West Athletic Department Booster Club Workshop
HILLGROVE ATHLETIC DEPARTMENT BOOSTER CLUB WORKSHOP
JULY 25, 2017
HILLGROVE ATHLETIC DEPARTMENT BOOSTER CLUB WORKSHOP Who is who? • Principal- Angela Stewart • Athletic Director- Sherri Thoroughman • Athletic Coordinator- Ed Morris • Athletic Secretary- Lisa Morrow County Policies • LEC-R- Booster Organizations • JHA-R- Student Activities Fund Raising • IDF-R- Interscholastic Activities • KG-R- Use of School Facilities • FEAE-R- Construction on District Property Funded by Others • GBRG-R- Non-School Employment
HILLGROVE ATHLETIC DEPARTMENT BOOSTER CLUB WORKSHOP PURPOSE THE PURPOSE OF A BOOSTER CLUB IS TO SUPPORT THE STUDENTS IN THE ORGANIZATION, AS WELL AS THE COACH/SPONSOR/DIRECTOR OF THAT GROUP. EACH BOOSTER CLUB MUST OPERATE WITHIN THE GUIDELINES OF THE CCSD. EACH BOOSTER CLUB MUST ADOPT A CONSTITUTION AND BYLAWS AND ESTABLISH A BUDGET. A BOOSTER CLUB AND ITS REPRESENTATIVES DO NOT HAVE INPUT IN HIRING STAFF OR RUNNING THE DAY TO DAY PARTS OF THE PROGRAM.
HILLGROVE ATHLETIC DEPARTMENT BOOSTER CLUB WORKSHOP TOPICS COVERED
•PURPOSE •501 (C)(3) DESIGNATION •INCORPORATION AS A LIMITED LIABILITY CORPORATION (LLC)/TAX FREE •CONSTITUTION/BY-LAWS •BUDGETS •DO’S & DON’TS!!
HILLGROVE ATHLETIC DEPARTMENT BOOSTER CLUB WORKSHOP 501(C)(3) NON-PROFIT
• • • • •
BOOSTERS CLUBS AT HILLGROVE ARE NOT REQUIRED TO BE A 501(C)(3) TO BECOME A 501(C)(3) NON-PROFIT TAX-EXEMPT CORPORATION, YOU MUST FIRST INCORPORATE AS A NON-PROFIT CORPORATION. REMEMBER NON-PROFIT AND TAX-EXEMPT DO NOT MEAN THE SAME THING; NON-PROFIT MEANS THE BOTTOM LINE IS ZERO AT THE END OF THE YEAR - NO PROFIT, AND HOPEFULLY NO DEBT. TAX-EXEMPT MEANS THAT YOU DON’T HAVE TO PAY FEDERAL TAXES ON THE MONEY THAT CAME THROUGH YOUR ORGANIZATION. TAX-EXEMPT DOES NOT MEAN YOU PAY NO TAXES!!!
HILLGROVE ATHLETIC DEPARTMENT BOOSTER CLUB WORKSHOP CERTIFICATE OF INCORPORATION
FILING WITH SEC. OF STATES OFFICE. HTTP://SOS.GEORGIA.GOV/CORPORATIONS/FILING_PROCEDURES_CORP_2001.PDF
NON-PROFIT STATUS CAN ONLY BE APPLIED FOR WHEN THE FOLLOWING ARE COMPLETE.
◦ ◦ ◦
CONSTITUTION/BY-LAWS ESTABLISHED OFFICERS ARE ELECTED (MINIMUM OF 3OFFICES : PRES, VICE-PRES, SEC/TREASURE) CLUBS ONLY HAVE 15 MONTHS TO APPLY FOR NON-PROFIT STATUS FROM THE TIME OF THEIR ESTABLISHMENT.
