Kay Medcalf, Chief Financial Officer Jacqueline ... AWS
Presented by:
Kay Medcalf, Chief Financial Officer Jacqueline Woodard, Budget Coordinator Danielle Billingsley, Activity Fund Custodian- Lead
Sign-in by Officers of Organizations and Receive Packet 6:00
Welcome and Introductions
6:05
Packet Information and Review
7:00
Adjourn
--Board Policy and Regulations --Application --Due Dates for Board Approval of Applications --Process for Next Year --Questions and Comments
Who controls Sanctioning? The Board of Education has the authority to authorize an organization to operate outside of the school activity funds of the district.
Who can be Sanctioned? Student Achievement programs and Parent-teacher Associations or Organizations that advance the educational objectives of the School District, are beneficial to students, and meet this policy.
Who manages the organizations? ADULTS, not students. MUST DO’s:
Must have BY-LAWS. Must submit an APPLICATION. Must prepare FINANCIAL REPORT. An Officer must attend TRAINING WORKSHOP. Must follow PROPER BOOKKEEPING PRACTICES. Must follow BOARD POLICY, applicable LAWS, TITLE IX and other STATE AND FEDERAL equity regulations! A District employee may not be a signer for an organization’s bank account for the school they work they can be an officer if they do not have access to the bank account. --
Who revokes Sanctioning? The Board of Education.
Choose one…Organizations must operate as follows: 1.
Within the School Activity Fund
2.
Sanctioned with Tax ID # or EIN
3.
Sanctioned with 501 (c) (3) IRS status
Sanctioning Process: 1. Submit application to Fiscal Services and then once reviewed Fiscal Services will request the principal’s approval, then CFO, Superintendent and then the Board of Education. 2. Approval good for one year. Most common is (JULY 1 – JUNE 30) but it can run for your season as well. 3. May, June, July, and August Board meetings only. NO new applications considered during the year. 4. Board sanctions or declines to sanction. Decision is final and non-appealable. 5. Board or Superintendent can authorize a financial audit at the expense of the organization and also request records. 6. An officer of an organization MUST attend a training workshop. 7. Officers of an organization cannot hold a position if they have been convicted or incarcerated for a felony or misdemeanor. A search on the OSCN website will be conducted by a Mid-Del employee on all officers.
Banking: 1. 2.
3. 4.
5. 6.
Organization CANNOT deposit check made out to the District into organization’s bank account. Must maintain bank, financials and TAX ID separate from district. Organizations CANNOT use the District’s TAX ID number. All checks MUST be counter-signed by the Treasurer and one other officer. (2 signatures required) Electronic transactions must have documentation for withdrawal and be signed off by another officer as soon as possible. Must provide a date for redeposit if the withdrawal was for start-up. Checks made out to individuals must have documentation for reimbursement or expense purpose. All paid invoices are to be copied and included.
Contributions: 1.
2.
1.
2.
3.
4.
No monetary bonuses, stipends, non-cash assets such as gift cards or administrative fees are permitted to officers or members. Organization SHALL NOT make any monetary contributions to district employees directly. APPROVED money contributions may be made through the District’s payroll for employees of the District. Contributions may be made to the school site for this purpose or through the District’s payroll office. Gifts of assets that convert to cash (gift cards) MAY NOT be made to District employees and independent contractors. Organization that fails to comply with the rules, indemnifies the District for obligations owed.
Organization is responsible for filing all appropriate tax forms and withholdings for its employees. This includes 1099’s if $600.00 or more.
Limitations:
New projects, renovation, maintenance to school-owned properties must have District approval first…Contact Mike Bryan, Executive Director of Operations (405) 737-4461 ext. 1276 [email protected] Awards given to students must be approved by the site principal. Awards given to District employees must have the Superintendent’s approval. Organization MAY NOT use school materials in advertising its activities. Fund-raising activities CANNOT be conducted during school hours without approval by the principal or Superintendent.
