Petty Cash

A $200 petty cash fund shall be established for the school for the purchase of materials, supplies or services under conditions requiring immediate payment. The amount of individual reimbursement from the fund will not exceed fifty (50) dollars unless authorized by the Superintendent of Schools. The Board of Trustees shall appoint a custodian for the petty cash fund who shall administer and be responsible for such fund.

 

To ensure that the fund is properly managed, the following guidelines shall be followed:

 

  • Receipts and cash-on-hand must always total the authorized fund amount. All disbursements from the fund are to be supported by receipted bills or other evidence documenting the expenditure.
  • Payments may be made from petty cash for materials, supplies, or services requiring immediate payment. Sales tax on purchases will not be paid by the school district from petty cash funds.

 

The district shall reimburse uses of petty cash funds up to the extent of expenditures, with appropriate documentary support. The Purchasing Agent shall sign off on all uses of petty cash funds requested by others. The Business Manager shall reimburse the petty cash fund when necessary.

 

Ref:     Education Law §1604(26)

8 NYCRR §170.4

 

 

 

Adoption date:           August 21, 2013

Investments

The objectives of the district’s investment policy are to safeguard district funds and to minimize risk, to ensure that investments mature when cash is required to finance operations, and to ensure a competitive rate of return. In accordance with this policy, the District Treasurer is authorized to invest and/or deposit all funds, including proceeds of obligations and reserve funds, in time-deposit accounts, certificates of deposit, short-term government securities or other investment instruments permitted by law, subject to the investment regulations approved by the Board of Trustees.

 

To the extent feasible, investments and deposits shall be made in and through local or regional financial institutions. Concentration of investments in a single financial institution should be avoided. Diversification of investments and deposits is encouraged.

 

This policy will be reviewed annually by the Board and may be amended from time to time in accordance with the provisions of section 39 of the General Municipal Law.

 

Ref:     Education Law §§1604-a; 1723-a; 3651; 3652

Local Finance Law §§24.00, 25.00, 165.00

General Municipal Law §§6(d), 6(j); 6(l-n, p, r); 10; 11; 39

 

 

Adoption date:           August 21, 2013

Investments Regulation

Authorized Investments

 

The District Treasurer is authorized to invest all available district funds, including proceeds of obligations and reserve funds, in the following types of instruments:

 

  • Savings Accounts or Money Market accounts of designated banks;
  • Certificates of Deposit issued by a bank or trust company located in and authorized to do business in New York State
  • Demand deposit accounts in a bank or trust company located in and authorized to do business in New York State
  • Obligations of New York State
  • Obligations of the United States government (US Treasury Bills and Notes)

 

Conditions

 

All investments made pursuant to this investment policy will comply with the following conditions:

 

  1. Collateral
    1. Savings accounts, money market accounts, time deposit accounts and certificates of deposit will be fully secured by insurance of the Federal Deposit Insurance Corporation or by obligations of New York State, the United States, New York State school districts and federal agencies whose principal and interest are guaranteed by the United States. The market value of collateral will at all times exceed the principal amount of the certificate of deposit. Collateral will be monitored no less frequently than on a monthly basis.
    2. Collateral will not be required with respect to the direct purchase of obligations of New York State, the United States and federal agencies, the principal and interest of which are guaranteed by the United States Government
  2. Delivery of Securities

Payment of funds may only be made upon receipt of collateral or other acceptable form of security, or upon the delivery of government obligations whether such obligations are purchased outright, or pursuant to a repurchase agreement. Written confirmation of delivery shall be obtained from the custodial bank.

  1. Written Contracts

Written contracts are required for certificates of deposit and custodial undertakings. With respect to the purchase of direct obligations of U.S., New York State, or other governmental entities in which monies may be invested, the interests of the school district will be adequately protected by conditioning payment on the physical delivery of purchased securities to the school district or custodian, or in the case of book-entry transactions, on the crediting of purchased securities to the Custodian’s Federal Reserve System account. All purchases will be confirmed promptly in writing to the school district.

  1. Designation of Custodial Bank
    1. The Board will designate a commercial bank or trust company authorized to do business in the State of New York to act as Custodial Bank of the school district’s investments. However, securities may not be purchased through a Repurchase Agreement with the Custodial Bank.
    2. When purchasing eligible securities, the seller will be required to transfer the securities to the district’s Custodial Bank.
  2. Selection of Financial Institutions
    1. The District Treasurer will periodically monitor, to the extent practical but not less than annually, the financial strength, credit-worthiness, experience, size and any other criteria of importance to the district, or all institutions and trading partners through which the district’s investments are made.
    2. Investments in time deposits and certificates of deposit are to be made only with commercial banks or trust companies, as permitted by law.
  3. Operations, Audit, and Reporting
    1. The District Treasurer will authorize the purchase and sale of all securities and execute contracts for investments and deposits on behalf of the school district. Oral directions concerning the purchase or sale of securities will be confirmed in writing. The school district will pay for purchased securities upon the simultaneous delivery or book-entry thereof.
    2. The school district will encourage the purchase and sale of securities through a competitive process involving telephone solicitation for at least three quotations.
    3. Monthly investment reports will be furnished to the Board of Trustees.

