CLUB RESOURCE MANUAL

The Club Team

The Student Officers:

The elected officers are the driving force behind the club. They are responsible for casting the vision, planning events, and managing the club’s public funds.

• President / Vice President: Leads club meetings, drafts agendas, and serves as the primary spokesperson for the club. They ensure the club is meeting its constitutional goals and that all members have a voice.
• Treasurer: The student financial manager. The Treasurer works with the advisor to create the annual budget, signs Purchase Orders (POs) before money is spent, and checks the club’s account balance. They must present financial updates to the club for a vote.
• Secretary: The record keeper. The Secretary is responsible for taking detailed Meeting Minutes at every meeting. Because no ASB money can be spent without student approval, the Secretary’s minutes are the official, legal proof for school auditors that the students voted to approve a purchase or a fundraiser.
• Student Representative(s): The liaison and advocate. The Student Representative serves as the vital link between your club, the general student body, and the broader ASB Executive Board. They attend ASB Council/Inter-Club meetings to represent the club’s interests, bring back important campus-wide announcements to members, and help promote club events and fundraisers across different grade levels.

The Staff Advisor:

The advisor is an EHS staff member who acts as a mentor, supervisor, and compliance officer for the club. Advisors cannot make financial decisions or spend club money without student approval.

• Supervision: Must be present at all official club meetings, fundraisers, and events.
• Financial Oversight: Ensures that the students are following WASBO rules. The advisor reviews and signs all POs, fundraiser requests, and meeting minutes to verify accuracy.
• Cash & Inventory Handling: Supervises the collection of money, ensures cash is locked in the district cash box, and guarantees that deposits are handed directly to the ASB Bookkeeper daily. They also help the students track inventory for anything the club sells.
• Roster Management: Verifies that all participating students hold a current EHS ASB card and have completed any necessary permission forms.

The ASB Executive Board Officers

ASB Executive Board Officer Roles

The ASB Executive Board serves as the elected governing body for the entire student body at Ellensburg High School. Working alongside the ASB Adviser and Activities Coordinator, the Executive Board manages campus-wide student funds, approves club charters, coordinates the master activity calendar, and advocates for all EHS students.

• President / Vice-President: The executive leaders and campus spokespersons. They lead ASB Executive Board and Student Council meetings, draft official agendas, and serve as the primary student representatives to school administration and the School Board. They oversee the execution of campus-wide events and assemblies, ensure all clubs fulfill constitutional requirements, and preside over charter and fundraiser approval votes.
• Treasurer: The master financial officer. The ASB Treasurer manages the overall ASB capacity budget in coordination with the ASB Bookkeeper and Activities Coordinator. They review club budget requests, vote on Direct ASB Funding applications, monitor campus-wide account balances, and ensure all student spending complies with Washington State Auditor guidelines.
• Secretary: The chief record keeper. The Secretary records official Meeting Minutes for all Executive Board and Student Council meetings. Because ASB is a public entity, the Secretary’s minutes serve as the binding, legal proof for school auditors that student officers officially voted to charter clubs, approve budgets, and authorize expenditures.
• Tech & Social Media Coordinator: The digital media and production manager. They manage the official EHS ASB social media accounts, digital calendars, and campus broadcasts. Additionally, they oversee sound, lighting, and audio/visual setup for all student assemblies, lunch games, and campus-wide leadership events.
• Class Rep / PR Person: The student body liaison and promoter. The Public Relations Coordinator serves as the bridge between individual class officers, student clubs, and the general student body. They design and distribute promotional materials (posters, announcements, campaigns), drive school spirit, and ensure all student groups are represented in campus-wide initiatives.

The ASB Support Team

The ASB Bookkeeper:

Think of the ASB Bookkeeper as the club’s accountant and financial gatekeeper. Their job is to protect the school and the club from state audit fines.

• Managing the Money: Processes all approved Purchase Orders, cuts the checks to pay vendors, and safely deposits all club fundraising cash into the bank.
• Enforcing the Rules: The Bookkeeper is legally required to reject any purchase or fundraiser that does not have the proper paperwork (like a PO, meeting minutes, or administrative approval).
• Providing Updates: Provides clubs with accurate, up-to-date account balances so the Treasurer knows exactly how much money the club has available to spend.

The Activities Coordinator

The Activities Coordinator oversees the entire EHS ASB program and ensures all clubs align with the school's mission and campus calendar.

• Program Oversight: Reviews and approves all new club applications, fundraiser requests, and campus-wide events.
• Scheduling: Manages the master school calendar to ensure club fundraisers, dances, or events do not overlap or conflict with other school activities.
• Training & Support: Serves as the primary resource for club advisors and student officers, helping them navigate complex ASB rules, plan large events, and resolve disputes.

TBD - THE CLUB MANUAL

STARTING AN OFFICIAL CLUB

The Approval Process

Any Ellensburg High School student with a great idea, a shared interest, or a desire to serve the community can start a club. However, to operate on campus and handle money, a club must be officially recognized by the EHS ASB Student Council and school administration.

Being an official ASB club grants you several privileges, including:

• The ability to hold meetings in school classrooms or facilities.
• The right to host official EHS fundraisers and activities.
• An official ASB financial account managed by the school.
• Promotion through school announcements, assemblies, and the yearbook.

(Note: Unofficial or unapproved student groups cannot collect money, advertise on campus, or use the school’s name for events.)

Rules for New Clubs

Before starting the application process, ensure your proposed club meets these basic requirements:

1. It must have a Staff Advisor: Every club must have a contracted EHS staff member who agrees to supervise meetings and oversee finances.
2. It must be inclusive: Clubs cannot discriminate. Membership must be open to all EHS students who hold a valid ASB card.
3. It must have a unique purpose: The club should offer something new to the campus and not duplicate the exact purpose of an already existing active club.

APPLICATION FOR CHARTER 
~ STEPS FOR A NEW CLUB ~

THE CLUB CONSTITUTION: Purpose & Importance

Every ASB club at Ellensburg High School must have an official Club Constitution on file. Far from being just a piece of paper turned in at the start of the year, the constitution is your club’s foundational blueprint—the legal contract between your members, the ASB Executive Board, and the school administration.

