Perfect 🙌.
Let’s create a sample filled-out version to show how these templates can be used practically
at Hudson High School, Semuto.
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HUDSON HIGH SCHOOL – SEMUTO
SAMPLE WEEKLY FINANCIAL MEETING DOCUMENTS
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1. WEEKLY FINANCIAL REPORT
Week Ending: 12th September 2025
Prepared by (Bursar): Mr. John Ssenyonga
Date: 13th September 2025
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1. Income
Source of Income Amount Collected (UGX) Remarks
School Fees 5,200,000 From S1 & S2 mainly
Uniforms/Stationery 600,000 Sales from shop
Canteen/Other Services 350,000 Weekly sales
Donations/Support – None this week
Total Income 6,150,000
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2. Expenditure
Item / Department Amount Spent (UGX) Remarks
Staff Salaries 2,500,000 Partial payment
Teaching Materials 400,000 Chalk & books
Utilities (Water, Power) 300,000 Paid bills
Food/Boarding 1,200,000 Weekly supplies
Maintenance/Repairs 250,000 Fixed classroom door
Miscellaneous 150,000 Printing & fuel
Total Expenditure 4,800,000
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3. Financial Summary
Opening Balance: UGX 1,000,000
Total Income: UGX 6,150,000
Total Expenditure: UGX 4,800,000
Closing Balance: UGX 2,350,000
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4. Outstanding Fees
Class / Stream Expected (UGX) Collected (UGX) Balance (UGX) Remarks
S1 4,500,000 2,000,000 2,500,000 Low compliance
S2 3,800,000 2,700,000 1,100,000 Fair collections
S3 5,200,000 400,000 4,800,000 Very low compliance
S4 6,000,000 100,000 5,900,000 Candidates delaying
Total 19,500,000 5,200,000 14,300,000
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5. Observations & Recommendations
Collections in S3 and S4 are very low and need urgent follow-up.
Cash flow is positive, but outstanding balances are very high.
Suggest involving class teachers and PTA to help with fee recovery.
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Prepared by:
………………………………………
Mr. John Ssenyonga (Bursar)
Reviewed & Approved by:
………………………………………
Mr. Paul Nsubuga (Head Teacher)
………………………………………
Mr. Godfrey Kazibwe (Proprietor)
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2. WEEKLY FINANCIAL MEETING MINUTES
Date: 13th September 2025
Time: 10:00 am
Venue: Head Teacher’s Office
Members Present:
Proprietor – Mr. Godfrey Kazibwe
Head Teacher – Mr. Paul Nsubuga
Bursar – Mr. John Ssenyonga
Agenda:
1. Confirmation of previous minutes
2. Presentation of financial report
3. Review of income and expenditure
4. Outstanding fees update
5. Budgetary needs and challenges
6. Approval of planned expenditures
7. Any Other Business
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Minutes/Deliberations:
1. Previous minutes were confirmed without amendment.
2. Bursar presented report (see attached financial report).
3. Expenditure of UGX 4,800,000 approved as recorded.
4. Outstanding fees remain high (UGX 14,300,000). Members agreed that reminders should be sent to
parents by 15th Sept.
5. Food budget will require an increase of UGX 300,000 next week due to rising prices.
6. Approved purchase of new whiteboards at UGX 450,000.
7. Under AOB, discussed involving class teachers more actively in fees follow-up.
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Decisions / Action Points:
Head Teacher to draft parent reminders by 15th Sept.
Bursar to prepare breakdown of S3 & S4 balances by 14th Sept.
Proprietor to approve whiteboard purchase immediately.
Next Meeting: 20th September 2025 at 10:00 am.
Signed:
……………………………………… (Proprietor)
……………………………………… (Head Teacher)
……………………………………… (Bursar)
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✅ This filled-out example shows how the templates work together:
Financial Report → Minutes → Action Points.
Would you like me to also prepare a summary dashboard format (like a one-page sheet with
graphs/tables) so you can visually see income, expenditure, and outstanding balances each week?
