Parent Organizations

[Mark McLeod]

Originally Posted by Mr. A

These our our initial questions we are looking for input on:

How do parent groups handle finances? Does everything go through the school account, or do you have your own account? To what extent do the team members do this? Who decides how money is spent?

Our Booster Club is a separate entity with their own accounting.
Outr team operates from two separate budgets: School account & Booster account.
The school account handles basic FIRST expenses: initial registration, robot cost, school bus transportation to local events, stipends for teachers. Large sponsors donate through the school account.
The Booster account handles: additional events (Championship, off-season), off-island travel expenses (coach bus, airline, Marta), give-aways, T-shirts, etc. The Booster account comes from our fundraising efforts & dues. The spending plan is well established, we never raise enough to cover all away event expenses, but that's the goal.

Do you have a formal structure with officers and a charter?

The Booster Club is governed by a parent board (President, Treasurer, Secretary, Committee Chairs) in close association with the student officers and the team advisors. A high level description is in our Parent's Handbook. Most of the Booster Club documentation consists of the committee records (travel, fundraising) and reports addressed to next year's committee chairs. It's really run similar to a PTA, because most of our parents are involved in both.
They take care of all the behind the scenes responsibilities, primarily fundraising and organizing team travel plans and arrangements. They represent team interests at Board of Education meetings, keep the team in the eye of the Administration, and encourage and coordinate parental support. They mentor the students in the areas of fundraising, button making, and spirit activities.

Do you hold regular meetings?

Generally once a month for full meetings, more often for committees. Meetings go with the ebb and flow of the season, a flurry of meetings to startup in the Fall, extra pre-travel meetings with both parents and students for competitions.

Do you charge dues?

We started charging dues ($20) this year. It worked out well and covered the cost of team shirts and some other things such as the year-end party. Money earned is generally targeted for one explicit purpose or another. We make sure dues go back to the students and not to general team expenses.

Does your team pay the travel expenses of chaperones, mentors, and the team's school advisor?

The team covers travel expenses for the teacher advisors through the Booster budget. The school account covers stipends (by contract) for the teacher/school employee chaparones.
Mentors generally are parents and travel on their own dime. Sponsor employee mentors (1 or 2) expenses are covered by the company.