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BOOSTER CLUB GUIDELINES A non-profit public benefit corporation |
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BOOSTER CLUB GUIDELINES A non-profit public benefit corporation |
A. A slate of elected officers
1) Minimum of President, Secretary and Treasurer
2) All officers must be current members of P.A.T.S. and cannot be an employee of the Kern High School District.
3) The term of office for all officers will be from June 1st through May 31st.
4) Officers will be nominated in April, elected in May, and take office in June.
5) Officers are expected to attend each meeting.
B. A schedule showing the club meetings
1) Must meet once a month during the school year.
a. Required August through June.
b. No group is allowed to "go dark" during the school months.
c. Additional meetings can be scheduled during the summer months (June and July) if all members of the Booster group are dutifully notified ahead of time.
d. Meetings are to be held on campus.
e. A school administrator will be assigned to each Booster group.
f. A member from the PATS Board may attend the monthly meeting.
2) Minutes must be taken.
a. Minutes must be taken for all meetings.
b. Copies of minutes must be submitted electronically within seven (7) Calendar days to the P.A.T.S. Board, preferably by e-mail to the Vice President and Secretary, but if not, a hard copy is to be placed in the P.A.T.S. Board incoming mailbox.
c. Minutes must reflect who was in attendance (members and guests).
3) Minutes are to recount any issues (in specific and sufficient detail) that were discussed and/or voted upon and the outcome (approved or vetoed). Sufficient documentation of discussions in a support of expenditures (budgeted or not) will be captured in the minutes. NOTE: Only current P.A.T.S. members are entitled and able to vote.
C. A proposed budget for the academic year.
1) Include anticipated fundraisers by name, indicating income and associated expenses.
2) Must be submitted to the P.A.T.S. Vice President and Treasurer by the May meeting (spring sports by the August meeting).
3) All expense line item spending categories must be detailed. (Expenses of a non-acceptable detail are, for example, coaches expenses, miscellaneous, other, or requests. No discretionary spending categories.)
D. General meeting attendance
1) Each Booster Club must send an elected officer to every General P.A.T.S. meeting, with sufficient knowledge to discuss and review the deposits, expenses and status of the club's fundraising events.
E. Request Form
1) Must be turned into P.A.T.S. Board incoming box no less than thirty (30) calendar days prior to/before the event date.
2) The Executive Board shall review all event requests received, for the purpose of approving or denying the activity, and report their decision to the Booster Club and the general membership.
3) The original form needs to be returned with the event summary within 14 days of the event.
F. Request for Checks
1) All items being paid for must be listed in the approved budget. When new items are voted upon in a meeting (as recorded in the minutes), such as previously unplanned items, an overage, etc., a copy of the minutes reflecting this must be submitted to the P.A.T.S. Vice President/Treasurer.
2) Request an invoice from the vendor. Submit the invoice with the check request. All invoices from vendors and/or receipts for goods or services must be attached to the check request.
3) All travel and hotel arrangements for any teams or student groups must be arranged through teh ASB office (see attached form). The Booster group may then submit a check request for reimbursement.
4) To ensure adherence to Liberty High School financial, purchasing, logo and other standards, all items requested by school personnel or items to be retained as school property (including, but not limited to, equipment, uniforms, and capital improvements).
5) P.A.T.S. Vice President/Treasurer must receive the check request by 12:00 p.m. on Friday.
6) Checks shall be signed and available in your group's folder that Wednesday.
7) All check requests must be properly supported b y an original invoice, purchase order, or receipt. No statements will be accepted.
8) The check request is signed by two (2) Booster Club officers, preferably the Treasurer and President, in non-black ink (e.g. blue or red).
9) Sufficient funds must be available in t he Booster Club's account to cover the check amount before a check will be issued.
10) The Booster Club Treasurer will retain a copy of all check requests for their club.
11) The Booster Club Treasurer is responsible for arranging pick up of checks from the P.A.T.S. outgoing mailbox, and for mailing or distributing signed checks to the vendor for their Booster Club.
12) If you would like us to mail the check to the vendor, please include an addressed, stamped envelope along with your check request.
G. Deposits
1) Within one (1) work day, all cash that is collected for any fundraiser must be deposited directly into Liberty P.A.T.S. Booster Club Account No. 021083755.
2) Deposits can be made at any San Joaquin Bank. Our account is held at the San Joaquin Bank on California Ave.
3) The original copy of all deposits receipts must be placed in the incoming P.A.T.S. box for the P.A.T.S. Vice President/Treasurer within five business days of deposit. A duplicate copy of the deposit slip must be requested at the time of the deposit. The duplicate copy of the deposit slip shall be retained by the Booster Club Treasurer (see sample).
4) Booster Club Account No. 021083755 must be endorsed on the back of each and every check. Each group should have their own endorsement stamp from the bank.
5) All checks deposited must indicate the name of the Booster group on the lower left-hand corner (memo line) of the check.
6) The deposit receipt submitted to the P.A.T.S. Treasurer must indicate the Booster Club it is for, and the budget category that it goes to.
H. Petty Cash seed money (procedures and reconciliation)
1) No cash advances will be made for purchase of goods or services. Cash advances will be authorized for use in cash drawers only.
2) The total petty cash amount issued must be turned back in to LHS within 24 hours of the event completion.
3) A cash reconciliation form must be utilized for each day event and appropriately signed by two (2) current Booster Club members.
4) For events with a duration greater than one day, the petty cash "seed" money may be retained and brought forward for the next day. However, all income generated for each day is to be reconciled and deposited within 24 hours.
5) The petty cash amount that has been brought forward over to the next event day is to be included in the final deposit.
I. Finalizing fundraising event summary (turning in accounting records)
1) Each fundraiser/activity is allowed a thirty (30) day window in which to close out (finalize) the event.
2) All expenses and income from the event must be identified in a formal accounting within these thirty (30) calendar days. All outstanding items should be identified and annotated as such.
3) At the end of the thirty (30) day period, the following items must be turned in to the P.A.T.S. Treasurer:
a. Copy of the completed Event Request Form.
b. Copies of all invoices.
c. A summary of individual receipts.
d. A final accounting of all deposits.
e. A list of all donations secured and the donors.
f. A list of any outstanding debts/expenses to be reimbursed.
g. A summary of the outcome of your event detailing positive or negative affect. What can be done better next time?
J. Inventory Tracking
1) Completed inventory sheets of all goods and materials retained or managed by the Booster Clubs must be updated and submitted to the P.A.T.S. Vice President/Treasurer by the May meeting.
NOTE: IF YOU HAVE ANY QUESTIONS, PLEASE CALL THE LIBERTY P.A.T.S. PRESIDENT