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PACT Charter School District

Students of Character and Academic Excellence

Panthers Booster Club

Panthers Booster Club

The Purpose of the Panthers Booster Club is:

  1. To support and promote approved extracurricular activities of PACT Charter School.
  2. To support programs designed to promote awareness of and attendance at approved extracurricular activities of PACT Charter School.
  3. To support projects centered in recognition of individual and program achievements of approved extracurricular activities of PACT Charter School.

Understanding the Role of the Panthers Booster Club

A booster club is an organization dedicated to supporting the efforts of a team or organization. This support comes in many forms, including volunteering time, raising funds, and contributing resources to enhance team performance and community spirit. As one definition puts it, "a booster club provides enthusiastic support of a team or organization." This type of collective encouragement meaningfully impacts the teams and activities it serves.

At PACT, the Panthers Booster Club is vital in enriching our programs. Whether through organizing social events, assisting with team logistics, or funding additional needs like event staff and coaches, their efforts elevate the experience for all involved. These initiatives strengthen community ties and provide tangible support for our students and programs.

The Panther Booster Club and the PACT Activities Department will work collaboratively to ensure all efforts align with established guidelines. Together, we build a stronger foundation for our school’s activities, inspiring pride and fostering excellence across the PACT community.

Booster Club Guidelines


 

  • The booster club must adhere to PACT policies regarding material distribution and advertising. This applies to all advertisements, printed programs, banners, posters, and related materials.

    • Approval Process: Submit all advertising and promotional requests to the Activities Director for approval prior to printing, posting, or distribution. The Activities Director will collaborate with administrators to finalize approvals.
    • Use of PACT Branding: The use of the PACT name and logo is strictly prohibited without prior approval.
    • Compliance: The PACT Activities Office reserves the right to remove any advertising or promotional materials that have not been approved or that conflict with district values.

    Information to be distributed to staff can be part of the weekly staff communication by emailing the Activities Director by Wednesday of each week. 

    PACT reserves the right to remove any unapproved or non-compliant materials

  • The head coach is responsible for all facets of the end-of-season awards banquet. The head coach may delegate these responsibilities to the booster club; however, the head coach must approve the program and the agenda.

    The awards given out at the banquet are the sole responsibility of the head coach.

    There should be no open bar for adults, and parents should refrain from consuming alcohol at banquets.

    Banquets should not be held on Wednesday evenings or before noon on Sundays to avoid conflict.

  • Conflict resolution protocol:

    Conflict is almost inevitable when working with passionate, highly focused, and dedicated people. While good communication and clear guidelines will help limit conflict, clear protocols must be in place to deal with it when it arises.

    When a concern is voiced, the following steps should be followed. The goal should be to resolve conflict at the lowest intervention level possible but do not hesitate to follow the entire process if necessary. It is always wise to keep the Activities Director aware of any conflicts being handled in your program, no matter what level the intervention is at currently.

    Steps in the resolution of conflict:

    Parents and coaches are strongly encouraged to maintain open lines of communication. A procedure has been developed to establish and maintain these lines of communication between the school, parents/guardians, and students and to resolve concerns related to the activities program.

    The steps below are designed as protocol to follow until resolution is reached. If an issue rises to steps 3 or above, it is to be guided back to step 1. If allowed to occur, most issues are solved at the first step.

    Step 1—Coach/Student: The student and the coach/adviser will meet to discuss the issue. The goal of this meeting is to resolve the concern. This meeting should occur within five days of the incident.

    Step 2—Coach/Student/Parent: The parent and student should schedule a meeting with the coach/adviser within five school days of the incident or within five days of the initial meeting between the coach and student. The meeting time must be convenient for both parties. The agenda is limited to the initial issue. Coaches/advisers may request administrative presence at the meeting, but the coach/adviser will run the session and provide a detailed summary for the Activities Director.

    Step 3—Coach/Student/Parent/AD: If no closure is attained at the meeting, the coach/adviser must create a written summary of the meeting within five school days for review by the Activities Director. If the parent requests a meeting with the Activities Director, the Activities Director will set up a meeting with the coach, parent, and student (at the discretion of the Activities Director). After the meeting, the Activities Director will rule on the issue and share the findings and solution strategy with the family, coach/adviser, and building principal.

    Step 4—Parent/Principal: If the established ruling/strategy is still unacceptable to the family, they may meet with the building principal to discuss alternatives. The Activities Director, coach/adviser, and/or student will meet with the parent and principal at the principal’s discretion.

