700 PURPOSE OF NON-INSTRUCTIONAL AND BUSINESS SERVICES

700 PURPOSE OF NON-INSTRUCTIONAL AND BUSINESS SERVICES buster Wed, 11/28/2012 - 16:40

700 PURPOSE OF NON-INSTRUCTIONAL AND BUSINESS SERVICES

The school district's non-instructional services and business operations assist in the delivery of the education program and include, but are not limited to, transportation, the school lunch program, and child care. The board, as it deems necessary, will provide additional non- instructional services to support the school district’s education program. It shall be the goal of the board to provide non-instructional services and to conduct its business operations and use of public funds in an efficient manner.

Expenditure for Public Purpose

The Board of Directors recognizes and supports the principle that District funds are to be expended only for legitimate public purposes and not for private personal gain for which services of comparable value have not been rendered to the District. The Board of Directors believes it is important to designate those expenditures for officers, directors, employees, and volunteers, which are in addition to salaries and benefits authorized and/or specified in Code 400 and legitimate expense reimbursements, which serve a legitimate public purpose.

The Board of Directors authorizes the expenditure of District funds for District officers, directors, employees, and volunteers for the following purposes, as these are commonly-granted benefits for employees and volunteers in public and private organizations which aid in recruitment of personnel, promote improvement of staff morale and cooperation, assist in building a commitment to the District, and improve employee and business efficiency, thus assisting in creating a more productive learning environment:

Mementos for employees for recognition of every five years of service to the District, with the mementos not to exceed $______ each in cost to the District.
A retirement appreciation function once per year to recognize retiring employees with the cost not to exceed $______ per attendee.
A recognition item upon the retirement of an employee, with the recognition item not to exceed $______ in cost to the District.
A recognition item upon the end of service by a Board member not to exceed $______ each in cost to the District.
A recognition item for the president of the Board of Directors upon completion of service as president, not to exceed $______ in cost to the District.

Staff welcome and appreciation breakfast or lunch which Board members and employees attend (a limited number of invited community members may be invited also), once per school year, to recognize employee contributions and to promote communication between Board members, administrators, and other staff members, with the cost of the breakfast to the District not to exceed $______per attendee.
Meals for licensed interviewees (and if the interviewee is an administrative candidate, the interviewee’s spouse) and members of the interview committee accompanying the interviewee at the time of an interview not to exceed $______ per attendee if the interview extends over lunch and/or dinner.
Meals on-site during staff development (in-service) meetings, committee meetings, and meetings hosted at Urbandale with the costs of the meals to the District not to exceed $______per attendee. This is to promote a more efficient day so that staff members and attendees do not leave the premises.
Light meals may also be served to Board members, the administrators, and other school personnel required to be present at Board meetings if the meetings are called prior to ______p.m., or if they go unusually long, in order to enable the Board to continue with business without interruption, with the cost to the District not to exceed $______per attendee.
A volunteer appreciation function which Board members, employees, and volunteers may attend once a year to recognize the contributions of volunteers with the cost not to exceed $______per attendee and where tokens of appreciation may be given to volunteers not to exceed $______per volunteer in cost to the District.

The Board of Directors also authorizes the expenditure of District funds for coffee and soft drinks in the school buildings. Coffee, soft drinks, light refreshments, such as cookies, may also be made available at Board and committee meetings to promote a welcoming environment and as a common courtesy for individuals who travel to the District building for attendance at District meetings and conferences.

No District funds will be used to pay the cost of any alcoholic beverage and no alcoholic beverage will be available on school grounds.

Date of Adoption: _____________

Legal References: Iowa Constitution Article III, Section 31; 279.8, 721.2(5) Code of Iowa

Anonymous Fri, 06/05/2015 - 09:49

File Attachments

Policy Booster - Public Purpose - 2019.08.docx

Policy Booster - Public Purpose - 2019.08 - Sample Appropriate Use of Public Funds - Detailed.docx

Policy Booster - Public Purpose - 2019.08 - Sample Appropriate Use of Public Funds - Simplified.docx

700.1 INTERNAL CONTROLS & WHISTLEBLOWER

The board expects all board members, employees, volunteers, consultants, vendors, contractors, students, and other parties maintaining any relationship with the school district to act with integrity, due diligence, and in accordance with all laws in their duties involving the school district’s resources. The board is entrusted with public dollars and no one connected with the school district should do anything to erode that trust.

Internal control is the responsibility of all employees of the school district. The superintendent, chief financial officer, business manager and board secretary [or designee] shall be responsible for developing internal controls designed to prevent and detect fraud, financial impropriety, or fiscal irregularities within the school district subject to review and approval by the board. Administrators shall be alert for any indication of fraud, financial impropriety, or irregularity within the administrator’s area of responsibility.

Any employee who suspects fraud, impropriety, or irregularity shall report their suspicions immediately to their immediate supervisor, the superintendent, the business manager, the human resources director or a Finance/Audit Committee member (identify appropriate individuals for reporting purposes aligned with your district table of organization here). The superintendent shall have primary responsibility for any necessary investigations and shall coordinate investigative efforts with the board’s legal counsel, auditing firm, and other internal or external departments and agencies, including law enforcement officials, as the superintendent may deem appropriate.

Employees bringing forth a legitimate concern about a potential impropriety will not be retaliated against and those who do retaliate against such an employee will be subject to disciplinary action up to and including discharge.

In the event the concern or complaint about a potential financial impropriety involves the superintendent, the concern shall be brought to the attention of the board vice president who shall be empowered to contact the board’s legal counsel, insurance agent, auditing firm, and any other agency to investigate the concern or complaint.

As the elected leader of the board, the board president shall manage the board and related actions including board meetings, analysis of information related to concerns and/or complaints, and all communication internally and externally to the district.

Upon approval of the board, the superintendent [or designee] may contact the state auditor or elect to employ the school district’s auditing firm or state auditor to conduct a complete or partial forensic/internal control/SAS99 audit annually or otherwise as often as deemed necessary. The superintendent is authorized to order a complete forensic audit if, in the superintendent’s judgment, such an audit would be useful and beneficial to the school district. The superintendent shall ensure the state auditor is notified of any suspected embezzlement or theft pursuant to Iowa law. In the event there is an investigation, records will be maintained for use in the investigation. Individuals found to have altered or destroyed records will be subject to disciplinary action up to and including termination.

jen@iowaschool… Wed, 10/30/2019 - 10:16

File Attachments

Policy Booster - Internal Controls & Whistleblower Policy - 2019.10.30.docx

Policy Booster - Internal Controls & Whistleblower - Sample - Policy-829-Whistleblower Neshannock Township School District.pdf

Policy Booster - Internal Controls & Whistleblower - Sample -whistleblower from NCES ethics course.pdf

700.2R - ADMINISTRATIVE REGULATIONS REGARDING INTERNAL CONTROL PROCEDURES AND WHISTLEBLOWER COMPLAINTS

Fraud, financial improprieties, or irregularities include but are not limited to:

Forgery or unauthorized alteration of any document or account belonging to the district.
Forgery or unauthorized alteration of a check, bank draft, or any other financial document.
Misappropriation of funds, securities, supplies, or other assets.
Impropriety in the handling of money or reporting of financial transactions.
Profiteering because of insider information of district information or activities.
Disclosing confidential and/or proprietary information to outside parties.
Accepting or seeking anything of material value other than items used in the normal course of advertising from contractors, vendors, or persons providing services to the district.
Destroying, removing, or inappropriately using district records, furniture, fixtures, or equipment.
Failing to provide financial records to authorized state or local entities.
Failure to cooperate fully with any financial auditors, investigators, or law enforcement.
Any other dishonest or fraudulent act involving district monies or resources.

