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

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

The school food program is operated on a nonprofit basis. The revenues of the school food program will be used only for paying the regular operating costs of the school food program. Supplies of the school food program will only be used for the school food program.

The Board will set, and periodically review, the prices for school lunches, breakfast and special milk programs. It is the responsibility of the Superintendent to make a recommendation regarding the prices of school lunch, breakfast and milk.  Employees, students and others will be required to deposit funds to pay for meals consumed.

It is the responsibility of food service director to administer the program and to cooperate with the Superintendent and head cook for the proper functioning of the school food program.

Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17

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

It is the responsibility of the food service director, building principal or designee to determine if a student qualifies for free or reduced cost school food services. Students, whom the principal believes are improperly nourished, will not be denied the school food program services simply because the paperwork has not been completed.

Students who participate in free or reduced price meal programs will not be distinguished in any way from students who pay the regular price; great care shall be taken to protect the anonymity of these students.  Their names will not be made known to any person except such staff member or members as needed to make the special arrangements for them.

Employees, students, and others will be required to deposit funds to pay for meals consumed.

Approved: 1997-1998
Reviewed:  FY 2016-2017, December 19, 2016
Revised: 02/24/17                                                                                                                       

Elementary and middle school students living more than two miles from their designated school attendance centers and high school students living more than three miles from their designated attendance centers are entitled to transportation to and from their attendance center at the expense of the District.

Distance to designated attendance center or to a bus route shall be measured on the public highway or street only and over the most passable and safest route as determined by the administration, from the roadway opposite the entrance to the school grounds to the roadway opposite the entrance to the student’s residence, except that dead-ends and/or housing developments shall be measured from the point of the public highway or street opposite the entrance to such dead-ends or developments.

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

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

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

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

A student may be required, at the Board's discretion, to meet a school vehicle without reimbursement up to three-fourths of a mile. The Board may require the parent to transport their children up to two miles to connect with school bus vehicles at the expense of the District when conditions deem it advisable. It is within the discretion of the Board to determine such conditions.

Parents of students who live where transportation by bus is impracticable or unavailable may be required to furnish transportation to and from the designated attendance center at the expense of the District. Parents, who transport their children at the expense of the District, shall be reimbursed at the rate per mile set by the state.

Transportation arrangements made by agreement with a neighboring school district will follow the terms of the agreement. Generally, parents of students who choose to attend a school in a school district other than their resident school district, will provide transportation to and from the school at their own expense.

The administration may assign pupils transported to school by bus to any elementary school or schools in order to equalize enrollment and to avoid overcrowded conditions.  This applies both to resident and to non-resident students.

Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised:02/24/17

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

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

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

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

Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17

Transportation to and from the student's attendance center for summer school instructional programs is within the discretion of the Board.  It is the responsibility of the superintendent to make a recommendation regarding transportation of students in summer school instructional programs at the expense of the District.  In making the recommendation to the Board, the superintendent will consider the financial condition of the District, the number of students involved in summer school programs, and other factors deemed relevant by the Board or the superintendent.

The District may use school vehicles for transportation to and from summer extracurricular activities.  The superintendent will make a recommendation to the Board annually regarding their use.

Approved: 1997-1998
Reviewed:FY 2016-2017, December 19, 2016

Revised: 02/24/17

The District will conduct school vehicle safe riding practices instruction and emergency safety drills twice a year for students who utilize District transportation.  Each school bus vehicle will have, in addition to the regular emergency safety drill, a plan for helping those students who require special assistance to safety during an emergency. This will include, but not be limited to, students with disabilities.  District vehicle drivers are required to attend each safety drill.

Employees shall be responsible for instructing the proper techniques to be followed during an emergency, as well as safe riding practices.

All school personnel and designees must wear seat belts while operating school and private vehicles for school functions.

Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17

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

The final judgment as to when conditions are unsafe to operate will be made by the Superintendent or the Superintendent’s designee.  The Superintendent or the Superintendent’s designee will be assisted by the actual "on location" decisions and reports of the District’s drivers.

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

When school is cancelled because of weather anywhere in the District, all schools will be closed.  Commercial radio, television, web site and/or automated phone service will be used to notify employees and students when school is cancelled or temporarily delayed.

