THE 6000 SERIES BOARD POLICIES ARE IN DRAFT FORM.

PROJECTED ADOPTION DATE: FEBRUARY 23, 2010

A district's annual budget is tangible evidence of the board's commitment toward fulfilling the aims and objectives of the instructional program and providing for the efficient and effective operation of the district. The budget expresses in specific terms the services to be provided, consistent with immediate and long-range goals and resources available and establishes priorities within broad program areas such as basic education, other separately funded programs and support services. Each year a budget shall be prepared for the ensuing fiscal year. The budget shall set forth the complete financial plan of the district for the ensuing school year.

Prior to presentation of the proposed budget for adoption, the superintendent shall prepare for the board's study and consideration appropriate documentation supporting his/her recommendations, which shall be designed to meet the needs of students within the limits of anticipated revenues consistent with reasonable management practices. Program planning and budget development shall provide for staff participation and the sharing of information with patrons prior to action by the board.

Notice and Conduct of Budget Hearings
Upon completion of the proposed district budget for the ensuing school year, notices shall be published in a local paper of general circulation in two successive weeks announcing the date, time and place of the budget hearing as required by law. The notice shall also state that any person may appear and be heard for or against any part of such budget. The last notice shall be published no less than seven days prior to the hearing.

Copies of the proposed budget shall be made available at the district office by July 10th unless the superintendent of public instruction has delayed the date because the state operating budget was not adopted by June 1st.

The district shall submit one (1) copy of its budget to its educational service district for review and comment.

Budget: Adoption and Filing
The budget for the ensuing school year shall be adopted by board resolution following a public hearing. Such action shall be recorded in the official minutes of the board. Second Class District Provision: Copies of the budget as adopted shall be filed with the educational service district for review, alteration, and approval by the budget review committee. Copies of the budget will be filed with the state superintendent of public instruction.

The dates for adoption and filing are as follows:

2nd Class Districts:
    Budget adopted by 8.1
    Budget forwarded to ESD for review, alteration and approval by budget review
                                  committee by 8.3
    Budget review committee approves budget by 8.31
    Budget returned to school district and filed with OSPI by 9.10
 

Budget Implementation
The board places responsibility with the superintendent for administering the operating budget, once adopted. All actions of the superintendent in executing the programs and/or activities as set forth in the adopted operating budget are authorized subject to the following provisions:

A.    Expenditure of funds for the employment and assignment of staff meet the legal requirements of the state of Washington and adopted board policies;
B.    Funds held in reserve accounts (General fund #810-890) for self-insurance and other such contingencies may not be expended unless approved for purposes designated by the board;
C.    Complete listing of expenditures for supplies, materials and services is presented for board approval and/or ratification;
D.    Purchases are made according to the legal requirements of the state of Washington and adopted board policy;
E.    Funds may be transferred from one budget classification to another subject to such restrictions as may be imposed by the board;
F.    The superintendent shall be responsible for establishing procedures to authorize and control the payroll operations of the district. The board may act on behalf of individual staff to deduct a certain amount from the staff member's paycheck and remit an agreed amount to a designee of the staff member. No involuntary deduction may be made from the wages of a staff member except for federal income tax, social security, medical aid, and state retirement, or in compliance with a court order such as garnishment; and
G.    Financial reports are submitted to the board each month.

Cross References:    Board Policy 5005    Employment
    Board Policy 6213    Reimbursement for Travel Expense

Legal References:    RCW    28A.300.060    Studies and adoption of classifications for school district budgets — Publication
        28A.320.010    Corporate powers
        28A.320.020    Liability for debts and judgments
        28A.400.300    Hiring and discharging employees  — Seniority and leave benefits, transfers between school districts
        28A.320.090    Preparing & distributing information on district's instructional program, operation and maintenance — Limitation
        28A.330.100    Additional powers of the board
        28A.505    School District Budgets
        28A.505.040    Budget — Notice of Completion – Copies – Review by ESD
        28A.505.060    Budget — Hearing and adoption of — Copies filed with ESDs
        28A.505.080    Budget — Disposition of copies
        28A. 505.150    Budgeted expenditures as appropriations Interim expenditures — Transfer between budget classes — Liability for nonbudgeted expenditures
        28A.510    Apportionment to District — District Accounting

    WAC     392-123-054    Time Schedule for Budget

Adoption Date:

 

PAYROLL: Authorization and Control
Employment of all certificated and classified staff must be approved by the board and authority to pay for such services rendered follows this approval.  Annual salaries shall be determined by placement on the district salary schedule in terms of position, experience and training (where applicable).  Proper documentation is required to receive credit for experience and training.

