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Committee begins update of fundraising policy; staff to draft revised policy and tighter regulation language
Summary
After an extended discussion of booster clubs, student activity funds, audit controls and Title IX implications, the policy committee directed staff to draft a revised fundraising policy and related regulation; the committee emphasized safeguards, pre‑approval for building modifications, and clearer roles for schools and independent boosters.
The Policy Committee opened a broad review of FCPS fundraising and donations policy on March 26, asking staff to draft a revised policy and updated regulations that clarify the district’s expectations for fundraising, auditing and booster partnerships.
Why it matters: Fundraising and donations touch school finances, facility modifications, Title IX compliance and equitable access to resources across schools. The committee underscored the need for clear roles, audit controls and pre‑approval processes so volunteer groups can partner without creating unanticipated obligations for the district.
Discussion highlights - Controls and training: Fiscal staff said internal controls are placed in regulation and in the Student Activity Fund (SAF) manual; the district recently added a compliance officer to bring SAF audit and review work in‑house. Staff described mandatory trainings for school secretaries, principals and activity staff and one‑on‑one follow‑up visits for high schools; the committee pressed to keep pre‑approval requirements workable and to avoid adding administrative burdens on school leaders. - Boosters and independence: The committee discussed the line between independent booster organizations (501(c)(3)s) and school‑sponsored activities. Staff said boosters should remain at arm’s length but that the regulation requires principal approval for use of school logo/trademarks and building use; donation and building modification proposals must follow facilities and capital modification rules and be pre‑approved. - Equity and capital projects: Members raised equity concerns about boosters in affluent schools funding scoreboards, curtains or turf fields while other schools cannot. Staff noted that booster funding can free district funds for other priorities but cautioned about future maintenance obligations and Title IX impacts (e.g., athletic facilities improvements should preserve parity between comparable male/female programs). - Fundraiser types and restrictions: Committee members asked for clarity on door‑to‑door fundraising, raffles/silent auctions, alcohol‑related items and food‑service rules tied to federal regulations; staff said regulations and the boosters manual will address those specifics and required approvals. - Emerging issues: Members flagged name/image/likeness (NIL) activity among elite high school athletes and asked staff to monitor whether booster or third‑party NIL deals will require policy attention.
Next steps: Staff will prepare a draft policy and accompanying regulatory language to return to committee for action in June; the committee flagged that the goal is to provide clear, concise top‑level policy statements while retaining operational detail in the regulation and manuals.