When weather conditions deteriorate during the day after school has begun, cancellation notices will be announced in a manner as provided above.  Students will be returned to their regular drop-off sites, unless weather conditions prevent it.  In that case, students will be kept at or returned to school until they are picked up by the parents.

Approved: October 16, 2014
Reviewed: FY 2016-2017, December 19, 2016

Revised: 02/24/17

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

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

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

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

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

Approved: 1997-1998
Reviewed:FY 2016-2017, December 19, 2016
Revised: 02/24/17

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

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

1. Requests must be made a minimum of one week in advance.  If the request interferes or conflicts with District use of the vehicle, the request will be denied. The final decision of whether a request will be granted is within the discretion of the Superintendent.
2. Requests must be made by recognized youth organizations and/or groups or organizations sponsoring projects in the interest of the local community, state, or national benefit or welfare.
3. The rental period will be negotiated directly with the administration.
4. Adult chaperones may be required to accompany the bus driver and riders.
5. All requests will be charged bus and driver fees.
6. Alcoholic beverages and tobacco products are strictly prohibited on all District vehicles.

         7.  Whenever damage caused by vandalism or carelessness results, the group shall   reimburse the District for cost of repairs and may be denied further use of District vehicles.

Approved: October 16, 2015
Reviewed: FY 2016-2017, December 19, 2016

Revised: 02/24/17

A budget for the District is prepared annually for the Board's review. The budget shall include the following:

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

It is the responsibility of the Superintendent and the Board Secretary to prepare the budget for review by the Board prior to the April 15 deadline each year.

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

The proposed budget filed by the Board with the Board secretary and the time and place for the public hearing on the proposed budget shall be published in a newspaper designated for official publication in the District. It is the responsibility of the Board secretary to publish the proposed budget and public hearing information at least ten days but no more than twenty days prior to the public hearing.

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

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

The final certified budget must be considered as the authority for all expenditures to be made during the fiscal year.

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

It shall be the responsibility of the Superintendent and the Board secretary to bring any budget amendments necessary to the attention of the Board to allow sufficient time to file the amendment with the county auditor no later than May 31 of each year.

Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised:  02/24/17

Each year at its June regular meeting or at its annual meeting, the Board shall designate by resolution the name and location of the Iowa located financial depository institution or institutions to serve as the official District  depository or depositories. The maximum deposit amount to be kept in the depository will be stated in the resolution. The amount stated in the resolution must be for all depositories and include all of the District's funds.

It is the responsibility of the Board secretary to include the resolution in the minutes of the meeting.

Approved: 1997-1998
Reviewed:  FY 2016-2017, December 19, 2016
Revised: 02/24/17

The Board may loan monies between funds as it deems necessary.  The Board shall exercise this authority judiciously.

When the necessity for a fund has ceased to exist, the balance may be transferred to another fund or account by Board resolution. Only monies that were received for use without a designated purpose may be transferred in this manner.  District monies received for a specific purpose or upon vote of the people may only be transferred, by Board resolution when the purpose for which the monies were received has been completed. Voter approval is required to transfer monies to the general fund from the capital projects fund and debt service fund.

A loan from one fund to the other will be at a rate of interest consistent with the state rate.  The period of the loan shall be for a reasonable period and no longer than one year from the beginning date of the loan.

It shall be the responsibility of the Board secretary to make recommendations to the Board regarding loans and transfers and to provide supporting evidence for the transfer.

Approved: 1997-1998
Reviewed:   FY 2016-2017, December 19, 2016
Revised:  02/24/17

The Board adopts the Uniform Financial Accounting for Iowa Schools.  Revisions and amendments to this source shall automatically be adopted.

The Board secretary, under the direction of the Superintendent, shall seek to refine and extend the accounting procedures prescribed by the Department of Education as the spending plan is developed and implemented.

Approved: October 16, 2014
Reviewed:  FY 2016-2017, December 19, 2016
Revised: 02/24/17

General

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

1. Provide sufficient cash flow for daily financial needs;
2. Secure and maintain investment-grade bond ratings;
3. Offset significant economic downturns or revenue shortfalls; and
4. Provide funds for unforeseen expenditures related to emergencies.

