Issaquah High School Clubs President Training

1. Issaquah High School Clubs President Training

2. ASB Bookkeeper- Margaret Pfeifle (Purchasing/Fundraising) • Athletic and Activities Secretary- Laura Couty (Facility Requests and Transportation) • Assistant Principals’ Secretary- LoriBenedict(Field Trips) • Activity Coordinator- Kelly Henry • Student Activity Coordinator- Emily Palm • ihsclubschair@gmail.com • Activities Website • Forms, templates, clubs lists, handbook, resources etc. • Please review for accuracy Key people/things to know

3. Interest Groups vs. Clubs“Who’s who”

4. Interest Groups vs. Clubs“What’s what”

5. Make sure you have a constitution in the club folder Make sure minutes are getting uploaded Make sure attendance is getting uploaded Make sure all paperwork is getting completed and submitted on time Follow all IHS/ISD rules and guidelines President Responsibilities

6. ASB Membership • All clubs members should have purchased an ASB Card • Club Membership • Must be current Issaquah High School Students in grades 9-12 General Club Information

7. Angel Scholarships through IHPTSA are available to clubs for eligible expenses • See Margaret Pfeifle for questions • Or visit their website and click on PTSA Programs and select Angel Program or Grants • A link to the PTSA website in on the ASB website homepage • Or go to issaquahhighptsa.org • Boosters’ is also available to help support and fund clubs • Visit the Booster’s website and click on “Grant Requests” • A link to the Booster’s website is on the ASB website homepage • Or go to ihsboosters.org Scholarships

8. Clubs Folders should have been shared with you and are on Google Drive • Do NOT delete past years’ records, instead archive them • MUST upload Constitution, Meeting Attendance, and Financial Minutes regularly • Meeting minutes form template is available on Activities website Club Folders

9. Clubs Folders should have been shared with you on Google Drive • Do NOT delete past years’ records, instead archive them • Each club must submit the following to Google Drive • Club Constitution • Attendance • Taken at every meeting and uploaded to Google DriveFolder • Financial Minutes (Minutes template on website) • MUST be recorded at any meeting where a financial decision is made PO and fundraising request forms require the date of meeting minutes of approval • A club must have officer elections at least once a year • Minimum of a President, Vice President, and Treasurer Recording Keeping and Google Drive

10. Meeting Minutes Template

11. ASB Finance Review “Golden Rules of Finance for ASB Advisors” on page 8 of IHS Clubs Handbook

12. ASB Funding, Finance, Law, Rules and Regulations • ASB funds • Public money, generated by the students or in the name of students, may be used only for Cultural, Athletic, Recreational, or Social, purposes, which are optional, and non-credit. • Money raised during the school day, and/or on school property, and/or using school personnel, and/or school materials is public money. • ASB funds are restricted and cannot be used for curricular purposes. • Public money cannot be given away for private use. • Students and staff must collaborate on the generation and use of public money. • Taxpayers want to ensure public funds are usedlegally & appropriately. • ASB moneys must follow regulations and/or guidelines developed by the State Auditor and OSPI. • Money raised during the school day, and/or on school property, and/or using school personnel, and/or school materials is public money and must be deposited within 24 hours!

13. ASB Funds-Purchase of Equipment and Supplies • Advisors can only purchase items approved by ASB and for the amount that was approved at the budget meeting. • Obtain quote from vendor for items. • Submit district purchase order requisition with quote to ASB Bookkeeper, including sales tax and shipping. • Ship items to the district May Valley warehouse. • Once inventory is received, count inventory received against the quantity billed from vendor. • Submit invoice or packing slip to ASB Bookkeeper. • Advisors must place items in a designated secure location. • NEVER: • Order directly from vendor without approved purchase order and ASB approval. • Accept donations from parent groups without District approval. • Pick up items prior to having approved purchase order or purchase with personal funds. • Sign or verbally agree to contract such as Photographers/Videographers, outside contractors, consultants.. (Authorization to enter into any contract or professional services agreement may only come from the Superintendent or District designee, a PO entered, and agreement) • Expect Parents, volunteers and students to be reimbursed. On the rare occasion a parent or volunteer will need to be reimbursed, written permission must be granted ahead of time by Controller. If advance permission is not granted, then the parent or volunteer will have made a nice donation to your school.

