FILE: JHB
ACTIVITIES FUNDS MANAGEMENT
Student activity funds are those funds raised or collected for school-approved student groups, gate receipts, and student activity card fees. The Caldwell Parish School Board shall require all student activity funds to be collected and used to benefit the entire student body as much as possible, both educationally and physically. Funds generated shall be spent only for the specific purpose(s) for which the funds were raised.
The collection and use of school activity funds shall be in accordance with the School Activity Funds Manual. The principal of each school shall be responsible for all school/student accounts. The principal may assign one or more school staff member(s) to share the responsibility for assuring that accounting records are maintained in accordance with district guidelines. The principal, however, shall have the ultimate responsibility for supervising the accounting functions to be performed at the building level.
SCHOOL CLUBS AND ORGANIZATIONS
The School Board shall require all activity funds generated by a club, organization, association, class, athletic team, or any other organization within the school to be deposited into a school fund bank account. Separate records of all financial transactions of the school fund account shall be maintained by the principal for each group. All checks shall have two (2) authorized signatures, one of which shall be that of the principal, unless he/she has designated another person in his/her absence.
The records of the school account shall be reconciled monthly, and semi-annual and annual reports shall be prepared by the principal. The annual report shall be submitted to the Superintendent or his/her designee, who shall review and consider the report for approval and notify the principal accordingly. The School Board may require and provide for an audit of the school fund of any school within its jurisdiction at any time.
BOOSTER CLUBS/OUTSIDE ORGANIZATIONS
Funds generated by an entity outside the school, such as a parents' club, community, business, civic or other similar type of organization, are considered to be independent funds under the exclusive control and supervision of the club or organization. The Board, however, shall require all such funds, when expended for any school function, activity, or purpose, to adhere fully to all state and federal statutory and regulatory provisions.
In addition, the Board may place restrictions on the donation and usage of any monies by an outside source, i.e. club, organization, or entity, to a school or Board-related entity. Specifically prohibited shall be the donation to an individual employee of the School Board anything of economic value in the form of money, personalized articles, automobiles and/or their use, travel, entertainment or vacations. The Board reserves the right to examine the provisions of any and all prospective donations to a school or Board-related entity to ascertain the propriety of the donation.
FUNDRAISING
The basic purpose for raising and expending money by student bodies, or student organizations, shall be to promote the general welfare, morale, and educational experiences of the student body as a whole. A fundraising activity is defined as any activity involving the participation of a student body or a school-recognized group undertaken for the purpose of obtaining funds for a school or a school-sponsored group. Student body financial affairs conducted in accordance with sound business principles and practices, including establishing budgets and exercising budgetary controls, shall offer minimum competition with business firms in the school district.
In general, student body fundraising projects shall be limited to campus activities, or in connection with regularly scheduled school events. No individual or group shall instigate any project or activity involving the handling of money without first obtaining the permission of the principal and Superintendent. No class, club, or organization shall raise money through community sales, or off-campus events, without approval of the principal and/or Superintendent or designee. The Board shall require certain prizes for approved raffles by organizations to be picked up by an adult from the sponsoring merchant, so that the item will not be on display or transported on school grounds by a student.
Students who solicit in the name of a school shall provide the prospective donor with proper identification which will include student's name, school sponsor, and principal's signature.
Ref: La. Rev. Stat. Ann. ยงยง17:81, 17:414.3, 51:224
Louisiana Handbook for School Administrators, Bulletin 741, Louisiana Department of Education
Caldwell Parish School Board