Personnel Action
To initiate a personnel action, the supervisor shall initiate a personnel action notice. The notice shall be approved by:
A.    Personnel department giving assurances that the contemplated action is consistent with all procedures related to the district's employment practices;
B.    Business department giving assurance that there are adequate funds covering the proposed action;
C.    Superintendent giving final authority for the personnel action.

Salary Warrants
Unless otherwise indicated, each staff member shall receive a salary warrant on the last working day of each month equal to l/12 of the staff member's yearly salary less statutory, contractual and voluntary deductions. Voluntary payroll deductions shall be authorized by the board. The board may act on behalf of individual staff to deduct a certain amount from the staff member’s paycheck and remit an agreed amount to a designee of the staff member.

Present statutory deductions are as follows:
OASI        Deducted during the calendar year from each pay warrant beginning with January 1 payroll until the required amount is deducted.
WITHHOLDING TAX    Deducted according to the current Internal Revenue Service schedule.
MEDICAL AID    Deducted from each pay warrant for all staff as set by the State Department of Labor and Industries.
RETIREMENT    
        Washington State Public Employees' Retirement System — Deducted from each pay warrant of non-certificated staff holding eligible positions at the rate set by the state.
Washington State Teachers' Retirement System — Deducted from each pay warrant of certificated full-time staff at the rate set by the state.

Present contractual deductions are as follows:
HEALTH INSURANCE    Deducted from the pay warrant each month for WEA Premera Blue Cross
SALARY INSURANCE    Deducted from the pay warrant each month for American Fidelity and AFLAC
LIFE INSURANCE            Deducted from the pay warrant each month.
ASSOCIATION/UNION DUES    As negotiated in each agreement.
DENTAL INSURANCE    Deducted from the pay warrant each month for eligible staff.

Present voluntary deductions are as follows:
CREDIT UNION    Deducted from the pay warrant each month for credit union.
UNITED WAY    Deducted for equal monthly installments beginning in September each year.
TAX-SHELTERED ANNUITIES    Deducted for equal monthly installments following the employee’s submission of new or amended participation forms.
DEFERRED COMPENSATION    Deducted for 12 equal monthly installments following the employee’s submission of new or amended participation forms.
POLITICAL CONTRIBUTIONS    Deducted in equal monthly installments following the employee’s submission of a request for payroll deduction on the Public Disclosure Commission form.
HOURLY OR DAILY:        Hourly or daily staff must submit time slips. Time slips
EMPLOYMENT    must be signed by the staff member and approved by the staff member's supervisor.

Leave
District leave provisions are covered in district policies. Upon return from a leave, the staff member shall complete a time slip and any related leave forms. The time slip must be approved by the staff member's supervisor. The business office shall compile the amount of leave used on a monthly basis. Accrued leave shall be reported on the staff member's warrant statement. Staff must submit time slips when they do not report to work regardless of the nature of the absence, whether illness, emergency leave, non-reimbursable leaves or vacation.


 

The district fiscal year shall begin September l each year and shall continue through August 31 of the succeeding calendar year.


Legal Reference:    RCW 28A.505.030    District fiscal year

Adoption Date:
 

The district shall maintain a system of funds with the county treasurer in accordance with state law and the accounting manual approved by the state superintendent of public instruction. The funds are:

A.    General Fund
The General Fund (GF) is financed primarily from local taxes, state support funds, federal grants, and local receipts. These revenues are used specifically for financing the ordinary and legally authorized operations of the district for all grades. The GF includes money which has been segregated for the purpose of carrying on specific activities such as the basic education program, the program for the handicapped and so on. The GF is managed in accordance with special regulations, restrictions and limitations and constitutes an independent fiscal and accounting entity.

