COLLINSVILLE COMMUNITY UNIT S.D. #10
BOARD OF EDUCATION POLICY MANUAL
TABLE OF CONTENTS
SECTION 4 - OPERATIONAL SERVICES
4:10 Fiscal and Business Management
4:55 Use of Credit and Procurement Cards
4:60 Purchases4:90 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
The Superintendent or designee shall maintain fund balances adequate to ensure the District’s ability to maintain levels of service and pay its obligations in a prompt manner in spite of unforeseen events or unexpected expenses. The Superintendent or designee shall inform the Board whenever the District must draw upon its reserves or borrow money.
The School District seeks to maintain year-end fund balances no less than the range of 15-20 percent of the annual expenditures in each fund.
CROSS REF.: 4:10 (Fiscal and Business Management), 4:80 (Accounting Audits)
ADOPTED: February 23, 2009
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 to the School Board in advance of the Board’s first regular monthly meeting. These bills shall be reviewed by the Board, after which they may be approved for payment by Board 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 after receiving a Board order or pertinent portions of the Board minutes, even if the minutes are unapproved, provided the order or minutes are signed by the Board President and Secretary, or a majority of the Board.
The Treasurer is authorized to pay Social Security taxes and wages without further Board approval. These disbursements shall be included in the listing of bills presented to the Board.
The Board authorizes the Superintendent or designee to establish revolving funds and a petty cash fund system for school cafeterias, lunchrooms, athletics, or similar purposes, provided such funds are maintained in accordance with Board policy 4:80, Accounting and Audits, and remain in the custody of an employee who is properly bonded according to State law.
LEGAL REF.: 105 ILCS 5/8-16, 5/10-7, and 5/10-20.19.
23 Ill.Admin.Code § 100.70.
CROSS REF.: 4:55 (Use of Credit and Procurement Cards), 4:60 (Purchase and
Contracts), 4:60
(Accounting and Audits)
ADOPTED: April 20, 1999
REVISED: February 23, 2009
4:50
Use of Credit and Procurement Cards
The Superintendent and employees designated by the Superintendent are authorized to use District credit and procurement cards to simplify the acquisition, receipt, and payment of purchases and travel expenses incurred on the District’s behalf. Credit and procurement cards shall only be used for those expenses that are for the District’s benefit and serve a valid and proper public purpose; they shall not be used for personal purchases. Cardholders are responsible for exercising due care and judgment and for acting in the District’s best interests.
The Superintendent or designee shall manage the use of the District credit and procurement cards by employees. It is the Board’s responsibility, through the audit and approval process, to determine whether District credit and procurement card use by the Superintendent or designee is appropriate.
In addition to the other limitations contained in this and other Board policies, District credit and procurement cards are governed by the following restrictions:
1. Credit and/or procurement cards may only be used to pay certain
job-related expenses or to make purchases on behalf of the Board or District or
any student activity fund, or for purposes that would otherwise be addressed
through a conventional revolving fund.
2. The Superintendent or designee shall instruct the issuing bank to block
the cards’ use at unapproved merchants.
3. Each cardholder, other than the Superintendent, may charge no more than
$2000 within a given month without prior authorization from the Superintendent.
4. The Superintendent or designee must approve the use of a district credit
or procurement card whenever such use is by telephone, fax, and the Internet.
Permission shall be withheld when the use violates any Board policy, is from a
vendor whose reputation has not been verified, or would be more expensive that
if another available payment method were used.
5. The consequences for unauthorized purchases include, but are not limited
to, reimbursing the District for the purchase amount, loss of cardholding
privileges, and, if made by an employee, discipline up to and including
discharge.
6. All cardholders must sign a statement affirming that they are familiar
with this policy.
7. The Superintendent or designee shall implement a process whereby all
purchases using a District credit or procurement card are reviewed and approved
by someone other than the cardholder or someone under the cardholder’s
supervision.
8. Cardholders must submit the original, itemized receipt to document all
purchases.
9. No individual may use a District credit or procurement card to make purchases in a manner contrary to State law, including, but not limited to, the bidding and other purchasing requirements in 105 ILCS 5/10-20.21, or any Board policy.
LEGAL REF.:
105 ILCS 5/10-20.21.
23 Ill.Admin.Code § 100.70(d).
CROSS REF.:
4:50 (Payment Procedures), 4:60 (Purchase and
Contracts), 4:80 (Accounting and
Audits), and 4:90 (Activity Funds)
ADOPTED: February 23, 2009
Purchases and Contracts
The Superintendent or designee shall manage the District’s purchases and contracts in accordance with State law, the standards set forth in this policy, and other applicable School Board policies.
Standards for Purchasing and Contracting
All purchases and contracts shall be entered into in accordance with State law. The Board Attorney shall be consulted as needed regarding the legal requirements for purchases or contracts. All written contracts exceeding $10,000 shall be approved or authorized by the Board.