The superintendent [or designee] shall investigate reports of fraudulent activity in a manner that protects the confidentiality of the parties and the facts. All employees involved in the investigation shall be advised to keep information about the investigation confidential.

The employee bringing forth such actions in good faith to their immediate supervisor, the superintendent, the business manager, the human resources director or a Finance/Audit Committee Member, (identify appropriate individuals for reporting purposes aligned with your district table of organization here) may not be discharged, threatened, or otherwise discriminated against regarding the employee’s compensation, terms, conditions, location, or privileges of employment. The employee must exercise sound judgment to avoid baseless allegations. An employee who intentionally files a false report of wrongdoing will be subject to disciplinary action.

If an investigation substantiates the occurrence of a fraudulent activity, the superintendent, or board vice president if the investigation centers on the superintendent, shall issue a report to the board and appropriate personnel. The final disposition of the matter and any decision to file or not file a criminal complaint or to refer the matter to the appropriate law enforcement and/or regulatory agency for independent investigation shall be made in consultation with district legal counsel. The results of the investigation shall not be disclosed to or discussed with anyone other than those individuals with a legitimate right to know until the results are made public.

jen@iowaschool… Wed, 10/30/2019 - 10:22

File Attachments

Policy Booster - Internal Controls & Whistleblower Policy - 2019.10.30_0.docx

Policy Booster - Internal Controls & Whistleblower - Sample - Policy-829-Whistleblower Neshannock Township School District_0.pdf

Policy Booster - Internal Controls & Whistleblower - Sample -whistleblower from NCES ethics course_0.pdf

701 DEPOSITORY OF FUNDS

Each year at its annual meeting, the board shall designate by resolution the name and location of the Iowa located financial depository institution or institutions to serve as the official school district depository or depositories. The maximum deposit amount to be kept in the depository shall be stated in the resolution. The amount stated in the resolution must be for all depositories and include all of the school district's funds. It shall be the responsibility of the board secretary to include the resolution in the minutes of the meeting.

buster Thu, 11/29/2012 - 11:10

702 TRANSFER OF FUNDS

When the necessity for a fund has ceased to exist, or when the board is given authority to transfer categorical or other funds and has met the conditions of exercising the authority, the balance may be transferred to another fund or account or the expenditures may be directed by board resolution, as required. School district monies received for a specific purpose or upon vote of the people may only be transferred by board resolution when the purpose for which the monies were received has been completed or when authority to exercise local discretion to expend funds flexibility has been granted. Voter approval is required to transfer monies to the general fund from the capital projects fund and debt service fund unless state authority allows such a transfer without a vote.

buster Thu, 11/29/2012 - 11:11

703 FINANCIAL RECORDS

Financial records of the school district shall be maintained in accordance with generally accepted accounting principles (GAAP) as required or modified by law. School district monies shall be received and expended from the appropriate fund and/or account. The funds and accounts of the school district shall include, but not be limited to:

Governmental fund type:

General fund
Special revenue fund
- Management levy fund
- Physical plant and equipment levy fund
- Public education and recreation levy fund
- Student activity fund
Capital projects fund
Debt service fund

Proprietary fund type:

Enterprise fund
School nutrition fund
Child care fund
Trust, permanent or agency funds

Fiduciary funds:

Trust or agency funds
- Expendable trust funds
- Nonexpendable trust funds
- Agency funds
- Pension trust funds

Account groups:

General fixed assets account group
General long-term debt account group

As necessary the board may, by board resolution, create additional funds within the governmental, proprietary and fiduciary fund types. The resolution shall state the type of fund, name of the fund, and purpose of the fund.

The general fund is used primarily for the education program. Special revenue funds are used to account for monies restricted to a specific use by law. Proprietary funds account for operations of the school district operated similarly to private business, and they account for the costs of providing goods and services provided by one department to other departments on a cost reimbursement basis. Fiduciary funds are used to account for monies or assets held by the school district on behalf of, or in trust for, another entity. The account groups are the accounting records for fixed assets and long-term debt.

buster Thu, 11/29/2012 - 11:11

703.1 INTANGIBLE ASSETS POLICY

I. Definition of Intangible Assets

A. Intangible Assets

Intangible assets are assets that are:

(1) Identifiable – Either the assets:

(a) Can be separated or divided from the District and sold, transferred, licensed, rented or exchanged; or

(b) Arose from some legal right (i.e., a contractual right), regardless of whether those rights are separable or dividable;

(2) Lacking physical substance;

(3) Non-financial in nature – The assets are not in a monetary form, such as cash or investment securities; and

(4) Possessing a useful life that extends beyond a single financial reporting period.[1]

Examples of intangible assets include the following:

(1) Easements or land use rights (i.e., water rights, timber rights and mineral rights);

(2) Patents, trademarks and copyrights; and

(3) Computer software or websites that are purchased, licensed or internally generated.

Examples of assets that are not intangible assets for purposes of this Policy include only the following:

(1) Assets acquired or created primarily for purposes of obtaining income or profit, as these are considered investment assets;

(2) Assets from capital lease transactions reported by lessees, except licensing agreements to lease commercially available computer software; and

(3) Goodwill established or created between the District and another entity.

B. Outlays Associated with Internally Generated Intangible Assets

Intangible assets that are generated or created internally likely have outlay expenses associated with the generation or creation. Intangible assets are considered to be generated or created internally if they are:

(1) Created by the District;

(2) Created by a third-party contracted by the District; or

(3) Acquired by the District from a third-party and require more than minimal incremental effort on the part of the District to begin to achieve the expected level of service capacity.

C. Outlays Associated with Internally Generated Computer Software

Computer software that is generated or created internally likely has outlay expenses associated with the generation or creation. Computer software is considered to be generated or created internally if it is:

Developed by the District;
Developed by a third-party contracted by the District; or
Commercially available software acquired, purchased or licensed by the District from a third-party that is modified using more than minimal incremental effort before being put into operation.

II. Measuring of Intangible Assets

A. Threshold for Capitalization of Intangible Assets

The District shall adopt an intangible asset capitalization threshold policy to govern the amount at and above which intangible assets must be reported in the District’s annual reporting statements and audits. More specifically, the policy shall provide a threshold to be applied to individual intangible assets and shall prohibit the aggregation of items, including intangible assets and outlays, to meet the threshold.[2] The policy shall be approved by the Board of Education prior to its adoption.

[Note: The District’s policy regarding intangible asset capitalization threshold should generally be designed to capture eighty percent (80%) of the total cost of the District’s intangible assets. Therefore, prior to creating a policy regarding intangible asset capitalization threshold, the District must know the total value of its intangible assets.]

