com 18
Application for PTO/Booster Insurance Please check the coverage desired and complete the bottom of the application
□ General Liability Coverage: Please check “per occurrence” limit desired □ $1 million - Cost: $175 □ $2 million - Cost: $280 □ Medical (Accident Medical) Coverage: Can only be purchased with General liability □ $10,000 - Cost: $ 115 □ $25,000 - Cost: $ 120 □ $50,000 - Cost: $125 □ Property (Business Personal Property) Coverage: $10,000 coverage - Cost: $130 □ Non-Profit Professional Liability (Officers Liability): $1,000,000 per occurrence - Cost: $55 □ Commercial Crime & Fidelity (Bond) Coverage: Please check limit desired □ $10,000 - Cost: $ 110 □ $25,000 - Cost: $130 □ $50,000 - Cost: $160 Requirements of Fidelity Bond Coverage: Coverage is voided if these requirements are not followed. 1. The PTA must conduct an annual review of the books by a Review Committee or qualified account. 2. The monthly bank statement must be reviewed and signed by someone who does not have authorization to sign checks., they need to be printed, signed and copies retained.
Total Cost: Application must be completed in full to process your Certificate of Insurance.
□
I acknowledge I can access my policy online (www.aim-companies.com)
□ □
I acknowledge that AIM may contact me by email. Have you had any claims in the last three years?
□ No
□ Yes (If yes, please explain below:)
Make Checks Payable to: AIM County
PTO Name Mailing Address City/State/Zip
Contact Phone (
School District
)
Contact Email Print Officer’s Name
Signature ***REQUIRED***
I declare that I have examined this application and to the best of my knowledge and belief, it is true, correct, and complete. If information provided is found not true & accurate coverage may be voided.
If full payment is not received, coverage will be issued in the order listed above PO Box 674051 • Dallas, TX 75267-4051 Phone: 800-876-4044 • Fax: 214-360-0802 • Email:
[email protected] www.aim-companies.com 19
2012 Keenan & Associates
20
covered events After School Programs All Night Lock-Ins Animal Rides Apple Bobbing Arts & Crafts Activities Auctions Babysitting at PTA Meetings Bake or Food Sales Balloon Artists Band Concerts Baseball Toss Beautification Projects Bike Rodeos Book Fairs Bounce Houses Bowling Broom Hockey Cake Walks Candy or Wrapping Paper Sales Carnivals (except mechanical rides) Colored Sand Painting Concession Stands
Confetti Eggs Costume Parties Cow Bingo Crossing Guards Dunk Tanks Egg Toss Enrichment Programs Face Painting Family Portraits Fashion Shows Fishing (from land) Food Sales Fortune Telling Fun Runs Gift Wrapping Golf Tournaments Grad Nights Haunted Houses Hobby Shows Ice Cream Socials Inflatable Slides Jail Auction
Line Dancing Litter Cleanup Magic Shows Moon Walks Open Houses Parades (except by vehicle) Parent Education Workshops Pee Wee Golf Performing Arts Petting Zoos Picnics Pizza Night Ring Toss Rock Climbing Walls Science Fairs Skating Rink (Roller & Skating) Spelling Bees Sumo Wrestling Swim Parties Talent Shows
excluded events Aircraft Asbestos Exposure *Bungee Jumping Dunking Tanks
*Hot Air Balloons(including Tethered Lead Exposure *Mechanical/Motorized Rides Organized Athletic Events
*Rocketry *Transportation of any kind Workers Comp Claims
*Note: While the asterisked events are excluded under the General Liability policy, you can obtain medical payment coverage under the Accident Medical policy.