    Other key points:

    • It is inappropriate to approach a coach with a concern at a game or practice.
    • Playing time and team selection are determined solely by the coaching staff. These discussions should be between the coach/adviser and the student. A parent may only be involved in these discussions if the student is present (it should not exceed step two).
    • Calls should be directed to school contact numbers only.
    • Data privacy rules must be maintained; do not discuss other students.
    • Failure to follow the process may impact the final ruling on the issue.
    • If the parent refuses to involve the student in the process, the conflict resolution process is compromised.
    • Respectful communication is expected between both parties. If at any time the meeting becomes confrontational, it will be rescheduled.
    • If the concern or conflict is with the 501(c)(3) membership or booster club board, refer to the organization’s bylaws.
  • At PACT, we are committed to enriching our students' extracurricular experiences by fostering meaningful partnerships with corporate sponsors. Through these collaborations, we aim to provide vital resources such as equipment, coaching, team-building opportunities, scholarships, and more. Together, we can create impactful experiences that promote a legacy of success, teamwork, and community engagement.

    Corporate Partnership Standards
    To ensure alignment with PACT’s character qualities and values, corporate partners must adhere to the following guidelines:

    1. Corporate sponsors may not advertise or promote alcohol, drugs, chemicals, tobacco products (including e-cigarettes), sexual content, or weapons.
    2. Content must not include abusive, profane, or obscene language.
    3. Partnerships may not promote or disparage any group based on race, religion, sex, disability, or sexual orientation.

    All sponsorships must be approved by the Athletic Director and the Director of Communication and Community Engagement.

    Fund Allocation
    Corporate contributions will be managed responsibly and allocated as follows:

    • General Fund: Supports items that benefit all extracurricular programs, such as banners, general equipment, trophy cases, storage, team activities, and administrative costs (e.g., insurance, taxes, fees).
    • Activity-Specific Accounts: Directed toward the needs of a particular extracurricular group as requested by coaches and approved by the Booster Club.

    Sponsorship Opportunities
    Corporate sponsorships can include a range of promotional opportunities, subject to prior approval from PACT leadership:

    • Banners/posters displayed on fields, courts, and gyms
    • Social media advertisements through booster club accounts
    • Program or media guide advertisements
    • Scoreboard advertisements
    • Online streaming service advertisements
    • MC announcements during specific sporting events
    • Sponsorship mentions at seasonal extracurricular parent meetings
    • Sports schedule advertisements
    • Player of the Week sponsorship
    • Game-day sponsor mentions on booster club social media accounts
    • Recognition as a corporate partner on the booster club Facebook page

    By partnering with PACT, corporate sponsors invest in more than just extracurricular programs; they help cultivate a culture of excellence and community that benefits our students, school, and future generations. We value the opportunity to work together to make a lasting difference.

     

  • The booster club SHOULD:

    • Volunteer time and raise money.
    • Contribute funds to better enhance the team or organization's performance.
    • Print promotional items like team schedules and programs (with approval of the coach/AD).
    • Financially support the program by providing additional funding for coaches, staff and event workers.
    • Organize team events, such team meals.
    • Listen and work closely with the head coach.
    • Discuss as official business any item that meets the definition or function of a booster club as outlined on the previous page.

     

    The booster club SHOULD NOT:

    • Openly discuss or perform a performance review of the head coach or coaching staff.
    • Openly discuss playing time issues.
    • Ransom funding of the program in order to control the hiring or firing of the head coach or staff member.
    • Offer up a petition by booster club members to hire/fire a coach.
    • Plan, organize or attempt to implement an off-season training program without direction or consent from the head coach.
    • Discuss as official business any item that does not meet the definition and function of a booster club.
    • Review the performance of a coach funded by the booster club. Staff evaluations are solely the responsibility of the District.

    Finances

    • A Treasurer’s Report should include a detailed record of all transactions since the last meeting to ensure transparency and accountability. Financial documents must be accessible to all booster club members and the public.
    • To maintain proper checks and balances, paid coaches are prohibited from having check-writing authority, and all checks must be authorized and signed by two individuals. Similarly, funds collected should always be counted and tabulated by at least two members to ensure accuracy. All purchases must go through the school district, adhering to the procedures outlined in the purchasing guidelines.
    • The district may request access to tax statements, receipts, expenditures, and account balances at anytime. Sales slips, receipts, or invoices are required for every expenditure to maintain accurate records. Bank statements must be reconciled by the treasurer and reviewed by a person without check-signing authority to ensure impartial oversight.
    • Booster clubs cannot use PACT’s Tax ID or Tax-Exempt Numbers under any circumstances. Additionally, booster clubs should avoid paying coaches directly or influencing the amount a coach is paid.
    • PACT Charter School will only promote fundraising activities if they directly support the participation and activities of all students on a team, ensuring equity and fairness. These guidelines help maintain transparency, accountability, and alignment with district policies.
  • Fundraising is a necessary part of activities and athletics today. We are very thankful for the efforts of parents and booster clubs.