B. Recognition of Intangible Assets

The District shall record individual intangible assets exceeding the threshold amount outlined in the District’s intangible asset capitalization threshold policy as follows:

Intangible assets received in an exchange transaction or purchased shall be recorded at actual historical cost, which includes direct costs, and excludes indirect costs;
Intangible assets in the form of business activities and enterprise funds received in an exchange transaction or purchased shall be recorded at actual historical cost, which includes direct costs, specifically capitalized interest and ancillary charges, and excludes indirect costs; and
Intangible assets received in a non-exchange transaction or donated shall be recorded at estimated fair market value at the time of acquisition, which requires implementation of a rational method to determine or estimate the value at which the asset could be exchanged between willing parties not involved in a forced sale.
Intangible assets reported retroactively[3] shall be recorded at actual historical cost,[4] regardless of whether the asset is fully amortized prior to June 30, 2009. If an intangible asset reported retroactively is fully amortized prior to June 30, 2009, the District shall record the value of the intangible asset separately from the value of the amortization.

III. Accounting for Intangible Assets

A. Intangible Assets

Intangible assets exceeding the threshold shall be accounted for as capital assets. Therefore, all financial requirements concerning capital assets, including, but not limited to, all accounting and reporting requirements, such as those associated with recognition, measurement, presentation and disclosure, shall be followed.

B. Outlays Associated with Internally Generated Intangible Assets

Outlays from internally generated intangible assets exceeding the threshold shall not be accounted for as capital assets until they are identifiable and the “specified conditions criteria” have occurred (see below). Outlays exceeding the threshold not meeting these requirements and/or incurred prior to these criteria occurring shall be accounted for as an expense when the expense is incurred.

Outlays from internally generated intangible assets exceeding the threshold shall be accounted for as capital assets if they occur after such time as:

The assets are identifiable – See the definition outlined in Section I of this Policy; and
The “specified conditions criteria” have occurred, as follows:

(a) Determination of the specific objective of the project and the nature of the service capacity that is expected to be provided by the intangible asset upon completion of the project;

(b) Demonstration of the technical or technological feasibility for completing the project so that the intangible asset will provide its expected service capacity; and

(c) Demonstration of the current intention, ability, and presence of effort to complete or, in the case of a multiyear project, continue development of the intangible asset.

C. Outlays Associated with Internally Generated Computer Software

Outlays from internally generated computer software developed by the District or by a third-party contracted by the District exceeding the threshold shall be accounted for as follows:

(1) During the preliminary project stage, all outlays exceeding the threshold shall be accounted for as an expense when the expense is incurred. The preliminary project stage involves the conceptual formulation and evaluation of alternatives, the determination of the existence of needed technology and the final selection of alternatives for development of the software.

(2) During the application development stage, outlays that occur before the specified conditions criteria have occurred and exceed the threshold shall be accounted for as an expense when the expense is incurred; outlays that occur after the specified conditions criteria have occurred[5] and exceed the threshold[6] shall be accounted for as capital assets; and outlays that occur after the computer software is substantially complete and operational and exceed the threshold shall be accounted for as an expense when the expense is incurred. The application development stage involves the design of the chosen path, including, but not limited to the purchase of the software or license;[7] the software configuration and the software interfaces; the coding; the installation to hardware; the testing; any minor modifications made to the software before it is placed into operation;[8] and the data conversion, if such was deemed necessary in order to make the software operational.

(3) During the post-implementation and operation stage, all outlays exceeding the threshold shall be accounted for as an expense when the expense is incurred. The post-implementation and operation stage includes the data conversion, if such was not deemed necessary during the application development stage in order to make the software operational; the application training; and the software maintenance.

Outlays from internally generated computer software extensively modified by the District or by a third-party contracted by the District exceeding the threshold shall be accounted for as follows:

(1) All outlays from the modification of computer software exceeding the threshold shall be accounted for as capital assets if the one of the following conditions exist:

(a) The modification causes an increase in the functionality of the software (the software is able to perform tasks that it was previously incapable of performing);

(b) The modification causes an increase in the efficiency of the software (the software offers an increased level of service without the need for an increased performance of tasks); or

(2) All outlays from the modification of computer software exceeding the threshold shall be accounted for as an expense when the expense is incurred if none of the above conditions exists.

IV. Amortization of Intangible Assets

In amortizing an intangible asset that is capitalized because it exceeds the threshold and meets the requirements above,[9] the following general rules shall apply:

(1) The useful life of an intangible asset generally shall be estimated. Therefore, the intangible asset has a determinable useful life, even if it must be estimated, and shall be amortized using the straight-line method.

(2) The useful life of an intangible asset that arises from and is limited by contractual or other legal rights shall not exceed the period of the intangible asset’s service capacity provided under the contract or other legal provision. Therefore, the intangible asset has a determinable useful life, even if it must be estimated, and shall be amortized using the straight-line method.

(3) The useful life of an intangible asset that is not limited by any legal, contractual, regulatory, technological or other factors shall be indefinite. Therefore, the intangible asset has no determinable useful life and shall not be amortized.

In considering changes in circumstances that affect the amortization of an intangible asset, the following rules shall apply:

(1) An intangible asset that arises from and is limited by contractual or other legal rights shall take into consideration contract renewal periods for purposes of determining its useful life and its amortization schedule only if the following requirements are met:

(a) There is evidence that the District will seek and be able to achieve contract renewal; and

(b) The anticipated outlay for contract renewal is nominal in relation to the level of service capacity obtained by the contract renewal.

(2) An intangible asset that was once not limited by any legal, contractual, regulatory, technological or other factors, but now is limited by such factors due to changes in conditions, shall be tested for impairment[10] because the expected duration of the useful life of the asset has changed, and then the following rules shall apply:

(a) If an impairment is determined not to exist, the intangible asset has a determinable useful life and shall be amortized using the straight-line method.

(b) If an impairment is determined to exist, the following must occur:

(i) The loss due to the impairment shall be accounted for as a loss;

(ii) The intangible asset has a useful life that must be estimated and is determinable; and

(iii) The carrying value, or the value remaining after accounting for the impairment, shall be amortized using the straight-line method over the remaining estimated useful life.

V. Selling or Disposing of Intangible Assets

In selling or disposing of intangible assets, the District shall calculate and report a gain or loss on the sale or disposal. The gain or loss shall be calculated by subtracting the net book value, which consists of the historical cost less any accumulated amortization, from the net amount realized on the sale or disposal.

VI. Application of Policy

The requirements of this Policy shall apply to all financial statements covering periods beginning after June 30, 2009. Consequently,

The requirements of this Policy shall apply retroactively to intangible assets that were in existence from July 1, 1980, through June 30, 2009.[11] However, the following intangible assets shall not be retroactively reported as capital assets:

(1) Intangible assets considered to have an indefinite useful life as of June 30, 2009;

(2) Intangible assets considered to be internally generated as of June 30, 2009;

(3) Outlays from internally generated computer software incurred in the application development stage on or prior to June 30, 2009;[12]

(4) Any intangible asset held by a “Phase 3” District, characterized as such for purposes of implementing GASB Statement 34. [Note: The District needs to include a specific statement regarding whether the District was classified as “Phase 3” for purposes of implementing GASB Statement 34.]

[Note: This effectively means that the District, which is on an accrual basis of accounting, will be required to restate its beginning net assets, fund balances, or fund net assets in order to fully report, as of July 1, 2009, the beginning of fiscal year 2010, the appropriate value and amortization of certain intangible assets that were in existence from July 1, 1980 to June 30, 2009.]

[1] This requirement also applies to an intangible asset in the form of a computer software license purchased or renewed, and the useful life must extend beyond a single reporting period in order for the computer software license to be capitalized.

[2] With intangible assets in the form of computer software licenses purchased or renewed, each individual license must be accounted for separately and all licenses cannot be aggregated for purposes of measuring wither the assets have exceeded the threshold.

