Booster Club Guidelines

The 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.”

Another definition is "a booster club provides enthusiastic support of a team or organization.” This type of support is much like emotional or psychological parental support, but is given in a collective manner. Booster clubs play a key role in supporting Minnetonka Activities in many ways and we are very thankful for the positive contributions booster clubs provide to our programs.

Booster clubs may raise money by printing promotional items like team schedules, programs and yearbooks. Booster clubs can financially support the program by providing additional funding for coaches, staff and event workers. They can organize team 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 Minnetonka Activities Office and the administration at Minnetonka High Schools to ensure that booster clubs operate within their defined parameters.

You can view all of the booster club guidelines by downloading this document.

Advertising

The Minnetonka Activities office must approve all advertisements in printed programs for Minnetonka events. Please email or fax a copy of your ads for approval prior to printing (fax 952-401-5905 or email to ted.schultz@minnetonka.k12.mn.us)

The Minnetonka Activity office reserves the right to pull programs that have not been approved or not consistent with district values.

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 program and the agenda must be approved by the head coach.

The awards given out at the banquet are the sole responsibility of the head coach.

There should be no open bar for adults and parents should refrain from consuming alcohol at banquets.

To avoid conflict, banquets should not be held on Wednesday evenings or before 12 p.m. on Sundays.

Billing

All transportation, fees and equipment purchases must be approved by the head coach and the Activities Director.

The activities department will bill booster clubs for any bus transportation that exceeds the district budget.

The activities department will bill booster clubs for any fees for tournaments or games that exceed the given district budget.

The District may bill booster club for supplies/equipment that exceeds the District budget. All donations must be turned into the Activities Office prior to ordering.

Booster Club Dos and Don'ts

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).
  • Financially support the program by providing additional funding for coaches, staff and event workers.
  • Organize team events, such team meals.
  • Listen and work closely with the head coach.
  • Discuss as official business any item that meets the definition or function of a booster club as outlined on the previous page.

  • Booster Clubs SHOULD NOT:

    • Openly discuss or perform a performance review of the head coach or coaching staff.
    • 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.
    • Discuss as official business any item that does not meet the definition and function of a booster club as outlined on the previous page.
    • Review the performance of a coach funded by the booster club. Staff evaluations are solely the responsibility of the District.

    Conflict

    I have a conflict? How do I proceed?

    Conflict resolution protocol

    Conflict is almost inevitable when working with passionate, highly-focused and dedicated people. While good communications and clear guidelines will help limit conflict, there must be clear protocols in place to deal with conflict when it arises.

    The following steps should be followed when a concern is voiced. Our goal should be to resolve conflict at the lowest intervention level possible, but do not hesitate to follow the entire process if necessary. It is always wise to keep the Activities Director aware of any conflicts that are being handled in your program, no matter what level the intervention is at currently.

    Steps in resolution of conflict

    Parents and coaches are strongly encouraged to maintain open lines of communication. A procedure has been developed for the purposes of establishing and maintaining the lines of communication between the school, parents/guardians and students, for the resolution of concerns related to the activities program.

    The below steps are designed as protocol to follow until resolution is reached. If an issue rises to steps 3 or above, it is to be guided back to step 1. A majority of issues are solved at the first step if allowed to occur.

    Step 1 Coach/Student: The student and the coach/adviser will meet to discuss the issue. The goal of this meeting is to bring closure to the concern. This meeting should occur within five days of the incident.

    Step 2 Coach/Student/Parent: The parent and student should schedule a meeting with the coach/adviser within five school days of incident or within five days of the initial meeting between the coach and student.

    The meeting time must be convenient to both parties. The meeting agenda is limited to the initial issue. Coaches/advisers may request administrative presence at the meeting, but the coach/adviser will run the session and provide a detailed summary for the Activities Director.

    Step 3 Coach/Student/Parent/AD: If no closure is attained at the meeting, the coach/adviser must create a written summary of the meeting within five school days for review by the Activities Director. If the parent requests a meeting with the Activities Director, a step 3 form must be completed by the person with the conflict, and turned into the Activities Director. The Activities Director will set up a meeting with the coach, parent, and student (at the discretion of Activities Director). After the meeting, the Activities Director will make a ruling on the issue and share the findings and solution strategy with the family, coach/adviser, and building principal.