    • The head coach and Activities Director must discuss and approve all fundraising activities before implementation.
    • Be aware that the amount of money raised by a participant does not affect membership on a team or playing time.
    • Booster/PTO fundraisers and coach/school fundraisers must be kept separate.
    • Fundraisers should be discussed with the coach or principal to ensure transparency and support.
    • Parents cannot be required to pay a booster or membership fee.
    • Funds collected must be used to support all students or teams, not individuals. The only exception is an annual booster club scholarship for a deserving senior to cover college expenses.
    • The booster club should have elected or appointed officers. (President, a Treasurer, and a Secretary)
    • Prior to the start of the school year, the booster club president must inform the activities director of each club officer's name and contact information (address, phone, and e-mail) so the website can be updated.
    • Booster club meetings should follow a set agenda each meeting (Welcome/Minutes from past meetings/Treasurer Report/Old Business/New Business)
    • All the areas outlined on this page are required and mandatory unless explicitly stated otherwise.
    • The booster club will remain in good standing with State and Federal Laws to be recognized as a “Booster Club” by the district.

     

    Steps Towards Legal Compliance:

    1. Complete your Articles of Incorporation: The MN Council of Nonprofits website has a template for creating this.
    2. Obtain a Federal Tax ID # (EIN): This must be done after you incorporate.
    3. Develop your Bylaws: The bylaws define the roles of board members and the rules of how the organization will operate.
    4. Incorporate as a Nonprofit Organization: File Articles of Incorporation with the MN Secretary of State. This can be done online and involves a small fee.
    5. Obtain a 501(c)(3) Tax Exempt Status: Public charities have IRS permission to raise money from the public for an approved purpose and are exempted from paying federal income tax. Application and annual filing is required (file form 1023ez)
    6. Register as a Charitable Organization: Organizations that solicit contributions in excess of $25,000 are required to register with the Charities Divisions of the State Attorney General’s Office.
    7. Provide proof of Liability Insurance: Organizations must provide a Certificate of Liability Insurance of at least $1.5 million.
    • Athlete Recruitment: Booster club members must refrain from recruiting or encouraging athletes from other schools to transfer to PACT.
    • Financial Support Restrictions: Booster clubs cannot pay an athlete’s participation fees for sports, camps, clinics, leagues, or tournaments. Coaches may not use booster club funds to create camp scholarships or pay athlete fees.
    • Funding Protocols: Booster club funding must comply with Title IX requirements, ensuring equitable benefits and services for both male and female teams.

    For more information, please visit the Minnesota State High School League website.

     

    • If the booster club wishes to support the school or team by purchasing materials, uniforms, or equipment, it must coordinate all purchases through the Activities Director. Independent purchases by booster clubs are not allowed. To ensure proper accountability, booster clubs should donate the necessary funds to the district, which will place the order on their behalf. All equipment and materials must be shipped directly to the district and will become the property of PACT Charter School.
    • If the booster club is funding a coaching position, the funds must be donated to the district before any payment is issued to the coach. Coaches must complete new hire paperwork and undergo a background check as part of the district’s hiring procedures. This process ensures compliance with legal requirements and school policies.
    • Sponsors wishing to donate equipment must follow the district’s purchasing procedures. 

    Adhering to these guidelines ensures proper documentation, accountability, and alignment with school policies while maintaining high quality and safety standards. The district utilizes preferred vendors for all purchases to ensure cost-effectiveness and quality.

     

    • All volunteers must follow PACT Charter School’s volunteer process. This includes completing volunteer training and background checks.
    • District staff cannot advise, guide, or mediate situations related to the functionality of a 501(c)(3).

Meet Our Team

For general inquiries and partnerships contact boosterclubpanthers@gmail.com.

  • Sara Whitby
    President
  • Kristin Camacho
    Vice President | Social Media
  • John Weller
    Treasurer
  • Jackie Barthel
    Secretary

Activity Coordinators

Baseball: Julie Graway
Basketball (boys): Ann Ostendorf
Basketball (girls): Vacant
Dance: John Weller
Drama: Sara Whitby
Football: Vacant
Golf: Ali Loren

Robotics: Jackie Barthel
Soccer (boys): Jessica Camarena & Kristin Camacho
Soccer (girls): Jessica Camarena
Softball: Vacant
Speech: Vacant
Swim and Dive (girls): Christina Jacobson
Volleyball: Christina Jacobson

The Panthers Booster Club is not sponsored or funded by PACT Charter School and is its own 501(c)(3) organization. All donations are tax-deductible.