Clubs 101: Finance

1. Clubs 101: Finance Or How Do I Spend My Money?

2. Today’s Agenda: • Spending Club Money • Fundraising Rules • Food Rules • Cash Rules

3. Purchase Orders and Check Requests • Expenses for club events must be authorized prior to the purchase • PO Requests must be documented in your club minutes • Turn in Original Receipts with the yellow copy of the PO

4. To Fund Raise: • The Fundraising Event must be included in your club minutes • Submit the Purple Fundraiser Request to ASB Two Weeks before event • After approval, request a cash box at least a week before you need it.

5. Food Rules • Clubs may not sell food as part of a fundraiser during the school day. • You MAY sell 30 minutes before or after a school day—think games, etc. • Lunch meetings—not with club funds

6. To Fund Raise:

7. Community Service Clubs • You can raise awareness, but not money for that organization. UNLESS: • An organization does the collecting • Your advisor works closely with ASB, Finance, and Admin to get an exception.

8. Cash Handling • Purchase orders (PO) NEED to be completed and submitted before any club purchases take place. • When selling, there will be a minimum of two students and the advisor during the fundraising event. • A receipt will be issued for all transactions. • No money will be taken home!

9. Continuing Applications • Meet at least twice a month and submit minutes • Stay active (Registration, Homecoming, club fairs, create events) • Clubs should attend all required club meetings • Advisors must be present at every club meeting

10. Club of the Year • Meet the minimum club requirements • Advisor must nominate their club • $100 prize deposited into your club’s account!

11. Questions? • What are YOUR questions for us?

13. Old Slides follow. Brainstorming, etc.

14. Appendix 1: Copies of ALL different forms. Forms can be found in the Finance office with the ASB Bookkeeper. • Maybe explanations for each? CAN LYNETTE DO THE EXPLANATIONS PART? • Minutes • Request to carry over funds • Application to Participate • Deposit form • Fundraiser Form • Cash Box Request • Nutritional information/request form? • PO Request Form • Vender Contracts: Businesses that ocme on site to sell have to have this signed for each occasion. • Appendix 2: Required Paperwork Models and Examples to help filling out their own.

15. Do we HAVE to sign up as an ASB Club? • Absolutely not! • You are welcome to make use of our campus anywhere students are allowed—the library, the quad, classrooms (if teachers do not mind the company).

16. Then WHY do all the work it takes to be an ASB Club? • Make a Difference On Campus • Fund Raising • Resume • Learn to work with diverse groups of people in an organized fashion • Understanding Systems • Mr. Morgan is so dreamy • Adjunct Duties

17. Food RulesThe food sold at fund-raiser events must meet the following criteria: • The items sold must meet nutritional guidelines. • The items sold can not be prepared at DSHS or in private homes. • Items sold at Food Fairs and Club Fairs cannot be the same as those sold by the cafeteria program that day. • All food items have to have approval from Student Nutritional Services. • You MAY sell 30 minutes before or after a school day—think games, etc. • Lunch meetings • You will not be able to use club funds to purchase food from outside the school and bring it in. • You may, since we have an open campus, use personal funds to bring food back for your meetings. • Or you can purchase food from the cafeteria

18. You Can’t Spend Money on: • Supplies that are the responsibility of district. • Repair and maintenance of district owned vehicles and equipment • Expenses for faculty/staff meetings. • Expenses for parent or teacher organizations, such as PTA or Booster Clubs. • Donations, Cash Awards, and Gifts of any kind. • Employee appreciation meals. Funds may be used to have an end of year celebration for the entire club, as long as it is documented in your minutes and is part of your budget development.