COLLINSVILLE COMMUNITY UNIT S.D. #10
BOARD OF EDUCATION POLICY MANUAL
TABLE OF CONTENTS
SECTION 4 - OPERATIONAL SERVICES
4:10 Fiscal and Business Management
4:20 OPEN
4:90 Student Activity Fund Management
4:130 Free and Reduced-Price Food Services
4:150 Facility Management and Expansion Programs
Operational Services
Fiscal and Business Management
The Superintendent is responsible for the School District’s fiscal and business management. This responsibility includes annually preparing and presenting the District’s statement of affairs to the School Board and publishing it before December 1, as required by State law.
The Superintendent shall ensure the efficient and cost-effective operation of the District’s business management through the use of computers, computer software, data management, communication systems, and electronic networks, including electronic mail, the Internet, and security systems. Each person using the District’s electronic network shall complete an Authorization for Electronic Network Access.
Budget Planning
The District’s fiscal year is from July 1 until June 30. The Superintendent shall present to the School Board, no later than the first regular meeting in August, a tentative budget with appropriate explanation. This budget shall represent the culmination of an ongoing process of planning for the fiscal support needed for the District’s educational program. The District’s budget shall be entered upon the Illinois State Board of Education’s “School District Budget Form.” To the extent possible, the tentative budget shall be balanced as defined by the State Board of Education guidelines. The Superintendent shall complete a tentative deficit reduction plan if one is required by the State Board of Education guidelines.
Preliminary Adoption Procedures
After receiving the Director of Business Affairs’ proposed budget, the School Board sets the date, place, and time for:
1. A public hearing on the proposed budget, and
2. The proposed budget to be available to the public for inspection.
The School Board Secretary shall arrange to publish a notice in a local newspaper stating the date, place, and time of the proposed budget’s availability for public inspection and the public hearing. The proposed budget shall be available for public inspection at least 30 days before the time of the budget hearing.
At the public hearing, the proposed budget shall be reviewed, and the public shall be invited to comment, question, or advise the School Board.
Final Adoption Procedures
The School Board adopts a budget before the end of the first quarter of each fiscal year (September 30), or by such alternative procedure as State law may define. To the extent possible, the budget shall be balanced as defined by the State Board of Education; if not balanced, The Board will adopt a deficit reduction plan to balance the District’s budget within 3 years according to State Board of Education requirements.
The School Board adopts the budget by roll call vote. The budget resolution shall be incorporated into the meeting’s official minutes. School Board members’ names voting yea and nay shall be recorded in the minutes.
The Superintendent or Director of Business Affairs shall perform each of the following:
1. Post the District’s final annual budget, itemized by receipts and expenditures, on the District’s Internet website; notify the parent(s)/guardian(s) that it is posted and provide the website’s address.
2. File a certified copy of the budget resolution and an estimate of revenues by source anticipated to be received in the following fiscal year certified by the District’s Chief Fiscal Officer, with the County Clerk within 30 days of the budget’s adoption.
3. Make all preparations necessary for the School Board to timely file its Certificate of Tax Levy, including preparations to comply with the Truth in Taxation Act; file the Certificate of Tax Levy with the County Clerk on or before the last Tuesday in December. The Certificate lists the amount of property tax money to be provided for the various funds in the budget.
4. Submit the annual budget, a deficit reduction plan if one is required by State Board of Education guidelines, and other financial information to the State Board of Education according to its requirements.
Any amendments to the budget or Certificate of Tax Levy shall be made as provided in The School Code and Truth in Taxation Act.
Budget Amendments
The School Board may amend the budget by the same procedure as provided for in the original adoption.
Implementation
The Superintendent or designee shall implement the District’s budget and provide the School Board with a monthly financial report that includes all deficit fund balances. The amount budgeted as the expenditure in each fund is the maximum amount that may be expended for that category, except when a transfer of funds is authorized by the School Board.
The School Board shall act on all interfund
loans, interfund transfers, transfers within funds, and transfers from the
working cash fund if one exists.
LEGAL REF.: 35 ILCS 200/18-55 et seq. 105 ILCS 5/10-17, 5/10-22.33, 5/17-1, 5/17-1.2, 5/17-2A, 5/17-3.2, 5/17-11,5/20-5, and 5/20-8.
