Thousand Oaks HS

2026-27 Booster Presentation

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Contact Information

TOHS Athletics Department

• Josh Eby
• Assistant Principal of Athletics
• jeby@conejousd.org�
• Mike Leibin
• Athletic Coordinator
• mleibin@conejousd.org
• Lauren Lukes
• Athletic Secretary
• llukes@conejousd.org
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TOHS Activities Department

• Michael Godfrey
• Assistant Principal of Student Life
• mgodfrey@conejousd.org
• Jody Benon
• Activities Secretary
• jbenon@conejousd.org
• �

Booster Club Philosophy

• Thank you!!!
• The student activity programs of TOHS are a vital part of the high school experience and every student should have the opportunity and be encouraged to become involved in school activities beyond the academic program.  Because of the high cost of these student programs, booster clubs have been formed by the parents and supporters of Thousand Oaks HS providing the financial and personal support needed for a quality program. The Conejo Valley Unified School District Board of Education recognized that parents may wish to organize booster clubs for the purpose of supporting special programs.  These programs may include athletic teams, debate team, school musical groups, academic groups and other activities that provide a source of positive involvement for students.
• The Conejo Valley Unified School District Board of Education is supportive of such activities and welcomes the interest and participation of parents in various aspects of student life.

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Booster Club Donations

• Please use the following disclaimer when discussing donations:
• No player will be excluded from participation regardless of their donation
• California law guarantees students a public education free of charge, including extracurricular activities.
• Boosters ask for and encourage donations to assist us in our effort to continue providing high quality courses and activities, but all donations are strictly voluntary.

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Booster Club Donation Key Points

• Donations are not required to participate in the sport or activity
• Boosters can not charge a “fee”. Please refrain from using the word “fee” on any communications with your families. “Recommended Donation” is proper language. 
• Booster Treasurer and President shall be the only board members with knowledge of who has and has not donated to the program
• Coaches shall not be privy to who has and has not donated to the program
• Boosters cannot send out invoices for the recommended donation amount to families that have not donated
• Donations to the Booster club are eligible for Corporate Matching Programs

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Booster Club Formation/Recognition

• Board Policy
• The Superintendent is directed to develop regulations that will establish school-club liaison; provide for acceptance of gifts of uniforms, equipment or money; establish the principle that the clubs are not functions of the school or District; and assure that the extra-curricular programs are kept in a positive balance.  
• Any parent or booster club desiring to support one or more co-curricular programs or activities of any district school must request recognition by the principal, present the principal with a statement of the objectives and goals of the club, and describe the methods by which the club will raise money.
• The principal shall not recognize the club if its membership is limited so as to be discriminatory toward any group.
• The principal shall not recognize the club if the method(s) of raising money are inappropriate to the educational standards of the District.
• The principal shall deny recognition if the club’s objectives and goals can be expected to unbalance the school’s activities programs to a harmful degree.
• The principal or designee shall advise the booster and parent clubs of the procedures for scheduling activities, explain fundraising regulations of the District and provide answers to other inquiries of the club.

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Constitution

• By-laws Template
• All Booster Clubs shall have a written constitution and shall maintain updated by-laws that pertain to their organization, function and procedures.
• By-laws should be reviewed yearly. 
• TOHS Athletic and Activities Departments will provide assistance for newly organized clubs as well as sample constitutions and updated by-laws.
• All Booster Clubs must adhere to the organizational and procedural guidelines that have been established by the school, district and state educational policies and regulations. 
• For Reauthorization-One copy of the Booster Club’s Bylaws to be submitted (bylaws must specify that all members have voting rights and two signatures are required on all checks issued by the Booster Club)

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Booster Meetings/Board

• Booster Club meetings must be held on the Thousand Oaks HS campus or they can be held via video conference.
• All members must be invited to general meetings
• Book classrooms through activity request process, then calendared in Facilitron
• The club shall provide the principal with a list officers of the club and contact information.

Booster Club Relations with Coaches/Advisors

• Coaches/Advisors will be expected to be supportive of programs and coaching staff, to communicate the needs of their teams/groups and to work closely with the respective Co-Curricular Booster Clubs to help devise ways to achieve their goals.
• Boosters should always check beforehand with the coach/advisor before planning any activity.
• Parents are reminded that their duties with Booster Clubs do not entitle them or their children to any privileges within a team/group; neither should Booster Club officers have undue influence with a coach.�

Coaching Stipends: Booster Club Pay Agreements

• Booster Clubs may not pay directly out of booster funds (Payroll/Tax Laws)
• All Booster Club paid coaching stipends must be approved before a timesheet can be released for payment. 
• In order to, prevent a delay in a coach receiving pay, the Booster Agreement Form must be submitted to the Athletic/Activities Office no later than:
• Summer Sports/Activities:  The last Friday in May
• Fall Sports/Activities:  The last Friday in August
• Winter Sports/Activities: The last Friday in November
• Spring Sports/Activities:  The last Friday in February
• **Note:  Payment will be received the following month
• Form:  Booster Clubs must submit a Booster Club Authorization for Payment form indicating the coach’s/specialists name, season/year, stipend amount, and a signature from the Coach, Booster Club President and Treasurer. Coaches cannot be hired without an Authorization for Payment. The District will then issue a check to the coach and the Booster Club will be billed by the District for the stipend at a later date.
• Coaching Stipends may not exceed the maximum allowed as set by the Conejo Valley Unified School District.  This list is updated each school year.  Contact the Athletic/Activities secretary for specific limits. (1% increase in March)�
• Athletic Stipend / Advisor Stipend - Click HERE�

