| District Policies Section 600 |
|
|
|
TABLE OF CONTENTS
FISCAL MANAGEMENT
SERIES 600
610 FISCAL MANAGEMENT GOALS
620 ANNUAL OPERATING BUDGET
620-Rule BUDGET PLANNING PROCEDURES
621 BUDGET IMPLEMENTATION
Special Project Budget
621.1 BUDGET MODIFICATIONS
630 SCHOOL INDEBTEDNESS(Short-Term Borrowing)
640 FUNDING PROPOSALS AND APPLICATIONS
651 REVENUES FROM FEDERAL TAX SOURCES
652 REVENUES FROM INVESTMENTS
653.1 ATHLETIC PASSES
654 STUDENT PRODUCTION OF SERVICES AND MATERIALS
655 REVENUES FROM SCHOOL-OWNED REAL ESTATE
660 FUNDS MANAGEMENT
661 DEPOSITORY OF FUNDS
662.2 NON-STUDENT AGENCY (ACTIVITY) FUNDS
662.3 PETTY CASH FUNDS
662.3-Rule PETTY CASH FUND PROCEDURES
670 EXPENDITURES
671.1 EXPENSE REIMBURSEMENT
671.2 PAYROLL DEDUCTIONS
672 Purchasing Procedures/Competitive Pricing
672-Rule (1) STANDARDS FOR PERF0RMANCE AND PAYMENT ASSURANCES
Introduction
Assurances
Standards for Waiving Payment of Performance Bonds and Accepting Alternative Forms of Assurance
672-Rule(2) PURCHASING PROCEDURES
Purchase Orders
Invoices
672.1 PROPOSALS FOR PROFESSIONAL SERVICES
672.2 RELATIONS WITH VENDORS
673 PAYMENT PROCEDURES
681 ACCOUNTING SYSTEM
682 PERIODIC FINANCIAL REPORTS
683 INVENTORIES
684 AUDIT
690 DISPOSAL OF SCHOOL PROPERTY
Textbooks
Library and Reference Books
Equipment
|
|
610 FISCAL MANAGEMENT GOALS
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 to:
1. encourage advance planning through the best possible budget procedures.
2. explore all practical sources of dollar income.
3. guide the expenditure of funds so as to extract the greatest educational returns.
4. expect top-quality accounting and reporting procedures.
5. maintain the highest level of unit expenditures needed to provide high quality education within the ability of the community to pay.
LEGAL REF.: Sections 120.10 Wisconsin Statutes
120.12
120.44
APPROVED: November 11, 1974
REVISED: January 14, 2002
Top
|
|
620 ANNUAL OPERATING BUDGET
The school budget shall be made up annually from the best estimates that can be made, from the individual school level with appropriate consolidation as the estimates move upward through higher levels of administration.
On or before the regular meeting in September of each year, the superintendent will present to the Board, for informal consideration, preliminary estimates of the budgetary needs of the school system for the next fiscal year.
The Board shall meet to consider the tentative budget prior to formal presentation of the budget for approval.
A budget summary shall be published in accordance with state law.
Following a public hearing, the Board shall approve the final budget.
After the budget has been adopted, it shall be the responsibility of the superintendent to see that all personnel use the budget in a businesslike manner.
LEGAL REF.: Sections 65.90 Wisconsin Statutes
120.12(3)
120.17(8)
120.44
CROSS REF.: 620-Rule, Budget Planning Procedures
185.1, Business Services Committee
APPROVED: November 11, 1974
REVISED: January 14, 2002
Top
|
|
620-Rule BUDGET PLANNING PROCEDURES
1. Employees in the school district will be asked to participate in the development of the annual school budget by submitting, through their principal, requests and suggestions for items to be included in the annual budget.
a. Budget participation by the teachers is not only looked on as a right but an obligation to make those suggestions and requests for materials, supplies, equipment, and services which can be accommodated within the limits of the budget which will most improve the instructional program of the school district.
b. During the school year, teachers will be alerted to the time when it is appropriate to make budget requests for their department, school, or for the district for the ensuing fiscal year.
c. Budget request items must be submitted in writing to the principal.
d. If a teacher is still interested in obtaining an item, which was not included in the previous year's budget, the item should be resubmitted for the following fiscal year.
2. Ordinarily, school budget request items will be assigned priorities by the building principal so that decisions can be made as to which items are to be included as the limits of the budget are reached. However, in schools containing departments, the department chairman will submit his/her priorities to the building principal.