[3] Reference Section VI of this Policy for the retroactive reporting of intangible assets.

[4] If actual historical cost cannot be determined for intangible assets acquired prior to June 30, 2009, due to lack of sufficient records, estimated historical cost shall be used.

[5] The specified conditions criteria are considered to be met for internally generated computer software developed by the District or a third-party contracted by the District when the preliminary project stage is complete and the Board authorizes and/or commits to funding the development of new computer software.

[6] In determining whether the outlays exceed the threshold, each outlay shall be accounted for separately and no outlay shall be aggregated with any other outlay for purposes of measuring wither the outlays have exceeded the threshold. For example, the initial purchase of the computer software or license and the modifications made to the computer software or license should be accounted for separately and should not be aggregated for purposes of measuring wither the outlays have exceeded the threshold.

[7] The purchase of the computer software or license shall be treated as an outlay that shall be capitalized.

[8] Making minor modifications to the computer software or license shall be treated as an outlay that shall be capitalized.

[9] This includes intangible assets that were in existence from July 1, 1980, through June 30, 2009, and must be retroactively reported.

[10] Internally generated intangible assets and computer software commonly experience impairment with development stoppage, including, but not limited to, stoppage of development of computer software due to changes in the priorities of management.

[11] This includes computer software purchased prior to June 30, 2009, that is currently still in use.

[12] Reference Section III, Subsection C of this Policy for the accounting of outlays from internally generated computer software incurred in the application development stage after June 30, 2009.

jen@iowaschool… Tue, 08/08/2017 - 09:59

703A - GOVERNMENTAL FUND BALANCES

General

The board strives to maintain adequate fund balances and reserves in order to:

1. Provide sufficient cash flow for daily financial needs;

2. Secure and maintain investment-grade bond ratings;

3. Offset significant economic downturns or revenue shortfalls; and

4. Provide funds for unforeseen expenditures related to emergencies.

Reporting Fund Balances

The board shall engage in accounting and financial reporting procedures in compliance with the Governmental Accounting Standards Board’s Statement No. 54 (“GASB 54”) or successor.

Pursuant to GASB 54, governmental fund balances shall be identified for purposes of reporting as one of the following types of funds:

1. “Nonspendable”- fund balances that can never be spent because the balances are either not in spendable form because they cannot currently be spent or cannot ever be spent (i.e., supply inventory funds, prepaid items, long-term loans receivables (including from loans to other funds of the District) and non-financial assets held for resale) or the District is legally or contractually required to maintain the balances in-tact (i.e., principal of an endowment fund).

2. “Restricted”- fund balances that can be used only for the specific purposes permitted in externally enforceable legal restrictions, including, but not limited to, the constitution, enabling legislation or external resource providers (i.e., PPEL funds, Debt Service funds, Capital Project funds, state grant carryover funds, categorical funds including for example, per pupil supplement funds, special education funds, drop-out prevention funds).

3. “Committed”- fund balances that can be used only for the specific purposes determined by a formal action of the Board.

4. “Assigned”- fund balances that are constrained by the District’s intent to use the funds for specific purposes determined by the Board and/or designee, but which are neither restricted nor committed (i.e., cash flow fund, funds for book fairs or field trips that are within the general fund).

5. “Unassigned”- fund balances that have not been restricted, committed or assigned (i.e., residual classification for the general fund or a deficit balance from overspending for specific purposes for which amounts have been restricted, committed or assigned for other funds).

Governmental fund balances shall first be distinguished based upon whether the fund balance is nonspendable, as defined above, and then shall be distinguished based upon whether the fund balance is restricted, classified, assigned or unassigned, all as defined above.

Governmental fund balances shall be identified at the highest category of identification possible, regardless of whether the fund balance also fits into a lower category of identification (i.e., a PPEL fund balance should be reported as “restricted,” even if a separate Board action “committed” a portion of the PPEL fund balance to a specific purpose).

Governmental fund balances identified as committed fund balances after the end of the fiscal year, the amount shall be reflected as assigned on the balance sheet for that year.

Authority to Commit or Assign Fund Balances

The Board shall have the authority to determine whether a governmental fund balance in the District’s general fund is committed and/or assigned, both as defined above. The Board delegates to the [superintendent and/or the Board secretary] the authority to assign a fund balance in the District’s general fund to be used for a specific purpose.

The Board shall take formal board action prior to committing a fund balance, modifying the commitment of a fund balance or removing the commitment of a fund balance. The Board shall approve by a majority vote the commitment of a fund balance, the modification of the commitment of a fund balance and the removal of the commitment of a fund balance. The Board shall take action to commit a fund balance prior to the end of each fiscal year in which the original committed amount is determined. The Board may take action to commit a fund balance without determining the exact amount of the committed fund balance prior to the end of the fiscal year, provided the intended committed purpose is identified prior to the end of the fiscal year and the exact amount of the committed fund balance is determined after the end of the fiscal year.

Spending Fund Balances

Pursuant to GASB 54 and absent any other specific direction in place at the District, the District shall spend and/or reduce governmental fund balances in the following order: restricted fund balance, committed fund balance, assigned fund balance and unassigned fund balance.

jen@iowaschool… Mon, 08/07/2017 - 08:33

704 CASH IN SCHOOL BUILDINGS

The amount of cash that may be kept in the school building for any one day shall be sufficient for that day's operations. Funds raised by students shall be kept in the central office for a maximum of one day and then deposited in the student activity fund.

A minimal amount of cash shall be kept in the central administration office at the close of the day. Excess cash shall be deposited in the authorized depository of the school district.

buster Thu, 11/29/2012 - 11:11

705 BUDGET PLANNING

Prior to certification of the budget, the board will review the projected revenues and expenditures for the school district and make adjustments where necessary to carry out the education program within the revenues projected.

A budget for the school district shall be prepared annually for the board's review. The budget shall include the following:

the amount of revenues from sources other than taxation;
the amount of revenues to be raised by taxation;
an itemization of the amount to be spent in each fund; and,
comparison of the amount spent and revenue received in each fund for like purposes in the two prior fiscal years.

It shall be the responsibility of the Superintendent to prepare the budget for review by the board prior to the April 15 Certified Budget deadline each year.

Prior to the adoption of the proposed budget by the board, the public shall be apprised of the proposed budget for the school district. Prior to the adoption of the proposed budget by the board, members of the school district community shall have an opportunity to review and comment on the proposed budget. A public hearing for the proposed budget of the board shall be held each year in sufficient time to file the adopted budget no later than April 15.

The proposed budget filed by the board with the board secretary and the time and place for the public hearing on the proposed budget shall be published in a newspaper designated for official publication in the school district. It shall be the responsibility of the board secretary to publish the proposed budget and public hearing information not less than ten days nor more than 20 days prior to the public hearing.

The board shall adopt and certify a budget for the operation of the school district to the county auditor by April 15. It shall be the responsibility of the board secretary to file the adopted and certified budget with the county auditor and other proper authorities.

The board may amend the budget for the fiscal year. The amendment procedures shall follow the procedures for public review and adoption of the original budget by the board outlined in these policies.

Note: See ISFIS 723 Fiscal Management Policy for financial goal setting and budget planning.

buster Thu, 11/29/2012 - 11:12

706 INVESTMENTS

School district funds in excess of current needs shall be invested in compliance with this policy. This policy applies to all operating funds, bond proceeds, and other funds.