    Step 4 Parent/Principal: If the established ruling/strategy is still unacceptable to the family, they may then meet with the building principal to discuss alternatives. The Activities Director, coach/adviser, and/or student will meet with the parent and principal at the principal’s discretion.

    Other key points:

    • It is inappropriate to approach a coach with a concern at a game or practice.
    • Playing time and team selection is determined solely by the coaching staff. These discussions should be between the coach/adviser and the student. A parent may only be involved in these discussions if the student is present (should not exceed step two).
    • Calls should be directed to school contact numbers only.
    • Data privacy rules must be maintained; do not discuss other students.
    • Failure to follow the process may impact the final ruling on the issue.
    • If the parent refuses to involve the student in the process, the conflict resolution process is compromised.
    • Respectful communication is expected between both parties. If at any time the meeting becomes confrontational, it will be rescheduled.

    Finances and Purchasing

    Finances

    1. Treasurer report should contain all transactions that took place prior to the meeting.
    2. Finance of each booster club should be open to 100% of all members.
    3. At no time should a paid coach have check writing authority.
    4. It is mandatory that two people be involved in the authorization and signing of any check.
    5. All purchases must go through the school district (see purchasing section below).
    6. At least two members should tabulate all funds collected.
    7. District 276 has the right to request tax statements, receipts, expenditures, and balances.

    Purchasing

    Booster clubs wishing to purchase athletic equipment for their teams must go through the head coach and the athletic department for approval. Boosters club should not purchase equipment independently. When equipment is purchased, from donated funds, it becomes the property of the school district.

    After the head coach and the activities director have approved an equipment request, the booster club should donate the funds to the activities department, specifying its purpose. The athletic office will then complete a purchase order to initiate the order. All equipment and supplies must be shipped to a school district address.

    Booster clubs should not order materials directly or have materials shipped to a home.

    If a booster club is funding a coaching position, the funds must again be donated to the District prior to the start of the season, all coaches must complete new hire paper work. Call the activities office at 952-401-5903 to schedule an appointment. At the end of the season the activities department will use the booster club funds to pay the coach.

    The activities department cannot give out the school district tax-exempt number. Sponsors making donations must follow the above process for purchasing equipment.

    Fundraising

    Fundraising is a necessary part of high school activities and 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.

    Booster club dues and other fees should be refunded to students who are cut from the team.

    Getting Started and Legal Compliance

    1. Each Booster club should have elected or appointed officers. (President, a Treasurer, and a Secretary)
    2. Prior to the first practice of each season, each booster club president must inform the principal and activities director of the names and contact information (address, phone and e-mail) of each club officer.
    3. Booster club meetings should follow a set agenda each meeting (Welcome/Minutes from past meeting/Treasurer Report/Old Business/New Business)
    4. All the areas outlined on this page are required and mandatory, unless explicitly stated otherwise.

    Legal Compliance for Booster Clubs

    Each club will remain in good standing with state and federal laws to be recognized as a “Booster Club” by the district; therefore being afforded district paid liability insurance coverage.

    To remain in good standing each club should do the following:

    • Obtain a Federal Taxpayer Identification number, a State Employer’s ID number and if appropriate, a State Seller’s Permit Number (Sales Tax).
    • Clubs are generally considered non-profit organizations and will fundraise within the State of Minnesota. To comply with applicable charitable laws, the club will need to:
      • Become Incorporated in the State of Minnesota (develop bylaws and articles of incorporation and follow requirements for operating as such) as a non-profit corporation.
      • Register with the State Attorney General’s Office as a charitable organization.
      • Request recognition from the IRS as an exempt organization by filing Form 1023.
      • Annually file a form 990 or “post card” filing as applicable with the IRS and annually file Charitable Organization Annual Report with the Minnesota Attorney General’s office.
      • May also be required to file a Minnesota M4NP – depending on income and revenue sources – see a tax professional.
    • Clubs not set up as non-profits will need to demonstrate to the district that they are complying with applicable laws pertaining to reporting of revenue and expenditures as a for-profit corporation, partnership or individual.
    • Provide the District (Principal /AD) with a copy of the appropriate annual tax/ reporting returns filed with the appropriate Federal and State agencies.