Charter Buses

• If a coach and a booster club request a Charter Bus instead of a regular  school bus, the following procedures must be followed:
• The booster club must approve the use of the Charter Bus and the additional cost of taking this form of transportation.
• TOHS Administration will have final approval on the authorization of alternate forms of travel, including charter buses. 
• Submit a Booster Club/Charter Bus Pay Agreement form to the Athletic/Activities Office. 
• Cost Formula
• School Transportation Donations will only support the standard Durham Bus services for the same trip while the Booster Club will be responsible for anything above and beyond. 
•  District Billing
• The District will send the boosters an invoice of the total cost of the charter minus the school bus charge. 

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Financial Guidelines

• Because financial support is often a major function of Booster Clubs, certain rules and procedures shall be established and these will include the following:
• Cash protocols: When reconciling funds at events, there shall be two Booster members counting cash at the end of the event and signing off on accurate count of revenue.
• Electronic Payments: Any electronic transfer of funds shall go directly to the Booster 501C3 account.
• Separate Fiscal Tasks:  One person should be responsible for opening and reviewing all bank statements and a different person reconciling the bank account.  
• Check Signing:  Require a minimum of two signatures for every check issued.  Immediately update the bank check signing card after booster officers have changed.  Checks should only be issued after they have been approved by the booster club.
• Don’t pre-sign checks
• Don’t issue checks payable to CASH:  If cash  is needed to set-up a “cash drawer” for making change at an event, issue a check payable to the Treasurer’s name (or the name of another responsible member), who would be responsible for setting up the cash drawer at the event.
• No disbursements should be made from cash collected.  Instead, have someone pay for the goods or services and then submit a receipt for reimbursement at a later time.
• Treasurer’s Report:  Treasurer's shall submit both written and oral reports to the booster club at each meeting. The reports should include up to date information regarding current year to date revenue and expenses as well as information regarding upcoming fundraisers (complete revenue potential form).  
• Reimbursements: School ASB accounts cannot reimburse boosters. 
• ASB Account Funds cannot be used to pay coaches.

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Financial Guidelines

• Cash Receipts:  Each booster club should have clear procedures for counting and reporting cash receipts.
• An independent audit or financial review must be conducted by someone who has experience in accounting and/or bookkeeping.  This audit shall cover the period from July 1^st to June 30.  Audit form must be submitted with your Reauthorization Application. Auditor must be separate from any member on the Booster club, and the Treasurer and Auditor cannot be from the same household.
• Records and receipts of expenditures and collections should be kept orderly and easily accessible.
• Annual Tax Audit Please submit your annual tax audit to the Athletic/Activities Office in conjunction with your Booster’s Reauthorization Form.  This audit shall cover the period from January 1^st to December 31^st.  Each booster club must submit this audit on the form (Bank Reconciliation form) provided in this handbook.  
• Adherence to school, district and state policies and regulations:  Adherence to the school and district policies and procedures when gifts or donations of funds or equipment are made. Work with site administrators any time your Booster Club makes a donation to assure district policies are followed.

Fundraising

• Money generated by the booster clubs must be planned, operated and executed by the booster clubs.
• Any fundraising where students are the primary source of selling, marketing, or collection, must have the funds deposited with the Associated Student Body bookkeeper.  Any student involvement in a Booster Club fundraiser must be voluntary.
• Sponsorship
• Any fundraising where Thousand Oaks High School is represented requires approval from the Assistant Principal.  You may not use the high school mascot name or any other slogan or moniker without approval. Only with written approval can fundraising be done in the name of Thousand Oaks High School.
• Sales/Concessions
• Concessions at sporting events must be authorized by the Assistant Principal (i.e. concessions at games, program sales at games, pancake breakfasts, etc.).
• Vendors
• All contracted food vendors must have both site and school district approval for all events. For all events on CVUSD property, all requests must be submitted to the District Office using a Civic Center Permit at least two weeks prior to the event.