AIM / ASSOCIATION INSURANCE MANAGEMENT PO BOX 742946 · DALLAS, TX 75374-2946 1-800-876-4044 · WWW.AIM-COMPANIES.COM
21
Huntington Beach Union High School District Board Policies and Administrative Regulations BP 1230 Page 1 of 1
Community Relations School-connected Organizations (includes Parent/Booster clubs)
The Governing Board recognizes that parents may wish to organize booster clubs for the purpose of supporting special programs. These programs may include athletic teams, debate teams, school musical groups, academic groups, performing groups, Graduation Night Committees and other activities that provide a source of positive involvement for students. While the Board is supportive of such activities, and welcomes the interest and participation of parents in various aspects of student life, it recognizes that such booster clubs are not functions of the school or the District, and that they act and operate independently of the school and District. Parent/guardian clubs shall be especially careful not to seek advantages for the activities they support if those advantages might be detrimental to the entire school program. In order to protect the District and students, the Superintendent or designee shall establish appropriate controls for the relationship between such organizations and the District.
Policy Adopted: 1-13-87 Revised: 5-12-98
Legal Reference: Education Code 35160 40041 40043
22
Huntington Beach Union High School District Board Policies and Administrative Regulations AR 1230 Page 1 of 3
Community Relations School-Connected Organizations (includes Parent/Booster clubs)
1.
Any parent or booster club desiring to support one or more curricular programs or activities of any District school must provide the following information to the principal: a.
The name of the organization;
b.
The date of application;
c.
Membership quotas or qualifications;
d.
The names, addresses and telephone numbers of all individuals authorized to act on behalf of the booster club;
e.
A brief description of the organization's purpose, and a copy of its constitution or bylaws;
f.
A description of methods by which the club intends to raise money, approximate frequency of fund-raising events, and approximate annual gross revenues;
g.
The desired use for any funds remaining at the end of the school year if the organization does not intend to continue or is not authorized to continue in the future;
h.
Estimated number of students participating in your program;
i.
Evidence of appropriate liability insurance coverage.
The principal should not recognize a club if its membership is limited so as to be discriminatory. The principal shall not recognize a club if its method(s) of raising money are inappropriate to the educational standards of the district. The principal shall deny recognition if the club's objectives and goals can be expected to imbalance the school's activities and programs to a harmful degree.
23
AR 1230 Page 2 of 3
2.
A club shall not be recognized, or recognition shall be withdrawn, if the club fails to provide evidence of insurance coverage.
Use of School Facilities and Involvement of Employees 1.
The use of school facilities must be in accordance with the provisions of Policy and Regulation 1330.
2.
District employees, while acting as employees, shall not be officers of the booster club.
Fund-raising, Funds Management and Donations 1.
Any program, fund-raiser or other activity sponsored by parent/guardian clubs shall be conducted according to Board Policies, Administrative Regulations and school rules.
2.
Booster funds shall in no event be commingled with student body funds.
3.
Student participation in fund-raising activities for the booster club shall be governed by provisions of Education Code 51520, which specifically limits the solicitation of contributions to or work for outside organizations during school hours.
4.
Booster clubs are responsible for obtaining required permits from the State Board of Equalization, for payment of all taxes, including sales tax, applicable to its funds.
5.
School employees shall not sign checks on behalf of parent groups or booster organizations.
6.
Items purchased for or donated to the school shall be donated to the District on behalf of the school, and accepted by the Board of Education in accordance with the District's donation policies.
7.
As independent organizations, Boosters are responsible for complying with all tax laws.
Announcement of Events and Parent/Guardian Permission Announcements and permission slips shall clearly indicate that the activity or event is sponsored by the parent/guardian organization and not by the school or District. Alcoholic Beverages No alcoholic beverage shall be served or possessed on any school campus within the District or at any school-sponsored event or school sponsored activity which District students attend.
24
AR 1230 Page 3 of 3
Support of Hiring by Booster Clubs Parent and/or booster organizations wishing to support the hiring of individuals to assist a school in a co-curricular or instructional program shall donate the funds for this purpose to the District. The District, in turn, shall determine what individuals are to be hired and the appropriate level of pay consistent with current practice and contractual commitments in accordance with District policy. No coach, instructor, assistant, or helper shall be given stipends or payment by the booster club for services performed under contract with the District. Liability Insurance Coverage Booster Clubs are required to show proof of insurance when sponsoring an event and using District facilities. Any club that is governed by separate officers/board of directors is considered to be an individual organization, and should obtain its own liability insurance. If the Club has no insurance and a claim is filed against it, officers could become personally liable and may have to utilize their own homeowner's insurance policy. Liability insurance is available through any insurance broker or through the District's liability insurance program. A copy of a certificate of insurance and/or other proof of insurance must accompany each request for recognition and proof of coverage renewal must be provided each year by October 15. Each booster organization must provide the District with an agreement to hold the District harmless from liability due to the club's actions. Right to Disassociate from Club The Superintendent or Principal may disassociate the School or District from any organization any time that he/she determines that the organization no longer functions in the best interests of the students, the school or District, or that the organization violates any rule, regulation or policy.
