Business and Non-Instructional Operations

Concept and Roles in Business and Non-Instructional Operations

The Board of Education recognizes that finances and financial management are critical to the support of the whole school program. To make that support effective as possible, the Board of Education shall:

1. Encourage advance planning through the best possible budget procedures.

2. Explore all practical sources of financial support.

3. Guide the expenditure of funds so as to extract the greatest educational returns.

4. Establish top‑quality accounting and reporting procedures.

5. Maintain the level of unit expenditure needed to provide high quality education within the financial ability of the community.

Non‑Instructional Operations

The operation and maintenance of school plant and equipment shall set high standards of safety, to promote the health of students and staff, to reflect prudent management of available resources and to support environmentally the efforts of the staff to provide a good education.

Policy adopted: March 2, 1992 CLINTON PUBLIC SCHOOLS

Clinton, Connecticut

3110

Business

Budget: Planning

As a preliminary part of the development of the budget, the Clinton Board of Education shall study the school program in relation to the present and future needs of the students and the community. In an effort to make the budget a comprehensive reflection of the financial needs of the school system, steps shall be taken to involve representatives of the community, students, certified and non‑certified staff, and the administrative staff in the budget process. The procedure for the involvement of these representatives shall be developed by the Superintendent of Schools and implemented by the Superintendent's office upon the formal approval of the Board of Education.

Legal Reference: Connecticut General Statutes

10‑51 Fiscal year. Budget.

10‑222 Appropriations and budget.

Policy adopted: March 2, 1992 CLINTON PUBLIC SCHOOLS

Clinton, Connecticut

3113

Business

Setting Budget Priorities

Before adopting the budget, the Clinton Board of Education shall study the school program in relation to the present and future needs of the students and the community and establish budget priorities for the fiscal year. To make the budget a comprehensive reflection of the financial needs of the school program, steps shall be taken to involve the certified, non‑certified, and administrative staff in its development.

Legal Reference: Connecticut General Statutes

10‑222 Appropriations and budget.

Policy adopted: March 2, 1992 CLINTON PUBLIC SCHOOLS

Clinton, Connecticut

3120

Business

Preparation of Budget Document

The Superintendent shall be responsible for preparing and submitting to the Board of Education a tentative budget for the fiscal year not later than the second regularly scheduled meeting in January.

Legal Reference: Connecticut General Statutes

10‑151 Fiscal Year. Budget.

10‑222 Appropriations and budget.

Policy adopted: March 2, 1992 CLINTON PUBLIC SCHOOLS

Clinton, Connecticut

3150

Business

Adoption of Budget

The Clinton Board of Education will present an itemized estimated cost for the operation of the public schools to the Board of Finance not later than two months preceding the annual meeting at which appropriations are to be made. The estimated cost of operating the public schools for the ensuing year shall be the final budget for the schools, modified, if necessary, by any difference in the amount requested by the Board of Education and the amount appropriated by the town for the operation of the schools.

Legal Reference: Connecticut General Statutes

10‑51 Regional schools. Budget.

10‑222 Appropriations and budget.

Policy adopted: March 2, 1992 CLINTON PUBLIC SCHOOLS

Clinton, Connecticut

3160

Business

Transfer of Funds between Categories; Amendments

In accordance with the policies of the Board, the Superintendent shall have power, within the limits of the major appropriations approved by the Board, to approve and direct all purchases and expenditures as allocated.

The Board shall make transfers between object budget categories at public meetings. The Superintendent or his/her designee is authorized to transfer funds from any object budget category in an amount not to exceed 20% or $10,000, whichever is greater, under emergency conditions if the urgent need for the transfer prevents the Board from meeting in a timely fashion to consider such transfer. All transfers made in such instances shall be announced at the next regularly scheduled meeting of the Board.

The Clinton Board of Education authorizes the Superintendent to approve and direct all purchases and expenditures as allocated in accordance with board policies.

Expenditures in each fiscal year shall not exceed the appropriation made by the Board of Finance combined with such money as may be received from other sources for school purposes.

Legal Reference: Connecticut General Statutes

10‑222 Appropriations and budget.

Policy adopted: March 2, 1992 CLINTON PUBLIC SCHOOLS

Policy revised: December 7, 1998 Clinton, Connecticut

3170

Business

Budget Administration

Upon the appropriation of funds by the Board of Finance, the Board of Education shall allocate the funds by account. The Superintendent shall allocate funds as to schools and department.

All expenditures for school purposes from the town appropriations shall be requested through and handled by the Superintendent. The Board of Education shall be notified of all bills paid from town appropriations at the meeting following such payment.

(cf. 3326.1 ‑ Payroll Procedures and Authorized Signatures)

Legal Reference: Connecticut General Statutes

10‑222 Appropriations and budget.

Policy adopted: March 2, 1992 CLINTON PUBLIC SCHOOLS

Policy revised: July 10, 2000 Clinton, Connecticut

3240

Business

Tuition Fees

The Clinton Board of Education will permit students from other school districts to attend local schools when they can be accommodated in existing classes. The students or their sending district shall pay a tuition fee to be established annually by September 15th by the Board of Education. The tuition fee may be adjusted as changes in costs indicate unless a multiple year agreement to provide educational facilities is entered into with another Board of Education.

