SOUHEGAN COOPERATIVE SCHOOL DISTRICT

Transcription

1 SOUHEGAN COOPERATIVE SCHOOL DISTRICT SECTION D: FISCAL MANAGEMENT Section D of the NEPN/NSBA classification system contains policies, regulations, and exhibits on school finances and the management of funds. Policies on the financing of school construction and renovation, however, are filed in Section F-Facilities Development. NUMBER POLICY NAME DATE ADOPTED DA FISCAL MANAGEMENT POLICY August 17, 1992 DBB FISCAL YEAR DBF BUDGET REVIEW/HEARING/ADOPTION August 17, 1992 DC TAXING AND BORROWING AUTHORITY AND LIMITATION August 20, 1992 DD FUNDING GRANTS AND APPLICTIONS March 16, 1992 DFA INVESTMENT June 19, 2008 DFEB DONATIONS FOR PROGRAMS August 17, 1992 DGA AUTHORIZED SIGNATURES/PRENUMBERED CHECKS December 3, 2015 rev. DGAA DEPOSITORY OF FUNDS DGAB COLLATERALIZATION OF SCHOOL DEPOSITS DH BONDED EMPLOYEES AND OFFICERS August 17, 1992 DI FISCAL ACCOUNTING AND REPORTING August 17, 1992 DIA FUND BALANCES December 20, 2011

2 DIAM BOARD REVIEW AND SIGNING OF MANIFESTS December 1, 2011 DID INVENTORIES August 17, 1992 DIE AUDITS August 17, 1992 DJ PURCHASING February 18, 2010 DJB PURCHASING PROCEDURES February 18, 2010 DJC PETTY CASH ACCOUNTS August 17, 1992 DJD COOPERATIVE PURCHASING February 18, 2010 DJE BIDDING REQUIREMENTS May 20, 2010 DJF LOCAL PURCHASING August 17, 1992 DJGA SALES CALLS AND DEMONSTRATIONS January 4, 1993 DKC EXPENSE REQUIREMENTS January 4, 1993 DLB SALARY DEDUCTION-TAX SHELTERED ANNUITY August 21, 1991 DM CASH IN SCHOOL BUILDING January 4, 1993 DN SCHOOL DISTRICT PROPERTIES DISPOSAL January 4, 1993

3 DA FISCAL MANAGEMENT POLICY The school board recognizes the important trust it has been given with the responsibility of managing public resources. As trustee of local, state, and federal funds allocated for use in public education, the board will be vigilant in fulfilling its responsibility to see that these funds are used wisely for achievement of the purposes to which they are allocated. In the district's fiscal management, the board seeks to achieve the following goals: 1. To engage in thorough advance planning, in order to develop budgets and to guide expenditures so as to achieve the greatest educational returns and the greatest contributions to the educational program in relation to dollars expended. 2. To establish levels of funding which will provide high quality education for the district's students. 3. To use the best available process for budget development and management. 4. To provide timely and appropriate information to all staff with fiscal management responsibilities. 5. To establish effective and efficient procedures for accounting, reporting, business, purchasing and delivery, payroll, payment of vendors and contractors, and all other areas of fiscal management. 6. To communicate noteworthy quality improvement and cost-controlling actions to the public and press. One of the primary responsibilities of the school board is to secure adequate funds to carry out a quality program of education. The adopted annual school budget is the financial outline of the district's educational program; it is the legal basis for the establishment of tax rates. The annual school budget process is an important function of school district operations and should serve as a means to improve communications within the school organization and with the residents of the community. The superintendent shall be responsible for preparing and presenting the annual school budget to the board for adoption. The board expects the Superintendent to work closely with the principal and other administrators in their respective areas in studying the needs of the school and in compiling a budget to meet Page 1 of 2