Reporting Fund Balances

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

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

1. “Nonspendable”- fund balances that can never be spent because the balances are either not in spendable form because they cannot currently be spent or cannot ever be spent (i.e., supply inventory funds, prepaid items, long-term loans receivables (including from loans to other funds of the District) and non-financial assets held for resale) or the District is legally or contractually required to maintain the balances in-tact (i.e., principal of an endowment fund).
2. “Restricted”- fund balances that can be used only for the specific purposes permitted in externally enforceable legal restrictions, including, but not limited to, the constitution, enabling legislation or external resource providers (i.e., PPEL funds, Debt Service funds, Capital Project funds, state grant carryover funds).
3. “Committed”- fund balances that can be used only for the specific purposes determined by a formal action of the Board.
4. “Assigned”- fund balances that are constrained by the District’s intent to use the funds for specific purposes determined by the Board and/or designee, but which are neither restricted nor committed (i.e., funds for book fairs or field trips that are within the general fund).
5. “Unassigned”- fund balances that have not been restricted, committed or assigned (i.e., residual classification for the general fund or a deficit balance from overspending for specific purposes for which amounts have been restricted, committed or assigned for other funds).

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

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

Authority to Commit or Assign Fund Balances

The Board shall have the authority to determine whether a governmental fund balance in the District’s general fund is committed and/or assigned, both as defined above.  The Board shall take formal board action prior to committing a fund balance.  The Board shall approve by a majority vote the commitment of a fund balance, and shall approve by a two-thirds vote the removal of the commitment of a fund balance.  The Board delegates to the [Superintendent and/or the Board secretary] the authority to assign a fund balance in the District’s general fund to be used for a specific purpose.

Spending Fund Balances

Pursuant to GASB 54, the District shall spend and/or reduce governmental fund balances in the following order: restricted fund balance, committed fund balance, assigned fund balance and unassigned fund balance.

Approved: August 22, 2011

Reviewed: FY 2016-2017, December 19, 2016

Revised: 02/24/17

To improve the school district's oversight of fixed assets by assigning and recording them to specific facilities and programs and to provide for proof loss of fixed assets for insurance purposes, the school district will establish and maintain a fixed assets management system for reporting capitalized fixed assets owned or under the jurisdiction of the school district in its financial reports in accordance with generally accepted accounting principles (GAAP) as required or modified by law.

A separate fixed assets listing is prepared for fixed assets in the general fixed assets account group (GFAAG) and for the fixed assets of each proprietary and fiduciary fund. "Fixed assets" in the GFAAG will include school district buildings and sites, construction in progress, improvements other than buildings and sites, land and machinery and equipment. "Fixed assets" in the proprietary funds will include school district buildings and sites, construction in progress, improvements other than buildings and sites, capitalized interest, infrastructure, land and machinery and equipment. Fixed assets reported in the financial reports will include individual fixed assets with an historical cost equal to or greater $2,500.00. Fixed assets accounted for and reported in the proprietary funds are depreciated over the useful life of each fixed asset.

The fixed assets management system is updated as needed to account for the addition/acquisition, disposal, and relocation/transfers of fixed assets. It is the responsibility of the superintendent to count and reconcile the fixed assets listing for the general fixed assets account group and for each proprietary and fiduciary fund with the fixed assets management system on June 30 each year.

It is the responsibility of the superintendent to develop administrative regulations implementing this policy. It will also be the responsibility of the superintendent to educate employees about this policy and it’s supporting administrative regulations.

Approved: 1997-1998

Reviewed: FY 2016-2017, December 19, 2016

Revised: 02/24/17

District records shall be housed in the central administration office of the District. It shall be the responsibility of the Superintendent to oversee the maintenance and accuracy of the records. The following records are kept and preserved according to the schedule below:
 

• Secretary’s financial records                     Permanently
• Treasurer’s financial records                      Permanently
• Minutes of the Board of Directors               Permanently
• Annual audit reports                                 Permanently
• Annual budget                                         Permanently
• Permanent record of individual pupil           Permanently
• Records of payment of judgments against

the District                                             20 years

• Bonds and bond coupons                          10 years
• Written contracts                                     10 years
• Cancelled warrants, check stubs, bank statements,

bills, invoices, and related records              5 years

• Recordings of closed meetings, except if

    matters are in litigation                            1 year

• Program grants                                       As determined by the grant
• Non-payroll personnel records                   7 years

Payroll records                                            3 years

Employees' records are housed in the central administration office of the District. The employees' records are maintained by the Superintendent, the building administrator, the employee's immediate supervisor, and the Board secretary.