CROSS REF.: 4:40 (Incurring Debt), 6:235 (Access to Electronic Networks)
ADMIN. PROC.: 6:235-E2 (Exhibit - Authorization for Electronic Network Access)
ADOPTED: April 20, 1999
REVISED: June 17, 2002
REVISED: April 21, 2008
4:10
Operational Services
Revenue and
Investments
Revenue
The Superintendent or Director of Business Affairs is responsible for making all claims for property tax revenue, State Aid, special State funds for specific programs, federal funds, and categorical grants.
Investments
The Superintendent shall either appoint a Chief Investment Officer or serve as one. The Chief Investment Officer shall invest money that is not required for current operations, in accordance with this policy and State law.
The Chief Investment Officer and Superintendent shall use the standard of prudence when making investment decisions. They shall use the judgment and care, under circumstances then prevailing, that persons of prudence, discretion, and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the safety of their capital as well as its probable income.
Investment Objectives
The objectives for the School District’s investment activities are:
1. Safety of Principal - Every investment is made with safety as the primary and over-riding concern. Each investment transaction shall ensure that capital loss, whether from credit or market risk, is avoided.
2. Liquidity - The investment portfolio shall provide sufficient liquidity to pay District obligations as they become due. In this regard, the maturity and marketability of investments shall be considered.
3. Rate of Return - The highest return on investments is sought, consistent with the preservation of principal and prudent investment principles.
4. Diversification - The investment portfolio is diversified as to materials and investments, as appropriate to the nature, purpose, and amount of the funds.
Authorized Investments
The Chief Investment Officer may invest any District funds:
1. In bonds, notes, certificates of indebtedness, treasury bills, or other securities now or hereafter issued, that are guaranteed by the full faith and credit of the United States of America as to principal and interest;
2. In bonds, notes, debentures, or other similar obligations of the United States of America or its agencies;
The term "agencies of the United States of America" includes: (i) the federal land banks, federal intermediate credit banks, banks for cooperative, federal farm credit banks, or any other entity authorized to issue debt obligations under the Farm Credit Act of 1971 and Acts amendatory thereto; (ii) the federal home loan banks and the federal home loan mortgage corporation; and (iii) any other agency created by Act of Congress.
3. In interest-bearing savings accounts, interest-bearing certificates of deposit or interest-bearing time deposits or any other investments constituting direct obligations of any bank as defined by the Illinois Banking Act;
4. In short term obligations of corporations organized in the United States with assets exceeding $500,000,000 if: (i) such obligations are rated at the time of purchase at one of the 3 highest classifications established by at least 2 standard rating services and that mature not later than 180 days from the date of purchase, (ii) such purchases do not exceed 10% of the corporation's outstanding obligations and (iii) no more than one-third of the District’s funds may be invested in short term obligations of corporations;
5. In money market mutual funds registered under the Investment Company Act of 1940, provided that the portfolio of any such money market mutual fund is limited to obligations described in paragraph (1) or (2) of this subsection and to agreements to repurchase such obligations.
6. In short term discount obligations of the Federal National Mortgage Association or in shares or other forms of securities legally issuable by savings banks or savings and loan associations incorporated under the laws of this State or any other state or under the laws of the United States. Investments may be made only in those savings banks or savings and loan associations, the shares, or investment certificates that are insured by the Federal Deposit Insurance Corporation. Any such securities may be purchased at the offering or market price thereof at the time of such purchase. All such securities so purchased shall mature or be redeemable on a date or dates prior to the time when, in the judgment of the Chief Investment Officer, the public funds so invested will be required for expenditure by the District or its governing authority.
7. In dividend-bearing share accounts, share certificate accounts, or class of share accounts of a credit union chartered under the laws of this State or the laws of the United States; provided, however, the principal office of any such credit union must be located within the State of Illinois. Investments may be made only in those credit unions the accounts of which are insured by applicable law.
8. In a Public Treasurers' Investment Pool created under Section 17 of the State Treasurer Act. The District may also invest any public funds in a fund managed, operated, and administered by a bank, subsidiary of a bank, or subsidiary of a bank holding company or use the services of such an entity to hold and invest or advise regarding the investment of any public funds.
