Booster Organization Briefing February 18, 2014

Transcription

1 Booster Organization Briefing February 18, 2014

2 Welcome by Dan Parris, Deputy Superintendent Presentation of Memorandum of Agreement (MOA) and Guidelines Demonstration of CHARMS Questions and Answers 2

3 FCPS appreciates and continues to seek the support of its Marching Band Booster Organizations in helping sustain a world class marching band program. To that end, FCPS recognizes the hard work and dedication of its booster volunteers. 3

4 The Department of Financial Services and Instructional Services conducted a review of the marching band program financial practices. FCPS observed: Activities/consumables were funded by student fees and booster contributions Fees were being combined and collected for required curriculum activities, consumables, FCPS-sponsored optional activities, and booster dues 4

5 Fees were collected by Booster Organizations or the school Financial practices were not in compliance with the Code of Virginia and FCPS School Board Regulations 5

6 Fees cannot be charged for activities that are part of the required curriculum Fees may be charged for consumable items and FCPS-sponsored optional activities Required student fees must be approved by the School Board 6

7 FCPS is required to control and manage student fees (referred to as FCPS funds) FCPS may engage Booster Organizations to assist in the collection of FCPS funds through an MOA 7

8 The School Board approved $0.5 million annually beginning in FY 2013 to fund the required curriculum for the marching band program An additional $0.3 million was approved annually beginning in FY 2014 to fund the required curriculum for other music programs FCPS, with input from the Marching Band Booster Workgroup, developed an MOA and Guidelines to allow Booster Organizations to continue supporting the collection and disbursement of FCPS funds 8

9 The MOA and Guidelines were reviewed by the School Board Legal Counsel and External Legal Counsel FCPS acquired the CHARMS system to facilitate and monitor FCPS funds collected by Boosters on behalf of FCPS 9

10 Funds Controlled by FCPS Funds Appropriated by School Board Student Fees Collected Booster Fundraising FOCUS CHARMS Donations Booster Organization System Managed by Local School Managed by Boosters LSAF Managed by Local School 10

11 Under the MOA, Booster Organizations: Prepare an annual budget for approval by the school principal The annual budget plan should estimate the total FCPS funds to be collected and ensuing disbursement for consumables and activities Collect and deposit monies in a FCPS bank account Maintain detailed accounting of funds by student Procure goods and services in accordance with FCPS procurement guidelines 11

12 Prepare checks for the principal s signature Provide FCPS with financial reports Ensure that student data is protected as prescribed by the MOA The MOA must be: Signed by the booster president and principal Effective for a period to cover the planning and execution of each school year s marching band program 12

13 Responsible for their school s marching band program and related instructional and financial activities Review and approve Annual budget Purchases Monthly financial reports and reconciliations Sign checks 13

14 Manage the marching band curriculum program and FCPS-sponsored optional activities Coordinate the development of the marching band annual budget Maintain student information in CHARMS during the school year 14

15 Prepare and load the annual budget for FCPS funds Send billing statements for student fees and band activities Collect and deposit FCPS Funds into a designated FCPS bank account 15

16 Procure goods and services in accordance with FCPS procurement guidelines Prepare checks Record activity in CHARMS in a timely and accurate manner Perform monthly reconciliations and reporting 16

17 Provide oversight, guidance, and training Load and update student directory information in CHARMS on an annual basis Administer CHARMS system Maintain access and signature cards for bank accounts 17

18 Issue PCards to the school for use in the marching band program Provide help desk support to schools and Boosters Coordinate FOIA request and internal and external audits 18

19 Issue receipts for all cash transactions Keep custody of PCard and maintain tracking log Review purchasing and payment documentation before principal approval Co-sign checks with the Principal Review monthly financial statements and reconciliations 19

20 February 28, 2014 Sign MOA March 2014 April 2014 Set up bank accounts and signature cards CHARMS training (evenings/saturdays) May 31, 2014 Schools and boosters finalize marching band budgets for FY 2015 season Establish fee structure for upcoming season Load budget in CHARMS Load student information in CHARMS 20

21 June 30, 2014 FCPS notifies parents on procedures for collecting students fees July 31, 2014 Send invoices for fees and summer activities Issue PCards to schools Start collecting and disbursing fees July 31, 2014 June 30, 2015 Month end reports and reconciliations Quarterly meetings with Booster Organizations Ongoing training Year-end closeout 21

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