The goals of the school district's investment portfolio in order of priority are:

To provide safety of the principal;
To maintain the necessary liquidity to match expected liabilities; and
To obtain a reasonable rate of return.

The responsibility for conducting investment transactions resides with the treasurer and those authorized by resolution. It shall be the responsibility of the treasurer to oversee the investment portfolio in compliance with this policy and Iowa Code Chapter 12B. The investment of bond funds or sinking funds shall comply not only with this policy, but also the applicable bond resolution.

In making investments, the school district shall exercise the care, skill, prudence, and diligence under the circumstances then prevailing that a prudent person acting in a like capacity and familiar with such matters would use to meet the goals of the investment program.

School district funds are monies of the school district including operating funds, bond proceeds, and other funds. Operating funds are funds which are reasonably expected to be used during the current budget year or within fifteen months of receipt. When investing operating funds, the investments must mature within three hundred and ninety-seven (397) days or less. When investing funds other than operating funds, the investments mature according to the need for the funds.

The board authorizes the treasurer to invest funds in excess of current needs in the following investments:

Obligations of the United States government, its agencies and instrumentalities; and
Certificates of deposit and other evidences of deposit at federally insured Iowa depository institutions approved pursuant to Iowa Code Chapter 12C and authorized as a depository of the district by resolution;
Prime bankers’ acceptances that mature within two hundred seventy (270) days and that are eligible for purchase by a federal reserve bank, provided that at the time of purchase no more than ten percent (10%) of the investment portfolio shall be in investments authorized by this subparagraph and that at the time of purchase no more than five percent (5%) of the investment portfolio shall be invested in the securities of a single issuer;
Commercial paper or other short-term corporate debt that matures within two hundred seventy (270) days and that is rated within the two highest classifications, as established by at least one of the standard rating services approved by the superintendent of banking by rule adopted pursuant to Iowa Code chapter 17A, provided that at the time of purchase no more than five percent (5%) of all amounts invested in commercial paper and other short-term corporate debt shall be invested in paper and debt rated in the second highest classification, and provided further that at the time of purchase no more than ten percent (10%) of the investment portfolio shall be in investments authorized by this subparagraph and that at the time of purchase no more than five percent (5%) of the investment portfolio shall be invested in the securities of a single issuer;
Repurchase agreements whose underlying collateral consists of the investments set out in (1) if the political subdivision takes delivery of the collateral either directly or through an authorized custodian. Repurchase agreements do not include reverse repurchase agreements;
An open-end management investment company registered with the federal Securities and Exchange Commission under the federal Investment Company Act of 1940, 15 U.S.C. §80a-1, and operated in accordance with 17 C.F.R. §270.2a-7.
A joint investment trust organized pursuant to Iowa Code chapter 28E, provided that the joint investment trust shall be one of the following: (i) Rated within the two highest classifications by at least one of the standard rating services approved by the superintendent of banking by rule adopted pursuant to Iowa Code chapter 17A and operated in accordance with either 17 C.F.R. §270.2a-7, or with the requirements of the governmental accounting standards board for external investment pools. (ii) Registered with the federal securities and exchange commission under the federal Investment Company Act of 1940, and operated in accordance with 17 C.F.R. §270.2a-7. The manager or investment advisor of the joint investment trust shall be registered with the federal Securities and Exchange Commission under the Investment Advisor Act of 1940;
Warrants or improvement certificates of a levee or drainage district.

It shall be the responsibility of the treasurer to bring a contract with an outside person to invest school district funds, to advise on investments, to direct investments, to act in a fiduciary capacity or to perform other services to the board for review and approval. The treasurer shall also provide the board with information about and verification of the outside person's fiduciary bond. Contracts with outside persons shall include a clause requiring the outside person to notify the school district within thirty days of any material weakness in internal structure or regulatory orders or sanctions against the outside person regarding the services being provided to the school district and to provide the documents necessary for the performance of the investment portion of the school district audit. The compensation of the outside persons shall not be based on the performance of the investment portfolio.

The treasurer shall be responsible for reporting to and reviewing with the board at its regular meetings the investment portfolio's performance, transaction activity, and current investments including the percent of the investment portfolio by type of investment and by issuer and maturity. The report shall also include trend lines by month over the last year and year-to-year trend lines regarding the performance of the investment portfolio. It shall also be the responsibility of the treasurer to obtain the information necessary to ensure that the investments and the outside persons doing business with the school district meet the requirements outlined in this policy.

It shall be the responsibility of the superintendent to deliver a copy of this policy and any future amendments to the school district's depositories, auditor, and outside persons doing investment business with the school district.

It shall also be the responsibility of the superintendent, in conjunction with the treasurer, to develop a system of investment practices and internal controls over the investment practices. The investment practices shall be designed to prevent losses, to document the officers' and employees' responsibility for elements of the investment process, and address the capability of any outside party assisting with the management of the district funds.

buster Thu, 11/29/2012 - 11:12

707 GIFTS - GRANTS - BEQUESTS

The board believes gifts, grants, and bequests to the school district may be accepted when they will further the interests of the school district. The board shall have sole authority to determine whether a gift, grant or bequest furthers the interests of the school district.

Gifts, grants, and bequests shall be approved by the board. Once a gift, grant or bequest has been approved by the board, a board member or the superintendent may accept the gift, grant or bequest on behalf of the school district.

Gifts, grants, and bequests once accepted on behalf of the school district shall become the property of the school district. Gifts, grants, and bequests shall be administered in accordance with terms, if any, agreed to by the board.

buster Thu, 11/29/2012 - 11:12

708 STUDENT ACTIVITIES FUND

Revenue raised by students or from student activities shall be deposited and accounted for in the student activities fund. This revenue is the property of and shall be under the financial control of the board. Students may use this revenue for purposes approved by the superintendent.

Whether such revenue is collected from student contributions, club dues or special activities or result from admissions to special events or from other fund-raising activities, all funds will be under the jurisdiction of the board and under the specific control of the superintendent. They will be deposited in a designated depository and will be disbursed and accounted for in accordance with instructions issued by the superintendent.

It shall be the responsibility of the school business official to keep student activity accounts up-to-date and complete.

Any unencumbered class or activity account balances will automatically revert to the activity fund when a class graduates or an activity is discontinued.

buster Thu, 11/29/2012 - 11:13

709 PURCHASING – BIDDING

The board supports economic development in Iowa. Purchases by the school district will be made in Iowa for Iowa goods and services from a locally-owned business located within the school district or from an Iowa-based company which offers these goods or services if the cost and other considerations are relatively equal and they meet the required specifications.

It shall be the responsibility of the superintendent to approve purchases, except those authorized by or requiring direct board action. The superintendent shall have the authority to authorize purchases without competitive bids for goods and services costing under $________ without prior board approval. For all purchases for goods and services costing over $________, the superintendent shall seek competitive quotes or bids as appropriate, and shall submit to the board for its review.

The superintendent may coordinate and combine purchases with other governmental bodies to take advantage of volume price breaks. Joint purchases with other political subdivisions will be considered in the purchase of equipment, accessories or attachments with an estimated cost of $50,000 or more.

Public Improvement Projects

For goods and services utilized in public improvement projects, as defined under Iowa law, costing $57,000 or less, the superintendent shall receive quotes of the goods and services to be purchased prior to approval of the board.

For goods and services utilized in public improvement projects, as defined under Iowa law, costing more than $57,000 and less than $139,000, the superintendent shall receive competitive quotes of the goods and services to be purchased prior to approval of the board.

