BOARD POLICY 5130.1
THE ESTABLISHMENT OF STUDENT ACTIVITY
PROGRAM FUNDS RESOLUTION
In compliance with the Ohio Revised Code, the Ironton City Board of Education hereby and herein adopts the following Policy, Regulations, and Guidelines to govern the establishment and operations of the student activity funds in all the Ironton City Schools.
The Ironton City Board of Education believes that the youth of our city should have the opportunity to participate in meaningful co-curricular and extra-classroom experiences while attending the Ironton City Schools. A good student activities program is a necessary facet of the total educational program of each school. The purpose of such extra curricular activities and the making and expending of monies for same shall be to promote the general welfare, education, and morale of students and staff. The successful operation of any co-curricular program is dependent upon formulation of sound policy and effective guidelines.
Therefore, the Ironton City Board of Education believes that efficient procedures must be established for the creation and operation and/or cessation of these activities and that a reasonable system be devised for the safeguarding, accounting, and internal control of these extra classroom or co-curricular activities within the schools of this district.
Since the Ohio Revised Code and the Procedures of the Ohio Auditor’s Office require careful accounting of the receipt and expenditure of such funds, all fiscal operations of groups and activities associated with co-curricular or extra-classroom activities must be in conformance with the following requirements:
I. The Board of Education delegates the responsibility for the development and control of activity programs to the Superintendent of Schools and the establishment and functioning of the Activity Fund to the Treasurer of the Board.
II. The Board of Education directs the Superintendent of Schools and the Treasurer of the Board to develop and disseminate Activity Fund Guidelines incorporating requirements of the appropriate sections of the Ohio Revised Code and the Directives of the Auditor of the State of Ohio. The Superintendent of Schools and the Treasurer shall review the Activity Fund Guidelines annually prior to September 1, and if necessary revise to keep them in compliance with current Directives.
III. All student activities and fund raising shall be in conformance with Board Policy 5130.1, its philosophy and procedures.
IV. The local responsibilities for school activity funds are hereby defined and delineated:
A. The Board of Education adopts the latest edition of the State Auditor’s Office Circular as the Policy for Operation of Activity Funds.
B. The Superintendent is responsible for all operations of the school system’s Activity Funds except those responsibilities of the Board Treasurer.
C. The Treasurer is responsible for financial and accounting functions of the Activity Funds, including internal controls.
D. The building Principal establishes the level and control of co-curricular and extra-curricular activities appropriate to the building with the approval of the Superintendent.
E. The Advisor, Sponsor, and/or Director’s responsibilities and duties shall be at the direction of the principal and consist of supervising and directing the activities of the activity group, the preparation of the budget, preparation of purpose clauses, and other.
V. The following Funds are to be established and made operational as of January 1, 1983:
A. Fund 200 - Consists of student activity programs which have student
participation in the activity and which have students involved in the management of the program.
B. Fund 300 - Consists of student activity programs in which the students do not participate in the management of the program. This will include athletic programs, and may include band, flag corps, and other.
C. Fund 018 - Public school support fund (Principal’s Fund) consists of anything that could be approved out of the general fund and would be eligible under Fund 018.
AUTHORITY
The authority for this Board Policy comes from Section 3315.062, Ohio Revised Code, which permits a board of education to expend funds for student activity programs as follows:
A. The board of education may expend monies from its general revenue fund for the operation of such activity programs as may be approved by the State Board of Education and included in the program of the school district as authorized by its board of education. Such expenditure shall not exceed five-tenths of one percent of the board’s annual operation budget.
B. The State Board of Education shall develop, and review, biennially, a list of approved student activity programs.
C. If more than fifty dollars a year is received through a student activity program, the monies from such program shall be paid into an activity fund established by the board of education of the school district. The board shall adopt regulations governing the establishment and maintenance of such fund, including a system of accounting to separate and verify such transactions showing the sources from which the fund revenue is received, the amount collected from each source, and the amount expended for each purpose. Expenditures from the fund shall be subject to the approval of the Board.
SECTION 117.05 (B) O.R.C.
This Section requires the Chief Inspector and Supervisor of Public Offices to adopt and require within each school district the use of a uniform system of cost accounting, whereby the direct and indirect costs of all school district activities, including athletic and non-instructional activities, regardless of the sources of funding, can be analyzed.
STATEMENT OF POLICY
INTERNAL CONTROL
Internal control is the system in which employee’s duties, records and procedures are designed to make it possible to exercise effective control over assets, liabilities, revenues and expenditures. The Ironton City Schools will observe the following ten (10) basic concepts of internal control of the Student Activity Funds:
A. It is the management’s responsibility to install, maintain, and update the fiscal management system.
B. The cost of any system should not exceed the benefits, which may reasonably be expected to be derived from the system.
C. Regardless of what method of data processing is utilized, the objective is to safeguard the assets and to provide reliable data.