HILLGROVE ATHLETIC DEPARTMENT BOOSTER CLUB WORKSHOP BUDGETING:
• • • • • •
CREATE A PROPOSED BUDGET BASED ON THE CURRENT NEEDS OF THE PROGRAM. SEEK INPUT FROM THE COACH/DIRECTOR/SPONSOR. PLAN ACCORDINGLY FOR ALL POTENTIAL NEEDS BUT DON’T GET CARRIED AWAY! EXPECT THE UNEXPECTED BILL AND PAY BILLS IN A TIMELY MANNER. KEEP PLAYER/PARTICIPATION COSTS AS LOW AS POSSIBLE ON PLAYER FEES. SPEND THIS MONEY ON THESE KIDS. PREPARE FOR THOSE WHO WON’T PAY! (HAVE A PLAN BECAUSE IT WILL
HAPPEN)
HILLGROVE ATHLETIC DEPARTMENT BOOSTER CLUB WORKSHOP BOOSTER CLUBS SHOULD DO’S(SUGGESTIONS):
• ESTABLISH LEADERSHIP POSITIONS WITHIN THE ORGANIZATION- PRESIDENT/VICEPRESIDENT/SECRETARY/TREASURES/FUNDRAISING CHAIR, ETC.
• ALWAYS FOLLOW THE ESTABLISHED BY-LAWS IN DECISION MAKING. REVIEW THE BY-LAWS ANNUALLY.
• HEAD COACH HAS FINAL SAY IN EXPENDITURES!
HILLGROVE ATHLETIC DEPARTMENT BOOSTER CLUB WORKSHOP BOOSTER CLUB MUST DO’S (REQUIREMENTS)
• FEDERAL EMPLOYEE ID # • FEDERAL TAX EXEMPT # IF APPLICABLE • LIABILITY INSURANCE (GOOD IDEA) • MONTHLY BANK STATEMENTS SHOULD COME TO THE SCHOOL FOR THE COACH TO REVIEW!
• DUAL SIGNATURE CHECKS (NO SCHOOL EMPLOYEES) • MEET PRIOR TO EACH SEASON STARTING WITH COACH AND MEET MONTHLY.
HILLGROVE ATHLETIC DEPARTMENT BOOSTER CLUB WORKSHOP BOOSTER CLUB DO’S AND DON’TS
• • • • • • •
NEVER MEET AS AN EXECUTIVE BOARD OR WHOLE CLUB WITHOUT THE HEAD COACH/SPONSOR PRESENT. IF HE/SHE IS UNABLE TO ATTEND THEN CANCEL MEETING. COACH/SPONSOR SHOULD NEVER HAVE A CREDIT CARD OR DEBIT CARD. NO COACH SHOULD BE A VOTING MEMBER. EX-OFFICIO ONLY. DO NOT CHANGE THE FACILITIES WITHOUT DISTRICT/ADMINISTRATIVE APPROVAL DO NOT PAY COACHES A BONUS OR STIPEND WITHOUT REPORTING IT ALL FUNDRAISERS MUST GET ADMINISTRATIVE APPROVAL BY THE RESPECTIVE COACH/SPONSOR FILL OUT AND SUBMIT THE FUNDRAISER REQUEST FORM TO MS. THOROUGHMAN. ALL EQUIPMENT PURCHASED BY BOOSTER CLUBS WILL BECOME PROPERTY OF THE SCHOOL PER CCSD BOARD POLICY.
HILLGROVE ATHLETIC DEPARTMENT BOOSTER CLUB WORKSHOP PARTNERS COKE
• •
2017-2022 CONTRACT! CONCESSION STANDS MUST ORDER FROM THEM.