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

The permanent and cumulative records of students currently enrolled in the District shall be housed in the central administration office of the attendance center where the student attends. Permanent records must be housed in a fireproof vault. The building administrator is responsible for keeping these records current. Records of students who have graduated or are no longer enrolled in the District shall be housed in the high school administration office. These records will be maintained by the high school principal.

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

Approved: 1997-1998
Reviewed:  FY 2016-2017, December 19, 2016
Revised:  02/24/17

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

Governmental fund type:

• General fund
• Special revenue fund

•   Management levy fund

•   Public education and recreation levy fund

•   Student activity fund

• Capital projects fund

•   Physical plant and equipment levy fund

• Debt service fund
• State penny sales tax fund

Proprietary fund type:

• Enterprise fund

•   School nutrition fund

•   Child care fund

• Internal service fund

Fiduciary funds:

• Trust or agency funds

•   Expendable trust funds

•   Nonexpendable trust funds

•   Agency funds

•   Pension trust funds

Account groups:

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

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

The general fund is used primarily for the education program. Special

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

Approved: 1997-1998
Reviewed:  FY 2016-2017, December 19, 2016
Revised: 02/24/17

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

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

At the annual meeting, the treasurer shall give the annual report stating the amount held over, received, paid out, and on hand in the general and physical plant and equipment funds.  This report shall be in written form and sent to the Board with the agenda for the Board meeting.  The treasurer shall also furnish the Board with a sworn statement from each depository showing the balance then on deposit.

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

Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17

To review the funds and accounts of the District, the Board shall employ an auditor to perform an annual audit of the financial affairs of the District.  The Superintendent shall use a request for proposal procedure in selecting an auditor. The administration shall cooperate with the auditors. Such annual audit reports shall remain on permanent file in the central office of the District.

Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised:02/24/17

The Board will maintain a comprehensive insurance program to provide adequate coverage against major types of risk, loss, or damage, as well as legal liability.  The Board secretary shall review the insurance programs of the District periodically to insure adequate coverages.

The Board will purchase insurance at replacement values, when possible, after reviewing the costs and availability of such insurance. Insurance will only be purchased through legally licensed Iowa insurance agents.

The District may assume the risk of property damage, legal liability, and dishonesty in cases in which the exposure is so small or dispersed that a loss does not significantly affect the operation of the education program or financial condition of the District. 

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

Administration of the insurance program, making recommendations for additional insurance coverage, placing the insurance coverage and loss prevention activities is the responsibility of the Superintendent. The Superintendent or designee is responsible for maintaining the fixed assets management system, processing claims and maintaining loss records.

Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised:  02/24/17

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

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

Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised:  02/24/17

Revenues of the District shall be received by the Board secretary.  Other persons receiving revenues on behalf of the District shall promptly turn them over to the Board Treasurer.

Revenue, from whatever source, shall be accounted for and classified under the official accounting system of the District.  It shall be the responsibility of the Business Manager/Board Secretary or designee to deposit the revenues received by the District in a timely manner.  District funds from all sources shall not be used for private gain or political purposes.

Tuition fees received by the District shall be deposited in the general fund.  The tuition fees for kindergarten through twelfth grade during the regular academic school year shall be set by the Board based upon the Superintendent’s recommendation in compliance with current law.  Tuition fees for summer school, driver’s education and adult education shall be set by the Board prior to the offering of the programs.

The Board may charge materials fees for the use or purchase of educational materials.  Materials fees received by the District shall be deposited in the general fund.  It shall be the responsibility of the Superintendent to recommend to the Board when materials fees will be charged and the amount of the materials fees.