4 those needs. The principal is expected to confer with appropriate staff in getting budgetary requests and information on requirements. The school board will adopt by September 15, or earlier, of each year guidelines to govern the budget development for the budget to be adopted the following year. The superintendent will communicate by September 20 procedures for the involvement of staff in the development of the budget proposal. Budget planning will be related to the goals and objectives of the district and its programs, including an assessment of existing programs and an examination of alternative program possibilities. The budget proposal must be within the parameters of board policy and include provisions for: 1. Programs to meet the needs of the entire student body 2. Staffing arrangement adequate for proposed programs 3. Maintenance of the district's equipment and facilities 4. Efficiency and economy. Upon receipt of the superintendent's recommendations the board will schedule meetings on the budget to receive in-depth information with regard to budget items prior to specific action by the board. The advisory finance committee appointed by the school district moderator will be invited to these meetings. ADOPTION: 8/17/92 SOUHEGAN Page 2 of 2

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6 DBF BUDGET REVIEW/HEARING/ADOPTION The budget will be made available to the advisory finance committee, the press and the public at the same time the superintendent presents the budget to the school board. It is the intent of the school board to have budget information disseminated so the public and advisory finance committee may review it several weeks prior to any public hearing. The first session of the annual meeting shall consist of explanation, discussion and debate of each warrant article, including the budget warrant article. Warrant articles as presented or amended shall be placed on the official ballot for a final vote at the second session of the annual district meeting or at any special district meeting. Statutory reference: RSA 40:13 (Senate Bill 2), Use of Official Ballot ADOPTION: 8/17/92 SOUHEGAN

7 DBJ BUDGET IMPLEMENTATION The district budget serves as the control to direct and limit expenditures. Overall responsibility for this control rests with the Superintendent, who will establish the procedures for budget control and reporting throughout the district. The total amounts which may be expended during the fiscal year for the operation of the school system are set forth in the budget. It shall be the practice that funds not be transferred from one account to another; however, it is expected that necessary overexpenditures in certain accounts will be offset by underexpenditures in other accounts. The school district treasurer is not permitted to honor any invoice against the school district that is in excess of the income and revenue appropriated for the school district for the fiscal year, except as may be authorized by a deficit or supplemental appropriation by the school district or by the State Board of Education as authorized by RSA 32:10-a. ADOPTION: 8/17/92 SOUHEGAN

8 DC TAXING AND BORROWING AUTHORITY AND LIMITATION No funds will be borrowed without the expressed approval of the school district electorate as determined by a vote of the school district at an annual or special school district meeting in accordance with the Municipal Finance Act, RSA Chapter 33. ADOPTION: 8/20/92 SOUHEGAN

9 DD FUNDING GRANTS AND APPLICATIONS The school board is to be kept informed of all possible sources of state, federal, and other funds for the support of the schools and/or for the enhancement of educational opportunities. The superintendent is to apprise the board of its eligibility for general or program funds and to make recommendations for board action. The warrant for the annual meeting of the school district shall include an article which reads: "To see if the district will vote to accept the provisions of RSA 198:20-b which shall authorize the school board, until specific recission of such authority, to apply for, accept and expend, without further action by the school district, money from a state, federal or other governmental unit or any private source which becomes available during the fiscal year." Note: Above article included on March 16, 1992 School District Warrant and accepted. ADOPTION: 3/16/92 Annual District Meeting SOUHEGAN

10 Page 1 of 2 SOUHEGAN Policy DFA - INVESTMENT The School Board authorizes the School District Treasurer, working in conjunction with the Superintendent and his/her designee and pursuant to RSA 197:23-a, to invest the funds of the District subject to the following objectives and standards of care. OBJECTIVES The three objectives of investment activities shall be safety, liquidity, and yield. 1. Safety of principal is the foremost objective in this policy. Investments shall be undertaken in a manner that seeks to ensure the preservation of capital by mitigating credit and interest rate risk. This will be accomplished by limiting the type of the investments and institutions to those stipulated by statute and fully covered by FDIC insurance or collateral approved pursuant to applicable law. 2. Liquidity of the investment portfolio shall remain sufficient to meet all operating requirements that may be reasonably anticipated. 3. Yield. The investment portfolio shall be designed with the objective of attaining a market rate of return throughout budgetary and economic cycles, taking into account the investment risk constraints and liquidity needs. Return on investment is of secondary importance compared to the safety and liquidity objectives described above. STANDARDS OF CARE 1. Prudence. The standard of prudence to be used by the school District Treasurer and Superintendent, or his/her designee involved in the investment process, shall be the "prudent person" standard and shall be applied in the context of managing an overall portfolio. 2. Ethics and conflicts of interest. The School District Treasurer and Superintendent, or his/her designee involved in the investment process, shall refrain from personal business activity that could conflict with the proper execution and management of the investment program or that could impair their ability to make impartial decisions. The members of the Investment of Funds Committee shall disclose any material interests in financial institutions with which they conduct business. They shall further disclose any personal financial institutions with which they conduct business. They shall also disclose any personal financial/investment positions that could be related to the performance of the investment portfolio. Employees and officials shall subordinate their personal investment transactions to those of the School District, particularly with regard to the timing of purchases and sales. 3. Internal Controls. The District Treasurer and Superintendent or his/her

