PARENT REP OVERVIEW
PARENT REP BASIC RESPONSIBILITIES
Each sport, activity, and club operating at Liberty North for which Eagle Club manages funds is required to have an Eagle Club Parent Representative. This person’s most fundamental job is to act as the liaison between Eagle Club and their group.
Parent Representatives shall follow these guidelines:
Parent Representatives will be appointed annually by the Coach or Sponsor of each sport, club, or activity for which this PTA manages funds prior to the start of the school year.
For sports or activities that also have their own boards, such as Quarterback Club and Band Boosters, these groups are considered sub-committees of Eagle Club, and the President of these boards (or an appointed designee) will be considered the Eagle Club Parent Representative representing that group and must comply with these guidelines.
For the fiscal safety of Eagle Club funds and for liability purposes, Parent Representatives must be current parents or legal guardians of a student currently enrolled at Liberty North High School and must be current members of Eagle Club.
Parent Representatives are appointed for a term of one (1) year.
To encourage new parents and fresh ideas in all areas at LNHS, and to align with the bylaws for Eagle Club Executive Board members, Parent Representatives it is highly preferred that they serve no more than two (2) consecutive years for any sport, club, or activity. This will allow for transition of duties and opportunities for others to get involved. Any exceptions must be requested in writing to the Eagle Club Executive Board.
Parent Representatives should attend monthly Eagle Club meetings (or send a designee in their place).
The Parent Representative and the coach or sponsor of the group must both sign off on all expenditures from the group’s Eagle Club account.
In addition, Parent Reps will:
Ensure that as many parents and students as possible from their group become Eagle Club members during the fall membership drive, communicating the benefits of Eagle Club to their club.
Ensure that all coaches/sponsors from their group are members of Eagle Club.
Communicate any Eagle Club updates back to the coach/sponsor and parents.
Ensure that the financial ledger for the club represents any money which has gone in/out of the account and is accurate to the best of their knowledge. If a detailed monthly ledger is desired, please request from eagleclubtreasurer@outlook.com.
Act as a liaison between Eagle Club and their club, soliciting support, volunteers, and participation in various events and activities throughout the year as needed.
Approve all requests for funds from the club’s account, and submit them, along with appropriate receipts, to Eagle Club Treasurer for reimbursement or payment within 30 days.
Sign up their group to work required concession shifts during the year and ensure that they recruit parent volunteers from their group to work those events. All sports, plus choir, band, and orchestra must work at least 3 concession events. All other clubs and activities are required to work at least 1 concession event.
Obtain approval for all fundraisers which will be executed by the group during the school year at the August meeting (requests must be submitted in writing, detailing the name of the fundraiser, reason for fundraising, percentage of profits the group/students receive, and specific information about the product sold or activity planned). Groups will receive approval from the Athletic Director and/or Eagle Club Fundraising/Concessions Chair.
Be sure the group asks for permission, in writing, for any equipment which the group would like to borrow from Eagle Club at any time.
Keep general notes for subsequent Activity Chairs to use as reference.
Set a tone of active, consistent, positive communication for your group.
Communicate any donation requests from your group to Eagle Club to be voted on by the EC Executive Board.
At the discretion of the group Coach/Sponsor, the Activity Chairperson may also*:
Help the coach/sponsor set a budget for the group for the year based on the balance of their EC account and planned fundraising activities.
Assist with uniform/equipment distribution.
Assist with team meals for away games or other reasons.
Assist with planning of the end of season banquet/festivities.
Email/text parents of the group with coach/sponsor updates.
Assist with maintaining the group Facebook, Instagram or Twitter accounts.
Request donation items from local businesses or suppliers for use by your group (a letter can be provided to the donor for tax purposes).
*These tasks may be performed by the Parent Rep themselves, or by soliciting help from other group parents.
GROUP FUNDRAISING
Working Eagle Club Concessions should be your group’s first priority for fundraising. Your sport or club may also conduct your own fundraising outside of Concessions if necessary, to raise additional funds. To hold a fundraiser outside of Eagle Club Concessions on school grounds or during school hours (for example - selling t-shirts, candy bars, cookie dough, etc., or hosting any other event), your organization must have worked their required concession shifts during the previous school year.