B.    Capital Projects Fund
The Capital Projects Fund (CPF) contains the proceeds from the sale of voted bonds (unlimited tax general obligation bonds) and non-voted bonds (limited general obligation bonds), state of Washington financing assistance (state matching money), transfers from the district's basic education allotment, the proceeds of special levies earmarked for building purposes, earnings from capital projects fund investments, rental or lease proceeds and proceeds from the sale of property. Permissible expenditures from the proceeds derived from the sale of voted bonds, including the investment earnings thereon, is governed expressly by state law and, may include the acquisition of land or existing buildings, improvements to buildings and/or grounds, design and construction and/or remodeling of buildings, or initial equipment; provided that, the bond election resolution and ballot proposition approved by the voters authorizing the bonds includes these items. The Washington Constitution prohibits the use of voted bond proceeds to replace equipment. However, this prohibition does not apply to other money in the CPF. Proceeds from other sources are also governed by state law and may be used for major renovation and replacement including but not limited to roofing, heating and ventilating systems, floor covering and electrical systems; renovation of play fields and other district real property; energy audits, capital improvements and major items of equipment, furniture and implementing technology systems, facilities and projects, including acquiring hardware, licensing software and on-line applications that are an integral part of the district’s technology systems. Any money from the sale of voted bonds and investment earnings thereon remaining after the authorized capital improvements have been completed may be used to: (a) acquire, construct, install, equip and make other capital improvements to the district’s facilities; or (b) retire and/or defease a portion of voted bonds, all as the school board may determine by resolution after holding a public hearing pursuant to RCW 28A.530.020. Investment earnings derived from other sources in the CPF should be retained in the CPF and used for statutorily authorized purposes. The district may transfer investment earnings in the CPF, which have not been derived from voted bond proceeds, to a different fund; provided that, such investment earnings may only be expended for instructional supplies, equipment or capital outlay purposes. The superintendent should consult the board and appropriate district staff prior to altering the use of voted bond proceeds and transferring investment earnings out of the CPF.

C.    Debt Service Fund
The Debt Service Fund (DSF) is for the payment of principal of and interest on outstanding voted and non-voted bonds. The fund is not a warrant fund. Disbursements are made by the county treasurer by means of treasurer's checks. Provision shall be made annually for the making of a levy sufficient to meet the annual payments of principal and semiannual payments of interest. The district may transfer surplus investment earnings from the DSF to any other school district fund; provided that, such investment earnings are spent only for instructional supplies, equipment or capital outlay purposes. The district may transfer such investment earnings to other school district funds unless the resolution authorizing the voted bonds requires investment earnings to remain in the DSF to secure payment of voted bonds, thereby reducing future tax collections and the corresponding tax levy rate. The superintendent should consult with the board and appropriate staff prior to transferring interest earnings out of the DSF. Non-voted bonds are required to be repaid from the school district’s DSF, rather than the fund that actually received the non-voted bond proceeds. As a result, to pay principal of and interest on the non-voted bond, an operating transfer must be used from the CPF (or other fund) to the DSF. The school district should create a separate account within the DSF to repay the non-voted bond. The district should internally segregate the money pledged to repay the non-voted bond from any excess property taxes deposited in the DSF for the repayment of voted bonds. Prior to the issuance of a non-voted bond the superintendent or a designee shall review the repayment process with the board and the county treasurer. The proceeds from the sale of real property may be placed in the DSF or CPF, except for the amount required to be expended for the costs associated with the sale of such property.

D.    Associated Student Body Program Fund
The board is responsible for the protection and control of student body financial resources just as it is for other public funds placed in its custody. The financial resources of the Associated Student Body Program Fund (ASB Fund) are for the benefit of students. Student involvement in the decision-making processes related to the use of this money is an integral part of the associated student body, except that the board may delegate the authority to a staff member to act as the associated student body for any school which contains no grade higher than grade six. Money in the ASB Fund is public money and may not be used to support or oppose any political candidate or ballot measure. Money raised by students through recognized student body organizations shall be deposited in and disbursed from the fund which is maintained by the county treasurer. The ASB Fund is subject to management and accounting procedures which are similar to those required for all other district moneys. ASB constitutions shall provide for participation by ASB representatives in the decisions to budget for and disburse ASB Fund money. Private non-associated student body fund money raised for scholarships, student exchanges and charitable purposes shall be held in trust by the district.
 