11 Page 2 of 2 designee shall establish a system of internal controls, which shall be documented in writing. The internal controls shall be reviewed by an independent auditor. The investment of funds will be left to the discretion of a Committee consisting of the Treasurer, the Director of Finance and the Business Administrator without prior approval of the Board. This committee shall be guided by RSA 197:23-a. The Board will review the investment policy annually at the 1 st meeting of the fiscal year. Legal References: RSA 197:23-a, Treasurer s Duties RSA 383:22, Public Deposit Investment Pool ADOPTED: June 19, 2008

12 DFEB DONATIONS FOR PROGRAMS Donations may be requested for admittance to programs sponsored by school clubs and organizations. Refreshments and other items may be sold by school organizations with approval of the principal. ADOPTION: 8/17/92 SOUHEGAN

13 DGA AUTHORIZED SIGNATURES Checks drawn on the general fund or any special fund (with the exception of the activity fund) will require the signature of the school district treasurer. Checks drawn on an activity fund will require the signature of the building principal. ADOPTION: 8/17/92 REVISED: 12/03/15

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16 DH BONDED EMPLOYEES AND OFFICERS The school board requires that the treasurer and assistant treasurer be bonded. The district will arrange a public officials bond to cover the treasurer and each assistant, if any, in the amount of $100,000. It is the practice that any employee who administers student activity money shall be bonded. Any employee who administers funds for the district will be bonded appropriately. The district will arrange a blanket position bond, including a faithful performance endorsement, in the amount of $100,000 on all employees who administer funds for the district. ADOPTED: 8/17/92 Souhegan

17 DH BONDED EMPLOYEES AND OFFICERS The school board requires that the treasurer and assistant treasurer be bonded. The district will arrange a public officials bond to cover the treasurer and each assistant, if any, in the amount of $100,000. It is the practice that any employee who administers student activity money shall be bonded. Any employee who administers funds for the district will be bonded appropriately. The district will arrange a blanket position bond, including a faithful performance endorsement, in the amount of $100,000 on all employees who administer funds for the district. ADOPTED: 8/17/92 Souhegan

18 DI FISCAL ACCOUNTING AND REPORTING The district's accounting system will be in conformance with the New Hampshire Financial Accounting Handbook published by the State Department of Education. An adequate system of encumbrance accounting will be maintained. The following purposes must be satisfied by the accounting system: 1. Administrative Control: The financial records must be adequate to guide the making or deferring of purchases, the expanding or curtailing of programs, and the controlling of expenses. Current data should be immediately available and in such form that periodic summaries may be readily made from the data. 2. Budget Preparation: The financial records must be adequate to serve as a guide to budget estimates of subsequent years, and to hold expenditures to the amounts appropriated. Accounts are to be kept for each item for which separate budget estimates must be made. An adequate code of expenditure accounts will be used. 3. Accounting for Stewardship: The financial records must be adequate to show that those in charge have handled funds within the framework of law and in accordance with Board policy. The district's financial records will provide the following information: 1. For each account in the district's budget: the appropriation, appropriation transfers, expenditures, encumbrances, and unencumbered balance. 2. For each purchase order: the name of vendor, description of the item involved, signatures of the Assistant Superintendent and Principal, the amounts, the call for bids if required, and an abstract of the bids received. Purchase order sets will be prenumbered and each set accounted for. 3. For each purchase: the purchase order information, plus the record of receipt and condition of goods, the invoice and the record of payment. 4. For each income account: the budget estimate, the estimates as revised periodically, the receipts to date, and the balance anticipated. 5. Reimbursement of expenditures will be debited to the appropriate previously expended account. ADOPTED: 8/17/92 SOUHEGAN

