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Booster Club Guidelines 2017-18 Lucas Janda Chief Financial Officer lucas.janda@leanderisd.org Clint Pruett Director of Purchasing clint.pruett@leanderisd.org Jody Hormann Athletic Director jody.hormann@leanderisd.org Jonathan Lamb Assistant Athletic Director jonathan.lamb@leanderisd.org Peter Warshaw Fine Arts Director peter.warshaw@leanderisd.org Laura Weiss SCR - Marketing Specialist laura.weiss@leanderisd.org Becky Burt Activity Fund Accountant/Finance Trainer becky.burt@leanderisd.org
Booster Club Information on Website www.leanderisd.org www.leanderisd.org Ø Community Ø Booster Clubs
Role of Booster Club Booster clubs shall organize and function in a way consistent with the District s philosophy and objectives, within adopted Board policies, and in accordance with UIL regulations as applicable. The vision of each booster club is set by the director, sponsor, or head coach and should reflect LISD s 10 Ethical Principles.
Registration with District Each booster organization must register with Leander ISD A copy of the bylaws, a copy of 501(c)(3) IRS determination letter, and Texas sales tax permit must be turned in with registration paperwork. Registration paperwork and BC Information sheets can be found in the resource section and should be turned in to campus admin assistants or bookkeepers.
Bylaws Bylaws: provide rules for how your organization operates Detail the rules of membership Address the fiscal year (Discretion of BC) Describe the organization s structure State the method used to elect / unelect officers Must state the official Booster Club name (cannot use LISD in the name but must be identified as a Booster Club, can use the school name) Sample bylaws are included in the booster guidelines
Meetings The sponsor or campus administrator (or designee) must be invited to meetings. All actions of the booster club board are to be recorded in the meeting minutes. Any action taken at the meeting is to be documented in the minutes and is subject to review and possible revocation by the sponsor/coach or principal.
Finance Obtain an Employer Identification Number (EIN) Obtain a 501 (c)(3) for tax exempt purposes Parent Booster USA may file a 501(c)(3) for the club A 501(c)(3) will not expire but can be revoked if proper paperwork is not submitted to the IRS on a yearly basis ( ex. Filing 990) File a 990 (income tax report for each 501(c)(3) File at the end of your BC s fiscal year File a 1099 when needed (over $600 payment) Over $600 means a payment to a vendor or individual for services rendered (not supplies). Payments totaling $600 for the calendar year. Allowed 2 tax free days a year (per 501(c)(3) entity) Invest in insurance (Error and Omissions Insurance) Booster funds may be used to purchase the insurance LISD cannot pay for club insurance, nor can a BC be covered under LISD s insurance Conduct an annual audit (could be previous years treasurer or a treasurer from another booster club). Submit end of year financial statements to the campus bookkeeper or admin assistant. They will forward the information to District.
Sales Tax Any organization that has obtained taxexempt status may purchase items tax free. Items sold as personal property (examplesweaters, t-shirts, school supplies), you must charge sales tax (8.25%) Each 501(c)(3) qualifying group/organization is allowed two tax-free sale days per calendar year. State of Texas also offers a tax-free weekend in August each year. Sales Tax does NOT apply to food sales.