2017-18 Timelines for Submission of Sanctioning Applications to Board of Education Officer Attends In-Service & Receives Certificate:
April 11 May 9 June 6
All Meetings held at 6:00 pm at the Board of Education Building, 7217 SE 15th Street, Midwest City
Board Meetings that Applications will be Approved: May 8, 2017 June 12, 2017 July 10, 2017 August 14, 2017 Bring your application to the Activity Fund Department at the administration Building. After the application has been reviewed the Administration staff will contact your principal to have the application signed.
Refer to your packet for:
Frequently Asked Questions (FAQs)
Raffle Guidelines
Recommended Best Accounting Practices and Communication Practices
What does “Sanctioning With Conditions” mean?
After the review of applications, organizations that did not meet board policy and regulations were submitted to the Board of Education noting the issues. The Board of Education granted a “Sanctioned with Conditions” authorization to the organizations to
operate outside of the school activity fund subject to meeting certain requirements or conditions. The Board has the discretion to revoke the sanctioning at any time.
What are the conditions?
The conditions require a lot of organizational time and site principal time to ensure accurate reporting and accountability. 1. Organization (officers) and site principal meets with Central Office administrators to explain why the policy and regulation were not followed. 2. Organization submits monthly financial reports to the site principal , Elementary or Secondary Director and then to the Chief Financial Officer of Fiscal Services. 3. Organization meets at least twice within the school year with the principal, only if problems continue to exist. 4. Organization will pick up their book at the sanctioning meeting the following year to attach current year application and make copies of any necessary document and resubmit for board approval.
What happens the next school year if the organization is “Sanctioned With Conditions” in the prior year?
The Board will make the determination if the organization met the conditions in the prior year as to the approval or revocation of the sanctioning application for the new school year.
1.
How often should a “Treasurer” report to the Booster Club the financial position of the Club?
THIS SHOULD BE IN YOUR BY-LAWS BUT NO LESS THAN MONTHLY
2.
Does your Club allow the use of Electronic Checks and what are your procedures?
SHOULD ALWAYS HAVE A COUNTER SIGNATURE FROM AN OFFICER BEFORE THE TRANSACTION OCCURS FOR VALIDATION.
3.
Whose job is it to reconcile the bank statement to the check book?
THIS NORMALLY FALLS ON THE TREASURER BUT SHOULD HAVE THE SIGNATURE OF ANOTHER OFFICER WHO REVIEWED IT.
4.
How do you track fund raiser expenditures to know what your profit will be and what you have left to spend? TREASURER IS RESPONSIBLE FOR IDENTIFYING TYPES OF REVENUE IE.. DUES, FUND RAISING, ETC… AND THE CLUB SHOULD OUTLINE HOW THOSE FUNDS ARE TO BE SPENT. ** DON’T FORGET YOUR BILLS TO THE FUNDRAISING COMPANY PRIOR TO DETERMINING YOUR PROFIT.**
1: Consider having an Independent Audit of your Club or at least an independent third party review your account and procedures. 2: Consider purchasing on an annual basis a bond that would protect the Club from loss of funds. You can usually purchase one from anywhere from $100 to $300 a year. The next few screens is an example of the application.
Request for Turning in Application and Documentation for FY 2017-2018 1. 2.
3. 4.
5.
Prepare a book with your application Include your Bank Statements for July 1, 2016 or from the last statement that you turned in from the previous year through the last complete month before turning in the application. Make legible copies of your check book or ledger sheets. Attach copies of ALL receipts for all purchases. Including cash items, reimbursements to volunteers or coaches, ATM’s or Debit card transactions (Need two signatures). Do not put your documents in plastic sleeves please. Copy of your By-Laws **Example at front for anyone to review. **
Need One-on-One Help? **This is not mandatory** You can make an appointment with a member of our Fiscal Services staff and we can help you put your book together or answer questions. **Please bring all materials needed to prepare your application** To sign up for an appointment please contact Danielle Billingsley at: [email protected]
Organization designed to help booster clubs run effectively and legally. http://parentbooster.org/
Thank you for coming tonight!