Why the Club Constitution is Important

  Legal Chartering & ASB Approval

A club cannot legally exist, hold meetings, raise funds, or spend money at EHS without an approved constitution. The ASB Executive Board and School Board use your constitution to formally grant your club a charter. It serves as legal proof that your organization operates under official district oversight.

  Leadership Continuity Year-to-Year

Student leadership changes every single year as senior officers graduate. Without a constitution, a club risks losing its identity, procedures, and traditions during every transition. A clear constitution ensures that incoming officers know their responsibilities, election rules, and operational guidelines from day one.

  Conflict Resolution & Fair Governance

What happens if two students claim they won an election? What if an officer stops attending meetings? What if members disagree on how to spend fundraiser money?

Your constitution acts as an unbiased referee. When conflicts or confusion arise, the written bylaws provide established rules for voting, elections, officer removal, and decision-making so every member is treated fairly.

What the Constitution Does for Your Club

Your constitution provides the structural framework for day-to-day operations. Specifically, it:

• Defines Your Core Purpose: Outlines the club's mission, goals, and scope of activities, ensuring all planned events align with district policy and ASB guidelines.
• Sets Membership Criteria: Defines who can join, what constitutes active membership, and attendance expectations.
• Establishes Officer Roles & Election Rules: Outlines specific duties for each officer (President, Vice President, Secretary, Treasurer, Student Representative) and dictates how and when elections are held.
• Establishes Quorum & Voting Standards: Defines how many members must be present to hold an official vote (quorum). Because state auditors require student approval for every purchase, having a documented quorum rule in your constitution is essential for financial compliance.
• Guides Expenditure Authorization: Explicitly states how funds can be requested, voted on, and approved by the student body.
• Provides an Amendment Process: Creates a structured, democratic way for members to update bylaws and adapt rules as the club grows over time.

Pro-Tip for Officers: Keep a printed copy of your Club Constitution in the front of your official Club Binder during every meeting. Review it with all new members at the start of the fall semester so everyone understands how your club is run!

(The following link will download as a Word document for your club to edit.)

CLUB CONSTITUTION TEMPLATE 
~ STEPS FOR A NEW CLUB ~

Annual ASB Club Charter Renewal

Each ASB Club must re-charter every school year. This ensures:

• The club is still active and has student interest.
• Updated club officers and advisors are documented.
• The club’s Mission/Purpose still aligns with school policy and student needs.

Complete the Application for Charter Form:

• Fill in the application with the required information.
• Update the club officers, and provide a list of members.
• Resubmit the club constitution or submit an updated constitution (if revised).

All EHS clubs are required to resubmit their club constitution for the upcoming school year. You have two options:

1. Resubmit your current constitution (if no changes are needed),
   OR
2. Update and submit a revised constitution that reflects any changes to your club’s purpose, leadership structure, or operations.

To help with this process, a constitution template is provided. Please use this template to ensure your submission meets all required guidelines.

CLUB CHARTER APPLICATION
~ CLUB RENEWAL ~

(Utilize the following template if your club constitution needs to be updated.)

CLUB CONSTITUTION TEMPLATE 
~ CLUB RENEWAL ~

MEETING MINUTES (The Audit Trail)

If there is only one rule your club’s Secretary and Treasurer remember this year, it must be this:

No Minutes = No Money Spent.

Under Washington State law, ASB money belongs to the students. Therefore, the ASB Bookkeeper cannot legally process a Purchase Order, reimburse an expense, or approve a fundraiser unless there is written proof that the students voted on it.

Meeting minutes are not just casual notes about what you discussed; they are legal documents. When state auditors visit Ellensburg High School, they compare the Bookkeeper's financial records directly against your club's meeting minutes to ensure every dollar spent was student-approved.

What MUST Be Included in Your Minutes:

To pass a WASBO audit, your meeting minutes must always include:

• The Basics: Club name, date, time, and location of the meeting.
• Attendance: Who was there? (You can attach a sign-in sheet for large clubs, or list the officers and number of members present).
• Detailed Financial Approvals: If you are voting to spend money, you must include the vendor name, what you are buying, and the exact (or "up to") amount.
• Fundraiser Approvals: If you are voting to start a fundraiser, you must include the dates, what you are selling, and the estimated revenue.
• Signatures: Obtain all officer signatures whenever possible. At a minimum, the Club President, the Club Secretary, and the Staff Advisor must sign the bottom of the minutes.

Step-by-Step: How to Record Motions and Votes:

ASB clubs use a simplified version of parliamentary procedure to vote on finances. Here is how your club should handle and record an official vote:

1. The Motion ~ A student member proposes an action.

What is said: "I move to approve spending up to $150 at Super 1 Foods for the Fall Kickoff party snacks."

What the Secretary writes: "Sarah Smith motioned to approve spending up to $150 at Super 1 Foods for Fall Kickoff party snacks."

2. The Second ~ Another student must agree that the idea is worth voting on. (Advisors cannot motion or second).

What is said: "I second the motion."

What the Secretary writes: "John Doe seconded the motion."

3. The Discussion

The club briefly discusses the motion. (e.g., "Do we need $150, or is $100 enough?"). The Secretary does not need to write down everything said, just a brief summary if important.

4. The Vote ~ The President calls for a vote.

What is said: "All in favor? All opposed?"

What the Secretary writes: "The motion passed unanimously." (Or, "The motion passed 15 to 2," or "The motion failed.")

The Paper Trail Process:

Once the meeting is over, the Secretary needs to finalize the paperwork immediately.

1. Type or write the minutes clearly. (Use the EHS Meeting Minutes Template).
2. Get the required signatures. (Minimum – President, Secretary, and Advisor).
3. Attach a copy to your paperwork. If you are submitting a Purchase Order or a Fundraiser Request Form, you must staple a copy of these signed minutes to the back. The ASB Bookkeeper will reject your request without them.
4. File the original. The Advisor or Secretary must keep the original signed minutes in a club binder for the duration of the school year.

The Purchase Order Paperwork:

Most requests for funds will need a PO Request Form and a Check/Transfer Request Half Sheet submitted with your Minutes to begin the request for funds process. (Link to Purchase Order Process)

CLUB MINUTES TEMPLATE

SPORTS MINUTES TEMPLATE

PUBLIC FUNDS & STUDENT USE

The Golden Rule of ASB: Public Funds for Student Benefit

It is important that every officer and advisor understand the Golden Rule of ASB finance:

ASB Money is Public Money

When your club holds a fundraiser, collects dues, or sells tickets, it is easy to think of that money as your club’s "private cash." However, under Washington State law, all ASB money is legally classified as public state funds.