9. In the Illinois School District Liquid Asset Fund Plus.
10. In repurchase agreements of government securities having the meaning set out in the Government Securities Act of 1986 subject to the provisions of said Act and the regulations issued there under. The government securities, unless registered or inscribed in the name of the District, shall be purchased through banks or trust companies authorized to do business in the State of Illinois.
Except for repurchase agreements of government securities which are subject to the Government Securities Act of 1986, no District may purchase or invest in instruments that constitute repurchase agreements, and no financial institution may enter into such an agreement with or on behalf of the District unless the instrument and the transaction meet the following requirements:
a. The securities, unless registered or inscribed in the name of the District, are purchased through banks or trust companies authorized to do business in the State of Illinois.
b. The Chief Investment Officer, after ascertaining which firm will give the most favorable rate of interest, directs the custodial bank to "purchase" specified securities from a designated institution. The "custodial bank" is the bank or trust company, or agency of government, that acts for the District in connection with repurchase agreements involving the investment of funds by the District. The State Treasurer may act as custodial bank for public agencies executing repurchase agreements.
c. A custodial bank must be a member bank of the Federal Reserve System or maintain accounts with member banks. All transfers of book-entry securities must be accomplished on a Reserve Bank's computer records through a member bank of the Federal Reserve System. These securities must be credited to the District on the records of the custodial bank and the transaction must be confirmed in writing to the District by the custodial bank.
d. Trading partners shall be limited to banks or trust companies authorized to do business in the State of Illinois or to registered primary reporting dealers.
e. The security interest must be perfected.
f. The District enters into a written master repurchase agreement that outlines the basic responsibilities and liabilities of both buyer and seller.
g. Agreements shall be for periods of 330 days or less.
h. The Chief Investment Officer informs the custodial bank in writing of the maturity details of the repurchase agreement.
i. The custodial bank must take delivery of and maintain the securities in its custody for the account of the District and confirm the transaction in writing to the District. The custodial undertaking shall provide that the custodian takes possession of the securities exclusively for the District; that the securities are free of any claims against the trading partner; and that any claims by the custodian are subordinate to the District’s claims to rights to those securities.
j. The obligations purchased by the District may only be sold or presented for redemption or payment by the fiscal agent bank or trust company holding the obligations upon the written instruction of the Chief Investment Officer.
k. The custodial bank shall be liable to the District for any monetary loss suffered by the District due to the failure of the custodial bank to take and maintain possession of such securities.
11. In any investment as authorized by the Public Funds Investment Act, and Acts amendatory thereto. Paragraph 11 supersedes paragraphs 1-10 and controls in the event of conflict.
Investments may be made only in banks, savings banks, savings and loan associations, or credit unions that are insured by the Federal Deposit Insurance Corporation.
Selection of Depositories, Investment Managers, Dealers, and Brokers
The Chief Investment Officer shall establish a list of authorized depositories, investment managers, dealers and brokers based upon the creditworthiness, reputation, minimum capital requirements, qualifications under State law, as well as a long history of dealing with public fund entities. The School Board will review and approve the list at least annually.
In order to be an authorized depository, each institution must submit copies of the last 2 sworn statements of resources and liabilities or reports of examination that the institution is required to furnish to the appropriate State or federal agency. Each institution designated as a depository shall, while acting as such depository, furnish the District with a copy of all statements of resources and liabilities or all reports of examination that it is required to furnish to the appropriate State or federal agency.
The above eligibility requirements of a bank to receive or hold public deposits do not apply to investments in an interest-bearing savings account, interest-bearing certificate of deposit, or interest-bearing time deposit if; (1) the District initiates the investment at or through a bank located in Illinois, and (2) the invested public funds are at all times fully insured by an agency or instrumentality of the federal government.
The District may consider a financial institution’s record and current level of financial commitment to its local community when deciding whether to deposit funds in that financial institution. The District may consider factors including:
1. For financial institutions subject to the federal Community Reinvestment Act of 1977, the current and historical ratings that the financial institution has received, to the extent that those ratings are publicly available, under the federal Community Reinvestment Act of 1977;
2. Any changes in ownership, management, policies, or practices of the financial institution that may affect the level of the financial institution’s commitment to its community;
3. The financial impact that the withdrawal or denial of District deposits might have on the financial institution;
4. The financial impact to the District as a result of withdrawing public funds or fusing to deposit additional public funds in the financial institution; and
5. Any additional burden on the District’s resources that might result from ceasing to maintain deposits of public funds at the financial institution under consideration.
