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Beloit School District policy on booster clubs amended and approved
Summary
The Policy Committee approved an amended booster-club policy that tightens financial reporting, keeps a $1,000 interim donation threshold pending related policy changes, and requires booster volunteers to complete the district volunteer application.
The Beloit School District Policy Committee approved an amended district booster-club policy after a staff presentation and committee discussion on May 7.
Committee members and staff agreed to remove a prescriptive reference to a Parent Booster USA guideline and instead include the relevant compliance elements directly in the policy. The committee also endorsed requirements that booster organizations be registered as 501(c)(3) entities and provide annual documentation to the district, and that a qualified financial professional (CPA or bank/financial specialist) manage booster financial statements and tax filings and make records available to the district on request.
The policy as amended requires booster organizations to maintain written bylaws specifying that funds are used to support the School District of Beloit programs the booster serves, and it preserves a safeguard that if a booster club ceases operation or loses 501(c)(3) status the district may require up-to-date bank statements and other records within 10 business days. Committee members added language calling for a 90-day history of account activity when such a review is triggered.
The committee discussed donation thresholds tied to district policy 8.40. A proposed change in the draft would lower the donor-reporting threshold from $1,000 to $100 to match a separate policy under review; after discussion the committee agreed to leave the threshold at $1,000 for now until policy 8.40 is revised.
Members also discussed volunteer screening. The approved text requires booster-club volunteers to complete the district online volunteer application in compliance with district policy 3.53.1 and calls for booster boards to maintain an approved volunteer spreadsheet for district reference. Committee members said the requirement is intended to increase transparency while recognizing the workload on volunteer-run groups.
The committee voted to approve the revised booster-club policy as amended and to forward it as a committee recommendation for the board’s final action.