(cf. 5118 ‑ Non‑residents)

Legal Reference: Connecticut General Statutes

10‑33 Tuition in towns in which no high school is maintained.

10‑55 Pupils to attend regional school.

10‑220 Duties of boards of education.

10‑253 School privileges for children in certain placements, non- resident children and children in temporary shelters.

10‑266 Reimbursement for education of pupils residing on state property.

Policy adopted: March 2, 1992 CLINTON PUBLIC SCHOOLS

Clinton, Connecticut

3250

Business

Materials/Services Fees, Fines and Charges

In line with the responsibility of the state to provide a free public school education, the Board of Education will provide instructional equipment, books and materials needed to maintain the desired instructional program free of charge, subject to reasonable rules concerning their care and use.

Copies of Records

Any person who applies in writing will receive a plain or certified copy of any public record. (cf. 9330 Board/School District Records) A fee not to exceed fifty cents per page will be established.

Legal Reference: Connecticut General Statutes

1‑15 Application for copies of public records.

10‑221 Boards of education to prescribe rules.

10‑228 Free textbooks, supplies, material and equipment.

10‑228a Free textbook loans to pupils attending non-public schools.

10‑229 Change of textbooks.

Policy adopted: March 2, 1992 CLINTON PUBLIC SCHOOLS

Clinton, Connecticut

3250

Business

Materials/Services Fees, Fines and Charges

In accord with Clinton Board of Education policy, no fees, deposits or other charges not specifically authorized by law shall be charged students for books, supplementary materials, supplies or use of school equipment such as musical instruments, towels, uniforms and the like. However, students will be charged for damaged or lost textbooks, library materials and other educational materials or equipment.

Each principal is responsible, in cooperation with teachers, coaches and other instructional personnel, for planning and requesting budgetary provision for all materials and activities recognized as part of the total school program.

(cf. 5125 ‑ Student Records; Confidentiality re: obligation)

Legal Reference: Connecticut General Statutes

1‑15 Application for copies of public records.

10‑221 Boards of education to prescribe rules.

10‑228 Free textbooks, supplies, material and equipment.

10‑228a Free textbook loans to pupils attending non-public schools.

10‑229 Change of textbooks.

Regulation approved: March 2, 1992 CLINTON PUBLIC SCHOOLS

Clinton, Connecticut

3260

Business

Sales & Disposal of Books, Equipment & Supplies

Disposition of Outdated Books

When equipment, books and materials become worn out, obsolete, surplus, or otherwise unusable in the schools, the Superintendent may authorize their disposal in a manner to the district's best advantage.

Equipment may not be sold directly to individuals. Any proceeds from disposition of equipment or supplies shall be deposited in the town general fund.

The Board of Education may, upon recommendation of the Superintendent of Schools, authorize the disbursement or destruction of outdated textbooks and/or equipment which are no longer useful to the educational program, provided that such books are a minimum of ten years old and have been determined to be obsolete by the professional administrative staff.

When books and/or equipment are sold either to used book vendors or shredders, this money must be returned to the town general fund. If and when such books and/or equipment are given to a community organization, the community organization may dispose of them as it wishes. Any monies received, therefore, can be retained in the community organization's account.

Legal Reference: Connecticut General Statutes.

10‑220 Duties of boards of education.

10‑240 Control of schools.

10‑241 Powers of school districts.

Policy adopted: March 2, 1992 CLINTON PUBLIC SCHOOLS

Clinton, Connecticut

3280

Policy rewritten 7/9/01

Business and Non-Instructional Operations

Gifts, Grants and Bequests

The Clinton Board of Education may accept on behalf of and for the schools any bequest or gift of money or property for a purpose deemed by the Board of Education to be suitable, and to utilize such money or property so designated.

The Superintendent of Schools shall set up criteria to be met in the acceptance of gifts, and the procedure for examining and evaluating offers of gifts to the district.

All gifts shall be accepted for the school district as a whole, and not for a particular school. At the discretion of the Superintendent of Schools, the gift may be used in a particular school.

Legal Reference: Connecticut General Statutes

10‑9 Bequests for educational purposes.

7‑194 Powers.

Policy adopted:	March 2, 1992	CLINTON PUBLIC SCHOOLS
Policy reviewed:		Clinton, Connecticut
Policy revised:

3280

Business and Non-Instructional Operations

Gifts, Grants and Bequests

The Clinton Board of Education appreciates the desire and willingness of individuals and groups to offer gifts and bequests for the enrichment and enhancement of the students' educational experiences; and it recognizes the availability and importance of grants from various sources for such purposes. Acceptance of gifts and bequests and approval of grant applications will be contingent upon criteria which include consistency with the school's stated mission and goals, compliance with relevant State and federal laws, equity of educational opportunity, and suitability of the source.

