Keller ISD Director of Athletics President of the Texas ... · PDF fileKeller ISD Director of Athletics . President of the Texas High School Athletic ... Due to the potential for club

Bob DeJonge Keller ISD Director of Athletics

President of the Texas High School Athletic Directors Association 45th Annual National Athletic Directors Conference

National Harbor Maryland

34 Years in Public Education as a teacher, coach and athletic administrator

11 Years in Texarkana Ark & TX

23 years in Keller Texas

14 Years as Keller ISD’s Director of Athletics

34,000 Students 4 High Schools 6 Middle Schools

4,500 in HS Athletic Programs 6,000 in MS Athletic Programs ◦ Think of the potential for adult participation…..

1 Athletic Booster Club serving all sports on each high school campus

Separate clubs for Drill Team and Cheer at each high school

What’s Important? ◦ Purpose ◦ Seamless leadership transition ◦ Financial accountability ◦ Tax exempt status & IRS reporting ◦ Effective branding ◦ Marketing ◦ Financial support ◦ Relationship with the school

School communities form booster clubs to

help enrich the school’s participation in extracurricular activities. The fund-raising role of booster clubs is particularly crucial in today’s economic climate.

It’s vital to engage the community!

Each year it seems like you’ve got a new board – kind of like starting completely over each year…

Strategies – have a plan for leadership succession.

Multiple year commitments for key members Selecting the right booster president is just as

important as hiring the right head coach!

◦ Making $$ is a key goal and $$ is almost the only

place that can and will cause issues….. ◦ Have a system of total transparency Build a budget Approve specific fundraising projects that have a

purpose Use effective accounting procedures (the # 2 is

important) Never use cash to pay bills!!!

Annual reporting to the school district is a must!!

Tax Exempt Status ◦ Establish your tax exempt status (Why) ◦ Once you have it and continue to follow IRS policies

for a 501(c)(3). ◦ The primary requirement is to file your tax return

annually. ◦ Organizations that do not file for three years in a

row will automatically lose their exemption.

FACT: Due to the potential for club irregularities and the related liabilities, many school districts are: Refusing to allow booster clubs to use the district’s tax exemption. Asking clubs to secure their own exempt status. Requiring greater financial accountability from all booster organizations FACT: An organization must apply to the IRS for a tax exemption. Its status will be as a 501(c)(3) public charity. FACT: If a club projects more than $50,000 in annual revenue it must file IRS form 1023 – application for exempt status. FACT: If a booster club (or group of clubs) projects less than $50,000 in annual revenue, it MAY qualify to file a “streamlined application,” which is quicker and less expensive than a full 1023 application. FACT: While booster organizations may file for a tax exemption as an “association” or as a “corporation,” it is highly suggested the club choose to incorporate for the purpose of providing it with the best structure and accountability.

Provided by Anchor Consulting Group. For more Information go to: www.anchoryournonprofit.com/boosterclubs

http://www.anchoryournonprofit.com/boosterclubs

Option 1 OR Option 2 Streamlined Application Full 1023 Application (if eligible) Incorporation $ 700 $ 700 Includes creation of organizing documents (Articles of Incorporation, Bylaws, Conflict of Interest Policy and any state required documents) (Plus any state fees, except in Texas) Tax Exempt Application $ 300 1,700 IRS fee (Paid to IRS) $ 400 $850 Total $ 1,400 OR $ 3,250 Provided by Anchor Consulting Group. For more Information go to: www.anchoryournonprofit.com/boosterclubs

http://www.anchoryournonprofit.com/boosterclubs

Individual clubs – Great for ownership – lots to manage!

One big club – Less to manage, very difficult to get all parties to buy in

Umbrella clubs – One club for accounting purposes – effective fundraising for all

Hybrid – A bit of all three

50 K rule

Program success

Marketability of the coach

Dynamic Leadership

Impact of effective club leadership

Visibility in the community

Acknowledgement of booster contributions

◦ Fundraising Sources Concessions – from 30% to 70% Profit Team wear sales – Know what is “in” Membership - levels Corporate Sponsors - $$ is found here! Radio / internet broadcasts

Clubs need to generate: ◦ Workforce – give them a reason to commit! ◦ Energy ◦ Program support ◦ Corporate connections ◦ $$$$$

Put your club’s stamp on everything

your are connected to.

