Club Sponsor And Money Matters Meeting OR Everything you need to know so you don’t get in trouble with Lulu and are able to keep your job

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 members Maintain 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 site Participates in the school’s annual club fair Maintains 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 meetings Submits monthly club reports Signs all purchase orders, invoices (bills) check requisitions and includes all financial operating reports Oversees the formulation and updating of a club constitution and the annual election of officers Complies with proper field trip procedures for all off- campus activities Encourages 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 documentation Financial, 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 tion.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 Guidelines Guidelines% pdf

nts/ContractforStudentParticipation.pdf

Each club must have in the Activities Office: Current organization constitution Names of all officers (sign-in sheets) List of active members Meeting Schedule Copy 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 Clearly written – appropriate grammar, appropriate content Sufficient Notice Flyers will be approved, stamped, and dated Flyers posted/removed by the Activities Office

Club Fair During Lunches Table space is limited Prepare a handout or display Have members explain what your group is about Sign-Up sheets will be provided September 17 th 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 group T-Shirts Lanyards 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 Number Post it on the Master Calendar Return 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 Vendor Complete 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 Procedures All 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 Procedures Purchase 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, 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 fees Fees must be published Rationale for dues/fees Material Tickets/Magnet Fees Club Dues

Collection of Money All money handled by a board employee must be recorded correctly Official Pre-numbered Employee RECEIPT BOOK (for $15.00 or more) and/or Recap Form Sponsor/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 receipts Signatures 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 $ 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 deposit Deposit to Account Name Completed Accounting Structures OBJECT: 4493 for sales 4429 for dues and fees 4445 for field trips PROGRAM: 5003 Classes and Clubs FUNCTION: Account number SUB-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: Cash Cashier’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 & Procedures Hardcopy/Full version available in Activities Office Dadeschools.net website

Processing Time Recap (Deposit) Same Day Purchase Order3-5 Days Check Requisition5-10 Days Bill Paymentwithin 30 days Operating Reportwithin 10 days (EOF) Certificate of LossImmediately

IMPORTANT FORMS Purchase Order Recap of Collections Certificate of Loss Check Requisition Operating Report Fundraising (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!