1336 - DUTIES OF THE EXTRA CLASSROOM ACTIVITY FUND CENTRAL TREASURER AND FACULTY ADVISOR
1000 - By Laws
1336 DUTIES OF THE EXTRA CLASSROOM ACTIVITY FUND CENTRAL TREASURER AND FACULTY ADVISOR
Last Updated Date: 11/12/2010
Adoption Date: 6/12/2007
Revisions History: 11/9/2010
The Central Treasurer is appointed by the Board of Education and is responsible for the record keeping and supervision of the extra classroom activities fund.
It shall be the duty of the Central Treasurer to have custody of all funds. All disbursements of funds shall be by means of pre-numbered check forms, signed by the Central Treasurer upon receipt of a disbursement order signed by the activity treasurer and faculty adviser. The Central Treasurer shall have no part in the approval of payments but shall disburse funds only on the presentation of a properly signed pay order providing that there are sufficient funds available in the account. The completed check will be sent to the vendor after posting.
The Central Treasurer shall sign a receipt for all funds placed in his/her custody and shall deposit these funds promptly in a bank designated by the Board of Education.
Each month, the Central Treasurer shall receive and verify bank statements and prepare at least quarterly reports for presentation to the Chief Faculty Counselor and District Treasurer. The reports should show beginning balances, receipts for the month, disbursements for the month and ending balance of each organization.
At designated times either quarterly, semi-annually or annually as designated, the Central Treasurer will complete and remit the proper sales tax collected to the NYS Sales Tax Department.
The Central Treasurer may be required to submit records and reports to the Board as requested.
In addition, the Central Treasurer will assume other duties customary to the position.
Chief Faculty Counselor (Building Principal or Assistant Principal)
It shall be the duty of this officer to coordinate the financial planning of all projects of the various pupil organizations in his/her building; to consult with the faculty advisers; to appoint a faculty adviser for each activity in his/her building on a year-to-year basis; and to submit to the Board of Education for approval all new activity organizations initiated by the students. He/she shall investigate all problems and disputes concerning the student organizations under his/her jurisdiction and shall effect action that will enable these problems and disputes to be resolved.
In addition, the chief faculty counselor will countersign all checks as written by the Central Treasurer.
The Chief Faculty Counselor may be required to report to the Board of Education as requested.
Faculty Advisor (Teacher/Club Advisor)
The Faculty Advisor is appointed by the Board of Education and is responsible to guide and advise the pupil officers in planning extra classroom activities as well as financial budgets.
The advisers shall assist the activity treasurer in the preparation of statements of income. The adviser shall guide the student treasurer in posting/his/her account ledger and shall check the balancing of the activity treasurer’s accounts and supporting evidence. The faculty adviser shall supervise expenditures by insuring that funds are available before approving each proposed purchase and by signing all pay orders to be given to the Central Treasurer for disbursement of funds. The Faculty Adviser is responsible for the completion of profit and loss statements for each fund raiser. These profit and loss statements will be submitted to the Chief Faculty Counselor for review. The Faculty Adviser is responsible for determining which of the activities of his/her organization are subject to sales tax and for taking steps to see that all information is accurately recorded and sent to the Central Treasurer. The Faculty Adviser shall work toward the goal of ensuring the largest educational return from the activities participated in by the pupils.