3,500 Community members 2,500 students in the stands

500 band members 120 Football players

60 Cheerleaders 120 Drill Team Members 40 Spirit Team Members

A Team of 6840!!! Keller Booster document

http://www.kellerisd.net/studentsandfamilies/athletics/Documents/BoosterClubOrientationAndProcedures.doc

Building Positive and Productive Relationships With Booster Clubs

Better Booster Clubs, LLC 1601 East Highway 13, Suite 200 Burnsville, MN 55337

Phone: 952-215-3343 Website: www.betterboosterclubs.com

Helping high school arts and athletic programs reach their potential.

Presented by:

Michael Walsh, President

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Better Booster Clubs

Michael Walsh President

Before I begin, let me tell you a little bit about me and our company…

Better Booster Clubs Helping high school arts and athletic programs reach their potential.

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© Better Booster Clubs, LLC | Burnsville, MN | All Rights Reserved

Better Booster Clubs Better Booster Clubs Helping high school arts and athletic programs reach their potential.

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About Me In High School


• Participated in many activities.

• Learned and benefitted from these experiences tremendously.

• Know firsthand about the value of these activities and the values they teach.

• Learned what it takes to build and sustain winning programs.

• Became adept at fundraising at a very early age.


• First job out of college was as a high school development director, administrator and coach.

• Started company focused on working with schools in 1984.

• Since then, have worked with over 400 groups and helped them raise over $500 million.


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About Me Professionally



• Several years ago, was asked to help with my son’s football boosters.

• Suggested changes in focus and scope and how we raised funds.

• Resulted in attracting a lot more money, students and success to the program and school.


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About Me My Personal Involvement In Booster Clubs



That’s the kind of impact better booster clubs can have!

They can literally transform you from wherever you are now to forever better!


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• Since that time, I’ve been asked and had always wanted to help other booster clubs professionally.

• So in 2012 started to develop various training and template materials and tools to help high school arts and athletic activities and booster clubs.

• In 2013, formally founded this company – Better Booster Clubs.

• So it’s an honor to speak and to share my knowledge/expertise with you today.


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About Me My Professional Involvement In Booster Clubs



Now on to the topic at hand…


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They are underutilized and not organized and operating effectively

Or, in other words

They don’t currently have the right relationships, both internally and externally, and aren’t focused on doing the right things.

As a result, they aren’t living up to their names, realizing their potential or helping the programs they are or should be

designed to support realize their potential.


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The Biggest Problem With Booster Clubs Today


Organizational Flaws in Booster Clubs • No booster clubs:

− Missing out entirely on what booster clubs could/should do.

• Single booster club for all activities: − A step in the right direction but not a substitute for what individual

booster clubs are needed for and can and should do. − People aren’t as generous for generic interests.

• Booster clubs for some individual activities: − Another step in the right direction but most don’t have booster clubs

for all activities and most booster clubs aren’t organized and operating optimally or with any real continuity or consistency.


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Operational Flaws in Booster Clubs • They are present only or primarily focused.

• They approach fundraising in mostly amateurish, inefficient, ineffective, and not always sustainable and scalable ways.

• They are driven by parents – not the people that need them most.

• There’s not a lot of continuity or consistency from year to year.

• Everything they do is not excellent.

• They don’t live up to their names and “boost” the program.

• Even the self-proclaimed “good ones” can be dramatically improved.


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These problems are costing your arts and athletic activities and school(s) hundreds of thousands if not millions of dollars a year in

lost income, more students and success.


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The Solution:


How Should Booster Clubs Be Organized?


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• Single, over-arching booster club to oversee individual booster club activities and assure organizational and operational consistency and efficiency and to provide for centralized accounting and accountability.

• Individual booster clubs for each activity with committees for:

-Alumni/alumni parent activities, -Current parent/participant activities, -Youth program participant/parent activities, -Membership, advertising, volunteerism,

communications, merchandise, game or performance day activities.


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• Booster clubs should be helping you and you coaches to do important program building things that you and your coaches have little or no time to do. In short, they should be helping in three (3) significant ways:

1. Friend Raising - Building and maintaining lists of and relationships with all constituents through quality, regular communications and cultivation events.

2. Fund Raising – For your programs’ ordinary needs and their/your extraordinary dreams asking people for their best gifts in the most personal and productive ways through an annual membership and advertising drive and ongoing and occasional special requests and requests for major gifts.

