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Booster Organization Briefing
February 18, 2014
Welcome by Dan Parris, Deputy Superintendent
Presentation of Memorandum of Agreement (MOA) and Guidelines
Demonstration of CHARMS
Questions and Answers
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FCPS appreciates and continues to seek the support of its Marching Band Booster Organizations in helping sustain a world class marching band program. To that
end, FCPS recognizes the hard work and dedication of its booster volunteers.
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The Department of Financial Services and Instructional Services conducted a review of the marching band program financial practices.
FCPS observed:
Activities/consumables were funded by student
fees and booster contributions
Fees were being combined and collected for
required curriculum activities, consumables,
FCPS-sponsored optional activities, and booster
dues
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Fees were collected by Booster Organizations or
the school
Financial practices were not in compliance with the
Code of Virginia and FCPS School Board
Regulations
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Fees cannot be charged for activities that are part of the required curriculum
Fees may be charged for consumable items and
FCPS-sponsored optional activities
Required student fees must be approved by the School Board
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FCPS is required to control and manage student fees (referred to as FCPS funds)
FCPS may engage Booster Organizations to assist in the collection of FCPS funds through an MOA
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The School Board approved $0.5 million annually beginning in FY 2013 to fund the required curriculum for the marching band program
An additional $0.3 million was approved annually beginning in FY 2014 to fund the required curriculum for other music programs
FCPS, with input from the Marching Band Booster Workgroup, developed an MOA and Guidelines to allow Booster Organizations to continue supporting the collection and disbursement of FCPS funds
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The MOA and Guidelines were reviewed by the School Board Legal Counsel and External Legal Counsel
FCPS acquired the CHARMS system to facilitate and monitor FCPS funds collected by Boosters on behalf of FCPS
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Managed by Local School
FOCUS
Managed by Boosters
Booster
Organization
System
Managed by Local School
LSAF
CHARMS
Funds Appropriated by
School Board
Student Fees
Collected
Booster Fundraising
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Donations
Funds Controlled by FCPS
Under the MOA, Booster Organizations:
Prepare an annual budget for approval by the school principal
◦ The annual budget plan should estimate the total FCPS funds to be collected and ensuing disbursement for consumables and activities
Collect and deposit monies in a FCPS bank account
Maintain detailed accounting of funds by student
Procure goods and services in accordance with FCPS procurement guidelines
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Prepare checks for the principal’s signature
Provide FCPS with financial reports
Ensure that student data is protected as prescribed by the MOA
The MOA must be:
Signed by the booster president and principal
Effective for a period to cover the planning and execution of each school year’s marching band program
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Responsible for their school’s marching band program and related instructional and financial activities
Review and approve
◦ Annual budget ◦ Purchases ◦ Monthly financial reports and reconciliations
Sign checks
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Manage the marching band curriculum program and FCPS-sponsored optional activities
Coordinate the development of the marching band annual budget
Maintain student information in CHARMS during the school year
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Prepare and load the annual budget for FCPS funds
Send billing statements for student fees and band activities
Collect and deposit FCPS Funds into a designated FCPS bank account
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Procure goods and services in accordance with FCPS procurement guidelines
Prepare checks
Record activity in CHARMS in a timely and accurate manner
Perform monthly reconciliations and reporting
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Provide oversight, guidance, and training
Load and update student directory information in CHARMS on an annual basis
Administer CHARMS system
Maintain access and signature cards for bank accounts
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Issue PCards to the school for use in the marching band program
Provide help desk support to schools and Boosters
Coordinate FOIA request and internal and external audits
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Issue receipts for all cash transactions
Keep custody of PCard and maintain tracking log
Review purchasing and payment documentation before principal approval
Co-sign checks with the Principal
Review monthly financial statements and reconciliations
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February 28, 2014
◦ Sign MOA
March 2014 – April 2014
◦ Set up bank accounts and signature cards ◦ CHARMS training (evenings/Saturdays)
May 31, 2014
◦ Schools and boosters finalize marching band budgets for FY 2015 season
◦ Establish fee structure for upcoming season ◦ Load budget in CHARMS ◦ Load student information in CHARMS
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June 30, 2014
◦ FCPS notifies parents on procedures for collecting students’ fees
July 31, 2014
◦ Send invoices for fees and summer activities ◦ Issue PCards to schools ◦ Start collecting and disbursing fees
July 31, 2014 – June 30, 2015
◦ Month end reports and reconciliations ◦ Quarterly meetings with Booster Organizations ◦ Ongoing training ◦ Year-end closeout
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