Kay Medcalf, Chief Financial Officer Jacqueline Woodard, Budget Coordinator Danielle Billingsley, Activity Fund Custodian- Lead
Sign-in by Officers of Organizations and Receive Packet 6:00
Welcome and Introductions
6:05
Packet Information and Review
7:00
Adjourn
--Board Policy and Regulations --Application --Due Dates for Board Approval of Applications --Process for Next Year --Questions and Comments
Who controls Sanctioning? The Board of Education has the authority to authorize an organization to operate outside of the school activity funds of the district.
Who can be Sanctioned? Student Achievement programs and Parent-teacher Associations or Organizations that advance the educational objectives of the School District, are beneficial to students, and meet this policy.
Who manages the organizations? ADULTS, not students. MUST DO’s:
Must have BY-LAWS. Must submit an APPLICATION. Must prepare FINANCIAL REPORT. An Officer must attend TRAINING WORKSHOP. Must follow PROPER BOOKKEEPING PRACTICES. Must follow BOARD POLICY, applicable LAWS, TITLE IX and other STATE AND FEDERAL equity regulations! A District employee may not be a signer for an organization’s bank account for the school they work they can be an officer if they do not have access to the bank account. --
Who revokes Sanctioning? The Board of Education.
Choose one…Organizations must operate as follows: 1.
Within the School Activity Fund
2.
Sanctioned with Tax ID # or EIN
3.
Sanctioned with 501 (c) (3) IRS status
Sanctioning Process: 1. Submit application to Fiscal Services and then once reviewed Fiscal Services will request the principal’s approval, then CFO, Superintendent and then the Board of Education. 2. Approval good for one year. Most common is (JULY 1 – JUNE 30) but it can run for your season as well. 3. May, June, July, and August Board meetings only. NO new applications considered during the year. 4. Board sanctions or declines to sanction. Decision is final and non-appealable. 5. Board or Superintendent can authorize a financial audit at the expense of the organization and also request records. 6. An officer of an organization MUST attend a training workshop. 7. Officers of an organization cannot hold a position if they have been convicted or incarcerated for a felony or misdemeanor. A search on the OSCN website will be conducted by a Mid-Del employee on all officers.
Banking: 1. 2.
3. 4.
5. 6.
Organization CANNOT deposit check made out to the District into organization’s bank account. Must maintain bank, financials and TAX ID separate from district. Organizations CANNOT use the District’s TAX ID number. All checks MUST be counter-signed by the Treasurer and one other officer. (2 signatures required) Electronic transactions must have documentation for withdrawal and be signed off by another officer as soon as possible. Must provide a date for redeposit if the withdrawal was for start-up. Checks made out to individuals must have documentation for reimbursement or expense purpose. All paid invoices are to be copied and included.
Contributions: 1.
2.
1.
2.
3.
4.
No monetary bonuses, stipends, non-cash assets such as gift cards or administrative fees are permitted to officers or members. Organization SHALL NOT make any monetary contributions to district employees directly. APPROVED money contributions may be made through the District’s payroll for employees of the District. Contributions may be made to the school site for this purpose or through the District’s payroll office. Gifts of assets that convert to cash (gift cards) MAY NOT be made to District employees and independent contractors. Organization that fails to comply with the rules, indemnifies the District for obligations owed.
Organization is responsible for filing all appropriate tax forms and withholdings for its employees. This includes 1099’s if $600.00 or more.
Limitations:
New projects, renovation, maintenance to school-owned properties must have District approval first…Contact Mike Bryan, Executive Director of Operations (405) 737-4461 ext. 1276 [email protected] Awards given to students must be approved by the site principal. Awards given to District employees must have the Superintendent’s approval. Organization MAY NOT use school materials in advertising its activities. Fund-raising activities CANNOT be conducted during school hours without approval by the principal or Superintendent.
