Knights of the Round Table

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Shona Burns
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1 Knights of the Round Table

2 This Booster Handbook was created for program support groups operating within the Soquel High Fund (SHF). It details the steps groups must take to be compliant with all legal requirements for school districts and 501(c)(3) non-profit organizations. All groups are asked to complete the checklist at the start of each school year. Please keep this publication as a reference to help find necessary information when needed. The Soquel Fund seeks to foster a cooperative environment that will maximize each group s success. The best way to create this environment is bringing together Soquel High Fund leadership and those groups operating under its umbrella. We invite groups operating under the SHF to join us at our monthly meetings. There, we look forward to answering your questions, coordinating activities, sharing ideas, and working together on problem solving. You can find our meeting schedule in the Knight Notes, the Soquel High Fund Facebook page, and on the Soquel High School (SHS) website. 2 With sincerest hopes we wish your group a successful year! We are here to help you reach your goals!

3 Checklist for Groups Operating Under the Soquel High Fund Umbrella 1. Appoint a treasurer. Provide contact information (name, phone, ) to the SHF treasurer. (See page 4 for more info) 2. Prepare and provide to SHF treasurer an annual budget that lists your beginning and ending balances, and estimated income and expenses. 3. Create a calendar of activities for the year and provide to principal s Administrative Assistant, include Fundraising event request (see page 4 for more info). 4. Read and understand the following Fundraising Guidelines (See pages 4-6) Four Ways to Donate to Soquel High School (see page 7) Communication (pages 8-14) Who to contact at school (page 9) 3 SHF Soquel High Fund ASB Associated Student Body

4 1. Group Leadership a. Each group must have a treasurer. Other roles can be defined as needed. Provide a contact list of the group s leadership. See page 17. b. The group s treasurer will manage its funds by working directly with the Soquel High Fund treasurer. 2. Budget Budgeting is extremely important for all groups to prevent overextending themselves. Be realistic in your financial plans for the year. Estimating high for expenses and estimating low for income is your safest bet. Please provide your projected budget at the start of the year to the SHF treasurer. a. For a basic budget form to help you plan your finances for the year refer to page 15 (teams) or 16 (other groups) of this packet. 3. Calendar All groups need to plan their meetings, events, & activities to incorporate into the school master calendar. a. Submit School Calendar Entry Form -- To have events placed on school calendar-30 days prior fill out the School Calendar Entry Form (found on p. 10) and submit it to the Principal's Administrative Assistant by or at the office. Allow for 10 business days for entry to appear on master calendar. b. Submit Request for Fundraising Event -- Fundraisers must be approved by the Principal. To request approval for your proposed fundraiser, there is no form. Simply send an to the Principal's Administrative Assistant with "Request for Fundraising Event" in the subject line. The body of the should contain the following: Your group's name, your proposed fundraising event, its location, date, and any other details. Please allow for 10 business days for approval. c. Submit Event Activity Request Form -- All events that take place on school grounds will require necessary permit requests from the school/district. This takes time to make the necessary verifications and receive the necessary signatures. Plan for a two week time interval. (see pages 13 & 14) 4 4. Read and Understand Fundraising Guidelines a. Impermissible Fundraising Activities -- Many activities are not permitted in school activities; This list is not exhaustive, but is included to dispel common misconceptions. Alcohol/drugs are NOT permitted in activities on school grounds. 50/50 raffles are NOT permitted. Movie nights are NOT permitted.(even those where no admission is charged.)

5 b. Accounts with Both ASB/SHF Provides Flexibility. We recommend setting up an account at both SHF and ASB for greatest flexibility. The turnaround time is often shorter with SHF, allowing faster access to funds. But all checks written out to "Soquel High School," must be processed through an ASB account, so having an account with ASB may be necessary.) To set up or manage your account through ASB, contact the SHS Finance Clerk, office can be found in main office at SHS. To set up or manage your account through SHF, see the SHF website: soquelhighfund.org, or contact the SHF Treasurer c. Process Group Funds Through ASB &/or SHF -- In order for donations and fundraisers to benefit from non-profit "501(c)(3)" status, process your group's funds either through the ASB or the SHF. Both maintain non-profit status which benefits and protects all groups on campus. Funds include but are not limited to those generated by fundraising, team attire collections (includes uniforms & casual/spirit building), collections for supplies or for awards/gifts for players. Both Associated Student Body (ASB) & SHF maintain separate accounts for each group. d. Do Not Process Group Funds Elsewhere. Group funds must be processed by the non-profits listed above, (ASB & SHF). Funds may not be processed through the personal account of a parent, staff member, or group member. e. Double Check Funds. All funds shall be counted by at least two members of your group. f. Deposits Assure that all paperwork is filled out completely. Paperwork available in school office at the SHF mailbox by the principal s office. All deposits should be made immediately -- SHF will require that your treasurer make the necessary deposits for your group at any Chase Bank (a branch is located at 41 st Ave & Clares St). Once deposit has been made, paperwork can be dropped off in the school office in the SHF Mailbox by the principal s office. Be sure to include an original bank receipt with your deposit paperwork; multiple copies can be requested from the teller when making your deposit. A check endorsement stamp can be used in the school office; ask the Assistant Principal s secretary or see the Athletic Director. 1. If your group has a large amount of cash (over $1,000) please contact the SHF treasurer prior to depositing. SHF holds multiple accounts to achieve best interest rates; you larger deposit may need to go into a separate account. g. Reimbursements/Payments Made By Check Only - Not Cash -- in order to keep reliable records, all reimbursements and payments are to be made by check. 5