Collateral Requirements
All amounts deposited or invested with financial institutions in excess of any insurance limit shall be collateralized by: (1) securities eligible for District investment or any other high-quality, interest-bearing security rated at least AA/Aa by one or more standard rating services to include Standard & Poor’s, Moody’s, or Fitch, (2) mortgages, (3) letters of credit issued by a Federal Home Loan Bank, or (4) loans covered by a State Guaranty under the Illinois Farm Development Act. The market value of the pledged securities shall equal or exceed the portion of the deposit requiring collateralization. The Chief Investment Officer shall determine other collateral requirements.
Safekeeping and Custody Arrangements
The preferred method for safekeeping is to have securities registered in the District’s name and held by a third-party custodian. Safekeeping practices should qualify for the Governmental Accounting Standards Board (GASB) Statement No. 3 Deposits with Financial Institutions, Investments (including Repurchase Agreements), and Reverse Repurchase Agreements, Category I, the highest recognized safekeeping procedures.
Controls and Report
The Chief Investment Officer shall establish a system of internal controls and written operational procedures to prevent losses arising from fraud, employee error, misrepresentation by third parties, or imprudent employee action.
The Chief Investment Officer shall provide a quarterly investment report to the Board. The report will: (1) assess whether the investment portfolio is meeting the District’s investment objectives, (2) identify each security by class or type, book value, income earned, and market value, (3) identify those institutions providing investment services to the District, and (4) include any other relevant information. The investment portfolio’s performance shall be measured by appropriate and creditable industry standards for the investment type.
The School Board will determine, after receiving the Superintendent's recommendation, which fund is in most need of interest income and the Superintendent shall execute a transfer.
Ethics and Conflicts of Interest
The School Board and District officials will avoid any investment transaction or practice that in appearance or fact might impair public confidence. Board members are bound by the Board policy 2:100, Board Member Conflict of Interest. No District employee having influence on the District’s investment decisions shall:
1. Have any interest, directly or indirectly, in any investments in which the District is authorized to invest,
2. Have any interest, directly or indirectly, in the sellers, sponsors, or managers of those investments, or
3. Receive, in any manner, compensation of any kind from any investments in which the agency is authorized to invest.
LEGAL REF.: 30 ILCS 235/1 et seq. 105 ILCS 5/8-7, 5/17-1, and 5/17-11.
CROSS REF.: 2:1009Board Member Conflict of Interest), 4:10 (Fiscal and Business Management)
ADOPTED: April 20, 1999
REVISED: September 20, 1999; June 17, 2002; April 21, 2008
4:30
Incurring Debt
The Director of Business Affairs shall provide early notice to the School Board of the District’s need to borrow money. The Director of Business Affairs shall prepare all documents and notices necessary for the School Board, at its discretion, to issue State Aid Anticipation Certificates, tax anticipation warrants, working cash fund bonds, bonds, notes, and other evidence of indebtedness. The Superintendent shall notify the State Board of Education before the District issues any form of long-term or short-term debt that will result in outstanding debt that exceeds 75% of the debit limit specified in State law.
LEGAL
REF.: 30 ILCS 305/2 and 352/1 et seq.
50 ILCS 420/1 et seq.
105 ILCS 5/17-16, 5/18-18, 5/19-1 et seq.
CROSS REF.: 4:10 (Fiscal and Business Management)
ADOPTED: April 20, 1999
REVISED: April 21, 2008
4:40
The Director of Business Affairs is authorized to collect the maximum fee authorized by State law for returned checks written to the District which are not honored upon presentation to the respective bank or other depository institution for any reason. The Superintendent is authorized to contact the District’s attorney whenever necessary to collect the returned check amount, fee, collection costs and expenses, and interest.
LEGAL REF.: 810 ILCS 5/3-806.
