LHS Booster Club Forms, Processes & Procedures If it s for the Kids, the Answer is Yes! Lynnwood High School 18218 North Road Bothell, WA 98012 1
Table of Contents Document Page # Introductory memo from President... 3 Booster Club Directory... 6 Check request form... 7 Deposit slip form... 8 Charitable donation form... 9 Booster donation request form... 10 Concession stand request form... 11 Team/Club fundraising guidelines... 12 Membership form... 13 2
Royals Booster Club Lives to Give! Memorandum To: From: All LHS Coaches and Staff Tami Salvati, President Date: February, 2015 Subject: Processes and Procedures Dear LHS Coaches and Staff, The Booster Club receives many questions throughout the year asking what we do and how it relates to you all. I thought this would be a good time to have a review of what the Booster Club is and how vital it is to LHS students, staff and community. I hope after you review your Booster Club packet, you will understand how important the Booster Club is and if you haven t already, join the club and help us in our mission of helping our school and kids. Listed below is an explanation of the job duties of the Booster Club as well as the new processes and procedures for this next school year: I. DUTIES OF BOOSTER CLUB: 1) Maintain bank accounts for all sport teams and clubs, i.e. write and deliver checks, make deposits, balance the account and deliver monthly reports with account activity; 2) Support teams/clubs in fundraising efforts through use of the Concession Stand, i.e. stock Concession Stand, maintain schedule and repair equipment; 3) Give funds to LHS programs or students when there are budget shortfalls or your club or team are in need of sporting equipment, costs for sporting events, band equipment/events, other club costs, ASB cards, participation fees, senior scholarships and other extra-curricular activity costs; and 4) Year round promotion and fundraising for various student activities. In order to make the above processes work for everyone, we need to have proper procedures in place. Our Treasurers Julee McArthur and Connie Schmidt who volunteer all their time to help you all, must have an accurate tracking system of where your money is going, how much is deposited and more importantly, who is giving the deposit to Julee or Connie. In order to do this, we are instituting new procedures and we ask that you please begin using this new system immediately. 3
II. NEW PROCESSES AND PROCEDURES: 1) Check requests. Requests will be processed on Friday s and Monday s. Checks will be delivered on Monday s and Wednesday s. You can either email your check request to connie@pacificpub.com with the information listed on the attached check request form, or fill out the form put in an envelope and place it in the Booster Club mail box in main office. Please note, due to new guidelines, any sports related check request over $200, must first be approved by Rob McMains. As a reminder, staff are not allowed to collect or handle money whatsoever. You must have a parent representative/liaison or other designated adult over 18 years of age handle any and all money for your team/club. You may use funds in your Booster Club account to pay for contracted workers. The treasurer will need information to complete a 1099MISC for them at the end of the tax year. This information includes: business name (if relevant), the individuals name, mailing address and business tax id# or SSN. This information can be included with your check request. Once the treasurer has the correct information, the check request will be processed. The information will not need to be resubmitted with any future check requests during that tax year. 2) Deposit Slips. When filling out the Deposit Slip, please make sure to have two people verify the funds, sign the Deposit Slip, put Deposit Slip and money inside an envelope (not plastic bags or lose money, must be a sealed envelope) and place one of the labels included in this packet on the front of the envelope and put in Booster Club mail box in main office. Please instruct everyone who writes checks for your team/club to make the checks payable to LHS Booster Club and indicate on the check in the memo line, what club this is for, i.e., football, band, robotics, etc. (this is very important); 4) Financial reports will be sent to each team/club the 15 th of each month detailing your account activity and balance; and 5) Questions about the accounting services/procedures, please contact Connie Schmidt or Julee McArthur (contact information on Booster Directory). For your convenience, we have included in this packet the above mentioned forms in addition to some other forms and labels which are self-explanatory. Please always use these forms. These forms will also be made available on our website http://lhsroyalboosters.com as well. Simply click on the tab forms. We feel certain these new procedures will provide a more streamlined process for all involved. Also in this packet you will find a Membership form. If you are not a member of the Booster Club, we strongly encourage you to join. The cost for LHS staff or parent liaison is a mere $10.00. The Booster Club has provided all these services for