Other Compliance Purchases by Club Sales tax permit sales tax exemption applies to purchase, lease or rent of taxable items that are necessary to organization s exempt functions, but NOT sales. Provide exemption certificate at time of purchase Cannot use tax-free items for personal benefit Items which become the personal property of individuals are not exempt from tax Sales by Club Must obtain state sales tax permit to collect and remit sales tax on taxable sales Two tax free sales per year qualifying organizations only - 501(c)(3) If resale of items, provide re-sale tax exemption form to vendor at time of purchase
End of Year Financials Financial report (samples in resource section) 990 Updated contact information Copy of bylaws if any changes have been made (please send updated bylaws to campus bookkeeper or administrative assistant as they are updated)
Fundraising Fundraising Request Forms submitted to the campus administrator at least 10 days before launching any fundraising activities. Annual sponsorship packages raise funds. Thus, they are FUNDRAISERS and must be reviewed as well. Submit annual sponsorship packages for review at least 10 days prior to public distribution. Not allowed - violates IRS provisions: Individual accounts Required participation in fundraising Required sales quotas
Fundraising Activities must benefit the group as a whole instead of benefiting individual members of a group Cannot use individual accounts to benefit only certain individuals with revenues raised Cannot require a person to participate in fundraising. Can have certain criteria met for member to receive benefit attendance at meetings, events, etc. but not fundraising Benefits reduction must not affect student;; only parent member no voting rights, no eligibility for officer election Cannot require that a certain amount be raised or sold per person
Fundraising When submitting your Fundraising Request Form, include any and all third-party vendors that may be or are involved with the event, including the use of food truck vendors or outside third-party fundraising companies. Ø Additional approval and or scheduling may be required when third-party vendors are involved in a fundraiser, including applicable third-party vendor facility rentals. Please submit your permission request as early as possible when third-party vendors are involved to avoid delays! (This includes dance studios, outside sports clubs, etc.) If you are using a crowd funding site, such as GoFundMe, this is considered a fundraiser and a fundraising request must be submitted at least 10 days prior to the start of the fundraiser.
Donations Any expenditure for direct operating expenses;; example-furniture, uniforms, equipment, etc;; may be submitted to the Financial Services Department with the proper forms along with a check from the booster club made payable to Leander ISD. Your booster may make a flat dollar donation to a LISD program. You would not need receipts for what the program spent the funds on. Your check would just be donation to the District.
Facilities Use School sponsor should make arrangements to use school facilities (Facilities Rental Department, Campus School Dude, Fine Arts Office) Provide copy of 501(c)(3) determination letter. Building use may result in fees charged to booster club (custodian, facility manager)
Scholarships Must be UIL compliant May only be awarded to seniors Cannot be need based May not be awarded or announced until student has exhausted all remaining UIL eligibility Sponsor may not be involved in selection process Identifying information must be removed/edited from the applications Checks are written to the university (not student), after receipt/invoice provided Consult Principal for approval
Advertising District has oversight and final approval of all advertising at its facilities. Booster Clubs should not agree to any form of advertising at district facilities. This includes in-kind offers for banner advertising, flyer distribution, etc. Revenue sharing opportunities are available. Contact School Community Relations (SCR) for more information. Only approved booster clubs are eligible for revenue share.
Flyers, Posters and Marketing Flyers from boosters may be submitted for approval via email at communityflyers@leanderisd.org Boosters can not drop off flyers to be passed out on campuses. Front office determines whether or not a flyer/poster can be posted in a campus hallway. Boosters must submit their approved fundraising request form with their eflyer. Disclaimers must be visible! There is NO FEE for boosters to use Peachjar! Upon approval, eflyers will be distributed to parent emails and posted on campus Peachjar pages. For full details visit: http://www.leanderisd.org/default.aspx?name=com.peachjar
Booster Club Websites Each booster club s website must clearly state that it is a BOOSTER CLUB website in the heading. Ø Ex. Vista Ridge Volleyball Booster Club Each booster club s website must have a disclaimer at the bottom of all webpages affiliated with that website (including the homepage and all related pages). Ø Statement like the following: This website is maintained by the Vista Ridge High School Athletic Booster Club and is not a part of Vista Ridge High School or the Leander Independent School District. Neither Vista Ridge High School nor Leander ISD is responsible for the content of this web site or the content of links external to this website.
Booster Club Websites Booster club websites must provide a list of current officers and how to contact the booster club. i.e. email link or contact phone number Advertising on booster websites should adhere to the District s Board Policy on Advertising where applicable (in particular the Standards of Approval) and can be found in full detail at http://pol.tasb.org/policy/download/1248?filena me=gkb%28local%29.pdf.