19 DIA FUND BALANCES The Souhegan Cooperative School District shall comply with Government Accounting Standards Board (GASB) 54 Fund Balance Reporting and Governmental Fund Definitions. The policy shall only apply to the District s governmental funds. The following Fund Types will be used in reporting activity in governmental funds across the Souhegan Cooperative School District using the definitions provided by GASB Statement No. 54: General Fund, Special Revenue Fund, Capital Project Fund and Permanent Fund. The Souhegan Cooperative School District may or may not report all fund types in any given reporting period, based on actual activity. Fund balance shall be reported in the following categories using the definitions provided by GASB Statement No. 54: Nonspendable, Restricted, Committed, Assigned and Unassigned amounts. Fund balances shall only be used or returned in accordance with applicable New Hampshire law and/or Governmental Standards Board Statement 54 (GASB 54). The School Board will return to the Town any unassigned general fund balance at year-end, such monies to be used to offset the next fiscal year s tax rate. Legal References: RSA 32, Municipal Budget Law RSA 33, Municipal Finance Act RSA 35, Capital Reserve Funds Governmental Standards Board Statement 54 (GASB 54) Adopted December 1, 2011

20 SOUHEGAN COOPERATIVE SCHOOL DISTRICT SECTION D: FISCAL MANAGEMENT Section D of the NEPN/NSBA classification system contains policies, regulations, and exhibits on school finances and the management of funds. Policies on the financing of school construction and renovation, however, are filed in Section F-Facilities Development. NUMBER POLICY NAME DATE ADOPTED DA FISCAL MANAGEMENT POLICY August 17, 1992 DBB FISCAL YEAR DBF BUDGET REVIEW/HEARING/ADOPTION August 17, 1992 DC TAXING AND BORROWING AUTHORITY AND LIMITATION August 20, 1992 DD FUNDING GRANTS AND APPLICTIONS March 16, 1992 DFA INVESTMENT June 19, 2008 DFEB DONATIONS FOR PROGRAMS August 17, 1992 DGA AUTHORIZED SIGNATURES/PRENUMBERED CHECKS August 17, 1992 DGAA DEPOSITORY OF FUNDS DGAB COLLATERALIZATION OF SCHOOL DEPOSITS DH BONDED EMPLOYEES AND OFFICERS August 17, 1992 DI FISCAL ACCOUNTING AND REPORTING August 17, 1992 DIA FUND BALANCES December 20, 2011

21 DIAM BOARD REVIEW AND SIGNING OF MANIFESTS December 1, 2011 DID INVENTORIES August 17, 1992 DIE AUDITS August 17, 1992 DJ PURCHASING February 18, 2010 DJB PURCHASING PROCEDURES February 18, 2010 DJC PETTY CASH ACCOUNTS August 17, 1992 DJD COOPERATIVE PURCHASING February 18, 2010 DJE BIDDING REQUIREMENTS May 20, 2010 DJF LOCAL PURCHASING August 17, 1992 DJGA SALES CALLS AND DEMONSTRATIONS January 4, 1993 DKC EXPENSE REQUIREMENTS January 4, 1993 DLB SALARY DEDUCTION-TAX SHELTERED ANNUITY August 21, 1991 DM CASH IN SCHOOL BUILDING January 4, 1993 DN SCHOOL DISTRICT PROPERTIES DISPOSAL January 4, 1993

22 DIAM- BOARD REVIEW AND SIGNING OF MANIFESTS The school board shall designate one of its members at the annual organizational meeting in March, or when required by change in membership, to review and sign each manifest; the signature of the board member attesting to the review. Any questions or concerns the board's reviewer may have concerning a manifest will be brought to the immediate attention of the business office. Reviewed manifests will be taken to school board meetings and signed by at least one additional member so designated by the board. Renamed on December 1, 2011 ADOPTED: 8/21/91 SOUHEGAN

