Lawton Public Schools Annual Sanctioning PTA PTO BOOSTER

Lawton Public Schools Annual Sanctioning PTA, PTO, & BOOSTER CLUB ORGANIZATIONS *Lance Gibbs, Chief Financial Officer, Treasurer* *Carla Dewberry, Finance-Business Office Coordinator* Ext. 2063 *Tracy Hargrove, Finance-Fixed Assets /Admin. Asst. * Ext. 2072 Finance Department Contact Phone #: (580) 357 -6900 ******Sanctioning Application Deadline*******By September 30, 2020****** **Due to COVID 19 circumstances, we ask that all packets/financials be submitted by appointment prior to September 30, 2020 so that we can make sure to be placed on the Board Agenda for approval to be sanctioned.

STEPS TO LOCATE ALL INFORMATION REGARDING SANCTIONING FOR LPS BOOSTER CLUBS AND PTA ORGANIZATIONS: This training Power. Point, along with other sanctioning information and documents, are available at https: //www. lawtonps. org. **Choose Departments and scroll down to FINANCE and BUSINESS** (click on Finance and Business) Located at the bottom of the page, all sanctioning Information is located here: Policy, Forms needed, examples of forms, and the Annual Power. Point presentation v Annual Sanctioning Power. Point - Fiscal Year 2021 v Sanctioning Policy - PTA, PTO, and Booster Clubs Fiscal Year 2021 v Sanctioning Packet - Fiscal Year 2021 (Excludes the Application which is located in the Finance Office. If another one is needed after the initial packet pick-up, held on July 20, 2020, packets are available upon request by Appointment only due to Social Distancing) v Transaction Register, Cash Registration, Funds Request, Treasurer Report Forms - Fiscal Year 2021 (NOTE – EVERY Transaction requires 2 Authorized Signatures on a completed Funds Request Form)

Sanctioning Fiscal Year 20 - 21 2020 -2021 – Sanctioning for the new FY We hope all of you are staying safe and healthy during this time. Thank you for your patience as we begin the new Sanctioning Season of FY 21. This year, we will have the Sanctioning Power. Point and Podcast/Video placed on the LPS website for the Principal(of the hosting school), President, Vice-President, Treasurer, and Secretary to view. Everyone else is welcome to get familiar with LPS Sanctioning Policy and Procedures on how to run a successful association/organization by reviewing this Power. Point. Should there be any questions or concerns, please contact: Shoemaker Center Finance Office – Phone (580) 357 -6900 Tracy Hargrove ext. 2063 Carla Dewberry ext. 2063 tracy. hargrove@lawtonps. org carla. dewberry@lawtonps. org

What? WHY? Common questions about 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.

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 IX and IRS regulations.

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.

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

Points of Contact for Sanctioning Points of Contact (POC) Tracy Hargrove tracy. hargrove@lawtonps. org Carla Dewberry carla. dewberry@lawtonps. org **Reminders will be sent to Principals, Secretaries, and Officers when certain information is required or needed to fulfill the application packet**

OUTLINE OF TRAINING I. Policy Requirement II. Policy (CFBB) III. Guidelines for Financial Responsibility IV. How to have an A+ Report V. Use of School Property Policy and Form VI. Financial Responsibility Training VII. Financial Accountability Report (2 pgs) VIII. Changes in Executive Board (If Applicable)

Sanctioning POLICY Requirement

Sanctioning POLICY (CFBB)

Sanctioning GUIDELINES FOR FINANCIAL RESPONSIBILITY

Sanctioning How to Have an A+ REPORT

Sanctioning Use of School Property Policy

Sanctioning Use of School Property Policy cont…

Sanctioning USe of School Property Form

…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.

…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.

OUTLINE OF TRAINING I. III. IV. V. VI. Review of Financials Example of By-Laws/Standing Rules Application Form Financial Responsibility Training Form Financial Accountability Report Form Transaction Ledger/Treasure Report

Sanctioning Review of Financials ØFinancial review cannot be done by Officers. ØPower. Point/Video must be viewed by President, Vice-President/Secretary, and Treasurer with signed training form. ØPrincipal must sign training and sanctioning forms. ØFaculty Sponsor must be on the Application form. Copy of by-laws/standing rules should be attached.

Review of Financials Cont… ØThis review must be completed annually and should be completed by the end of June unless circumstances change. ØThe review MUST be done by a CPA, Accountant, or a Professional Bookkeeper if your annual revenue collections (including carryover) are over $10, 000 Or ØA review committee composed of not fewer than three (3) members of the organization’s general membership. NOTE: Organization officers are not allowed to sit on the review committee.

Review of Financials Cont… The results of the financial review must be attached to the organization’s Application for Sanctioning at the beginning of each school year. The following are what is required for review: Ø By-Laws/Standing Rules Ø Banks Statements (Including June 30 th) Ø Transaction Ledger/Treasurer’s Report Ø Signed Funds Request Forms (2 signatures On All transactions) Ø Receipts Ø Other pertinent financial documents

Sanctioning Example of by-Laws This is a “Must have “ to Complete the Sanctioning Packet

Sanctioning application Form Due to unforeseen circumstances (COVID-19), we are distributing and accepting applications after 7/20/2020 by appointment only as the Shoemaker building is closed to the Public at this time. § § 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)

Sanctioning Financial responsibility training § The principal will sign the form verifying that your groups’ officers have seen the video or viewed this Power. Point presentation then forward the application packet to the sanctioning coordinator(s) at the Shoemaker Center. § The sanctioning coordinator(s) 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.

Sanctioning Financial Accountability Report

Sanctioning Transaction Ledger/Register & Treasurer Report The proper way to document how your organization receives and spends money.

Sanctioning Changes in executive Board Form Once club/group/organization is approved for sanctioning and there has been a change in Executive board members, please submit this completed form to the Finance Office at Shoemaker Center. (Call for appointment during social distancing)

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

Sanctioning Fund request form The Fund Request Form 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. (Example only: Teacher wants $100 for classroom supplies. IF Approved, teacher makes purchase, provides receipts, receives check for reimbursement. ) <<<REMINDER from Slide #6>>> “Do not pay any LPS employees directly. ”

Sanctioning 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.

Sanctioning Cash Verification Form Example -Income for your organization can come from a number of sources. 1. The collection of membership dues or participation fees. 2. Money donations. 3. 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.

…Just a Reminder… Safeguards for the collection of money from membership dues, fundraising participation fees, or monetary donations: 1. Use a pre-numbered duplicate receipt book and GIVE A RECEIPT to everyone giving the organization money. 2. Balance the daily receipts with your bank deposit. 3. Write the sequence of receipt numbers on the deposit ticket. 4. Account for all numbered receipts. 5. Deposit should be made on the next business day after the money has been received (exception: weekend or holiday).

~F. Y. I. ~ Checks 1. 2. 3. 4. 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.

~F. Y. I. ~ Cont… 5. 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) 6. Cash withdrawals from the bank account are not allowed without proper authorization and approval (example: fundraiser change) 7. 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. ))

~F. Y. I. ~ Cont… “ Keeping Track of all records in a Binder ” I. III. IV. V. Agendas Minutes Transaction Ledgers/Registers 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, 2020****** **Due to COVID 19 circumstances, we ask that all packets/financials be submitted by appointment prior to September 30, 2020 so that we can make sure to be placed on the Board Agenda for approval to be sanctioned.

Training conclusion Thank you for volunteering your time and service to the students of Lawton Public Schools. Stay Safe and Healthy!!