MAINE SCHOOL ADMINISTRATIVE DISTRICT #34
Belfast Belmont Morrill Northport Searsmont Swanville
office of the superintendent – po box 363 – belfast me 04915
Telephone: 207 338-1960 FAX: 207 338-4597
SCHOOL BOARD POLICY MANUAL
Section D: Fiscal Management
Code |
Description |
Adopted/Revised |
DA |
Fiscal Management Goals/Priority/Objectives |
September 11, 2002 |
DB |
Annual Budget |
September 11, 2002 |
DBD |
Budget Planning Need to Combine w/ DB |
1984 |
DI |
Fiscal Accounting and Reporting |
September 11, 2002 |
DIC |
Financial Reports and Statements |
1984 |
DID |
Inventories |
1984 |
DIE |
Auditing/Financial Monitoring |
September 11, 2002 |
DJ |
Bidding/Purchasing Requirements |
June 11, 2003 |
DJA |
Purchasing Authority |
1984 |
DJC |
Petty Cash Accounts |
September 11, 2002 |
DK |
Payment Procedures |
1984 |
DM |
Cash in School Buildings |
September 11, 2002 |
DN |
School Properties and Surplus Stock Disposal |
February 11, 1992 |
Section DA FISCAL MANAGEMENT GOALS/PRIORITY OBJECTIVES
The Board recognizes that money and money management comprise the foundational support of the whole school program. To make that support as effective as possible the Board intends:
A. To encourage advance planning through the best possible budget procedures;
B. To explore all practical and legal sources of revenues;
C. To guide the expenditure of funds so as to achieve the greatest educational
returns;
D. To require maximum efficiency in accounting and reporting procedures;
and
To maintain a level of per pupil expenditure needed to provide high-quality
education.
As trustee of local, state and federal funds allocated for use in education, the Board has the responsibility to protect the funds and to use them wisely.
Adopted: September 11, 2002
Section DB ANNUAL BUDGET
The Board recognizes that financial resources and the proper management of same are fundamental to the support of school programs and operations. With this in mind, the Board will develop and present an annual operating budget as directed by applicable laws.
The annual budget will be for a 12-month period covering the fiscal year July 1 through June 30.
The Board shall designate the Superintendent as its budget officer, but he/she may delegate portions of such responsibility as appropriate.
The three general areas of responsibility of the budget officer are budget preparation, budget presentation and budget administration.
Legal Reference: 20-A MRSA § 1301 (MSAD)
20-A MRSA § 1701 (CSD)
20-A MRSA § 1902 (UN)
20-A MRSA § 15617 et seq. (ALL)
Adopted: September 11, 2002
Section DBD BUDGET PLANNING
The Superintendent shall be responsible for preparing and submitting to the Board a tentative budget for the fiscal year not later than the first regular meeting in March. Additional budget items will be considered in the normal budget cycle except in emergencies.
Legal Reference: 20-A MRSA § 1055
Adopted: 1984
Section DI FISCAL ACCOUNTING AND REPORTING
The Superintendent shall be ultimately responsible for properly accounting for all funds of the school unit.
The accounting method used shall be in accordance with requirements of the Maine Department of Education and with good accounting practices, providing for the appropriate separation of accounts, funds and special moneys.
The Board shall receive monthly financial statements from the Superintendent showing the financial condition of the school system.
It shall be the duty of the Superintendent/designee to direct and supervise the preparation of monthly
and annual reports to the Superintendent and the Board; to advise Principals and other administrators periodically of expenditures related to budget appropriations; and to prepare financial reports required
by the Maine Department of Education or other agencies with jurisdiction.
Legal Reference: 20-A MRSA § 1055
May 31, 2002
Adopted: September 11, 2002
Section DIC FINANCIAL REPORTS AND STATEMENTS
The Superintendent shall submit to the Board of Directors a report of financial spending on a monthly basis, and shall prepare an annual report for general publication in the District during the month of June.
Legal Reference: 20-A MRSA § 1055
Adopted: 1984
Section DID INVENTORIES
The Superintendent shall maintain an inventory of all capital property under the direct supervision of the Board of Directors.
Legal Reference: Title 20-A M.R.S.A. Section 1055
Adopted: 1984
Section DIE AUDITING/FINANCIAL MONITORING
The school system’s books shall be audited by an outside auditor selected by the Board, based on the July 1 to June 30 fiscal year. The Superintendent/designee shall be responsible for working with auditors in their conduct of annual or other audits as required. Refer to qualifications of firm/individual.