3. Some departments will be allowed to have budgeted flat amounts, which are included in the budget. This does not constitute authority for that particular department to spend up to that amount, rather, it is an estimate of costs which the department chair or building principal feels will meet the day to day needs of that department. Each purchase to be accounted for in the unitemized budget must still be approved individually for purchase on the basis of need and, in like fashion, if the budgeted flat amount will be made to amend other sections of the budget to accommodate the purchase of needed items.
4. It is not a requirement that all budgeted monies need to be spent.
APPROVED: November 11, 1974
REVISED: January 14, 2002
Top
|
|
621 BUDGET IMPLEMENTATION
A system of fiscal control shall be established to govern the administration of the budget and the expenditure of funds.
The superintendent or his/her designee shall not permit expenditures of funds to exceed the major budget classification allowance against which the proposed expenditure is the proper charge. The superintendent or his/her designee shall set up and operate budget controls for all schools and departments. The superintendent or his/her designee shall administer the budget in conformity with legal requirements and the actions of the Board and shall ascertain that all expenditures recommended for approval are legal expenditures.
Special Project Budget
The administration is authorized to adjust the revenue and expenditure portions of the budget to reflect totally funded special state and federal projects that are approved during the fiscal year.
LEGAL REF.: Sections 65.90 Wisconsin Statutes
67.11
120.13(33)
120.44
APPROVED: November 11, 1974
REVISED: October 9, 1989
January 14, 2002
Top
|
|
621.1 BUDGET MODIFICATIONS
Proposed amendments (modifications) to the budget after the budget is adopted will be summarized and presented to the Board not less than once per fiscal year. Proposed amendments must be approved by a vote of at least two-thirds of the entire membership of the Board following which, a Class 1 notice will be published.
LEGAL REF.: Section 65.90(5) Wisconsin Statutes
APPROVED: June 12, 1989
REVISED: January 8, 1996
January 14, 2002
Top
|
|
630 SCHOOL INDEBTEDNESS(Short-Term Borrowing)
The district may incur indebtedness for school purposes only in the amount prescribed by law, based upon the state equalized valuation of the taxable property of the district.
The Board shall be authorized to secure temporary loans in accordance with state law.
LEGAL REF.: Sections 67.03(1) Wisconsin Statutes
67.12
120.10
120.44
APPROVED: January 14, 2002
Top
|
|
640 FUNDING PROPOSALS AND APPLICATIONS
The Board shall be kept informed of all possible sources of state, federal and other funds for the support of the schools and/or for the enhancement of educational opportunities. The Director of Business Services shall be responsible for apprising the Board of its eligibility for general or program funds and for making recommendations for Board action.
The Director of Business Services) shall be authorized to act on behalf of the Board in regard to application for state, federal and other funds.
All state, federal and other funds received by the District shall be utilized in accordance with legal requirements and other established guidelines.
LEGAL REF.: Sections 120.13(6) Wisconsin Statutes
120.44
Chapter 121
APPROVED: January 14, 2002
Top
|
|
651 REVENUES FROM FEDERAL TAX SOURCES
Funds for educational purposes made available by the federal government will be accepted by the school district so long as the conditions of their availability are in harmony with the purposes and policies of the district and state law.
LEGAL REF.: Sections 120.13(6) Wisconsin Statutes
120.44
APPROVED: November 11, 1974
REVISED: January 14, 2002
Top
|
|
652 REVENUES FROM INVESTMENTS
It is the preference of the school district to support local banking and savings institutions. In order to insure the security of school district funds, unsecured funds in an individual public depository may not exceed $500,000 with the exception of the State of Wisconsin Local Government Investment Pool and on occasion, the depositories used for the Board checking and/or Payroll Checking Accounts.
Public depositories shall be approved annually at the Board re-organizational meeting in April. Funds deposited for investment in excess of $500,000 on any individual depository shall be secured by collateralization and/or surety bond.
Remaining funds shall be deposited with the State of Wisconsin Local Government Investment Pool or may be invested in commercial paper with a rating appropriate for public investment.
When investments exceed $500,000 and collateralization is not provided, the administration will check on the financial institution's rating to determine the security of the investment.
LEGAL REF.: Sections 34.05 Wisconsin Statutes
34.08
66.04(2)
APPROVED: September 11, 1989
REVISED: February 13, 1992
January 14, 2002
Top
|
|
653.1 ATHLETIC PASSES
Full-time and school-year employees are eligible to receive a complimentary athletic pass, on request.
The pass entitles the employee and one additional person to attend school district hosted athletic events, with the exception of WIAA tournaments, free of charge.