The Superintendent of Schools shall establish criteria to be met for acceptance of gift offers and approval of grant applications, and shall set up procedures for evaluation of such offers and applications. Subject to Board approval, the superintendent may define various categories of gifts, bequests and grant applications and designate for each the appropriate level of responsibility for acceptance or approval (e.g. building administrator, Special Education Director, Superintendent or Board).

All gifts shall be accepted on behalf of the school district as a whole but may be directed, at the discretion of the Superintendent, to a particularly appropriate site for utilization.

In the case of a significant donation or bequest, when it is the donor's intent that only the income therefrom will be used for designated purposes, the Board will arrange for suitable custodianship of the principal.

In the event that an independent educational foundation is established, the Board and Superintendent will cooperate with the trustees of such foundation to assure that its contributions to the school system are compatible with the criteria referred to above.

Policy adopted:	March 2, 1992	CLINTON PUBLIC SCHOOLS
Policy revised:	July 9, 2001	Clinton, Connecticut

3280

Business and Non-Instructional Operations

Gifts and Bequests

Any gift or bequest presented to the Clinton School District or any school within the district must be accompanied by a letter from the donor identifying the subject and purpose of the gift and any restrictions that may apply for appropriate action and recognition.

I. Criteria

A. To be accepted, a gift or bequest must satisfy the following criteria:

1. Have a purpose consistent with the mission and goals of the school district;

2. Be offered by a donor acceptable in terms of whether or not its persona is consistent with the mission, goals and philosophy of the Clinton Board of Education;

3. Will not adversely effect the allocation or use of resources, such as finances, staff load, space, safety, or the environment;

4. Will not begin a program which the Board of Education would be unwilling to take over when the gift or grant funds are exhausted;

5. Will place no restrictions on how or when the gift is used by the district, unless such restrictions are agreeable to the district;

6. Will be suitable for use in meeting the instructional needs of the school;

7. Will not be inappropriate or harmful to students; and

8. Will not be in conflict with any provision of the school code or public law.

II. Protocol

A. Authority to Accept Gifts or Bequests

1. The building principal or Special Services Director may accept a gift/bequest on behalf of her/his school or program up to an amount of $1,000¹ in value. A teacher may accept a gift or bequest in this category for use in his/her classroom with the approval of the principal and/or director.

2. For any gift/bequest over $1,000 in value, the building principal or special services director must consult with the superintendent as to its purpose, use and impact and gain the superintendent’s approval before accepting the gift/bequest.

3. For any gift/bequest over $5,000 in value, the superintendent will seek the Board of Education’s approval prior to accepting the gift/bequest.

3280

Business and Non-Instructional Operations

Gifts and Bequests (continued)

B. Notification

1. Prior to actual acceptance of any computer technology (hardware or software), the administrator must contact the district’s director of information technology to insure that the district can support and maintain the technology, that it fits into our technology plan, and that it is not obsolete. If the administrator and the director of information technology cannot come to agreement, the superintendent or designee will decide.

2. The building principal or special services director shall notify the superintendent, when appropriate, of a gift/bequest that has been accepted per section II., A.1 above.

3. The superintendent shall notify the Board of Education of a gift/bequest that has been accepted as per section II., A.2 above and section II.,A.1 above, as appropriate..

C. Acknowledgment

1. The principal/special services director shall send a letter of appreciation to the donor for any gift/bequests accepted as per section II., A.1 above.

2. The superintendent and principal/special services director shall send a letter to the donor for any gift/bequests accepted as per section II., A.2 above.

3. The Chairperson of the Board of Education and the superintendent shall send a letter to the donor for any gift/bequests accepted as per section II., A.3 above.

4. Any gift/bequest rejected at any level shall be returned to the donor or donor’s estate within 60 days with a statement indicating the reason for rejection of such gift.

¹This amount is intended to cover a group or series of gifts/bequests for items of a like nature or that function together to serve one purpose. For example, separating a gift or gifts (from one individual or several individuals) of 5 computers with a value of $5,000 into five separate $1,000 gifts would not be in keeping with the spirit of this regulation.

D. Inventory

The principal or the Special Services Director is responsible for including on the school’s inventory list any “capital item” and/or piece of technology equipment that is given to the district and placed in that school.

Regulation approved:	March 2, 1992	CLINTON PUBLIC SCHOOLS
Regulation revised:	July 9, 2001	Clinton, Connecticut

3280.1(a)

Business/Non-Instructional Operations

Grants

The Superintendent or his/her designee is encouraged to explore private sources of funds, goods and services for special projects or programs that will enhance the educational offerings of the District when local funding is unavailable for this purpose. These special projects or programs must promote the educational goals of the District. Staff members and members of the public may search out grants and bring to the attention of the Superintendent or his/her designee any that they feel should be pursued.

In order to offer the best educational opportunities for students of the District, the Board of Education will seek other sources of revenue to supplement the funds provided through local taxation and the basic aid offered by the state.

The District will seek as appropriate special funds from the federal and state governments and from other sources of competitive program funding. The District encourages its staff to make sources of possible funding for special purposes known.

A. Supplies & Equipment...................................................................... 3311 P

B. Purchasing Guides

I. Criteria