Because ASB money is public money, it is highly regulated. The Golden Rule of ASB is simple:

“ASB funds are generated by students, and they must be spent exclusively for the

cultural, athletic, recreational, or social benefit of current EHS students.”

To protect these public funds, Washington State law strictly prohibits the "gifting of public money." This means your club cannot use its regular ASB funds to do any of the following:

• No Gifts or Gift Cards: You cannot buy personal gifts, birthday presents, or gift cards for students, advisors, or volunteers.
• No Free Giveaways: You cannot give away items purchased with ASB funds for free. For example, if your club buys 50 t-shirts to sell and has 5 left over, you cannot simply hand them out to your friends. Giving away inventory is an illegal gift of public funds.
• No Donations to Outside Charities: You cannot donate money from your general club account to outside organizations, families in need, or charities (like the Red Cross or a local animal shelter).
• No Private Benefit: Funds cannot be used to benefit an individual student or a private business.

The Exception for Charities:

If your club wants to raise money for a charity, you absolutely can! However, it must be planned from the very beginning as a Private Money/Trust Fundraiser. The money must be clearly advertised to the community as going to that specific charity, and it must be kept entirely separate from your regular club funds. (RCW 28A.325.030)

The Bottom Line:

Every dollar your club raises belongs to the ASB as a whole. Whenever you vote to spend money, ask yourself:

“Is this purchase directly benefiting the students in our club right now?”

If the answer is yes, you are on the right track.

THE CLUB LEDGER

While the ASB Bookkeeper maintains the official district accounting system, every club Treasurer must keep an independent, internal record called the Club Ledger.

The ledger is your club’s real-time financial notebook. Because official district ledger reports are generated on a monthly cycle, relying solely on monthly statements can lead to accidentally overspending your account balance or missing unposted expenses. Maintaining an accurate, up-to-date club ledger is the cornerstone of responsible financial management.

What is a Club Ledger?

A Club Ledger is an itemized log of every financial transaction approved by your club. Managed directly by the Student Treasurer under the supervision of the Staff Adviser, the ledger tracks every penny entering (deposits) and leaving (expenses) your club’s account.

Standard Ledger Format:

A club ledger can be kept in a physical logbook or a shared digital spreadsheet. Every entry must include the following details:

Why Financial Management & Documentation Matter:

CLUB LEDGER TEMPLATE

FINANCIAL MANAGEMENT & BUDGETS

Budgeting is the process of realistically estimating the beginning fund balance, revenue, and expenditures for ASB activities for the coming school year. Accuracy is essential since the approved expenditure budget cannot be exceeded. Excessive overestimation can be seen as not being good stewards of public monies. A budget is a plan approved by the ASB Governing Body and the School Board of Directors and sets the maximum amount of expenditures for the school year.

Creating the A nnual Budget

In the ASB Fund, each student activity group prepares a budget for the fiscal year. The combined budgets of all student activity groups form the associated student body budget for the school. Once approved by the student council and the primary advisor, the school’s associated student body budget is submitted to the district superintendent or their designee. They will consolidate it with all other associated student body budgets in the district, resulting in the proposed ASB Fund budget for the district.

It is important to note that no activity may have a negative ending balance. This means no student activity group can disburse funds unless there are sufficient funds available in the student activity group’s account. If payables are involved, they must be considered in determining the available funds. If there are insufficient funds, a transfer must be made (if the disbursement is approved and funds are available) before the disbursement can occur.

The “Permission vs. Cash” Rule

Before drafting your budget, every officer and advisor must understand this critical concept: A budget is simply legal permission to raise and spend money.

If your approved budget says you can spend $500 on club t-shirts, the school does not magically hand you $500. It just means that if your club raises $500 through approved fundraisers, you have the legal permission to spend it on those shirts. You can never spend money you do not actually have in your account, regardless of how big your approved budget is.

Step-by-Step: Building Your Budget

Building a budget is an educated guess about what your club will do over the course of the school year.

Step 1: Estimate Revenues (Money In)

How does your club plan to generate funds this year? Be realistic. If you are a new club, start small. If you are an established club, look at what you successfully raised last year.

Examples of Revenue: Club dues, selling 50 club t-shirts at $20 each, hosting a car wash, or selling tickets to a club-sponsored movie night.

Step 2: Estimate Expenditures (Money Out)

What will it cost to run your club and host your events? Think through your entire year. It is always better to over-estimate your expenses slightly so you don't run out of "budget capacity" later in the spring.

Examples of Expenditures: Purchasing the blank t-shirts from a vendor, buying pizza and supplies for your end-of-year party, paying registration fees for a state competition, or buying poster board and markers for meeting activities.

Step 3: Student Approval

Once the Treasurer and Advisor draft the proposed budget, it must be presented to the club members during an official meeting. The club must discuss the budget, vote to approve it, and record that vote in the official Meeting Minutes.

Step 4: Submission to the District

Budgets are usually built in the Spring for the following school year (e.g., planning the 2027 budget in May of 2026). Once your club votes to approve the budget, your Advisor will submit the paperwork to the ASB Bookkeeper.

From there, it gets rolled into the master EHS ASB Budget, voted on by the ASB Student Council, and eventually sent to the Ellensburg School District Board of Directors for final legal approval.

What If We Need to Change Our Budget Mid-Year

Sometimes an amazing, unexpected opportunity comes up in the middle of the year, but you didn't include it in your budget. If your club needs to raise or spend more than your approved budget allows, you must request a Budget Revision. This requires a new club vote, new meeting minutes, and approval from the ASB Student Council.

THE MONTHLY FINANCIAL REVIEW

Just like a personal checking account, a club's financial health requires regular check-ins. It is incredibly easy for a club to accidentally overspend if they are just guessing how much money they have. To prevent this, the Club Treasurer and Staff Advisor must conduct a Monthly Financial Review.

This process ensures that all deposits were recorded correctly, all vendors were paid, and the club has enough actual cash for their upcoming activities.

The Offical Ledger vs. Your Club’s Records

Your club might keep its own spreadsheet or ledger to track spending, but the ASB Bookkeeper’s report is the official legal record of your account. If your spreadsheet says you have $200, but the Bookkeeper’s report says you have $50, you only have $50 to spend.

