John Bapst boosters groups help sustain and grow John Bapst programs and extra-curricular activities. John Bapst Memorial High School supports and encourages efforts to raise funds for sports teams, fine arts programs, and other extra-curricular activities, particularly from friends and family.
Fill out the volunteer form online.
Download the Booster Group Guidelines and Frequently Asked Questions packet.
How can we become an approved boosters group?
Contact the Development Office at 947-0313 ext. 104 or email Jen Tower at email@example.com to begin the registration process.
What is the process for determining fundraising purposes and goals?
Each boosters group takes the lead from coaches, the Athletic Director, the Fine Arts Department Head, Activity Director and the Development Office. Communication with other boosters group members and with the staff and team members is critical to a smooth goal-setting process.
How are boosters groups structured?
Each boosters group runs slightly differently according to its needs. The school strongly encourages each group to approve a version of the Sample Booster Group Guidelines.
Fundraising: Who can raise funds?
Maine Principals Association rules and regulations stipulate that student athletes and coaches can fundraise for their sport only during that sport’s season. However, booster parents may raise funds outside of the sport’s season. Summer is the only time when any student or coach can fundraise for any sport.
All individual fundraisers must be under the direction of an approved boosters group.
Booster groups that maintain donated funds in a separate (non-school) account do so at their own risk. Donations deposited in non-school accounts are not tax deductible, and the school is not responsible or liable for how they are managed and used.
What approval does our group need to hold a fundraiser?
Boosters groups follow the following steps to hold a fundraiser:
- Majority of boosters group determines the amount of funds needed and for what purpose.
- Staff/faculty advisor/coach approves.
- Submit a Building Use Request Form if your event or meeting will be held at the school.
- Download this checklist for easy reference during meetings.
Can we solicit local businesses?
Business solicitation lists must be pre-approved by the Development Office. Managing the school’s relationships with local businesses helps all groups in the long run.
How can people make gifts to my group?
- Alert donors that checks must be made payable to John Bapst Memorial High School. Group designation (not student fundraiser’s name) can go in memo line.
- Donors can make gifts online by clicking here. Be sure they put the name of your boosters group in the area for gift restrictions.
How should the donor write a check?
Make checks out to “John Bapst Memorial High School” (as the tax-exempt nonprofit), with the designation of the intention of the donation (“Field Hockey”) noted in the memo line.
Can donors give online?
Your supporters can give online by clicking here and restricting their gift to your program.
Are gifts to our boosters group tax-deductible?
John Bapst is a not-for-profit institution. Because the school approves and oversees boosters groups and because all booster funds are deposited into a school-held account, all gifts processed as described in this handbook are fully tax-deductible as allowed by law. Donors should consult their tax advisor.
Will donors be added to John Bapst mailings?
Donors who make tax-deductible gifts to the school via a booster group will be added to the school’s mailing list. People who purchase items or services from booster group fundraisers will not be added to the school’s mailing list. John Bapst does not share its mailing lists.
How do we thank our donors?
Donors can never be thanked enough. Please send thank you notes to all donors. The Development Office will send an official acknowledgement for donors’ tax purposes for all gifts given to boosters groups for which no goods or services were received in exchange.
What kinds of fundraisers are not allowed?
- Students driving students
- Fundraisers in bars
- Gambling, including Hollywood Slots, bingo, card games, etc.
- Anything involving alcohol or tobacco
- Door-to-door sales
- High-pressure tactics requiring parents to purchase
- Donation cans in places of business
Finances: What do we do with the money we raise?
Boosters groups deposit all funds raised into their school account by completing a deposit slip and bringing it to the Business Office in the school.
How do we fill out the deposit slip?
Funds raised fall into two categories:
Tax-deductible: Donor receives nothing in return for their money.
Not tax-deductible: Donor receives something in exchange for their money. This includes any raffle ticket or money given for a chance to win something, even if the person doesn’t win.
Be sure to break out all tax-deductible gifts. List the donor, amount given, and mailing address.
What about non-cash gifts?
