Club Sponsor And Money MattersMeeting

2015-2016

OR

Everything you need to know so you don’t get in

trouble with Lulu and are able to keep your job

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Sponsorship 101- (Handout)SPONSORS REPORT TO: The high school activities director and the high

school principal or designee who provides the overall objectives and evaluation for the activities program

SUPERVISES: Student club membersMaintain the safety of all members- wait till all

students are picked up.

Sponsorship 101- (Handout)JOB GOALS:

Attends the club advisor meetings at the school siteParticipates in the school’s annual club fairMaintains club’s national affiliation if applicable Conducts club meetings, at a minimum, on a

monthly basis (All club meetings must be held at the school site.)

Publishes a schedule of all club meetings and submits the schedule to the school’s activities director

Sponsorship 101- (Handout)Maintains a record of (minutes) of all club meetingsSubmits monthly club reportsSigns all purchase orders, invoices (bills) check

requisitions and includes all financial operating reportsOversees the formulation and updating of a club

constitution and the annual election of officers Complies with proper field trip procedures for all off-

campus activitiesEncourages students in the area of service to both

school and community

Performing Group Sponsor Responsibilities- (Separate Handbook)

Who are they? Dance, Drama, JROTC, Golden Girls, Cheer, and Band.

Maintain the safety of all members- wait till all students are picked up.

Attend all club meetings and functions- students must not be left unattended or practice on their own.

Complete all required documentationFinancial, Field Trip, etc…

Assist in addressing student eligibility- all performing groups must sign a contract as well as be checked for eligibility.

Performing Group Sponsor Responsibilities-

(Separate Handbook) All member names & IDs submitted by deadline. The contracts may be

found at http://atmourning.dadeschools.net/Documents/ContractforStudentParticipation.pdf

Student Participation Agreement on File Unweighted GPA 2.0, Conduct 2.0 Less than 20 absences Less than 10 tardies Referrals for behavior issues, dress code, etc… Appeal Process

Performing Group Guidelineshttp://sdshs.net/ourpages/auto/2009/10/4/56189452/Performing%20Group%20Guidelines%202012.pdf

USE THE LINK PROVIDED TO MAKE COPIES FOR YOUR TEAM

http://atmourning.dadeschools.net/Documents/ContractforStudentParticipation.pdf

Each club must have in the Activities Office:

Current organization constitutionNames of all officers (sign-in sheets)List of active membersMeeting ScheduleCopy of meeting minutes to place in the file

(Monthly Basis)Schedule of special activities

A folder with a check off list as well as any previous documentation is available today.

Announcement Requests & Flyers

Announcement may be sent to me via emailClearly written – appropriate grammar,

appropriate contentSufficient NoticeFlyers will be approved, stamped, and datedFlyers posted/removed by the Activities Office

Club Fair

During LunchesTable space is limitedPrepare a handout or displayHave members explain what your group is aboutSign-Up sheets will be provided

September 17th during both lunches.

Also be prepared for Back to School Night

Apparel Fundraisers for All Groups

Club T-Shirts approved for FRIDAYS, or the last day of the week only

Application must be completed with

an approval of the design/color of the

shirt for your groupT-ShirtsLanyards Wristbands

Designs/Imprinting are Club, Honor Society, Group Specific

Something New:

Clubs must raise funds for-

- Yearbook Page

Make Ms. Jelenszky smile! Every club buy a page and use a Tranfer form to move the funds.

- Honor Cords

If you are an Honor Society. Many clubs forget about this and do not have the $ to pay for them.

FUN(D)RAISING$$$

Fundraising Procedures:Submit an application for fundraising to the Activities Office.

(10 working days) FORM #1018

The Activities Office/Treasurer will then: Issue an Activity NumberPost it on the Master CalendarReturn a copy of the Approved Fundraising Application

to the sponsor if the carbon form was not used. DO NOT START A SALE BEFORE YOU GET

APPROVAL!

Fundraising Procedures:The Sponsor’s Responsibility:

Submit Purchase Orders to the Treasurer before you place an order!!

Fax Purchase Order to the VendorComplete Fundraiser Submit a completed and typed STUDENT

OPERATING REPORT to the Treasurer a maximum of 10 working days following the completion of the fundraiser. If the Operating Report is not submitted in this time frame NO FURTHER FUNDRAISING APPLICATIONS WILL BE APPROVED!

