Booster Club & PTO Information
Navigation
Role of Booster Clubs & PTOs in OSSD
Ocean Springs School District recognizes that Booster Clubs and Parent Teacher Organizations (PTO) are essential components of successful athletic teams and academic programs as they provide necessary financial support to our teams and programs. The main purpose of the Booster Club/PTO is to provide additional resources for the athletic teams and academic programs to have an enhanced athletic or educational experience. This may include additional supplies and equipment, travel to appropriate events, entrance fees for events, or end of the year award ceremonies. To avoid scheduling conflicts, please clear all dates for year-end ceremonies with the Athletic Director and/or Principal. Each group should work closely with the head coach or sponsor to ensure activities of the group align with goals and objectives of the program.
Although PTO and Booster Clubs are recognized by the State of MS and the IRS as individual organizations, their activities impact the district and the public’s perception of the district; therefore, OSSD has the authority to regulate these organizations.
Booster Clubs/PTOs should limit their role to lending financial support of the school or program. Officers of booster clubs are not coaches, sponsors, or teachers and shall not direct, schedule, or administer the team or program. The head coach or sponsor is responsible for communicating their goals with the Booster Club/PTO in order to form a collaborative effort for the good of the students and the program. Financial support should focus on those goals, as does the district’s budgets. The primary focus of fundraising should not be to purchase personal items for individual students. All money raised by the Booster Club/PTO shall be spent under the guidance of the head coach or sponsor. Booster Club/PTO members should not spend money without the approval of the head coach or sponsor and the approval of the entire voting membership. Members should not work independently to raise money for items not authorized by the head coach or sponsor.
Booster Clubs/PTOs shall organize and function consistent with the District’s Mission and Vision and must follow all OSSD BOT policies.
Booster Clubs and PTOs shall:
- Be voluntary and provide unified support for students and athletes.
- Submit the names, phone numbers, and email addresses for all current officers to the Business Office by August 15th.
- Provide a copy of bylaws to the Business Office annually.
- Obtain and maintain an active Employer Identification Number (EIN).
- Register/renew annually with the MS Secretary of State as a charitable organization.
- Encourage involvement by all parents of participating students and athletes.
- Use district facilities only with prior approval of the Business Office.
- Obtain approval of the Business Office and have the approved fundraiser form in hand prior to beginning any fundraising activities.
- Submit fundraiser post activity information within five (5) business days of completion of the fundraising activity.
- Follow the OSSD Style Guide when using the OSSD logos.
- Provide quarterly financial reports to the Business Office by June 15th, October 15th, January 15th, and April 15th.
District Booster Clubs and PTOs shall NOT:
- Be involved in decision or policy making activities for student groups.
- Direct, contract, supplement or in any way compensate a contractor, clinician, accompanist, or paraprofessional for work performed for the student group without prior approval from the sponsor or coach, administrator, and/or Central Office administration.
- Sign contracts using the district’s name.
- Use the district’s tax identification number as the PTO or Booster Club identification number.
- Give cash to any school employee to use at his or her discretion.
- Attempt to influence the sponsor, administrator, or coach’s decisions concerning matters which are duties assigned to these district personnel, including but not limited to trips, staffing, and schedules.
OSSD reserves the right to dissolve and revoke all privileges of any Booster Club or PTO that is not functioning in a way consistent with OSSD policies and procedures.
Bylaws
All Booster Clubs and PTOs that operate to support OSSD extracurricular activities must have bylaws.
What are Bylaws?
Booster Club and PTO’s bylaws provide the rules for how the organization operates, including how often meetings are held and how voting is conducted. The bylaws should contain the details of the rules of membership. Bylaws must address the organization’s fiscal year, organizational structure, and the methods used to elect officers.
Bylaws should be used to provide consistency when there is a new Head Coach/Sponsor and when new officers are elected.
Bylaws must:
- Be on file in the OSSD Business Office
- Address the organizational structure
- Address the method used to elect officers
- Contain the rules of membership
- Include how meetings will be publicized and conducted
- Address the organization’s fiscal year
- Not allow one person to hold multiple offices
- Address the dissolution of a Booster Club/PTO
Election of Officers:
- Only active members in good standing shall be permitted to hold office or vote upon any matter of the business of the organization.
- No officer shall be permitted to hold more than one office at the same time.
At a minimum, the Booster Club/PTO shall elect the following officers on an annual basis. Each officer must receive a copy of the OSSD Booster Club and PTO Handbook and return the required acceptance form to the OSSD Business Office by August 15th.
President:
The major duties of the president include, but are not limited to:
- Leads all meetings
- Regularly meet with the sponsor or coach regarding Booster/PTO activities
- Meet with the treasurer of the Booster Club/PTO at least monthly to review financial information including bank statements, financial reports, and budgets
- Review and sign the quarterly financial report for submission to OSSD Business Office
Vice-President:
The major duties of the vice-president include, but are not limited to:
- Leads meetings in the absence of the president
- Perform administrative functions delegated by the president
Secretary:
The major duties of the secretary include, but are not limited to:
- Ensure accurate records are maintained including but not limited to bylaws and meeting minutes
- Maintain records of current membership
- Records all business transacted at each meeting
- Maintain records of attendance of members at meetings and events
- Submit annual Booster Club Information Sheet to the OSSD Business Office by August 15th
Treasurer:
The major duties of the treasurer include, but are not limited to:
- Maintain financial reports including bank statements, bank reconciliations, and budget reports
- Submit financial reports to the OSSD Business Office quarterly
- Provide a finance report at Booster Club/PTO meetings
- Maintain accurate and detailed account of all monies received and all expenditures
- Reconcile all bank statements within 5 business days and resolve any discrepancies with the bank immediately
- File annual renewal with the MS Secretary of State to maintain status as a charitable organization
- File annual returns, if required, with the IRS
Standards for Meetings:
Notice of all meetings should be provided to the membership at least 72 hours in advance. The Booster Club/PTO sponsor must be present for all meetings. Action taken at meetings must be documented in the minutes and is subject to review and possible revocation by the sponsor and/or OSSD administration.
Transfer of Records:
Bylaws should address which officer(s) are responsible for records and the transfer of the records when new members are elected or appointed as officers. At a minimum the following should be passed to the incoming officers:
- Current bylaws
- Confirmation of registration with the MS Secretary of State
- IRS determination letter or EIN letter
- Banking information
- Prior year(s) meeting minutes (recommend 5 years)
- Prior year(s) financial statements and bank statements (recommend 5 years)
Rules for Dissolution:
Dissolution of a Booster Club/PTO should be addressed in the group’s bylaws.
If a Booster Club/PTO determines that it is in the best interest to dissolve the group, they must first determine how any remaining funds and assets will be distributed or used. It is important that the excess funds and assets be distributed for the original purpose of the organization (i.e. choir booster funds could be donated to the school for the choir program).