Lawton Public Schools Annual Sanctioning PTA & BOOSTER CLUB ORGANIZATIONS

1. Lawton Public SchoolsAnnual SanctioningPTA & BOOSTER CLUB ORGANIZATIONS *Elizabeth Brown-Hill, Chief Financial Officer, Treasurer* *Carla Dewberry, Finance-Business Office Coordinator* *Tracy Hargrove, Finance/Fixed Assets* Finance Department Contact Phone #: (580)357-6900 This training PowerPoint, along with other sanctioning information and documents, are available at lawtonps.org.

2. STEPS TO LOCATE ALL INFORMATION REGARDING SANCTIONING FOR LPS BOOSTER CLUBS AND PTA ORGANIZATIONS:Visit www.lawtonps.orgClick on the MENU option at the top of the screen. Scroll down under the departments header to FINANCE & BUSINESS. At the bottom of the page, on the left-hand side, will be all sanctioning information. • Spring Sanctioning Meeting • Annual Sanctioning PowerPoint • Sanctioning Policy, PTA, and Booster Clubs • Sanctioning Packet (Excludes the Application which is located in the Finance Office. If another one is needed, after the Spring Sanctioning Meeting, packets are available to sign for.)

3. TRAINING/BOOT CAMP 2018 – 2019 END-OF-YEAR SANCTIONING MEETING 2019- 2020 SANCTIONING GUIDELINES/ Where: Central Middle School Library When: April 29, 2019 Time: 6:00 pm AGENDA • Review of Lawton Public Schools Board of Education Policy and Procedure to include discussion of changes for 2019-2020 • Review All Documents in Sanctioning Packet to include changes made for 2019-2020 • Review “The Process”- Training on "How to Complete Items Needed" to Have a Successful Club & Review of Common Errors • QUESTIONS 

4. WHAT IS SANCTIONING? • Sanctioning is the act of giving official permission or approval to the clubs and organizations by the local school board. • Sanctioning signifies that the two entities are working together for the benefit of the children of their school district with confirmed permission.

5. WHAT DOES SANCTIONING DO FOR THE SCHOOL DISTRICT? • Sanctioning allows Lawton Public Schools to exercise some control over groups who are raising money and purchasing equipment under the appearance of LPS activities. • Sanctioning allows the Lawton Public Schools to assure the groups follow Oklahoma and Federal laws and guidelines including Title IXand IRSregulations.

6. ADVANTAGES • Sanctioned organizations may use LPS facilities to hold meetings. (Request for the Use of School Property form MUST BE SUBMITTED) • When sanctioned organizations conduct activities in school facilities, they are billed only for the cost of support workers. “Do not pay any LPS employees directly.”All other facility use fees and deposits are waived. • Only SANCTIONED organizations can use the school name.

7. …VOLUNTEERS…

8. Any Questions Before Moving Forward? QUESTIONS??

9. …Important To Know… THE SCHOOL BOARD RESERVES THE RIGHT TO REVOKE THE SANCTIONING OF ANY GROUP AT ANY TIME THROUGHOUT THE SCHOOL YEAR!

10. OUTLINE OF TRAINING/BOOT CAMP • Tracy Hargrove is 1st Point of Contact • Tracy will be happy to assist with any distribution that comes in or goes out from the Finance office. • Carla Dewberry is 2nd Point of Contact but will send email reminders to Principals, Secretaries, and Officers when certain information is required or needed to fulfill the application packet.

11. OUTLINE OF TRAINING/BOOT CAMP…… Discussion Topics – Part I (Carla) • How to have an A+ Report • Policy (CFBB) • Use of School Property Policy • Guidelines for Financial Responsibility

12. How to Have an A+ REPORT Sanctioning

13. Sanctioning POLICY (CFBB)

14. Use of School Property Form Sanctioning

15. Use of School Property Form Policy

16. Use of School Property Form Policy cont…

17. GUIDELINES FOR FINANCIAL RESPONSIBILITY Sanctioning

18. …REMEMBER… PTA AND BOOSTER CLUBS HAVE NO AUTHORITY TO REPRESENT THEMSELVES AS BEING AN AGENT OF THE LAWTON PUBLIC SCHOOLS! Note: This means you cannot use the LPS Tax exemption number. Sanctioning

19. …REMEMBER… • According to the provisions of the by-laws or standing rules, the organization should, elect officers for the coming year at the last meeting of the school year. • The old officers should complete the financial review in a timely manner and turn the books over to the new officers. • The new officers should start the sanctioning process for the coming year. Sanctioning

20. Thank you for being here Questions before moving forward to Discussion Topics – II? Sanctioning

21. OUTLINE OF TRAINING/BOOT CAMP…cont… Discussion Topics – Part II (Tracy) THE PROCESS • Application Form • Financial Accountability Report Form • Procedures Accountability Form • Financial Responsibility Training Form • Keeping accurate track of all records in a Binder

22. Example of by-Laws

23. The Process An Application must be submitted and approved by the Board of Education before the final deadline of 9/30/2019: • The application requires 2 very important Signatures *PRINCIPAL of SCHOOL *ORGANIZATION’S PRESIDENT • Please Fill in ALL blanks that apply( Must have a President, Treasurer, and Secretary)

24. …The Process… The results of the review, as shown in the Financial Review Report and the Procedures for Insuring Financial Accountability check list, must be attached to the organization’s Application for Sanctioning at the beginning of each school year. Sanctioning

25. The Process

26. …The Process… • Financial review cannot be done by officers. • PowerPoint/Video must be viewed by President, Vice-President/Secretary, and Treasurer with signed training form. • Principal must sign training and sanctioning forms. • Faculty Sponsor must be on sanctioning form. Copy of by-laws/standing rules should be attached.