Senior Citizens, 60 years of age or older, are also eligible to receive a complimentary athletic pass on request.
APPROVED: August 12, 1991
REVISED: January 14, 2002
July 17, 2006
Top
|
|
654 STUDENT PRODUCTION OF SERVICES AND MATERIALS
Students may produce services and materials in the schools only when such production furthers such student's educational development.
Costs of services and products produced in school shops and laboratories, for non-school use or consumption, shall be borne by the user or consumer when such costs are over and beyond normal instructional and material costs.
Priorities for availability of services and products for non-school use (such as servicing automobiles in vocational shops) shall be:
1. school district students;
2. adults other than school system employees or Board members.
APPROVED: November 11, 1974
REVISED: January 14, 2002
Top
|
|
655 REVENUES FROM SCHOOL-OWNED REAL ESTATE
All sales and rentals of school district real estate shall be approved by the Board.
Such transactions shall be conducted in conformity with state law and the Board deems that the property no longer serves the educational opportunity of the district's students.
All facility rentals shall be governed by the Board approved rental policy.
LEGAL REF.: Sections 120.10(12) Wisconsin Statutes
120.13(25)
120.44
CROSS REF.: 830 - Use of School Facilities
830 Rule – Guidelines for Use of School Facilities
APPROVED: November 11, 1974
REVISED: January 14, 2002
Top
|
|
660 FUNDS MANAGEMENT
The Board is responsible for the control of all funds of the school district, including internal funds.
LEGAL REF.: Sections 120.10 Wisconsin Statutes
120.12
120.13
120.44
APPROVED: November 11, 1974
REVISED: January 14, 2002
Top
|
|
661 DEPOSITORY OF FUNDS
The Board shall annually designate official depositories for school district funds. Checking, savings, and investment accounts shall be opened as deemed necessary for the efficient operation of the school district.
Deposits made in any one financial institution shall be limited to the amounts protected by state and federal law, except under specific conditions approved by the Board.
All funds belonging to the district and under the control of the Board Treasurer shall be accounted for and disbursed by the Board in accordance with state law.
LEGAL REF.: Sections 34.05 Wisconsin Statutes
34.08
34.09
66.042
120.12(7)
120.16(5) & (6)
120.44
CROSS REF.: 652, Revenues from Investments
APPROVED: January 14, 2002
Top
|
|
662.2 NON-STUDENT AGENCY (ACTIVITY) FUNDS
Non-student related agency (activity) funds include all activity accounts which do not fall under the parameters of student agency (activity) funds as defined by the Wisconsin Elementary and Secondary School Accounting System.
These agency (activity) funds shall be internally reviewed at least two times per year by either the director of business services or the business administrative assistant.
APPROVED: February 13, 1992
REVISED: January 14, 2002
Top
|
|
662.3 PETTY CASH FUNDS
Petty cash funds may be established and maintained for individual school buildings in order to expedite the purchase of minor items and/or provide immediate payment for minor services when usual purchasing procedures would be impractical.
Use of petty cash funds shall be in accordance with established procedures.
CROSS REF.: 662.3-Rule, Petty Cash Fund Procedures
APPROVED: November 11, 1974
REVISED: January 14, 2002
Top
|
|
662.3-Rule PETTY CASH FUND PROCEDURES
1. Requests for establishment of petty cash funds will originate with school principals, and may be addressed to the director of business services.
2. Reimbursement from petty cash funds to authorized personnel for minor items purchased for school use will be documented as follows:
a. Cash receipt containing the following information:
(1) Name and address of vendor
(2) Date of purchase
(3) Description of items
(4) Unit
(5) Total cost
(6) Acknowledgment of cash payment received
(7) Signature of purchaser
(8) Signature and approval by the principal
b. A copy of petty cash voucher, identifying the purchase to which related, and signed by the person receiving reimbursement.
3. Replenishment of petty cash funds will be based upon the value of authenticated vouchers supporting the request.
4. The principal of each school having a petty cash fund will be responsible to reconcile the fund prior to the end of each fiscal year.
APPROVED: November 11, 1974
REVISED: January 14, 2002
Top
|
|
670 EXPENDITURES
The Board shall abide strictly and without exception, by not only the letter, but the spirit of all laws and regulations relating to purchases by the school district and the control of its finances and property.
Within the framework of applicable laws and regulations, purchases and use of materials and human resources shall be accomplished in accordance with good business practices with the primary purpose of serving the program of instruction.
The Board holds the superintendent directly responsible for carrying out this policy, and toward that end, the superintendent shall detail the procedures for executing this policy in written administrative directives.
