MPAQS Questions

Sept. 18, 2007

Q: Do parent support groups need to purchase additional insurance for school activities?

A: The insurance coverage that Mesa Public Schools carries provides liability coverage for our parent support groups, including officers and members, when engaged in an activity that benefits a district school. This coverage is identical for all officially recognized parent support organizations and this coverage does not hinge on the organization's formal or informal status.

Q: What is the districts flyer distribution policy?

A: Flyer Policy (click the link to the left to view)

Q: Are outside food vendors required to have insurance to sell food at an event?

A: Food vendors must provide the District with $500,000 in proof of liability coverage and $10,000 in property damage, with "Mesa Unified School District No. 4" as an additional insured on the vendor's policy. These food vendors must also provide proof that they are properly permitted by the Maricopa County Environmental Services (a.k.a. The County Health Department).

Q: How long should parent groups keep their financial reports and original receipts?

A: Financial reports and original receipts should be kept for a minimum of three years.

Q: When planning for a fundraising event that is sponsored by both a parent support organization and the school, what should an agreement for splitting the proceeds of this fundraising event include?

A: When planning a joint fundraiser, an Activity/Fund Raising Request should be completed. This form requires a general description of the activity including the date, time, place, and purpose of the activity. It will also require the student and parent groups to agree - prior to the event - on an appropriate split of the funds raised that is based on the amount of the effort devoted by each participating group. Upon completion, submit the Activity/Fund Raising Request form and the agreed split of the proceeds to the school administrator for approval.

Q: What is considered a "major" fundraiser?

A: A "major" fundraiser is a project in which at least two of the following conditions exist:

• There is a contractual arrangement between the student council or school and a commercial vendor.
• Students are involved in selling a product off the school campus
• There is a partnership between students and the parent-teacher organization.

***For special event permits visit www.maricopa.gov/envsvc/ENVHLTH/SPPRGM/spcevent.asp. The links to the guides and the applications are at the bottom of the page.

Q: Please discuss the process for purchasing school shade structures.

A: A finite amount of matching funds is budgeted each year to help construct shade structures over student play areas at District schools. Parent support organizations that have raised funds for a shade structure and would like to request matching district funds should contact Denise Eslick at dmeslick@mpsaz.org to process the request. 

The steps listed below are required by the Operations and Purchasing departments for the purchase and installation of shade structures on District property.

Step 1.    The School must submit an electronic TMA request to Operations for site review, pricing and installation of the structure. Please include the contact information of the PTO, user group or person requesting the structure.

Step 2.    Operations will then assign a Construction Project Manager or Purchasing Agent to make contact with a vendor for an estimate. School staff should not make contact with the vendors.

Step 3.    Upon receipt of the estimate, the Purchasing Agent will confirm that estimate pricing conforms to current bid prices.

Step 4.    Operations will attach a copy of the estimate to the work request and return it to the school for acquisition of funding.  The school shall be responsible for notifying the PTO, user group or person requesting the estimate.

Step 5.    When funds have been appropriated, the school secretary shall place a requisition on the District’s electronic system for funding approval and processing of a purchase order. (Attn: Buyer #1). Donated funds shall be marked for deposit into a District “Gifts and Grants” account.

Step 6.    After a purchase order has been issued to the vendor, a Construction Project Manager will be assigned to manage the project from start to finish.

Q: What is the replacement plan for playgrounds at older schools?

A: Each year the District budgets for the replacement and improvement of the playground equipment at our schools. In 2006-2007, the District spent more than $175,000 repairing and replacing playground equipment at 23 elementary schools based on need. The replacement and upgrade of playground equipment is an ongoing process.