E.    Transportation Vehicle Fund:
The transportation vehicle fund (TVF) includes the proceeds from the sale of transportation vehicles; lease, rental, non-voted bonds, or occasional use of surplus buses; depreciation reimbursement for district-owned buses; proceeds of TVF levies; optional transfers from the GF; and investment funds coming from the TVF. The TVF may be used to purchase and/or rebuild buses on a contract or cash basis. Money may be transferred from the TVF to the DSF exclusively for the payment of principal of and interest on non-voted debt incurred by the TVF. Such a transfer does not constitute a transfer of money from the TVF within the meaning of RCW 28A.160.130.

The district shall maintain a system of bank accounts as follows:
A.    A district depository and/or transmittal bank account;
B.    An associated student body imprest bank account for each school having an associated student body organization approved by the board; and
C.    Petty cash accounts in such numbers as are necessary to meet the petty cash needs of the schools and divisions of the district. The board may authorize the establishment of such accounts. Each petty cash account shall be approved by the board. A custodian shall be appointed for these accounts who shall be independent of invoice processing, check signing, general accounting and cash receipts functions. If this separation of functions is not feasible, another employee who is independent of those functions shall be responsible for reviewing the management of each account.

Legal References:     Wash.Const., Article VII, § 2    Voted bond proceeds and capital levy proceeds — Uses
    RCW 28A.320.320    Investment of funds of district
    RCW 28A.320.330    School funds enumerated — Deposits — Uses
    RCW 28A.325.010    Fees for optional noncredit extra curricular events—Disposition
    RCW 28A.325.020    Associated student bodies — Powers and responsibilities affecting
    RCW 28A.325.030    Associated student body program fund – Fund-raising activities – Nonassociated student body program fund moneys
    RCW 28A.335.060    Surplus school property – Rental, lease or use of – disposition of moneys received from
    RCW 28A.505.140    Rules and regulations for budgetary procedures — Review when superintendent [SPI] determines budget irregularity — Revised budget, state board's financial plan until adoption
    RCW 28A.530.010    Purposes for use of voted bond proceeds
    RCW 28A.530.020    Bond issuance — Election — Resolution to specify purposes
    RCW 28A.530.080    Additional authority to contract indebtedness
    
    RCW 42.17.130    Forbids use of public office or agency facilities in campaigns
    RCW 43.09.200     Division of municipal corporations — Uniform system of accounting
    RCW 43.09.210    Division of municipal corporations — Separate accounts for each fund or activity    
    RCW 84.52.053    Levies by school districts authorized — When — Procedure
    RCW 84.52.056    Excess levies for capital purposes authorized
    
    WAC 392-123    Finance — School District Budgeting
    WAC 392-138    Finance — ASB Moneys
    State Auditor Bulletin #301, III(E), Petty Cash

Adoption Date:
 

The following guidelines shall be used in managing bank accounts:
A.    The amount of the imprest fund of a school shall be based on the highest amount of funds expended in one month. The amount shall be approved by the board of directors.
B.    The board of directors shall appoint a staff member to serve as custodian of the fund. A surety bond shall be secured in the amount of the fund.
C.    Use of imprest funds and/or petty cash shall be restricted to those obligations which cannot be handled by voucher.
D.    Imprest funds and/or petty cash may not be used to circumvent any laws related to purchasing.
E.    All receipts which are submitted for reimbursement shall be dated and signed by the submitter.
F.    Imprest accounts shall be replenished at least monthly by warrant payable to the custodian. The replenishment must be made by voucher with appropriate receipts attached.
G.    Whenever an individual's appointment as custodian is terminated the imprest fund must be replenished and turned over to the fiscal officer.
H.    Local audits of each imprest account by someone other than the custodian of the account shall be made on a surprise and unscheduled basis at least twice per year.

