Yearly Agreement with Metro Schools

2026-2027 School Year

This agreement, required by state law, is between the SSO of the school associated with MNPS for the intent to operate for the upcoming school year. After reviewing, please acknowledge the organization’s acceptance in the Giveback’s Portal. It will then flow to the Executive Principal with their approval that they also agree to the operation of the SSO.

Per TCA 49-2-604, this is an official agreement between Metro Nashville Public Schools and any School Support Organizations that would like to bear the name of an MNPS School, School Club, or Organization and is requesting the use of the name, mascot or logos, property, or facilities prior to raising money, materials, property, or securities.

School Support Organizations must adhere to these standards, policies, and procedures.

Standards

• The school support organization will abide by State of Tennessee laws and MNPS policies and procedures regarding school support organizations.
• The school support organization will indemnify and hold harmless MNPS and its representatives for actions of the school support organization.

Policies and Procedures

The School Support Organization agrees to:

• Provide written documentation of their recognition with the State of Tennessee as a non-profit organization (booster), foundation, or a chartered member of a non-profit organization.
• Provide written goals and objectives and shall ensure funds are spent only for the purposes related to the stated goals and objectives.
• Maintain charter, bylaws, and meeting minutes.
• Adopt financial policies aligned with TN Model Financial Policy for SSOs or provide written financial policies specifying procedures for accounting, controlling, and safeguarding all money, materials, and property that follow the TN Model Financial Policy minimum requirements.
• Maintain financial records for at least four (4) years.
• All financial records will be public information, and upon request, the support organization must provide access to all books, records, and bank account information to the school principal, officials of MNPS and/or Investigators of the Office of the TN Comptroller of the Treasury.
• Obtain approval of fundraising activities from the Director of Schools, or the Director’s designee, before undertaking any fundraising activity.
• This provision is to ensure that scheduling of fundraisers does not conflict with the school districts or school’s fundraising efforts and that the fundraising process is consistent with the goals and mission of the school and school district. All fundraising activities shall comply with state and federal law as well as MNPS fundraising and facility-use policies & procedures.

Officer Requirements

To ensure financial accounting, controlling, and safeguarding of SSO funds, the School Support Organization must adhere to the following:

• Providing a list of elected officers to the Director of Schools or his/her designee and updated changes to officer positions promptly.
• Elected Officers must not be related to each other within the same SSO.
• Elected Officers must be parents/legal guardians of currently enrolled students at the associated school unless the organization is an alumni group.
• Elected Officers must not be related to an administrator, bookkeeper, or any employee of the associated school who as part of the individual's employment by the school system is charged with directing or assisting in directing the related school club or activity.
• Employees of the district cannot serve as treasurers or a signatory of an SSO bank account.
• Also to maintain proper internal controls and separation from the district, school employees may not possess, manage, or be responsible for an SSO debit card, bank account, or any financial transaction platform (e.g., Cash App, Venmo, PayPal)
• Administrators cannot serve as officers for the school support organization affiliated with the school under their supervision.
• The majority of the voting members of a school support organization must not be composed of school representatives.

Restrictions

To maintain the integrity of the School Support Organization and ensure compliance with applicable laws and district policies, the School Support Organization must adhere to the following restrictions:

• The school support organization must operate within the applicable standards and guidelines set by a related state association and shall not promote, encourage, or acquiesce in any violation of student or team eligibility requirements, conduct codes, or sportsmanship standards.
• The school support organization shall annually, by the district’s deadline, submit documentation to the Director of Schools or the Director’s designee verifying its continued recognition as a nonprofit entity or foundation, along with the current telephone number, address, email, and position of each officer of the organization, and a detailed financial report of revenues and expenses.
• Cannot use a school's tax exemption to make purchases.
• Cannot maintain or operate any accounts that bear the EIN of the district, school, or any other school–related governmental entity.
• From July 1, 2007, any funds deposited into such an account shall be presumed to be a donation to the entity whose employer identification number is used and shall be treated as student activity funds.
• Cannot represent, imply, or bind the school/district financially in relation to any SSO financial commitments.
• Must not use funds for a purpose other than the related goals and objectives of the organization which shall relate to supporting school-related purposes.

Compliance and Accountability

• The Director of Schools or his/her designee has the sole discretion to issue a warning, place an organization on probation, suspend, or revoke the authorization of any school support organization for failure to comply with any provision outlined in this agreement or for violation of applicable state law or MNPS policies and procedures. First-time violations may result in a warning and a one-year probationary period.
• The Director of Schools or his/her designee may also recommend the administrative dissolution of a school support organization for continued noncompliance or for serious violations of state law or MNPS policies and procedures.
• Confirmation of this agreement through Givebacks, which is the district approved SSO Compliance Managing Application, acknowledges that all officers of the associated SSO have read, understand, and come into agreement with MNPS with the outlined conditions above & policies and procedures on behalf of the associated SSO. It is understood that failure to abide by them could result in one of the above corrective actions deemed necessary by the school district.