6 ASB Reimbursements/Payments -- ASB forms are available at the SHS Finance Clerk. Once filled out, submit the form there as well. Allow up to two weeks for processing. SHF Reimbursements/Payments. SHF forms are available at the SHF Treasurer. Once filled out, submit the form to the SHF Mailbox in the SHS Office. Checks are issued weekly. h. Recording Outside Donations Keep records of donations both monetary and in-kind (merchandise). Providing Donors with Receipts. o If a donor who has written a check requests a receipt, let them know that their cancelled check will serve as their receipt. (After the donor's check has been deposited and processed, the donor's bank will have a record of the processed or "cancelled" check, which will be available to the donor through his/her bank). o If a donor requests a receipt for a donation of cash, a check or for any other donation, contact the SHF treasurer (for SHF accounts) or the SHS Finance Clerk (for ASB accounts). Tax Exempt Letters. If a donor requests a formal letter containing the tax exempt identification number, contact the SHF Treasurer (for SHF accounts) or the SHS Finance Clerk (for ASB accounts). Thank You Letters. We strongly encourage groups to send donors a thank you letter. Donors appreciate acknowledgment. Your courtesy and gratitude will ensure greater success for repeat donations in years to come, thus leading to greater success for all present and future groups and events. Provide List of Donations made (monetary to SHF or in-kind) following your different events to SHF Treasurer. i. Want to Pay Someone for Work? Principal's Permission First. If you want to pay someone for work, then the first thing you need to do is contact the Principal. All payments of this type must be approved by the Principal, as the Principal is familiar with the various rules and regulations. (For example, the SHF is prohibited from paying coaches, teachers and staff; they must be paid by the school or the district. However, the SHF is permitted to reimburse the school/district for such expenses.) To request permission, send an to the principal with "Payment in Lieu of Wages" in the subject line. In the body of the , provide the name of your group, the type of work you would like to pay for, what sum you propose and who you propose to pay. 6

7 IRS Forms W9 & 1099 for Payment in Lieu of Wages. All payment in lieu of wages require that you file a form W9 (or equivalent) prior to payment. At the end of the year, all payments in lieu of wages must be reported on a form 1099 to the IRS. (For details talk to the SHF Treasurer or the SHS Finance Clerk) 5. Four Ways to Donate to Soquel High School a. Cash -- Cash will be accepted and you will receive a receipt for your donation to either the ASB accounts or the SHF. b. Check Checks made out to Soquel High School need to go to ASB accounts; please be sure your group is designated in the memo section only of the check. The canceled check serves as the donor s receipt. Checks made out to the Soquel High Fund will be placed here. Please be sure your group is indicated in the memo section only of the check. The canceled check serves as the donor s receipt. c. Mail a Check Checks made out to Soquel High School need to go to ASB accounts; please be sure your group is designated in the memo section of the check. The canceled check serves as the donor s receipt. 1. Soquel High School, Attn: Finance Office/Clerk 401 Old San Jose Road Soquel, CA Checks made out to Soquel High Fund will be deposited with the SHF. Please be sure your group is indicated in the memo section of the check. The canceled check serves as the donor s receipt. 1. Soquel High Fund, Attn: Treasurer PO Box 1700 Soquel, CA d. Credit Card Go to Click on Please Donate Choose a Category/Group/Department (i.e. General Fund) Click on Donate heart or button Click Donation Amount and enter amount Click Update Total Scroll down to the login box and type your and password, then click on Login If you any reason you would like to send a message with your donation, on this screen there is a blue line that says Special 7

8 Instructions to Seller click on those words and a box will open for you to add your message Finally, Click on Donate button. A receipt will be ed to you. 6. Communication To ensure the success of events hosted by your group, we suggest quality communication via various avenues. Suggested Means of Communication: Knight Notes see contact list for contact info SHS Morning Announcements announcements should go to the Assistant Principal s secretary by 1:00pm the school day before the announcement is to be read or published. Announcements are made daily. SHS Daily Bulletin whatever is announced is posted on the website daily. SHS Website announcements should go to webmaster@soquelhs.net SHS Marquees - contact the Asst. Principal s secretary o One at Old San Jose Road (static) o One at the top of the circle on campus (digital) Banners Flyers (can also be posted on website upon approval) contact SHS webmaster Newspapers (it will be your responsibility to contact local newspapers; the school will not do this for you). See page for a list of contact information Create a Facebook page (many groups have had success with this means of communication, especially when trying to communicate with the students) 8

