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Subcommittee calls for updated policy and procedures after concerns about booster‑club accounts and use of district name
Summary
Following complaints about independently run booster and athletic club accounts using the district or school name, the subcommittee directed legal and finance staff to draft clearer policy and procedures to define affiliation, protect district liability, and provide oversight for fundraising and account management.
The subcommittee discussed complaints about booster and athletic club fundraising accounts that used Springfield Public Schools’ name or tax identification information outside district oversight and instructed legal and finance staff to draft updated policy and procedural guidance.
Several members described cases in which parents opened accounts tied to a school or athletic program using an employer identification number (EIN) or, in one instance, a parent’s Social Security number. "10 years ago, I went to every bank in the city and gave them our tax ID number and got a list of every account that was out there under our tax ID number, took all the funds, took them in house, closed everything down," Chief Pat Roach recalled, describing past district efforts to address unvetted accounts. Committee members said current guidance in the policy manual is sparse and dated.
Attorney Keith recommended a two‑part approach: adopt an updated school‑committee policy that defines booster clubs and permissible use of the district name and logo, then develop a district procedure that establishes affiliation steps, accounting best practices (two signers, regular statements), thresholds for notification and formal recognition, and steps to address noncompliant organizations. Legal staff noted booster clubs that are legitimate nonprofits should have 501(c)(3) status and an EIN independent of the district; parent‑run, informal accounts using an individual’s Social Security number are not a nonprofit and create liability and confusion.
Committee members asked that recommended guidance be practical and not create unnecessary red tape for parent volunteers; staff said training for principals, coaches and parent leaders would be part of implementation. The committee directed city legal and district finance staff to draft policy language and a procedural guide and return with recommendations.
