SAC Board Meeting Minutes January 12, 2005

In attendance: Mary Honey, Susan Copeland, Melissa Pearce, Amy Mulroy, Kim Johnson

Holiday Fair – Event Chair Kea Haynes
Though not the great financial success hoped, this was a fun opportunity for the children. If the Holiday Fair is to be held again in the future, a requirement was made that there must be more volunteers for the event.

Book Fair – Event Tammy Vanderhook
We have the option of making money from the book fair or receiving a credit for books. It was decided to take the money and buy books.

Current Purchases
New computers have been ordered for the 5 classrooms that still need them to use the Smart Boards. The price of the new computers was $5,092.15. A sound system for the Playroom has been ordered at a cost of $3,000. New books for the school library were ordered, also at a cost of $3,000.

Current SAC Account Balance
Based on current account reconciliation, with deposits and payments still pending, there is a balance of $24,000.

Future Fundraisers
Procedures for handling money raised at SAC events were discussed in detail. The SAC board and SAC membership work hard to raise funds to be used on behalf of the school, and it was agreed that specific protocols should be followed to ensure proper handling of the funds. The group agreed that reconciliation statements should be made for events or projects as well as for each bank statement. Copies of the financial records should always be in the SAC file, and the file should include all activity that involves the SAC account. A new protocol for handling money generated by fundraisers was recommended.

The protocol includes these steps:
• All cash, checks, credit card slips and cash register receipts must be turned into the office in a locked bag along with the key to the bag at the end of each on campus event.
• Key lock bags should be used to secure all funds with Dr. Copeland having one key and the bag holder having the other key.
• All income should be counted with two persons present: either a SAC board member, teacher or staff from the front office. Cash register tallies, credit card receipts and checks must be reconciled and kept together with the cash.
• If there is no time to count the money at the time it is turned in, the fundraising money should remain locked up on school premises.
A protocol for off campus fundraisers was also discussed. In the case of an event such as Skate Night, one SAC board member and one Campus School staff member would be responsible for the moneybag and hold keys to the bag.

Job Descriptions
It was agreed that job descriptions should be drawn up for each position to better recruit future SAC board members. Some positions, such as Treasurer, might require more than one person due to the amount of work involved. More discussion regarding the Treasurer position is recommended.

The meeting was adjourned at 2:45.

The next SAC board meeting is scheduled for Wednesday, February 9 at 1:30 p.m.