Legal Reference: 20-A MRSA §6051 et seq
Adopted: September 11, 2002
Section DJ BIDDING/PURCHASING REQUIREMENTS
The School Board expects all purchases made by MSAD #34 to be consistent with applicable laws and sound business practices. The Superintendent shall be responsible for developing and implementing administrative procedures for bidding and purchasing consistent with this policy.
This policy is intended solely as an internal guide to purchasing by MSAD #34. It does not afford any vendor any property or contractual rights against MSAD #34. No vendor shall have any enforceable rights against MSAD #34 based upon this policy or alleged violations of this policy, No vendor sha1l have any rights against MSAD #34 until such time as a written contract between the vendor and MSAD #34 is executed by the vendor and an authorized representative of MSAD #34.
A. Bidding Required by Law
Maine law requires the Board to competitively bid property and casualty insurance; school bus and transportation contracts in excess of $4,000; school building construction, alterations and repairs over $100,000; and bond anticipation notes for state-subsidized school construction projects.
B. Competitive Bidding of Other Purchases
Where bidding is not required by law, it shall be the policy of MSAD #34 to competitively bid purchases of equipment, supplies, materials or services over $20,000.
If competitive bidding is not utilized, the Superintendent may issue a Request for Proposals (RFP) for purchases less than $20,000. An RFP identifies the need MSAD #34 intends to meet, but permits the vendor to propose the manner in which the work is to be performed and the materials to be used. A minimum of three (3) vendors must be solicited for these projects.
The Superintendent may forego the competitive bid or RFP process only when he/she determines that an emergency situation exists. In each such case, the Board shall be informed of the Superintendent's decision and the reasons for it in advance of entering into a contract.
C. Procedures for Bidding and Requesting Proposals
The method of notification that MSAD #34 uses to solicit bids and proposals shall be reasonably designed to attract qualified vendors. Depending upon the circumstances, such notification may include public advertising and/or mailing of notices to potential vendors. Local vendors within MSAD #34 who submit bids or proposals that are within five percent (5%) of the minimum bid received will be given priority.
Bid Procedures
A. The notification shall specify the deadline for submitting bids and the time and place of bid opening. Bid alternates shall be permitted at the discretion of the Superintendent. The notice shall reserve the right of MSAD #34 to reject any or all bids, and to waive technical or immaterial non-conformities in bids if in the best interest of MSAD #34, and to exercise judgment in evaluating bids.
B. Written Bids. Bids shall be in writing, sealed with outside envelope or wrapper plainly marked "Bid, not to be opened until (insert appropriate date)," and mailed or filed with the Superintendent of the unit.
C. Time of Opening. A School Board member or employee of MSAD #34 may not open a bid until the appointed time.
D. Competitive Bidding. Will be advertised in appropriate newspapers.
E. Public Opening. At the time and place stated in the public notice, and open to the public, all bids shall be opened by the Superintendent or, in the Superintendent's absence or disability, by any School Board member designated for the purpose by the Chair of the School Board.
F. Reading. If any citizens who are not School Board members or employees of MSAD #34 or if any representatives of the press are present, bids shall, at that time, either be made available for examination by them or shall be read aloud in a manner to be heard plainly by those in attendance.
G. The School Board will award contracts to the lowest bidder, which the Superintendent and School Board deem can satisfactorily fulfill the contract with the exception of the five percent (5%) provision for local vendors
RFP Procedures
A. Proposals should be submitted in plain envelopes clearly marked '"Proposal, not to be opened until (state time and date)." The RFP shall state the time and date that proposals shall be opened, and no proposals shall be opened before that time. Public opening is not required. All RFP requests will be advertised in local newspapers.
B. Proposals are to be evaluated based on criteria appropriate for the project in question, and the contract will be awarded to the vendor whom the Superintendent and School Board deem best able to meet the requirements.
Legal Reference: 5 MRSA §1743-A (ALL)
20-A MRSA §§1001.14, 5401.13 D; 5402 (ALL)
20-A MRSA §1314 (MSAD)
§13c (Maine State Board of Education Rules for School Construction Projects) (ALL)
Adopted: June 11, 2003
Section DJA PURCHASING AUTHORITY
The Superintendent shall be authorized within the limits of a major appropriation, to approve and direct all purchases and expenditures. It should be the policy of the Superintendent to purchase items locally insofar as they are consistent with high quality and competitive prices.
