MPS Booster Group Guidelines

PURPOSE

1. All booster groups shall uphold the Mission, Vision and Belief Statements of Mercyhurst Prep. These may be viewed on the MPS website.
   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. All booster groups will adhere to the established MPS Booster Guidelines.  MPS administration maintains sole authority to form and to dissolve a booster group.
4. .Each booster group shall exist to encourage and promote the program or activity they have organized to support.
5. Booster groups shall also actively assist in efforts to enhance the school’s facilities, fields and equipment.
6. Booster groups will assist and support the school’s representatives chosen to oversee the programs they sponsor.
7. Booster groups will not attempt to influence the moderator’s, coach’s or school’s philosophy or decision making.
8. Links for PIAA regulations regarding recruiting, amateur status and awards and guidelines for behavior are available at the school.
   
   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. (These were 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 by calling:
   

   Term I - 2010-2011 Mr.  William Bengel Call: 824-2405 wbengel@mpslakers.com

   After Term I Mr. Paul Cancilla Call:  825-2405 pcancilla@mpslakers.com

   
   
7. Use of the school kitchen for events is permitted.   A booster group member must be assigned to oversee the cleaning of the kitchen and ensuring that all appliances are turned off.
8. 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).
9. Athletic events for students (including tournaments, games, practices) held in the MPS gym must end at 10:00 p.m.
10. Any speaker or entertainer secured for a booster event must be approved by school administration before contracts are signed.
11. .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 must 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, the use of obsolete logos or the need to reprint an item, the following guidelines will be in effect for all booster groups:

1. No printed programs may go to press until they are proofed by school administration.  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.
   
   Click on the link to see MPS Identity Standards IdentityStandards
   
   

   For more information contact: Mr. David Agresti, Director of Advancement Call:  824-2408 E-mail: dagresti@mpslakers.com

   
   
3. Official school letterhead may only be used with the authorization of the school administration.
4. MPS is the sole official producer of all school websites.  At no time should the MPS name or its derivatives be used without the explicitpermission of the school.  (Athletic Director, Principal, President.)

CHECKLIST

ITEMS TO SUBMIT TO THE SCHOOL:

1. Constitution/by-laws (to have been completed by Dec. 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 (Constitution & By-laws)
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
   
   (Revised 8/2010)

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