 

 

Adoption date:           August 21, 2013

Contracting for Professional Services

The Board of Trustees will make certain that professional services are secured in a manner that protects the integrity of the process, ensures the prudent use of taxpayer dollars and provides a high quality standard of service, in accordance with law and regulation. Professional services are defined as services requiring special skill and/or training, such as legal services, medical services, auditing services, property appraisals or insurance.

 

Purchasing professional services does not require competitive bidding. The Board directs the Superintendent of Schools to take measures to ensure that a highly qualified professional is secured through the prudent and economical use of public money, which may include:

 

  • Reviewing trade journals
  • Checking professional listings; and/or
  • Inquiring of other districts or other appropriate sources.

 

The designated district staff will prepare a comprehensive written request for proposals (RFP) which will contain critical details of the services sought. The RFP will specify that the proposal include the structure of the relationship between the district and the provider, including, if applicable, the terms of the retainer, the hourly fees, and other associated costs.

 

In reviewing the RFPs, the district will consider, at a minimum, the following factors:

 

  • The suitability of the individual/firm for the district’s needs
  • The special knowledge or expertise of the individual/firm
  • The credentials and applicable certifications of the individual/firm
  • The quality of the service provided by the individual/firm
  • Cost
  • The staffing available from the firm or the time available from the individual.

 

The district will periodically, but not less frequently than every three years, issue professional service RFPs and may conduct interviews as part of the RFP process. The written proposals submitted by applicants shall be maintained for at least three (3) years.

 

The Superintendent, after a thorough review of the proposals, will recommend the professional service provider best suited to the district to the Board for its approval.

 

Regardless of when during the year the professional service provider was engaged by the Board, at the annual Reorganizational Meeting the Board will appoint the attorney, physician, or other professional, as applicable. Professional service providers selected and appointed in this manner will not be considered employees of the district.

 

The Superintendent is charged with developing administrative procedures to implement this policy.

 

Ref:     General Municipal Law §104-b

2 NYCRR §§315.2, 315.3

Trane Co. v Broome County, 76 A.D. 2d 1015

Appeal of Lombardo, 38 Educ. Dept. Rep. 730

Opn. St. Comp. 92-33

 

 

Adoption Date:          August 21, 2013

Claims Audit Function

The Board of Trustees will perform the claims audit function for the district.

 

The claims audit function formally examines, allows or rejects all accounts, charges, claims or demands against the school district. The auditing process should determine:

 

  • That the proposed payment is for a valid and legal purpose
  • That the obligation was incurred by an authorized district official
  • That the items for which payment is claimed were in fact received or, in the case of services, that they were actually rendered
  • That the obligation does not exceed the available appropriation, and
  • That the submitted voucher is in proper form, mathematically correct, does not include previously paid charges or tax, and is in agreement with the voucher or purchase order or contract upon which it is based.

 

Ref:     Education Law §§1604(35)

8 NYCRR §170.2

Matter of Levy, 22 EDR 550 (1983)

 

 

 

Adoption date:           August 21, 2013

Budget Planning Regulation

The budget calendar prepared by the Superintendent of Schools shall include:

 

  • A schedule which sets forth all important meetings and dates, including deadlines for budget proposals from within the district;
  • Commencement dates and deadlines for certain budgetary tasks, such as the estimation of all revenues and income expected to be received by the district; and
  • Events such as the preliminary dates for the Board of Trustees’ consideration of the tentative budget.

 

As part of the budget planning process, the Superintendent of Schools and the Business Manager will evaluate:

 

  • The educational philosophy, goals and objectives of the District and their modification where required:
  • The district education program and support systems, such as transportation;
  • Census and enrollment projections;
  • The condition of the physical plant for operation and maintenance needs;
  • Debt service schedules; and
  • Estimated revenue from sources other than property tax (e.g. Federal aid)

 

 

Adoption date:           August 21, 2013

Budget Planning

The Superintendent of Schools, with the assistance of the Business Manager, shall be responsible for the preparation of the budget. This shall include developing a budget calendar in accordance with the Budget Planning Regulation, and adhering to that calendar. The budget calendar shall be approved by the Board of Trustees in advance of the preparation of the district’s annual budget.

 

The budget shall be designed to reflect the Board’s objectives for the education of the children of the district. It shall be carefully organized and planned to provide adequate accounting for each program expenditure, understanding of the financial needs of anticipated program developments, and be within the financial limitations of the district.