LEGAL REF.: Sections 118.24 Wisconsin Statutes
120.16
120.44
APPROVED: November 11, 1974
REVISED: January 14, 2002
Top
|
|
671.1 EXPENSE REIMBURSEMENT
The Board will reimburse school district authorized travel costs, including transportation, lodging and registration materials/fees, in accordance with established guidelines.
Meal costs are not a reimbursable expense and will NOT be paid by the District with the following exceptions:
1.Meals that are part of a conference or workshop where the cost is included as part of the registration fee.
2.Meals associated with work related meetings outside the District that the District is requiring the employee to attend. Such meals may be reimbursed with the approval of the supervisor and limited to the established guidelines providing a receipt is obtained.
The Board will reimburse mileage, both within and outside district boundaries, for employees required to use their personal vehicles in the fulfillment of assigned duties. The established mileage rate will be applicable to secretarial, clerical, and aide employees, custodial employees, full-time secretarial employees, psychologists, nurses, special employees, teachers, and administrators.
The rate paid to employees will be the rate established and as changed from time to time by the IRS for automobile mileage reimbursement.
LEGAL REF.: Sections 118.21(1) Wisconsin Statutes
118.24(5)
120.10(4)
120.13(16), (32)
120.44
CROSS REF.: WREA Agreement
AFL-CIO Local 1075 Agreements (Lunch, Custodians and Maintenance)
AFL-CIO Local 95 Agreement (Office and Professional Employees)
WRPS Substitute Teachers’ Agreement
APPROVED: July, 1981
REVISED: April, 1986
December 12, 1988
July 9, 1990
November 1996
January 14, 2002
November 11, 2002
Top
|
|
671.2 PAYROLL DEDUCTIONS
Payroll deductions shall be made as required by law.
The Board authorizes voluntary payroll deductions in accordance with established guidelines and employee agreements.
CROSS REF.: AFL-CIO Local 1075 Agreements (Lunch, Custodians and Maintenance)
AFL-CIO Local 95 Agreement (Office and Professional Employees)
WREA Agreement
WRPS Substitute Teachers’ Agreement
APPROVED: January 14, 2002
Top
|
|
672 Purchasing Procedures/Competitive Pricing
The Board desires that purchases be made locally whenever possible. Therefore, local vendors will be given preference if service, quality, delivery time, and price are comparable with other vendors.
Insofar as is practical, and in the best interest of the District, materials and services are to b e ordered from local merchants whenever possible. However, it must be understood that such materials and services must be equal to or exceed the requirements (award criteria) for price and quality as imposed upon other vendors. This policy shall in no way be interpreted to bind the District to the purchasing of goods and services totally from local vendors. However, it shall be interpreted as a meaningful directive to those with the authority to make purchases to give full and complete consideration to local merchants.
The School Board reserves the right to reject any or all bids (or proposals), to waive technicalities, to modify selection procedures, to make adjustments in specifications or quantities, and to make selections based on the best judgment or deemed to be most advantageous to the district, and said decisions and determinations shall be final.
All purchasing should be done through the Business Office in accordance with State Statutes, accepted purchasing procedures, and ethical business practices. Selection of a product for reasons other than price must be justified in writing and attached to the purchase order copy.
The official budget document approved by the Board of Education shall be considered as the authority for all expenditures made during the fiscal year. Expenditures shall not exceed the budgeted amount for any fund without School Board approval. The administrative staff shall be authorized to order items approved in the School District budget with prior approval of the Superintendent or his/her designee.
Individual items exceeding $10,000 shall be based, when possible, on competitive pricing, and must first be approved by the Board of Education. All items costing less than $10,000 shall be administratively reviewed and approved by the Superintendent or designee. When multiples of the same item are purchased from an individual vendor on the same day and total more than $10,000, those items must be approved by the Superintendent or his/her designee and shall be included in the Business Services update to the Board.
All quotation awards shall be based on the lowest priced responsible qualified supplier, consideration being given to the qualities of the articles to be supplied, their conformity with the specifications, their suitability to the requirement of the educational system, the delivery terms, and the past performance of vendors.
Interested local suppliers will be given serious consideration and the opportunity to provide competitive pricing. Vendors shall be invited to request that their names be placed on mailing lists to receive quotation requests. Annually, the District will publish an advertisement in the local newspaper soliciting local vendors interested in being added to the vendor list for bids/quotes/purchases. It shall not be the responsibility of the District or its agents to contact said local suppliers in each instance. Rather, it shall be the responsibility of the vendor to be sure his/her name is on record as being a purveyor of specific goods and/or services. When quotation requests are prepared, they will be mailed to all local vendors who express an interest in quoting, as well as other vendors as deemed appropriate. Requests for quotes shall be sent to at least three (3) vendors whenever possible.