For goods and services utilized in public improvement projects, as defined under Iowa law, costing more than $139,000, the superintendent shall receive competitive sealed bids of the goods and services to be purchased prior to approval of the board, including construction contracts and school buses.

The purchase will be made from the lowest responsible bidder based upon total cost considerations including, but not limited to, the cost of the goods and services being purchased, availability of service and/or repair, delivery date, and other factors deemed relevant by the board.

The board and the superintendent shall have the right to reject any or all bids, or any part thereof, and to re-advertise. The board will enter into such contract or contracts as the board deems in the best interests of the school district.

The procurement of all supplies, equipment, and services shall be initiated by the issuance of an official purchase order authorized by the superintendent or by the superintendent's designee and signed by an authorized staff member. Only those supplies, equipment, and services procured by formal contract shall be exempt.

Note - See Iowa Department of Transportation website for most current Bid & Quote Thresholds at https://iowadot.gov/local_systems/publications/Bid-and-quote-thresholds

Bid Thresholds updated as of Jan 2020

buster Thu, 11/29/2012 - 11:13

File Attachments

Policy Booster - Purchasing Bidding - 2019.08.docx

710 PAYMENT FOR GOODS AND SERVICES

The board authorizes the issuance of warrants for payment of claims against the school district for goods and services. The board will allow the warrants after the goods and services have been received and accepted in compliance with board policy and the claims audited by the board.

Claims for items pursuant to the terms of a written contract approved by the board, such as payment of freight, athletic officials, express, postage, printing, water, lights, telephone, rents, and payment of salaries may be paid by the board secretary prior to formal audit and approval by the board. In addition, the secretary, upon approval of the board president, may issue warrants for approved registrations, claims offering a discount for early payment, approved travel expenses, approved goods and services delivered C.O.D., and other verified bills filed with the secretary when the board is not in session prior to payment of these claims and prior to audit and approval by the board. The board secretary shall examine the claims and verify bills.

The secretary shall determine to the secretary's satisfaction that the claims presented to the board are in order and are legitimate expenses of the school district. It shall be the responsibility of the secretary to bring claims to the board for approval. Hereafter, paid claims shall be entered on record in the regular minutes of the secretary.

The board president and board secretary may each sign warrants by use of a signature plate or rubber stamp corresponding to their own signature, but the board secretary shall neither sign nor stamp on behalf of the board president. If the board president is unavailable to personally sign warrants, the vice president may sign warrants on behalf of the president.

buster Thu, 11/29/2012 - 11:13

711 FINANCIAL REPORTS

The board secretary shall report to the board each month the receipts, disbursements, and balances of the various funds. This report shall be in written form and sent to the board with the agenda for the board meeting.

Each month the schedule of bills allowed by the Board of Directors shall be published in a newspaper designated as a newspaper for official publication by the board secretary. Annually, the total salaries paid to employees regularly employed by the school district shall also be published in a newspaper designated as a newspaper for official publication.

The board shall cause to have published the proceedings of each regular or special meeting after the adjournment of such meetings. The secretary shall furnish a copy of the proceedings within two (2) weeks following the adjournment of the meeting.

buster Thu, 11/29/2012 - 11:14

712 AUDIT

To review the funds and accounts of the school district, the board shall employ an auditor to perform an annual audit of the financial affairs of the school district in compliance with Iowa Code Chapter 11. The results of the annual audit shall be included in the official record of the board. Such annual audit shall be filed with the Auditor of State and the Iowa Department of Education and the federal government, if required, within nine months of the conclusion of the fiscal year. The superintendent shall periodically use a request for proposal procedure in selecting an auditor. The administration shall cooperate with the auditors.

buster Thu, 11/29/2012 - 11:14

713 CARE, MAINTENANCE AND DISPOSAL OF SCHOOL DISTRICT RECORDS

School district records shall be housed in the central administration office of the school district. It shall be the responsibility of the superintendent to oversee the maintenance and accuracy of the records. The following records shall be kept in accordance with Generally Accepted Accounting Principles (GAAP) and other applicable laws, and preserved according to the schedule below:

Secretary's financial records
- Permanently
Treasurer's financial records
- Permanently
Minutes of the Board of Directors
- Permanently
Annual audit reports
- Permanently
Annual budget
- Permanently
Permanent record of individual pupil
- Permanently
Records of payment of judgments against the school district
- 20 years
Bonds and bond coupons
- 10 years
Written contracts
- 10 years
Cancelled warrants, check stubs, bank statements, bills, invoices, and related records
- 5 years
Recordings of closed meetings, except if matters are in litigation.
- 1 year
Program grants
- Determined by the grant
Non-payroll personnel records
- 7 years following employee separation from the district
Payroll records
- 3 years

Employees' records shall be maintained in the central administration office of the school district by the superintendent, the building administrator, the employee's immediate supervisor, and the board secretary.

An inventory of the furniture, equipment, and other non-consumable items other than real property of the school district shall be conducted annually under the supervision of the superintendent. This report shall be filed with the board secretary. A perpetual inventory shall be maintained on consumable property of the school district.

The permanent and cumulative records of students currently enrolled in the school district shall be maintained in the administration office of the attendance center where the student attends.

Permanent records must be preserved in a manner safe from destruction by fire or other natural disaster. The building administrator shall be responsible for keeping records current. Records of students who have graduated or are no longer enrolled in the school district shall be preserved by the High School administration office. These records will be maintained by the high school principal.

The superintendent may electronically store and/or back-up or use any other reliable mass storage method to preserve school district records and may destroy paper copies of the records if they are more than three years old.

buster Thu, 11/29/2012 - 11:15

714 INSURANCE PROGRAM

The board will maintain a comprehensive insurance program to provide adequate coverage against major types of risk, loss, or damage, as well as legal liability. The board will purchase insurance at replacement values, when possible, after reviewing the costs and availability of such insurance. The comprehensive insurance program shall be reviewed at least once every three years. The board shall periodically use a request for proposal procedure in selecting their insurance provider. Insurance will only be purchased through legally licensed Iowa insurance agents.

The school district may assume the risk of property damage, legal liability, and dishonesty in cases in which the exposure is so small or dispersed that a loss does not significantly affect the operation of the education program or financial condition of the school district. Insurance of buildings, structures or property in the open will not generally be purchased to cover loss exposures below $ . unless such insurance is required by statute or contract.

The board may retain a private organization for fixed assets management services.

Administration of the insurance program, making recommendations for additional insurance coverage, placing the insurance coverage and loss prevention activities shall be the responsibility of the superintendent. The fixed assets manager shall be responsible for maintaining the fixed assets management system, processing claims, and maintaining loss records.

buster Thu, 11/29/2012 - 11:17

715 SCHOOL FOOD SERVICE PROGRAM

The school district will operate a school lunch and breakfast program in each attendance center. The school food program services will include hot lunches through participation in the National School Lunch Program and supplementary foods for students during the school day. Students may bring their lunches from home and purchase milk or juice and other incidental items.

School food service facilities are provided to serve students and employees when school is in session and during school-related activities. They may also be used under the supervision of the superintendent for food service to employee groups, parent-teacher meetings, civic organizations meetings for the purpose of better understanding the schools, and senior citizens in accordance with board policy.

The school food service program is operated on a non-profit basis. The revenues of the school food service program will be used only for paying the costs of the school food service program. Supplies of the school food service program shall only be used for the school food service program.

