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Booster Club Transition Meeting

Newbury Park High School Umbrella Booster Club. Booster Club Transition Meeting. Newbury Park High School Umbrella Booster Club. Meeting Topics. Umbrella/Booster Structure Key Documents Typical Board Member Responsibilities Booster Financial Controls Important Processes Board Elections

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Booster Club Transition Meeting

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  1. Newbury Park High School Umbrella Booster Club Booster ClubTransition Meeting

  2. Newbury Park High School Umbrella Booster Club Meeting Topics • Umbrella/Booster Structure • Key Documents • Typical Board Member Responsibilities • Booster Financial Controls • Important Processes • Board Elections • Financial Budgets • Reauthorization • Volunteer Requirements • Other Important Information • Out-going/In-coming Board Member Transition Handoffs • Important dates/contacts/resources

  3. Member Club Bylaws Newbury Park High School Umbrella Booster Club Umbrella/Booster Structure • Governing Documents • Board Policy 1230, School Connected Organizations • Board Administrative Regulation 1230, School Connected Organizations • Umbrella Constitution • Umbrella Bylaws • Umbrella Guidelines • Member Club Bylaws Parent/Caregivers/Community VOLUNTEERS CVUSD STAFF MEMBERS

  4. Newbury Park High School Umbrella Booster Club Why do we have anNPHS Umbrella Booster? • 501(c)(3) status initially established August, 1969!! • Evolved into overarching organization of member Booster Clubs • Benefits include: • Allows for a single tax filing document for ALL member clubs • Note: We do request a donation from each member club to cover tax filing fees • Simplifies insurance handling • Serve as the financial “pass through” as needed • Consistent operations across member clubs through governing documents • Forum to share best practices • One stop shopping for NPHS Administration • Meetings take place once per quarter • One representative of member Booster Clubs is required to attend

  5. Newbury Park High School Umbrella Booster Club Current Member Booster Clubsgoverned under NPHS Umbrella by Seasons Fall Athletics • Cross Country • Football • Girls Tennis • Boys Water Polo • Girls Volleyball Winter Athletics • Boys Basketball • Girls Basketball • Boys Soccer • Girls Soccer • Wrestling • Girls Water Polo Spring Athletics • Track & Field • Boys Lacrosse • Girls Lacrosse • Boys Tennis • Baseball • Boys Volleyball • Softball • Swimming Year Round Activities • Band, Cheer, Choral, Dance, PFA, Strings Orchestra, Theater

  6. Newbury Park High School Umbrella Booster Club Key Highlights:CVUSD Documents 1230 Board Policy Boosters are recognized as separate legal entities • Must be authorized (annually) by Board in order to raise funds • Booster activities support program staff and ALL students • Activities cannot conflict with the rules of sponsoring school/district • Alcohol is not permitted on any gov’t property 1230 Administrative Regulation Must have Board authorization on an annual basis in order to operate • Annual list of requirements for authorization/reauthorization • Must have statement of purpose and bylaws • Funds can ONLY be used to support the program • District Audit Authorization • Cannot hire or pay district employees • Fundraiser DO’s and DON’Ts

  7. Newbury Park High School Umbrella Booster Club Key Highlights:NPHS Umbrella Constitution Purpose – 4 key elements • Parent/student participation • Raise money • Stimulate community involvement • Support staff and administration • Open Membership • Officers & Directors • Defined roles & duties • Terms & Elections • 4 Executive Positions minimum • Prez, VP, Treasurer, Secretary • Meetings • At least 4 open meeting per year • NO closed meetings allowed • Funds & Administration • Two authorizing signatures on checks • Open books policy • Reauthorization every year

  8. Newbury Park High School Umbrella Booster Club Key Highlights:NPHS Umbrella Bylaws Purpose – 4 key elements • Maintain 501(c)(3) status • Allow member clubs to use 501(c)(3) status • Collective forum for ALL member Booster Clubs • Support staff and administration • Terms & Elections • Elections in September every year • Meetings • One representative of each member club attends • Funds & Administration • Fiscal year July 1 – Jun 30 • Two authorizing signatures on checks • Signature authority – Prez, Treasurer and Secretary • Reauthorization every year • VP – ALL Booster Club Quarterly reports and annual tax return

  9. Newbury Park High School Umbrella Booster Club Typical Board MemberResponsibilities One responsibility that NO MEMBER has… anything related to COACHING

  10. Newbury Park High School Umbrella Booster Club Key Financials Considerations • A primary goal for Boosters – raise funds to support athletic and activity programs • Fiduciary responsibility is KEY • When Booster Clubs end up in the news, it is usually NOT good news • Even the appearance of someone other than students benefitting from fundraising creates a liability for ALL Booster Clubs and our 501(c)(3) status • NO CVUSD staff member can spend monies raised from Booster Clubs • The Fiscal Year for Umbrella Boosters and all member clubs is: • July 1, YYYY through June 30, YYYY • Audit best practices • Complete as part of the annual Reauthorization Process • If possible, use someone outside of the club and never a board member

