1. GREAT START! WHAT EVERY SCHOOL COUNCIL TREASURER NEEDS TO KNOW Part 1
West Credit Secondary School November 16, 2017

2. PRESENTERS
Pamela Ritchie, School Finance Manager (Acting) Saher Zuberi, Finance Support Officer

3. OVERVIEW OF SCHOOL COUNCILS
School councils play an important role in student success. They encourage partnership between the school and the family. The role of school council is to advise principals, superintendents and school trustees regarding educational topics and issues. Finance related topics include: Extracurricular and Fundraising activities.

4. SOURCES OF FUNDS FOR SCHOOL COUNCILS
November 11, 2009
SOURCES OF FUNDS FOR SCHOOL COUNCILS
MOE GRANTS
FUNDRAISING
PARENT
ENGAGEMENT
($500, no application required)
PARENTS
REACHING
OUT
(application required)
SCHOOL ACTIVITY FUNDS
(held in separate bank account, tracked in Quicken/School Cash)
SCHOOL BUDGET
(held in board bank account, tracked in FIS)
Sunrise Seminar Series

5. PURPOSE OF PARENT ENGAGEMENT, AND PARENTS REACHING OUT GRANTS
The $500 Parent Engagement Grant is intended to provide additional support to the work of school councils in their efforts to further engage parents at school and at home to support student achievement and well-being
The Parent Reaching Out Grant supports school council initiatives focused on engaging parents who may experience challenges in becoming involved in the school due to language barriers, recent immigration, poverty, newness to Ontario's school system, or other factors
Parent Involvement Committees
Parents can get involved in their child's education in many ways, including through school councils and Parent Involvement Committees.
PICs are an important advisory body that operate as a direct link between parents and a board's director of education and its trustees. Where school councils focus on the local school and community, Parent Involvement Committees (PICs) participate at the board level and focus on things that affect more than one school.
PICs and school councils encourage parent involvement in their children's learning in support of student achievement and well-being. Ontario Regulation 612/00 requires all Ontario school boards to establish a Parent Involvement Committee and outlines its composition, function and mandate. Education partners, including parents, were consulted during the development of the regulation.
In the school year, the ministry established a Parent Engagement Office (PEO) to help develop and implement parent engagement initiatives across the province in support of student achievement and well-being. The government currently provides boards with $5,000 annual base funding and 17 cents per student to fund its PIC, as well as an additional $500 per school council to support parent engagement activities.

6. $500 PARENT ENGAGEMENT GRANT
Examples of Acceptable Use of Funds:
Refreshments for parent meetings and events
Childcare for meetings
Multicultural Night
Parent Handbook, Volunteer Handbook
Translated material for parent communication
Advertising and interpreting services
Welcome signage, magnets with school council information
Guest speakers at school council meetings

7. $500 PARENT ENGAGEMENT GRANT
Examples of Unacceptable Uses of Funds:
Classroom learning materials, e.g. textbooks, workbooks, cahiers
General school expenses
Capital projects, school furniture, landscaping expenses, playground equipment
Student focused purchases e.g. agendas/planners, speakers to students
School anniversaries and reunions
Non-parent involvement based initiatives

8. PARENTS REACHING OUT GRANT
Only available by application through the Ministry of Education (MOE)
Grant amounts vary depending on the complexity of the proposed project
Funds must be used for the specific purpose intended
Funds must be spent by June 30 of the following year and a project report must be filed with MOE by August 31
For the school year, the grants across Ontario ranged from as low as $350 to a maximum of $1,000. Majority of the grants given were at the maximum of $1,000.
157 schools in Peel received the grant for a total of $153,700 (rounded) of the schools were given the maximum of $1, Examples of programs that received the grant include: Digital Citizenship, Well being and Mental Health, Fostering Mathematical mindsets, Math and Science night, Family Math Night, Connecting with newcomer parents, Family Fitness Night, Bullying Prevention Sessions, etc.

9. FUNDRAISING - Objectives
To enrich student’s educational experience
To build a broader sense of community
To enhance parent engagement

10. FUNDRAISING - Approvals
All fundraising activities must have the principal’s approval
The principal will ensure that the fundraising activities comply with PDSB policies, missions & values
Principal ensures that adequate resources are available to support the fundraising activity

11. FUNDRAISING - Accountability
Funds collected through the school council must be recorded by the school board and are subject to the board’s regular audit and accountability requirements

12. FUNDRAISING – Guiding Principles
Complementary to Publicly Funded Education
Funds raised cannot be used to replace public funding for education
Purpose of funds collected must be consistent with PDSB mission and values
Activities support student achievement and do not detract from the learning environment

13. FUNDRAISING – Guiding Principles
Voluntary
Participation is strictly voluntary
School community is welcome to participate; these activities should reflect the diversity, values and priorities of the local school community
Privacy must be respected

14. FUNDRAISING – Guiding Principles
Safety
Safety of students is a primary consideration in all fundraising activities
Student fundraising activities require supervision and should be age appropriate
Appropriate safeguards must be in place regarding collection, deposit, recording, and use of public funds

15. FUNDRAISING – Guiding Principles
Accountable & Transparent
Fundraising must have a designated purpose, which is clearly communicated. Proceeds must be used solely for that purpose
Transparent financial reporting practices must be in place
Fundraising activities are developed and organized with advice and assistance from the school community. The principal should approve all fundraising activities
No person, including staff or volunteers, should benefit materially or financially from the activity

16. FUNDRAISING - Proceeds
Examples of Acceptable Uses of Funds:
Field trips
Guest speakers or presentations
Ceremonies, awards or prizes for students
Assistance Fund
Extracurricular activities (e.g. sports, band equipment, and clubs)
Other projects with the approval of the director’s office of the board (e.g. technology, playground equipment and gardens)

17. FUNDRAISING - Proceeds
Examples of Unacceptable Use of Funds:
Classroom learning materials (e.g. textbooks, workbooks and cahiers)
Professional development for school staff
Facility renewal, maintenance, or upgrades funded through Provincial grants such as structural repairs, sanitation, emergency repairs, replacing flooring
Administrative expenses not associated with a fundraising activity
Considered unacceptable use as the funds for these activities are expected to come from the Ministry of Education. The Ministry of education notes:
The various grants in the education funding formula fall into three broad categories:
1. Basic or “foundation” funding that every board receives for general costs, such as staff salaries, textbooks, classroom computers and other supplies.
2. Funds to help boards meet the unique needs of their students. English-as-a-Second-Language (ESL) programs, special education classes and funding for remote or rural schools are just a few examples.
3. Funds that are used to build new schools, and to repair and maintain existing schools.
This funding is then used by the school board to develop its budget for the school year.

18. FUNDRAISING – Raffles & Games of Chance
Requirements:
Principal’s approval
License from the AGCO through the Municipality
A separate bank account for proceeds and expenses
Specific reporting submitted within 30 days of completion
Speaker: Proceeds and how they will be used, list of prizes and values, financial statements including operating budgets

19. USEFUL INFORMATION/LINKS
PDSB School Council Resources
School Councils, A Guide for Members 2001 (SCG section 13) ide.html
Ministry of Education, Fees and Fundraising Guidelines
Parents Reaching Out Grant

20. QUESTIONS? Resources: School Principal
Central Board Office (905)
Pamela Ritchie, Acting School Finance Manager (ext. 2683)

21. THANK YOU!