3. Recruitment – Of volunteers and future program participants and parents in more personal and productive ways.

How Should Booster Clubs Be Operating?

1. Realize the value of high school activities.

2. Realize the unrealized value of high school activities.

3. Realize that present day “solutions” are flawed.

4. Take immediate steps to change.


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The Path to Building Better Booster Clubs In Twelve Steps

5. Revise policies and job descriptions for all involved.

6. Form an all-school booster club to oversee all booster club activities.

7. Educate and train program leaders.

8. Form individual booster clubs for individual activities.


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9. Get good software and begin building constituent lists.

10. Cultivate and communicate with all of your constituents.

11. Simplify and ask for support in more direct, personal and

productive ways. 12. Get professional advice and

assistance.


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How We Can Help


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All-School, All-Activity In-School Training Program

In-School Training Program • We’ll come to your school

three (3) times a year to conduct a series of training meetings for the leaders of all of your activities.

• Timing:


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Winter session (Fall/Year-Round Activities) Spring session (Winter Activities) Fall session (Spring Activities)

Sessions will be focused on:

How to structure or restructure your booster club(s);

How to build, expand and cultivate all constituents;

How to attract more volunteers and participants;

How to approach fundraising more simply and successfully;

How doing these things will positively impact your success.


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In-School Training Overview

Each participating program will also get:

Our How to Build a Better Booster Club e-course and e-book;

3 months of free coaching calls; 3 month free subscription to our

Better Booster Club Database and all of the templates and tools that are built in.


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In-School Training Overview


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Change is difficult but necessary if you want to continue to grow and improve.


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Remember…

The most successful people and programs do what lesser successful people and programs don’t and

aren’t willing to do


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The better and more productive relationships that you can create with your booster clubs, the more money, students and success you’ll attract to

your programs and school.

Local: 952-215-3343 Toll Free: 855-898-4518

www.betterboosterclubs.com



Thank you!

Jeff Harrison Athletic Director

[email protected] 330-636-3226

@Medinaathletics

#WeRMedina #cultureofchampions

www.medinaathletics.com

mailto:[email protected]

Medina Athletic Booster Club “One Team One Dream”

• Booster Board: President, VP, Secretary, Treasurer • Committees: Membership, Concessions, Spirit, Communication, Alumni • 20% membership rate • Revenue Generating Activities: Sponsorships, Concessions,

Membership, Gold Cards, M.I.T., LAX tournament, Programs • Individual team fundraisers – 5% goes to general fund • Boosters currently purchase all cloth, coaches conferences, awards, wall

of fame, and other items above and beyond.

Booster General Fund vs. Team Bucket Booster Bucket Balances Boys Basketball Bucket Booster Advertising Info www.medinaathletics.com

http://www.medinaathletics.com

501c3 Status Qualifying Purposes In order to qualify for 501(c)(3) status, an entity must be organized and operated exclusively for religious, charitable, scientific, testing for public safety, literary, or educational purposes, or to foster national or international amateur sports competition, or for the prevention of cruelty to children or animals.

Compliance Having 501(c)(3) status comes with compliance requirements, the most obvious of which is operating the organization within the IRS regulations. In addition, most organizations must file some version of Form 990 with the IRS each year. Additional compliance requirements exist at the state level.

Estimates show that only 12% of booster clubs have taken the steps to register and become tax exempt organizations, thus giving them and their organization the ability to legally promote and to gain donor contributions with a tax benefit.

Fundraising Approval Process – Who, What, When, Where, and Why

IFAs are prohibited in charitable organizations (including 501c(3)s, boosters, and schools) The IRS sent out a memo in 2011stating: “If a booster club confers a benefit on a participant in return for their fundraising activities, such as crediting amounts raised by a participant toward that participant’s dues requirement, or by crediting amounts raised against the cost of a trip, the booster club is providing a private benefit to that participant. Consequently, such practices could result in the organization failing to be described in section 501(c)(3).”

Fundraising Many forms of the prohibited actions: •Money directly paying down an individual student’s pay-to-play fees. •Money directly paying down an individual student’s trip fees for band trip. •Student and parent’s volunteer hours given to work at a concession stand directly decrease that student’s pay-to-play fees.

Building Support F.U.N

Focused, Understand, Network Remember – parents aren’t looking for a job Focus on growth – each bring 1 Understand the mechanics – success breeds success Network for continued growth

Why do people get involved?

