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SUBJECT: EXTRACLASSROOM ACTIVITY FUNDS
Extraclassroom
activity funds are defined in the Regulations of the Commissioner of Education
as "funds raised other than by taxation or through charges of a
board of education, for, by or in the name of a school, student body or any
subdivision thereof." Basically, extra classroom activity funds are those
operated by and for the students. Monies are usually collected voluntarily by
pupils and are spent by them as they see fit as long as they abide by
established regulations.
Extraclassroom activity
funds must not be confused with funds accounted for in accordance with the
Uniform System of Accounts prescribed by the State Comptroller. Procedures
discussed in this policy and applicable regulation apply only to extraclassroom
activity funds.
The Board of Education
recognizes that the fundamental task of the schools is to prepare young people
for life. In order for this preparation to be done properly, the educational
program of the schools must be as wide as life itself. An integral part of such
a program is extraclassroom activities. They represent an essential part of the
educational experiences which should be available to young people. In order to
promote the organization and maintenance of extraclassroom activities and to
provide for the proper handling and safeguarding of extraclassroom activity
funds, the Board of Education hereby adopts rules and regulations for the
guidance of students, teachers, and principals.
Purpose
Student extraclassroom
activities may only be formed for educational and school service purposes.
Organizational Procedures
Students desiring to form
an extraclassroom activity shall petition their principal in writing. The petition
shall state the purpose of and describe the activities of the proposed extraclassroom
activity, and shall be signed by at least three (3) students and a member of
the school personnel who is to act as activity advisor, before it is presented
to the principal for action. If the purpose of the proposed extra classroom
activity falls within the scope of educational or school service purposes and
if the necessary space and equipment are available, the building principal
shall recommend to the Superintendent that the extraclassroom activity be
approved by the Board of Education.
Approved Extra classroom Activities
All extraclassroom activities
shall be approved by the Board of Education on an annual basis. The Superintendent
or his/her designee shall maintain an up-to-date register of all extraclassroom
activities that are approved or discontinued.
(Continued)
2007 5520
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SUBJECT: EXTRACLASSROOM ACTIVITY FUNDS (Cont'd.)
Student Activity Advisor
Each extraclassroom
activity shall have an activity advisor recommended by the Superintendent and
appointed by the Board of Education. The faculty advisor shall attend all
meetings of the extra classroom activity.
Meetings
All extraclassroom
activities shall generally meet at least once monthly while school is in
session, but in all cases, no less than four (4) times per school year. These
meetings shall be held on school property. Extraclassroom activities shall not
meet outside school property unless they have received the consent of their
school principal.
Officers
Each extraclassroom
activity shall have a president, vice president, secretary, and treasurer.
These officers shall be elected annually from among the membership by secret
ballot.
Financial Procedures
All extraclassroom
activity funds shall be handled in accordance with the regulation for the
safeguarding, accounting, and auditing of these funds. The advisor will insure
that the student officers maintain a financial log of account activity. All
monies will be collected in a locking bag and kept in a secure place; all
checks will be made payable to Groton Central School District; and all monies
will be transferred to the central activities treasurer at least weekly for
deposit.
Investing Funds and Interest Earnings
The central treasurer may
entrust a portion of the fund in a time deposit account, certificate of
deposit, savings account, money market interest account, or other investment
approved by the Board of Education. The interest earned by the investment of
fund money and the interest earned on the money held in a NOW (interest earning)
checking account shall be credited in equal shares to the Middle School Student
Council account and the High School Student Council account for benefit student
activities sponsored by the two (2) student councils.
Inactive Clubs and Leftover Funds
An inactive extraclassroom
activity shall be defined as one having no financial activity for one (1) full
school year. If an inactive club is identified, the central treasurer is
directed to liquidate the leftover funds of this club in accordance with the
following. Leftover funds of inactive or discontinued extraclassroom activities
and of graduating classes shall automatically revert to the account of the
general student organization or student council. Inactive clubs must follow the
organizational procedures set forth in this policy to re-activate previously
existing activities.
(Continued)
2007 5520
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SUBJECT: EXTRACLASSROOM ACTIVITY FUNDS (Cont'd.)
Sales, Campaigns and Fundraising Activities
The building principal shall
provide information to the Superintendent on sales, campaigns and fundraising
activities of all extraclassroom activity clubs, including the nature of the
event, dates of operation, duration of sale or campaign, and means of
solicitation (e.g., door-to-door, direct mailing, etc.).
Travel and Transportation
All overnight trips,
trips outside of a 70-mile radius of the
District transportation
may be provided, upon timely and proper request, at cost. Each club will be
invoiced for actual cost upon trip completion. Trip cost estimates may be
obtained from the Transportation Department. Although use of private carrier is
permitted, the faculty advisor is required to ascertain that the driver(s) are
properly insured, properly licensed, and that the vehicle is appropriate, legal,
and safe. The safety of all students and adults must be guaranteed.
Risk Management
The building principals
shall work with the business official to ensure that the District's exposure to
any risk resulting from club activities or fundraisers is minimized. In all
cases where a vendor will be using district facilities to conduct its event, the
District requires a certificate of insurance with the District named as an
additional insured. Periodically, the District may request that its insurance carrier
conduct a review of the activities of its extraclassroom activities and may
prohibit certain events based on the review results.
Equipment Acquisitions
All equipment purchases
shall be evidenced by official action of a majority of the club or activity
members. Title to all equipment acquired with extraclassroom activity funds
shall reside with the District and be carried as an insurable asset on its list
of insurable values. All equipment shall be operated on district property, unless
express permission from the Superintendent is secured to use the equipment or
have it reside off-premises. Such equipment shall be tagged as district
property but is available for exclusive use by the extraclassroom activity club
acquiring the item.
(Continued)
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SUBJECT: EXTRACLASSROOM ACTIVITY FUNDS (Cont'd.)
Tax Exempt Status
The extraclassroom
activities of the District are not included in the exemption granted to the School
District from
Contracts, Commitments and Guarantees
All contracts,
commitments, and guarantees require approval of the District's purchasing
agent. All commitments and contracts shall be the sole responsibility of the
extraclassroom activity club giving rise to the transaction, regardless of
change in advisors, membership or officers.
8
Part 172
NOTE:
Refer also to Policy #8460 Field Trips and School Trips
Adoption Date: January 14, 2008