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Byram Hills presents corrective-action plan after internal audit of student club finances
Summary
District staff presented corrective recommendations from an internal audit, including written procedures, monthly signed bank reconciliations, separate club lists, fundraising P&L forms, a sales-tax template and an electronic attendance/records system; the board requested a follow-up update in about three months.
District staff presented an internal-audit summary the board accepted earlier the same day and outlined corrective actions aimed at improving oversight of student club finances.
Kelly (named in the transcript) said the district will develop written procedures using a state guidance document to ensure compliance, require signed and dated bank reconciliations monthly, and maintain separate lists for extracurricular activities and clubs with specified student officers. Kelly said clubs must take attendance, keep agendas and minutes, and that the district will develop a simple electronic system so students can record attendance.
“We're gonna develop a, electronic system where students can take attendance that way,” Kelly said, describing plans to move records into a shared Google drive and simplify the monthly check-in process for central treasurers and advisors.
Other items in the corrective-action plan include a standard form and profit-and-loss statement that clubs will complete for fundraising events, a template for central treasurers to calculate sales tax after the audit identified a minor error in one treasurer’s tax rate, and a quarterly review requirement for student-officer lists. Kelly estimated the district handles roughly 100 deposits related to clubs and fundraising and said the procedures will require student and adviser signatures on supporting documentation prior to payment.
Board members asked for a short implementation update in about three months and discussed adviser training, noting assistant principals and central treasurers will meet with advisers early in the school year to review requirements. Jim Gulick and Christina Base were named in the transcript as central treasurers; the board said it will schedule adviser training in September once advisors are confirmed.
The presentation clarified procedures to improve compliance; no disciplinary or personnel actions were recorded in the transcript as a result of the audit presentation.
The board asked staff to return with an update on the corrective actions and implementation status at a future meeting.