 

The budget for the ensuing school year shall be thoroughly reviewed by the Board before its presentation to the voters for final adoption.

 

 

Ref:     Education Law §§1608(2)-(4); 2002(1); 2003(1); 2004(1); 2022(2); 2601-a

Fiscal Management (NYSSBA, 1997)

 

 

Adoption date:           August 21, 2013

Budget Transfers

The transfer of funds between and within functional unit appropriations of the General Fund is commonly required during the school year. The Superintendent of Schools, based on the recommendation of the Business Manager, is authorized to make budget transfers, not to exceed $25,000.00 between line item accounts. The Superintendent of Schools will present all transfers in excess of $25,000.00 to the Board at its next regular meeting for approval.

 

Each time the Superintendent of Schools approves a transfer of funds, such transfer will be reviewed by the Board at its next regular meeting.

 

 

Ref:     Education Law §1718

8 NYCRR §170.2(1)

 

 

Adoption date:           August 21, 2013

Busing Policy

The Wainscott Common School District is concerned about the safety and wellbeing of all students as they are transported to and from the School to attend classes. At the end of the school day, students who are returned to their respective homes (or to the homes of other students, when such permission is granted by the parents) via school bus are to be met at the driveway of the home by a parent or other designated individual. Students are not permitted to exit the bus unless met by an adult who has permission to escort the child from the bus; exceptions to this rule may be made on an individual basis, with full consideration of the request and circumstances surrounding that request, and the parent’s absolving the District of any responsibility in granting such a request.

 

If a parent or other designated individual is not present to meet the bus at student drop-off time, the student will be returned to the School at the end of the bus run, after all other students have been returned home. Acknowledging the burden that this places on school staff who must tend to the child(ren) while awaiting the arrival of a parent or designated individual, the following procedure will be in place:

 

First offense of the semester (September 1-January 31 / February 1 – June 30)

Warning is issued

 

Second offense of the semester

Student is denied bus transportation for two (2) school days

 

Third offense of the semester

Student is denied bus transportation for five (5) school days

Child Protective Services is notified of neglect

 

The Board of Trustees will consider compensation for staff who must stay beyond their contractual work day.

Dignity For All Students

DIGNITY FOR ALL STUDENTS ACT

The Dignity for all Students Act was signed into law on September 13, 2010 and takes effect on July 1, 2012; this Act amended Section 801-a of New York State Education Law regarding instruction in civility, citizenship, and character education by expanding the concepts of tolerance, respect for others and dignity to include: an awareness and sensitivity in the relations of people, including but not limited to, different races, weights, national origins, ethnic groups, religions, religious practices, mental or physical abilities, sexual orientations, gender identity or expressions, and sexes. The Dignity Act further amended Section 2801 of the Education Law by requiring Boards of Education to include language addressing the Dignity Act in their codes of conduct.
Harassment and Bullying are now defined as:
The creation of a hostile environment by conduct or by …threats, intimidation or abuse,
including cyberbullying, that (a) has or would have the effect of unreasonably and
substantially interfering with a student’s educational performance, opportunities
or benefits, or mental, emotional or physical well-being; or …(b) reasonably causes
or would reasonably be expected to cause a student to fear for his or her physical
safety; …or…(c) reasonably causes or would reasonably be expected to cause
physical injury or emotional harm to a student; or (d) occurs off school property
and creates or would foreseeable create risk of substantial disruption within the
school environment, where it is foreseeable that the conduct, threats, intimidation,
or abuse might reach school property. Acts of harassment and bullying shall include,
but not be limited t, to those acts based on a person’s actual or perceived race,
color, weight, national origin, ethnic group, religion, religious practice, disability,
sexual orientation, gender or sex. For the purposes of this definition the term
“threats intimidation or abuse” shall include verbal and nonverbal actions. (Education Law §11(7))

The Board of Trustees of the Wainscott Common School District wholeheartedly endorses the Dignity Act without any reservation whatsoever. For many years predating the Dignity Act, Character Education has played an important role in the daily fabric of Wainscott School life including, but not limited to:
• Word of the week
• Citizen of the week
• Relevant books read during read-aloud
• Follow-up group activities
• Plays
• Manners discussed and reinforced daily, including in the lunchroom and during recess
• Groups with the school psychologist
• Guest speakers
• Ethical use of technology and awareness of cyberbullying
Character Education shall be conducted by, but not limited to, the K-1 and 2-3 teachers and the School Psychologist. Pursuant to the Commissioner’s Regulations §801-a, (8 NYCRR 100.2(c)(2))such education shall include “awareness and sensitivity to discrimination or harassment in civility in the relations of people of different races, weights, national origins, ethnic groups, religions, religious practices, mental or physical abilities, sexual orientations, genders and sexes”.
The Wainscott Common School District shall create policies addressing the following:
 Creating a school environment that is free from discrimination or harassment
 Creating guidelines to be used in school training programs to discourage the development of discrimination or harassment, designed to raise the awareness and sensitivity of school employees to potential discrimination or harassment and to enable employees to prevent and respond to discrimination or harassment
 Creating guidelines relating to the development of nondiscriminatory instructional and counseling methods, and requiring that at least one staff member be thoroughly trained to handle human relations in the areas of race, color, weight, national origin, ethnic group, religion, religious practices, disability, sexual orientation, gender and sex.

