PTO/BOOSTER CLUB MANUAL 2021-2022 Table of Contents Page # Letter from the Superintendent........................................................................................... i Preface ....................................................................................................................................... ii Introduction ............................................................................................................................. 1.1 Contact List .............................................................................................................................. 2.1 2021 – 2022 FBISD Campus Listing……………………………………………………… 2.3 Parent Organization/Booster Club Checklist ............................................................. 3.1 Do I Really Want To Do This? Questions to Answer Before You Commit.............................................................. 4.1 Parent Organization/Booster Club Registration & Approval Form ........................ 4.3 Following the Rules Authoritative Guidelines Overview........................................................................ 5.1 District Board Policy GE (Local)/Administrative Procedure GE-R ....................... 5.2 District Board Policy GKD (Local) Administrative Procedure GKD-R………..... 5.3 University Interscholastic League (UIL) Booster Club Guidelines ....................... 5.6 State & Federal Regulatory Summary..................................................................... 5.7 Volunteers in Public Schools …………………………………………………..... 5.8 Creating Your Own Identity and more rules to follow… Creating Your Own Identity Overview ................................................................... 6.1 State Regulatory Information .................................................................................. 6.3 Federal Regulatory Information .............................................................................. 6.11 Table of Contents Page 2 of 4 Page # Taking Care of Business Taking Care of Business Overview........................................................................ 7.1 Parent Organization/Booster Club Tax Exempt Status .......................................... 7.2 Parent Organization/Booster Club Information Sheet ........................................... 7.3 Financial Report Information & Formats............................................................... 7.6 Review Committee Report Information & Formats............................................... 7.11 Day-to-Day Responsibilities .......................................................................................... 7.19 Accounting Procedures ............................................................................................ 7.20 Bank Accounts .......................................................................................................... 7.21 Building Use .............................................................................................................. 7.21 Contributions/Donations .......................................................................................... 7.22 Financial Aid Guidelines ......................................................................................... 7.24 Child Nutrition .......................................................................................................... 7.25 Fund-raising............................................................................................................... 7.25 Mailing Address ........................................................................................................ 7.27 Membership Dues ..................................................................................................... 7.28 Money-Handling Procedures................................................................................... 7.28 Raffles ........................................................................................................................ 7.30 Record Retention ...................................................................................................... 7.33 Student Fines and Fees List ..................................................................................... 7.36 Volunteer Hours ........................................................................................................ 7.37 Appendix Parent Organizations/Booster Clubs Examples Articles of Association ......................................................................................... A1.1 Articles of Incorporation ...................................................................................... A1.3 Bylaws of an Association..................................................................................... A1.7 Bylaws of a Corporation........................................................................................A1.1 Financial Aid Guidelines...................................................................................... A1.1 Notice to the Bank of Changes in Authorized Account Signers .......................... A1.2 Notice to the IRS of Change in Officers/Board Members ................................... A1.2 Notice to the Comptroller of Change in Officers/Board Members ...................... A1.2 Table of Contents Page 3 of 4 District Page # Helpful Information District Board Policy GKD (Local) - Use of School Facilities......................... B1.1 COVID-19 Guidelines & Waiver Addendum- Facility Rentals..........................B1.7 Examples Tax-exempt Status/Donation Acknowledgment Form...................................... B2.1 Forms Available to Use Facility Reservations & Guidelines......................................................................B3.1 Facility Rental Fee Schedule ............................................................................. B3.5 Fund Raising Request Form Online ...................................................................B3.6 Request for Food Sales and Service....................................................................B3.12 Request for Food Food Truck.......... .................................................................B3.13 Parent Organization/Booster Club Audit Form .................................................B3.23 State of Texas Helpful Information Texas Franchise and Sales Tax Information...................................................... C1.1 Texas State Tax Exemption Information ............................................ ............ C1.1 Texas Public School Nutrition Policy .............................................. ................ C1.2 Examples Approval of Articles of Incorporation............................................................... C2.1 Certificate of Incorporation............................................................................... C2.2 Texas Sales & Use Tax Permit.......................................................................... C2.3 Table of Contents Page 4 of 4 Internal Revenue Service (IRS) Page # Helpful Information Application for Recognition of Exemption – Section 501(c)(3).......... ............. D1.1 Contributions...................................................................................................... D1.2 Exemption Requirements for 501 (c)(3) ............................................................ D1.4 Filing Requirements ........................................................................................... D1.7 Unrelated Business Income Tax General Rules ................................................. D1.10 Publication 557 – Tax-exempt Organizations.................................................... D1.12 Tax Exempt Application Tips…………………………………………………………...D1.13 Examples Acknowledgement of Your Request .....................................................................D2.1 Employer Identification Number (EIN) Assignment Notice ................................D2.2 Form 1023 – Application for Recognition of Exemption .....................................D2.3 Determination Letter .............................................................................................D2.4 Fort Bend Independent School DistrIct Charles E. Dupre Superintendent of Schools Dear Parents, Schools are only as strong as the support system that surrounds them, and parent support is a vital component in ensuring our students’ success. On behalf of Fort Bend ISD, I want to thank you for giving so much of your time, energy and talents to our District. Your dedicated service to our Parent Organizations and Booster Clubs is immeasurable, and we know that our academic and extra-curricular programs are stronger because of your leadership. To ensure that all of our volunteers are equally informed, the following information will assist you in complying with District policies and guidelines, University Interscholastic League (UIL) guidelines, and state and federal regulatory guidelines governing Parent Organizations, as well as Booster Clubs. In Fort Bend ISD, we are dedicated to teaching the “whole child.” With your help, our students are able to participate and excel in learning experiences and activities that serve to enrich their educational experience. The Board of Trustees and I thank you for your contributions to the support system that allows our Fort Bend ISD family to succeed! Sincerely, Charles E. Dupre Superintendent of Schools 16431 Lexington Blvd. • Sugar Land, Texas 77479 • 281-634-1007 • Fax 281-634-1700 [email protected] • www.fortbendisd.com Preface The Business