1. Issaquah High School Clubs President Training

2. Key people/things to know
ASB Bookkeeper- Margaret Pfeifle (Purchasing/Fundraising)
Athletic and Activities Secretary- Laura Couty (Facility Requests and Transportation)
Assistant Principals’ Secretary- Lori Benedict (Field Trips)
Activity Coordinator- Kelly Henry
Student Activity Coordinator- Emily Palm
Activities Website
Forms, templates, clubs lists, handbook, resources etc.
Please review for accuracy

3. Interest Groups vs. Clubs “Who’s who”
An advisor
Must be approved by ASB Executive Board and Activities Coordinator
Must have one designated student representative in charge
Minimum of 5 students participating regularly
Everyone in the interest group must be a current student at IHS
Must be approved by ASB Executive Board, Activities Coordinator, and Student Senate
Must have a governing board and elections each year (President, VP, Treasurer required)
Minimum of 10 students participating regularly
Everyone in the club must be a current student at IHS
Governing board of club must have purchased ASB membership

4. Interest Groups vs. Clubs “What’s what”
Must take regular attendance and submit attendance records to Activities Coordinator at the end of the school year. No meeting minutes required
No fundraising, purchases, or any financials
Meet a minimum of once a month
Attendance and financial meeting minutes MUST be uploaded to google folder within 72 hours of a meeting
Can makes purchases, fundraise, or receive donations
Have a minimum of bi-weekly meetings
A current constitution must be approved and on file with ASB and the Activities Coordinator by October 4th or within 1 month of Senate approval

5. President Responsibilities
Make sure you have a constitution in the club folder
Make sure minutes are getting uploaded
Make sure attendance is getting uploaded
Make sure all paperwork is getting completed and submitted on time
Follow all IHS/ISD rules and guidelines

6. General Club Information
ASB Membership
All clubs members should have purchased an ASB Card
Club Membership
Must be current Issaquah High School Students in grades 9-12

7. Scholarships
Angel Scholarships through IHPTSA are available to clubs for eligible expenses
See Margaret Pfeifle for questions
Or visit their website and click on PTSA Programs and select Angel Program or Grants
A link to the PTSA website in on the ASB website homepage
Or go to issaquahhighptsa.org
Boosters’ is also available to help support and fund clubs
Visit the Booster’s website and click on “Grant Requests”
A link to the Booster’s website is on the ASB website homepage
Or go to ihsboosters.org

8. Club Folders
Clubs Folders should have been shared with you and are on Google Drive
Do NOT delete past years’ records, instead archive them
MUST upload Constitution, Meeting Attendance, and Financial Minutes regularly
Meeting minutes form template is available on Activities website

9. Recording Keeping and Google Drive
Clubs Folders should have been shared with you on Google Drive
Do NOT delete past years’ records, instead archive them
Each club must submit the following to Google Drive
Club Constitution
Attendance
Taken at every meeting and uploaded to Google Drive Folder
Financial Minutes (Minutes template on website)
MUST be recorded at any meeting where a financial decision is made
PO and fundraising request forms require the date of meeting minutes of approval
A club must have officer elections at least once a year
Minimum of a President, Vice President, and Treasurer

10. Meeting Minutes Template

11. ASB Finance
Review “Golden Rules of Finance for ASB Advisors” on page 8 of IHS Clubs Handbook

12. ASB Funding, Finance, Law, Rules and Regulations
ASB funds
Public money, generated by the students or in the name of students, may be used only for Cultural, Athletic, Recreational, or Social, purposes, which are optional, and non-credit.
Money raised during the school day, and/or on school property, and/or using school personnel, and/or school materials is public money.
ASB funds are restricted and cannot be used for curricular purposes.
Public money cannot be given away for private use.
Students and staff must collaborate on the generation and use of public money.
Taxpayers want to ensure public funds are used legally & appropriately.
ASB moneys must follow regulations and/or guidelines developed by the State Auditor and OSPI.
Money raised during the school day, and/or on school property, and/or using school personnel, and/or school materials is public money and must be deposited within 24 hours!