All purchases and contracts should support a recognized District function or purpose as well as provide for good quality products and services at the lowest cost, with consideration for service, reliability, and delivery promptness, and in compliance with State law. No purchase or contract shall be made or entered into as a result of favoritism, extravagance, fraud, or corruption.
Adoption of the annual budget authorizes the Superintendent or designee to purchase budgeted supplies, equipment, and services, provided the State law is followed. Purchases of items not included in the budget require prior Board approval, except in an emergency.
When presenting a contract or purchase for Board approval, the Superintendent or designee shall ensure that it complies with applicable State law, including but not limited to, those specified below:
1. Supplies, materials,
or work involving an expenditure in excess of $10,000 must comply with the State
law bidding procedure, 105 ILCS 5/10-20.21, unless specially exempted.
2. Construction, lease,
or purchase of school buildings must comply with State law and Board policy
4:150, Facility Management and Building Programs.
3. Guaranteed energy
savings must comply with 105 ILCS 5/19b-1 et seq.
4. Third party
non-instructional services must comply with 105 ILCS 5/10-22.34c.
5. Goods and services
that are intended to generate revenue and other remunerations for the District
in excess of $1,000, including without limitation vending machine contracts,
sports and other attire, class rings, and photographic services, must comply
with 105 ILCS 5/10-20.21. The Superintendent or designee shall keep a record
of: (1) each vendor, product, or service provided, (2) the actual net revenue
and non-monetary remuneration from each contract or agreement, and (3) how the
revenue was used and to whom the non-monetary remuneration was distributed. The
Superintendent or designee shall report this information to the Board by
completing the necessary forms that must be attached to the District’s annual
budget.
6. The purchase of paper and paper products must comply with 105 LICS 5/10-20.19c and Board policy 4:70, Resource Conservation.
The Superintendent or designee shall manage the execution of District contracts, including: (1) complying with requirements concerning listing certain expenditures in the Annual Statement of Affairs, (2) listing on the District’s website all contracts in excess of $10,000 and any contracts with an exclusive bargaining representative, and (3) monitoring the discharge of contracts, contractors’ performances, and quality and value of services or products being provided.
LEGAL REF.: 105 ILCS 5/10-20.19c, 5/10-20.21, 5/10-22.34c, and 5/19b-1 et seq.
820 ILCS 130/0.01 et seq.
CROSS REF.: 2:100 (Board Member Conflict of Interest), 4:70 (Resource Conservation), 4:150 (Facility Management and Building Programs)
ADOPTED: April 20, 1999
REVISED: March 16, 2009
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
Accounting and Audits
The School District’s accounting and audit services shall comply with the Illinois Program Accounting Manual, as adopted by the Illinois State Board of Education, and State law. The Superintendent or designee, in addition to other assigned financial responsibilities, shall report monthly on the District’s financial performance, both income and expense, in relation to the financial plan represented in the budget.
Annual Audit
At the close of each fiscal year, the Superintendent or designee shall arrange an audit of the District funds, accounts, statements, and other financial matters. The audit shall be performed by an independent certified public accountant designated by the Board and be conducted in conformance with prescribed standards and legal requirements. A complete and detailed written audit report shall be provided to each Board member and to the Superintendent.
The Superintendent or designee shall annually, on or before October 15, submit an original and one copy of the audit to the Regional Superintendent of Schools.
Annual Financial Report
The Superintendent or designee shall annually prepare the Annual Financial Report on a timely basis using the form adopted by the Illinois State Board of Education. The Superintendent shall review and discuss the Annual Financial Report with the Board before it is submitted.
Inventories
The Superintendent or designee is responsible for establishing and maintaining accurate inventory records that, at a minimum, comply with the Illinois Program Accounting Manual. The inventory record of supplies and equipment shall include a description of each item, quantity, location, date of purchase, and cost or estimated replacement cost.
Disposition of District Property
The Superintendent or designee shall notify the Board, as necessary, of the following so that the Board may consider its disposition: (1) District personal property (property other than buildings and land) that is no longer needed for school purposes, and (2) school site, building, or other real estate that is unnecessary, unsuitable, or inconvenient. Notwithstanding the above, the Superintendent or designee may unilaterally dispose of personal property of a diminutive value.
Taxable Fringe Benefits
The Superintendent or designee shall: (1) require that all use of District property or equipment by employees is for the District’s convenience and best interests unless it is a Board-approved fringe benefit, and (2) ensure compliance with the Internal Revenue Service regulations regarding when to report an employee’s personal use of District property or equipment as taxable compensation.
