Booster Club Guidelines – Be they music, fine arts, academic or athletic, booster clubs should exist to enrich students’ involvement in your program without endangering their eligibility. Please see most updated guidelines from UIL online.
Role of Booster Club – School patrons form booster clubs to help enrich the school’s participation in fine arts’ activities. The fund-raising role of booster clubs is particularly crucial in today’s economic climate.
Role of the Superintendent – Member schools make UIL rules and determine policies regarding penalties to schools, school district personnel and student participants. The superintendent is solely responsible for the entire UIL program. All activities, events and personnel are under the jurisdiction of the superintendent. Booster clubs must recognize this authority and work within a framework prescribed by the school administration.
Relationship with the School District
- The Superintendent or a designee & the Director of Fine Arts have approval authority over booster clubs
- The Director of Fine Arts should be invited to all meetings.
- All meetings should be open to the public.
- Booster clubs do not have authority to direct the duties of a school district employee. The schedule of contests, rules for participation, grades and all other criteria dealing with inter-school programs are under the jurisdiction of the local school administration.
- Minutes should be taken at each meeting and kept on file at the school.
- Periodic financial statements itemizing all receipts and expenditures should be made to the general club membership and kept on file at the school.
Written Policies – In order for any Fine Arts Booster Clubs to function in BISD, the following policies must be in place:
- How to obtain administrative approval before beginning projects;
- How to plan and publicize meetings;
- Bookkeeping, fund administration that includes the process of obtaining district approval prior to rising funds.
- Election of officers;
- Taking, distributing and filing minutes;
- Public communication;
- Proper interaction with school officials as established by the school board;
- Plans to support the school regardless of success in competition or event, keeping the educational goals of the school at the forefront of all policies.
What can parents do?
- Remember: The students / classroom come first!
- Set standards by which you expect children to conduct themselves, and live by those standards yourself.
- Delegate authority to the school, and then support its decisions.
- Don’t criticize. Urge others to do the same.
- Help your children and their friends develop integrity through the study of fine arts.
Fund Raising/Spending/Stipends/Gifts – Booster Clubs are legally separate entities from the school district, even though they exist to benefit a campus, activity, program or the district in some way. Because of this legal separateness, it is critical that no co-mingling of funds take place.
The following items should be noted about Fund Raising in Booster Clubs:
- Fund raising activities should support the educational goals of the program and should not exploit students.
- Activities and projects should be investigated carefully and receive principal and/or administration approval before committing the school’s support.
- At no time should outside organization funds be deposited into district accounts, even on a temporary basis.
- District employees will serve in an advisory capacity to the booster club and will not have control or signature authority over booster club funds, including petty cash or miscellaneous discretionary funds.
- Funds are to be used to support school activities. To provide such funding for non-school activities would violate UIL rules and the public trust through which funds are earned.
- Purchases must be made by these organizations on their own, without the use of district funds.
- There will be times when the Booster organization wishes to partner with the district on a purchase whereby the district will be paying for a portion of the goods or services ordered. In this event, the school district will initiate the transaction, specifically a purchase order, using district funds for the purchase, and accept a donation from the booster club for their portion of the expense.
- Fund raising projects are subject to state law. Nonprofit or tax-exempt status must be obtained from the Internal Revenue Service.
- Community-wide sales campaigns should be coordinated through the school administration to minimize simultaneous sales campaigns.