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HomeMy WebLinkAboutSchool Comm. 10/01/2020Mansfield School Committee Budget Subcommittee Meeting Minutes for October 1, 2020 Virtual Meeting Approved 10-22-20 Cl F ICE A meeting of the Mansfield School Committee Budget Subcommittee was opened and called fo'bi der at 5:04 p.m. The meeting was held via Zoom. SC Members Present: Lynn Cavicchi, Jenn Walsh Others present: Teresa Murphy, Superintendent Ed Donoghue, Assistant Superintendent, Finance and Operations Debbie Scott, Financial Operations Supervisor 1. Approval of Minutes Budget Subcommittee Minutes dated 9/11/20, approved, 2-0 Budget Subcommittee Minutes dated 05/4/20, approved, 2-0 Budget Subcommittee Minutes dated 2/27/20, approved, 2-0 2. Old Business Policies Debbie Scott outlined the changes to the Student Activity procedures manual to address findings of the external audit, including ongoing training requirement, annual audit process, bank reconciliations done monthly and a new field trip form. Gifts/donations to a student activity account can be made directly; such donations would not need to go through the district's gift account, as recommended in guidance issued by the Massachusetts Association of School Business Officials (MASBO). Ed Donoghue noted he was on track to complete the internal 2020 Student Activities Account internal audit by October 31. Debbie and Ed gave an update on the 2020-21 Student Activities review/approval process; they are waiting for some additional information from the office administrators, especially from MHS which has a large number of student activity accounts. Debbie and Ed anticipate that the Budget Subcommittee will be able to review the activities and account information at the next subcommittee meeting in November, and then the student activity information for 2020-21 could go on to the SC for approval. Ed reviewed new policy JRD - Student Photographs and suggested revisions about the distribution of profits/funds raised. The policy will be brought to SC for approval later in October. Ed and Debbie reviewed sample guidelines from Hopkinton regarding AD Revolving Accounts policy and/or guidelines. Ed will look into whether revolving funds need to be approved by the School Committee each year. In any case, the consensus was that there needs to be a process established so Mansfield School Committee Budget Subcommittee Meeting Minutes for October 1, 2020 Virtual Meeting School Committee Approved 10-22-20