D. All systems have certain inherent limitations.
E. A system is only as good as the people who operate it.
F. Procedures designed to detect errors and irregularities should be performed by persons other than those who are in a position to perpetuate them.
G. Transactions should be authorized by officials or employees acting within the scope of their authority.
H. The system should ensure that transactions are recorded in the accounting records in the proper amount and fiscal period, and are classified properly.
I. Access to assets, such as cash, securities, and physical plant should be limited to authorized personnel only.
J. Periodically, it is necessary to compare the amounts recorded in accounting records with the actual cash on hand. Designated independent personnel should perform periodic cash and securities counts, bank reconciliation and physical inventory inspections.
STATEMENT OF POLICY
FUND 018
The purpose of the 018 Fund shall be to account for receipts and expenditures of monies for the benefit of the students in the Ironton City Schools. The public purpose will be that of our General Fund, and anything that could be approved out of the General Fund will be eligible under Fund 018. This fund is also known as the Principal’s Fund. (Public School Support Fund)
SOURCES OR REVENUE
Admissions: Movies, assemblies, dances, concerts, performance, parties, student trips, carnivals,
carnival games and other fund-raisers.
Sales: Soft drinks, snacks, vending machines, school pictures, yearbook and ads, book fair books, raffles, supplemental school supplies and other fundraisers.
Donations and/
or Transfers: From patrons and/or Board of Education
TYPES OF EXPENDITURES
Salaries: Bus drivers field trips, custodial for extra-curricular.
Fixed Charges: On the above salaries.
Contract Charges: Movies, performers, security, repairs, admissions to field trip events.
Supplies: Book fair books, schools pictures, soft drinks, snacks, vending machine supplies, supplemental office and instructional supplies, awards, prizes, decorations for events, magazines, calendars, elementary yearbooks and Christmas treats.
Equipment: Supplemental office and instructional.
Transfers: To Funds 200 and 300.
STATEMENT OF POLICY
(200)
The following are statements of Policy relative to the operations of 200 Funds: (Student Managed)
A. The Board will authorize, by resolution, the student activity programs it wishes to be operational.
B. Money-raising projects shall contribute to the educational experience of pupils and not conflict, but add to the instructional program.
C. Student participation is an important factor in management of money raised by student body and expended for its benefit. Expenditures must be approved by the appropriate student activity group.
D. Student activity money shall, when possible, be expended to benefit those in school – those who have contributed to the accumulations.
E. Money divided from the student body, as a whole should be spent as such.
F. Student activity funds shall not be used for any purpose which represents an accommodation,
loan, or credit to Board employees or others.
G. Program fund balances shall not exceed limitations set by the Board.
H. Purchases may be made by purchase order only, signed by the Treasurer of the Ironton City Board of Education.
I. Student activity fund budgets must be submitted to and approved by this Board of Education.
J. All sources of revenue must be approved by the Board of Education.
K. Expenditures must be in accord with budget as approved by the Board.
L. Investments shall be approved by the Ironton City Board of Education and recorded in the Minutes or official record of Board action.
M. Monthly and annual financial reports for students activity funds shall be prepared by the Board
treasurer and submitted to the Board as part of the Treasurer’s report.
N. This district’s internal controls system shall safeguard the assets of student activity funds to
ensure that the students receive the maximum benefits.
LISTS OF ACTIVITY FUNDS APPROVED
FUNDS 200
The following student-managed (200) Activity Funds are hereby established and officially approved by the Ironton City Board of Education for Ironton High School:
ACTIVITY CONTROLLER
Class of 1982 Advisor
Class of 1992 Advisor
Class of 1994 Advisor
Class of 1995 Advisor
Class of 1996 Advisor
Class of 1997 Advisor
Class of 1998 Advisor
Class of 1999 Advisor
Class of 2000 Advisor
Class of 2001 Advisor
Class of 2002 Advisor
G.A.A. Advisor
Science Club Advisor
Student Council Advisor
National Honor Society Advisor
Drama Club Advisor
Home Economics Club Advisor
Spanish Club Advisor
Caps and Gowns Advisor
Math Club Advisor
German Club Advisor
Key Club Advisor
Art Guild Advisor
I.H.S. Newspaper Advisor
Quiz Bowl Advisor
Student Store Acct. Advisor
Sadd Program Advisor
Teen Institute Advisor
I.H.S. Auto Shop Advisor
There are no 200’s at the Ironton Junior High School.
LISTS OF ACTIVITY FUNDS APPROVED
FUND 300
The following staff managed (300) Activity Funds are hereby established and officially approved by the Ironton High School.