Fundraising ProceduresAll pre-numbered tickets must be signed out with Lulu.

Tickets must be sold in sequence

All left over tickets must be submitted to the treasurer at the end of the event.

Tickets/Items may only be sold before school, during lunches and after school.

Student name/ID # and the ticket number must appear on the recap sheet or collection of funds

Fundraisers may be cancelled if internal funds procedures are not followed.

Fundraising ProceduresPurchase Order required for ALL purchases

Items purchased costing $1,000 - $5000, 3 bids are required. One must be a minority vendor.

All bids must be submitted to the treasurer with the fundraising application and/or purchase order

Original Invoices MUST BE PAID WITHIN 30 DAYS OF RECEIPT. Audit Exception.

Complete a Check Requisition.

The school does not accept any C.O.D, or 30 day Trials or Pre-payments so do not make such arrangements with the vendor.

Purchases made in violation

MDCPS policy will be considered unauthorized and will become the sole

responsibility of the person

making the purchase.

All Fundraising ends on April 15, 2016.

Mark your calendars now!

BOOSTER CLUBS An officer must attend a mandatory

meeting

All fundraisers (on or off campus) must have principal’s approval

Booster Clubs must keep bank statements and inventory separate from school

Faculty sponsor cannot handle funds for Booster Club or hold an officer position

Booster club meeting will be in September.

Collection of funds

Assessing Student Fees

Region approval for annual feesFees must be publishedRationale for dues/feesMaterial Tickets/Magnet FeesClub Dues

Collection of MoneyAll money handled by a board employee must be recorded

correctlyOfficial Pre-numbered Employee RECEIPT BOOK (for

$15.00 or more) and/or Recap FormSponsor/Teacher responsibility Complete all information when issuing a receipt.

Issue each student the white copy. Keep the yellow and green copy in the receipt book.

Do not pre-date receiptsSignatures must be original If an error is made, the receipt should be voided and

a new receipt issued.Voided receipts must remain in the receipt book (all

three copies stapled)Keep pages in order & do not mix books.

Certificate of Loss form is required for lost/stolen receipt book/tickets

A tally of student names/ID # on the RECAP OF COLLECTIONS form, is permitted for small, individual, multiple collections of less than $15.00.

If tickets are sold the student name/ID # and ticket number must appear on the recap sheet.

COLLECTION OF MONEY

Collection of Money

Include summary of deposit (items, amount, etc…)

*All recaps need to be kept by the sponsor/teacher in a folder for each fundraiser to use for Operating

Report!

• The RECAP OF COLLECTION form must be properly filled out and contain the following information:

Date of depositDeposit to Account NameCompleted Accounting Structures

OBJECT: 4493 for sales 4429 for dues and fees 4445 for field tripsPROGRAM: 5003 Classes and ClubsFUNCTION: Account numberSUB-LEDGER: Specific Activity

Money collected regardless of the amount, must be deposited to the school treasurer, or the back-up designee, on the same day of collections. In the same form it was collected (i.e., cash for cash, money order for money order, etc.)

Money collected on school premises must not be taken home or away from school grounds.

Collector’s responsibility to submit money to the treasurer to be placed in the safe until the next business day.

Collection of Money

The school’s policies regarding the methods of payment accepted are:CashCashier’s checks/ money order

Checks (only by donations accompanied by a properly executed donation letter)

Theft or loss of money associated with Internal Funds activities must be reported immediately to the Principal, Treasurer, and to the appropriate authorities (i.e., school police)

Collection of Money

MDCPS Board Rules & ProceduresHardcopy/Full version available in Activities

OfficeDadeschools.net websitehttp://activities.dadeschools.net

Processing TimeRecap (Deposit) Same DayPurchase Order 3-5 DaysCheck Requisition 5-10 DaysBill Payment within 30 daysOperating Report within 10 days

(EOF)Certificate of Loss Immediately

IMPORTANT FORMSPurchase OrderRecap of CollectionsCertificate of LossCheck RequisitionOperating ReportFundraising (On-Campus)Fundraising (Community)

Just to warn you: - I am not auditory!- I may not know the answer.- I will make mistakes.- My door is always open- We are in this together!- Make Lulu happy!

Thank you!