27. Financial review The review should: • Balance Treasurer’s Report to the bank statement. • Review all expenditures to ensure that there is an invoice to support the transaction. • Review the check register for unusual transactions not approved in the treasurer’s report. • Review deposits and compare to treasurer’s report to ensure all deposits were properly made.

28. Financial review • This review must be completed annually and should be completed by the end of June. • The review MUST be done by a CPA, Accountant, or a Professional Bookkeeper if your annual revenue collections (including carryover) are over $10,000 Or • A review committee composed of not fewer than three (3) members of the organization’s general membership. Organization officers are not allowed to sit on the review committee.

29. The Process -The principal will sign the form verifying that your groups’ officers have seen the video or viewed this PowerPoint presentation then forward the application packet to the sanctioning coordinator at the Shoemaker Center. -The sanctioning coordinator will review the form then submit it to the board for approval. Once approved the forms will be retuned back to the school and your copy can be picked up there.

30. Monetary Policies The proper way to document how your organization receives and spends money.

31. INCOME -Income for your organization can come from a number of sources. • The collection of membership dues or participation fees. • Money donations. • Fundraisers or ticket sales -In all cases, when money is being collected, a deposit or cash verification form should be used. The money should be counted by two individuals not related by blood or marriage and the deposit ticket should be signed by both.

32. INCOME Cont… Safeguards for the collection of money from membership dues, fundraising participation fees, or monetary donations: • Use a pre-numbered duplicate receipt book and GIVE A RECEIPT to everyone giving the organization money. • Balance the daily receipts with your bank deposit. • Write the sequence of receipt numbers on the deposit ticket. • Account for all numbered receipts. • Deposit should be made on the next business day after the money has been received.

33. Transaction Register The proper way to spend the organizations money. ~ALWAYS ISSUE A CHECK AND RECORD THE CHECK IN A TRANSACTION REGISTER~

34. The Process Checks • ALWAYS Use duplicate checks and ALWAYS require two signatures. • Relatives, either by blood or marriage, or persons residing in the same household, CANNOT be on the signature card to sign checks, deposit or cash verification forms. • Always require an invoice or a receipt before making payment. • Write the invoice number on the check stub and write the check number and date paid on the invoice.

35. The Process • Issue checks for janitors, referees, and etc. instead of paying from gate receipts or require that each individual paid from cash receipts sign a log which includes the amount they were paid –then balance payments with the deposit. (Remember: LPS employees must be paid through LPS Payroll) • Cash withdrawals from the bank account are not allowed. • It is also recommended that no debit cards be used. Only for Debit cards are allowed so sanctioned organizations can make on-line purchases. ((Two bank card signatures are required on debit card purchase invoices and on transaction payment line.))

36. The Process The invoice should be signed and dated by the person issuing the check. Require a “Funds/Check Request Form” for individuals wanting your organization to make purchases for them. (ex. Teacher wants $100 for classroom supplies. IF approved, teacher makes purchase, provides receipts, receives check for reimbursement.)

37. Treasurer report example • The President should periodically compare the Treasurer’s Report with the bank statement for accuracy. • The VP/Secretary should include details of the treasurer’s report in the meeting minutes and a copy of the report should be kept with the minutes. • The Treasurer’s report and annual report should be signed by the President and Treasurer.

38. The Process “ Keeping Track of all records in a Binder ” • Agendas • Minutes • Transaction Ledgers • Rewriting By-Laws/Standing Rules that work for you • Putting together a simple yet successful binder to include everything required in order to be sanctioned by the Lawton Public Schools Board. ******Sanctioning Application Deadline****** *******By September 30, 2019******

39. … ON THE LPS WEBSITE… Bottom Left-Hand Side of the Screen -Sanctioning Meeting Agenda -Annual Sanctioning PowerPoint -Sanctioning Policy, PTA and Booster Clubs -Sanctioning Info Packet

40. … ON THE LPS WEBSITE… Bottom Right-Hand Side of the Screen -Use of School Property Policy -Transaction register (All Use Form) -Cash Deposit Verification Form and Example (EXCEL) -Funds Request Form -Treasurer’s Report Form and Example

41. TRAINING/BOOT CAMP CONCLUSION Thank you for volunteering your time and service to the students of Lawton Public Schools. Thank You for Coming!!