Step-by-Step: How to do a Monthly Review:

Step 1: Pull the Monthly Report

At the beginning of each month, request a copy of an account summary from the ASB Bookkeeper (often called a budget status report or ledger) for your club. The Treasurer and Advisor should sit down together to review it.

Step 2 :Reconcile the Account (Match it up)

Compare the school's official report against your club’s Meeting Minutes and receipts from the previous month.

Check Deposits: Did the money you deposited from your recent bake sale show up in the revenue column?

Check Expenditures: Have the Purchase Orders you approved been cashed by the vendors?

Spot Check: Are there any mysterious charges on your account that your club didn't vote on? (Sometimes a PO gets charged to the wrong club account by mistake, catching this early is crucial!)

Step 3: Check "Cash" vs. "Capacity"

Look closely at your balances.

Actual Cash Balance: How much real money is currently sitting in your account? This is what you can actually spend today.

Budget Capacity: How much of your approved annual budget do you have left? (If you have reached your budget limit but still have cash, you cannot spend that cash without a formal Budget Revision).

Step 4: Report to the Club

Transparency is key in ASB. At the first club meeting of the month, the Treasurer should give a brief financial report to the members.

What is said: "As of October 1st, our club account has an actual cash balance of $450. All charges from last month's pizza party have cleared."

What the Secretary writes: The Secretary must note in the Meeting Minutes that the Treasurer's monthly financial report was given and reviewed by the club.

What If You Find an Error?

If the Treasurer and Advisor spot a missing deposit or an incorrect charge during their review, they should contact the ASB Bookkeeper immediately. Do not wait until the end of the year to fix an error from October

PUBLIC VS. PRIVATE MONEY: The Two Types of ASB Accounts

One of the most common ways clubs get in trouble during an audit is by confusing standard ASB money with charity money. Ellensburg High School manages two completely different "buckets" of funds. The rules for how you raise and spend money depend entirely on which bucket you are using.

General ASB Funds (Public Money)

Most of the money your club handles will be General ASB funds. As stated in the Golden Rule, this is public state money generated by students, for students.

How it is raised: Club dues, ticket sales, car washes, selling club merchandise, or running a concessions stand.

How it can be spent: These funds must be spent on the cultural, athletic, recreational, or social benefit of the current EHS student body. You can buy club supplies, pay for field trip transportation, buy snacks for a club meeting, or hire a guest speaker for the school.

The Restriction: Because this is public money, you cannot donate it to charity, give it away, or use it for an individual's private benefit.

Trust & Charitable Funds (Private Money)

Sometimes, your club wants to do something incredible for the community, like raising money for the local food bank, supporting a family in need, or funding a scholarship. This is classified as Private Money (often called a Trust Account or a 6000-series account).

How it is raised: You host a specific fundraiser explicitly advertised as a charity event (e.g., "Bake Sale for the Red Cross").

How it can be spent: This money is not public money. The district is simply holding it in trust for the charity. It can only be spent on the exact cause you advertised.

The Restriction: You cannot use this money to buy club supplies or throw a party. Furthermore, you cannot use your club's standard public funds to pay for the expenses of running a charity fundraiser (like buying the baking supplies for the charity bake sale). The charity fundraiser must cover its own expenses.

Key Differences at a Glance

The “No Mixing” Rule

You can never mix public and private money. If your club wants to raise money for a charity, you must get approval using a Charitable Fundraising Form before the event begins. The ASB Bookkeeper will deposit the earnings into a separate Trust account, not your standard club account.

If a student hands you $20 for a club t-shirt and another student hands you $20 as a donation for a food bank, those two $20 bills must be tracked, receipted, and deposited separately.

HANDLING DONATIONS

It is incredibly exciting when a local Ellensburg business, community member, or parent wants to sponsor your club by writing a check or donating equipment. Community support is a huge part of what makes our ASB programs successful!

However, because your club is part of a public school district, you cannot simply take a donated check and deposit it into a private bank account or use it to buy whatever you want. There is a formal process for accepting gifts.

The “Once Donated, It is Public” Rule

The most important thing to know about donations is this: As soon as your club accepts a donation, that money or item legally becomes public ASB property.

Even though it was given as a gift, it is now subject to the exact same WASBO rules as the money you raise from a bake sale. This means your club still must take Meeting Minutes to vote on how to spend the donated money, and you must get a Purchase Order (PO) approved before buying anything with it.

Step-by-Step: Accepting Monetary Donations

If a business or individual wants to write a check to your club, follow these steps:

Step 1: Communicate the Intended Use (Earmarking):

A donor is allowed to restrict or "earmark" their donation for a specific purpose (e.g., "This $500 is specifically for the Robotics Club to buy competition motors"). If they do this, your club is legally obligated to spend the money exactly as the donor requested. If the donation is general (e.g., "For the Drama Club to use wherever needed"), your club can vote to spend it on any approved ASB expense.

Step 2: Route Through the Bookkeeper:

All donated checks must be made payable to Ellensburg High School ASB (with your club's name in the memo line). Give the check immediately to the ASB Bookkeeper. Never take a donated check home.

Step 3: School Board Approval: (If Necessary)

Under district policy, donations must be officially accepted by the school district. Depending on the dollar amount, the donation may need to go before the Ellensburg School District Board of Directors for a formal vote of acceptance before you can spend it. (See the donation form in Appendix ?)

Per the School Board Policy No. 6114 – Gifts or Donations

The Board recognizes that individuals and organizations in the community may wish to contribute additional supplies or equipment to enhance or extend the instructional program. Any gift or donation to the district or to an individual school or department of money, materials or equipment having a value of $2,000 or greater will be subject to Board Approval

Gifts less than $2,000 can be accepted by the building principal through a written letter of acceptance to the grantor. The board will not authorize acceptance of gifts that are inappropriate, which carry with them unsuitable conditions, which will obligate the district to future expenditures from the general fund, or which are out of proportion to the value of the gift. All gifts will become district property and will be accepted without obligation relative to use and/or disposal

Gifts of labor to support or complete a limited public works project with community volunteers will not normally be accepted by the board. In general, gifts or donations of money to support or complete a limited public works project through the district’s maintenance department will be accepted.

