Club Sponsor
And Money
Matters
Meeting
2015-2016
OR
Everything you
need to know so
you don’t get in
trouble with Lulu
and are able to
keep your job
Sponsorship 101- (Handout)
SPONSORS REPORT TO:
 The high school activities director and the high
school principal or designee who provides the overall
objectives and evaluation for the activities program
SUPERVISES:
 Student club members
 Maintain the safety of all members- wait till all
students are picked up.
Sponsorship 101- (Handout)
JOB GOALS:
 Attends the club advisor meetings at the school site
 Participates in the school’s annual club fair
 Maintains club’s national affiliation if applicable
 Conducts club meetings, at a minimum, on a monthly
basis (All club meetings must be held at the school site.)
 Publishes a schedule of all club meetings and submits
the schedule to the school’s activities director
Sponsorship 101- (Handout)
 Maintains a record of (minutes) of all club meetings
 Submits monthly club reports
 Signs all purchase orders, invoices (bills) check
requisitions and includes all financial operating reports
 Oversees the formulation and updating of a club
constitution and the annual election of officers
 Complies with proper field trip procedures for all offcampus activities
 Encourages students in the area of service to both school
and community
Performing Group Sponsor
Responsibilities(Separate Handbook)
 Who are they? Dance, Drama, JROTC, Golden Girls, Cheer, and
Band.
 Maintain the safety of all members- wait till all students are
picked up.
 Attend all club meetings and functions- students must not be
left unattended or practice on their own.
 Complete all required documentation
 Financial, Field Trip, etc…
 Assist in addressing student eligibility- all performing groups
must sign a contract as well as be checked for eligibility.
Performing Group Sponsor
Responsibilities(Separate Handbook)
 All member names & IDs submitted by deadline. The contracts may be found
at
http://atmourning.dadeschools.net/Documents/ContractforStudentParticipa
tion.pdf
 Student Participation Agreement on File
 Unweighted GPA 2.0, Conduct 2.0
 Less than 20 absences
 Less than 10 tardies
 Referrals for behavior issues, dress code, etc…
 Appeal Process
 Performing Group Guidelines
http://sdshs.net/ourpages/auto/2009/10/4/56189452/Performing%20Group%20
Guidelines%202012.pdf
http://atmourning.dadeschools.net/Docume
nts/ContractforStudentParticipation.pdf
Each club must have in the
Activities Office:
 Current organization constitution
 Names of all officers (sign-in sheets)
 List of active members
 Meeting Schedule
 Copy of meeting minutes to place in the file
(Monthly Basis)
 Schedule of special activities
A folder with a check off list as well as any
previous documentation is available
today.
Announcement Requests & Flyers
 Announcement may be sent to
me via email
 Clearly written – appropriate grammar,
appropriate content
 Sufficient Notice
 Flyers will be approved, stamped, and dated
 Flyers posted/removed by the Activities Office
Club Fair
 During Lunches
 Table space is limited
 Prepare a handout or display
 Have members explain what your group is about
 Sign-Up sheets will be provided
September 17th during both lunches.
Also be prepared for Back to School Night
Apparel Fundraisers for All Groups
 Club T-Shirts approved for FRIDAYS, or the last day of the
week only
 Application must be completed with
an approval of the design/color of the
shirt for your group
 T-Shirts
 Lanyards
 Wristbands
Designs/Imprinting are Club, Honor Society, Group Specific
Something New:
Clubs must raise funds for- Yearbook Page
Make Ms. Jelenszky smile! Every club buy a page and
use a Tranfer form to move the funds.
- Honor Cords
If you are an Honor Society. Many clubs forget about
this and do not have the $ to pay for them.
FUN(D)RAISING
$$$
Fundraising Procedures:
 Submit an application for fundraising to the Activities Office.
(10 working days) FORM #1018
 The Activities Office/Treasurer will then:




Issue an Activity Number
Post it on the Master Calendar
Return a copy of the Approved Fundraising Application
to the sponsor if the carbon form was not used.
DO NOT START A SALE BEFORE YOU GET
APPROVAL!
Fundraising Procedures:
 The Sponsor’s Responsibility:




Submit Purchase Orders to the Treasurer before you
place an order!!
Fax Purchase Order to the Vendor
Complete Fundraiser
Submit a completed and typed STUDENT
OPERATING REPORT to the Treasurer a maximum
of 10 working days following the completion of the
fundraiser. If the Operating Report is not submitted
in this time frame NO FURTHER FUNDRAISING
APPLICATIONS WILL BE APPROVED!
Fundraising Procedures
 All pre-numbered tickets must be signed out with Lulu.
 Tickets must be sold in sequence
 All left over tickets must be submitted to the treasurer at the end
of the event.
 Tickets/Items may only be sold before school, during lunches
and after school.
 Student name/ID # and the ticket number must appear on the
recap sheet or collection of funds
Fundraisers may be cancelled if internal funds procedures
are not followed.
Fundraising Procedures
 Purchase Order required for ALL purchases
 Items purchased costing $1,000 - $5000, 3 bids are required. One
must be a minority vendor.
 All bids must be submitted to the treasurer with the fundraising
application and/or purchase order
 Original Invoices MUST BE PAID WITHIN 30 DAYS OF
RECEIPT. Audit Exception.
 Complete a Check Requisition.
The school does not accept any C.O.D, or 30 day Trials or Pre-payments so do
not make such arrangements with the vendor.
Purchases made in violation
MDCPS policy will be
considered unauthorized
and will become the sole
responsibility of the person
making the purchase.
All Fundraising ends on
April 15, 2016.
Mark your calendars
now!
BOOSTER CLUBS

An officer must attend a mandatory meeting

All fundraisers (on or off campus) must have
principal’s approval


Booster Clubs must keep bank statements and
inventory separate from school
Faculty sponsor cannot handle funds for Booster
Club or hold an officer position

Booster club meeting will be in September.
Collection of funds
Assessing Student Fees
 Region approval for annual fees
 Fees must be published
 Rationale for dues/fees
 Material Tickets/Magnet Fees
 Club Dues
Collection of Money
 All money handled by a board employee must be recorded
correctly
 Official Pre-numbered Employee RECEIPT BOOK (for
$15.00 or more) and/or Recap Form
 Sponsor/Teacher responsibility
 Complete all information when issuing a receipt.
 Issue each student the white copy. Keep the yellow
and green copy in the receipt book.
 Do not pre-date receipts
 Signatures must be original
 If an error is made, the receipt should be voided and
a new receipt issued.
 Voided receipts must remain in the receipt book (all
three copies stapled)
 Keep pages in order & do not mix books.
COLLECTION OF MONEY
 Certificate of Loss form is required for lost/stolen
receipt book/tickets
 A tally of student names/ID # on the RECAP OF
COLLECTIONS form, is permitted for small,
individual, multiple collections of less than
$15.00.
 If tickets are sold the student name/ID # and
ticket number must appear on the recap sheet.
Collection of Money
•The RECAP OF COLLECTION form must be properly
filled out and contain the following information:
Date of deposit
Deposit to Account Name
Completed Accounting Structures
OBJECT:
4493 for sales
4429 for dues and fees
4445 for field trips
PROGRAM: 5003 Classes and Clubs
FUNCTION: Account number
SUB-LEDGER: Specific Activity
Include summary of deposit (items, amount, etc…)
*All recaps need to be kept by the sponsor/teacher in a folder
for each fundraiser to use for Operating Report!
Collection of Money
Money collected regardless of the amount, must be
deposited to the school treasurer, or the back-up
designee, on the same day of collections. In the same
form it was collected (i.e., cash for cash, money order for
money order, etc.)
Money collected on school premises must not be taken
home or away from school grounds.
Collector’s responsibility to submit money to the
treasurer to be placed in the safe until the next business
day.
Collection of Money
 The school’s policies regarding the methods of
payment accepted are:
 Cash
 Cashier’s checks/ money order
Checks (only by donations accompanied by a properly
executed donation letter)
 Theft or loss of money associated with Internal Funds activities
must be reported immediately to the Principal, Treasurer, and
to the appropriate authorities (i.e., school police)

MDCPS Board Rules & Procedures
 Hardcopy/Full version available in Activities Office
 Dadeschools.net website
 http://activities.dadeschools.net
Processing Time
 Recap (Deposit)
 Purchase Order
 Check Requisition
 Bill Payment
 Operating Report
 Certificate of Loss
Same Day
3-5 Days
5-10 Days
within 30 days
within 10 days (EOF)
Immediately
IMPORTANT FORMS
 Purchase Order
 Recap of Collections
 Certificate of Loss
 Check Requisition
 Operating Report
 Fundraising (On-Campus)
 Fundraising (Community)
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Just to warn you:
I am not auditory!
I may not know the answer.
I will make mistakes.
My door is always open
We are in this together!
Make Lulu happy!
Thank you!