Finance Policy FAQs

Policy FAQ

Appointment of a CBC representative

Every Cardinal Booster Club member organization is required to appoint a CBC representative (Article IV, Section 5).  This representative plays a central role to setting and managing the booster club budget and has defined responsibilities within CBC's financial process.

The coach or administration selects and approves the CBC representative after consulting with the club membership.  To qualify to serve as representative, the member should:

1. be the parent of a student participating in the member organization

2. not be a JPIIHS paid coach or director for the same member organization he or she would be representing for CBC.  This regulation exists to avoid potential conflicts of interest as it pertains to parent contributed funds.

If a parent CBC representative is not selected, the member organization is prohibited from collecting and depositing membership fees in its CBC account and will not be able to debit expenses from its CBC account without approval of the CBC President and CBC Treasurer.

Collection of different parent fees for the same organization

If a member organization separates the activities students participate in, and the organization collects different fees specific to each activity, CBC will require separate financial schedules for each activity.  The member organization and CBC Treasurer will administer budget specific to each activity in separate accounts, as if they were separate organizations.  This process exists to ensure that where parent funds are being collected for an expressed purpose, funds are not used to subsidize expenses for a purpose other than what was presented when the funds were collected.

Payments and gifts to coaches

CBC does not pay JPII coaches.  Direct payments to coaches will not be approved by the CBC Treasure.  This is consistent with Texas UIL rules for booster organizations.  Further, JPIIHS policy prohibits the use of CBC funds to purchase gift cards for coaches who are employees of the school.  Gift such of this is considered taxable income and must be processed through JPIIHS payroll.

Gift cards may be provided to parents or other volunteers in appreciation for their service.  As a representative of the parents, the CBC Rep should ensure that any gift taken from CBC funds is reasonable and is consistent with what the parents want to provide.

Payment to external contractors

Payments to external contractors are permissible, however if CBC funds are to be used, the relationship between the contractor and the CBC organization must be short-term in its nature.  This means that a contractor supporting a one or two week team event (example: camp) could be paid from booster funds, but a contractor who had an extended relationship over the course of the season would be considered more of a coach and should not be compensated from CBC funds.

Transportation

The general guideline at JPIIHS is for the school to pay transportation costs for any competition that is a TAPPS district competition, a league competition (if not a TAPPS activity) or TAPPS state competitions.  If a group chooses to participate in a competition that does not fall under these categories, the organization may need to fund transportation expense from it's CBC budget, donations or directly from parents.  This typically applies to off-season competitions.