Acccepting “In-Kind” Donations (Physical Items)

Sometimes businesses donate items instead of money, like a local hardware store donating lumber for a theater set, or a restaurant donating 20 pizzas for your kickoff meeting.

• For small consumable items (like pizzas or meeting snacks), simply notify your advisor so they are aware of the gift.
• For large physical items or equipment (like a 3D printer, tools, or expensive electronics), you must work with your advisor and the ASB Bookkeeper. These items belong to the school and must be officially added to the school's inventory list for insurance purposes.

NEGATIVE BALANCES: No “Credit” in ASB

In the real world, people use credit cards to buy things now and pay for them later. In the ASB world, this is strictly prohibited. Because ASB operates using public state funds, a club account can never go into the red.

The “Cash on Hand” Rule

Before your club votes to spend money, and before the Treasurer signs a Purchase Order (PO) request, you must verify that your club has enough actual cash in its account to cover the full cost of the purchase, including shipping and taxes.

• PO Rejection: If you submit a PO for $300, but your club account only has $250, the ASB Bookkeeper is legally required to reject your request. You cannot promise to "fundraise the rest later." The money must be in the bank first.
• Fixing a Deficit: Very rarely, an unexpected charge (like a surprise shipping fee or a vendor price increase) might accidentally push a club’s balance below zero. If this happens, the club’s account is immediately frozen. The club must urgently host a fundraiser or collect dues to bring the balance back into the positive before they can spend any more money.

YEAR-END CARRYOVER: Spending on Current Students

As the school year winds down in the spring, clubs often ask what happens to the money left in their account. Do they get to keep it for next year, or do they lose it?

The “Current Student” Philosphy

The state philosophy for ASB is that funds should benefit the students who raised them. If the Class of 2027 holds three massive fundraisers, it is unfair to hoard all that money so the Class of 2029 can throw a giant party years later. Generally, you should aim to spend the money you raise during the same school year.

Carryover Rule

When the school year ends, your remaining funds do roll over into your club's account for the next fall, but with a few important guidelines:

1. Seed Money: It is considered best practice to leave a small, reasonable balance in your account at the end of the year. This acts as "seed money" so next year’s officers can buy kickoff supplies, posters, or snacks for their first meeting in September before they have a chance to fundraise.
2. Hoarding is Prohibited: Your club should not be carrying over massive, unspent balances year after year without a plan.
3. Saving for Big Purchases: What if your club is intentionally saving up for something huge, like a $5,000 robotics kit or a major out-of-state trip that takes two years to fund? That is perfectly fine! However, you must clearly document this long-term savings plan in your Meeting Minutes and your annual budget so state auditors know exactly why your club is holding onto a large balance.

COMPLETING THE ANNUAL BUDGET PACKET

Students must be active participants throughout the budgeting process. The packet requires review and signatures from both the Club President and the Staff Adviser.

When completing your end-of-year paperwork, your group must address four key areas:

• Current Year Reconciliation (2026–27): Report all actual income, expenses, fundraising profits, and community donations received during the current school year.
• Annual Service Project: Document your club’s required annual service project as mandated by the EHS Constitution.
• Anticipated Next-Year Budget (2027–28): Project all expected revenues and expenses for the upcoming year.
• Master Calendar Dates: Submit known dates for next year’s activities, fundraisers, camps, or conferences to help build the master EHS calendar.

Crucial Budgeting Rule — Over-Anticipate Income: State law prohibits ASB spending from exceeding the legally established budget ceiling. Therefore, always over-anticipate expected fundraising earnings and income. Generating huge, unanticipated revenue late in the year creates severe accounting obstacles.

Allowable vs. Unallowable ASB Expenses

All ASB expenditures must fall under one of four C.A.R.S. categories: Cultural, Athletic, Recreational, or Social. ASB funds can never be used for curricular items or instruction.

Requesting Direct Funding from ASB

If your club or team has a significant financial need that cannot be met through standard fundraising alone, you may apply for Direct ASB Funding using the special request form attached to the end-of-year packet.

Criteria for Direct ASB Funding Approval:

• 100% ASB Membership: Every member of your group must purchase an official EHS ASB card.
• Broad Impact: The funding must serve a substantial portion of the student body (e.g., school newspaper production) rather than a narrow, specialized group interest.
• Financial Need or Special Opportunity: The group is either too small to generate necessary revenue independently or is pursuing a rare, one-time opportunity.
• Service & Accountability: The group must complete a yearly service project and present a financial accountability report back to ASB.

Note: Direct funding requests are evaluated by the ASB Executive Board and Activities Coordinator. Groups may be asked to present their request in person to the Executive Board. Direct funding requests will not be considered until all outstanding fundraiser reconciliation reports from the current year are submitted.

ACTIVE vs. INACTIVE STATUS: What Happens to the Money?

Clubs naturally ebb and flow. A club that is highly popular one year might see a drop in interest after a passionate group of seniors graduates. Because ASB clubs manage public funds, the district must closely track which clubs are actually operating and which ones have quietly disbanded.

Maintaining “Active” Status

To remain an active club with full access to your ASB funds, your club must do three things every school year:

1. Submit an updated, signed Club Constitution.
2. Have an assigned EHS Staff Advisor.
3. Hold regular meetings and keep official Meeting Minutes.

Falling into “Inactive” Status

If a club fails to submit a constitution, loses its advisor and cannot find a replacement, or simply stops holding documented meetings, it will be classified as Inactive. When a club goes inactive, its financial account is temporarily frozen, and no money can be spent.

The “Use It or Lose It” Rule

Under Washington State law, ASB funds are collected to benefit current students. Public money is not legally allowed to sit untouched in a dormant account year after year.

Therefore, EHS enforces a strict timeline for inactive accounts: If a club officially disbands or fails to meet for one full school year, any remaining funds in the club’s account will be swept and transferred to the General ASB Account.

• Why the General ASB Account? The General ASB account pays for school-wide events, assemblies, and activities. Transferring dormant club funds here ensures the money is still legally spent on the cultural and social benefit of the current EHS student body.
• Can an inactive club come back? Absolutely! If a new group of students wants to restart the club a few years later, they can simply go through the standard New Club Approval Process. However, they will be starting fresh with a $0 account balance.

THE PURCHASE ORDER (PO) PROCESSES

A Purchase Order is a legally binding document generated by the school district. It guarantees a vendor (like a t-shirt company or a grocery store) that the school has the funds set aside and will pay them for their goods or services.

