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Booster Club Quick Reference Guide

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Booster Club Quick Reference Guide Actions Booster Clubs Fundraisers Anoka-Hennepin Activities Should: Fundraising is a necessary part of high school athletics today. We are very thankful for the efforts of parents Volunteer time and raise money. and booster clubs. Contribute funds to better enhance Be aware that membership on a team and/or playing time the team or organization’s performance. is not affected in any way by the amount of money raised Print promotional items like team schedules, by a participant. programs, and yearbooks (subject to approval by the Booster club donations should be refunded to students head coach/AD). who do not make the final roster. Financially support the program by providing additional funding for coaches, staff, and event Booster Clubs Sponsored workers. Captains’ Practices Organize team events, such as team meals. Listen and No coaches — paid or volunteer – can supervise captains’ work closely with the head coach. practices. Adult supervision is required at captains’ practices. Discuss as official business any item that meets the Captains’ practices may be scheduled up to two weeks Booster Club definition or function of a booster club as outlined before the start of the season. Student participation on the previous page. should never be mandated or required. Actions Booster Clubs Should Not: MSHSL Basics Quick Reference Openly discuss or perform a performance review of Coaches are allowed to work with their teams only during the head coach or coaching staff. the designated MSHSL season and the summer waiver Guide Review the performance of a coach funded by the period. booster club; staff evaluations are solely the No booster club member may recruit or encourage athletes responsibility of the school district. from another school to transfer to Anoka-Hennepin. Openly discuss playing time issues. Booster clubs are prohibited from paying for an athlete’s Connect funding to playing a role in hiring or firing of sport participation fee or for fees to attend a camp or coaches or directors. clinic. Offer up a petition by booster club members to Visit the Minnesota State High School League website hire/fire a coach. for more information, www.mshsl.org. Plan, organize, or attempt to implement an off-season training program without direction or consent from the Thank You! head coach. This document was created to set guidelines for communi- A reference guide Discuss as official business any item that does not meet cation between booster clubs and our high school program. the definition and function of a booster club as outlined It is meant to be a tool used to better relationships, clarify for Booster Clubs on on the previous page. procedures and rules, and set the stage for a successful season. guidelines and Banquets Parents, without your help we would not be able to provide quality activity programs for all Anoka-Hennepin students. The head coach is responsible for all facets of the end-of- procedures required by: season awards banquet. The head coach may delegate Thank you. these responsibilities to the booster club; however, the For more information, visit ahschools.us/parentinvolvement Anoka-Hennepin Public Schools program and the agenda must be approved by the head coach. Anoka-Hennepin Activities Offices The awards given out at the banquet are the sole responsibility of the head coach. Andover High School Alcohol should not be present at banquets. (Phone) 763-506-8420 • (Fax) 763-506-8403 Anoka High School Advertising (Phone) 763-506-6223 • (Fax) 763-506-6433 The Activities office must approve all advertisements Blaine High School in printed programs or other print materials for events. (Phone) 763-506-6528 • (Fax) 763-506-6503 Please email or fax a copy of your ads for approval prior to printing. Champlin Park High School (Phone) 763-506-6821 • (Fax) 763-506-7003 8 The Activity office reserves the right to pull programs 1 / 6 that have not been approved or are not consistent with / Coon Rapids High School 9 . district values. v (Phone) 763-506-7125 • (Fax) 763-506-7203 e www.ahschools.us/parentinvolvement R Purpose of Booster Clubs Getting Started Suggested Practices for Finances A booster club is defined as “an organization that is formed Define your mission: Your mission statement should define 1) Treasurer report should contain all transactions that to help support the efforts of a sports team or organization . who the booster is, why you exist, who will benefit from your Support is shown in many ways, including volunteering time, took place prior to the meeting. work and what your core priorities and activities are. raising money, and contributing funds to better enhance the 2) Finances of each club should be open to all members. team or organization’s performance.” Choose a name: Check for name availability and reserve your 3) A paid coach should not have check writing Another definition is “ a booster club provides enthusiastic booster club name with the