free for many years, but may have to start charging fees due to the fact that overhead costs are increasing. For example, we pay bank fees, gambling license fees, insurance, rising costs for food and drinks to stock concession stand and repairs to equipment, printing costs and other expenses to support all the LHS programs. Our Membership proceeds from the staff from LHS aren t even sufficient enough to cover these costs and we find that we are unable to give more money to worthy causes due to rising overhead costs. We had very few Staff members join this past year or lend their support. If you would like the Booster Club to maintain your bank accounts and provide accounting services for free, run fundraising through the Booster Club, use of Concession Stand, etc. a requirement of this service is to join the Booster Club for $10.00. You will then be added to our emailing list and informed of all the fun Booster events, i.e., Booster Socials, 5 th Quarter 4
Socials, Alumni Socials, as well as all the fundraising we are doing! Many hands make light work and we really need more volunteers in order to raise enough money for our school and kids, remember if it is for the kids, the answer is yes! If you have any questions, please feel free to contact me at 425-770-8781 or by email at tamisalvati@comcast.net. Thank you for your support! 5
LHS BOOSTER CLUB BOARD DIRECTORY 2014-2015 ****************************************************************************** Tami Salvati Amy Cronin President Membership & Web Designer 15409 22 nd Place, West 22930 2 nd Avenue, SE Lynnwood, WA 98087 Bothell, WA 98021 Mobile #: 425-770-8781 Mobile #: 206-280-5670 Email: tamisalvati@comcast.net Email: amykcronin@gmail.com Alexsandra (Alex) Hoerner Vice President & Concessions Lead 17107 Larch Way Lynnwood, WA 98037 Mobile #: 206-383-7902 Email: hoerners5@gmail.com Connie Schmidt Co-Treasurer 4101 192 nd Street, SW Lynnwood, WA 98036 Mobile #: 425-773-6291 Email: connie@pacificpub.com Julee McArthur Co-Treasurer 17211 4 th Drive SE Bothell, WA 98012 Mobile #: 425-745-6127 Email: juleemca@hotmail.com Lisa Cachopo Secretary 15121 28 th Avenue, West Lynnwood, WA 98087 Mobile #: 206-999-0240 Email: lmc4rwe@aol.com Angela Morgan Fundraising/Events Coordinator 2312 190 th Street SW A Lynnwood, WA 98036 Mobile #: 425-633-9521 Email: angelamorgan39@gmail.com Elma Hampton Honorary Board Member 1720 181 st Place, SW Lynnwood, WA 98037 Mobile #: 206-423-4525 Email: elma@hamcom.com Jennifer Jungmann Concessions Volunteer 17420 17 th Avenue, W Lynnwood, WA 98037 Mobile #: 425-931-6207 Email: jungmann.cj@frontier.com 6
CHECK REQUESTS Please generate a new email to Connie Schmidt at connie@pacificpub.com (not a reply message or forwarded message) and provide the following information: Please generate a new email to Connie Schmidt at connie@pacificpub.com (not a reply message or forwarded message) and provide the following information: 1) PAYEE ; 2) AMOUNT REQUESTED DATE ; 3) SPORT/CLUB MAKING REQUEST and 4) NAME OF PERSON REQUESTING CHECK. Connie Schmidt prints the emails and they are filed as the official request, so please be sure to generate a new email or fill out this form and put check request in an envelope with a label and put in Booster Club mail box in main office. Requests will be processed on Friday s and Monday s. Checks will be disbursed on Monday s and Wednesday s. Please note: Checks will be returned to you for handling. The Booster Club is not responsible for mailing your checks. However, if you provide an addressed stamped envelope, we will mail the check. Also, if this is a sports related check request, over $200 approval must be given by Rob McMains before the check will be processed. ****************************************************************************** For Accounting Purposes Only: Check # issued on the day of, 201. (Signature) Connie Schmidt/Julee McArthur, Treasurers FOR SPORTS RELATED CHECK REQUESTS ONLY: Approved by: Rob McMains, Athletic Director Dated:, 201. 7
DEPOSIT SLIP DATE: DEPOSIT FROM WHOM: DEPOSIT AMOUNT: $ DESCRIPTION: Verified by two team/club members: (Signature) (Signature) (Printed Name) (Printed Name) Please note: Once this form is filled out and verified by two people, please place this form with funds in a sealed envelope, place mailing label provided on front of envelope and place inside Booster Club mail box in main office. DO NOT use paper bags, plastic bags, etc. to store your funds. Use sealed envelopes only. ****************************************************************************** For Accounting Purposes Only: Deposit amount of $ received, verified and deposited on day of, 201. (Signature) Connie Schmidt/Julee McArthur, Treasurers 8
CHARITABLE DONATION DATE: DONATION RECEIVED FROM: CASH DONATION: $ DONATION OF GOODS: Verified by two team/club members: (Signature) (Signature) (Printed Name) (Printed Name) Please note: Once this form is filled out and verified by two people, please place this form with funds in a sealed envelope, place mailing label provided on front of envelope and place inside Booster Club mail box in main office. The Lynnwood Royals Booster Club is a recognized 501 (c) (3) not-for-profit organization. Our Federal Tax I.D. Number is 91-1884430. ****************************************************************************** For Accounting Purposes Only: Donation in the amount of $ received, verified and deposited on day, of, 201. (Signature) Connie Schmidt/Julee McArthur, Treasurers 9
