Booster Organization Briefing

February 18, 2014

Welcome by Dan Parris, Deputy Superintendent

Presentation of Memorandum of Agreement (MOA) and Guidelines

Demonstration of CHARMS

Questions and Answers

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FCPS appreciates and continues to seek the support of its Marching Band Booster Organizations in helping sustain a world class marching band program. To that

end, FCPS recognizes the hard work and dedication of its booster volunteers.

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The Department of Financial Services and Instructional Services conducted a review of the marching band program financial practices.

FCPS observed:

Activities/consumables were funded by student

fees and booster contributions

Fees were being combined and collected for

required curriculum activities, consumables,

FCPS-sponsored optional activities, and booster

dues

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Fees were collected by Booster Organizations or

the school

Financial practices were not in compliance with the

Code of Virginia and FCPS School Board

Regulations

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Fees cannot be charged for activities that are part of the required curriculum

Fees may be charged for consumable items and

FCPS-sponsored optional activities

Required student fees must be approved by the School Board

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FCPS is required to control and manage student fees (referred to as FCPS funds)

FCPS may engage Booster Organizations to assist in the collection of FCPS funds through an MOA

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The School Board approved $0.5 million annually beginning in FY 2013 to fund the required curriculum for the marching band program

An additional $0.3 million was approved annually beginning in FY 2014 to fund the required curriculum for other music programs

FCPS, with input from the Marching Band Booster Workgroup, developed an MOA and Guidelines to allow Booster Organizations to continue supporting the collection and disbursement of FCPS funds

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The MOA and Guidelines were reviewed by the School Board Legal Counsel and External Legal Counsel

FCPS acquired the CHARMS system to facilitate and monitor FCPS funds collected by Boosters on behalf of FCPS

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Managed by Local School

FOCUS

Managed by Boosters

Booster

Organization

System

Managed by Local School

LSAF

CHARMS

Funds Appropriated by

School Board

Student Fees

Collected

Booster Fundraising

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Donations

Funds Controlled by FCPS

Under the MOA, Booster Organizations:

Prepare an annual budget for approval by the school principal

◦ The annual budget plan should estimate the total FCPS funds to be collected and ensuing disbursement for consumables and activities

Collect and deposit monies in a FCPS bank account

Maintain detailed accounting of funds by student

Procure goods and services in accordance with FCPS procurement guidelines

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Prepare checks for the principal’s signature

Provide FCPS with financial reports

Ensure that student data is protected as prescribed by the MOA

The MOA must be:

Signed by the booster president and principal

Effective for a period to cover the planning and execution of each school year’s marching band program

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Responsible for their school’s marching band program and related instructional and financial activities

Review and approve

◦ Annual budget ◦ Purchases ◦ Monthly financial reports and reconciliations

Sign checks

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Manage the marching band curriculum program and FCPS-sponsored optional activities

Coordinate the development of the marching band annual budget

Maintain student information in CHARMS during the school year

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Prepare and load the annual budget for FCPS funds

Send billing statements for student fees and band activities

Collect and deposit FCPS Funds into a designated FCPS bank account

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Procure goods and services in accordance with FCPS procurement guidelines

Prepare checks

Record activity in CHARMS in a timely and accurate manner

Perform monthly reconciliations and reporting

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Provide oversight, guidance, and training

Load and update student directory information in CHARMS on an annual basis

Administer CHARMS system

Maintain access and signature cards for bank accounts

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Issue PCards to the school for use in the marching band program

Provide help desk support to schools and Boosters

Coordinate FOIA request and internal and external audits

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Issue receipts for all cash transactions

Keep custody of PCard and maintain tracking log

Review purchasing and payment documentation before principal approval

Co-sign checks with the Principal

Review monthly financial statements and reconciliations

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February 28, 2014

◦ Sign MOA

March 2014 – April 2014

◦ Set up bank accounts and signature cards ◦ CHARMS training (evenings/Saturdays)

May 31, 2014

◦ Schools and boosters finalize marching band budgets for FY 2015 season

◦ Establish fee structure for upcoming season ◦ Load budget in CHARMS ◦ Load student information in CHARMS

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June 30, 2014

◦ FCPS notifies parents on procedures for collecting students’ fees

July 31, 2014

◦ Send invoices for fees and summer activities ◦ Issue PCards to schools ◦ Start collecting and disbursing fees

July 31, 2014 – June 30, 2015

◦ Month end reports and reconciliations ◦ Quarterly meetings with Booster Organizations ◦ Ongoing training ◦ Year-end closeout

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