14. Purchase Order Form

15. Fundraisers • Important Fundraiser Procedures: • All fundraising activities must be requested and approved through the ASB Student Council and Building Administration PRIORto beginning a fundraiser on a Fundraiser Reconciliation Form. • Must be optional, noncredit, and an extracurricular event that is Cultural, Athletic, Recreational, or Social. • If preapproved to collect money, the money must be turned into the ASB Bookkeeper each day immediatelyfor deposit along with acollection log or ticket sales report. • Submit any purchase orders (PO) prior to ordering items such as parental permission letters, copies of invoices to the Bookkeeper. The PO shall include a note that a fundraiser form has been approved. • Do not sign contracts with vendors. All contracts must be signed by a Principal and the School District Business Office.

16. Common Fundraising Issues and Online Fundraising • Most common ASB Fundraising Issues: • Meeting minutes showing student approval were not completed. • Purchase orders were not approved before the fundraiser. • Fundraiser Reconciliations are not completed or supported. • Inventory and Cash Receipting did not agree. • Revenue Projections were not made. • ONLINE FUNDRAISING • Including but not limited to Snap-Raise, Go Fund me, Kickstarter, Donors Choose, Indigogo, Bandcamp, and etc. where donations are made through third-party vendors for the district are PROHIBITED. All online fundraisers and sales are prohibited unless pre-approved through the Finance department with a contract. Click on Pay Fines and Fees There is an option to collect fundraiser donations online through our district website! https://web.issaquah.wednet.edu/Touchbase/signin.aspx

17. Fundraiser Form

18. Only ISD employeescan be reimbursed for items purchased for clubs Single purchases cannot exceed $350 Original itemized receipts must be submitted with Materials Reimbursement Form Sign the itemized receipt Receipts can only have items to be reimbursed on them, personal items will void reimbursement Purchases must comply with ISD policies Materials Reimbursements

19. Be sure to submit a cash box request at least 3 days ahead of date needed • Turn in ALL money to ASB Bookkeeper for deposit IMMEDIATELY following the event • All money collected must be dropped in cash drop within 24 hours • Cannot use Go Fund Me, Snap Raise, or similar fundraising sites • Money CANNOT be taken home Cash Boxes

20. Use this form for example when selling Brown Bear Car Wash tickets, Jamba Juice, etc.

21. ASBBooster ClubPTSA ISF STEM Funding-Email Kelly Henry Requesting Funds and Donations Links on websites for fund requests Donations/Sponsorships • All donations (monetary or material become property of Issaquah High School) • Donations must be put through a review process. See Ms. Pfeifle with questions • Donations valued at $5000 or more must be approved by school board. • Monetary • Must be donated to the club’s account through the bookkeeper • Sponsorships and Advertising • Sponsorships less than $500 remain at school level, sponsorships greater than $500 go through the district’s Business Office to determine distribution • Any advertisement/sponsorship agreement must be recorded through ISD Form 4321 F • All sponsorship products, service, and ads must be consistent with district, state, and federal guidelines • Display ads on students/staff is prohibited and ads must be temporary in nature

22. Booster Club/PTSA • Booster Clubs and PTSAs are separate entities that operate to support and supplement school programs, activities, students and staff. • You can request funds from them. Usually though you must have already been denied funds from another source (ASB) first.

23. Email Laura Couty to see if space is available at least 2 weeks before event. Be flexible with dates • coutyl@Issaquah.wednet.edu • Complete Activity Request Form and turn into Laura Couty • If a large crowd is expected or perishable food items are served, a custodian is required and will be paid from your organization’s ASB account • Return everything to original state when event is finished Reserving School Facilities

24. Application submitted to Lori Benedict at least 14 days prior to field trip • Field trip may be denied if submitted less than 14 days before trip • 1:10 Teacher to Student Ratio • Minimum of 2 chaperones to start, then 1:10 • Parent/Guardian Permission forms secured from all participants at least 3 days prior to field trip • You take originals on trip • Submit copies to Lori Benedict prior to leaving for field trip • Requests for Student Transportation • Email Laura Couty 3 weeks before field trip to set up transportation Field Trips Highlights

