MPS Booster Group Guidelines

PURPOSE

1. All booster groups shall uphold the Mission, Vision and Belief Statements of Mercyhurst Prep.

Click bleow to view links:.
Mission Statement
Belief Statements

2. All athletic booster groups will operate within the established guidelines of state and national organizations which govern student participation in a given activity. These guidelines are available at the school.
3. Each booster group shall exist to encourage and promote the program or activity they have organized to support. Alcohol should not be available at any function where students are present.
4. Booster groups shall also actively assist in efforts to enhance the school’s facilities, fields and equipment.
5. Booster groups will assist and support the school’s representatives chosen to oversee the programs they sponsor.
6. Booster groups will not attempt to influence the moderator’s, coach’s or school’s philosophy or decision making. Booster groups will not attempt to influence the moderator’s, coach’s or school’s philosophy or decision making.

   Click on the links below to see PIAA regulations concerning:
   Recruiting
   Amateur Status and Awards
   Guidelines for Behavior  

ORGANIZATION/OPERATION

1. Each booster group will form and implement its own constitution and by-laws.
   (due Dec. 31, 2009)
2. In the event that the booster group dissolves for any reason, the above document should include a provision for turning over all records and funds to the school. 
3. A list of current booster officers and a copy of constitution/by-laws should be on file at the school.
4. No member of the coaching staff should ever hold an office in a booster organization.
5. The school will provide rooms for regularly scheduled booster meetings from September through June. Arrangements for all building use should be made in advance with:
   Mrs. Marcia DiTullio
   Call: 824-2323
   Email: mditullio@mpslakers.com
6. Members of the school administration will be available to meet with the officers or executive committee members of any booster group. Requests for meetings should be made through the activities director’s office:
   Mr. William Bengel
   Call: 824-2405
   Email: wbengel@mpslakers.com
7. Each booster group will submit a list of events with preferred dates to the principal or athletic director prior to the annual school calendar meeting in June of each year  (includes off-campus events).
8. Any speaker or entertainer secured for a booster event must be approved by school administration before contracts are signed.
9. Non-voting,social members of a booster group are welcomed.  Only those with current students enrolled at MPS may vote or hold office.

FINANCIAL GUIDELINES

In order for MPS to be in compliance with the legal guidelines for non-profits and the expectations of the auditor, all booster groups will adhere to the guidelines listed below.

1. Each booster group will have a written   policy defining its philosophy for maximum balance and excess funds. (in constitution and by-laws)
2. All expenditures in excess of $250 must   be cleared by the athletic director   (theatre boosters – by the principal)   prior to purchase.
   
3. Booster groups shall have a written policy for purchases made by moderators or coaches, including a provision for emergency purchases.  (in constitution and by-laws)
   
4. Bank statements will be filed with the MPS business office monthly, summers included.  These can be sent directly from the bank.
   
5. A profit-loss statement should be filed annually with the MPS business office. (template provided by school)
   
6. The MPS tax exempt number and the MPS Federal ID may not be used by booster groups or representatives.
   
7. No booster group shall have its own tax exempt number.
   
8. The school cannot issue checks to individual boosters or booster groups.
   
9. Each booster organization will be responsible for performing its own annual financial review. Written documentation shall be on file in the business office each year by June 30.

For assistance contact:
Mrs. Sharon Hiegel
Call: 824-2315
Email: shiegel@mpslakers.com

FUNDRAISING

In order to avoid calendar conflicts and duplicate contacts for donations, the practices listed below will be followed by all booster groups.

1. Every fundraiser undertaken by a booster group must be approved in advance by the   principal.
   
2. All solicitations for donations, in excess of $250, by a booster or booster group must   be cleared in advance by the athletic director (principal – theatre boosters).
   
3. Tax letters will be issued by the school only to individuals or businesses that have made a donation to the school.
   
4. Donations to booster groups do not meet IRS guidelines for charitable donations.

PRINTED MATERIALS AND APPARREL

In order to avoid printing errors and the use of obsolete logos, the following guidelines will be in effect for all booster groups.

1. All printed programs must be proofed by the school before going to press.  All printed publications must include one current, full-page, complimentary advertisement designed by the school.
2. All apparel with logos or slogans must be approved by the school before the final order is placed.
3. Click on the link to see MPS Identity Standards IdentityStandards
   
4. For more information contact:
   Mr. David Agresti, Director of Advancement
   Call:  824-2408
   E-mail: dagresti@mpslakers.com
5. Official school letterhead may only be used with the authorization of the school administration. 
6. MPS is the sole official producer of all   school websites.  At no time should the MPS name or its derivatives be used without the explicit permission of the school.  (Athletic Director, Activities Director, Principal, President.)

CHECKLIST

ITEMS TO SUBMIT TO THE SCHOOL:

1. Constitution/by-laws (by December 31, 2009)
2. List of events for next school year in June
3. Monthly bank statements
4. Annual profit-loss statement (template from school with #5)
5. Written documentation for performance of annual financial review (template from school with #4)
6. Written policy for maximum balance and excess funds (C & B)
7. Written policy for purchases made by moderators or coaches, including a provision for emergency purchases (C & B)
8. Written policy for turning over all records and funds to the school (C & B)

PRIOR APPROVAL MUST BE REQUESTED FOR:

1. All programs-before printing (should include complimentary, full-page ad by school)
2. All logos on apparel
3. Expenditures in excess of $250
4. Solicitations for donations in excess of $250

C & B = Constitution & By-Laws
(Revised 8/2009)

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