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Board hears 11-year review of extracurricular accounts; auditors' discrepancies prompt document request
Summary
Superintendent presented an 11-year review of extracurricular (ECA) accounts showing roughly $7.45M receipts versus $7.39M expenditures and a ~ $55,000 net surplus; a board member asked for bank statements after State Board of Accounts audit notes showed discrepancies for middle- and high-school accounts.
Dr. Schaeffer presented an 11-year consolidated review of the district's extracurricular accounts, telling the board the ECA funds (gate receipts, fundraisers, concessions and grants) are generally balanced over the period but that some years vary. He reported Danville High School ECA receipts of $7,446,868 and expenditures of $7,391,801 over the reviewed period, producing a cumulative receipts-over-expenditures difference of about $55,000. He pointed to FY2015 as the largest annual net gain (about $36,000) and FY2021 as the largest drawdown (about $38,400), attributing the latter to COVID-related lost gate revenue and concentrated uniform spending.
Board members asked granular questions about specific line items and controls. One trustee pressed administration about State Board of Accounts audit findings that flagged balance variances (for example, $2,787 at the middle school and $6,450 at the high school) and requested copies of bank statements for May–June and July–August 2022 and 2023 for the relevant ECA accounts to verify there was no loss. Dr. Schaeffer acknowledged the discrepancies and said administration believes software rollovers contributed to timing differences; he agreed to provide the requested bank statements and additional detail for the board to review.
