The Mariposa County High School Associated Student Body organization provides opportunities for students to make contributions to the school and learn basic principles of business. Under the supervision of certificated staff members, students participate in the process of raising funds and approving the spending of funds for student activities. The intent is for money raised by students during a given school year to be spent on behalf of those students. Associated Student Body activities promote the general welfare, morale, and educational experience of students.
Each ASB club, class, and sport is a group of students working together to raise and spend money, and is formed with approval of the student council and the principal. Each group has a purpose, elects officers, develops a budget, and holds regular meetings with recorded minutes. The Account Management Procedures for Class Advisors, Club Advisors, and Coaches has been prepared for your reference. Examples and samples are provided for your reference, and links to necessary documents can be found in the handbook. Links to each document are also provided below.
Each ASB club, class, and sport is a group of students working together to raise and spend money, and is formed with approval of the student council and the principal. Each group has a purpose, elects officers, develops a budget, and holds regular meetings with recorded minutes. The Account Management Procedures for Class Advisors, Club Advisors, and Coaches has been prepared for your reference. Examples and samples are provided for your reference, and links to necessary documents can be found in the handbook. Links to each document are also provided below.
Documents For Class, Club, and Team Advisors
ASB organizations and the management of ASB funds present students with opportunities not only to raise and spend money, but also to learn the principles of operating a small business and acquire leadership skills while making a contribution to their school and fellow students and improving their own educational experience. As students and staff work together to plan projects and activities, students also learn project planning.
It takes work and management by many individuals to ensure that an ASB is operated correctly. The following documents will help in the proper management of class, club, and team activities and events.
It takes work and management by many individuals to ensure that an ASB is operated correctly. The following documents will help in the proper management of class, club, and team activities and events.
Meeting MinutesALL clubs, classes, and other organizations must hold regular meetings. Meetings are used to discuss old and new business, as well as discuss planned fundraisers and purchases prior to completing the necessary paperwork and documentation. Budgets, Fundraising Requests, and Requests for Purchase Orders should be covered in a meeting and reflected in the meeting minutes.
Club Meetings are also used to draft a budget of all planned receipts and expenses for the year, as well as draft and approve revised budgets if receipts and/or expenses are planned that are not listed on the original budget that was submitted on record for approval. A copy of signed meeting minutes must be submitted with the initial budget plan for the year, and must be submitted with any revised budget throughout the year. Meeting minutes must be signed by the secretary and advisor, and a copy should be kept on record with the class / club / organization before submitting with budgets or other proposals. Depending on the nature and purpose of the meeting, not all sections included in the meeting minutes included here need to be included, addressed, or discussed. |
BudgetEach group prepares an annual budget, establishing and approving fundraisers and goals for the year.
A budget form records the beginning account balance, planned receipts, planned expenses, and the anticipated ending account balance. The budget form is always submitted along with meeting minutes. If the group’s plans change during the year, the group submits a revised budget form along with meeting minutes. |
Click below to access via Google Docs, or to download
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Click below to access via Google Sheets, or to download
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Fundraising |
Purchasing |
All fundraising activities must be pre-approved. Before beginning any fundraising activity, complete a fundraiser form and turn it in to the ASB Bookkeeper. This procedure applies to activities that will generate income or any donation – anticipated or unexpected, as well as activities that involve the collection of payments from students, such as dues or ticket sales. Fundraisers are approved or disapproved by the principal and ASB Council. A copy of the fundraiser form will be returned to the advisor after approval.
If a fundraiser is planned that is not listed on the Account Budget form, a revised budget form along with meeting minutes needs to be submitted. Fundraiser deposits are to be turned in the day following a fundraising activity. The sales record may be a tally sheet, receipt book, sales list, ticket log, or other approved method. If the fundraiser lasts longer than one week, weekly deposits are required. An adult must be present any time students are handling cash at a fundraiser. Ongoing fundraising activities, as well as activities that involve the sale of carbonated beverages and activities that involve the sale of prepared hot foods and hot beverages at football games, are subject to sales tax. Beginning and ending inventory counts for each taxable item must be submitted. Before the start of the fundraiser take a count of all items in the inventory, and then take a final count at the end of the sales period. Submit a total number of each item sold. |
EVERY expense, including a reimbursement, requires a purchase order number. If you do not get a purchase order number prior to placing an order, you could be held responsible for personally paying the bill. Even if you will be making the purchase using a personal check, credit, or debit card, a purchase order number must first be issued.
To request a Purchase Order number, you must fill out a requisition form. The requisition must be signed by you and a student on your club/team roster. You turn the form in to the ASB bookkeeper for approval, which will then be turned over to the Principal for final approval. The principal will then sign the requisition to complete the requirements of Education Code 48933 (b). If there is enough money in your account, a purchase order number will be issued to you. You may then place the order. |
Click below to access via Google Docs, or to download
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Click below to access via Google Docs, or to download
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Questions?
If you have any questions, or need more information, please use the form below.
Brian A. Moczygemba
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