Associated Student Body Fund Procedures
The following guidelines shall be in effect in the operation of the respective associated student bodies:
A.    The principal shall appoint the primary advisor to the ASB. He/she shall be responsible for designating advisors to the various student subgroup organizations affiliated with the ASB. For schools with no grade higher than grade six, the board may delegate the authority to a staff member to act as the associated student body.
B.    The principal shall be responsible for supervising the accounting functions to be performed at the building level. The building level accounting procedures shall be consistent with the accounting functions performed at the district office level.
C.    At the beginning of each year, the ASB shall submit a report which describes in summary those activities which constitute ASB programs.
D.    The ASB shall participate in the determination of the purposes for which ASB financial resources shall be budgeted and disbursed. Such purposes shall be reflected in the ASB budget which is submitted to the board of directors for its approval.
E.    The ASB shall approve all expenditures before money shall be disbursed from the fund.  In the event that an associated student body student group conducts fund raising or solicits donations for scholarships, student exchanges and charitable purposes, the associated student body group shall approve all expenditures of money so raised.
F.    ASB funds may be used for purposes consistent with school district policy and approved by the governing body of the organization, subject to the provisions incorporated into the student body constitution and bylaws. Private non-associated student body fund money held by the district is limited to scholarships, charitable contributions, and student exchange programs, and is limited to funds denoted for that specific purpose, that have been so identified at the time of their collection, and that have been held in trust exclusively for donative purpose. Such funds must be contributed and raised on a voluntary basis.
G.    Fundraising activities not associated with an ASB sponsored organization, including raising private non-associated student body funds, are not permitted by law to be done under the direction or supervision of staff nor with the use of district equipment, supplies, facilities or other district resources unless the district is fully reimbursed for all such costs. The principal shall have the authority to arrange for non-ASB funds to be held in trust in separate accounts in the fund so long as students are informed in advance that a charge shall be made to cover the full cost of the service.
H.    For schools with students in grade seven or above, evidence of student approval must appear on all vouchers supporting a disbursement of ASB money. This includes purchase orders and imprest fund check requests.
I.    ASB moneys must be on deposit with the county treasurer with the exception of an imprest banking account and petty cash. Such funds shall be administered in the manner required by the regulations of the state board of education.

Management Of District Bank Accounts
Moneys received for the district shall be handled as follows:
A.    Receipts shall be given for all moneys;
B.    All moneys received by the district, except those received by the county treasurer on behalf of the district, shall be deposited in the district's transmittal account. Provisions shall be made for     individual buildings to have access to night depository. In no cases shall money remain in a building for more than 24 hours;
C.    Receipts from special events shall be deposited intact;
D.    All moneys in the transmittal account shall be transmitted to the county treasurer no later than the first of each month. Such transmittals shall be accompanied by a report indicating the sums to be credited to each of the district's funds;
E.    An accurate record shall be kept of all expenditures from each imprest account. Reimbursement to the maximum permitted shall be made to each imprest account by voucher each month; and
F.    Local audits of each imprest account shall be made on a surprise and unscheduled basis at least twice per year. In addition, whenever there is a change of administrator, the imprest accounts which he/she administered shall be audited by the district.
 

Inter-fund loans between the general fund, the transportation vehicle fund, the capital projects fund, or the debt service fund may be used to alleviate a temporary cash deficiency.
Such loans shall not be used to balance the budget of the borrowing fund; nor shall they deter any function or project for which the fund was established.
The board must adopt a resolution before any inter-fund loan transaction takes place. The resolution shall contain the exact amount of the loan, the funds involved, the specific source of funds for repayment, the schedule for repayment and the interest rate involved.





Legal References:    RCW    28A.505.150    Budgeted expenditures as appropriations — Interim expenditures — Transfer between budget classes — Liability for non-budgeted expenditures
    WAC    392-123-135    Inter-fund loans
        through 160

Adoption Date:
 

Monthly Report
The business office shall prepare a monthly budget status report of the following funds:
A.    General fund,
B.    Capital projects fund,
C.    Debt service fund,
D.    Associated student body fund, and
E.    Transportation vehicle fund.

A “statement of financial condition” shall be submitted to the board each month. The superintendent shall reconcile ending net cash and investments, revenues and expenditures reported by the county treasurer with the district records for all funds. As part of the budget status report, the superintendent shall provide each director with a brief written explanation of any significant deviation in revenue and/or expenditure projections that may affect the financial status of the district.
Annual Financial And Statistical Report
At the close of each fiscal year, the superintendent, as board secretary, shall submit to the board an annual financial statistical report. The report shall include at least a summary of financial operations for the year.
Legal References:    RCW    28A.150.230    Basic Education Act — District school directors as accountable for proper operation of district — Scope — Responsibilities
        28A.400.030(3)    Superintendent's duties
    WAC    392-123-110    Monthly financial statements and reports prepared by school district administrator
        392-123-115    Monthly budget status report
        392-123-120    Statement of financial condition — Financial position of the school district
        392-123-125    Personnel budget status report
        392-123-132    Reconciliation of monthly county treasurers' statement to district records

Adoption Date:  
 

Total budget expenditures for each fund as adopted in the budget shall constitute the appropriations of the district for the ensuing fiscal year. The board shall be limited in the incurring of expenditures to the grand total of such appropriations.

