SCHOOL-SUPPORT/BOOSTER CLUB ADMINISTRATIVE REGULATIONS AGREEMENT Palacios ISD encourages the participation of parents and community organizations in the educational process and believes that school support groups (“booster clubs”) can be an integral part of the learning environment. In order to work together for the ultimate benefit of students, we have developed the following administrative regulations and procedures with which all booster clubs must comply.

 

1.

The University Interscholastic League (UIL) has designated a District’s Superintendent to be responsible for developing a local structure under the UIL system that booster clubs must follow. If a booster club supports UIL activities, it must follow set UIL rules and guidelines in conjunction with district guidelines and expectations. Any booster clubs not subject to UIL rules must still follow guidelines and expectations set forth by the District.

2.

Booster clubs will be assigned a program representative by the Superintendent who will serve as the advisor for the booster club.

3.

Each booster club is considered a separate and distinct legal entity, independent of the District and its schools; therefore, the District is not responsible nor liable for any legal, financial, or contractual matters of a booster club.

4.

No booster club supporting the Palacios Independent School District is allowed to use the District’s Tax-Exempt Status (Including Tax Identification Number) for making any purchases or financial transactions.

5.

Booster clubs may obtain federal non-profit status as a charitable organization from the U.S. Internal Revenue Service. If the booster club has filed a certificate of formation with the Texas Secretary of State as a non-profit corporation, state law also applies. Refer to the Texas Secretary of State’s website and the IRS website to seek a designation as a tax-exempt, non-profit organization.

6.

Board Policy GE (LOCAL) requires booster clubs to adhere to school board policies. These include the need for parents and other outside groups to obtain approval prior to purchasing equipment for the schools. As such, Booster clubs must obtain the Superintendent’s approval prior to initiating projects or raising funds through the booster club’s advisor in order to secure the Superintendent’s approval.

7.

Booster clubs may raise money or obtain necessary equipment to support extracurricular activities in many ways, such as by collecting dues, soliciting donations or business sponsorships, selling tickets to carnivals or other events, and hosting auctions, bake sales, or car washes. Under the State Charitable Raffle Enabling Act, only a “qualified nonprofit organization” may conduct raffles to benefit a district or a specific school. A booster club must therefore meet the requirements of the Act in order to qualify to hold raffles.

8.

No booster club, organization or individual is allowed to use the District or school’s name, logo or any likeness to solicit funds without the express written consent of the Superintendent or designee.

9.

Booster clubs can impact the District’s compliance with Title IX. Funds from a private source, such as a booster club, will be considered when determining Title IX compliance.

10.

Although no law specifically prohibits a board member from serving as a booster club officer, this is not a recommended practice. If an issue comes to the Board of trustees to decide, the conflicted board member will abstain from voting in the issue.

11.

Any employee considering service as a booster club officer should be aware of potential conflict of interest. Board policy DBD (LOCAL) requires an employee to notify of any personal obligation or relationship that in any way creates a potential conflict of interest with the employee. Look up http://palaciosisd.org/conflict-form/ to find DBD Exhibit and submit to Superintendent’s Office.

12.

Each booster club must adopt Bylaws which allow for the election of officers and operational procedures which should be reviewed annually.

13.

Each booster club must establish a leadership structure to include an executive board comprised of an elected President, Treasurer and Secretary at minimum.

14.

Minutes of each meeting must be taken at every meeting and maintained by the Executive Board.

15.

It is recommended that an ad hoc committee or a group of booster club members (who are not members of the Executive Board) review the club’s financial records at lest annually.

16.

Booster Clubs must present a summary of all fund raisers and expenditures carried out by the Booster Club to the PISD Board of Trustees at the end of the school year.

17.

Each booster club must establish and maintain a written set of accounting procedures.

18.

In the event a treasurer resigns or leaves office for any reason, the booster club’s financial records must be reviewed and a written report must be issued to all members.