The board will set, and periodically review, the prices for school lunches, breakfasts, and special milk programs. It shall be the responsibility of the superintendent to make a recommendation regarding the prices of school lunches, breakfasts, and milk. Employees, students and others will be required to pay for meals consumed.

It shall be the responsibility of Food Service Director to administer the program and to cooperate with the superintendent and head cook for the proper functioning of the school food services program.

buster Thu, 11/29/2012 - 11:18

716 FREE OR REDUCED COST MEALS ELIGIBILITY

Students enrolled and attending school in the school district, who are unable to afford the special milk program, the cost or a portion of the cost of a school lunch, breakfast, and supplemental foods, will be provided school food program services at no cost or at a reduced cost.

It shall be the responsibility of the building principal to determine if a student qualifies for free or reduced cost school food services. Students, whom the principal believes are in need of proper nourishment will not be denied school food program services simply because the necessary paperwork has not been completed.

*It shall be the responsibility of the Superintendent to establish regulations regarding the collection of unpaid meal debt and service of meals for students who are not eligible for free or reduced price lunch for whom sufficient funds are not available in their account for payment for payment.

NOTE - If the board does not have a policy or wish to have a policy at the board level to comply with school lunch shaming requirements, this last paragraph will be sufficient to delegate responsibility for compliance to the superintendent.

buster Thu, 11/29/2012 - 11:19

File Attachments

ISFIS policy booster- School Nutrition Unpaid Accounts July 2017.docx

717 STUDENT SCHOOL TRANSPORTATION ELIGIBILITY

Elementary and middle school students living more than two miles from their designated school attendance center and high school students living more than three miles from their designated attendance center shall receive transportation to and from their attendance center at the expense of the school district.

Transportation of students who require special education services shall generally be provided as for other students, when appropriate. Specialized transportation of a student to and from a special education instructional service is a function of that service and, therefore, an appropriate expenditure of special education instructional funds generated through the weighted funds or IDEA federal funds designated for special education purposes.

Transportation of a student to and from a special education support service is a function of that service, and shall be specified in the individualized education program (IEP) or the individualized family service plan (IFSP). When the IEP team determines that unique transportation arrangements are required and the arrangements are specified in the IEP or IFSP, the school district will provide one or more of the following transportation arrangements for instructional services and the AEA for support services:

Transportation from the student's residence to the location of the special education program and back to the student's residence or child care placement for students below the age of six.
Special assistance or adaptations in getting the student to and from and on and off the vehicle, enroute to and from the special education location.
Reimbursement of the actual costs of transportation when by mutual agreement the parents provide transportation for the student to and from the special education location.

The school district is not required to provide reimbursement to parents who elect to provide transportation in lieu of agency-provided transportation.

A student may be required, at the board's discretion, to meet a school vehicle without reimbursement up to three-fourths of a mile. The board may require the parent to transport their children up to two miles to connect with school bus vehicles at the expense of the school district when conditions deem it advisable. It shall be within the discretion of the board to determine such conditions. Parents of students who live where transportation by bus is impracticable or unavailable may be required to furnish transportation to and from the designated attendance center at the expense of the school district. Parents, who transport their children at the expense of the school district, shall be reimbursed at the rate of cents per mile.

Transportation arrangements made with a neighboring school district shall follow the terms of the agreement. Students who choose to attend a school in a school district other than their resident school district, shall provide transportation to and from the school at their own expense unless they are eligible for reimbursement by the school district of resident. The district retains the authority to determine the means of transportation, either via district bus to attending district or to a bus stop in the attending district, allowing the attending district to come into the district of residence to pick up the student, or reimbursement to the parent of allowable transportation expenses.

buster Thu, 11/29/2012 - 11:19

718 OPERATION OF BUSES DURING INCLEMENT WEATHER

Buses owned and operated by the school district will not operate when weather conditions due to fog, rain, snow, ice or other natural elements make such operation unsafe. Because weather conditions may vary throughout the district and may change quickly, the best judgment will be used that is possible with the information available.

The final judgment as to when conditions are unsafe to operate will be made by the superintendent or the superintendent’s designee.

Commercial radio, television, web site and/or automated phone or notification service will be used to notify employees and students when school is cancelled or temporarily delayed.

When, in the judgment of the bus driver, weather conditions are so poor as to present a hazard when loading or unloading students, the driver will contact the superintendent or the superintendent’s designee for instructions. If contact is not possible, the driver will proceed to the next stop which does not present a hazard and make contact personally, with the assistance of a student rider, monitor or other person.

buster Thu, 11/29/2012 - 11:20

719 STUDENT TRANSPORTATION FOR EXTRACURRICULAR ACTIVITIES

The board, in its discretion, may provide school district transportation for extracurricular activities including, but not limited to, transporting student participants and other students to and from extracurricular events.

Students participating in extracurricular events, other than those held at the school district facilities, may be transported to the extracurricular event by school district transportation vehicles or by another means approved by the superintendent. Students attending extracurricular events, other than those held at the school district facilities, may be transported to the extracurricular event by school district transportation vehicles.

Students, who are provided transportation in school district transportation vehicles for extracurricular events, shall ride both to and from the event in the school vehicle unless arrangements have been made with the building principal prior to the event. A student's parent may personally appear and request to transport the student home from a school sponsored event in which the student traveled to the event on a school district transportation vehicle.

It shall be the responsibility of the superintendent to make a recommendation to the board annually as to whether the school district shall provide the transportation authorized in this policy. In making the recommendation to the board, the superintendent shall consider the financial condition of the school district, the number of students who would qualify for such transportation, and other factors the board or superintendent deem relevant.

buster Thu, 11/29/2012 - 11:20

720 TRANSPORTATION OF NONRESIDENT AND NONPUBLIC SCHOOL STUDENTS

The board has sole discretion to determine the method to be utilized for transporting non- resident and non-public school students. Non-resident students paying tuition may be, and resident students attending a non-public school accredited by the State Department of Education will be, transported on an established public school vehicle route as long as such transportation does not interfere with resident public students' transportation. Non-resident and non-public school students shall obtain the permission of the superintendent prior to being transported by the school district.

Parents of resident students who provide transportation for their children attending a non- public school accredited by the Iowa Department of Education will be reimbursed at the established state rate. This reimbursement shall be paid only if the school district receives the funds from the state. If less than the amount of funds necessary to fully reimburse parents of the non-public school students is received by the school district, the funds shall be prorated accordingly.

The charge to the non-resident students shall be determined based on the students' pro rata share of the actual costs for transportation. The parents of these students shall be billed for the student's share of the actual costs of transportation. The billing shall be according to the schedule developed by the superintendent. It shall be the responsibility of the superintendent to determine the amount to be charged and report it to the board secretary for billing.

Continued transportation of non-resident and non-public school students on a public school vehicle route will be subject to resident public school students' transportation needs. The superintendent shall make a recommendation annually to the board regarding the method to be used. In making a recommendation to the board, the superintendent shall consider the number of students to be transported, the capacity of the school vehicles, the financial condition of the school district, and other factors deemed relevant by the board or the superintendent.