ADOPTED: April 20, 1999
4:45
The Treasurer shall prepare a list of all due and payable bills, indicating vendor name and amount, and shall present it in advance of the Board of Education’s regular monthly meeting. These bills shall be reviewed by the Board of Education, after which they may be approved for payment by Board of Education order. Approval of all bills shall be given by a roll call vote and the votes shall be recorded in the minutes. The Treasurer shall pay the bills following approval of the Board of Education.
The Treasurer is authorized to pay Social Security taxes and wages without further Board of Education approval. These disbursements shall be included in the listing of bills presented to the Board of Education.
Revolving funds for school cafeterias, athletics, petty cash, or similar purposes may be used, provided such funds are in the custody of an employee who is properly bonded according to State law and who is responsible to the Superintendent and the Board. Payments from these funds shall be included in the listing of bills presented to the Board of Education.
LEGAL REF.: 105 ILCS 5/8-16, 5/10-7, and 5/10-20.19.
ADOPTED: April 20, 1999
4:50
Adoption of the annual budget authorizes Superintendent and other designated administrators to purchase budgeted supplies, equipment, and services. Purchases of items not included in the budget require prior Board of Education approval, except in an emergency.
All contracts for supplies, materials, or work involving an expenditure in excess of $10,000 shall be made in accordance with the State law bidding procedure, unless specifically exempted. Sealed, competitive bidding, with certain statutory exceptions,is required. The Superintendent and other designated administrators shall prepare the necessary legal notices. The contract will be awarded to the lowest responsible bidder, considering conformity with specifications, delivery terms, quality, and serviceability. The Superintendent or designee shall report the results of the bidding to the Board of Education, together with a recommendation and supporting rationale. Contracts will be awarded by the Board of Education at an official meeting. Bid deposits of 10 percent of the bid amount, assuring good faith in bidding, and performance bonds to the extent of 100 percent of the contract amount, may be required.
The Superintendent shall develop procedures which will allow the purchase of good quality products and services at the lowest cost, with consideration for service, quality, and delivery promptness, and in compliance with State law.
LEGAL REF.: 105 ILCS 5/10-20.21.
ADOPTED: April 20, 1999
4:60
The School District will conserve energy resources by:
The Director of Business Affairs shall develop procedures for purchasing recycled paper and paper products in amounts which will, at a minimum, meet the requirement of The School Code.
LEGAL REF.: 105 ILCS 5/10-20.19c.
ADOPTED: April 20, 1999
4:70
All reporting formats used for the Annual Financial Report will be consistent with the Illinois Program Accounting Manual for Local Educational Agencies.
At the close of each fiscal year, the Director of Business Affairs shall arrange to have the District books and accounts audited by an independent certified public accountant designated by the Board of Education in conformance with prescribed standards and legal requirements. A complete and detailed written audit report shall be provided to each Board of Education member and to the Superintendent.
The Director of Business Affairs shall annually, on or before October 15, submit an original and one copy of the audit to the Regional Superintendent of Schools.
Inventories
The Superintendent is responsible for developing and maintaining an inventory of District buildings and capital equipment. The inventory record of equipment shall include such items as a description of each item, the quantity, the location, the date of purchase, and the cost or the estimated replacement cost.
Disposition of District Property
The Superintendent shall notify the Board, as necessary, of any (1) District personal property no longer needed for school purposes, and (2) school sites, buildings, or other real estate that is unnecessary, unsuitable, or inconvenient, so that the Board may consider its disposition.
LEGAL REF.: 105 ILCS 5/2-3.27, 5/2-3.28, 5/3-7, 5/3-15.1, 5/5-22, 5/10-21.4, 5/10-22.8 and 5/17-1 et seq. 23 Ill. Admin. Code, ch. 110 and 125.
ADOPTED: April 20, 1999
4:80
Student Activity Fund Management
The Board of Education annually shall appoint a student activity funds treasurer who shall be bonded in accordance with The School Code.
LEGAL REF.: 105 ILCS 5/8-2 and 5/10-20.19.
CROSS REF.: 7:325
ADOPTED: April 20, 1999
4:90
The Director of Business Affairs shall annually recommend an insurance program which provides the broadest and most complete coverage available at the most economical cost, consistent with sound insurance principles.