13. ASB Funds-Purchase of Equipment and Supplies
Advisors can only purchase items approved by ASB and for the amount that was approved at the budget meeting.
Obtain quote from vendor for items.
Submit district purchase order requisition with quote to ASB Bookkeeper, including sales tax and shipping.
Ship items to the district May Valley warehouse.
Once inventory is received, count inventory received against the quantity billed from vendor.
Submit invoice or packing slip to ASB Bookkeeper.
Advisors must place items in a designated secure location.
NEVER:
Order directly from vendor without approved purchase order and ASB approval.
Accept donations from parent groups without District approval.
Pick up items prior to having approved purchase order or purchase with personal funds.
Sign or verbally agree to contract such as Photographers/Videographers, outside contractors, consultants.. (Authorization to enter into any contract or professional services agreement may only come from the Superintendent or District designee, a PO entered, and agreement)
Expect Parents, volunteers and students to be reimbursed. On the rare occasion a parent or volunteer will need to be reimbursed, written permission must be granted ahead of time by Controller. If advance permission is not granted, then the parent or volunteer will have made a nice donation to your school.
Items purchased with ASB funds become property of IHS

14. Purchase Order Form

15. Fundraisers Important Fundraiser Procedures:
All fundraising activities must be requested and approved through the ASB Student Council and Building Administration PRIOR to beginning a fundraiser on a Fundraiser Reconciliation Form.
Must be optional, noncredit, and an extracurricular event that is Cultural, Athletic, Recreational, or Social.
If preapproved to collect money, the money must be turned into the ASB Bookkeeper each day immediately for deposit along with a collection log or ticket sales report.
Submit any purchase orders (PO) prior to ordering items such as parental permission letters, copies of invoices to the Bookkeeper. The PO shall include a note that a fundraiser form has been approved.
Do not sign contracts with vendors. All contracts must be signed by a Principal and the School District Business Office.

16. Common Fundraising Issues and Online Fundraising
Most common ASB Fundraising Issues:
Meeting minutes showing student approval were not completed.
Purchase orders were not approved before the fundraiser.
Fundraiser Reconciliations are not completed or supported.
Inventory and Cash Receipting did not agree.
Revenue Projections were not made.
ONLINE FUNDRAISING
Including but not limited to Snap-Raise, Go Fund me, Kickstarter, Donors Choose, Indigogo, Bandcamp, and etc. where donations are made through third-party vendors for the district are PROHIBITED. All online fundraisers and sales are prohibited unless pre-approved through the Finance department with a contract.
Click on Pay Fines and Fees
 There is an option to collect fundraiser
donations online through our district website!

17. Fundraiser Form

18. Materials Reimbursements
Only ISD employees can be reimbursed for items purchased for clubs
Single purchases cannot exceed $350
Original itemized receipts must be submitted with Materials Reimbursement Form
Sign the itemized receipt
Receipts can only have items to be reimbursed on them, personal items will void reimbursement
Purchases must comply with ISD policies

19. Cash Boxes
Be sure to submit a cash box request at least 3 days ahead of date needed
Turn in ALL money to ASB Bookkeeper for deposit IMMEDIATELY following the event
All money collected must be dropped in cash drop within 24 hours
Cannot use Go Fund Me, Snap Raise, or similar fundraising sites
Money CANNOT be taken home

20. Use this form for example when selling Brown Bear Car Wash tickets, Jamba Juice, etc.

21. Requesting Funds and Donations
ASB Booster Club PTSA
ISF STEM Funding- Kelly Henry
Links on websites for fund requests
Donations/Sponsorships
All donations (monetary or material become property of Issaquah High School)
Donations must be put through a review process. See Ms. Pfeifle with questions
Donations valued at $5000 or more must be approved by school board.
Monetary
Must be donated to the club’s account through the bookkeeper
Sponsorships and Advertising
Sponsorships less than $500 remain at school level, sponsorships greater than $500 go through the district’s Business Office to determine distribution
Any advertisement/sponsorship agreement must be recorded through ISD Form 4321 F
All sponsorship products, service, and ads must be consistent with district, state, and federal guidelines
Display ads on students/staff is prohibited and ads must be temporary in nature

22. Booster Club/PTSA
Booster Clubs and PTSAs are separate entities that operate to support and supplement school programs, activities, students and staff.
You can request funds from them. Usually though you must have already been denied funds from another source (ASB) first.