The Board’s intent is to give all vendors/businesses a fair and equal chance to supply goods and services to the School District.
All purchasing and recommendations for purchasing will be made through the administrative staff. Board members may question any recommendations made to assure that the best possible quality items are purchased at the lowest cost, best service, and with the best warranty.
Emergency Situations
The Superintendent or his/her designee has the authority to approve individual purchases that exceed $10,000 in special circumstances or emergency situations.
Special circumstances may include those in which the use of the bidding or quotation procedure would not be in the best interests of the School District. Examples may include instances where the School District would recognize significant cost savings by the immediate purchase, or selection of a provider or when the circumstances require immediate action to correct a deficiency or problem in the operations of the School District where a failure to act would immediately cause appreciable damage to physical facilities, interrupt the educational program, or endanger the life or health of students, staff or community.
The Superintendent of Schools shall, as soon as possible following the onset of the emergency, call the President of the Board to describe the situation and the necessity for the purchase. The President will determine whether a specific meeting of the Board is required or whether the situation can be reported at the next regular meeting to request Board confirmation.
Formal Bids
Bidding is defined as a formal process where sealed written prices are received based upon written specification and is normally used for construction, additions, remodeling or renovation projects.
When utilizing formal bid procedures, the Board shall request bids be published in the appropriate publications to obtain the best number of bidders for the School District. Administration will determine if Bid Bonds and Performance Bonds are required. Requests for such bids may also be sent directly to local vendors and/or prospective bidders known to the School District.
All bids must be submitted in sealed envelopes, and plainly marked with the name of the bid and bid opening date. All bids shall specify that they are to be received by a specified date and time and, if applicable, at a specific location/address. Bids shall be opened in public at the time and location listed in the specifications. Final acceptance of the bid shall be approved by the School Board. Bids received after the date and time indicated in the specifications shall be returned to the bidder unopened. The Business Services Committee Chair or designee shall open bids with the Director of Business Services and appropriate department head.
Low bids can be rejected if, in the opinion of the Board/Superintendent or his/her designee, the following circumstances occur:
1. Quality of goods or services does not meet bid specifications.
2. On the basis of previous experience or knowledge, the goods or services provided were not satisfactory in quality.
3. Vendor has demonstrated a history of providing inferior service.
Bids are not required for:
1. Instructional media and related materials (textbooks, software, books, tapes, films, workbooks, periodicals, and educational materials directly related to a specific district curriculum).
2. Replacement parts for existing equipment.
3. C.E.S.A. contracts.
4. Cooperative agreements with other school districts.
5. Maintenance contracts where the maintenance is to be performed on a routine or as-needed basis on specific equipment (i.e., boilers or manufacturer-specific equipment).
6. Services renewed annually (such as proprietary equipment like the fire alarm system, energy management computer system, etc.) unless requested by Board action or recommendation of the Superintendent or his/her designee.
7. Emergency purchases.
Competitive Pricing/Quotations
A quotation is defined as an inquiry of vendor price via phone, fax, e-mail, or written communication.
1. On purchases with an estimated total less than $1,000, competitive pricing is encouraged, but not required.
2. Requirements for purchases with an estimated total between $1,000 and $10,000 are as follows:
a) A minimum of three informal solicitations (such as telephone quotations, fax quotes, catalog prices, etc.) shall be obtained.
b) A notation should be made if three solicitations cannot be obtained.
c) Each department is responsible for obtaining the solicitations and retaining the corresponding records.
d) The department shall retain all supporting solicitation documentation attached to their signed office copy of the purchase requisition.
e) This documentation shall be kept for the current fiscal year and three subsequent fiscal years.
3. Purchases with an estimated total of $10,000 or more shall be performed by the Business Services Office with the exception of purchases made by the following departments.
a) Buildings & Grounds Department
b) Curriculum Department
c) Technology Department
d) Food Service Department
Quotations may require a specific due date. Quotations will be opened at the designated time and location. No evaluation or vendor access shall be allowed until after the due date. Quotations received from a vendor shall not be disclosed to other parties until a decision to purchase has been made or until a purchase order has been issued. Quotations shall not be considered when received after the date specified by the District for receipt of quotations.