Board members, administrators or staff who knowingly or negligently violate or participate in a violation of this policy by incurring expenditures in excess of appropriations shall be held civilly liable, jointly and severally, for such expenditures, including consequential damages, for each such violation. If as a result of any civil or criminal action the violation is found to have been done knowingly, such board member, administrator or staff member who is found to have participated in such breach shall immediately forfeit his/her office or employment.

In the event of an emergency requiring expenditures in excess of the budget, the board may adopt a resolution which states the conditions constituting the emergency and the amount of the appropriation necessary to correct the situation. At any other time that the budget is to be increased by making an additional appropriation, the board, after proper notice, shall adopt a resolution stating the facts and the amount of appropriation necessary to correct the situation. Any person may appear at the meeting at which the appropriation resolution is to be voted on and may be heard for or against the adoption. Passage of the resolution requires a majority vote of all members of the board.



Legal References:    RCW    28A.225.250    Cooperative programs among school districts — Rules
        28A.505.150    Budgeted expenditures as appropriations — Interim expenditures — Transfer between budget classes — Liability for non-budgeted expenditures
        28A.505.170    First class school districts — Emergency or additional appropriation resolutions — Procedure

    WAC 392-123-071    Budget extension — First class district
    WAC 392-123-072    Budget extension — Second class district


Adoption Date:

 

Revenues From Discretionary Local Taxes
As necessary, the district shall consider the necessity of requesting voter approval of an excess property tax to be collected in the year following voter approval. Such a levy, if any, shall be in that amount permitted by law which the board determines necessary to provide educational services beyond those provided by state appropriations. The board shall solicit advice from staff and patrons prior to establishing the amount and purposes of the special levy request. The special levy being collected shall be presented by program and expenditure in the district's annual descriptive guide for patrons as required by law.

Revenues From State Resources
The responsibility for financing public education in Washington falls primarily upon the state. The major financing system is the basic education formula based upon a ratio of students to staff. For each l,000 full-time equivalent students enrolled in the district, the state shall provide funding for that number of certificated and classified staff which the legislature establishes. The legislature allocates to the district a specified sum of money per certificated staff member to meet non-salary costs. To provide educational services beyond the levels possible under the basic education allocation, the district must depend upon state and federal special purpose funding programs and grants or excess property tax levies approved by district voters.

The state provides special purpose appropriations for programs of transportation, for children with disabilities and for such other programs as it deems appropriate to assist schools. When it is optional for the district to participate in a program offering financial assistance, the board shall receive detailed analysis from the staff regarding both the advantages to be realized from the program and the additional costs in terms of staff time, impact on existing programs and new obligations that such a program may require. Before authorizing participation in such a program, the board shall first determine that the advantages outweigh the disadvantages and that the program shall not detract from other programs already in operation.

Revenues From The Federal Government
The objective of the board is to provide the best educational services possible within resources available to the district. Federal grants and programs may provide helpful financial resources towards pursuing that objective. When it is optional for the district to participate in a federally funded program, the board shall receive detailed analysis from the staff regarding both the advantages to be realized from the program and the additional costs in terms of staff time, impact on existing programs and new obligations that the program may require. Before authorizing participation in such a program, the board shall first determine that the advantages outweigh the disadvantages and that the program shall not detract from other programs already in operation.

The board agrees to comply with all federal and state requirements that may be a condition to receipt of federal funds including, but not limited to:
A.    Maintenance of fiscal records which show the receipt and disposition of federal funds;
B.    Provision for eligible private school students to participate in programs and/or services designed for the educationally disadvantaged as well as other programs which are supported by ECIA funds;
C.    Provision for testing to identify target students as well as to measure program results; and
D.    Provision for staff and parent involvement, program planning, budget development and program evaluation.

The district agrees to comply with Title 1 requirements pertaining to the implementation of internal controls for travel, contracted services, training, and capital outlay purchases and expenditures.
The district further assures that a district-wide salary schedule is in effect and that the staff is assigned equitably among schools. Instructional material shall also be distributed equitably among all schools. The board grants authority to directors and staff to participate in the development of any state and/or federal regulations deemed to be necessary for the implementation of federally-funded programs.

