Committee holds first reading on tighter fundraising and student‑activity account rules

The Auburn School Committee held a first reading of a revised fundraising and student‑activity accounts policy intended to tighten approval, accounting and scheduling of fundraisers across the district.

Business Manager Mrs. Stanek said the policy updates draw from the Massachusetts Association of School Committees (MASC) model and district audit work, and aim to require principal and superintendent approval for fundraisers and to bring consistent accounting practice to student activity accounts. “We had some cases where they were doing these fundraisers and then saying, okay, what can we do with this money? … That's kind of a backward approach to fundraising,” she said.

Why it matters: Committee members said the district has experienced uneven fundraising—what one member called a “wild west” of uncoordinated drives—and that a formal approval and calendar would reduce saturation of families, ensure equitable fundraising opportunities across teams, and improve financial oversight.

Key discussion points
- Approval and purpose: The draft policy would require principal and superintendent sign-off and that fundraising be tied to a defined purpose and a student activity account so proceeds are tracked.
- Booster clubs and PTOs: Committee members and the business manager emphasized booster clubs and PTOs are separate 501(c)(3) organizations. The administration indicated it will refine language to clarify which requirements apply to district‑run fundraisers versus independent booster/PTO activities.
- Raffles and gambling rules: A committee member noted that raffles can be regulated as gambling and may require a town permit; the business manager acknowledged the district should make that clearer and that raffles and similar events carry additional legal steps.
- Online and ‘Snap’ fundraising: The draft would regulate large third‑party online campaigns (for example, companies that run broad online donation campaigns), requiring approval to prevent a single team from raising disproportionate funds and to maintain a fundraising calendar.
- Timing and cash handling: Committee members asked for clarity on cash‑handling timelines and student incentives; the business manager said those operational rules are covered in the district’s student activity procedures manual and will be referenced in the policy.

Next steps: The committee did not vote on the policy. The business manager and athletic director will return with revised language that clarifies the policy’s scope for booster clubs and PTOs, raffles and cash‑handling timelines, and will consult teams and activity leaders before the next reading.