All fundraising proposals must be submitted to the Athletic Director at least one month prior to the fundraiser, and on the appropriate form. Booster Presidents should contact the Athletic Office with Fundraising plans so that we can avoid conflicts.
Fundraising activities should be pursued only when there are needs that go beyond traditional budget items (i.e. warmup suits, banquet expenses, any activity/club trips, unique equipment requests).
Fundraising activities may be denied/rescheduled if there are numerous fundraising activities going on at the same time.
Fundraising is an optional activity. Students are not required to participate in fundraising.
It is important that all students involved with fundraising understand the “whys” behind the fundraising. In this way, students can share this information with their parents, and others, who may want to know the purpose of the fundraising.
Expectations for students involved must be clearly defined by the coach or advisor who is supervising the fundraising.
If checks are written they should be made out to Amherst-Pelham High School Athletics. Any fund collected through a fundraising project must be submitted to the Activities/Athletics secretary for deposit in the High School business office. Such funds will be deposited in an account earmarked for that group (i.e., girls’ soccer, dance club, etc.) Bills and expenses may then be paid accordingly through these accounts.
Booster Clubs are organized to help promote, support, and improve the extra curricular activities of the schools in Amherst-PelhamRegionalSchool District. Each administrator is responsible for the booster clubs and parent groups in their school. Since the Booster Clubs also represent the school it is necessary for them to adhere to the following guideline set forth in this Handbook.
It is important for school administration to periodically meet with all Booster Clubs and Parent Groups to train and monitor their activity. Funds should never be co-mingled with personal funds. Personal checking accounts cannot be used. All funds must be processed through the school or audited booster club books. Letters should be written to any group or individual who are not following district booster guidelines. Currently there are two financial record keeping environments allowed in the district.
They are:
1. Clubs which financial records are maintained by the school
II. Clubs which maintain their own financial records
It is strongly advised that all booster clubs use the school to track their finances. School financial secretaries are trained and willing to provide this service for the booster clubs. Only if a club has extensive funds which require complicated tracking causing unrealistic time commitments from a school financial secretary, should a booster club choose to provide their own financial accounting. Even then, it is often difficult to find trained volunteers associated with the clubs who can follow the strict rules, procedures and record keeping required in keeping individual control of funds. Strict bidding processes and purchase order guidelines need to be followed for any equipment purchases. The school has knowledge and understanding to follow these guidelines.
Formation of a Parent Group or Booster Club
Meet with the school administrator to discuss the organization of the group or club and obtain approval to proceed with organization.
Obtain all necessary forms, instructions, policies and guidelines pertaining to the development or organization of parent groups, or booster clubs from the school administrator.
Develop a constitution which states:
Submit the constitution to the school administrator for approval.
Develop and submit a budget to the school administrator.
Comply with all sections of board policy, rules and regulations and procedures.