Booster Club Websites Booster club websites shall not function as district (nor classroom) sponsored websites. Booster should follow up with their sponsor to make a clear direction on their classroom page that states to go to the booster club website: (link here). Examples: Click here to take you to the Booster Club Website Get more information at the Booster Club Website Not all web hosts are accessible from LISD computers for Internet security reasons. Booster websites can be categorized as entertainment and unavailable through the LISD server.
District Trademarking and Licensing The district has entered into a trademarking and licensing agreement regarding the use of its high school names, logos, and other identifying marks. The Licensing Program helps protect our booster clubs from trademark infringement and from unlicensed competitors (like 3 rd party advertising vendors!). When a Licensing Program is implemented, groups typically see their sales and their profits increase as demand for officially licensed school merchandise increases and the number of licensed vendors is limited.
District Trademarking and Licensing New Vendor COMING SOON! Ø LRG Prep (aka NFHS Licensing) The program will require that all items sold by any non-district entity must include a hangtag/sticker that identifies the item as legitimate and an authorized user of LISD s marks. (*This includes online stores that provide merchandising options for spirit wear items.)
Commercial Production Requests District Administration has approved steps to consider Commercial Production Requests. Ø Ex: Paramount Studios wants to use a stadium for a film shoot. Ø Ex: UT students want to use a school stage to shoot a commercial or video. Ø Ex: Coaching staff are approached to recruit players for a mock game in a movie. Please refer ALL REQUESTS to School/Community Relations for more information on this opportunity.
Volunteers All volunteers are required to renew their volunteer application each year. Visit the LISD website for additional information. All volunteers must be approved prior to volunteering with our students or working in our facilities. Concession workers, spirit wear workers, game day meal delivery, etc. must be an approved volunteer. Campus volunteer coordinators should be able to let you know if your members have completed their paperwork and been approved.
Volunteers LISD employees are not allowed to hold any LISD school PTA/booster club officer position that has a financial capacity. Financial capacity shall include President, Vice President, Treasurer, fundraising chair, and any other Booster member that serves on a Financial Review Committee, acts as a check signer for the club, or any other function that involves the receipt and distribution of money. Employee is defined as EVERY person employed by LISD (e.g. crossing guards, teachers, cafeteria workers, transportation, faculty and staff. With roles clearly defined, staff can collect money as part of a PTA/Booster Club event (i.e., ticket taking, snack bar). Substitute teachers can hold an officer position with financial capacity, but are required to disclosed this in writing to the HR/Substitute office.
Volunteers Updates to the Volunteer Program will be announced at the beginning of the 2017-2018 school year.
Contracts Booster Clubs may not sign any contracts on behalf of LISD. Consult Athletics or SCR if you are considering using an outside source to generate sponsors for your program. Ex. Spirit Wear or Poster sponsors Contracts must be in the name of the Booster organization. Ex. Rouse High School Tennis Booster Club
Contracted Services Booster Clubs may not contract with or hire a worker who is related to the LISD program director or Assistant Director. No payments to LISD Employees for services Can pay travel expenses, but must furnish a 1099 to the employee for tax purposes Guidelines for fine arts programs See section of guidelines starting on page 43
Resources Booster Club Checklist Example bylaws District Board Policy GE (Local) LISD Booster Club Registration and Approval Form LISD Booster Club Information Sheet LISD PTA/Booster Fundraising Permission Request Example: Financial Reports Booster Officer Acceptance Form Booster Club Contractor Acknowledgement Form Contact List Comment Sheet
Questions & Feedback Clint Pruett: General Questions Jody Hormann: Athletic Questions Peter Warshaw: Fine Arts Questions Becky Burt: LISD required paperwork Helene O Neal: Auditing Laura Weiss: Eflyer Submissions, Advertising/Marketing, Trademark & Licensing