Controls for Revolving Funds and Petty Cash
Revolving funds and the petty cash system are established in Board Policy 4:50, Payment Procedures. The Superintendent or designee shall: (1) designate a custodian for each revolving fund and petty cash fund, and (2) maintain the funds in compliance with this policy, State law, and Illinois State Board of Education rules. A check for the petty cash fund may be drawn payable to the designated petty cash custodian.
Control Requirements for Checks
The Board must approve all bank accounts opened or established in the District’s or a District school’s name or with the District’s Federal Employer Identification Number. All checks issued by the School District must be signed by either the Treasurer or Board President, except that checks from an account containing student activity funds may be signed by the respective account custodian.
Internal Controls
The Superintendent or designee is primarily responsible for establishing and implementing a system of internal controls for safeguarding the District’s financial condition; the Board, however, will oversee these safeguards. The control objectives are to ensure efficient business and financial practices, reliable financial reporting, and compliance with State law and Board policies, and to prevent losses from fraud, employee error, misrepresentation by third parties, or imprudent employee action.
The Superintendent or designee shall annually audit the District’s financial and business operations for compliance with established internal controls and provide the results to the Board. The Board may from time-to-time engage a third-party to audit internal controls in addition to the annual audit.
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, 5/10-20.19, 5/10-22.8 and 5/17-1 et seq.
23 Ill. Admin. Code Part 100
CROSS REF.: 4:10 (Fiscal and Business Management, 4:50 (Payment Procedures), 4:55 (Use of Credit and Procurement Cards), and 4:90 (Activity Funds)
ADOPTED: April 20, 1999
REVISED: March 16, 2009
4:80
Activity Funds
The School Board, upon the Superintendent or designee’s recommendation, establishes student activity funds to be managed by student organizations under the guidance and direction of a staff member for educational, recreational, or cultural purposes.
The Superintendent or designee shall: (1) be responsible for supervising student activity funds in accordance with Board policy 4:80, Accounting and Audits, and State law, and (2) have all of the responsibilities listed in the Illinois State Board of Education rules for student activity funds. The Board will appoint a treasurer to serve as the fund’s sole custodian and be bonded in accordance with The School Code. The treasurer shall have all of the responsibilities listed in the Illinois State Board of Education rules for school activity funds, including the authority to make loans between activity funds.
Unless otherwise instructed by the Board, a student activity fund’s balance will carry over to the next fiscal year. An account containing student activity funds that is inactive for 12 consecutive months shall be closed and its funds transferred to another student activity fund with a similar purpose.
LEGAL REF.: 105 ILCS 5/8-2 and 5/10-20.19.
12 Ill.Admin.Code §§100.20 and 100.80.
CROSS REF.: 4:80 (Accounting and Audits) and 7:325 (Student Fund-Raising Activities)
ADOPTED: April 20, 1999
REVISED: March 16, 2009
4:90
Insurance Management
The Superintendent or designee 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:
1.
Liability coverage to ensure against any loss or liability of the School
District, School Board members, employees, volunteer personnel authorized in 105
ILCS 5/10-22.34, 5/10-22.34a, and 5/10-22.34b, and student teachers by reason of
civil rights damage claims and suits, constitutional rights damage claims and
suits, and death and bodily injury and property damage claims and suits,
including defense costs, when damages are sought for negligent or wrongful acts
allegedly committed during the scope of employment or under the direction of the
Board.
2.
Comprehensive property insurance covering a broad range of causes of loss
involving building and personal property. The coverage amount shall normally be
for the replacement cost or the insurable value.
3.
Workers’ Compensation to protect the individual employees against financial
loss in case of a work-related injury, certain types of disease, or death
incurred in an employee-related situation.
4. Employee insurance programs.
LEGAL REF.:
820 ILCS 305/1.
105 ILCS 5/10-22.3, 5/10-22.3a, 5/10-22.3b, 5/10-22.3f, 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
REVISED: March 16, 2009
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) the 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. Parents/guardians 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
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 125/0.1 et seq. and 126/1 et seq. 23 Ill. Admin. Code 305.10 et seq.
ADOPTED: April 20, 1999
REVISED: March 16, 2009 (References only)
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
Operational Services
Facility Management and Building Programs
The Superintendent shall manage the District’s facilities and grounds as well as facility construction and building programs in accordance with law, the standards set forth in this policy, and other applicable School Board policies. The Superintendent or designee shall facilitate: (1) inspections of schools by the Regional Superintendent and State Fire Marshal or designee, and (2) review of plans and specifications for future construction or alterations of a school if requested by the relevant municipality, county (if applicable), or fire protection district.
Standards for Managing Buildings and Grounds
All District buildings and grounds shall be adequately maintained in order to provide an appropriate, safe, and energy efficient physical environment for learning and teaching. The Superintendent or designee shall provide the Board with periodic reports on maintenance data and projected maintenance needs that include cost analysis. Prior Board approval is needed for all renovations or permanent alterations to buildings or grounds when the total cost will exceed $20,000, including the cost equivalent of staff time. This policy is not intended to discourage efforts to improve the appearance of buildings or grounds that are consistent with the designated use of those buildings and grounds.