Minnesota Secretary of State authority. support of a team or organization. ” This type of support is Office – www.sos.state.mn.us. 4) It is mandatory that two people should be involved much like emotional or psychological parental support, but is Enlist and Elect a board of directors: At minimum you will given in a collective manner. Booster clubs play a key role in in the authorization and signing of any check. supporting Anoka-Hennepin Activities in many ways, and we need to have a President, Treasurer, and Secretary. It is also recommended to have a Vice President and chairs for your 5) All purchases must go through the school district are very thankful for the positive contributions booster clubs (see below) . provide to our programs. various activity committees. 6) At least two members should tabulate all funds Notify the school/administration: Please provide the Athletic collected. Communication/Conflict Protocol Director at your school with your new booster club This communication protocol was developed to help information. 7) Boosters may not use Anoka-Hennepin Tax ID or Tax promote direct communication so problems and concerns Exempt Numbers. can be addressed quickly, efficiently, and effectively between parties involved. Legal Compliance 8) For the purpose of good communication with families, Anoka-Hennepin may need to request tax Each Club will remain in good standing with State and Federal statements, receipts, expenditures, and balances. COACH/ADVISOR/DIRECTOR Laws to be recognized as a “Booster Club” by the district. Students are encouraged to express their concerns directly 9) Boosters should not pay any coach directly or play Obtain a Federal Tax ID #: a role in the amount a coach is paid. with their coach/advisor. Parents can contact the Organizations must be incorporated before applying for coach/advisor via email or telephone. Federal ID # (EIN). When opening bank accounts, you may be asked to provide your EIN. Purchasing Booster clubs wishing to purchase equipment for their teams Complete your Articles of Incorporation: must go through the head coach and the activities director The articles establish the existence of your new for approval. Boosters clubs should not purchase equipment VARSITY HEAD COACH/HEAD ADVISOR nonprofit organization. The Minnesota Council of If the concern is not resolved, then the student and independently. When equipment is purchased from donated Nonprofits website has templates for creating your funds it becomes the property of the school district. parent should discuss the matter with the activity’s Articles of Incorporation. Varsity Head Coach/Head Advisor. If the head coach/head After approval, the booster club should donate the funds advisor is the person you contacted previously, Develop your Bylaws: to the activities department, specifying its purpose. The please proceed to the next step. How your organization will run on a day to day basis is activities office will then complete a purchase order. All defined in the bylaws. The roles of the board members equipment and supplies must be shipped to school office. are explained and the rules of how the organization will If a booster club is funding a coaching position, the funds operate are defined in the bylaws. must again be donated to the district prior to the start of Incorporate as a Nonprofit Organization: the season, all coaches must complete new hire paper work ACTIVITIES DIRECTOR File your Articles of Incorporation with the Minnesota online. At the end of the season the activities office will use If a student or parent is dissatisfied with the response Secretary of State. This can be done online and there is a the booster club funds to pay the coach. from the Head Coach or Head Advisor, please contact small fee. the Activities Director at your school. The activities department cannot give out the school district 501c3 – Income Tax Exempt: tax-exempt number. Sponsors making donations must follow A 501c3 is a specific type of public charity that has the above process for purchasing equipment. gained permission from the IRS to raise money from the public for an approved purpose and is exempted from Billing to Booster Clubs PRINCIPAL paying federal income tax. Applications and annual All transportation, fees, and equipment purchases must be If you still have concerns after speaking with the Activities filings are required. approved by the head coach and the Activities Director. Director, please contact the Principal at your school. File form 1023ez to be an exempt organization. Prior to the trip the activities department will bill booster Charitable Organization: clubs for bus transportation that exceeds the district budget. An organization that solicits or intends to solicit The activities department will bill booster clubs for any fees ASSOCIATE SUPERINTENDENT contributions from Minnesota residents in excess of for tournaments or games that exceed the given district If your concern has not been resolved through the $25,000 are required to register with the Charities budget.
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