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Policy committee approves amended district booster-club policy; requires 501(c)(3) documentation and financial transparency
Summary
The Policy Committee approved an amended district booster-club policy requiring booster organizations to hold 501(c)(3) status, supply annual documentation, use a CPA or financial specialist for statements and filings, and maintain volunteer records in line with district volunteer policy.
The Beloit School District Policy Committee approved an amended booster-club policy on Wednesday that tightens documentation and financial-transparency requirements for booster organizations that support district programs.
The approved changes, as discussed and amended on the record, require booster organizations to be registered as an IRS 501(c)(3) and provide applicable documentation annually on or before July 1; to use a CPA, bank, or financial specialist to manage financial statements and tax filings and to provide applicable documentation including, upon request, financial statements to the School District of Beloit; and to maintain written organizational bylaws specifying that 100% of profits are issued directly to the School District of Beloit group(s) the booster club supports.
The policy also includes a corrective provision stating that if a booster club is no longer operational — including loss of 501(c)(3) status or failing to maintain the required board composition — the booster club must supply updated bank statements and a 90-day transaction history and will have 10 business days to comply or otherwise resolve the matter with the district.
On the issue of donation reporting thresholds, committee members discussed a pending change in district policy 8 40 that would lower the amount at which donations must be submitted from $1,000 to $100. Because policy 8 40 remained under revision, committee members agreed to leave the booster-club policy's donation threshold at $1,000 until 8 40 is finalized.
The committee also discussed volunteer screening. The adopted language requires booster-club volunteers working with district students to complete the district online volunteer application and for booster boards to create and maintain an approved volunteer spreadsheet, in alignment with SDB policy 3 53.1.
Mr. Gratz, the district presenter on the item, said the committee removed an explicit citation to Parent Booster USA from the policy text to avoid redundancy and community confusion while retaining a reference to it as a resource.
The committee voted to approve the amended booster-club policy as presented. During the meeting the policy was referred to with slightly different agenda numbers (agenda listed "policy 8 80 1.1" earlier in the packet; the motion on the record referenced "policy 8 81"). That numbering inconsistency is noted for administrative correction before the policy is published.
The policy as amended also cross-references SDB policy 8 40 and SDB policy 3 53.1 and includes links for community reference.