REVISIONS TO THE CODE OF CONDUCT
The district’s Code of Conduct shall be amended to include:
 an age-appropriate version of the policy;
 provisions prohibiting discrimination and harassment against any student, by employees or students on school property or at a school function.
 provisions for responding to acts of discrimination and harassment against students by employees or students on school property
 a bill of rights and responsibilities of students which focuses upon positive student behavior and a safe and supportive school climate.
SCHOOL EMPLOYEE TRAINING PROGRAMS
The Wainscott School District shall provide a DASA training program for employees which raises awareness to potential acts of discrimination and/or harassment and train employees how to respond to incidents of discrimination and/or harassment (8 NYCRR 100.2(jj)).

DIGNITY ACT COORDINATOR
At the District’s Reorganization Meeting in July, or as soon as practicable thereafter, the District shall appoint a Dignity Act Coordinator who shall be trained to handle human relations in the areas of race, color, weight, national origin, ethnic group, religion, religious practice, disability, sexual orientation, gender and sex.
DASA ANNUAL REPORTING REQUIREMENTS
The Wainscott School District shall submit an annual report to the New York State Education Department “in a manner prescribed by the Commissioner, on or before the basic educational data system (BEDS) reporting deadline”. All data requested by the NYSED shall be submitted in a timely fashion by the Superintendent of Schools or his/her designee.
REPORTING OF INCIDENTS
 Parents and students may make an oral or written report of harassment, bullying or discrimination to teachers, administrators, and other school personnel that the school district deems appropriate.
 School employees who witness harassment, bullying or discrimination, or receive an oral or written report of harassment, bullying or discrimination must promptly orally notify the Superintendent of Schools or his/her designee no later than one school day after such employee witnesses or receives a report of harassment, bullying or discrimination, and file a written report to the Superintendent of Schools or his/her designee not later than two school days after making such oral report.
 The Superintendent of Schools or his/her designee must lead or supervise a thorough investigation of all reports of harassment, bullying or discrimination and to ensure that such investigation is completed promptly after receipt of any written reports made pursuant to this policy.
 The school, when an investigation reveals any such verified harassment, bullying or discrimination, must take prompt actions reasonably calculated to end the harassment, bullying or discrimination, eliminate any hostile environment, create a more positive school culture and climate, prevent recurrence of the behavior, and ensure the safety of the student or students against whom such harassment, bullying or discrimination was directed.
 The school shall prohibit retaliation against any individual who, in good faith, reports, or assists, in the investigation of harassment, bullying or discrimination.
 The Superintendent of Schools shall make a regular report on data and trends related to harassment, bullying and discrimination to the Board of Trustees.
 The school shall, at least once during each school year, provide all school employees, students and parents with a written or electronic copy of the school district’s policies created pursuant to the Dignity for All Students Act, or of a plain-language summary thereof, including notification of the process by which students, parents and school employees may report harassment, bullying and discrimination.

DEVELOPMENT OF GUIDELINES
The school is required to develop guidelines to be used in school training programs to discourage the development of harassment, bullying and discrimination and to make employees aware of the effects of harassment, bullying, cyberbullying and discrimination on students that are designed:
a. to raise the awareness and sensitivity of school employees to potential harassment, bullying and discrimination, and
b. to enable employees to prevent and respond to harassment, bullying and discrimination.
The school shall also develop guidelines relating to the development of measured, balanced and age-appropriate responses to instances of harassment, bullying or discrimination by students, with remedies and procedures following a progressive model that make appropriate use of intervention, discipline and education vary in method according to the nature of the behavior, the developmental age of the student and the student’s history of problem behaviors, and are consistent with the district’s code of conduct. In addition, training shall be required to address the social patterns of harassment, bullying and discrimination, including but not limited to those acts based on a person’s actual or perceived race, color, weight, national origin, ethnic group, religion, religious practice, disability, sexual orientation, gender or sex, the identification and mitigation of harassment, bullying and discrimination, and strategies for effectively addressing problems of exclusion, bias and aggression in educational settings (Education Law §13(2)-(3)).

 

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