Hartford Public School District
Bylaws & Policies
 

9211 - DISTRICT SUPPORT ORGANIZATIONS

District support organizations are defined as any non-profit entity, group, or other organization formed and operating for the purpose of supporting District programs and approved by the Board. These programs may be educational to parents and/or children.

The District name shall not be used to promote the interests of any school support organization without the approval of the Board.

The Board recognizes that parent-teacher organizations and other school-related community organizations are channels through which school personnel, parents, and other citizens may discuss educational concerns, problems and needs and work together toward solutions.

Each District support organization shall work within the appropriate school setting and in cooperation with the Principal and other staff members.

District support organizations shall allow participation by parents, District staff, and members of the community. All meetings should be communicated to the school and be open to the public. District support organizations shall not discriminate on the basis of race, color, national origin, sex (including sexual orientation or transgender identity), disability, marital status, age (except as authorized by law), religion, military status, ancestry, or genetic information which are classes protected by State and/or Federal law (collectively "protected classes"). Further, persons shall not be excluded from participation in outside support organizations based upon the extent or level of their past participation; but may be excluded if disruptive or adverse impact on organization.

The following rules and procedures shall govern the working relationships between the Board, administration, and any District support organization:
 

A.

District support organizations shall indemnify and hold the Board harmless from and against any and all claims and causes of action whatsoever arising out of or related to outside support organization acts and omissions in carrying out its activities. Outside support organizations shall purchase liability insurance (riders – self-insured) to cover such indemnification and to protect the outside support organization and Board against claims for damage or injury resulting from any act or omission outside the support organization. The amount of insurance coverage shall not be less than $1,000,000 and the outside support organization shall provide the Board with sufficient documentation demonstrating that the Board is named as an additional insured on the policy.
   
 

B.

It shall be the responsibility of each District support organization to monitor its activities to assure compliance with Board policy.
   
 

C.

Each District support organization will submit its bylaws to the Central Office for review and approval.
   
 

D.

Each District support organization is encouraged to set goals that are consistent with those of the particular programs, activities or athletics being supported as articulated by the coach/advisor and/or athletic director of such program, activity or athletic event, to avoid duplication of effort and to maximize the benefit to the organization or group.
     
 

E.

The activities of the District support organizations shall not involve the use of public funds and the District shall not assume responsibility for any purchases made on behalf of any support organization governed by this policy. The School District tax identification number shall not be used for District support organization purchases.
   
 

F.

The time, date, purpose, location and conduct of all fund-raisers on District property shall have prior approval of the Business Manager. District support organizations are encouraged to communicate their preferred activity dates to the Business Manager as soon as possible as consideration for dates and facilities will be given on a first come, first served basis.
   
 

G.

Each District support organization must abide by the policies and guidelines established for the use of District facilities and grounds. Projects that require any modification or alteration to District property must be pre-approved by the Business Manager.
   
 

H.

For any fund-raisers, including those operated by student clubs and organizations, parent groups, or boosters clubs, that involve the sale of food items and/or beverages to students that will be consumed on the school campus (any area of property under the jurisdiction of the school that is accessible to students during the school day) during the school day (the period from the midnight before, to thirty (30) minutes after the end of the official school day), the food items and/or beverages to be sold shall comply with the current USDA Dietary Guidelines for Americans and the USDA Smart Snacks in Schools nutrition standards, and also be consistent with requirements set forth in Policy 8500 - Food Services. Further, there shall be no exemptions from the standards for competitive foods in any of the District's schools.
   
 

I.

Proceeds from District support organization fund-raisers shall not be commingled with a student activity or other Board accounts. Board employees who commingle such proceeds with a student activity or other Board account shall be subject to discipline.
     
 

J.

District support organizations are encouraged to obtain 501(c)(3) status so that community members may properly take tax deductions for donations to the organization.
   
 

K.

School employees and school volunteers may not be compensated in any manner by District support organizations for their work on behalf of the District.
   
 

L.

Donations from District support organizations must be made in accordance with Board Policy 7230 and any accompanying guidelines.
   
 

M.

The Business Manager shall ensure that the Board receives an annual accounting of each group's receipts and expenditures by no later than September of each year.
   
 

N.

The Business Manager shall arrange to meet annually with District approved support organization treasurer to inform the organization of District accounting practices regarding support organizations.
     
 

O.

Must have a bi-annual audit by independent auditors.
     
 

P.

Must notify the Superintendent annually .

M.C.L. 380.1272b
7 C.F.R. Parts 210 and 220

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