Purpose Statement
The purpose of the Appendix D Committee is to improve communication between all parties, review existing extraclassroom financial processes for potential change, and be in compliance with State Education Department regulations and guidance regarding extraclassroom activity funds.
Annual Objectives/Priority Areas
During the previous fiscal year, the Committee members reviewed the following information and processes related to extraclassroom activity funds:
- Adequate backup documentation to make a payment or reimbursement to a teacher for club expenses
- Availability of standardized forms for advisors on the website or through Google shared files
- Timeliness of submission of documentation to the Central Treasurer
- Number of days until deposits are made in the bank
- Safeguarding of cash
- Drop boxes
- Procedure for issuance of checks
- Acceptance of registration fees for music festivals and Suburban Council activities
- Absence of the student treasurer, Appointment of a deputy or assistant treasurer
- Reasonable exceptions to stated guidelines
- Additional communication to advisors, including communication on Opening Day
- Distinguishing club events from other events, including field trips
- Availability of SED Pamphlet entitled “The Safeguarding, Accounting, and Auditing of Extraclassroom Activity Funds”
- Training for club advisors and student treasurers
- Comptroller’s audits of extraclassroom activity funds
- Fundraising related to Appendix C coaches
- Comparability of Appendix D issues to other schools
- Availability of a cash register for certain events
- Parent involvement in club events and submitted documentation
- Internal audit of extraclassroom activity funds, second internal audit report
- Availability of a calendar of events
- Work schedule locations and times for Central Treasurer
- Accountability of advisors
- Procedure for inactive accounts
- Collection of field trip monies
- Current issues remaining as of January 2026
- Rev-Trak online collection software implementation, music festival pilot
- Policy and regulation review and update
Subsequent to discussion on each item, the Committee has collaboratively determined whether to maintain, revise or discontinue existing processes. The same information will be reviewed during the 2025-2026 school year as needed.
Meeting Schedule
Meetings will be scheduled as needed.