Grants

Grant Submission Info

Pay very special attention to the grant policies and procedures. If you have any questions about booster grants, reach out to the Grant Committee Chair.

 Grants are reviewed in the order they are received.  Grant requests, including all supporting documentation, must be submitted to the Grant Committee electronically, at least twelve (12) days prior to the Booster Club Meeting for which they want the grant presented*. Booster Meetings are held monthly during the academic year, September-June, with meeting dates posted on the Booster Website as well as social media.  Meetings are held in the SHS Library and virtually.

*Due to the amending of the bylaws and change in grant process, grant requests to be heard at the October 9, 2023 meeting must be received by 5:00pm on Monday, October 2, 2023.

If your grant request is $250 or less, it may be approved by the grant committee in a committee meeting, provided it meets grant requirements.  Please review the policies and procedures as it relates to grants $250 or less.   

If your grant request does not meet the qualifications or if you are missing paperwork, your grant request may not be accepted to be heard in front of the general membership of the SHS Boosters.

Stadium Booster Club Grant Policies And Procedures

POLICIES

• Grant requests must align with SHS Booster values by supporting opportunities for students to learn, grow, and socialize together.

• Any School organization (including teams and clubs), Mini Boosters, Students, Teachers, Staff, and/or Coaches may apply for funds.  Requests from organizations outside SHS may not be considered.

• Requests must be for school-related activities and preferably benefit the student body as a whole or the whole program making the request.  Individual needs will not be funded if they could be covered by the SHS Ikeda Bridge Fund.

• Any requests must be accompanied by a current budget, and requests must share their plan for spending current funds.  For example, if the requester is asking for funds to cover the cost or part of the cost of something, and current funds indicate the requester could fully fund the request themselves, the requester needs to share the budget/spending plan for the account.  

• Grant requests must be made BEFORE purchasing materials or beginning the activity.   Requests for reimbursement of money already spent will be granted only in rare and exceptional circumstances.

• Grants submitted by Active/Voting SHS Booster Club Members will be considered in preference to General/Sustaining Members. Additionally, weight will be given to grant requests who have attempted to co-raise funds.  Lastly, fundraising events by the SHS Boosters, such as the annual Auction, are the primary funding source for grants, so participation in events is strongly encouraged and a contributing factor in Grant approval.

• A grant request that is $250 or less may be approved in the grant committee.  No one group/person can have more than 3 small grants ($250 or less) approved in committee.  Any subsequent requests, past 3, must be presented to the full Booster Membership for approval.

• The Boosters will not fund awards, award banquets, Senior Nights, or parties. Grant requests for these items will not be accepted.  District-provided uniforms are not funded; exceptions are addressed on a case-by-case basis.

• Boosters do not retain ownership of items funded by grant requests; however, equipment purchases must be shared among Stadium departments without charge.

• Any mini booster requesting funds must be in good standing with the Big Boosters.  A Mini-Booster Executive Member must attend at least four (4) meetings per year to be eligible for their group to apply for and/or receive grants.  Three (3) of these meetings may be from the previous school year.  Additionally, a Mini-Booster group must be in compliance with any required reporting to the SHS Booster Treasurer and must have a current fundraising plan approved by the Executive Board.

• To ensure equitable distribution of funds to school programs, there is a $10,000 limit to athletic teams, clubs, arts, or academic areas, over the current academic year and the 2-year period prior, as stated in the Bylaws.  This three-year period began with the 2004-2005 school year.

• Any entity that receives a grant is expected to report back to the Big Boosters on the result of the grant or how the grant ultimately benefited the requestor.  The report back should happen within 6 months of receipt of the grant and can be sent via email to the Executive Board.  If a grant is approved, the requester will get more details on the reportback requirement as it relates to their grant.

• To ensure an equitable distribution of funds to school programs, there is a $10,000 limit to athletic teams, clubs, arts, or academic areas over a three-year period as stated in the Bylaws. This three-year period began with the 2004-2005 school year.

PROCEDURES

A grant application and all supporting documentation must be submitted electronically to the grant committee at least 10 days prior to the General Membership Booster Meeting that the applicant would like the request considered.  The request can be submitted earlier but no more than 60 days prior to the event or time when funding is needed.  Exceptions can be made if commitment/contract terms are necessitated.

• Grant requests MUST INCLUDE: Clearly defined taxes, shipping costs, and bids/pricing from three (3) sources.

  • If your request is unique in that there are not multiple pricing/bid options, your request must explain why there are not options.  For example, fees for entrance to a team math competition or a unique science curriculum computer program.

• If the application is coming from an activity/club/sport or mini-booster, grant requests should also include a copy of your ASB 400 account bank summary and Mini-Booster Bank Statement.  Statements cannot be more than 30 days old.

• All applications must include your program’s budget and spending plan for budget.

 Grant requests will be reviewed by the Grant Committee to ensure that the application meets the grant submission/criteria requirements. 

• If the grant request meets submission/criteria requirements and the amount requested is $250 or less, the grant committee may approve the grant in committee, based on the paperwork submitted with a 2/3 majority approval. Voting on grant may be done electronically.

• The grant committee may also move the grant forward to the Booster Membership for consideration even if it is under $250.

  • No one group/person can have more than 3 small grants ($250 or less) approved in committee.  Any subsequent requests, past 3, must be presented to the full Booster Membership for approval. 

•  If the grant request is $251.00 or more, and meets the submission/criteria requirements, the grant committee will move the grant forward to the Booster Membership for presentation by applicant and vote by the membership.

• If the grant request does not meet the submission/criteria requirements, the Chair will send the request back to the applicant and let them know what requirements/criteria are not met and whether those missing requirements can be remedied so the request can be re-submitted. 

 Grant requests will be presented to and voted on at membership meetings.  There will be a timekeeper during the presentation.  Grant applicants will be provided no more than 5 minutes to verbally present their application to the Booster Membership and will be given a 2-minute warning.  The membership will be given the opportunity to ask questions of the applicant prior to voting.  A verbal presentation by the applicant is optional. 

Presenters will be excused from the meeting during discussion and voting after the presentation and questions. Grant requests are approved or denied by majority vote of the active membership. 

 The grant committee chair will notify the grant applicant of the vote outcome and next steps if the grant is approved.