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Business office reports $209,000 in student activity balances; committee to tighten procedures
Summary
The district reported roughly $209,000 across student activity accounts districtwide, with large differences among schools and clubs. The administration plans revised procedures, annual training and a policy on class/club carryover balances.
The Smithfield School Committee received an annual report on student activity accounts on Feb. 27 showing roughly $209,000 in combined balances across the district’s student activity and athletic accounts.
The business office explained that student activity funds include money raised and spent to support extracurricular activities not funded through the operating budget. The presentation broke balances down by school: Old County Road Elementary showed a small balance, Pleasant View reflected a larger balance attributed to a merged previous balance with William Windsor, Gallagher Middle School and Smithfield High School showed higher totals consistent with multiple clubs and class accounts, and the separate athletic fund balance was shown as well.
Committee members questioned why some clubs or classes had disproportionately large balances (one drama club balance and one “team adventure” balance were cited as examples). The business office said some differences are historical (for example, previously merged balances from William Windsor) and that at the secondary level clubs and class fundraising commonly create larger balances. The administration said it will develop written procedures addressing carryover balances, class gift accounting, and consistent reporting formats so that all activity accounts report on the same schedule and in the same way.
Specific next steps the business office suggested include reviewing existing procedures with staff, streamlining and improving the process, annual training for administrators and staff, and creating online forms for coaches and advisors to reduce paper-handling errors. The administration also said it will prepare a consolidated athletic-fund rollup in the same format as other reports for committee review at the end of the season.