  11. Newbury Park High School Umbrella Booster Club Each member Booster Clubmust submit Quarterly Reports* • Quarterly reports are due to Umbrella every quarter • Q1 = Jul to Spt, due end of Oct • Q2 = Oct to Dec, due end of Jan • Q3 = Jan to Mar, due end of Apr • Q4 = Apr to Jun, due end of Jul * Required for Tax Return

  12. Newbury Park High School Umbrella Booster Club Best Practice:Develop & Use Financials Tools

  13. Newbury Park High School Umbrella Booster Club 4 Major Processes that youshould Know & Understand • ELECTIONS • Takes place at Booster Club meeting near end of fiscal year; roles take effect new fiscal year • Voting can be by ballot or by show of hands • Results must be documented in the minutes • ANNUAL BUDGET • Budget should be approved before spending begins • Budget should be presented at an open Booster Club meeting and voted upon by the Booster Club membership • Spending updates provided on a regular basis to the Booster Club membership via Treasurer’s Reports • Changes to the budget should be brought to another open Booster Club meeting and voted upon by the Booster Club membership • REAUTHORIZATION • Required per CVUSD BP1230 and AR1230 • VOLUNTEER REQUIREMENTS • New CVUSD criteria established in 2018/19

  14. Newbury Park High School Umbrella Booster Club Annual ReauthorizationRequired to Maintain Booster Club Status To complete this process, you will need: • The Umbrella Tax ID - #23-7035339 • A newly elected Board and contact info • All financial records from previous fiscal year • New annual proposed/approved budget • An audit of previous year financial records by an independent auditor (includes first and last fiscal year bank statements) • A copy of your first meeting minutes showing approval of new annual budget • A review and/or revision of your by-laws Training Session Provided by NPHS Admin in Sept

  15. Newbury Park High School Umbrella Booster Club Volunteer RequirementsNewly Updated in 2018/19

  16. Newbury Park High School Umbrella Booster Club Other Important Booster ClubInformation • Off Season Programs • Off-season programs cannot be run through Booster Club bank accounts since they are NOT 501(c)(3) organizations • Parent/Board Member Conversations • You will see & hear MANY things…remember your roles as a Board Member • Coaches Stipends • Training with NPHS Admin in September • Understand the impact of payment timing vs. your budget • Food Service & Handling • County certification and permits are required under certain circumstances • Handling Transportation Costs • Please manage donations as needed…

  17. Newbury Park High School Umbrella Booster Club Other Important Booster ClubInformation • Donations • All donations to member Clubs are voluntary • The current preferred terminology is “requisite donation” • Minimize visibility to who’s made donations, including coaching staff • Gifting Do’s & Dont’s • Gift cards to coaches and volunteers are acceptable as long as funds are not run through the booster bank account • No single gift card should exceed $100 • Record retention requirements • At this time, we are recommending member Booster Club records be kept in the range of 5 to 7 years • Athletic season timing vs. Booster Club fiscal calendar • We are currently exploring options to address this quirk in the Booster Club calendaring… for now, the fiscal year remains as is

  18. Newbury Park High School Umbrella Booster Club Out-going/In-comingBooster Club Records Hand-offs • Booster Club Bylaws • Minutes from 5 to 7 years prior • Booster Club financials • Financials from 5 to 7 years prior • Prior year Q1 through Q4 documents finalized and approved • Q4 always finishes Jun 30 of current year • Required to complete the Reauthorization process in Oct/Nov • Bank Account Information & Check Book • New authorization signatures – you will need to visit the bank • Access to email and share sites (google docs, Shutterfly, etc.)

  19. Newbury Park High School Umbrella Booster Club Key Umbrella Booster Datesfor ALL Member Booster Clubs • Second Week September – Q1 Umbrella Booster meeting • Second Week September – Reauthorization & Coaching Stipends training sessions • Mid-October – Reauthorization Packets due to NPHS Administration • End of October – Q1 Quarterly Reports due to Umbrella VP • Second Week November – Q2 Umbrella Booster meeting • End of January – Q2 Quarterly Reports due to Umbrella VP • Second Week Feb – Q3 Umbrella Booster meeting • End of April – Q3 Quarterly Reports due to Umbrella VP • Second Week May – Q4 Umbrella Booster meeting • End of July – Q4/Year-End Quarterly Reports due to Umbrella VP • Required for upcoming Tax Return

  20. Newbury Park High School Umbrella Booster Club Key Booster Contacts: CVUSD Staff • Brian Mercer • Director of High School Education & Assessment805 497-9511 Ext. 248; bmercer@conejousd.org • Steve Lepire • Principal of Newbury Park High School805 498-3675 Ext. 1004; slepire@conejousd.org • Michael Godfrey • Assistant Principal, Athletics at Newbury Park High School805 498-3675 Ext. 1008; mgodfrey@conejousd.org • Carly Adams • Assistant Principal, Activities at Newbury Park High School805 498-3675 Ext. 1018; cadams@conejousd.org • Karen Randall • Secretary, Athletics at Newbury Park High School805 498-3675 Ext. 1010; krandall@conejousd.org

  21. Newbury Park High School Umbrella Booster Club Location of Key Document • CVUSD Board Documents • Board Policies and Regulations • Community Relations Board Policies & Regulations • Volunteer Requirements Information • NPHS Booster Club Documents • Current NPHS Booster Club Information

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