Federal Impact Funds (Indian)
Federal impact funds are provided to the district as a supplement to taxes and other revenue sources. State appropriated funds and local taxes contribute to the development and implementation of a basic education program for all students enrolled in the district. The district gives assurance that tribes and parents of Indian children will be afforded the opportunity to make recommendations regarding the needs of their children and will be involved in the planning and development of the basic education program including those educational programs and services to be provided with P.L. 81-874 funds. Indian students shall have the equal opportunity to participate in the district's program with other students.

Recognizing that the board is the ultimate authority in defining the educational program of the district, the superintendent shall establish procedures to assure the involvement of the tribe and parents of Indian students in the development of the basic education program including the education services to be provided with P.L. 81-874 funds and the participation of Indian children in the program on an equal basis. The superintendent will provide opportunities for parents and members of the tribal council to suggest if any policy and/or procedure changes as well as program changes are necessary to better serve the needs of the Indian students.

Legal References:    RCW     28A.300.070    Receipt of federal funds for school purposes — Superintendent of public instruction to administer
        28A.150.230    Basic Education Act— District school directors as accountable for proper operation of district — Scope — Responsibilities — Publication of guide
        28A.150.250    Annual basic education allocation of funds according to average FTE
                      student enrollment — Student/ teacher ratio standard
        28A.150.370    Additional programs for which legislative appropriations must or may be made
        84.52.0531    Levies by school districts — Maximum dollar amount for maintenance and operation support — Restrictions — Maximum levy percentage — Levy reduction funds — Rules. (Expires Jan. 1, 2008)
    WAC     392-163    Special Service Program — Title I Grants For Improving LEA Basic Programs
        180-16    State Support of Public Schools
    Public Law 81-874
        34 CFR 223    Special Aid Provisions for Local Educational Agencies


Adoption Date:
 

Internal Controls – Title 1
The following controls are established for the Title 1 program:
A.    All Title 1 funded purchases and expenditures shall be directly related to allowable Title 1 activities and services that are necessary to effectively carry out the objectives of the current program, and for the benefit of eligible participants.
B.    Title 1 purchases and expenditures shall be restricted to those incurred by persons with direct Title 1 duties and responsibilities and/or which benefit only eligible Title 1 participants.
C.    Title 1 funded inservice training shall be directly related to specific Title 1 program activities and provided only to persons with Title 1 program responsibilities and duties.
D.    Appropriate documentation of all Title 1 purchases and expenditures incurred shall be maintained for accountability and audit purposes.

Parent Involvement – Title 1
Each school offering Title 1 programs shall comply with federal and state requirements by providing for:
A.    Written parent notification of the selection of students for services;
B.    Accessibility to parents of specific instructional objectives for their children;
C.    Periodic student progress reports to parents;
D.    Accessibility of support materials to be utilized in the home when requested by parents;
E.    Parent participation in the instructional program on a volunteer basis; and
F.    Parent input and recommendations in program planning and modification.

Federal Impact Funds (Indian)
The district shall disseminate material related to the P.L.81-874 application, program evaluations and program plans and/or changes to parents of Indian children and tribal officials no later than eight weeks before the application is submitted. The district will seek input from tribal officials and the parents of Indian children regarding:
A.    The participation of Indian children in the district's education program on an equal basis;
B.    Their views regarding the P.L. 81-874 application, program evaluation and program plans; and
C.    Their recommendations regarding the needs of Indian children, the ways tribal leaders and parents can assist their children to achieve the benefits of P.L. 81-874 programs, and the overall education program and parental participation allowed.

At the board meeting immediately preceding the submission of the P.L. 81-874 application, the board will review the application and input provided by tribal officials and the parents of Indian children. Notice of the meeting location, time and topics related to the district's P.L. 81-874 application shall be printed in the local newspaper.
 
The district shall form a parent-teacher task force to involve tribal officials and parents of Indian children in the planning and development of education programs assisted with the district's P.L. 81-874 funds. The task force shall also assess the efficacy of the district's efforts to obtain meaningful input from tribal officials and parents of Indian children, and the responsiveness of the district in modifying its policies and procedures following input. The task force shall report its findings and recommendations to the board at a public hearing at least once per year.

