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Board advances revised booster‑club policy after lengthy bargaining and safety debate
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Summary
Trustees returned an updated booster‑club policy for a first reading, adding requirements for 501(c)(3) documentation, financial transparency and volunteer vetting; the board approved the amended first reading 4–3.
After months of committee work, the School District of Beloit board advanced a revised booster‑club policy on May 20 with several substantive edits intended to increase transparency and protect students.
Key provisions approved in the first reading (motion carried 4–3) included: a requirement that booster organizations be IRS‑recognized 501(c)(3) entities and submit an IRS determination or annual affirmation letter annually to the superintendent or the director of athletics and activities (deadline specified as on or before July 1); a requirement that booster clubs provide bank statements and annual information returns (Form 990) annually, with officers such as the booster club secretary responsible for submission; and a requirement that booster clubs maintain an approved volunteer roster.
The board also added language allowing the director of athletics and activities to approve emergency or spontaneous volunteers in limited situations — but only where the volunteers would not have unsupervised access to students or cash handling responsibilities. Trustees discussed concerns about the administrative burden for volunteer processing, the need to document emergency volunteers and the district’s enforcement authority; Athletic/Activities Director Tommy Gratz and Superintendent Dr. Mark Garrison participated in the discussion and confirmed administration would receive and review required documents.
Trustees clarified the policy’s effective date would be the 2025–26 school year, and that the July 1 reporting deadline refers to documentation covering the club’s most recent year. The policy includes cross‑references to district policy on donations and volunteer background checks.
Ending: The policy was advanced as a first reading; trustees asked administration to circulate the revised language to current booster clubs and to return the policy for a second reading after giving clubs time to comply and ask questions.