PT SOLUTIONS CADY STUDIOS BSN SPORTS/HERFF JONES/VARSITY BRANDS
• •
REBRANDING COMPLETE-SEE NEW LOGOS! ORDERING FROM BSN GIVES MONEY BACK TO THE SCHOOL AND SPORT
HILLGROVE ATHLETIC DEPARTMENT BOOSTER CLUB WORKSHOP HELPFUL WEBSITES: • HTTP://WWW.COBBK12.ORG/CENTRALOFFICE/ADMINRULES/ • HTTP://S3.AMAZONAWS.COM/VNN-AWSSITES/10634/FILES/2017/02/3459EB2DDD039184-HHS-BOOSTER-CLUBNOTEBOOK-2016-17.PDF
• HTTP://WWW.PARENTBOOSTER.ORG/ • •
501 SET UP FUNDRAISING IDEAS
• HTTP://WWW.BOOSTERCLUBS.ORG/ • •
INCORPORATION HELP. LIABILITY INSURANCE
JULY 25, 2017
HILLGROVE ATHLETIC DEPARTMENT BOOSTER CLUB WORKSHOP Who is who? • Principal- Angela Stewart • Athletic Director- Sherri Thoroughman • Athletic Coordinator- Ed Morris • Athletic Secretary- Lisa Morrow County Policies • LEC-R- Booster Organizations • JHA-R- Student Activities Fund Raising • IDF-R- Interscholastic Activities • KG-R- Use of School Facilities • FEAE-R- Construction on District Property Funded by Others • GBRG-R- Non-School Employment
HILLGROVE ATHLETIC DEPARTMENT BOOSTER CLUB WORKSHOP PURPOSE THE PURPOSE OF A BOOSTER CLUB IS TO SUPPORT THE STUDENTS IN THE ORGANIZATION, AS WELL AS THE COACH/SPONSOR/DIRECTOR OF THAT GROUP. EACH BOOSTER CLUB MUST OPERATE WITHIN THE GUIDELINES OF THE CCSD. EACH BOOSTER CLUB MUST ADOPT A CONSTITUTION AND BYLAWS AND ESTABLISH A BUDGET. A BOOSTER CLUB AND ITS REPRESENTATIVES DO NOT HAVE INPUT IN HIRING STAFF OR RUNNING THE DAY TO DAY PARTS OF THE PROGRAM.
HILLGROVE ATHLETIC DEPARTMENT BOOSTER CLUB WORKSHOP TOPICS COVERED
•PURPOSE •501 (C)(3) DESIGNATION •INCORPORATION AS A LIMITED LIABILITY CORPORATION (LLC)/TAX FREE •CONSTITUTION/BY-LAWS •BUDGETS •DO’S & DON’TS!!
HILLGROVE ATHLETIC DEPARTMENT BOOSTER CLUB WORKSHOP 501(C)(3) NON-PROFIT
• • • • •
BOOSTERS CLUBS AT HILLGROVE ARE NOT REQUIRED TO BE A 501(C)(3) TO BECOME A 501(C)(3) NON-PROFIT TAX-EXEMPT CORPORATION, YOU MUST FIRST INCORPORATE AS A NON-PROFIT CORPORATION. REMEMBER NON-PROFIT AND TAX-EXEMPT DO NOT MEAN THE SAME THING; NON-PROFIT MEANS THE BOTTOM LINE IS ZERO AT THE END OF THE YEAR - NO PROFIT, AND HOPEFULLY NO DEBT. TAX-EXEMPT MEANS THAT YOU DON’T HAVE TO PAY FEDERAL TAXES ON THE MONEY THAT CAME THROUGH YOUR ORGANIZATION. TAX-EXEMPT DOES NOT MEAN YOU PAY NO TAXES!!!
HILLGROVE ATHLETIC DEPARTMENT BOOSTER CLUB WORKSHOP CERTIFICATE OF INCORPORATION
FILING WITH SEC. OF STATES OFFICE. HTTP://SOS.GEORGIA.GOV/CORPORATIONS/FILING_PROCEDURES_CORP_2001.PDF
NON-PROFIT STATUS CAN ONLY BE APPLIED FOR WHEN THE FOLLOWING ARE COMPLETE.
◦ ◦ ◦
CONSTITUTION/BY-LAWS ESTABLISHED OFFICERS ARE ELECTED (MINIMUM OF 3OFFICES : PRES, VICE-PRES, SEC/TREASURE) CLUBS ONLY HAVE 15 MONTHS TO APPLY FOR NON-PROFIT STATUS FROM THE TIME OF THEIR ESTABLISHMENT.