Rental fees received by the District for the rental of District equipment or facilities shall be deposited in the general fund.  It shall be the responsibility of the Superintendent to recommend to the Board a fee schedule for renting District property.

Proceeds from the sale of real property shall be placed in the Physical Plant and Equipment fund.  The proceeds from the sale of other District property shall be placed in the general fund, except as otherwise appropriate.

The Board may claim exemption from the law prohibiting competition with private enterprise for the following activities:

• Goods and services directly and reasonably related to the educational mission;

• Goods and services offered only to students, employees or guests which cannot be provided by private enterprise at the same or lower cost;
• Use of vehicles for charter trips offered to the public, full- or part-time, or temporary students;
• Goods and services which are not otherwise available in the quantity or quality required by the District;
• Telecommunications other than radio or television stations;
• Sponsoring or providing facilities for fitness and recreation;
• Food service and sales; and,
• Sale of books, records, tapes, software, educational equipment, and supplies.

It shall be the responsibility of the Superintendent to bring to the Board’s attention additional sources of revenue for the District.

Approved: October 16, 2014
Reviewed:  FY 2016-2017, December 19, 2016
Revised: 02/24/17

The Board may conduct an election for the authority to issue bonded indebtedness.  Revenues generated from an approved bond issue shall be used only for the purpose stated on the ballot.  Revenues received from the issuing of bonded indebtedness shall be deposited into the physical plant and equipment fund.

Once the purpose on the ballot is completed, any balance remaining in a capital projects fund may be retained for future capital projects in accordance with the purpose stated on the ballot or any remaining balance may be transferred by Board resolution to the debt service fund or the physical plant and equipment levy fund.  Use of excess funds in the account for another purpose requires the approval of the voters in the District community.

Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17

District funds in excess of current needs are invested in compliance with this policy. The goals of the District's investment portfolio in order of priority are:

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

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

District funds are monies of the District, including operating funds.  "Operating funds" of the District are funds which are reasonably expected to be used during a current budget year or within fifteen months of receipt. When investing operating funds, the investments must mature within three hundred and ninety-seven days or less. When investing funds other than operating funds, the investments must mature according to the need for the funds.

The Board authorizes the treasurer to invest funds in excess of current needs in the following investments.

• Interest bearing savings, money market, and checking accounts at the District's authorized depositories;
• Certificates of deposit at the District's authorized depositories;
• Qualified investment pool, including, but not limited to, Iowa Schools Joint Investment Trust Program (ISJIT);
• Obligations of the United States government, its agencies and instrumentalities; and,
• Certificates of deposit and other evidences of deposit at federally insured Iowa depository institutions.

It shall be the responsibility of the treasurer to oversee the investment portfolio in compliance with this policy and the law.

It shall be the responsibilities of the treasurer to oversee the investment portfolio and/or bring a contract with an outside person to oversee the District's investment portfolio, including but not limited to, advising on investments, directing investments, acting in a fiduciary capacity or performing other services to the Board for review and approval.

If the treasurer brings a contract with an outside person, the treasurer shall also provide the Board with information about and verification of the outside person's fiduciary bond. Contracts with outside persons shall include a clause requiring the outside person to notify the District within thirty days of any material weakness in internal structure or regulatory orders or sanctions against the outside person regarding the services being provided to the District and to provide the documents necessary for the performance of the investment portion of the District audit. The compensation of the outside persons shall not be based on the performance of the investment portfolio.

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

It shall be the responsibility of the Treasurer to work with the Secretary to coordinate the financial records, the financial reports, the cash flow needs, and the investment portfolio of the District.

It shall be the responsibility of the Superintendent to deliver a copy of this policy to the District's depositories, auditor, and outside persons doing investment business with the District.

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

Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised:  02/24/17

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

Gifts, grants, and bequests shall be approved by the Board. Once a gift, grant, or bequest has been approved by the Board, a Board member or the Superintendent may accept the gift, grant, or bequest on behalf of the District. Gifts, grants, and bequests once accepted on behalf of the District become the property of the District. Gifts, grants, and bequests are administered in accordance with terms, if any, agreed to by the Board.

Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17

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

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

It is the responsibility of the Board secretary to keep student activity accounts up-to-date and complete.