19.

Any members who are expected to have contact with students must undergo an annual criminal background check by the District.

20.

Rules for athletics are different than the rules for academics and music booster clubs. Please refer to UIL Booster Guidelines for further guidance.

 

I acknowledge that I have read, understand and will adhere to the administrative regulations as established herein.

Booster Club President

Date

 

Palacios ISD School Support /Booster Club Checklist All of the following must be submitted annually to the Superintendent prior to receiving approval to operate as a Palacios ISD school-support/booster organization: 1. Current slate of officers – including names, addresses, phone numbers and email addresses. 2. An annual budget identifying all planned fundraising activities and projected receipts and expenditures. 3. Palacios ISD Booster Club Administrative Regulations Agreement signed annually (or at any other time as requested by the Superintendent or designee) by the booster club President or designee following approval by the members of the booster club consistent with its Bylaws.

 

4. Agreement and consent to provide criminal background checks for all officers and volunteers who expect to have contact with students or be on school property. I verify that the above information is current and maintained on file with the Superintendent or will be filed as required.

Booster Club President

Date

 

Palacios ISD Booster Club Registration and Approval Form To:

Location: (Superintendent)

(School or Department)

Name of proposed Organization: Purpose of Organization: Mailing Address of Organization: Student Group / Program to be supported: Requestor’s Name and Contact information: Administrator/Faculty Advisor for Organization: (to be assigned by the Superintendent)

I verify and agree with the following statements: 1. I have spoken with the administrator who will serve as advisor and have received their permission to submit this registration form. 2. I have read the Booster Club Administrative Regulations and agree to abide by the rules and guidelines contained therein. 3. I have attached all information requested in the School-support/Booster Organization Checklist. 4. Consent to provide criminal background checks for all officers and volunteers who expect to have contact with students or be on school property. 5. I understand that noncompliance with any District policy or administrative regulation, as determined by the Superintendent or designee, may result in the termination of any affiliation with the District. Submitted by: Booster Club President (designee)

Date

FOR DISTRICT USE ONLY I (Superintendent/designee) have reviewed this Booster Club Registration and Approval Form and additional documentation as submitted and hereby approve or disapprove this organization for service as a booster club with Palacios ISD. If approved, this registration is effective for the school year beginning and shall remain in effect as long as the organization remains in existence and meets the requirements of Palacios ISD policies and administrative regulations.

 

Palacios ISD Booster Club Annual Report and Approval Form To:

Location: (Superintendent)

(School or Department)

Name of Organization: Mailing Address of Organization: President’s Name and Contact information: All of the following must be submitted to the Superintendent or designee in order to be renewed or approved on an annual basis: 1. Names and contact information, including addresses, phone numbers and email addresses, for current Officers. 2. An annual budget identifying all planned fundraising activities and projected receipts and expenditures. 3. Signed agreement to the current School-Support/Booster Organization Administrative Regulations and agreement to abide by the rules and guidelines contained therein. 4. Agreement and consent to provide criminal background checks for all officers and volunteers who expect to have contact with students or be on school property. Submitted by: Booster Club President (designee)

Date

FOR DISTRICT USE ONLY I (Superintendent/designee) have reviewed this Booster Club Annual Report and additional documentation as submitted and hereby approve or this organization for service as a booster club with Palacios ISD for the year.

SCHOOL-SUPPORT/BOOSTER CLUB FUND RAISER REQUEST FORM General Information: Club: Fund raiser information: Title: What type of merchandise or service will be sold or provided?

Fund raiser will be conducted from

to

Funds generated will be used for:

Sponsor

Date

Principal

Date

Superintendent Authorization: ( ) Approved ( ) Denied Superintendent

Date

**Complete and submit a Facility Request Form if you need to use any district facility**

School-Support/Booster Club Officer and Members Background Check Form Name Address

OFFICE USE ONLY: CHC Date Administrator Approval Date