The Cardinal Rule of Purchasing

~ Never buy anything without an approved PO in place. ~

DO NOT SKIP THE PO PROCESS

PO Order of Operations

Here is the exact order of operations your club must follow every time you want to spend money:

Step 1: Vote and Record in the Minutes: Must happen at an official club meeting.

Present the proposed purchase to the club members (e.g., "We want to spend $200 on decorations from Party City"). The club must vote to approve the expense, and the Secretary must record this approval in the official Meeting Minutes.(Appendix C)

Step 2: Submit the PO Request Form & Half Sheet Form: Include all signatures and attachments.

The Club Treasurer and Advisor fill out a PO Request Form. You must staple a copy of the signed Meeting Minutes (from Step 1) to the back of this request as proof that the students approved it. Turn this packet into the ASB Bookkeeper. (Appendix E)

Complete the PO Check/Transfer Request Half Sheet and attach it to the PO Request Form. The Adviser and Club Officer must sign this form in order to process the Payment. (Appendix F)

Step 3: ASB Bookkeeper Verification:

The ASB Bookkeeper will review the paperwork and verify that your club has enough actual cash in its account and sufficient budget capacity to cover the requested amount.

Step 4: ASB Executive Board Approval: Campus-wide student oversight.

Once the Bookkeeper verifies the funds are available, the purchase request goes to the ASB Executive Board. The Executive Board will review the request to ensure it aligns with ASB goals and officially approve the expenditure.

Step 5: Official PO Issuance:

After the Executive Board grants approval, the Bookkeeper will generate an official PO number and encumber (set aside) the funds. The Bookkeeper will notify the Advisor when the PO is fully approved and ready to use.

Step 6: Make the Purchase:

Now you have the green light! You can give the PO number to the vendor, check out the district purchasing card (if applicable), or have your Advisor make the approved purchase out-of-pocket for reimbursement.

Step 7: Turn in the Receipt or Invoice:

As soon as you have the items, the Advisor must submit the original, itemized receipt or invoice to the ASB Bookkeeper. The Bookkeeper will match the receipt to the PO and cut a check to pay the vendor or reimburse the purchaser

THE REIMBURSEMENT PROCESSES (Out-of-Pocket Purchase)

While standard Purchase Orders are the preferred way to buy items, sometimes a vendor (like a local grocery store or an online retailer) will not accept a school district PO as a form of payment. In these situations, a Staff Advisor may need to purchase the items out-of-pocket and request a reimbursement.

Important

~ The rule of “Prior Approval” still applies. ~

A staff advisor can only be reimbursed if they get official approval before they spend their own money. If an advisor buys something first and asks for permission later, the district may deny the reimbursement.

To ensure the advisor gets paid back, follow this specific process:

1. Vote and Record in the Minutes:

Must explicitly state the advisor will be reimbursed.

The club must vote to approve the specific expense, and the motion must explicitly state that the Staff Advisor will make the purchase and be reimbursed. This must be recorded in the official Meeting Minutes.

2. Initial Reimbursement Request:

Submit with the PO and Minutes.

The Advisor must complete an Initial Reimbursement Request Form (Appendix G). This form, along with the standard PO Request Form and the signed Meeting Minutes, must be submitted to the ASB Bookkeeper.

3. Verification & Executive Board Approval:

Campus-wide student oversight.

The ASB Bookkeeper verifies that the club has sufficient cash and budget capacity. Then, the request goes to the ASB Executive Board for official review and approval.

4. Make the Purchase:

Only after the Executive Board has approved the request and the Bookkeeper gives the green light may the Advisor purchase the items using their personal funds.

5. Final Reimbursement Request:

Turn in to the District Office.

After purchasing the items, the Advisor must complete a Final Reimbursement Form (Appendix H). The Advisor attaches the original, itemized receipts to this final form and submits the complete packet to the District Office so a reimbursement check can be cut and mailed to them.

PROHIBITED PURCHASES
(The “Do Not Buy List)

Because standard ASB funds are considered public state money, there are strict legal boundaries on how they can be used. The Washington State Auditor’s Office heavily scrutinizes these areas. Even if your club votes to approve a purchase, the ASB Bookkeeper and Executive Board must deny the request if it includes any of the following prohibited items:

Gift and Gift Cards

You cannot use public money to buy gifts for individuals. This is considered a "gift of public funds" and is strictly illegal under Washington State law.

• No Gift Cards: Gift cards are treated exactly like cash by state auditors and are strictly prohibited. You cannot buy gift cards as raffle prizes, thank-you gifts, or incentives.
• No Staff Appreciation Gifts: ASB funds cannot be used to buy your Staff Advisor a coffee card, a birthday present, or a retirement gift. (If students want to buy a gift for a teacher, they must use their own personal money outside of the ASB account).

Charitable Donations from General Fund

As covered in the Public vs. Private money section, you cannot take money from your standard club account and donate it to a charity, a family in need, or a scholarship. (Charitable giving must be done exclusively through a pre-approved Trust/6000-series account).

Curricular and Classroom Supplies

ASB funds are strictly for extracurricular (outside of the classroom) activities. You cannot use ASB money to pay for basic educational needs.

• Examples: Whiteboards, textbooks, classroom grading software, or supplies needed to pass a class. Those items are the legal responsibility of the school district to provide.

Personal Items (Unless fully paid for by the student)

ASB cannot pay for items that a student takes home and keeps permanently as their own personal property, unless the student is reimbursing the club for the exact cost of the item.

• Example: A club cannot use general funds to buy matching Nike hoodies for all the officers to keep. (However, if the club buys hoodies and the officers pay $40 each to cover the cost, that is perfectly fine).

Inappropriate Items

This goes without saying, but ASB funds can never be used to purchase alcohol, tobacco, firearms, illegal substances, or any goods/services that violate the Ellensburg School District Student Code of Conduct.

What about Food and Meals?

Food is a heavily regulated "gray area." ASB funds can be used to buy light refreshments (like pizza or cookies) for an official club meeting, or to pay for a team meal if students are traveling out of town for a state competition. However, you cannot use ASB money to take your club officers out to a fancy dinner just for fun. All food purchases must have a clear, documented ASB purpose and must be approved in advance.