HILLGROVE ATHLETIC DEPARTMENT BOOSTER CLUB WORKSHOP BUDGETING:
• • • • • •
CREATE A PROPOSED BUDGET BASED ON THE CURRENT NEEDS OF THE PROGRAM. SEEK INPUT FROM THE COACH/DIRECTOR/SPONSOR. PLAN ACCORDINGLY FOR ALL POTENTIAL NEEDS BUT DON’T GET CARRIED AWAY! EXPECT THE UNEXPECTED BILL AND PAY BILLS IN A TIMELY MANNER. KEEP PLAYER/PARTICIPATION COSTS AS LOW AS POSSIBLE ON PLAYER FEES. SPEND THIS MONEY ON THESE KIDS. PREPARE FOR THOSE WHO WON’T PAY! (HAVE A PLAN BECAUSE IT WILL
HAPPEN)
HILLGROVE ATHLETIC DEPARTMENT BOOSTER CLUB WORKSHOP BOOSTER CLUBS SHOULD DO’S(SUGGESTIONS):
• ESTABLISH LEADERSHIP POSITIONS WITHIN THE ORGANIZATION- PRESIDENT/VICEPRESIDENT/SECRETARY/TREASURES/FUNDRAISING CHAIR, ETC.
• ALWAYS FOLLOW THE ESTABLISHED BY-LAWS IN DECISION MAKING. REVIEW THE BY-LAWS ANNUALLY.
• HEAD COACH HAS FINAL SAY IN EXPENDITURES!
HILLGROVE ATHLETIC DEPARTMENT BOOSTER CLUB WORKSHOP BOOSTER CLUB MUST DO’S (REQUIREMENTS)
• FEDERAL EMPLOYEE ID # • FEDERAL TAX EXEMPT # IF APPLICABLE • LIABILITY INSURANCE (GOOD IDEA) • MONTHLY BANK STATEMENTS SHOULD COME TO THE SCHOOL FOR THE COACH TO REVIEW!
• DUAL SIGNATURE CHECKS (NO SCHOOL EMPLOYEES) • MEET PRIOR TO EACH SEASON STARTING WITH COACH AND MEET MONTHLY.
HILLGROVE ATHLETIC DEPARTMENT BOOSTER CLUB WORKSHOP BOOSTER CLUB DO’S AND DON’TS
• • • • • • •
NEVER MEET AS AN EXECUTIVE BOARD OR WHOLE CLUB WITHOUT THE HEAD COACH/SPONSOR PRESENT. IF HE/SHE IS UNABLE TO ATTEND THEN CANCEL MEETING. COACH/SPONSOR SHOULD NEVER HAVE A CREDIT CARD OR DEBIT CARD. NO COACH SHOULD BE A VOTING MEMBER. EX-OFFICIO ONLY. DO NOT CHANGE THE FACILITIES WITHOUT DISTRICT/ADMINISTRATIVE APPROVAL DO NOT PAY COACHES A BONUS OR STIPEND WITHOUT REPORTING IT ALL FUNDRAISERS MUST GET ADMINISTRATIVE APPROVAL BY THE RESPECTIVE COACH/SPONSOR FILL OUT AND SUBMIT THE FUNDRAISER REQUEST FORM TO MS. THOROUGHMAN. ALL EQUIPMENT PURCHASED BY BOOSTER CLUBS WILL BECOME PROPERTY OF THE SCHOOL PER CCSD BOARD POLICY.
HILLGROVE ATHLETIC DEPARTMENT BOOSTER CLUB WORKSHOP PARTNERS COKE
• •
2017-2022 CONTRACT! CONCESSION STANDS MUST ORDER FROM THEM.
PT SOLUTIONS CADY STUDIOS BSN SPORTS/HERFF JONES/VARSITY BRANDS
• •
REBRANDING COMPLETE-SEE NEW LOGOS! ORDERING FROM BSN GIVES MONEY BACK TO THE SCHOOL AND SPORT
HILLGROVE ATHLETIC DEPARTMENT BOOSTER CLUB WORKSHOP HELPFUL WEBSITES: • HTTP://WWW.COBBK12.ORG/CENTRALOFFICE/ADMINRULES/ • HTTP://S3.AMAZONAWS.COM/VNN-AWSSITES/10634/FILES/2017/02/3459EB2DDD039184-HHS-BOOSTER-CLUBNOTEBOOK-2016-17.PDF
• HTTP://WWW.PARENTBOOSTER.ORG/ • •
501 SET UP FUNDRAISING IDEAS
• HTTP://WWW.BOOSTERCLUBS.ORG/ • •
INCORPORATION HELP. LIABILITY INSURANCE
