SAU41Hollis - Brookline

Student Activity AccountsAugust 2, 2012

SAU41Hollis - Brookline

Background

As identified by community members and auditors, the COOP schools were mixing “Agency” and “Non-Agency” accounts under the umbrella of “Student Activities”

Student Athletic Fees (Pay to Participate) were also lumped under this umbrella and not handled per RSA

At the end of FY11 there was a balance in these accounts of $327,260. In addition, $796,769 flowed in and out of these accounts over the year.

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SAU41Hollis - Brookline

Actions

Establish an Expendable Trust Fund pursuant to RSA 198:20-c – Complete at 2012 District Meeting

  Move “Non-Agency” account balances from schools to SAU

– Complete June 2012

Define use of all funds – Complete July 2012

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SAU41Hollis - Brookline

Athletics Expendable Trust

Funds moved to expendable trust to offset athletic cost For FY13 and beyond; two budgets need to be created for

athletics.1. General Fund (Fund 10)

2. Expendable Trust (Fund 71)

A public hearing will be held quarterly to request expenditures for the Fund 71 budget items.

ALL athletic expenses require submission and approval of a requisition prior to placement of order!

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SAU41Hollis - Brookline

Agency Accounts

A review of accounts on record identified 48 “Agency” accounts at the HS level. This accounts for $109,095.99 in activity funds.

At the MS level, 32 “Agency” accounts remain, accounting for $32,159.30 in activity funds.

New accounts can only be created if the school completes the Club Authorization form.

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Microsoft Word 97 - 2003 Template

SAU41Hollis - Brookline

Non-Agency Accounts

Non-Agency accounts previously held at the schools have now transferred to Fund 23 and are held at the SAU.

¾ Access to funds is through Requisition/PO process. ¾ Athletic funds will be drawn down and left-over fundraising funds at

the end of the year will be transferred to the Fund 23 account. Future fundraising activity will be done under the premise that the accounts are “in-out”. If sports fundraisers are for large items that take multiple years to accrue funds then these shall be collected and managed by the Boosters, not the District.

¾ Future receipts for parking fees will be budgeted as revenue to the GF as “Other Local Sources” and be used to offset parking lot maintenance.

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SAU41Hollis - Brookline

Key Take-Away’s School based accounts must be approved through the Business Office All Non-Agency purchases occur through Budgetsense Revenues from soda machines will “pay-back” the GF for energy

consumption (~$300/year per machine). Additional funds will be used by the Principal to support staff activities.

If entrance fees are mandated then such fees will flow to the general fund as revenue. If entrance fees are optional, and requested as a donation, then these fees will be recorded in Fund 23.

Funds collected for lost textbooks shall go to the General Fund Fees for guidance will no longer be collected

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