All expenditures shall be requested through and processed by the Superintendent of Schools.
Cross Reference: Policy DK, Payment Procedures.
Adopted: 1984
Section DJC PETTY CASH ACCOUNTS
In order to facilitate refunds and minor purchases, the Board authorizes a petty cash fund in each school and in the Board office.
The custodian for such accounts at the schools will be the Principal. The account custodian at the Board office will be the Superintendent/designee.
Each transaction must be supported with proper receipts by the account custodian.
Justifiable expenditures from the petty cash accounts will include but not be limited to: miscellaneous materials and supplies ($100 maximum) for office supplies, stamps and freight. All items purchased with petty cash funds should meet the criteria of an expedient measure and should not be used to circumvent established policy on purchasing authority.
The petty cash fund will be replenished as advanced funds and are to be reimbursed to each account through accounts payable by the Superintendent/designee.
Adopted: September 11, 2002
Section DK PAYMENT PROCEDURES
No debt contracted by any individual shall be sanctioned unless the company has a purchase order authorized by the Superintendent of Schools or his/her designee. No new program will be added unless previously budgeted or approved by the Board.
All bills paid by the treasurer shall be reviewed and approved by the Finance Committee.
Cross Reference: Policy DJA, Purchasing Authority
Adopted: 1984
Section DM CASH IN SCHOOL BUILDINGS
No money shall be kept overnight in schools except in a locked depository that the Principal has made available for the purpose.
In the event that money is stolen from desks or cabinets or elsewhere in the school buildings, the Board cannot be held liable for the loss. School funds left in designated depositories shall be insured, subject to District insurance policy limitations.
Adopted: September 11, 2002
Section DN SCHOOL PROPERTIES AND SURPLUS STOCK DISPOSAL
The Superintendent of Schools or designee is authorized to determine, through procedures he/she develops, when personal property (supplies, materials, equipment), as distinguished from real property, is obsolete or no longer of use to the school unit, and to declare it surplus.
All using departments shall submit to the Superintendent of Schools or designee at such times and in such form as he/she shall prescribe, reports showing stocks of all supplies which are no longer used or which have become obsolete, worn out or scrapped.
1. Transfer: The Superintendent of Schools or designee shall have the authority to transfer surplus stock to other using departments.
2. Sale: The Superintendent of Schools or designee shall have the authority to sell all supplies which have become obsolete, unusable, or otherwise unsuitable for public use, or to exchange the same for, or trade-in the same on, new supplies.
Competitive Bidding: Sales under this section shall be made to the highest responsible bidder for property valued in excess of five hundred dollars ($500). The Superintendent of Schools or designee shall make a reasonable effort to maximize the District’s return.
The Board is to be informed of any property declared surplus if essential value is over $500 by the Superintendent or designee prior to its disposal. Procedures for disposal of all surplus personal property over two thousand dollars ($2,000) shall be in accordance with the following:
1.All member municipalities are to be informed in writing of property declared surplus, and are to have first option to purchase. The charges for municipal purchases shall be determined by the Superintendent or designee after consultation with the Board’s Finance Committee.
2.Surplus property, including books, to be offered for sale shall be disposed of by sealed bid, public auction, or public sale. Public notice of any sale of surplus property shall be given at least one (1) weeks in advance of an auction, sale, or opening of sealed bids.
3.Library books, textbooks, and instructional materials are to be disposed of by a means most likely to offer promise of continuing educational benefit, first to citizens of the school unit, then to others.
4.Any surplus property which is offered for public sale and is not sold may be disposed of in a manner deemed advisable by the Superintendent or designee, including donation to non-profit agencies.
5.Any property determined to be worthless, or for any reason is considered to be inappropriate for sale, shall be disposed of in a manner the Superintendent or designee deems appropriate after so informing the Board, with recycling as a priority where feasible.
6.Any school unit identification borne by surplus property shall be removed, or be further identified to indicate the intended disposition and surplus nature (i.e., “Sold By” or “Surplus”).
All revenues which result from the sale of surplus property shall be credited as miscellaneous income except in any instance where law requires that it be credited to a specific account.
Legal Reference: Title 20-A MRSA, Section 7
Adopted: September 11, 2002
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