Madison West Womens Soccer: Parent & Mgr. Info
Sunday, December 14Guidelines for Parents and Managers for Fundraisers and Purchasing Team Supplies
Madison Metropolitan School District has new policies and procedures in place that affect the traditional team fundraisers (e.g., car washes, rummage sales, etc.) and the purchase of team supplies (e.g., t-shirts, uniforms, warm ups, etc.).
Please be aware of and ensure you follow these FIVE important guidelines and use the attached forms. There are repercussions to the team and coaches if these are not adhered to. Thank you.
1. REGARDING ACTIVITY ACCOUNTS/CASH HANDLING/FUNDRAISING (From MMSD memo)
Over the past several years, a number of incidents within the District has raised a high degree of concern regarding the way in which MMSD coaches collect and handle money for their respective programs. The District realizes that there are legitimate reasons for individual athletic programs to raise additional funds thru sales of merchandise/apparel, car washes, bake sales, etc to purchase items for their respective sports programs. In some cases money is collected from athletes to pay for t-shirts, warm-ups, and other apparel associated with your program. In other cases money may be collected for sports trips, such as a spring trip to Florida for practicing, scrimmaging or playing a game or two.
According to MMSD fundraising and cash handling procedures it is expected that all athletic teams must deposit all monies for their programs into your school’s activity account. This includes donations to your program.
If you do not have an activity account one can be established for you by your school’s secretary in charge of activity accounts. It is also the District’s expectation that head coaches are to be in charge of all funds raised and collected for their program at all levels and that while this may be delegated to assistant coaches, head coaches are ultimately held responsible.
The following guidelines were copied from memos sent to the West coaches from the West Athletic Director:
2. REGARDING PURCHASING PROCEDURES:
If you wish to make a purchase for the support and operation of your program there are three ways that are permitted under district policy. Use of any one of the following modes requires the approval of the director of athletics via a Internal Requisition Request form:
1. Use of your formula budget.
2. Use of MWABA (Madison West Athletic Booster Association) funds if approved in advance by MWABA.
3. Use of funds raised and stored in your activity account.
Any purchase begins with the completion of the Internal Requisition Request form. (See attachment on this web page.) These forms are available in the athletic office. If you need a form please contact the athletic director or the athletic secretary. The main West High contact for ordering and reimbursement is:
Julie Pophal
Athletic Department Secretary
West High School
30 Ash Street
Madison, WI 53726
608.204.4103
608.204.4996 (fax)
Adherence to the above guidelines is expected. Non-adherence to the aforementioned procedure will be dealt with by the director of athletics and principal. Frequent, flagrant or serious violations of school district policy will progressively result in:
1. A formal letter of reprimand from the school administration.
2. Disciplinary action involving suspension from your duty as coach.
3. Removal from consideration for future coaching.
3. REGARDING FUNDRAISING APPROVALS:
If you are planning any fundraising events for your program, regardless of level (i.e. varsity, JV, sophomore or freshman) during the upcoming year or beyond you must obtain written approval from the athletic director and principal prior to planning the event. This order is due to some issues surrounding recent fundraising event.
Failure to follow this order will be investigated and dealt with by the athletic director and principal.
Please call me if you have questions or concerns.
4. REGARDING NEW PROCEDURE FOR WRITING CHECKS:
Given the new implementation of the Lawson accounting system, there are some changes to be made when submitting request for writing checks.
1. All athletic check writing request are to be made in the athletic office and approved by the director of athletics. You are not to go to Brenda or Leah in the main office for this function.
2. Complete an Order for Withdrawal of Funds (available in the athletic office) for each check you are requesting. This form needs to have all information on it completed. This includes vendor’s address, phone number and fax number if applicable. Incomplete forms will be returned to you before they can be processed.
3. Attach one copy of your invoice or receipt along with the original.
4. We can not pay for tax.
5. You will need to allow up to 5 days to process a check. The main office plans to write checks on Tuesday’s and Thursday’s if all goes well. Please plan ahead.
6. We will return a copy of the Order for Withdrawal of Funds form to you once the check has been written out.
7. A log of your W-Club account balance will be kept in the athletic office.
8. As usual proper planning on your part will enhance the efficiency of the process.
5. REGARDING PARKING AND LITTER ISSUES:
A reminder that students are not permitted to park in the faculty parking lot between the hours of 6:00 a.m. thru 4:00 p.m. Unauthorized parking of vehicles runs the risk of municipal citation and will be subject to towing. Simply put, please advise your students not to park in the staff parking lot.
Further, we ask that you hold you students and lower level coaches accountable for the cleanliness of your designated practice areas. The athletic department has received complaints about litter in certain areas of the school utilized by our athletic teams. Please address this issue now with your students so that it does not balloon into a large problem.
Handout: Forms for purchases and fundraising