School committee approves transfer of long-held student-activity funds, including $11,559 graduation balance

The Dracut School Committee voted Dec. 9 to authorize transfers of student-activity account balances to active student funds, including a $11,559.65 balance previously held for graduation costs. The transfers were authorized by roll call: Doctor Judah — Yes; Missus Wilby — Yes; Doctor Bridal — Yes; Missus Shepherd — Yes; Chair — Yes.

Madam Chair introduced the item as a previously tabled matter and noted that "by statute, the committee must approve the transfers." Committee members asked for details about why the graduation balance existed and why it had not been earlier used or cleared. The principal explained the $11,559 had accumulated over many years when family-assessed graduation fees exceeded actual costs and payment practices have since changed so families now pay vendors directly. "That would come out of the balance of this that would be here," the principal said when asked who would be covered if a student could not afford costs.

Members pressed for assurance about accounting and oversight. The principal and administrators described existing controls: student-activity accounts are audited every two years; the finance director (Mrs. Fields) oversees accounts and consults with principals; moderators complete forms for each expenditure and checks carry two signatures. The principal said the intent of the transfers is to "move it to where it should be, where the art club or some of the others" have active use, returning funds to current students.

Board members and students discussed club dynamics and how funds should be tracked if clubs become inactive. Students described outreach methods (social media, announcements, Google forms) and said lack of advisor availability and varying student interest are common reasons clubs start and stop. Committee members requested clarification that collapsing accounts would not violate collective-bargaining obligations for stipended activities; administrators said they would confirm whether any of the affected accounts were tied to the collective-bargaining agreement.

Madam Chair made the motion "to authorize the transfer of the student accounts, student activity change request as outlined in the memo," the motion was seconded and approved on a roll call vote. The committee directed staff to ensure transfers comply with legal requirements, to document donor intent where applicable, and to provide follow-up reporting on account closures and uses of reallocated funds.