The insurance program shall include:
LEGAL REF.: 820 ILCS 305/1.
105 ILCS 5/10-22.3a, 5/10-22.34, 5/10-22.34a, and 5/10-22.34b.
215 ILCS 5/1 et seq.
Consolidated Omnibus Budget Reconciliation Act, P. L. 99-272, ¶ 1001, 100 Stat. 222, 4980B(f) of the I.R.S. Code, 42 U.S.C. § 300bb-1 et seq.
ADOPTED: April 20, 1999
4:100
The District shall provide free transportation for all students in the District: (1) residing at a distance of one and one-half miles or more from their assigned schools, or (2) residing within one and one-half miles from their assigned schools where walking to school or to a pick-up point or bus stop would constitute a serious hazard due to vehicular traffic or rail crossing, and adequate public transportation is not available. A student’s parent(s)/guardian(s) may file a petition with the School Board requesting transportation due to the existence of a serious safety hazard. Free transportation services and vehicle adaptation for special education students shall be provided if included in the students’ individualized educational programs. Non-public school students shall be transported in accordance with State law. Homeless students shall be transported in accordance with the McKinney Homeless Assistance Act.
Bus schedules and routes shall be determined by the Superintendent or designee and shall be altered only with the Superintendent or designee's approval and direction. In fixing the routes, the pick-up and discharge points should be as safe and convenient for students as possible.
No school employee may transport students in school or private vehicles unless authorized by the administration.
Every vehicle regularly used for the transportation of students must pass safety inspections in accordance with State law and Illinois Department of Transportation regulations.
All contracts for charter bus services must contain the clause prescribed by State law regarding criminal background checks for bus drivers.
LEGAL REF.: McKinney Homeless Assistance Act, 42 U.S.C. §11431 et seq. 105 ILCS 5/10-22.22 and 5/29-1 et seq. 105 ILCS 45/1-15. 625 ILCS 5/1-182, 5/11-1414.1, and 5/13-109. 23 Ill. Admin. Code §§1.510a and 226.935.
CROSS REF.: 5:280 (Educational Support Personnel - Duties and Qualifications), 7:60 (Residence)
ADMIN. PROC.: 7:60 (Residence)
ADOPTED: April 20, 1999
REVISED: August 16, 2004
4:110
The Superintendent or designee shall establish such administrative procedures to control food sales which compete with the District’s non-profit food service in compliance with the Child Nutrition Act.
Specifically, food service rules shall restrict the sale of foods of minimal nutritional value as defined by the U.S. Department of Agriculture in the food service areas during the meal periods.
LEGAL REF.: 42 U.S.C. § 1779, as implemented by 7 C.F.R. § 210.11.
State Board of Education, Sub-Chapter 1, Food Program, Part 305.
ADOPTED: April 20, 1999
4:120
Free and Reduced-Price Food Services
Notice
The Superintendent shall be responsible for implementing the District’s free and reduced-price food services policy.
Eligibility Criteria and Selection of Children
A student’s eligibility for free and reduced-price food services shall be determined by the income eligibility guidelines, family-size income standards, set annually by the U.S. Department of Agriculture and distributed by the Illinois State Board of Education.
Notification
At the beginning of each school year, by letter, the District shall notify students and their parent(s)/guardian(s) of: (1) eligibility requirements for free and reduced-price food service, (2) its application process, and (3) other information required by federal law. The Superintendent shall provide the same information to informational media, the local unemployment office, and any major area employers contemplating layoffs. Parent(s)/guardian(s) enrolling a child in the District for the first time, any time during the school year, shall receive the eligibility information.
Non-discrimination Assurance
The District shall avoid publicly identifying students receiving free or reduced-price meals and shall use methods for collecting meal payments which prevent identification of children receiving assistance.
Appeal From a Decision
A family may appeal the District’s decision to deny an application for free and reduced-price food services or to terminate such services as outlined by the U.S. Department of Agriculture in 7 C.F.R. §245.7, Determining Eligibility For Free and Reduced-Price Meals and Free Milk In Schools. The Superintendent shall establish a hearing procedure for adverse eligibility decisions and provide by mail a copy of them to the family. The District may also use these procedures to challenge a child’s continued eligibility for free or reduced-price meals or milk.