2017-18 Timelines for Submission of Sanctioning Applications to Board of Education Officer Attends In-Service & Receives Certificate:
April 11 May 9 June 6
All Meetings held at 6:00 pm at the Board of Education Building, 7217 SE 15th Street, Midwest City
Board Meetings that Applications will be Approved: May 8, 2017 June 12, 2017 July 10, 2017 August 14, 2017 Bring your application to the Activity Fund Department at the administration Building. After the application has been reviewed the Administration staff will contact your principal to have the application signed.
Refer to your packet for:
Frequently Asked Questions (FAQs)
Raffle Guidelines
Recommended Best Accounting Practices and Communication Practices
What does “Sanctioning With Conditions” mean?
After the review of applications, organizations that did not meet board policy and regulations were submitted to the Board of Education noting the issues. The Board of Education granted a “Sanctioned with Conditions” authorization to the organizations to
operate outside of the school activity fund subject to meeting certain requirements or conditions. The Board has the discretion to revoke the sanctioning at any time.
What are the conditions?
The conditions require a lot of organizational time and site principal time to ensure accurate reporting and accountability. 1. Organization (officers) and site principal meets with Central Office administrators to explain why the policy and regulation were not followed. 2. Organization submits monthly financial reports to the site principal , Elementary or Secondary Director and then to the Chief Financial Officer of Fiscal Services. 3. Organization meets at least twice within the school year with the principal, only if problems continue to exist. 4. Organization will pick up their book at the sanctioning meeting the following year to attach current year application and make copies of any necessary document and resubmit for board approval.
What happens the next school year if the organization is “Sanctioned With Conditions” in the prior year?
The Board will make the determination if the organization met the conditions in the prior year as to the approval or revocation of the sanctioning application for the new school year.
1.
How often should a “Treasurer” report to the Booster Club the financial position of the Club?
THIS SHOULD BE IN YOUR BY-LAWS BUT NO LESS THAN MONTHLY
2.
Does your Club allow the use of Electronic Checks and what are your procedures?
SHOULD ALWAYS HAVE A COUNTER SIGNATURE FROM AN OFFICER BEFORE THE TRANSACTION OCCURS FOR VALIDATION.
3.
Whose job is it to reconcile the bank statement to the check book?
THIS NORMALLY FALLS ON THE TREASURER BUT SHOULD HAVE THE SIGNATURE OF ANOTHER OFFICER WHO REVIEWED IT.
4.
How do you track fund raiser expenditures to know what your profit will be and what you have left to spend? TREASURER IS RESPONSIBLE FOR IDENTIFYING TYPES OF REVENUE IE.. DUES, FUND RAISING, ETC… AND THE CLUB SHOULD OUTLINE HOW THOSE FUNDS ARE TO BE SPENT. ** DON’T FORGET YOUR BILLS TO THE FUNDRAISING COMPANY PRIOR TO DETERMINING YOUR PROFIT.**
1: Consider having an Independent Audit of your Club or at least an independent third party review your account and procedures. 2: Consider purchasing on an annual basis a bond that would protect the Club from loss of funds. You can usually purchase one from anywhere from $100 to $300 a year. The next few screens is an example of the application.
Request for Turning in Application and Documentation for FY 2017-2018 1. 2.
3. 4.
5.
Prepare a book with your application Include your Bank Statements for July 1, 2016 or from the last statement that you turned in from the previous year through the last complete month before turning in the application. Make legible copies of your check book or ledger sheets. Attach copies of ALL receipts for all purchases. Including cash items, reimbursements to volunteers or coaches, ATM’s or Debit card transactions (Need two signatures). Do not put your documents in plastic sleeves please. Copy of your By-Laws **Example at front for anyone to review. **
Need One-on-One Help? **This is not mandatory** You can make an appointment with a member of our Fiscal Services staff and we can help you put your book together or answer questions. **Please bring all materials needed to prepare your application** To sign up for an appointment please contact Danielle Billingsley at: [email protected]
Organization designed to help booster clubs run effectively and legally. http://parentbooster.org/
Thank you for coming tonight!