The Board of Education reserves the right to reject any and all bids/quotations or parts thereof, or to select any combination which may be deemed most advantageous to the School District. Where quality and service are relatively equal, price will be the determining factor.
In awarding purchases or contracts for services, approval will be based upon:
- Price
- Quality of the product, service and warranty
- Service, delivery, and maintenance of product
- Suitability of the product or service
- Conformance to specifications
- Past performance to the District
- Vendor reliability
- Payment terms
Professional Services
Contracts for professional services shall be reviewed and reconsidered by the School Board on a regular basis, normally every three (3) years. Contracts awarded by the School Board and requests for proposals shall be maintained for a period of six (6) years after closing and final approval of the work contracted.
Prohibitions Related to Purchases
No Board member, officer, or employee of this district, or their families shall be interested financially in any contract entered into or purchase made by the Board.
- Personal Purchases – No personal purchases may be made using the School District’s name.
- Purchase of Items for Sale to Employees – No purchase of items shall be made for the sale to employees whatsoever except meals, public services and such specialized appliances as may be required for the safety or health of the employees.
- Private Interest in Public Contracts – State law prohibits any public officer or employee to negotiate, bid for or enter into a contract in which he/she has a private pecuniary interest, direct or indirect, if at the same time he/she is authorized or required by law to participate in his/her official capacity in the making of that contract or to perform in exercise of discretion on his/her part.
- Acceptance of Gifts or Other Items of Value – Under state law, no public official or employee may use his/her public position or office to obtain financial gain or anything of substantial value for the private benefit of him/herself or his/her immediate family, or for any organization with which he/she is associated.
LEGAL REF.: Sections 66.949 Wisconsin Statutes
118.12
120.12(24)
120.13
120.44
946.12
946.13
CROSS REF.: 672 Rules (1) Performance Guarantees
672 Rule (2) Purchasing Procedures
672.1, Bidding Requirements
WREA Agreement
APPROVED: November 11, 1974
REVISED: November 14, 1988
January 8, 1990
March 11, 1996
January 14, 2002
March 12, 2007
Top
|
|
672-Rule (1) STANDARDS FOR PERF0RMANCE AND PAYMENT ASSURANCES
Introduction
Section 779.14(1m)(d), Wis. Stats., sets forth certain requirements relating to contracts with the Wisconsin Rapids Public School District (District) for the performance of labor or the furnishing of materials for a public improvement or public work. These requirements are intended to provide reasonable assurance to subcontractors of a prime contractor, that the subcontractors will be paid for their labor and materials provided in connection with the project. The level and type of such assurance is dependent on the contract price with the prime contractor.
Assurances
For a contract having a contract price of less than $10,000, the prime contractor need not provide any bond, surety or other mechanism providing for prompt payment of claims for labor or materials, unless the District determines otherwise.
For a contract having a contract price in excess of $10,000 but not exceeding $50,000, the contract with the prime contractor shall:
Allow the District to make direct payments to subcontractors or to pay the prime contractor with checks that are payable to the prime contractor and to one or more subcontractors; and
Require the prime contractor to deposit with the District a payment and performance bond assuring payment and performance, unless the bond is waived by application of the standards set forth in the subsection “Standards for Waiving Payment of Performance Bonds and Accepting Alternative Forms of Assurance” below.
For a contract having a contract price exceeding $50,000 but not exceeding $100,000, the contract with the prime contractor shall:
Allow the District to make direct payments to subcontractors or to pay the prime contractor with checks that are made payable to the prime contractor and to one or more subcontractors: and
Require the prime contractor to deposit with the District a payment and performance bond . The District may allow the prime contractor to submit to a different form of assurance, such as an irrevocable letter of credit, a bond or an escrow account. In such instance, the alternative form of assurance must be for an amount at least equal to the contract price and satisfy the standards for waiving bonds or accepting alternative forms of assurance as set forth in subsection “Standards for Waiving Payment of Performance Bonds and Accepting Alternative Forms of Assurance” below.
The foregoing dollar limitations on contract thresholds shall be indexed under Sec 779.41(1s), Wis .Stats., to correspond with adjustments promulgated from time to time by the Wisconsin Department of Workforce Development. Further, the foregoing requirements do not apply to a contract for the direct purchase of materials by the District.
Standards for Waiving Payment of Performance Bonds and Accepting Alternative Forms of Assurance
In circumstances identified in “Assurances” above, the District may waive the requirement for a payment and performance bond and/or may accept an alternative form of assurance because such action is in the best economic interest of the District. In making these determinations, the following matters will be considered, to-wit:
The prime contractor has bonding capacity at least three times the amount of the proposed contract.