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

Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised:  02/24/17

I.      Definition of Intangible Assets

        A.     Intangible Assets

Intangible assets are assets that are:

        (1)    Identifiable – Either the assets:

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

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

        (2)    Lacking physical substance;

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

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

Examples of intangible assets include the following:

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

(2)    Patents, trademarks and copyrights; and

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

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

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

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

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

        B.     Outlays Associated with Internally Generated Intangible Assets

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

(1)    Created by the District;

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

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

C.     Outlays Associated with Internally Generated Computer Software

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

1. Developed by the District;
2. Developed by a third-party contracted by the District; or

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

II.     Measuring of Intangible Assets

        A.     Threshold for Capitalization of Intangible Assets

The District shall adopt an intangible asset capitalization threshold policy to govern the amount at and above which intangible assets must be reported in the District’s annual reporting statements and audits and shall be designed to capture eighty percent (80%) of the total cost of the District's intangible assets.  More specifically, the policy shall provide a threshold to be applied to individual intangible assets and shall prohibit the aggregation of items, including intangible assets and outlays, to meet the threshold.[2]  The policy shall be approved by the Board of Education prior to its adoption.

          B.    Recognition of Intangible Assets

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

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

III.    Accounting for Intangible Assets

A.     Intangible Assets

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

        B.     Outlays Associated with Internally Generated Intangible Assets

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

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

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

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

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

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

C.     Outlays Associated with Internally Generated Computer Software

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

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

(2)    During the application development stage, outlays that occur before the specified conditions criteria have occurred and exceed the threshold shall be accounted for as an expense when the expense is incurred; outlays that occur after the specified conditions criteria have occurred[4] and exceed the threshold[5] shall be accounted for as capital assets; and outlays that occur after the computer software is substantially complete and operational and exceed the threshold shall be accounted for as an expense when the expense is incurred.  The application development stage involves the design of the chosen path, including, but not limited to the purchase of the software or license;[6] the software configuration and the software interfaces; the coding; the installation to hardware; the testing; any minor modifications made to the software before it is placed into operation;[7] and the data conversion, if such was deemed necessary in order to make the software operational.

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

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

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

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

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

(c)    The modification extends the estimated useful life of the software.

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

IV.    Amortization of Intangible Assets

In amortizing an intangible asset that is capitalized because it exceeds the threshold and meets the requirements above,[8] the following general rules shall apply:

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

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

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

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

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

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

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

(2)    An intangible asset that was once not limited by any legal, contractual, regulatory, technological or other factors, but now is limited by such factors due to changes in conditions, shall be tested for impairment[9] because the expected duration of the useful life of the asset has changed, and then the following rules shall apply:

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

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

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

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

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

V.     Selling or Disposing of Intangible Assets

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

VI.    Application of Policy

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

The requirements of this Policy shall apply retroactively to intangible assets that were in existence from July 1, 1980, through June 30, 2009.[10]  However, the following intangible assets shall not be retroactively reported as capital assets:

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

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

(3)    Outlays from internally generated computer software incurred in the application development stage on or prior to June 30, 2009;[11]

(4)    Any intangible asset held by a “Phase 3” District, characterized as such for purposes of implementing GASB Statement 34. 

Approved: October 16, 2014
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17

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

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

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

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

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

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

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

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

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

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

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

It shall be the policy of the District to purchase and recommend the purchase of products and services from within the District community provided that such products and services are available and competitive in quality and in price.

The spending plan that is developed from the Certified Budget shall be considered the authority for all expenditures which are made during the fiscal year.  The principal concern of the Board shall be that the overall expenditure for any fiscal period shall not exceed the budgeted amount for any one fund.  Categorical breakdowns within funds shall be used primarily for accounting control for the current fiscal year and for developing future spending planning.

Final authority for approval of all purchases made in the name of the District rests with the Superintendent or the Superintendent’s designee except those authorized by direct action of the Board.

Competitive bids in accordance with the laws of the State of Iowa must be used whenever the nature or amount of the purchase justifies taking of bids.

