Program Budgetary Needs Assessment

Sierra Dollar

College of Education, Grand Canyon University

EAD-510-0501: Education Finance

Cherri Barker

April 20, 2022

 Program Budgetary Needs Assessment

Summary: Overview

The Master Candidate recently reviewed the Safety Patrol’s expected budget. At the

Master Candidates school there is a Safety Patrol club. This club is run by the Administrative

Teacher on Assignment (TOA). The Master Candidate met with the TOA to understand the

function of the club, as well as to obtain a copy of the budget for this small group. Members of

this club include the teacher who runs it as well as roughly 30 students who are in grades four

and five. The purpose of the club is to maintain safety around school and to assist in the morning

and afternoons to guide students to their areas and to assist in prompting students to follow

school rules. The club meets once a month to discuss schedules, changes to job roles and

community services to perform. In addition to this the club members have roles to complete

every morning and afternoon. For example, a student may oversee opening and closing of car

doors during morning drop off and then in the afternoon, and assist with walking younger

students to the bus.

Criterion Summary: Expenditures and Revenue

The Safety Patrol club must submit a budget prior to the beginning of the school year.

This budget is supposed to detail how they plan to spend the $85 allocated to the club,

fundraising endeavors, and projected expenditures. The Safety Patrol sponsor identified in this

budget that the following items would be bought to maintain the club prior to fundraising. 30

new safety patrol belts, 8 cones, 6 sets of flags, 3 packs of water bottles and 10 umbrellas.

Detailed in the budget is the projected cost of each item and which funds would be allocated. The

projected cost for these items did exceed the $85 given through the district however, there was a

surplus from the previous year’s fundraising that covered these expenses. The plan also outlines
that one expected expense is a club field trip. This field trip expense covers students cost for

tickets to Universal Studios, bus cost and parking. The plan to pay for these expenses is through

four different fundraisers. Those fundraisers are “boo-grams”, winter carnival, candy bar sales

and penny wars. All fundraisers are explained in the budget, the cost to complete, as well as

expected earnings. The anticipated earnings from fundraisers is expected to be $1,300.00. With

these earning the club hopes to be able to pay for each student’s expenses for their end of the

year field trip. Additionally, $70 is allocated in the budget for petty cash to get snack and party

items, such as popsicles, for students throughout the year.

Summary: Non-budgetary Resources

When examining the budget for the Safety Patrol club the Master Candidate explored

non-budgetary resources needed and how those items help to support the goal of the club. The

Master Candidate found that the club currently meets at the school library once a month. The

electricity and air used to run this building is provided for from the district and is available

during the week from 3:00- 8:00pm. The club does request chaperones or volunteers to attend the

end of the year field trip. The chaperones are expected to pay for their tickets to attend. However,

if they may to ride the bus if space is available. If a chaperone drives themselves, they will be

expected to pay for their own parking. In addition to these expenses, the club also takes in to

account the non-budgeted expense of printing signs and flyers for the club. The school pays for

miscellaneous items, such as print and copying expenses.

Summary: How Budget is Monitored and Adjusted

The Master Candidate interviewed the sponsor of the club, Madison Miller. Ms. Miller

and the Master Candidate discussed how the budget is created and monitored. Ms. Miller
discussed that she has been the Safety Patrol club sponsor for five years. Therefore, she has a

good foundational understanding of what the costs that go into running the club. Ms. Miller

stated that she factors in extra each year the number of students needed to support club

responsibilities. She also discussed she partners with the school bookkeeper to identify the funds

for the club and to maintain the club budget. Ms. Miller reviewed the budget with the Master

Candidate and discussed what has been paid for and upcoming expenses. As of right now there is

a surplus from fundraising of $213. While some of this money will be used to sponsor an end-of-

the-year party, Ms. Miller is hoping to have at least $150 to “roll over” into next year’s budget.

Ms. Miller stated that when she wants to spend the funds allocated for Safety Patrols, she must

submit a request to the bookkeeper. From there the principal must sign off on every expense and

then the sponsor is given a school credit card. The card must be returned in 24 hours and a

receipt must be presented and correlate to the items on the request.

Needs Assessment Survey

https://www.surveymonkey.com/r/J2X8BP3
 Reference

Miller, M. (2021). Safety Patrol Club- Projected Budget.