23. Reserving School Facilities
Laura Couty to see if space is available at least 2 weeks before event. Be flexible with dates
Complete Activity Request Form and turn into Laura Couty
If a large crowd is expected or perishable food items are served, a custodian is required and will be paid from your organization’s ASB account
Return everything to original state when event is finished

24. Field Trips Highlights
Application submitted to Lori Benedict at least 14 days prior to field trip
Field trip may be denied if submitted less than 14 days before trip
1:10 Teacher to Student Ratio
Minimum of 2 chaperones to start, then 1:10
Parent/Guardian Permission forms secured from all participants at least 3 days prior to field trip
You take originals on trip
Submit copies to Lori Benedict prior to leaving for field trip
Requests for Student Transportation
Laura Couty 3 weeks before field trip to set up transportation

25. Overnight Field Trip Highlights
Pre-Approval Application submitted to Lori Benedict at least 45 days prior for School Board approval
Include proposed itinerary, fundraising plans, and supervision details
Parent/Guardian Permission form returned at least 5 days prior to departure
You keep original and take with you, copy submitted to Lori Benedict
Transportation
No student drivers
Contact Laura Couty to set up bus arrangements at least 30 days prior
1 informational meeting for students, parents, and chaperones prior to event

26. Publicity iVision- email issyivision@outlook.com
Subject line: Dates you want announcement read….what the subject of your announcement is
Ex: 10/14/ /15/18…Auditions for Musical
Posters
Supplies available in closet outside ASB Room
NO glitter
Clean up and push posters to side afterwards
Students must be supervised
Do not use tape on painted wall surfaces, wood surfaces or windows
Only use blue painter’s tape and put tape behind paper not on edges
Don’t place near fire censors (the main ones are in the commons)
Activity Coordinator Approval is needed (stamp)
Posters will be removed after 2 weeks

27. Major Changes for 19 - 20 and Reminders
ALL forms from district
Fillable and on Activities Webpage
Reactivation forms for clubs and interest groups must be completed
Boosters are now managing concessions at all extracurricular events
Your club can sign up to work these events as a fundraiser
Your club can also request Boosters come and sell concessions at an event of yours
Club cords

28. Major Changes for 19 - 20 and Reminders
Student clubs information session September 25th during NEST time in the Theater/Black Box
Student club training taking place during NEST on October 2nd and November 19th
Clubs fair will be October 23rd during Nest in the Commons
1st Senate Meeting November 13th (club presidents must attend) also when new clubs will be approved
Senate Meeting dates in the Club Handbook found on the ASB website (and on Nest Calendar)

29. YEARBOOK
Club presidents are responsible for ing Ms. Jarvinen with a club picture by December 15th. Include in the a list of students names by row (so they can identify students in the yearbook)

30. Ethics Laws and Regulations
RCW
– direct or indirect interest in contracts
RCW
– using your position for personal gain
WAC
– unprofessional conduct
District Regulation #5251:
Conflict of Interest
DEFINITION: A conflict of interest is any situation in which a District employee, either for himself/ herself or some other person(s), attempts to promote a private or personal interest which results or appears to result in the following:
1. an interference with the objective exercise of his/her District duties; or
2. a gain or an advantage by virtue of his/her position in the District.
Examples:
Advisor or family member owns a T-shirt company.
Advisor runs a for-profit club clinic.
Hiring friends, family, or parent’s services.

31. Resources Issaquah School District Regulations & Procedures:
Conflict of Interest – Reg.# 5251
Gifts and Memorials – Reg.# 6114
Field Trips, Excursions, and Outdoor Education – Reg.# 2320
Nutrition and Wellness – Reg.# 6700
Purchasing – Bids and Contracts – Reg.# 6220
Reimbursement for Travel & Work-Related Expenses – Reg.# 6214
Student Awards and Incentives – Reg.# 6116
Student Fund Raising Activities – Reg.# 3530
Student Fund Raising for Charitable Purposes – Reg.# 3540
Volunteers Assisting a Club Advisor – Reg.# 5631P
All of the Issaquah School District Regulations, Procedures & Forms can be found here
District Contacts
Shim, Jenny- District Accountant
Justice, Jeri- Reimbursements
Banasick, Moriah- Controller
Padilla, Donna Secretary to Director of Purch
Maybee, Sue- Director of Purchasing
WASBO Resources
WASBO-ASB Manual