The prime contractor has at least five (5) years experience as a prime contractor in the construction industry.
No meritorious claims for nonpayment for labor performed or materials furnished have been asserted or liens filed against the prime contractor within the prior three years with respect to any contract.
The prime contractor is not a party to any litigation or administrative proceedings, nor so far as is know to the prime contractor, is any litigation or administrative proceeding threatened, which would, if adversely determined, cause any material adverse change in its assets or financial condition of the conduct of its business.
The prime contractor is not a party to or is bound by any agreement, instrument or undertaking, or subject to any other restriction which would materially adversely affect or may in the future so affect the assets, financial condition or business operations of the prime contractor.
The prime contractor is presently and has been authorized to do business in the State of Wisconsin for at least three (3) years prior to the date of the bid; and if the prime contractor is a corporation or similar entity, is in good standing under the laws of the State of Wisconsin and has complied with all certifications, filings and requirements necessary to continue doing construction work with the District.
The prime contractor has the valid power and authority to enter into a contract to perform construction with the District.
The prime contractor is financially able to meet the terms of the contract, as verified by the current financial statement of the contractor submitted to the District, and has evidence of available credit limits from a lender acceptable to the District.
The prime contractor shall maintain either (a) equity in the contractor’s business; or (b) a commitment for credit in an amount equal to the amount of the contract during the term of the contract and for the one year following substantial completion of the contract, unless otherwise released by the District.
The prime contractor obtains lien waivers from any and all subcontractors on the project and provides copies of said lien waivers to the District prior to the final payment of the contract price or as progress payments are made.
The prime contractor provides the District with a list of all subcontractors. If a waiver or alternative form of assurance is accepted, the District will notify each of the subcontractors named, of the waiver and the anticipated date of final payment to the prime contractor.
The District may, but shall not be obligated to, consider other factors, in addition to those listed above, with regard to whether the bonding requirements should be waived or alternative forms of assurance should be substituted. Examples of such other factors are:
The cost of obtaining a bond when compared to the contract price; or
Any other factors that will allow the District to evaluate whether a bond or alternative form of assurance is appropriate under the particular/actual circumstances.
In determining whether or not to grant a waiver or to accept alternative forms of assurance, the District will consider the foregoing matters AND NOTHING CONTAINED HEREIN SHALL BE DEEMED AS OBLIGATING THE DISTRICT TO GRANT SUCH WAIVER OR ACCEPT THE ALTERNATIVE FORM. Such decisions are in the sole discretion of the District.
LEGAL REF: Section 779.14, Wis. Stats.
APPROVED: November 11, 1974
REVISED: January 14, 2002
Top
|
|
672-Rule(2) PURCHASING PROCEDURES
Purchase Orders
1.Purchase orders must be approved by the school principal and then forwarded to the Business Office for approval
a.For those areas having department chairs, the purchase order shall first be approved and account coded by the department chair before going to the school principal.
b.Purchase orders shall include full information, including quantity (units), description, catalog number, brand name, date needed, price and designation as to whether price is quoted, estimated or from a catalog.
2.The Business Office shall make final approval based on budget parameters.
The originator of the purchase order will be notified concerning its disposition by the Business Office through the building principal.
Invoices
The school district assumes the responsibility of paying invoices, only if the established purchasing procedure is followed. The invoice must be for merchandise actually received on an approved completed or partially completed purchase order.
For an invoice to be presented to the Board for approval at the regular monthly Board meeting, the invoice must be received in the Business Office no later than four working days prior to the last working day of the prior month.
CROSS REF.: 673, Payment Procedures
APPROVED: November 11, 1974
REVISED: January 14, 2002
Top
|
|
672.1 PROPOSALS FOR PROFESSIONAL SERVICES
The Board recognizes that certain services do not lend themselves to the traditional bid process because of the qualitative characteristics involved in the service. These professional services include, but are not limited to, those provided by attorneys, architects, auditors, engineers, and the like.
The policy is intended to encourage free competition, thereby obtaining the best value for the district. It neither promotes nor discourages continuation with the current professional service provider, rather it provides a basis for the regular evaluation of services to assure continued quality at a reasonable price. Wherever possible, local bidders and suppliers will be given serious consideration and the opportunity to bid.
Administration should solicit proposals for these types of services on a case by case basis where the cost of the project is expected to exceed $5,000, but in all instances, not less than once every three years. Requests for proposals should be widely distributed (advertised) and general enough not to exclude capable service providers.