LHS BOOSTER DONATION REQUEST FORM CONFIDENTIAL DATE: PAYABLE TO WHOM: $$ AMOUNT REQUESTED: CLUB/TEAM REQUESTING Please describe why this donation is needed: Decision of Booster Board Members: Yes or No Explanation, if any: Approved by: Tami Salvati, President Please note: Checks will be returned to you for handling. The Booster Club is not responsible for mailing your checks. However, if you provide an addressed stamped envelope, we will mail the check. Put this form in a sealed envelope with label and place inside Booster Club mail box. ****************************************************************************** For Accounting Purposes Only: Check # issued on day of, 201. (Signature) Connie Schmidt/Julee McArthur, Treasurers 10
CONCESSION STAND REQUEST INFO. If your club or team wants to earn some money, one way to go about that is to work in the LHS Concession Stand. The Booster Club stocks the Concession Stand with food and drinks to sell at school events and gives 40% to the teams or clubs that work the stand on those given dates. All you need to do it have about 3-5 volunteers (must be 16 years old) to staff the stand including someone with a food handler s permit on site. The food handler s permit must me filed a week prior to their scheduled date. If you would like to get your food handler's permit, the cost is $10 which is good for 2 years. The entire process takes about 20 minutes. Here is a link: http://www.doh.wa.gov/communityandenvironment/food/foodworkerandindustry/foodworke rcard.aspx Each fall, the Scheduler will send an email through the LHS office to all the Club/Sports and Organizations asking if any club/organization wants to host the Concession Stand. If your group would like to schedule an evening to work the Concession Stand, please respond to the Scheduler s email. The Scheduler will correspond back to you with dates that are available. Reserving dates are on first come first served basis. We encourage you to pick your dates ASAP as they fill up quickly. In the fall, the evenings correlate with home volleyball games. Once the winter WESCO schedule is posted for basketball, around mid-october, the Scheduler will again send out an email through the office for the winter season. In the winter, the dates correlate with the boys and girls home basketball games. If you haven t worked in the Concession Stand before, a Concession Stand Volunteer will meet with you in person to go over the procedures, i.e., operating the equipment, etc. There are directions on the back of the door which detail the opening and closing of the concession as a reminder. At the end of the event, a Concession Volunteer will come to the Concession Stand to collect the money, check for cleanliness and close the Stand. You will receive 40% (generally) of the earnings for your club/team and those funds will then be deposited into your account. 11
TEAM/CLUB FUNDRAISING GUIDELINES Fundraising is a key to any team/clubs success and the Booster Club is here to help you! We have lots of ideas how you can raise money - please feel free to email us or contact Angela Morgan (Fundraising Chair) at angelamorgan39@gmail.com for some great suggestions. Please note there are District and State guidelines which must be adhered to when it comes to fundraising. Here are a couple of the rules: 1) First and foremost, please contact the Booster Club and let us know what your plans are. Since your fundraisers are run using our tax i.d. number, we must know what your plans are in advance. The Booster Club could get audited at any time so it is crucial we know what fundraising activities are going on, who is using our tax i.d. #, and if procedures are adhered to. 2) No one under the age of 18 years of age can sell or buy raffle tickets or handle any money. An adult must always be present and supervise. 3) No ESD staff member or student is allowed to collect or handle money; a parent representative/liaison must handle any and all funds. 4) Raffle tickets cannot be sold on school grounds. If you would like to conduct an auction or large fundraiser for your club or team, please contact us by email at royalsboosterclub@gmail.com for more information (there are many other things you will need to know). One of the Board Members will contact you to discuss your plans. 12
The LHS Booster Club Royal Boosters Live to Give Membership Registration Form Name: Email: Address: City: State: Zip: Membership Fee Options: Family $40.00 Individual $25.00 Parent Liaison $10.00 Flat Donation / Amt $ Teacher / Staff Member $10.00 Area(s) you would like to help with: Fundraising Concessions Membership Scholarships Board Position Other: You can also register and pay ONLINE at http://lhsroyalboosters.com/membership. Please send your payment by check or money order to: LHS Royal Boosters 18218 North Road Lynnwood, WA 98012 We will confirm receipt of your payment via email or phone. THANK YOU!!! 13