During an appeal, students previously receiving food service benefits shall not have their benefits terminated. Students who were denied benefits shall not receive benefits during the appeal.
The Superintendent shall keep on file for a period of 3 years a record of any appeals made and the hearing record. The District shall also maintain accurate and complete records showing the data and method used to determine the number of eligible students served free and reduced-price food services. These records shall be maintained for 3 years.
LEGAL REF.: U.S. Dept. of Agriculture, Food and Nutrition Service,
National School Lunch Program, 7 C.F.R. Part 210., U.S.
Dept. of Agriculture, Food and Nutrition Service, Determining Eligibility for Free and
Reduced-Price Meals and Free Milk In Schools, 7 C.F.R.
Part 245.
105
ILCS 125/1. 23
Ill. Admin. Code §§ 1.520 and 305.10 et seq.
ADOPTED: April 20, 1999
4:130
Each school year the Administration shall present to the Board, for its approval, a schedule of student fees. Refunds shall be based upon a one-ninth cost per month during the first semester. No refund will be made after the start of the second semester. Students will pay for loss of school books or other school-owned materials.
Students shall not be denied educational services or academic credit due to the inability of parent(s)/guardian(s) to pay fees and charges.
Waiver of Student Fees
Students whose parents are unable to afford student fees may receive a waiver of some fees. However, these students are not exempt from charges for lost and damaged books, locks, materials, supplies, and equipment.
Applications for fee waivers may be submitted by a student’s parent(s)/guardian(s) who have been assessed a fee on an application form available from the Building Principal.
A student shall be eligible for a fee waiver when the student is currently eligible for free lunches or breakfasts pursuant to 105 ILCS 125/1 etseq.
The parent(s)/guardian(s) shall submit written evidence of eligibility for waiver of the student’s fee. A separate application form shall be submitted for each fee assessed to each student.
The Building Principal will notify the parent(s)/guardian(s) promptly as to whether the fee waiver request has been granted or denied. A Building Principal’s denial of a fee waiver request may be appealed to the Superintendent by submitting the appeal in writing to the Superintendent within 14 days of the denial. The Superintendent or designee shall respond within 14 days of receipt of the appeal. The Superintendent’s decision may be appealed to the Board of Education. The decision of the Board is final and binding.
Questions regarding the fee waiver request process should be addressed to the Building Principal’s office.
LEGAL REF.: 105 ILCS 5/10-20.13 and 5/10-22.25.
23 Ill. Admin. Code § 1.245 [unenforceable].
ADOPTED: April 20, 1999
4:140
Facility Management and Expansion Programs
Facility Development and Expansion Programs
When making decisions pertaining to design and construction of school facilities, the Board of Education will confer with members of the staff and community, the Illinois State Board of Education, and educational and architectural consultants, as it deems appropriate. The goals for the District’s development and expansion program are:
Managing Buildings and Grounds
The Superintendent shall develop procedures for managing buildings and grounds.
School Construction Programs
In school construction projects, the Superintendent shall have the authority to approve change orders in amounts up to $10,000. The Superintendent shall keep the Board of Education informed of all change orders approved for each project.
CROSS REF.: 8:70
ADOPTED: April 20, 1999
4:150
Hazardous and Infectious Materials
Hazardous Materials
The Superintendent or designee(s) shall take all reasonable measures to protect the safety of District personnel, students, and visitors on District premises from risks associated with hazardous materials, including pesticides, and infectious materials.
LEGAL REF.: 820 ILCS 255/1 et seq. 105 ILCS 5/10-20.17a and 135/1 et seq. 23 Ill. Admin. Code § 1.330. 29 C.F.R. Part 1910.1030, as adopted by the Illinois Department of Labor, 56 Ill. Admin. Code § 350.280. 225 ILCS 235/2 415 ILCS 65/3(f).
REVISION ADOPTED: March 20, 2000
4:160
Safety Program
The School District shall have a safety program promoting the safety of everyone on District property or at a District event. In order that the Board can monitor this goal’s achievement, the Superintendent shall make regular reports to the Board containing relevant information.