Evaluation criteria may be developed by the administration and approved by the Board prior to requesting proposals. Such criteria may include but are not limited to: timeliness of service, education of personnel, size of firm, membership in professional organizations, references, similarity of type of work, area of specialty, and location of the firm. Final selection of a service provider shall be approved by the Board.
On nonrecurring and isolated legal matters, it is encouraged that the work be granted to firms that have not recently been retained by the district on larger matters and that local firms be given preference.
APPROVED: November 11, 1974
REVISED: July 7, 1986
October 10, 1988
January 11, 1993
January 14, 2002
Top
|
|
672.2 RELATIONS WITH VENDORS
The schools shall not extend favoritism to any vendors. Each order shall be placed on the basis of quality, price, and delivery, with past service being a factor if all other considerations are equal.
The schools shall not solicit funds or material from vendors, however worthy the purpose.
Visits and communications with vendors shall be governed by established procedures.
LEGAL REF.: Section 118.12 Wisconsin Statutes
946.13
CROSS REF.: 672, Purchasing Procedures/Competitive Pricing
APPROVED: November 11, 1974
REVISED: January 14, 2002
Top
|
|
673 PAYMENT PROCEDURES
All bills and requests for payment against all district funds must be processed through the business office. The business office shall audit, check and approve all bills, payrolls and claims against the district before presenting them to the Board for approval for payment.
No bills shall be submitted to the Board unless there is acceptance that the items have been received or the work has been completed.
LEGAL REF.: Sections 66.285 Wisconsin Statutes
6.286
20.12(1)
20.44
CROSS REF.: 672 Rule(2), Purchasing Procedures
APPROVED: January 14, 2002
Top
|
|
681 ACCOUNTING SYSTEM
Expenditures will be classified and all district funds accounted for in accordance with the Wisconsin Elementary and Secondary School Accounting System.
LEGAL REF.: Sections 115.28(13) Wisconsin Statutes
120.14(2)
120.44
121.05(1)(c)
APPROVED: November 11, 1974
REVISED: January 14, 2002
Top
|
|
682 PERIODIC FINANCIAL REPORTS
The superintendent or his/her designee shall be responsible for maintaining the books and records of the district in auditable form. He/she shall prepare or cause to be prepared all fiscal reports, keep necessary records to control adequately the financial transactions of the district, and prepare financial statements.
Financial statements will be prepared under the direction of the superintendent or his/her designee and submitted to the Board.
The superintendent or his/her designee shall file all fiscal reports with the county, state or federal agencies, as required.
LEGAL REF.: Sections 65.90(3) Wisconsin Statutes
120.11
120.14
120.16(4)
120.18
120.44
121.05
APPROVED: November 11, 1974
REVISED: January 14, 2002
Top
|
|
683 INVENTORIES
An inventory of all district-owned furniture, equipment and materials shall be maintained and updated annually under the direction of the director of business services. School district staff shall be responsible for assisting with the annual inventory.
The director of business services shall develop inventory procedures. The director of business services may direct staff to take a physical inventory from time to time.
CROSS REF.: WREA Agreement
APPROVED: January 14, 2002
Top
|
|
684 AUDIT
An audit of the accounts of the school district shall be made annually by an independent certified public accountant selected by the Board.
The audit examination shall be conducted in accordance with generally accepted auditing standards, and shall include all funds over which the Board has direct or supervisory control.
LEGAL REF.: Sections 120.14 Wisconsin Statutes
120.44
PI 14.03, Wisconsin Administrative Code
APPROVED: November 11, 1974
REVISED: January 14, 2002
Top
|
|
690 DISPOSAL OF SCHOOL PROPERTY
All sales or disposals of school property shall be made through the business office.
Textbooks
An attempt will be made to sell textbooks no longer needed by the school district to a used book dealer. Any textbooks remaining will be offered to staff, students, parents and non-profit organizations at no cost. Textbooks not given to interested parties will be disposed of in the most cost effective means possible.
Library and Reference Books
Library books and reference books no longer needed by the school will be offered to staff, students, parents and non-profit organizations at no cost.. Any books remaining will be disposed of in the most cost effective means possible.
Equipment
Equipment no longer of value to the school district may be disposed of by administration as follows:
1.Advertised to staff for sale at the best price.
2.Sold and or donated to other non-profit organizations.
3.Disposed of in the most cost-effective means possible.
LEGAL REF.: Sections 120.10(12) Wisconsin Statutes
120.44
APPROVED: February 13, 1978
REVISED: January 14, 2002
May 12, 2008
Top
|
| |
|
|