Regulation approved: 1/13/87 Revised: 5-12-98
25
Huntington Beach Union High School District Board Policies and Administrative Regulations AR 6153 Page 1 of 4 Instruction School-Sponsored Field Trips Students on school-sponsored trips are under the jurisdiction of the district and shall be subject to district and school rules and regulations. The Superintendent or designee shall ensure that adequate supervision is provided on all schoolsponsored field trips. (See supervision guidelines.) Parent/Guardian Permission Before a student can participate in a school-sponsored trip, the teacher shall obtain parent/guardian permission for the trip. The district shall provide an alternate educational experience for students whose parents/guardians do not wish them to participate in a trip. All persons making the field trip or excursion shall be deemed to have waived all claims against the district or the State of California for injury, accident, illness, or death occurring during or by reason of the field trip or excursion. All adults taking out-of-state field trips or excursions and all parents/guardians of students taking out-of-state field trips or excursions shall sign a statement waiving such claims. (Education Code 35330) Safety Issues While conducting a trip, the teacher, employee, or agent of the school shall have the school’s first aid kit in his/her possession or immediately available. 1.
Whenever trips are conducted in areas known to be infested with poisonous snakes, the first aid kit taken shall contain medically accepted snakebite remedies. In addition, a teacher, employee, or agent of the school who has completed a first aid course which is certified by the American Red Cross and which emphasizes the treatment of snakebites shall participate in the trip. (Education Code 32043)
2.
The district shall make available medical and/or hospital insurance for students injured while participating in any excursion or field trip. (Education Code 35331)
26
AR 6153 Page 2 of 4 School-Sponsored Field Trips (continued) 3.
If the Superintendent or designee received threat level warnings from the Homeland Security Advisor System pertaining to the destination of a school-sponsored trip, he/she shall implement precautions necessary to protect the safety of students and staff.
4.
Trips involving water activities require parent/guardian permission. Activities at private pools require a certificate of insurance, designating the district as an additional insured, for not less than $1,000,000 in liability coverage. Staff shall determine supervisory responsibilities for all chaperones.
5.
Before trips of more than one-day, the principal or designee may hold a meeting for staff, chaperones, parents/guardians, and students to discuss safety and the importance of safety-related rules for the trip.
Application for School-Sponsored Field Trip Approval 1.
The staff member responsible for the student group shall complete a “Field Trip Request” form (Form 28.01). (a) The form shall be submitted for approval to the office of the Assistant Superintendent of Educational Services no later than thirty (30) days prior to the field trip departure date. (b) Requests for trips out-of-state or multiple dates must be submitted no later than forty-five (45) days prior to the field trip departure date. (c) Requests for trips out of the country must be submitted no later than ninety (90) days prior to the field trip departure date.
2.
The form shall cite specific benefits to the students as a result of the field trip. Consideration shall be given to alternative educational experiences which will provide equivalent benefit at less cost or consumption of energy.
Authorization guidelines 1.
Relationship of field trip to total school program, including days of school missed, timing of field trip and resulting effect on the rest of the program, shall be considered.
2.
Determination shall be made that the nearest possible site for this educational experience is being visited.
27
AR 6153 Page 3 of 4 School-Sponsored Field Trips (continued) 3.
Cost of the field trip shall be within the school’s budgetary allocations. Where appropriate, Student Body Association funds and/or proceeds from student fund-raising activities shall be used in place of district monies.
4.
No student may be denied participation in any field trip because of lack of sufficient funds.
