Northwestern Bylaws

NORTHWESTERN LEHIGH BOARD OF EDUCATION 914 - SUPPORT ORGANIZATIONS

A.  PHILOSOPHY - the Northwestern Lehigh Board of Education recognizes the purpose and value of support groups such as Booster Organizations, and Parent-Teacher Organizations. These groups can serve as positive support for schools and co- and extra-curricular programs in the achievement of their goals for the benefit of students. (See Addendum "School District Goals for Co- and Extra-Curricular Programs.)

     The Board of Education recognizes the importance of volunteer efforts focused on supporting programs and activities of the students. The Board seeks to foster this spirit of cooperation, encouragement, and support through the establishment of a formal policy. The purpose for this support group policy is to develop a framework to provide for an effective role relationship among the support groups, its members, and school district personnel and programs. It is believed a well-defined support organization policy should serve to insure the effective operation of support groups which work in concert with the school to achieve the goals of the school district programs.

B.  ROLES AND RESPONSIBILITIES:

1.  The primary role of a support/booster organization is to provide support for the advisor(s)/coach(es)/principal(s) deemed appropriate by them in pursuit of their goals for that program under the auspices of the district-wide mission, goals, and policies.

2.  Support/booster organizations are considered advisory in nature. Input regarding program management and direction, supervision, and staffing will be by invitation only.

3.  A Support organization and its members shall operate within the guidelines and policies set forth by the District. Organizational issues and concerns need to be communicated via the leadership of its organization to the advisor.

     When issues or challenges relevant to the co- and extra-curricular positions and practices of the district cannot be resolved at the advisor and/or building level, a written appeal format will be offered to facilitate review by an ad hoc review committee of the Board of School Directors.

C.  PROCEDURES-RECOGNITION AND AFFILIATION:

1.  Each organization expressing a desire to serve students and programs is responsible to solicit board sanction to operate as a school affiliated support group by submitting an Application for Support Group Recognition. Each organization is required to have the written support of the activity advisor/coach and responsible building administrator. The school board will recognize organizations which seek approval through formal application procedures and secure formal sanction at a public board meeting.

2.  Each recognized organization in subsequent years shall indicate its intention to continue to function as a support group by submitting a list of officers annually to the building principal and in turn to the Superintendent by September 1 or whenever new officers are elected. The Superintendent shall inform the Board of Directors of the annual organization of officers.

3.  Each group shall maintain a current record of written by-laws and/or organizational constitution in the office of the Superintendent.

PROCEDURES-OPERATIONAL:

1.  Support groups are encouraged to submit budgetary and organizational goals with the coach/advisor and submit to the building administrator on an annual basis. 

2.  For inclusion on the school district calendar, a written and defined schedule of meeting dates and activities shall be coordinated through the coach/advisor and submitted to the Superintendent by June 1.

3.  Support groups requesting use of facilities and/or services shall coordinate their requests with the advisor and direct requests to the building principal in compliance with the District's policy on facility usage. No activity will be permitted without such approval.

PROCEDURES-FINANCIAL:

1.  Audit of Funds: The group shall conduct an annual audit. The group's audit team shall exclude officers, advisor, and/or coaches. The audit shall be available to the Board upon request.

2.  Donations and Purchases: Any purchases or donations of equipment, services, or materials for a program shall have the prior written approval of the principal. No direct payments outside PIAA guidelines may be made to the student athletes for attendance at tournaments, camps, or the like.

3.  The groups President or Treasurer may not be a district employee hired to carry out that activity.

4.  A Treasurer's Bond is recommended if the organization's revenues exceed $1,000.

5.  Fund-Raising: Use of students to solicit funds on behalf of the organization within the community shall be held to a minimum. It is recommended that fund-raisers be limited to a maximum of two (2) per year.

6.  It is the District's guidelines that when funds are raised, it is for an identified goal consistent with the advisor/coach, program plan, and district goals.

7.  District purchasing for a support/booster organization will only be used when the above criteria are met and funds are received by the district in advance of purchase orders being written.  Purchase orders will require the signature of the building principal.

D.  DECLARATIONS:

1.  The Board of Education does not assume any financial responsibility for a group and excludes itself from any liability a group may incur, other than stipulated as follows:

It is the District's position that only when district-sponsored support organizations recognized and approved by the Board conduct events and/or activities that are individually approved using the District Use of Facilities forms, under the direction of district personnel that volunteers from the above organizations would be embraced under the District's liability insurance. Additionally, activities or events held off district premises must be individually approved by the Board of School Directors to be covered by District Liability insurance.

2.  Continued or excessive violation of policy could lead to revoking the Board's sanction of the support group and denial of the organization's right to use the name of the school district in conjunction with its activities.

3.  It is recommended that the group file with the Commission on charitable Organizations, Department of State.

4.  It is the position and policy of the District that gambling is not permitted on School District property, in District functions, or by any affiliates of the District operating under District name or in conjunction with District sponsorship.

"Gambling" Definition: Occasional raffles have been considered acceptable as fund raisers by support organizations. It is understood that parents would be the salespersons in these kinds of initiatives, and in no instances should money be used as a prize. Additionally, the awarding of prizes which do not support the basic values of the district are not permitted. Note: Examples of unacceptable prizes include, but are not limited to: alcoholic beverages, and/or weapons

                                                                                                                                                Approved6/90 Reviewadandrevised10/98

ADDENDUM:

SCHOOL DISTRICT GOALS FOR CO- AND EXTRA CURRICULAR PROGRAMS

A.  The school district supports the encouragement and inclusion of students in participating in both co- and extra-curricular programs (Co- and Extra-Curricular Activity Action Plan 1995).

B. The school district teachers, coaches, and administrators believe it is our responsibility to promote a balance between students' involvement in co- and extra-curricular programs would focus on providing for student growth in the following areas:

• emotional/physical/skill development
• self-discipline, dedication, commitment
• cooperation, teamwork, and leadership
• good citizenship and sportsmanship
• understanding roles and responsibilities
• opportunities/experiences to demonstrate skills and to be successful
• complementing the total educational environment that provides for a well rounded education with a balance between academics and co-/extra-curricular programs
• self-and team goal development
• help to instill a positive school environment and school spirit

D.  To maintain and promote an atmosphere of teaching/coaching these benefits with a balance of succeeding/winning with an understood stipulation of “not at all costs.”

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