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Pro Rata Shares
Pro rata shares were due June 30 and are now late. If your group has not yet paid, your group is not in good standing with the CSB. Reminder invoices will be sent out soon.
If your group has not paid, please contact Erin immediately to make payment arrangements: csb_adm@outlook.com
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Message from the CSB Director, Lisa Knox
Welcome back to school! I hope you all enjoyed a great summer break filled with fun times and R&R! As PTO and Booster business really gears up again for the school year, please remember the importance (and requirement) for planning and budgeting. We also need you to make sure that all of your board members are properly registered on the new website so that you receive important information from the CSB. The link to the website is found later in this newsletter.
Be sure to get registered for our Expo on July 27! The Expo will offer lots of opportunities for networking and training sessions, along with meeting vendors who support your fundraising efforts. You won’t want to miss free breakfast catered by CUSD Food Service and free lunch catered by Floridino’s, plus lots of raffles! More info is provided later in the newsletter.
I wish each of you a productive, fulfilling year as you work together to enhance the experiences our students and staff have in Chandler School District. YOU are an important part of our district, and I want to personally thank you for the work you do!
See you at the Expo on July 27th, followed by our first general meeting August 20!
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Centralized Accounting
Centralized Accounting has officially and successfully kicked off, with several PTO and booster groups piloting the new processes and procedures. Special thanks to Payne Jr High School Boosters, HHS Music Boosters, CTA Independence PTO, Bogle Jr High School Boosters, Casteel High School Touchdown Club, Auxier Elementary PTO and Casteel High School Mountain Biking Boosters for their time and commitment to attend training and work with the CSB to set up deposit and credit cards, submit budgets, and begin using numerous new forms to report financial transactions. Puma Parent Organization from Perry High School and Andersen Jr High School Boosters may also jump on board as pilot groups, as well as any newly formed groups during the 2019/20 school year.
We will continue to fine-tune processes and procedures as the year progresses, with the goal of working out kinks so that the remainder of PTO and booster groups can implement centralized accounting on July 1, 2020. In the meantime, the other PTO or boosters groups may continue to use their current accounting practices and systems.
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CUSD Bond Election
At the June 12, 2019 CUSD Board meeting, the District’s Board approved a resolution for a $290,250,000 Bond Election in November. According to the District, capital funding cuts made by the AZ legislature over the past 12 years have amounted to more than $128,000,000 cumulatively. This fact, combined with continued student enrollment growth, aging buildings, rising maintenance costs and the desire to upgrade technology and ensure student safety, contributed to the need to seek voter approval for bonding. Potential projects include new construction of a elementary and secondary schools, elementary and secondary school renovations, transportation building renovations, textbook purchases, furniture and equipment needs for food service and district wide, technology renovations and equipment, grounds and safety renovations, energy management, buses, lease payoff related to new school construction, and general renovations, technology, furniture and equipment for non-instructional purposes.
The District will publish fact sheets soon, and more information will be shared at our August 20 general CSB meeting.
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Why CSB?
As we start another school year, we have many returning members of the Chandler School Boosters (CSB) along with many new faces. Whether you have been around or are brand new, it is easy to forget why the CSB exists. Here are the TOP 5 reasons why your organization is part of the CSB:
5. POWER IN NUMBERS As a unified group we are stronger together. Being a unified group provides consistency and collaboration that isn’t thoroughly possible without the CSB organization. We are able to share important information and enable incoming volunteers to receive important training on their responsibilities as a board member. CSB is also investigating purchase cooperatives as a means to secure lower, group pricing.
4. NON-PROFIT STATUS You do not have to register and administer your own 501(c)(3), which requires legal paperwork, ongoing tax reporting, and other duties that you did not sign up for when you volunteered to help your child’s school or club. Being a 501(c)(3) organization allows your PTO or Booster to avoid some taxes while encouraging your parents and financial contributors to make potentially tax exempt donations. Historically this has been a big incentive for people to donate.
3. POLICIES AND PROCEDURES The CSB provides guidance on how your Board should handle money, conflicts, and other issues that can arise from the volunteer work you do. CSB provides training on accounting, holding and recording meetings, fundraising, and more. CSB collects and shares information that can be useful to all groups, including vendors for events, fundraising options, and how to successfully overcome obstacles your organization may be facing.
2. SAFEGUARDS The CSB is working hard to put in place various safeguards to help all board members avoid liability for the actions of others. No one wants to be part of a board that is accused of mismanagement of money they volunteered to oversee. The CSB is in place to offer more tools and structure to member groups so they can be informed about proper procedures and have a clear understanding of expectations. This structure should make being a board member easier for volunteers and provide additional checks and balances. CSB will help educate members on the proper ways to handle and account for money so no one intentionally or accidentally mismanages funds in their control. Don’t become the next headline: “Police Investigating Missing Money From Valley Elementary Parent-Teacher Group” (read the full article here).
1. CUSD REQUIRES IT! It helps to understand that the 140+ organizations that are a part of the CSB raise over $5,000,000 each year. While your individual PTO or Booster may seem small, on a larger scale, this is an organization with significant financial responsibility to our community. Why does this impact your organization? CUSD has made it mandatory to join the CSB. Failure to join prevents you from fundraising through CUSD parents and students. The Attorney General’s office has expressed its intent to keep fundraising dollars safe and the CSB is designed to support this goal while providing assistance to members so they do not accidentally or intentionally mismanage their organization’s money.
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Banking: Start the Year off on the Right Foot
In an effort to make the most of your valuable time, make sure to set an appointment with your respective bank to make any signer changes. Make good use of your time with the banker and make sure everyone involved understands how fees are incurred on your accounts. Make adjustments to your budget to account for fees as applicable.
Among other things, fees can be incurred for cash deposits made with the teller, depositing cash through the night drop or overdraft fees. Make sure you also understand any minimum balance requirements so there are no surprises with service fees on your account.
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It's Tax Return Time
Documents for the 18/19 school year tax return have been posted to our website here. In addition to the template we have included information to help clarify some of the sections that cause confusion every year. When you open the 990 template, be sure to click to enable editing and content when you see the warning messages below. Also remember to save the template as a file type of Excel Macro-Enabled Workbook so that some fields will automatically calculate and auto-fill for you.
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When you finish the template, please submit with your 7/31/18 and 6/30/19 bank statements, group Profit and Loss for 7/1/18-6/30/19 and group Balance Sheet as of 6/30/19.
If you have any question at all, don't wait until the last minute! Email addresses for board members and contracted employees are at the bottom of this email.
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Is Your Entire Board Registered?
All board members for PTO and booster groups, as well as all CSB reps and alternates, need to register on the CSB website. This is how you will continue to receive CSB communications. When creating your account, please be sure to fill out all information on the form.
*Please check with your board to make sure everyone has registered.
**Please pass these instructions on to incoming board members.
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Registration Forms
We also need each member group to fill out the registration form and return to Erin via email: csb_adm@outlook.com
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Review Bylaws
With the changing of officers on your board, please be sure to review your group's bylaws as well as the CSB bylaws before the start of each new school year.
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Member Meeting
Our first member meeting of the 2019/2020 school year will take place on August 20, 2019, 7:00pm in the Chandler High School cafeteria.
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