Supervision of Students on School Sponsored Field Trips 1.
The principal shall consider the advisability of including an administrator among supervising personnel. Factors to be considered shall include but not be limited to: (a) Size of student group (b) Distance (c) Nature of activities to be experienced by students (d) Situations/environment to be encountered
2.
There shall be at least one supervisor assigned to every field trip. Supervisor selection is subject to the approval of the principal or designee. The supervisor shall be an adult over the age of 25 and serves as an employee of the district.
3.
The names of all official chaperones shall be included in the pre-approval documentation submitted to the Superintendent or designee.
4.
On all overnight field trips where both female and male students are participating, there shall be at least one male and female adult chaperone providing supervision. Exceptions will be permitted only upon written waiver of this requirement by the Assistant Superintendent of Educational Services/Personnel.
5.
Overnight field trips shall require at least one adult over the age of 25 as a chaperone for every ten students. A field trip that is local and less than 100 miles from the school will require at least one adult over the age of 25 as a chaperone for every 30 students.
6.
The district encourages trip insurance as an option to be presented to students/parents when applicable.
28
AR 6153 Page 4 of 4
School-Sponsored Field Trip In-Service It is the responsibility of the site administrator in charge of field trips to review with any staff member planning a field trip these district guidelines as described in AR 6153 and the procedures for obtaining approval for field trips from the Governing Board. Prior to the field trip the staff member responsible for the student group shall review with all adult chaperons their supervisory responsibilities. Each site is responsible for conducting an in-service on field trips for new full-time employees once a year.
Regulation Approved: Revised: Revised: Revised: Revised:
1/13/87 3/10/92 4/12/99 1/15/08 1/24/12
29
30
31
32
33
34
35
36
37
38
39
HUNTINGTON BEACH UNION HIGH SCHOOL DISTRICT 5832 Bolsa Avenue • Huntington Beach, California 92649 (714) 903-7000
FAX (714) 372-8105
Board of Trustees: Bonnie Castrey Duane Dishno Susan Henry Kathleen Iverson Michael Simons Gregory S. Plutko, Ed.D., Superintendent of Schools
DRAFT LETTER TO BOOSTERS, BINGO, and PTSA – Re: GASB39 Summary of Statement No. 39; Determining Whether Certain Organizations Are Component Units ‐ an amendment of GASB Statement No. 14 Dear Treasurer, Financial Officer, etc Date All entities associated with a primary government are potential component units and should be evaluated for inclusion in the financial reporting entity. GASB Statement No. 39 amends Statement No. 14 to provide additional guidance to determine whether certain organizations for which the primary government is not financially accountable should be reported as component units based on the nature and significance of their relationship with the primary government. Generally, it requires reporting, as a component unit, an organization that raises and holds economic resources for the direct benefit of a governmental unit. Organizations that are legally separate, tax‐exempt entities and that meet all of the following criteria should be discretely presented as component units. These criteria are: 1. The economic resources received or help by the separate organization are entirely or almost entirely for the direct benefit of the primary government, its component units, or its constituents. 2. The primary government, or its component units, is entitled to, or has the ability to otherwise access, a majority of the economic resources received or held by the separate organization. 3. The economic resources received or held by an individual organization that the specific primary government, or its component units, is entitled to, or has the ability to otherwise access, are significant to that primary government. Working with our independent auditors, we have determined that organizations that raise $250,000 or more in a school year meet the criterion of being significant to the district. In order to comply with this requirement, you will need to provide my office with a statement reflecting your revenues, expenditures, and ending balance for the most recent fiscal year. In most cases this will be July 1, to June 30. Please submit this statement 90 days after the close of your fiscal year. If you have any questions, please feel free to contact me at (714) 903‐7000, extension 4310. We appreciate the many ways that your organization has supported our students in the past and hope that this requirement will not be unduly burdensome. Sincerely, Jeanette Ullrich Chief Business Official c: Principals Assistant Principals, Activities Our mission is to ensure all students learn and achieve to their maximum potential in a supportive and innovative environment that develops creative, responsible and productive individuals prepared to meet the challenges of the future. 40
