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Booster Club Guidelines

Purpose and Function of Booster Clubs:

A booster club is defined as "an organization that is formed to help support the efforts of a sports team or organization. Support is shown in many ways, including volunteering time, raising money, and contributing funds to better enhance the team or organization's performance.”

Booster clubs may play a key role in supporting Garnet Valley activities in many ways, and we are very thankful for the positive contributions booster clubs will provide to our programs.

Booster clubs may raise money by printing promotional items like team schedules, programs, and team yearbooks. Booster clubs can financially support the program by providing additional funding for events, such as pre- or post-game dinners or social events during the season. Booster clubs may perform, meet, or organize in any way, in accordance with the above stated definition, that supports or ‘boosts' the program they are formed to support.

It is the charge of the athletic director at Garnet Valley School District to ensure that booster clubs operate within their defined parameters.


Garnet Valley Booster Clubs SHOULD:

· Volunteer time and raise money.

· Contribute funds to better enhance the team or organization's performance.

· Print promotional items like team schedules, programs, and yearbooks (subject to approval by the head coach/AD/principal).

· Financially support the program by providing additional funding for additional equipment, camps, or end-of-season banquets and awards.

· Organize team events, such as team meals.

· Listen and work closely with the head coach.

· Provide the athletic department with a copy of the club's constitution and officers by the first official practice day for the respective sport.

· Provide appropriate Title IX expenditures as requested by the Athletic Director.

· Discuss as official business any item that meets the criteria listed above.


Garnet Valley Booster Clubs SHOULD NOT:

· Openly discuss or perform a performance review of the head coach or coaching staff.

· Review the performance of a coach funded by the booster club; staff evaluations are solely the responsibility of the school district.

· Openly discuss playing time issues.

· Ransom funding of the program in order to control the hiring or firing of the head coach or staff member.

· Offer up a petition by booster club members to hire/fire a coach.

· Plan, organize, or attempt to implement an off-season training program without direction or consent from the head coach/AD/principal.

· Use the Garnet Valley School District's tax-exempt identification number.

· Discuss as official business any item that does not meet the definition and function of a booster club.


Banquets

· The head coach is responsible for all facets of the end-of-season awards banquet. The head coach may delegate these responsibilities to the booster club; however, the head coach must approve the program and the agenda.

· The awards given out at the banquet will be distributed by the head coach/assistants.

· There should be no open bar for adults, and parents shall not consume alcohol at banquets.

· To avoid conflict, banquets should not be held before 12:00 p.m on Sundays.


Advertising:

· The Head Coach/Sponsor must approve all advertisements and content in printed programs for Garnet Valley events.

· All promotions must be approved by the Garnet Valley Athletic Department. i.e youth club nights or any type of give away promotion.

· The Garnet Valley School District reserves the right to pull programs that are not consistent with district policy.


Fundraisers:

· Fundraising is a necessary part of high school athletics today. We are very thankful for the efforts of parents and booster clubs.

· Be aware that membership on a team and/or playing time is not affected in any way by the amount of money raised by a participant.

· All gifts/donations to the athletic school district should be reported to the School Board Secretary by way of the Request for Acceptance of a Gift/Grant available in the Superintendent's office.


PIAA Basics Concerning Pre-season Sessions & Illegal Recruiting:

· Boosters are not permitted to conduct pre-season practices, arrange scrimmages or conduct organized team activities.

· No booster club member may recruit or encourage athletes from another school to transfer to the Garnet Valley School District.


Boosters Will Not Have Any Role in Conflict Resolution between Parents & Coach:

· It is inappropriate to approach a coach prior to or at the conclusion of a game or practice unless the meeting has been previously agreed upon as described in the Garnet Valley Athletic Department Handbook for Students and Parents.

· Solely the coach determines playing time; discussion should focus only on how your son or daughter can improve his or her skills as an athlete.

· If emotions rise to an unreasonable level during the meeting, it will be concluded immediately and rescheduled.


Starting a Booster Organization at the Garnet Valley School District:

Booster organizations must meet with the Athletic Director and Head Coach to request formal recognition.

1) All of the areas discussed in these guidelines are required and mandatory by the Garnet Valley School District

2) Each Booster Club should have elected or appointed officers (President, a Treasurer, and a Secretary).

3) Prior to the 1st practice of each season, each booster club President must inform the Athletic Director with the names and contact information (address, phone and email) of each club officer.

4) Booster Club meetings should follow a set agenda each meeting (Welcome/Minutes from past meeting/Treasurer Report/Old Business/New Business).

5) All G.V.S.D. Booster Organizations Should Comply with state and federal laws.

a. Each Club will remain in good standing with State and Federal Laws to be recognized as a “Booster Club” by the district.

b. To remain in good standing with the Garnet Valley School District each Club should do the following:

i. Obtain a Federal Taxpayer Identification number.

ii. Clubs should be organized in some form consistent with non-profit status under Pennsylvania law, and must operate and fundraise only within state and federal requirements.

6) Upon request, provide the district business manager with a copy of the appropriate annual tax/ reporting returns filed with the appropriate Federal and State agencies, if applicable


Finances:

· Treasurer report should contain all transactions that took place prior to the meeting.

· Finance of each booster club should be open to 100% of all members.

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