Keystone Central policy committee seeks booster and PTO input on draft Policy 9‑15

The Keystone Central School District policy committee convened a special meeting Nov. 24 to solicit direct input from PTOs and booster clubs on proposed revisions to Policy 9‑15 governing district relationships with parent and booster organizations.

Chair Chris Scaff told attendees the committee did not want to "make decisions that affected you folks without input from you folks," and asked clubs to submit copies of their bylaws and annual paperwork to committee members so staff can align district policy with on-the-ground practices. "Could I get somebody to submit to the board members here that are on policy committee? You can send them to Christine or myself a copy of them," Scaff said.

Committee members and school staff explained what the draft would require. District staff said booster and PTO groups must submit three annual documents — financial records, a proposed budget and officers/contact information — by June 15 so the athletic department and the board can receive an annual report in July. "There's three documents that you have to submit to the school district every year, by June 15," said Katie Koechner, who identified herself as a booster-club representative.

Members discussed distinctions between PTAs and PTOs. Tracy Heller emphasized the difference to the group: "PTA and PTO are two different things. PTA, you pay to be a part of. PTO, you don't have to pay dues or anything like that." District staff recommended treating current groups as PTOs (no mandatory dues), reflecting how clubs have been operated locally.

The committee debated language about preapproving summer fundraisers. A struck line in the draft required board approval of summer fundraisers at the May meeting; staff said summer sees significant officer turnover and that requiring final May approval could be impractical. Instead, staff proposed clubs list anticipated fundraisers on the annual form and use a separate, shorter form for midyear or last-minute events. "When things come up midyear, there's a whole another form to fill out ... it's not restrictive," Superintendent Frank Ridman said.

The draft also includes operational clarifications. A line stating "all contributions of supplies and equipment must go through the athletic director or designee" prompted discussion about Title IX: staff noted Title IX applies to athletic booster clubs, which should route donations through the athletic director, while PTO-related contributions might be handled by building principals. The committee agreed to tighten language so booster-specific Title IX responsibilities are clear.

Attendees raised several practical concerns. Several new club officers said they lacked organized onboarding and outdated treasurer spreadsheets made financial reporting difficult; one attendee requested a standard treasurer-report template the district could provide. Others reported stale or incorrect contact information and meeting dates on the district website and asked principals to forward corrected officer lists to district IT so pages can be updated.

Questions about tax-exempt purchases were raised; staff replied they do not believe the district can make purchases through the school's tax-exempt number on behalf of an independent booster club. Committee members also confirmed that concession-stand operations are subject to health inspections and that the district's food-service supervisor monitors compliance.

The committee said it will incorporate the feedback, clean up language (for example distinguishing booster-only versus PTO provisions and specifying whether responsibilities fall to the athletic director or building principal), and circulate a revised draft. No formal vote was taken; the session was framed as fact‑finding and stakeholder engagement ahead of a later policy committee draft and board review.

The policy committee adjourned at 7:20 p.m. and indicated the next draft of Policy 9‑15 will be circulated to clubs and principals for further comment.