Non-resident and non-public school students shall be subject to the same conduct regulations as resident public students as prescribed by board policy, and to other policies, rules or regulations developed by the school district regarding transportation of students by the school district.

buster Thu, 11/29/2012 - 11:21

721 TRANSPORTATION OF NON-SCHOOL GROUPS

School district vehicles may be made available to local non-profit entities which promote cultural. educational, civic, community, or recreational activities for transporting to and from non-school- sponsored activities within the state as long as the transportation does not interfere with or disrupt the education program of the school district and does not interfere with or delay the transportation of students. The local non-profit entity must pay the cost of using the school district vehicle as per the current fee schedule. Prior to making the school district transportation vehicle available to the local non-profit entity, the school bus signs shall be covered and the flashing warning lamps and the stop arm made inoperable.

Any use of school district vehicles by non-school groups shall be subject to the following guidelines:

Requests must be made a minimum of one week in advance. If the request interferes or conflicts with school district use of the vehicle, the request will be denied. The final decision of whether a request will be granted is within the discretion of the administration.
Requests must be made by recognized youth organizations and/or groups or organizations sponsoring projects in the interest of the local community, state or national benefit or welfare.
The rental period will be negotiated directly with the administration.
Adult chaperones may be required to accompany the bus driver and riders.
All requests will be charged bus and driver fees.
Alcoholic beverages and nicotine products are prohibited on school district vehicles.
Whenever damage caused by vandalism or carelessness results, the group shall reimburse the school district for cost of repairs and may be denied further use of school district vehicles.

buster Thu, 11/29/2012 - 11:22

721.1 AGREEMENT FOR USE OF SCHOOL BUSES

Date of Request: _____________________________________________

Date Bus Needed: _____________________________________________

Bus Request: _____________________________________________

Time Needed: _____________________________________________

Group Requesting: _____________________________________________

The use of the buses of the school district shall be in accordance with the following rules and regulations:

Requests must be made a minimum of one week in advance.
Use of the buses fees shall be assessed based upon the actual state transportation report cost per mile.
Driver fees shall be assessed based upon staff employees necessary and available, and at the actual driver contract cost per hour.
Requests must be made a minimum of one week in advance. If the request interferes or conflicts with school district use of the vehicle, the request will be denied. The final decision of whether a request will be granted is within the discretion of the administration.
Requests must be made by recognized youth organizations and/or groups or organizations sponsoring projects in the interest of the local community, state or national benefit or welfare.
The rental period will be negotiated directly with the administration.
Adult chaperones may be required to accompany the bus driver and riders.
All requests will be charged bus and driver fees.
Alcoholic beverages and nicotine products are prohibited on school district vehicles.
Whenever damage caused by vandalism or carelessness results, the group shall reimburse the school district for cost of repairs and may be denied further use of school district vehicles.
The person signing this agreement shall be financially responsible for all costs accrued.

( Total Miles Traveled X Cost per Mile) + ( Total Hours Traveled X Hourly Cost of Driver) = Total Bus Charge

SIGNED BY:

_____________________________________________

Superintendent or Designee

_____________________________________________

Group Representative

buster Thu, 11/29/2012 - 11:22

722 SCHOOL BUS SAFETY INSTRUCTION

The school district shall conduct school bus safe riding practices instruction and emergency safety drills once a year for students who utilize school district transportation. Each school bus vehicle shall have, in addition to the regular emergency safety drill, a plan for helping those students who require special assistance to safety during an emergency. This shall include, but not be limited to, students with disabilities. School district vehicle drivers are required to attend each safety drill. Employees shall be responsible for instructing the proper techniques to be followed during an emergency, as well as safe riding practices.

All school personnel and designees must wear seat belts while operating private vehicles for school functions and while operating school vehicles equipped with seat belts. All school personnel must use the tire protective cage when inflating or deflating a tire used on school buses and tractors.

buster Thu, 11/29/2012 - 11:22

723 FISCAL MANAGEMENT

General Fund Budget

The District shall prepare an annual 5-year general fund budget forecast that includes estimates of unspent authorized budget (spending authority), as well as restricted, assigned and unassigned fund balances available at the end of each fiscal year. The estimates shall be prepared utilizing scenarios for likely State Supplementary Assistance (SSA) rates and enrollment projections. The projections shall include estimates of property tax rates and income surtax rates, if applicable.

Monthly Update

The Treasurer shall report monthly to the Board as to actual revenue and expenditures for the month and year-to-date, as compared to budgeted revenues and expenditures and compared to historical revenues and expenditures (both in dollar amounts and percentages), for each fund maintained by the district. The Treasurer shall provide context with respect to current year variances between budgeted and historical revenues and expenditures.

Budget Amendments

The District shall amend the certified budget, when necessary, at the earliest practical date after receipt of knowledge indicating that the budget must be amended and prior to any statutory deadline. Monthly budget reports shall include amended amounts at the earliest possible date after the receipt of knowledge indicating that the budgets must be amended.

Assigned and Unassigned General Fund Balance

The District’s goal for its assigned plus unassigned general fund balance at June 30 is a minimum of XX percent of that year’s revenue. The District will certify annually a cash reserve levy if needed to restore, reach and/or sustain the desired fund balance. A fund balance of a minimum of XX percent helps the District to achieve the highest possible credit ratings from rating agencies, such as Moody’s and Standard and Poors. Higher credit ratings are directly related to lower interest rates on long-term debt issued by the District. Sufficient fund balances also eliminate short-term borrowings and related interest expense in the general fund and protect the District if the State of Iowa reduces funding mid-year. A report on meeting this target will be made annually to the Board.

Unspent Budget Authority

The Unspent Budget Authority is the remaining legal spending authority at the end of the fiscal year. The district’s Unspent Budget Authority at June 30 shall be no less than XX percent with target of XX percent and a maximum of XX percent of its general fund budget (spending) authority. The calculation shall divide the Unspent Budget Authority by the Maximum Authorized Budget to determine the percentage. Maintaining an adequate Unspent Budget Authority provides legal authority to spend the undesignated, unreserved fund balance. A report on meeting this target will be made annually to the Board.

Contingency

The district shall prepare a budget that includes a contingency of at least XX percent of the general fund budgeted expenditures.

Modified Supplemental Amount

The district shall solicit from the School Budget Review Committee additional Modified Supplemental Amount (spending authority) where it may be available for items such as special education deficit, increasing enrollment, budget guarantee, open enrollment not on prior year count, English Language Learner, and any other lawful purposes. The board shall be provided a resolution to approve the maximum request authorized. Any award of Modified Supplemental Amount may be levied as a cash reserve levy, in full, in the next available budget year. For recurring program deficits that are predictable and estimable, the district shall levy in advance for the immediately succeeding year as part of the general cash reserve levy if the deficit causes the estimated assigned and unassigned to fall below the minimum required. Grants of spending authority not funded by the state or other sources may ultimately be levied against property taxes.

Audit Committee

The Board of Directors shall have an Audit Committee consisting of one board member and an alternate appointed by the Board President, a public member with financial expertise, a public member representing the business community, and the District’s School Business Official (ex officio). The members of the Audit Committee will have three-year staggered terms. It shall be the responsibility of the Audit Committee to (1) review the previous year’s draft audit report to ensure that the recommendations are addressed and (2) review the implementation of the current year’s budget. The Audit Committee shall meet approximately three times a year. The Audit Committee shall be considered a subcommittee of the Board and shall meet the requirements of the open meetings law. Audit Committee minutes will be provided to the Board.

jen@iowaschool… Thu, 09/05/2019 - 10:23

File Attachments

Policy Booster - Financial Policy 2019.05.docx