The Sheridan County School District #3 Board of Trustees reviewed a recent change moving student activity accounts from individual graduating classes to a house-based system and discussed how remaining balances and fundraisings will be handled.

District staff told the board the house system was adopted in part because some graduating classes have very small rosters, which made sustaining class accounts and planning events (like prom and graduation) difficult. Under the new approach, houses — ongoing student groupings — will manage fundraising, concession-stand duties and year-end obligations. Staff said each house will receive a baseline allocation intended to cover routine events: “Prom has been costing around $3,000,” staff said, and the district plans to allocate roughly $500 per house to a prom account to ensure planned events have minimal financial disruption.

Board members and staff walked through how older or “defunct” accounts were reallocated. Staff reviewed a spreadsheet that moved small, unused balances into the house system; where funds were tied to a current class, they were apportioned by class membership and then routed to the house that included those students. Staff said the Class of 2025 had about $1,400 remaining and the Class of 2026 had just under $4,000 after the redistribution. Concession-stand revenue remains the principal fundraiser the district expects houses to rely on going forward.

Parent and public-commenter Amy Bader told the board she wants “a little more communication on the activities funds” and asked for a meeting with the superintendent so families understand how the changes affect graduation and senior events. “I honestly didn't think that the email clarified enough for me as a mom of a senior,” Bader said at the meeting.

Trustees discussed operational details: how houses will choose prom delegates to serve on planning committees, how graduation costs (caps, gowns, flowers, senior gifts) will be covered for seniors regardless of house size, and how to handle houses that start a year with negative balances. Staff said negative balances would restrict that house from planning activities until funds are raised and that the district may front limited funds for essential, reasonable graduation costs if needed.

Trustees and staff agreed additional, timely outreach to parents and students could have been stronger during the transition and discussed steps to improve communication going forward, including clearer email notices and updates on the district app and website.

The board did not take a separate vote specifically to enact the reallocation during this discussion; it was presented as an administrative implementation of the house system and the board discussed operational questions and next steps.