Passion, Like those involved, calling

Top 2 reasons not involved 1. No Time 2. No Experience

Booster Do’s -- Don’ts The Top “15” Booster Club Mistakes – The Don’ts

Senior Parents running the Club Isolating the Club

Conducting consecutive Fundraisers Lack of Mission and Vision

Lack of Executive Board Not gain 501c3 tax-exempt status

No accounting Policies and Procedures Not keeping in contact with Alumni

Overstepping Boundaries Not understanding Booster Club role

Not keeping club compliant Not staying in tune with District policies

Not establishing a working relationship with school administrators and coaches

Lack of standard operating procedures

Not outlining job descriptions and areas of responsibilities

Booster Do’s -- Don’ts Key Points for Building Successful Booster Clubs – The Do’s

Strong leadership Annual review and audits

Clearly defined policies, procedures and roles

Fun and inviting atmosphere

Built-in mentoring system Well defined and thought through objectives

Consistent communication Spreading the tasks

A booster club is a business and should be run just like you would any other company – with good leadership, strong organizational structure and a defined mission with goals and objectives

Benefits of a Booster Club

BOOSTER CLUB PURPOSE

1) ‘THE RHS BOOSTER CLUB HAS BEEN ESTABLISHED FOR THE PURPOSE OF PROMOTING, SUPPORTING, AND IMPROVING ALL ACTIVITIES AT RICHFIELD HIGH SCHOOL’

2) ‘THE OBJECTIVE OF THIS CLUB IS TO IMPROVE COMMUNITY RELATIONS WITH ALL ACTIVITIES AT RICHFIELD HIGH SCHOOL’

3) ‘ALL BUSINESS CONDUCTED BY THE BOARD SHALL BE BY VOTE OF THE MAJORITY OF THE VOTING MEMBERS’

A. THE BOOSTER BOARD IS TO AVOID PREFERENCES TO INDIVIDUAL

SPORTS, CLUBS, PROGRAMS OR INDIVIDUALS

RICHFIELD HIGH SCHOOL BOOSTER CLUB

1) BOOSTER CLUB BOARD PRESIDENCY A. ELECTED OFFICERS--PRESIDENT-ELECT/PRESIDENT/PAST

PRESIDENT B. APPOINTED OFFICERS--SECRETARY/TREASURER/BUSINESS

LIAISONS C. INDIVIDUAL PROGRAMS EACH HAVE A BOOSTER PARENT WHO

THE BOOSTER CLUB BOARD WORKS THROUGH D. SCHOOL ADMINISTRATION SELECTS PRESIDENT-ELECT AND

APPOINTED OFFICERS 1. EMPHASIS ON SELECTING PEOPLE FROM A VARIETY OF

BACKGROUNDS (MUSIC, DRAMA, SPORTS, ETC.)

MEETINGS 1) HELD MONTHLY FROM AUGUST-MAY A. BOOSTER PRESIDENT IS RESPONSIBLE FOR AGENDA B. ATHLETIC ADMINISTRATOR BRINGS PROGRAM REQUESTS TO THE

MEETING—(COACHES/ADVISORS CAN’T CONTACT BOOSTER BOARD WITH REQUESTS) 1. SCHOOL ADMINISTRATION DETERMINES IF REQUESTS WILL BE TAKEN

TO THE MEETING C. REQUESTS ARE APPROVED BY MAJORITY VOTE 1. ADMINISTRATION MUST BE INVOLVED IN VOTE 2. IMMEDIATE REQUESTS THAT CAN’T WAIT UNTIL THE NEXT MEETING

ARE DONE BY PHONE/E-MAIL AND THEY ARE TO BE FACILITATED BY SCHOOL ADMINISTRATION D. THE AUGUST MEETING AGENDA INCLUDES A REVIEW OF PURPOSE OF

THE BOOSTER CLUB

FUNDING/ACCOUNT BALANCE

1) WITH MOST REQUESTS THE BOOSTER BOARD FUNDS HALF OF THE REQUEST AND REQUIRES THE PROGRAM OR CLUB TO FUND THE OTHER HALF