Approved: October 16, 2014
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17

For goods and services utilized in public improvement projects, as defined under Iowa law, costing more than $50,000 and less than $130,000, the Superintendent shall receive competitive quotations of the goods and services to be purchased prior to approval by the Board.  The purchase will be made from the party submitting the lowest responsive, responsible quotation based upon total cost considerations including, but not limited to, the cost of the goods and services being purchased, availability of service and/or repair, delivery date, and other factors deemed relevant by the Board.

For goods and services utilized in public improvement projects, as defined under Iowa law, costing more than $130,000, the Superintendent shall receive competitive sealed bids of the goods and services to be purchased prior to approval of the Board.  The purchase will be made from the party submitting the lowest responsive, responsible bid based upon total cost considerations including, but not limited to, the cost of the goods and services being purchased, availability of service and/or repair, delivery date, and other factors deemed relevant by the Board.

The Board and the Superintendent shall have the right to reject any or all quotations or bids, or any part thereof, and to seek additional quotations or bids.  The Board will enter into such contract or contracts as the Board deems in the best interests of the District.

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

Approved: 1997-1998
Reviewed:FY 2016-2017, December 19, 2016

Revised: 02/24/17

Requisitions for equipment, supplies, and services shall be made on properly authorized forms signed or aproved by officially designated personnel before being processed.

The procurement of all supplies, equipment, and services shall be initiated by the issuance of an official purchase order signed by the Business Manager or other authorized staff member.  Only supplies, equipment, and services procured by formal contract will be exempt.

Approved: October 16, 2014
Reviewed: FY 2016-2017 December 19, 2016
Revised: 02/24/17

The Board authorizes the issuance of warrants for payment of claims against the District for goods and services. The Board will allow the warrants after the goods and services have been received and accepted in compliance with Board Policy and the claims audited by the Board.

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

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

The Board shall only in the case of absolute necessity issue warrants for which there are no funds available for the payment of such warrants.  If warrants are issued for which there are no funds available for payment, the Treasurer shall institute such procedures as stated in the Code of Iowa.

The Board president and Board secretary may sign warrants by use of a signature plate or rubber stamp. If the Board president is unavailable to personally sign warrants, the vice president may sign warrants on behalf of the president.

Approved: 1997-1998
Reviewed:  FY 2016-2017, December 19, 2016
Revised: 02/24/17

The following is a list of examples organized by activity for what is allowable, or not allowable as a purchase/reimbursement using public funds. This regulation is intended as guidance and there may be situations that are not listed here. Any questions regarding the appropriateness of an expenditure should be submitted to administration prior to expending funds.

Reimbursements to an Individual

· Use of Credit/Procurement Card: All purchases through a district-owned credit or procurement card shall be pre-approved and comply with the district’s policy 405.3 – Credit and Procurement Cards.

· Mileage: Individuals who are required to travel (other than to and from work) as part of fulfilling their job duties to the district shall be reimbursed for mileage costs in accordance with the requirements stated in the district’s Employee Travel Compensation policy.

· Travel accommodations: Employees who are required to travel and stay overnight as part of fulfilling their job duties to the district shall be reimbursed for costs in accordance with the requirements stated in the district’s Employee Travel Compensation policy.

· Alcohol: Alcohol is a personal expense and is never allowable for purchase or reimbursement using public funds.

· Food/Refreshments: Food and refreshments are typically a personal expense. Meetings spanning meal times should be avoided when possible. When a district meeting is required to take place spanning a customary meal time, the superintendent or designee shall determine whether food and/or refreshment will be provided to employees whose presence is required during the meeting. The cost of food and refreshment for employees shall be reasonable, and when possible, a separate itemized receipt for each employee is required. If an itemized receipt is not available, approval is required by the school business official prior to reimbursement. In all cases, the names and number of employees shall be noted on the receipt.

· Apparel/Personal Items: Apparel and personal items including, but not limited to items such as t-shirts, hats, mugs, etc. provide personal benefit to individuals and are a personal expense. These items shall not be purchased or reimbursed with public funds.

· Gifts: Gift cards or gifts given to individuals are personal expenses and public funds should not be used (except for recognition/staff retirement, listed below) for these purposes. Voluntary collections from staff would be an acceptable way of purchasing gifts.