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Fundraising Activities & Advertisement�CVUSD Administrative Reg 1230

• On Campus Fundraisers - All Parent Support Organizations and School-Connected (Non-Profit) Organizations
• 1. Auctions, displays, or gift baskets that include alcoholic beverage, drug, tobacco or controlled substances or the use, possession or promise of such products is not permitted on CVUSD property at any time. (Business and Professional Code section 25608) All silent auction items must not conflict with existing State law, board policies, administrative regulations, or any rules of the sponsoring school.
• 2. Auctions, displays, or gift baskets that include gift cards or gift certificates to vendors whose main concentration or intent is the sale of alcohol drug, tobacco or a controlled substance are not permitted on CVUSD property at any time.
• 3. Any advertisement of alcoholic, drug, tobacco or controlled substances is prohibited on both school grounds and through the use of school or District communication modes. Representations of items such as fake bottles, alcohol-themed glasses, mixes for alcoholic beverages and other related paraphernalia are not permitted.
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Fundraising Activities & Advertisement�CVUSD Administrative Reg 1230

• Off Campus Fundraisers – All Parent Support Organizations and School-Connected (Non-Profit) Organizations
• 1. School-Connected Organizations shall not advertise alcoholic, drug, tobacco or controlled substances on school grounds and through the use of school or District communication modes.
• 2. With the exception that is set forth in item 5, below, alcohol cannot be served at fundraising activities that are conducted off-campus at a government facilities or community owned parks and community centers if students are present. This includes evenings, weekends and holidays. Auctions, displays, or gift baskets that include alcoholic beverage, drug, tobacco or controlled substances are not permitted in these locations if students are present.
• 3. School-Connected organizations are permitted to offer Restaurant Nights and other events at locations that may typically serve alcohol if proprietors are properly licensed (pursuant to state and federal sale of alcohol laws).
• 4. School-Connected organizations are permitted to conduct silent auctions that contain alcohol, alcohol related items such as wine glasses, wine tasting trips, gift cards to alcohol establishments when proper permits are secured from Alcohol Beverage Control (ABC) and activities are ABC compliant

Activity/Facility Requests

• Activity Requests (AR): must be completed for all events including booster meetings, banquets, etc. All Activity Requests must be booked through Facilitron. Please include as many details, regarding set-up as possible.
• Marquee Requests: Please complete a marquee request located at the activities office.
• Green Sheet: Please submit all your information to Dr. Bergmann by 3 pm on Friday. Your flyer must be jpeg only. PDF documents do not work.
• All forms are found in the Activities Forms section of our TOHS Activities website-Click here

Activity/Facility Requests

• Booster Event-Please submit at least 2 weeks prior to the week.
• On Campus:
• Submit an Activity Request through Facilitron
• Provide all details for set-up: tables, chairs, etc.
• Off Campus
• Submit and Activity Request to Jody Benon
• Event Flyers
• Submit flyers for approval to Jody Benon: please note “TOHS Boosters event.”
• The approval of the both the activity and flyer must be submitted & approved prior to promotion in any venue.

HUDL Update

• Renewed for 2026-27 School year
• $25000 Contract Cost
• Fee structure upcoming
• Athletic Department to pick-up at least $12000

Booster Reauthorization

• Check List
• Number of Students Served
• Current Officers Information
• Annual Audit Report
• Booster Club Meeting Minutes with Approval of Proposed Budget
• Boost Club Meeting Minutes with Listing of New Officers and/or Amendments to By-Laws and/or Constitution
• Booster Tax ID Number
• Annual Financial Statement
• Annual Proposed Budget
• Certificate of Insurance
• Booster Club By-Laws (if amended)

Booster Reauthorization

• Key Points
• The club’s bylaws must mention that two signatures are required on each check.
• The club’s bylaws must not mention membership dues and/or fees.
• The Annual Audit Report, Annual Proposed Budget or Annual Financial Statement may not mention dues or fees (i.e. no bank fees, tourney fees). Substitute bank “charges” or “costs”
• Members of the board may not be relatives of a coach or advisor.

• 501 (c)(3) tax exempt organization with EIN of 95-6153775, acting as the “umbrella booster club” to assist the individual booster clubs (the “TOHS Booster Clubs”) which support the extracurricular programs and activities at TOHS (sports, arts & music, etc.)

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• Lancer Booster Club (“LBC”) authorizes the use of its EIN by the TOHS Booster Clubs to facilitate fundraising by these clubs and the receipt of matching donations from eligible companies (the matching process is initiated by a member of a TOHS Booster Club who submits a matching request to their employer to match the member's donation to the club; the employer’s matching platform may not recognize the individual booster club name and will match the LBC EIN to the LBC name, so funds may be sent first to LBC which will then distribute to the applicable TOHS Booster Club)

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• Each TOHS Booster Club is asked to contribute funds to LBC to cover the cost of insurance and preparation & filing of tax return

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• Each TOHS Booster Club (unless it has its own EIN) must submit a tax reconciliation worksheet to Lancer Booster Club twice a year

(for the July 1 - Dec 31 period, then for the Jan 1 - June 30 period)

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• LBC holds monthly (sometimes every 2 months, depending on the time of year) meetings via Zoom

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• Google Site (for copy of W-9 and reconciliation worksheet): https://sites.google.com/view/lancerboosterclub/home

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• Email: tohslancerboosterclub@gmail.com (use for Zelle as well)

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• 2025-26 LBC Board: President - Amy Wang, Vice President - Julie Lewis, Treasurer - Jazmin Gonzalez, Secretary - Natalie Bergmann Petersen

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Lancer Booster Club

aka “the Umbrella Booster” club