New Albany - Plain Local School District
Bylaws & Policies
 

9211 - DISTRICT SUPPORT ORGANIZATIONS

The Board of Education appreciates the efforts of all organizations whose objectives are to enhance the educational experiences of District students, help meet educational needs of students and/or provide extra educational benefits not provided at the time by the Board.

District support organizations are defined as any non-profit entity, group, or other organization formed and operating for the purpose of supporting District programs. Representatives and members of approved support organizations shall in all circumstances be treated by District employees as interested friends of the schools and as supporters of public education in the District subject to the groups’ compliance with Board policy.

Any support organization desiring to utilize the School District name, as well as any logos, other insignia, emblems or combination thereof associated with and used to identify the District and/or school-sponsored programs and activities, or its facilities for its operations must first obtain the approval of the Superintendent and/or Treasurer as a prerequisite to organizing or for such future use.

Because of the connection between support organizations and District programs and students, and because of the common use of the School District name in connection with the organization’s activities, the public perception may be that the organizations and their activities are school-sponsored and approved by the Board, notwithstanding the fact that such organizations are independent entities, are not agents of the Board, and are not under the control or authority of the Board. In order to prevent disruption to the District’s educational programs and injury to the District's reputation by conduct and activities of a support organization which are inconsistent with the District’s mission, only organizations formally recognized by the Board will be permitted to use the School District name, as well as any logos, other insignia, emblems or combination thereof associated with and used to identify the District and/or school-sponsored programs and activities.

The Board shall offer the opportunity for any authorized school support entity to receive general liability coverage under the District's liability insurance program to protect the entity against claims resulting from damage or injury resulting from any act or omission of any school-support entity. The entity shall notify the Treasurer of its intent to have such coverage and shall pay for such coverage upon written notification from the Treasurer, when applicable.

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

A.

School employees and Board-approved school volunteers may not be directly compensated in any manner by District support organizations.
     
 

B.

In addition to parents, membership should be made available to District staff and members of the community and may charge for such membership.
     
 

C.

Staff members are encouraged to join such organization(s) in their related area(s) of specialization or interest, but shall not hold officer positions belonging to the organization.
     
 

D.

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

E.

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

F.

The activities of 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. District support organizations may elect to donate funds to the school district for purchasing opportunities, as applicable.
     
 

G.

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

H.

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 Superintendent or her/his designee. A support organization may not profit from the rental fees associated with use of District facilities.
     
 

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.

The Superintendent shall implement administrative guidelines that require each District support organization's fund-raising activities be in compliance with Board policies and that the funds generated by such fund-raising activities and donated to the District are used for school-related projects or expenditures that have the approval of the Superintendent and principal.
     
 

K.

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

Support Organization Compliance

Support Organizations play a key role in the New Albany-Plain Local School District and as such, must maintain reasonable corporate compliance standards to ensure their ability to continue to provide support to the District. In order for such organizations to be afforded the privilege of utilizing the School District name, as well as any logos, other insignia, emblems or combination thereof associated with and used to identify the District and/or school-sponsored programs and activities, or its facilities; such organizations must provide the Board of Education evidence of compliance with applicable requirements of State and federal laws and regulations. It is not the intent of this provision nor does the Board of Education assume responsibility for the review, adequacy or accuracy of the materials required to be filed by this provision. It is the sole responsibility of each organization to comply with applicable laws and regulations, and the Board of Education assumes no responsibility therefore by way of this section or otherwise.
 

A.

If appropriate, the organization shall maintain a current and valid 501(c) (3) designation from the Internal Revenue Service.
     
 

1.

The organization shall provide a copy of each Form 990 (or other form required to be filed under U.S. Treasury Regulations in connection with its tax-exempt status) filed with the IRS on an annual basis to the Board of Education at the time of filing with the IRS.
     
 

2.

The organization shall immediately notify the Board of Education of any notices or other communications concerning the tax-exempt status of the organization issued by the IRS or any other entity with relevant jurisdiction.
     
 

B.

The organization shall maintain its corporate existence and shall be in good standing in the State of Ohio. The organization shall file all necessary Statements of Continued Existence and Statutory Agent Update forms as required under the laws of the State of Ohio, with a copy to the Board of Education. Each organization shall also provide a Certificate of Good Standing to the Board of Education upon request. The organization shall immediately notify the Board of Education of any notices concerning the corporate status issued by the Ohio Secretary of State or other applicable authority.
     
 

C.

The organization shall provide to the Board of Education a list of all officers within thirty (30) days of the election thereof and shall keep such list current with the Board. All positions on the board of each organization shall be filled in accordance with the bylaws of that organization.
     
 

D.

The organization shall keep on file with the Board of Education the current bylaws of the organization and shall comply with such bylaws in its operations.
     
 

E.

The organization shall provide annual financial statements to the Board of Education upon request, with such financial statements in audited form, if so available.

Compliance with the provisions of this section is a mandatory condition for a Support Organization to be granted permission to utilize the School District name, as well as any logos or other insignia or emblems associated with and used to identify the District and/or school-sponsored programs and activities, or its facilities for its operations. Failure by a Support Organization to so comply may result in revocation of its privileges at the sole discretion of the Board of Education.

Adopted 12/97
Revised 11/02; Readopted 12/02
Revised 5/07; Readopted 6/07
Revised 1/09; Readopted 2/09
Revised 9/12/16/Readopted 9/26/16