Policy 3260 – Affiliated Organizations

Philosophy

The District acknowledges that certain organizations use the name of the Greater Johnstown School District or the name of its schools to generate funds in order to support District activities. Though not legally part of the District, the public often associates these organizations closely with Greater Johnstown School District functions and activities.

The Greater Johnstown School District considers the use of its name or the name of its schools to be a privilege. As such, organizations that use the District name or name of its schools must be recognized by the Board of Education as an “affiliated organization” and must comply with the requirements set forth in this policy. Groups recognized by the Board as affiliated organizations may include parent- teacher groups, home-school organizations, various booster clubs, and other organizations.

Affiliated organizations are expected to carry on their affairs in a manner that reflects the goals and values of the Board of Education and must employ good accounting practices.

Neither the Board of Education nor the District is responsible for the financial matters of affiliated organizations.

The Board of Education recognizes the following “Affiliated Organizations” that support staff and students K through 12.  They are:

  • Johnstown Purple and Gold Sports Booster Club (Purple and Gold)
  • Johnstown Music Support Group (JMSG)
  • Johnstown Elementary Parent Teacher Association (JEPTA)
  • Parent Teacher Student Association (PTSA)

Requirements

Affiliated organizations shall maintain a current set of by-laws, a written constitution, current listing of officers and provide updated copies of each to the Clerk of the Board of Education. Affiliated Organizations shall file appropriate tax returns and other legal documentation required by New York State and the U.S. governments.

In addition, affiliated organizations shall deliver annually, no later than the second week of November, a copy of the IRS form 990 or an equivalent financial report which relates the financial operations of the organization to the District’s Business Official. Upon examination of these documents the Business Official shall relate any pertinent comments to the Superintendent and the Board of Education.

Affiliated organizations shall be required to provide a yearly written and verbal report of activities and a listing of officers/board members to the Board of Education at a public meeting scheduled at the discretion of the Board Clerk.

Groups wishing to make a contribution adhere to the District’s policy and regulations regarding the acceptance of gifts (#5230).

All proposed fundraising activities must be approved by the Superintendent of Schools or his/her designee. Fundraising activities involving gaming or raffles must be approved by the Superintendent of Schools. All gaming activities or raffles must comply with Rules and Regulations established by New York State Racing and Wagering Board. A copy of all required correspondence with the New York State Racing and Wagering Board shall accompany the required IRS form 990 or equivalent financial report to the District’s Business Official for those organizations authorized to engage in legal gaming or host raffles.

Collaboration

The Greater Johnstown School District recognizes the benefit that affiliated organizations provide for students of the district. As such, affiliated organizations may be exempt from partial or full payment of fees incurred when using district buildings or facilities. A determination as to whether fees shall be charged for any event sponsored by an affiliated organization shall be made by the Superintendent of Schools or his/her designee. A calendar of fundraising events will be maintained by the district to avoid undue competition between groups.

Website Links

An affiliated organization may request that its web site be directly linked to the Greater Johnstown School District website. After a thorough review of the content on the affiliated organization’s site, the Superintendent of Schools or his/her designee may grant permission for the web site linkage. It shall be the responsibility of the affiliated organization to ensure that any and all material posted on its web site comports with the goals and values of the Board of Education of the Greater Johnstown School District.

Delegation of Authority

The Superintendent of Schools or his/her designee shall be responsible for the administration of this policy.

The Board of Education shall review and update the list of recognized affiliated organizations as needed, but not less than annually.

This policy is to be reviewed every three (3) years or as the Board of Education may deem necessary.

Administrative regulations will be developed to implement the terms of this policy.

Volunteer Protection Act of 1997,
42 United States Code (USC) Section 14501 et seq.
Education Law Sections 3023 and 3028
Public Officers Law Section 18

NOTE: Refer also to:

  • Policy #6540 – Defense and Indemnification of Board Members and Employees;
  • Policy #5230 – Acceptance of Gifts, Grants and Bequests to the School District; and Guidelines
    – Greater Johnstown School District Electronic Media Guidelines (10/20/20)

Adopted: 4/25/01
Revised: 01/21/21