23 DID INVENTORIES To serve the functions of conservation and control, a running inventory will be maintained on school buildings and grounds equipment, vehicles, administrative equipment, furniture, and educational and athletic equipment which exceed $300 in purchase price. Moreover, a textbooks and library collection inventory shall be maintained. Changes in inventory will be maintained on an ongoing basis through a process developed by the superintendent's office. A copy of the inventory will be filed in the superintendent's office. ADOPTED: 8/17/92 Souhegan

24 DIE AUDITS Good business practice requires that an annual audit be made by a certified public accountant or by auditors elected by the school district. Such audit will be made in accord with RSA 197:25. Regulatory Reference: RSA 197:25 ADOPTED: 8/17/92 SOUHEGAN

25 SOUHEGAN POLICY PURCHASING DJ The function of purchasing is to serve the educational program by providing the necessary supplies, equipment, and services. The board declares its intention to purchase competitively without prejudice and to seek maximum educational value for every dollar expended. The acquisition of supplies, equipment, and services will be centralized in the business office, which functions under the supervision of the Superintendent or his/her designee, and through whose office all purchasing transactions are conducted. The board assigns the Superintendent or his/her designee the responsibility for the quality and quantity of purchases made. The prime guidelines governing this responsibility are that all purchases fall within the framework of budgetary limitations and that they be consistent with the approved educational goals and programs of the district. The principal.is responsible for the receipt, storage, distribution, and use of all school supplies and equipment. Legal References: RSA 194-C:4 II (a), Superintendent Services NH Code of Administrative Rules Section (b), Substantive Duties of School Boards Board Amherst Mont Vernon Souhegan Adopted 5/3/90 December 8/17/ Revised 5/8/95 Adopted February 18, 2010

26 DJB - PURCHASING PROCEDURES Procedures for purchasing will be developed by the Superintendent or his/her designee and shall be presented annually at a school staff meeting no later than October 1. Purchasing procedures will be designed to avoid assumption of risk and to ensure the best possible price for the desired products and services. These procedures will require that all purchases are made on properly approved purchase orders and that for items not put to bid, price quotations will be solicited. Special arrangements may be made for ordering perishable and emergency supplies or with the authorization of the Superintendent or his/her designee. Any significant changes to the purchasing procedures (DJB-R) that affect this policy must be presented to the school board. Legal References: RSA 194-C:4 II (a), Superintendent Services NH Code of Administrative Rules Section (b), Substantive Duties of School Boards Adopted February 18, 2010

27 DJC PETTY CASH ACCOUNTS Petty cash funds may be established for the school, superintendent's office, and special programs in such instances as they will expedite the purchase of minor items and/or provide immediate payment for minor services. Petty cash will be administered as follows: 1. No purchase will be reimbursed through a petty cash account unless accompanied by a receipt and noted on the petty cash report. 2. The petty cash report and accompanying receipts shall be turned in periodically to the superintendent's office to reimburse the fund. The report must be filled out completely. 3. The maximum petty cash allowable for each building is $ When the petty cash account is reimbursed, the appropriate account will be charged. 5. Money received must not be put directly into petty cash. This money must be turned in to the business office, and the appropriate fund will be credited. ADOPTION: 8/17/92 SOUHEGAN

28 SOUHEGAN POLICY COOPERATIVE PURCHASING DJD The board, at its option, may join in cooperative purchasing with other school districts and municipalities to take advantage 0f lower prices for bulk purchasing and to reduce the administrative costs involved in bidding. The Superintendent or his/her designee is encouraged to contact school districts and municipalities when deemed feasible, appropriate and advantageous to the district. Board Amherst Mont Vernon Souhegan Adopted: 5/3/90 December /17/92 Revised: 5/8/95 Adopted February 18, 2010