WORKING WITH OUTSIDE VENDORS

CONTRACTS & AGREEMENTS
Who Can Sign?

Whether your club is hiring a DJ for a dance, bringing in a guest speaker, renting a venue for an end-of-year banquet, or renting an inflatable obstacle course, the vendor will likely ask you to sign a contract or a formal agreement.

There is one absolute, non-negotiable rule when it comes to these documents: Students and Staff Advisors are never allowed to sign a contract.

The Legal Reality of Contracts

Ellensburg High School is part of a public government entity (the Ellensburg School District). When a contract is signed, it legally binds the school district to specific financial and liability obligations, meaning the district is promising to pay money and accepting the legal risk if someone gets hurt.

Under Washington State law, only the Superintendent or a designated District Business Officer has the legal authority to bind the district to a contract.

The Personal Liability Warning

If a student officer or a club advisor signs a contract with a vendor, that contract is technically not with the school, it is with the individual who signed it. If you sign the contract, you become personally, legally, and financially liable.

If the vendor doesn't get paid, or if property is damaged during the event, the vendor can sue you personally, and the school district's insurance will not protect you.

What Counts as a Contract?

A contract isn't always a 20-page legal document with fine print. It can look like:

• An agreement from a motivational speaker outlining their speaking fee.
• A rental agreement for a charter bus.
• A venue rental form for a local pizza parlor.
• An online "Terms and Conditions" checkbox that requires a signature for custom merchandise.

The Correct Process for Contracts

If a vendor hands you a contract or agreement, follow these steps:

1. Do not sign it. Politely tell the vendor that district policy requires all contracts to be routed through the central office.
2. Submit it early. Bring the unsigned contract to the Activities Coordinator or ASB Bookkeeper immediately.
3. Wait for District Review. The school district's legal and business team will review the contract to ensure the insurance requirements are met and the terms are fair. If approved, an authorized district official will sign it.
4. Attach to your PO. Once the contract is signed by the district, you can proceed with the standard Purchase Order (PO) process to get the vendor paid.

FUNDRAISING PROCESSES & PROCEDURES

The Fundraiser Approval Process

Before you launch a fundraiser, your club must complete the official approval process. This ensures that the school is aware of the event, the funds are being tracked legally, and two clubs aren't accidentally hosting the exact same fundraiser on the exact same day.

1. Vote and Record in the Minutes:.... Must happen at an official meeting.

The club must discuss the fundraiser details (what you are selling, the dates, and the purpose). The club votes to approve the fundraiser, and the Secretary records this in the official Meeting Minutes.

2. Complete a Fundraiser Request Form:.... Standard vs. Charitable.

The Treasurer and Advisor fill out the Fundraiser Request Form (Appendix I). (Remember: if this is for a charity, you must use the Charitable Fundraising Form instead). You must estimate your expected revenues and your expected expenses (like the cost of buying the items you intend to sell).

3. Submit the Paperwork:.... Staple the Minutes to the back.

Staple the signed Meeting Minutes to the back of the Fundraiser Request Form and submit the packet to the ASB Bookkeeper or Activities Coordinator.

4. ASB Executive Board Approval & Calendaring:.... Campus-wide student oversight.

The ASB Executive Board will review the request. They check to ensure the fundraiser aligns with ASB rules and that it doesn't conflict with another club's event on the EHS Master Calendar.

5. Receive the Green Light:

Once the Executive Board and Bookkeeper sign off, the fundraiser is officially approved. If your fundraiser requires you to buy supplies upfront (like buying the blank t-shirts you plan to sell), you can now begin the Purchase Order (PO) process for those items.

Crowdfunding Warning

Platforms like GoFundMe, Kickstarter, or personal Venmo accounts are strictly prohibited for ASB fundraising. All digital payments must flow through the district's approved official payment portals.

CASH HANDLING: Protecting the Money & Yourself

When you are collecting money at a fundraiser, the Washington State Auditor’s Office requires a perfect paper trail. The rules for cash handling are not just about protecting the school's money, they are designed to protect you from any false accusations of theft or mismanagement.

If your club is hosting an event where cash or checks will be collected, you must follow strict cash-handling procedures.

SETTING UP: The School Cash Box

Never use a personal shoebox or envelope to collect money. If you are hosting an event (like a car wash or a ticket booth), you need an official school cash box.

• Requesting the Box: The Staff Advisor must request a cash box from the ASB Bookkeeper at least a few days before the event.
• Starting Change: The Bookkeeper can provide "starting change" (e.g., $50 in small bills) so you can make change for your first few customers. This amount will be documented and subtracted from your final deposit.
• Security: The cash box must be supervised by an authorized student officer or the Staff Advisor at all times. Never leave it unattended.

RECEIPTING: Proving Where the Money Came From

State law dictates that you cannot just hand someone a product and put their cash in the box. You must create a record of the sale at the exact moment it happens. There are two approved ways to do this:

1. Individual Receipts (For high-dollar items)

If you are collecting club dues, selling a $20 club sweatshirt, or accepting a business sponsorship check, you must use an official ASB pre-numbered receipt book (provided by the Bookkeeper).

• Write the date, the person's name, the amount, and what they bought.
• Give the white copy to the customer. Leave the carbon copy in the book.

2. Tally Sheets (For fast, low-dollar items)

If you are running a fast-paced fundraiser like a bake sale or a car wash where everything costs $1 or $5, writing an individual receipt for every single cookie is impossible. Instead, use an official Tally Sheet.

• Every time someone buys a $1 cookie, make a single tick mark on the tally sheet.
• At the end of the event, the number of tick marks multiplied by the price must exactly match the amount of cash in the box.

The End-of-Event Deposit Process

When your fundraiser ends for the day, you must secure the money immediately. Follow this exact sequence to close out your cash box:

1. Count with a Witness:....Never count money alone.

The Student Treasurer and the Staff Advisor must sit down together in a secure location to count the cash and checks. Both individuals must verify the final total.

2. Complete the Deposit Form:....Match the money to the records.

Fill out an official ASB Cash Summary/Deposit Form. Compare your total cash to your receipt book or tally sheet. If the tally sheet says you should have $100, but you only have $95, you must note the $5 shortage on the form. Both the student and advisor must sign the form.

