The Halton District School Board recognizes that School Councils raise funds to supplement student programs and for specific student activities. Financial reports on these funds must be in accordance with Public Sector Accounting Board standards and consolidated in the Board’s annual financial statements.
The Board is required to ensure that School Council funds are properly administered and transactions are accurately recorded.
These obligations are met by:
- Administrative guidelines for the collection, recording and control of student funds,
- Annual financial reporting requirements for each fund, and
- Financial review of funds by central Board staff.
HDSB Administrative Policies and Procedures
School councils shall adhere to the following:
Types of Funds
School Council Funds
Refers to funds raised by members of the School Council to benefit students in the school. Revenue and expenses are from many different sources including fundraising and donations. Responsibility for administration of these funds rests with the Principal. Signing authority is one of the Principal or Vice Principal along with one of the Chair, Co-Chair or Treasurer of the School Council. Unused funds roll forward from one year to the next. These funds are governed by the Education Act, Board Policies and Procedures, and donor requests. A monthly activity report and bank reconciliation must be submitted to the Principal for review. An annual report and bank reconciliation must be submitted to Business Services for the year ending July 31. Periodically these reports are reviewed by Business Services or internal audit and annually by the Board’s external auditors. These funds are consolidated with the Board’s audited financial statements.
Home and School Funds
Refers to funds belonging to a Home and School Association. Revenue and expenses are from membership fees, fundraising, donations, parent education resources, leadership workshops & training, liability insurance and conferences. Signing authority is determined by the Constitution and Bylaws of the Association in keeping with guidelines set by the Ontario Federation of Home and School Associations Inc., and will include any 2 of the President, Vice-President, Secretary or Treasurer. Only members may hold signing authority. Unused funds roll forward from one year to the next. These funds are governed by the O.F.H.S.A. and donor requests in accordance with the bylaws of the Federation, the Corporations Act of Ontario and Canada Revenue Agency (CRA). Annual financial statements for the year ending August 31st are sent to the Home and School Council. Financial statements are verified, not audited. These funds are not included in the Board’s financial statements.
The Treasurer is required to have a criminal background check with vulnerable sector screening, from the Halton Regional Police Service prior to taking on any duties as the Treasurer. Once the criminal background check is on file at the school, an Annual Offence Declaration must be completed for subsequent years.
It is recommended that the qualifications are reviewed thoroughly and references checked prior to accepting new candidates for the Treasurer’s position. Once a new Treasurer begins handling the financial activities, the Principal and School Council Executive should closely monitor his/her performance to ensure the records are being maintained and that all policies and procedures are being followed (including the requirement to produce monthly reports and bank reconciliations).
The term for the Treasurer is limited to a maximum of three consecutive years. An individual may only be the Treasurer of one school at a time.
School Council’s Budget
It is recommended that the School Council prepare an annual budget. The Treasurer should ensure an expenditure is within budget limits prior to producing a cheque. Surplus funds not specifically earmarked should be applied to other school priorities as identified in the school’s improvement plan.
There is no expectation or requirement for School Councils to host a staff appreciation event. Should a council choose to hold a staff appreciation event, councils are encouraged to make these events a potluck whenever possible. We recognize that many parents are busy or unable to contribute to a potluck and may wish to provide a monetary donation instead. The following guidelines apply:
- Staff Appreciation must not include the purchase of any gift.
- As per the Travel and Expense administrative procedure gifts for staff are not acceptable at any time (including retirements, life events, staff appreciation).
- The Senior Secretary or Treasurer should create a Staff Appreciation subcategory under the School Council Non-Student category in Quicken.
- The Staff Appreciation subcategory cannot be in a deficit; funds from other categories cannot be transferred to the Staff Appreciation category.
- School Council must communicate that the funds raised will be used for Staff Appreciation. Funds raised in another manner may not be used for Staff Appreciation.
- The communication should include that cash, cheque or online payments are acceptable methods of payment (it should be available on Cashless Schools).
There are 2 options for operating a bank account:
A bank account is established in the School Council’s name. Record keeping is done by the School Council Treasurer. Signing authorities are:
- the Principal or Vice-Principal, and
- one of the Chair, Vice-Chair or Treasurer.
The School Council funds are part of School-Generated Funds, however, separate categories in Quicken are used to keep track of the funds. Record keeping is done by the Senior Secretary (elementary) or Manager of School Administrative Operations (secondary) and monthly reports are provided to the School Council for presentation at School Council Meetings. Signing authorities are any two of the Principal, Vice-Principal, Manager of School Administrative Operations (secondary) or Senior Secretary (elementary). School Council funds are included as part of School-Generated funds on annual report prepared by Senior Secretary or Manager of School Administrative Operations.
The Treasurer is responsible for completing the banking reconciliations and perhaps completing the necessary banking document when signing authorities change.
The bank account must provide monthly statements and must include cancelled cheques or electronic images of cancelled cheques.
School Councils must never borrow or loan funds.
Funds not needed immediately to finance expenditures may be invested in order to maximize interest income. The investments must be in accordance with O. Reg 471/97 of the Education Act.
If in doubt as to whether or not an investment can be used, please contact the Manager of Accounting.
Deposited cheques returned by the bank due to non-sufficient funds (NSF) or due to a bank account being closed should be recorded in Quicken. The Treasurer should send a letter and a copy of the cheque to the individual who wrote the cheque. The letter should ask for a replacement cheque within a certain number of days plus reimbursement for any banking charges incurred by the School Council.
If NSF cheques from a particular individual are a recurring problem, future payments from that individual should be accepted only if the cheque is certified or payment is made by cash or money order.
If an individual does not replace a NSF cheque, the delivery of goods or services to be provided to the individual should be cancelled. If the individual has received the goods or services, repeated letters asking for the funds, discuss with school Principal.
Theft of funds is covered by the Board’s insurance policy as long as the funds are in the school in a locked safe. Parents and Staff may not take School Council funds home as these funds would not covered by the Board’s insurance policy. Insurance claims are subject to a $500 deductible.
If an insurance claim is to be made, the police must be notified of the loss. The School Council will need to provide backup documentation to support the amount taken; therefore, the School Council’s records should be kept separate from the funds collected. To file a claim, please contact the Manager of Purchasing.
HDSB Board Forms
The following forms should be accessed from the Board’s internal website by the school principal or designate:
- School Activities Receipts Form
- School Activities Receipts Form Summary
- Request for Funds Form
- Request for School Council Funds Form
- Backup Required for SGF & SCF Deposits
- Sample Monthly Reporting Package
- Board Standard Category Structure for SGF & SCF
- Surplus Plan Form
Contacts for Further Information
Purchasing Procedures, Insurance:
Brenda Blain, Manager of Purchasing & Administration, (905) 335-3665, extension 3226, firstname.lastname@example.org
All other Financial Policies and Procedures
Kathryn Samarin, Supervisor of Accounting, (905) 335-3665, extension 3305, email@example.com
Jennifer Hall, School Financial Services Advisor, (905) 335-3665, extension 3308, firstname.lastname@example.org