29 DJE - BIDDING REQUIREMENTS All contracts for, and purchases of supplies, materials, equipment, and contractual services in the amount of $1,000 to $9,999 will require, when feasible, at least three employee-documented competitive bids or quotations. For all contracts and purchases between $10,000 and $24,999 three written vendor bids will be required when feasible. For all contracts and purchases $25,000 and greater, the formal bidding procedures will be used. Special arrangements may be made for ordering perishable and emergency supplies or repairs, or may be authorized by the Superintendent or his/her designee. If a sole provider is the only bidder procedure manual DJB- R, Section 5.5 will guide the procedure. When formal bidding procedures are used, bids shall be advertised appropriately. Suppliers shall be invited to have their names placed on mailing lists to receive invitations to bid. When specifications are prepared, they will be mailed to all merchants and firms who have indicated an interest in bidding. All formal bids must be submitted in sealed envelopes, addressed to the Board or its designee, and plainly marked with the time of the bid and the time of the bid opening. Bids shall be opened at the time specified and all bidders and other persons shall be invited to be present. The Board s designee will present recommendation and rationale of the final bid to the Board for all purchases which fall under formal bidding procedures. The Board reserves the right to reject any or all bids and to accept that bid which appears to be in the best interest of the district. The Board reserves the right to waive any formalities in, or reject, any or all bids or any part of any bid. Any bid may be withdrawn prior to the scheduled time for the opening of bids. Any bid received after the time and date specified shall not be considered. The Board also reserves the right to negotiate with a bidder. The Board or its designee will consider such factors as, but not limited to, price, bidder qualifications, past performance, responsiveness and financial integrity, warrantees, delivery, and quality. The Board may require the successful bidder to furnish a performance bond, liability insurance, workman's compensation, security deposit, retainer, and any other instrument to protect the District. Legal References: RSA 194-C:4 II (a), Superintendent Services NH Code of Administrative Rules, Section Ed (b), Substantive Duties of School Boards ADOPTED- May 20, 2010

30 DJF LOCAL PURCHASING It shall be the policy of the school district to purchase locally, provided goods of equal quality, and at competitive prices, are available from local suppliers. The district purchasing process should not bind the district to purchase any item locally that can be secured at a saving to the school district from outside sources, nor it be bound to purchase locally unless adequate service and delivery can be given by the local supplier. ADOPTION: 8/17/92 SOUHEGAN

31 DJGA SALES CALLS AND DEMONSTRATIONS Sales representatives are not permitted to call on teachers or other school staff members without authorization from the school administration. The school principal may give permission to sales representatives of any products to see members of the school staff at times that will not interfere with the educational program. Gifts or other consideration valued at more than five dollars which sales representatives give to school district employees become the property of the school. ADOPTION: 1/4/93 SOUHEGAN

32 DKC EXPENSE REIMBURSEMENTS District personnel and officials who incur expenses in carrying out their authorized duties may be reimbursed by the district, subject to prior approval, upon submission of a properly filled out and approved voucher and such supporting receipts as required by the office of the superintendent. Such expenses may be approved and incurred in line with budgetary allocations for the specific type of expense; for example, staff development, meetings and procurement of incidental operations and maintenance supplies. Mileage, meals and lodging reimbursement rates will be announced by June 15 for the following school year. When official travel by personally owned vehicle has been authorized, mileage payment shall be made at the rate currently approved by the board. All travel outside New England must have the prior written approval of the superintendent of schools. ADOPTION: 1/4/93 SOUHEGAN

33 DLB SALARY DEDUCTION - TAX SHELTERED ANNUITY The school board will establish procedures within the office of the superintendent for employees to take advantage of federal law concerning tax-sheltered annuities. ADOPTION: 8/21/91 SOUHEGAN

34 DM CASH IN SCHOOL BUILDINGS Money collected by school employees and by student treasurers shall be handled with good and prudent business procedures. All moneys collected shall be receipted, accounted for, and directed without delay to the proper location of deposit. In no case shall money be left overnight in school, except in safes or locked file cabinets provided for safekeeping of valuables. The principal shall provide for making bank deposits during regular banking hours in order to avoid leaving money in school overnight. ADOPTION: 1/4/93 SOUHEGAN

35 DN SCHOOL DISTRICT PROPERTIES DISPOSAL The Board authorizes disposition of obsolete items according to the following priority actions: 1. By selling to the highest bidder or whatever other arrangement is in the best interest of the school district. 2. When practicable, the Board shall donate such items to charitable organizations and schools. 3. By giving such items to local citizens. 4. By removal to a town dump or transfer station. Sale of real estate will be by the vote of the school district at an annual or special school district meeting. ADOPTION: 1/4/93 SOUHEGAN