· Retirement and Recognition Gifts: Recognizing an employee or volunteer’s years of dedication to educating the community and commitment to the district serves a public purpose by honoring individuals with a token gift, or honorarium, in recognition of their service. The same is true for individual awards, mementos, or items purchased in recognition of employee service to the district. These purchases may use public funds, provided the expenditures are modest and approved by the superintendent.

· Honoraria: District employees may at times receive an honorarium from an outside source as compensation for the employee’s time devoted to preparing and delivering a presentation within the scope of their professional field. Honorariums may only be accepted by employees when the employee has used their personal time outside of their work for the district to prepare and deliver the presentation. If the employee uses district time or resources to prepare or deliver a presentation, any honorarium shall be given to the district.

· Break Room Supplies: The purchase of perishable or disposable supplies for employee break rooms is primarily designed for individual consumption and is a personal expense. This includes items such as coffee, coffee filters, plates, cups, spoons, napkins, etc.

Supplies for Public Areas

· Limited refreshments such as water and coffee may be available in public reception areas of the district including, but not limited to the central office, the building administrator’s office, etc. These refreshments may be purchased with the use of public funds, as they provide light refreshment to members of the community.

Staff Parties/Receptions

· Parties and receptions to benefit individual staff members are considered a personal expense and should not be purchased or reimbursed with public funds. This includes but is not limited to holiday parties.

· Hosting a group reception to honor all employees retiring from the district in a given school year is allowable as a public expense. Hosting a retirement reception provides a direct benefit to the community as an opportunity for the community to attend and honor the retiring employees’ years of dedication and service to the district.

School/ Student Activity Banquets

· School/student activity banquets are typically a personal expense and will not be purchased or reimbursed with public funds unless the public purpose is submitted for review and pre-approved by the superintendent.

Memorial Gifts

· Memorial flowers to convey sympathy or congratulations are allowable as a public expense if they have been approved by the superintendent. Memorial cards are always appropriate.

· Memorial gifts of any sort other than flowers and a card are a personal expense.

Student Incentives

· It is within the discretion of the building principal to authorize the purchase of awards holding a nominal value to commemorate the achievements of a student or group of students. These awards should be designed to reward behavior and values that exemplify the educational and community mission of the district. Awards should not be gift cards or other monetary awards.

· Flowers and decorations for school dances held as part of the district’s student activity program are an allowable expense paid out of the student activity fund, provided the purchases are approved by the building principal.

Meetings

· To the extent possible, meetings which span normal meal times should be avoided.

· Meetings of the district’s board of directors and board committees are made up of individuals who volunteer a large amount of their personal time to serve the needs of the school community. These meetings are also scheduled at time most convenient for the public, and often span normal meal hours. Food and refreshment purchased for board members is an acceptable use of public funds. The service of these unpaid volunteers directly benefits the entire school community. The

superintendent has discretion to purchase/reimburse reasonable expenses for providing food and refreshment to these unpaid volunteers during these meetings.

Some expenditures will be considered personal expenses regardless of the context. These include purchase or reimburrsement of alcohol, and personal items not included as retirement or memorial gifts listed above.

Approved:2020-2021

Renewed:2020-2021; November 23, 2020

Revised:December 7, 2020

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

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

Any employee who suspects fraud, impropriety, or irregularity shall report their suspicions immediately to his/her immediate supervisor, or the superintendent. The superintendent shall have primary responsibility for any necessary investigations and shall coordinate investigative efforts with the board’s legal counsel, auditing firm, and other internal or external departments and agencies, including law enforcement officials, as the superintendent may deem appropriate.

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

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

Upon approval of the board, the superintendent, may contact the State Auditor or elect to employ the school district’s auditing firm or State Auditor to conduct a complete or partial forensic/internal control/SAS99 audit annually or otherwise as often as deemed necessary. The superintendent is authorized to order a complete forensic audit if, in the superintendent’s judgment, such an audit would be useful and beneficial to the school district.

The superintendent, shall ensure the State Auditor is notified of any suspected embezzlement or theft pursuant to Iowa law. In the event, there is an investigation, records will be maintained for use in the investigation. Individuals found to have altered or destroyed records will be subject to disciplinary action, up to, and including termination.

Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17