A. HELPS ASSESS NEEDS/WANTS 2) THE BOOSTER CLUB DOESN’T PROVIDE FUNDS FOR

UNIFORMS 3) REQUEST RECORD IS KEPT SO THAT THE SAME

PROGRAMS AREN’T ALWAYS SUBMITTING REQUESTS 4) TREASURER PROVIDES AND DISCUSSES ACCOUNT

BALANCE AT MONTHLY MEETING A. GOAL TO MAINTAIN AND END OF YEAR ACCOUNT

BALANCE OF $10-15,000

FISCAL RESPONSIBILITY

1) PURCHASING REQUIRES A “PRIOR-APPROVED” PURCHASE ORDER WITH 2 SIGNATURES ONE OF WHICH MUST BE A SCHOOL ADMINISTRATOR SIGNATURE

2) BOOSTER MEMBERS MUST AVOID CONFLICT OF INTEREST IN SIGNING PO’S

COORDINATION

1) SCHEDULE GROUPS TO WORK CONCESSIONS

A. ORDER AND STOCK CONCESSIONS 2) FACILITATE AWARDING OF STUDENT AND TEACHER OF THE MONTH A. $50 AWARDED, PICTURE AND ARTICLE IN LOCAL PAPER, PICTURE

POSTED IN THE OFFICE 3) GOALS/PROJECTS 4) HELP AS NEEDED WITH TICKET TAKING, CHAPERONING, FEEDING

TEAMS, ETC.

FUNDING SOURCES

1) BOOSTER CLUB PASSES

2) BUSINESS BANNERS IN GYMS AND PLAYING FIELDS

3) CONCESSIONS A. EACH SCHOOL GROUP THAT WORKS A GAME/EVENT IS PAID A MINIMUM OF

$100

4) OTHER A. GOLF TOURNAMENTS, AUCTION, RAFFLES, TAILGATE PARTIES, ETC.

BUSINESS CONTACTING

1) SCHOOL SENDS ONE-TIME BUSINESS DONATION LETTER IN AUGUST (PER DISTRICT FUNDRAISING POLICY)

2) SCHOOL SENDS ONE-TIME PARENT DONATION LETTER IN AUGUST (PER DISTRICT FUNDRAISING POLICY)

3) BOOSTER CLUB ISN’T BOUND BY DISTRICT POLICY AND CAN CONTACT BUSINESS COMMUNITY AS OFTEN AS NEEDED

EXAMPLES OF COMPLETED PROJECTS/ CONTRIBUTIONS 1) PRESS BOX AT THE FOOTBALL FIELD 2) NEW CONCESSION BUILDING WITH BATHROOMS AT FOOTBALL FIELD 3) AUDITORIUM RENOVATION/IMPROVEMENTS 4) $30,000 TO PURCHASE TWO NEW MOBILE COMPUTER LABS 5) ‘GONE BUT NOT FORGOTTEN’ SCHOLARSHIP PROJECT—RAISED 0VER $80,000 IN

SCHOLARSHIP MONEY FOR GRADUATING SENIORS 6) FUND SOME FRESHMAN PROGRAMS 7) PROVIDE FUNDING FOR STATE CHAMPIONSHIP TEAMS AWARDS BANQUETS 8) WITH DISTRICT CUTBACKS THEY HAVE HELPED PREVENT CONTEST LIMITATIONS/LOSS OF

PROGRAMS BY CONTRIBUTING TO TRANSPORTATION FUNDING 9) PROVIDED FUNDS FOR SCHOOL TO PURCHASE PIANO AND OTHER MUSIC EQUIPMENT 10) PURCHASED A DIGITAL SIGN FOR OUR CAMPUS AND PURCHASED AN ADDITIONAL DIGITAL

SIGN TO LOCATE IN CITY CENTER AREA OF COMMUNITY

BENEFITS

1) CONTINUITY

2) SCHOOL WIDE SUPPORT

3) COMMUNITY SUPPORT

4) SCHOOL WIDE PROJECTS FUNDED

5) EASIER TO AVOID PERSONAL AGENDAS/EXCESS MONEY TO SPECIFIC PROGRAMS

6) INCREASED NUMBER OF INDIVIDUALS TO HELP

7) BOOSTER CLUB PEOPLE CONTACT BUSINESS COMMUNITY INSTEAD OF STUDENTS

8) BOOSTER CLUB DOESN’T DIMINISH OR HARM INDIVIDUAL PROGRAMS FUNDRAISING EFFORTS

9) INTERNAL CONTROLS

CONTACT INFORMATION

Richard Barton CMAA

Athletic Director/Assistant Principal

Richfield High School

510 W 100 S

Richfield, UT84701

435-201-9593

[email protected]