3. Turn in the Funds:....Same-day requirement.

Place the cash, checks, deposit form, and tally sheets into a bank bag. Give the bag directly to the ASB Bookkeeper. If the event happens after school hours or on a weekend, the Advisor must drop the locked bag into the school's secure night-drop safe before leaving campus.

4. Keep the Receipt:

The ASB Bookkeeper will process the deposit and provide the club with a final deposit receipt. Keep this receipt in your club binder to use during your Monthly Financial Review.

Closing Out the Fundraiser (Final Reconciliation)

Once the money is securely deposited in the school safe, your job isn't quite done. The state requires clubs to prove that the money they deposited matches the items they sold.

Within a few days of your fundraiser ending, the Treasurer and Advisor must pull out the original Fundraiser Request Form (the one approved by the Executive Board weeks earlier). You must complete the "Post-Fundraiser" or "Reconciliation" section at the bottom of the form.

• Record the Profits: Write down the total actual revenue collected and subtract your expenses to calculate your final profit.
• Record the Inventory: Document what happened to the physical items. If you bought 100 t-shirts and sold 80, you must note that 20 t-shirts are remaining as leftover inventory.
• Submit: Turn this completed, final form into the ASB Bookkeeper to officially "close" the fundraiser.

INVENTORY CONTROL: Tracking the Physical Money

In the eyes of the Washington State Auditor, physical inventory (like a box of candy bars, a stack of club t-shirts, or a roll of dance tickets) is treated exactly the same as cold, hard cash.

If your club spends $500 of public ASB money to buy 100 t-shirts, those t-shirts are public property. You are legally required to track what happens to every single one of them. If you sell 80 shirts, you must be able to point to exactly 20 remaining shirts in a box. If you cannot find them, that is considered missing public funds.
Tracking Merchandise & Food

Whenever your club purchases physical items to sell, you must maintain an Inventory Log. This log is updated every time you host a sale and is turned in to the ASB Bookkeeper during your fundraiser reconciliation.

The math on your inventory log must always balance perfectly with your cash deposits:

If your cash deposit is only $1,100, but your inventory says you sold 80 shirts, you have a $100 shortage that must be investigated and reported.

Event Tickets

Tickets are the most strictly controlled inventory item in ASB. If your club is hosting a dance, a play, or a dinner, you cannot print your own tickets on a computer or buy generic raffle tickets from the dollar store.

• Official Tickets Only: You must use the official, pre-numbered ASB tickets provided by the Bookkeeper (or an approved digital ticketing system).
• The Ticket Log: When the Bookkeeper hands you a roll of tickets, they will log the starting number (e.g., Ticket #1001). At the end of your event, you must return the unsold roll. If the roll ends at #1201, the Bookkeeper knows exactly 200 tickets were sold, and they will expect the cash box to reflect exactly 200 sales.

The “No Freebies” Rule

Clubs often want to give away leftover inventory, like letting the officers keep the unsold t-shirts, or giving free dance tickets to the chaperones.

Because this inventory was purchased with public money, giving it away for free is legally considered a "gift of public funds." You cannot give away ASB inventory without formal approval.

• If your club wants to use 5 leftover t-shirts as promotional prizes for a school assembly, the club must officially vote to approve giving them away, record the vote in the Meeting Minutes, and note the 5 promotional items on your final Inventory Log.

End-of-Year Inventory Count

In June, before the Staff Advisor leaves for summer break, your club must conduct a final physical count of all leftover inventory (unsold merchandise, leftover concessions, or durable equipment like tools and electronics). This end-of-year inventory list is submitted to the ASB Bookkeeper so the school district can properly value the club's assets for the annual audit.

FOOD SALES & SMART SNACKS (USDA Regulations)

Selling candy, baked goods, or soda might seem like the easiest way to make a quick buck for your club. However, because Ellensburg High School participates in the National School Lunch Program, any food sold on campus is subject to strict state and federal USDA regulations.

The primary rule is that ASB clubs cannot directly compete with the school cafeteria’s healthy lunch program during the school day.​​​​​​​

"During the School Day" Regulations

Under federal law, the "school day" is defined as running from midnight until 30 minutes after the final bell rings.

If your club wants to sell any food or beverages to students during this time (e.g., selling items in the hallway during passing periods or lunch), the items must meet the USDA "Smart Snacks in School" nutritional standards.

• What this means: You cannot sell standard candy bars, full-sugar sodas, or homemade brownies during the school day.
• The Approval Process: Before you buy any food inventory to sell during the day, you must submit the nutritional label to the ASB Bookkeeper or the District Food Services Director. They will run it through the Smart Snacks calculator to verify it meets the legal limits for calories, sodium, fat, and sugar.

After-School Exemption

The good news is that the strict federal nutritional rules expire exactly 30 minutes after the school day ends.

• If your club is running the concessions stand at a Friday night football game, selling candy at an evening theater production, or hosting a weekend car wash, the Smart Snacks rules do not apply.
• You are free to sell traditional concession items like candy, popcorn, pizza, and soda at these after-school events.

Homemade Items vs Store-Bought

THE APPROVAL TIMELINE

STUDENT HEALTH & TRAVEL PREPARATION

Student safety is the top priority on any off-campus trip. Because advisors and chaperones are responsible for students' medical well-being while away from school, advisors must complete the EHS Field Trip/Off-Campus Activity Request Form for the School Nurse before leaving campus.

EHS Field Trip/Off-Campus Activity Request Form

This step ensures the following health and safety protocols are completed:

• Medical Roster Review: The School Nurse will review the list of participating students against official school health records to identify any severe allergies, chronic health conditions, or emergency action plans (such as diabetes, asthma, or severe food allergies).
• Medication Authorization: If a student needs to take prescription or over-the-counter medication during the trip, an official authorization form signed by a parent and healthcare provider must be on file.
• First Aid & Emergency Kits: The nurse will issue a field trip first-aid kit and provide any student-specific emergency medications (like EpiPens or inhalers) along with proper instructions for the advisor.

The Nurse Consultation Requirement

• Chaperone Delegation: If medical tasks need to be administered during the trip, the nurse will ensure designated staff members receive proper training prior to departure.

Timeline Reminder: Submit your student roster to the School Nurse within the approved timelines for the type of trip your club will take to allow sufficient time for reviewing health records, contacting parents, and securing necessary medications.

OVERNIGHT OR OUT-OF-STATE FORM

MONTHLY FINANCIAL RECONCILIATIONS