A gift of goods or services is called an in-kind gift. In-kind donors are tracked and acknowledged just like cash donors. Boosters groups who receive donations of “stuff”—including gift certificates—report the donations to the Development Office using the In-Kind Gift Form.
Where does our money go?
All money raised by your boosters group is deposited directly into your account held at the school.
How do we know how much money we have in our account?
Keep your own financial records. The business office will send or email each booster group financial statements upon request. Requests can be made to the business office by calling Bill Meier at 947-0313 ext. 106 or emailing him at firstname.lastname@example.org.
What is the process for making purchases from our account?
- Ensure that there are sufficient funds in the organization’s account to cover the planned purchase. If in doubt, call the Director of Finance at 947-0131 ext. 106.
- Ask the Athletic, Fine Arts or Activity Director to forward a purchase requisition (for stores where the school has an account) or check request to the Business Office.
- Fill out a purchase order or check request from the Business Office. Call Patti Jenkins (ext. 190) with any questions or email her at email@example.com.
- If you receive a store receipt, bring or mail it to the Business Office.
Athletics Boosters Policies: Uniform Purchase Policy
New uniforms are purchased for each team on a five-year rotation basis. The list is maintained by the Athletic Director. Individual donations are accepted for purchase of uniforms upon approval by the Athletic Director. The donor money must be given to the development office for receipt and acknowledgement.
Uniform designs need to be pre-approved by the Athletic Director before orders are placed.
In the event that a team gets new uniforms via individual donations, that team moves to the bottom of the five-year rotation list. When a varsity team receives new uniforms, the older uniforms are distributed to the sub-varsity team (JV or freshman teams). Donations for uniforms may also be made for sub-varsity teams.
Team Banquet Policy
Teams are encouraged to have a team banquet at the end of each season, recognizing the achievements of student athletes, coaches, and volunteers. The banquet may take place at school or in a home, restaurant, or other appropriate location. Plan the event and notify those students, parents, and coaches as far in advance as possible. Contact Diane Gauvin, Food Service Manager, for information on food preparation and use of the kitchen by email at firstname.lastname@example.org. Communicate the cost, date, time, and location of the banquet. A Building Use Request Form must be submitted for the use of any school facility.
The school provides varsity letters (one per sport), certificates, and pins for each team. The school also provides three post-season awards such as MVP, MIP and coaches’ awards.
Money raised by the boosters group affiliated with the team may be used to pay for coaches’ meals, additional trophies, plaques, or other items for the team.
Individual donations or booster funds cannot be used to pay the stipends of head coaches or assistant coaches. Funds may be raised to pay for volunteer assistants. The Athletic Director does a check request for these funds when notified of sufficient funds.
The school underwrites the cost of as much equipment necessary to play a sport as it can, within budgetary limitations. Additional equipment may be identified by boosters groups working in tandem with coaches, and fundraising may be undertaken for such purchases.
The school pays for transportation to all games. Boosters groups may contribute to the additional cost of coach buses for away games outside of the greater Bangor region.
Logo Items: What logos may be used?
Teams and boosters may purchase sweatshirts, sweatpants, t-shirts, etc. The official Crusaders logo and the current, Board-adopted version of the John Bapst Memorial High School logo must be used for uniforms worn in games. Artwork is available from the Development Department.
School Support Services: How can the Development Office help our group?
The Development Office can provide a wide range of advice and support. Just call! The most common ways the Development Office helps groups is by:
- Approving booster group fundraising activities.
- Providing information about best practices, protocol and policies governing boosters groups.
- Posting information about fundraising events and meetings on the school website.
- Ensuring that no two groups want to hold the same kind of fundraiser on the same day or weekend.
- Publishing information about your activity on the John Bapst website.
Can we a get a solicitation list?
The Development Office does not provide lists of John Bapst’s alumni, parents or other donors.
Who can answer additional questions about my booster activities?
Fundraising: Mel MacKay ext. 103, email@example.com
Finance: Bill Meier, ext 106, firstname.lastname@example.org
Athletics: Dan O’Connell, ext. 225, email@example.com
Fine Arts: Melissa Burns, ext. 121, firstname.lastname@example.org