25. Pre-Approval Application submitted to Lori Benedict at least 45 days prior for School Board approval • Include proposed itinerary, fundraising plans, and supervision details • Parent/Guardian Permission form returned at least 5 days prior to departure • You keep original and take with you, copy submitted to Lori Benedict • Transportation • No student drivers • Contact Laura Couty to set up bus arrangements at least 30 days prior • 1 informational meeting for students, parents, and chaperones prior to event Overnight Field Trip Highlights

26. iVision- email issyivision@outlook.com • Subject line: Dates you want announcement read….what the subject of your announcement is • Ex: 10/14/18 - 10/15/18…Auditions for Musical • Posters • Supplies available in closet outside ASB Room • NO glitter • Clean up and push posters to side afterwards • Students must be supervised • Do not use tape on painted wall surfaces, wood surfaces or windows • Only use blue painter’s tape and put tape behind paper not on edges • Don’t place near fire censors (the main ones are in the commons) • Activity Coordinator Approval is needed (stamp) • Posters will be removed after 2 weeks Publicity

27. ALL forms from district • Fillable and on Activities Webpage • Reactivation forms for clubs and interest groups must be completed • Boosters are now managing concessions at all extracurricular events • Your club can sign up to work these events as a fundraiser • Your club can also request Boosters come and sell concessions at an event of yours • Club cords Major Changes for 19 - 20 and Reminders

28. Student clubs information session September25thduring NEST time in the Theater/Black Box • Student club training taking place during NEST on October2ndand November19th • Clubs fair will be October23rdduring Nest in the Commons • 1st Senate Meeting November13th(club presidents must attend) also when new clubs will be approved • Senate Meeting dates in the Club Handbook found on the ASB website (and on Nest Calendar) Major Changes for 19 - 20 and Reminders

29. Club presidents are responsible for emailing Ms. Jarvinen with a club picture by December 15th. Include in the email a list of students names by row (so they can identify students in the yearbook) jarvinene@Issaquah.wednet.edu YEARBOOK

30. Ethics Laws and Regulations • RCW 42.22.030 • – direct or indirect interest in contracts • RCW 42.23.070 • – using your position for personal gain • WAC 180-87-050 • – unprofessional conduct • District Regulation #5251: • Conflict of Interest • DEFINITION: A conflict of interest is any situation in which a District employee, either for himself/ herself or some other person(s), attempts to promote a private or personal interest which results or appears to result in the following: • 1. an interference with the objective exercise of his/her District duties; or • 2. a gain or an advantage by virtue of his/her position in the District. • Examples: • Advisor or family member owns a T-shirt company. • Advisor runs a for-profit club clinic. • Hiring friends, family, or parent’s services.

31. Resources • Issaquah School District Regulations & Procedures: • Conflict of Interest – Reg.# 5251 • Gifts and Memorials – Reg.# 6114 • Field Trips, Excursions, and Outdoor Education – Reg.# 2320 • Nutrition and Wellness – Reg.# 6700 • Purchasing – Bids and Contracts – Reg.# 6220 • Reimbursement for Travel & Work-Related Expenses – Reg.# 6214 • Student Awards and Incentives – Reg.# 6116 • Student Fund Raising Activities – Reg.# 3530 • Student Fund Raising for Charitable Purposes – Reg.# 3540 • Volunteers Assisting a Club Advisor – Reg.# 5631P • All of the Issaquah School District Regulations, Procedures & Forms can be found here http://www.issaquah.wednet.edu/district/regulations • District Contacts • Shim, Jenny- District Accountant 425-837-7013 • Justice, Jeri- Reimbursements 425-837-7015 • Banasick, Moriah- Controller 425-837-7139 • Padilla, Donna Secretary to Director of Purch. 425-837-7071 • Maybee, Sue- Director of Purchasing 425-837-7070 • WASBO Resources • WASBO-ASB Manual