The Superintendent or designee shall develop and implement a comprehensive safety and crisis plan incorporating both avoidance and management guidelines. The comprehensive safety and crisis plan shall specifically include provisions for: injury prevention; bomb threats, weapons, and explosives on campus; fire emergency and drill procedures; tornado protection; instruction in safe bus riding practices; emergency aid; post-crisis management; and responding to medical emergencies at an indoor physical fitness facility. There shall be at least 3 full participation exit drills during the regular school term. In the event of an emergency that threatens the safety of any person or property, students and staff are encouraged to use any available cellular telephone. A school bus driver is prohibited from operating a school bus while using a cellular telephone, except: (1) during an emergency situation, (2) to call for assistance if there is a mechanical problem, (3) where a cellular telephone is owned by the School District and used as a digital two-way radio, and (4) when the school bus is parked.
Convicted Child Sex Offender and Notification Laws
State law prohibits a child sex offender from being present on school property or loitering on a public way within 500 feet of school property when persons under the age of 18 are present, unless the offender is: (1) a parent/guardian of a student present on school property, or (2) has permission to be present from the School Board, Superintendent or Superintendent’s designee. If permission is granted, the Superintendent or Board President shall provide the details of the offender’s upcoming visit to the Building Principal. In all cases, the Superintendent, or designee who is a certified employee, shall supervise a sex offender whenever the offender is in a child’s vicinity.
The Superintendent shall develop procedures for the distribution and use of information from law enforcement officials under the Child Sex Offender and Murderer Community Notification Law. The Superintendent or designee shall serve as the District contact person for purposes of this law. Non-staff members, as well as staff members who are not designated as information recipients, shall be referred to the law enforcement agencies for information regarding child sex offenders.
All contracts with the School District that may involve an employee or agent of the contractor having any contact, direct or indirect, with a student, shall contain the following:
The contractor shall not send to any school building or school property any employee or agent who would be prohibited from being employed by the District due to a conviction of a crime listed in 105 ILCS 5/10-21.9. The contractor shall obtain a criminal history background check before sending any employee or agent to any school building or school property. Additionally, at least quarterly, the contractor shall contact the local law enforcement authority where each employee or agent resides to determine if the employee is on the list of registered felons who have committed child sex offenses.
Unsafe School Choice Option
The unsafe school choice option allows students to transfer to another District school or to a public charter school within the District. The unsafe school choice option is available to:
1. All students attending a persistently dangerous school, as defined by State law and identified by the Illinois State Board of Education.
2. Any student who is a victim of a violent criminal offense, as defined by 725 ILCS 120/3, that occurred on school grounds during regular school hours or during a school-sponsored event.
The Superintendent or designee shall develop procedures to implement the unsafe school choice option.
Student Insurance
The School Board shall annually designate a company to offer student accident insurance coverage. The Board does not endorse the plan nor recommend that parents/guardians secure the coverage and any contract is between the parents/guardians and the company. Students participating in athletics, cheerleading, or pompons must have school accident insurance unless the parents/guardians state in writing that the student is covered under a family health insurance plan.
Emergency Closing
The Superintendent is authorized to close the schools in the event of hazardous weather or other emergencies that threaten the safety of students, staff members, or school property.
LEGAL REF.: 105 ILCS 5/10-20.22, 5/10-20.23, 5/10-20.28, 5/10-21.3a, 5/10-21.9, and 5/27-26.
210 ILCS 74.
625 ILCS 5/12-813.1.
730 ILCS 152/101 et seq.
Ill. Rules and Regulations for Fire Drills in Schools, 41 Ill.Admin.Code §110.10 etseq.
CROSS REF.:5:30 (Hiring Process and Criteria), 6:190 (Extracurricular and Co-Curricular Activities), 6:250 (Community Resource Persons and Volunteers), 7:220 (Bus Conduct), 7:300 (Extracurricular Athletics), 8:30 (Visitors to and Conduct on School Property), 8:100 (Relations with Other Organizations and Agencies)
ADMIN. PROC.:4:170-AP3 (School Bus Safety Rules), 4:170-AP6 (Responding to Medical Emergencies Occurring at Indoor Physical Fitness Facilities), 5:30-AP2 (Investigations)
ADOPTED: April 20, 1999
REVISED: April 17, 2000, August 16, 2004, August 15, 2005
4:170