Springfield School District 186 Board met September 25.
Springfield School District 186 Board met September 25.
Here is the minutes provided by the Board:
President Lopez called the meeting to order at 5:31 p.m. Mr. Lopez read the following statement about the purpose of the evening’s meeting:
“The purpose of this meeting tonight is to learn and seek knowledge about how Booster programs operate and to also open dialogue between the various Booster clubs across the District and the Board of Education. We are often asked about your organizations and a purpose of tonight’s meeting is to find out more information so we are informed. We do not intend to create an oversight committee, but to support the Boosters in their endeavors and communicate appropriately about how each of you function. From time to time we may ask for update reports and to learn about the great things you are doing. “
Mr. Lopez then asked for introductions from the Booster Club representatives. The following individuals introduced themselves:
Bob Ogden, President, Southeast High School Boosters
Brad Frost, Immediate Past President, Springfield High School Boosters
Carol Hood, President, Lanphier High School Band Boosters
Tina Whitehorn, President, Lanphier High School Football Boosters
Additionally, the following administrators were in attendance and introduced themselves:
Joseph Bascio, Business Manager
Artie Doss, Principal, Lanphier High School
Brian Caton, Assistant Principal & Athletic Director, Lanphier High School
Lyn Williams, Principal, Southeast High School
Fred DeVoe, Jr., Assistant Principal & Athletic Director, Southeast High School
Lisa Leardi, Principal, Springfield High School
John Connelly, Assistant Principal & Athletic Director, Springfield High School
Mr. Lopez provided the club representatives with the following questions:
1. Explain the purpose of your organization - which activities do you support?
2. Are you a 501(c)(3) organization?
3. Do you have formal by-laws or rules that you follow for your membership and for receiving and expending funds?
4. Do you have a contact person at the school if you have any questions?
5. Do you have an annual audit of your accounts? If not when was the last time you were audited? Do you need advice on how to take next steps by our District in this area?
6. Do you have dual signatures as a best practice and save all receipts for purchases?
7. Do you know about our Donation form?
2.1 Southeast Booster Club Overview
Mr. Ogden reported that the Southeast High School Booster Club supports athletic activities at Southeast High School. He explained that funds are raised through concessions and other fundraising activities throughout the year. They are not a 501(c)(3) organization but instead operate through the school. The organization works with the coaches to ensure there is no overlap on fundraising with local businesses. He provided information on targeted fundraising that the group conducts.
Mr. Zimmers asked if all Southeast High School sports are supported. Mr. Ogden reported that it depends upon the need. Some sports are able to keep their gate receipts and receive quite a bit of revenue from that, others don’t receive the gate receipts. Because of this disparity, some sports are in greater need of support than others. His group takes this into consideration when making funding decisions.
Mr. Mares asked if all extracurricular activities and sports are able to obtain funding from the group. Mr. Ogden reported that the group can and will provide funding to all extracurricular and athletic teams at Southeast. Additionally, coaches and extracurricular activity sponsors are asked to provide one-year and five-year plans for their needs.
Mr. Lopez asked if the school has a separate Band Booster Club. Mr. Ogden reported that there is a separate club for Band.
Mr. Ogden then reported that the group does have procedures in place to guide the organization. Mr. Devoe is their contact at the school. He and Mr. Williams attend meetings of the club. The group does have an annual audit of their accounts. Additionally, the group requires dual signatures on all checks. Mr. Bascio then provided Mr. Ogden with a copy of the District’s donation acknowledgement form and explained that the group is welcome to provide the document to donors.
2.2 Lanphier Booster Club Overview
Tina Whitehorn addressed the Board regarding the Lanphier High School Football Booster Club. She reported that the organization’s mission is to support the Lanphier High School football team. They pay for a variety of items for the team throughout the year and host a Thursday night dinner before Friday football games. Their fundraising consists of working at the Illinois State Fair, Springfield Flyers games, and working the gate at junior varsity football games. They are a 501(c)(3) organization with formal bylaws in place. Lanphier’s football coach attends all meetings at which decisions are made about disbursements of funds. Additionally, Lanphier’s Athletic Director typically attends meetings, as well. Accounts for the organization are reviewed monthly however; there is no formal annual audit. Mrs. Whitehorn reported that the group is in the process of changing to a dual signature requirement on its bank account.
Carol Hood from the Lanphier High School Band Booster Club addressed the Board. Mrs. Hood explained that the purpose of the club is to support the Lanphier High School Band by providing items that are needed but are not provided by the District. They recently purchased new poles, flags and a trailer for the band. The organization has raised funds through working the Illinois State Fair and holding car washes. The group plans to apply for 501(c)(3) status. They have bylaws. Records of the group are stored in the office at Lanphier High School, including the minutes of their meetings, a membership form, and other pertinent documents. Mr. Caton and Mr. Doss are the group’s contacts at the school. The group currently meets once or twice a month, as needed. They plan to have their books audited annually. The group currently has approximately 25 members. Dual signatures are not currently required on their checks but Mrs. Hood reported that this would be explored. Currently, she as the president and the treasurer has authorization on the accounts. Mrs. Hood was then provided with a copy of the Donation Acknowledgement Form.
2.3 Springfield Booster Club Overview
Brad Frost of Springfield High School Booster Club addressed the Board. Mr. Frost provided members with copies of the Booster’s recruitment brochure, a program and the group’s Board Member Handbook. Mr. Frost indicated that the organization has been in existence for 37 years. It was formed in 1980 and is a 501(c)(3) organization made up of parents of Springfield High School students. The group supports all extracurricular activities at Springfield High School. They have approximately 300-400 members annually. The Executive Board is currently made up of 57 individuals that meet once a month. Dr. Leardi and Mr. Connelly both attend the meetings. The group raises money throughout the year through a variety of activities, the largest of which is a dinner and auction. This year’s event is scheduled for March 17, 2018.
Each year, 80% of the funds raised provide a base funding level for each athletic and extracurricular activity at the school. Funds are disbursed on a per pupil allocation model that takes into account need and parity between both boys and girls activities. The other 20% of funds that are raised are used for discretionary requests. The group also funds a variety of fun activities at the school including the upcoming Dodge Ball Tournament on November 9 and a Back to School Meet and Eat. They help with the Homecoming Tailgate each year, as well as After Prom. This year’s Homecoming Tailgate will take place on September 25.
Mr. Frost reported that the group has bylaws. Each Executive Committee member is expected to chair a committee. He reported that groups with revenues in the range of the Springfield High School Boosters are not required to conduct annual audits. As the audits are rather expensive, his group does not conduct annual audits. However, they do have strong internal financial controls in place as well as a dual signature requirement for checks that are issued.
Lastly, Mr. Frost offered to help the other Booster Clubs that might be in need of assistance with getting bylaws or other organizing documents in place. He indicated that the group builds a sense of community amongst parents at the school.
Mr. Zimmers thanked each of the members of the various groups for attending and providing the information to the board.
Mrs. Gill asked if each group has an online presence with a link for a contact. She suggested this be linked from the District website.
Mr. Lopez also thanked the members for coming and providing information on their organizations. He indicated that there may be another meeting in the spring and invited members of the Booster Clubs to attend and provide updates on upcoming fundraising events to the Board during regular meetings.
There was then a brief discussion regarding onsite vs. off site fundraising.
3.1 Next Regular Meeting — Monday, October 2, 2017, at 5:30 p.m. — Board Room
With no further business to come before the committee, Mr. Lopez adjourned the meeting. The meeting adjourned at 6:13 p.m.