9 7. For further questions beyond what is addressed here or at the Knights of the Round Table meetings please contact: Contact information can be found on the SHS website. or (831) Principal, Ken Lawrence-Emanuel, ext. 123 Asst. Principal, Craig Miller, ext. 126 o Student Services, Security, Safety, Discipline, Activities Asst. Principal, Gail Atlansky, ext. 125 o Counseling Admin to Principal, Viyada Weng, ext. 124 o Calendar - Please utilize form in packet or on school website Admin to Asst. Principal Miller, Cheryl Walton, ext. 129 o General Information or Direction to the right person o SHF check endorsement stamp o Morning announcements and Daily Bulletin o Placement on marquees Athletic Director, Stu Walters, ext. 115 o Athletic questions & issues o SHF check endorsement stamp Knight Notes Editor Linda Fridy lindafridy@sbcglobal.net But in your subject KNIGHT NOTES..... SHS Webmaster webmaster@soquelhs.net Contact person for SHS ASB accounting Beatrice Lambert, SHS Finance Clerk blambert@sccs.net ext. 127 Soquel High Fund Webmaster Janet Edwards bsjedwards@aol.com Soquel High Fund Treasurer Janet Edwards bsjedwards@aol.com Contact Listing Only

10 School Calendar Submission Form (One month notice required prior to event) Date Event Time to Address More Details Revenue Potential 10 Target Audience/Participants Contact Person: Contact Phone: Contact Submit form to Viyada Weng or in the school office Check calendar on school website prior to submitting your dates, if you notice an event already in place at the same time you are wanting, either re-schedule your event or contact the other group event lead to confirm his/her okay for a second event on the same day/time. Please include communication that states double booking okay with all groups. This is done to insure success for all groups and not put our students/families in a position to choose between events. If your submission is not on the calendar after 10 business days, contact Viyada Weng.

11 MEDIA DISTRIBUTION LIST Updated July 2011 MAJOR NEWSPAPERS Santa Cruz Sentinel to find specific reporter or Fax or San Jose Mercury News Do not have remote office. Part of Sentinel media group. use -- Register-Pajaronian 100 Westridge Drive Watsonville, CA Fax Good Times P.O. Box Pacific Ave #301 Santa Cruz, CA Fax OTHER PAPERS Aptos/Capitola and Scotts Valley Times 9601 Soquel Drive Aptos, CA Mid-County Post 831 Bay Avenue, Suite 1C Capitola, Ca Fax SV Banner/Valley Press 5215 Scotts Valley Drive, Suite S Scotts Valley, CA Fax pbeditor@pressbanner.com Cabrillo College Voice 6500 Soquel Drive Aptos, CA Fax Metro Santa Cruz 115 Cooper Street Santa Cruz, CA calendar@santa-cruz.com Fax City on a Hill (UCSC) UCSC 1156 High St, Press Center Santa Cruz, CA Fax

12 Growing Up in Santa Cruz P.O. Box 3505 Santa Cruz, CA Fax Patch.com -- Capitola/Soquel Patch.com -- Santa Cruz KCBA (channel 35) Santa Cruz Fax KION (channel 46) Santa Cruz Fax KRUZ AT&T Broadband Fax TELEVISION ADDRESSES Community TV Santa Cruz Santa Cruz Fax KSBW (channel 8) Salinas Phil Gomez Cell or Phil's FAX KNTV (channel 11) San Jose Rarely covers Santa Cruz unless it s something big! Fax KSMS (channel 67) Spanish - Monterey Fax newstips@kionrightnow.com RADIO - Santa Cruz Area KPIG FM 1110 Main St., Suite 16 Watsonville, CA Fax frank@kpig.com hogline: messages left at this number may be played on air KSCO 1080 AM and 1340 AM 2300 Portola Drive Santa Cruz, CA rosie@ksco.com Fax KZSC - UCSC 88.1 UCSC Santa Cruz, CA On Air Fax Office KUSP th Avenue, Santa Cruz, CA PSA@Kusp.org 12

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GROUP, CLUB and PARENT ORGANIZATION. Guidelines

GROUP, CLUB and PARENT ORGANIZATION Guidelines 1. INTRODUCTION... 2 1.1. PURPOSE OF DOCUMENT... 2 1.2. RECOMMENDATIONS... 2 1.3. DISCLAIMER STATEMENT... 2 2. GENERAL STATEMENTS... 3 2.1. GROUP SUPPORT...