ACTIVITY CONTROLLER
Annual Fund Advisor
Athletic Fund Athletic Director
Band Fund Band Director
Cheerleaders Advisor
OWE Fund OWE Teacher
JR Varsity Cheerleaders Advisor
Mixed Chorus Advisor
Flag and Rifle Corps Advisor
I-Town Soldiers Advisor
The following staff-managed (300) Activity Funds are hereby established and officially approved by the Ironton City Board of Education for the Ironton Junior High School:
ACTIVITY CONTROLLER
Band Band Director
Newspaper Advisor
Cheerleaders Advisor
Athletic Principal
Yearbook Advisor
Vocal Music Advisor
The following staff-managed (300) Activity Funds are hereby established and officially approved by the Ironton City Board of Education for the Ironton Middle School:
ACTIVITY CONTROLLER
Library Advisor
Vocal Music Vocal Music Teacher
STATEMENT OF POLICY
(300)
The following are statements of Policy relative to the operations of 300 Funds: (Staff managed)
A. The Board must authorize, by resolution, those programs it wishes to be operational.
B. No organization shall be obligated for purchases made unless supported by a written purchase order signed by the Treasurer.
C. All sources of revenue must be approved with the Board of Education and included in the Board’s current year budget.
D. All expenses shall be in accordance with the budget (appropriations) as approved by the Board
of Education. Installment and lease purchases are prohibited.
E. An adequate system of internal controls should be implemented in order to safeguard the assets of these programs. Funds must be budgeted and accounted for by fund, function, object, special cost center, and operational unit in accordance with Uniform School Accounting Systems.
STEPS TO BE FOLLOWED IN COLLECTIONS-DEPOSITS
OF ALL ACTIVITIES FUNDS
A. One person in each school shall be designated to collect and/or receive activities monies (from advisors, controllers, other) in each school. The Principal of each school will make this designation, with the approval of the Superintendent of Schools.
B. The designee (or collections-receiving person) shall write receipts for such monies and give said receipt to the advisor, controller or other who turns in these monies.
C. The designee shall deposit these activities monies in the bank or financial institution, which serves as the Board of Education’s official depository for the district’s general fund.
D. The designee shall send the deposit slip and a list of the receipts issued that make up the deposit to the Treasurer of the Ironton City Board of Education.
E. The Board Treasurer shall issued the designee a pay-in receipt for said deposit slip, and record such transactions according to State Statutes and Board Policies.
STATEMENT OF POLICY
COLLECTION AND DEPOSIT
A. All money collected from any source should be documented by the use of pre-numbered student activity group receipts, cash registers supplying cumulative readings, pre-numbered tickets or other auditable, checkable records. In all cases where tickets are used, ticket reports and unsold tickets must be available for audit. The audit trial is most important. Where it is not practicable to collect the cash in a central office, collections from various classes may be collected by cashiers and turned into the Treasurer once every twenty-four hours.
B. Cash registers should be sealed without resettable totals and should be reconciled with the sales; tickets, or tapes supporting the total sales. Documentation of “overrings” or other errors should be documented and approved by a responsible official and retained.
C. Financial forms used in accounting for collections and deposits shall be approved by the Board Treasurer.
D. The activity advisor shall keep a record of goods to be sold that are distributed to students or others and the return of the unsold goods or sale proceeds. The advisor shall be responsible for collecting any and all unsold goods upon completion of the fund raising activity. The quantity of unsold goods and its disposition shall be identified at its selling price on the fund raising activity form.
E. The amount of the money collected from the sale of goods, at the proposed sell price, minus the amount of unsold goods, at the proposed sell price, should be equal sale proceeds deposited with the Treasurer.
F. Unsold, spoiled, or damaged goods should be returned to the vendor for refund/credit. In the event that unsold goods cannot be returned for refund/credit, the advisor, with the approval of Superintendent and Treasurer, may reduce the selling price to liquidate the fund-raising goods. The approval of the superintendent and treasurer and the quantity of goods subject to liquidation and the liquidation proceeds shall be documented and reported on a separate fund raising sales potential form.
G. The activity conducting the fund raiser shall bear the cost of lost, damaged unaccounted for, or spoiled goods. If the Superintendent suspects that the unaccounted for goods or money is the result of criminal activity, he shall discuss the issue with the Lawrence County Prosecutor’s office and jointly they shall determine an appropriate course of action.
DISBURSEMENTS
All disbursements shall be made by check (warrant) prepared by the Treasurer, supported by proper, approved requisition and purchase order, and verified for accuracy of price extensions and totals.
PURCHASING ORDER PROCESS
A. Requisition prepared by originator and submitted to Principal or Supervisor for approval.
B. Reviewed by Principal; if approved; forward to Superintendent or authorized administrator.
C. Approve and complete pre-numbered purchase order.
D. Forward to Treasurer for certification and encumbrance of funds, posting to files, copy to
vendor, originator, and business office.
E. Originator verifies receipt of material, compares with purchase order, and submits shipping itemized invoice to treasurer as correct and proper for payment.
F. Treasurer compares billing invoice and shipping invoice to purchase order for prices, column extension, and necessary adjustments, etc.
G. Treasurer issues check (warrant) for payment.
07-12-82
Rev. 09-27-99
Rev. 03-22-2005