Standards for Green Cleaning
For each District school with 50 or more students, the Superintendent or designee shall establish and supervise a green cleaning program that complies with the guidelines established by the Illinois Green Government Coordinating Council.
Standards for Facility Construction and Building Programs
As appropriate, the Board will authorize a comprehensive study to determine the need for facility construction and expansion. On an annual basis, the Superintendent or designee shall provide the Board with projected facility needs, enrollment trends, and other data impacting facility use. Board approval is needed for all new facility construction and expansion.
When making decisions pertaining to design and construction of school facilities, the Board 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 Board’s facility goals are to:
1. Integrate facilities planning with other aspects of planning and goal-setting.
2. Base educational specifications for school buildings on identifiable student needs.
3. Design buildings for sufficient flexibility to permit new or modified programs.
4. Design buildings for maximum potential for community use.
5. Meet or exceed all safety requirements.
6. Meet requirements on the accessibility of school facilities to disabled persons as specified in State and federal law.
7. Provide for low maintenance costs and energy efficiency.
Naming Buildings and Facilities
Recognizing that the name for a school building, facility, or ground or field reflects on its public image, the Board’s primary consideration will be to select a name that enhances the credibility and stature of the school or facility. Any request to name or rename an existing facility should be submitted to the Board. When a facility is to be named or renamed, the Board President will appoint a special committee to consider nominations and make a recommendation, along with supporting rationale, to the Board. The Board will make the final selection. The Superintendent or designee may name a room or designate some area on a school’s property in honor of an individual or group that has performed outstanding service to the school without using the process in this policy.
LEGAL REF.: 42 U.S.C. §12101 et seq.
105 ILCS 5/10-22.36, 5/17-2.11, 140, and 230/5-1 et seq.
820 ILCS 130/0.01 et seq.
23 Ill.Admin.Code Part 151, School Construction Program; Part 180, Health/Life Safety Code for Public Schools; and Part 2800, Green Cleaning for Elementary and Secondary Schools.
CROSS REF.: 2:150 (Committees), 2:170 (Procurement of Architectural, Engineering, and Land Surveying Services), 4:60 (Purchases and Contracts), 8:70 (Accommodating Individuals with Disabilities)
ADOPTED: October 20, 2008 (Replacing old Policy 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.;
and 140, 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 235/1 415 ILCS
65/3(f).
CROSS REF.: 4:170 (Safety)
REVISION ADOPTED: March 20, 2000
REVISED: March 16, 2009 (References only)
4:160
Safety Program
All District operations, including the education program, shall be conducted in a manner that will promote the safety of everyone on District property or at a District event.
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; school safety drill program; tornado protection; instruction in safe bus riding practices; emergency aid; post-crisis management; and responding to medical emergencies at an indoor and outdoor physical fitness facility. During each academic year, each school building must conduct a minimum of:
1. Three school evacuation drills,
2. One bus evacuation drill,
3. One severe weather and shelter-in-place drill, and
4. A law enforcement drill.
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 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 (i) attending a conference at the school with school personnel to discuss the progress of his or her child academically or socially, (ii) participating in child review conferences in which evaluation and placement decisions may be made with respect to his or her child regarding special education services, or (iii) attending conferences to discuss other student issues concerning his or her child such as retention and promotion and notifies the Building Principal of his or her presence at the school, 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.
If a student is a sex offender, the Superintendent or designee shall develop guidelines for managing his or her presence in school.
The Superintendent shall develop procedures for the distribution and use of information from law enforcement officials under the Sex Offender Community Notification Law and the Child Murderer and Violent Offender Against Youth Community Notification Law. The Superintendent or designee shall serve as the District contact person for purposes of these laws. The Superintendent and Building Principal shall manage a process for schools to notify the parents/guardians during school registration that information about sex offenders is available to the public as provided in the Sex Offender Community Notification Law. This notification must occur during school registration and at other times as the Superintendent or Building Principal determines advisable.
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, or who is listed in the Statewide Sex Offender Registry or the Statewide Violent Offender Against Youth Database. The contractor shall obtain a fingerprint-based criminal history records check before sending any employee or agent to any school building or school property. Additionally, at least quarterly, the contractor shall check if an employee or agent is listed on the Statewide Sex Offender Registry or the Statewide Violent Offender Against Youth Database.
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 5/10-20.28, 5/10-21.3a, 5/10-21.9. 210 ILCS 74. 625 ILCS 5/12-813.1. 730 ILCS 152/101 et seq.
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)
ADOPTED: April 20, 1999
REVISED: April 17, 2000, August 16, 2004, August 15, 2005, March 16, 2009
4:170