Fundraisers outside of Eagle Club Concessions must be approved in advance at the start of each school year by bringing the details of the fundraiser and requested dates to the first Eagle Club meeting in August. They will then be reviewed by the Athletic Director and/or Eagle Club Fundraising/Concession Chair and you will be given final approval/denial of the request. Once approved your dates will be included on the Fundraising Calendar. Maintaining a calendar of all ongoing fundraisers allows more opportunity for a successful fundraiser by not scheduling multiple fundraisers at the same time.
If the need to fundraise comes up later in the year, the group must get written approval in advance by emailing the details of the fundraiser and requested dates to lnhsconcessions@gmail.com. A written approval or denial will be provided to you.
Dining nights during the year or fundraisers that happen over the summer months do not need prior approval unless they require use of school facilities.
REQUESTING FUNDS DONATIONS FROM EAGLE CLUB
The Eagle Club operates as a not-for-profit entity. Funds are raised by membership, concessions, and donations. The General Budget funds activities such as staff dinners, staff appreciation week, scholarships for seniors, and activities aimed at enhancing the high school experience.
Each organization, club, and sport within the school has an opportunity to have an individual serve as a representative on Eagle Club. Each organization, sport, and club also have the means of fundraising and collecting donations under the Eagle Club’s 501(c)3 status. Eagle Club has in place an extensive tracking policy for monies collected and allocated to which each organization must adhere.
GROUP FINANCIAL RESPONSIBILITIES:
Eagle Club is a 501(c)3 tax-exempt organization. A copy of the tax ID document is available for members HERE and should be used when making purchases. You can also find a copy of the Fund Request Form voucher HERE as well.
General Instructions:
Any transaction for the Treasurer must be sent electronically. Please follow the instructions found on the Fund Request Form.
If desired, the Activity Chairperson can request a copy of their sport/activity’s monthly detailed ledger from the Eagle Club Treasurer at eagleclubtreasurer@outlook.com.
The Eagle Club Treasurer can be reached at eagleclubtreasurer@outlook.com.
We try to process requests quickly, but due to the size of our school and the fact that Eagle Club officers are parent volunteers, requests may take up to 30 days. Please do not follow up on your request unless it has been more than 30 days.
Please do not save multiple receipts throughout the season and turn them in all at once. This will delay reimbursement and response time.
Once financial books for the school year are closed, we will not go back and make changes. Parent reps will be provided a final summary of your group's account at the end of the year and given a deadline to turn in last minute requests or question any items.
Process for request for funds BEFORE the purchase is made:
A fund request form must be completed for the item and signed by both the Activity Chairperson and Coach/Sponsor.
Form must be submitted, along with paperwork outlining what the expense is for, at least 4 weeks before the check or payment is needed for the item.
Requests for cash boxes for events also fall into this category and should include the date and event for which you will need a cash box.
All fund requests must be signed by the parent rep AND coach/sponsor.
Process for request for funds AFTER the purchase is made:
A fund request form must be completed for the item and signed by both the parent rep AND coach/sponsor.
A receipt for the item must be included.
Instructions for who the reimbursement check should be written should be included on the form.
All voucher requests must be approved by the President and the Treasurer.
Allow 4 weeks for reimbursement.
Eagle Club does not reimburse for taxes!
Process for deposit of fundraiser/event earnings:
A deposit envelope must be completed with all funds earned.
Money should be counted, and the envelope filled out accordingly.
Please be sure to clearly indicate the group name and fundraiser/event name and date(s).
DO NOT TURN IN LARGE AMOUNTS OF COINS (such as from candy and other similar fundraisers). Please go to your bank and exchange change for bills before completing the Eagle Club deposit and turning it in.
Deposits should be left in the Eagle Club safe in the office.
Concession Deposit Envelopes:
Please remember we have multiple sports going on at the same time, sometimes all three venues (Stadium, Fieldhouse & The Yard) have activities at the same time. If you do not put (a) location, (b) the sport/activity/club working, and (c) name and number of the parent in charge, you may not be paid for your time worked.