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Horizon School Division
Creating a better world, one student at a time.
AP 501 - School Based Budgets and School Generated Funds
Background

Schools receive discretionary funding from two primary sources:
  • An annual Horizon School Division No. 205 allocation referred to as a School-Based Budget; and 
  • Local donations or fundraising at each school referred to as School Generated Funds.
It is an expectation that Principals, in collaboration with school staff and School Community Councils, effectively plan by identifying the intended use of any and all discretionary funding received by their school.

The above requirements must be met in order to ensure that risk is minimized and there is transparency in regards to the planning, expending, and handling of funds.

Procedures

1.  School-Based Budgets

1.1.  The Director (or designate) will ensure annual school-based budget appropriations are provided to principals as part of the annual approved operating budget.

1.2.  Principals are responsible for the effective control of expenditures within the budgetary limits established for their school.

1.3.  The school-based budget appropriation is determined based on the needs of each school, as identified through an annual school-based budget tour conducted by the Superintendent of Finance Services/CFO, Superintendent of Operational Services/COO, and the school administration.  

1.4.  In order to ensure that the school staff is provided with meaningful input into planned expenditures, principals shall collaborate with their school staff to identify specific school needs in advance of the annual school based budget tour.

1.5.  The school-based budget allocations will be structured to reflect the educational priorities of the Board and of each school’s learning improvement plan.

1.6.  Principals may access real time financial information on their budget to actual variances through the SGF Web Portal accessed at: https://sgf.horizonsd.ca/Login.aspx.

1.7.  Year-end surplus balances may be carried forward to the next fiscal year, subject to approval by the Superintendent of Finance Services/CFO.

1.7.1.  Surplus amounts larger than 5% of the annual school-based budget allocation or $5,000, whichever is greater, must be supported by a plan for use that has been approved by the Superintendent of Finance Services/CFO and endorsed by school staff and the School Community Council by November 30 of the subsequent fiscal year.   

1.8.  Any schools with deficits shall submit a plan by November 30 of the subsequent fiscal year to the Superintendent of Finance Services/CFO detailing how the school will address the deficit.

1.9.  Principals will provide budget to actual updates in September, December, March, and June to their staff and their School Community Council.

1.10.  At the end of each fiscal year, the Director will be provided with the budget to actual variance reports for each school.

2.  School Generated Funds

2.1.  The planned amount and intended use of any school generated funds must be identified with staff and students (where applicable), and shall be presented to the School Community Council for approval prior to the commencement of any fundraising.

2.2.  Principals shall provide an up-to-date report on the fund balances of all school generated funds as well as the related plans to the school staff and to the School Community Council in September, December, March, and June of each year.

2.3.  Where, at the end of a fiscal year, the combined total school generated fund balance is in excess of $5,000, the principal shall provide the Superintendent of Finance Services/CFO with a clear and specific plan for the unused amounts. This plan will be:

2.3.1.  Developed in consultation with school staff, students (where applicable), and the School Community Council; and

2.3.2.  Approved by the Superintendent of Finance Services/CFO for use in the next fiscal year.

2.4.  Where an approved plan does not exist, no further fundraising will be allowed until all the unused funds have a clear approved plan for their use.

2.5.  School generated funds will be managed as per AP 511  - Administration of School Generated Funds.

 

March 19, 2014
June 2, 2017
April 15, 2019