Following a conclusion by the board that such an action is necessary, the district shall form an ad hoc task force to recommend to the board a modified educational program to ensure the equal participation of Indian children. The task force shall report its recommendations to the board in a public hearing.

The district shall also conduct planning and information sessions during the year. All parents of Indian students and representatives of the tribal council shall be invited to attend these meetings. At these sessions, the district may:
A.    Review the annual descriptive guide of the district;
B.    Explain how Indian students gain access to and are served by the district's education programs, and how educational programs are modified to ensure equal opportunity and participation by Indian students;
C.    Review the identified needs of the district with particular attention directed towards assessing the needs of Indian students; and
D.    Discuss proposed programs and services, as recommended by the task force, which are being considered to satisfy the stated needs and the extent to which Indian students are expected to be served.

Parents of Indian students and members of the tribal council will be advised of the Federal Impact Funds policy and procedure. Expressions of concerns and/or suggestions regarding the policies/procedures of the district are welcome. Any parent of Indian students or a member of the council may file a complaint regarding the application of P.L.81-874 funds with the district. Said complaint should be submitted in writing to the superintendent of schools. Any complaint not satisfactorily resolved may be submitted in writing to the board of directors of the district. The board may elect to respond in writing to the complaint or hold an informal hearing with the complainant(s). A decision will be rendered within twenty (20) working days following submittal of the complaint to the board.


 

The district recognizes that it needs a balance of state, federal, local, and nongovernmental funds to achieve its goals.  The district further recognizes that dwindling state and federal funds present challenges for the district.  Increasingly, the district is seeking local and nongovernmental funding sources in order to preserve, establish and enhance important district programs and educational opportunities. The district’s ability to offer diverse, quality educational programs and experiences for our students depends in part on our ability to secure reliable alternative sources of funding.

To preserve and to establish district programs and educational opportunities the board authorizes fundraising activities where such programs: (1) promote K-12 education; (2) provide educational experiences for students, and/or (3) address local funding obligations that support the educational mission of the district; (4) and/or promote the effective, efficient, or safe management and operation of the district.  

District fundraising activities may include: (1) soliciting gifts and donations that are reasonably related to the pursuit of the district’s objectives; (2) entering into interlocal agreements with other governments which generate additional funds for school district activities; and/or (3) operating various revenue generating enterprises consisting of the sale of goods or services that are produced by, or that are linked to, the district’s educational program. Fundraising programs, including enterprise activities, shall be in the best interests of the district and shall not interfere with the operation of the district’s programs and functions. District fundraising programs shall not conflict with any applicable law and or state or federal constitutional provisions, including the separation of church and state.

This policy governs the establishment and administration of district fundraising for the general fund and for particular programs in the district.  It does not address fundraising programs conducted by Parent Teacher Organizations, other non-profit or citizens’ organizations, or the Associated Student Body. Fundraising by the Associated Student Body is addressed by RCW28A. 325.030. and District Policy 3530.

The superintendent shall establish procedures for the administration of district fundraising programs to ensure compliance with all applicable laws.

Legal References:    RCW 28A.320.015     School Boards of Directors –Powers Notice of adoption of policy
    RCW 28A.320.030    Gifts, conveyances, etc., for scholarship and student aid purposes, receipt and administration
    Attorney General’s Opinion     AGO 2003 No. 1

Management Resources:    Policy News, December 2003    District Fundraising Activities



Adoption Date:

The district fundraising programs for students shall: (1) promote K-12 education; (2) provide educational experiences; and/or (3) address local funding obligations that support the educational mission of the district; (4) and/or promote the effective, efficient, or safe management and operation of the district.

District fundraising activities may include: (1) soliciting gifts and donations that are reasonably related to the pursuit of the district’s objectives; (2) entering into interlocal agreements with other governments which generate additional funds for school district activities; and/or (3) operating various revenue generating enterprises consisting of the sale of goods or services that are produced by, or that are linked to, the district’s educational program. The purpose or use of such programs shall be consistent with the policies and programs of the district.

Proposals for district fundraising programs shall be reviewed and approved in advance by the superintendent (or designee) to ensure compliance with the following procedures. The superintendent (or designee) shall make all compliance determinations.

A.    Any fundraising program charging fees shall satisfy the following criteria:

1. Fees for persons attending or participating in such programs shall only be charged when attendance or participation is optional, not mandatory;
2. Students shall not be charged a fee to enroll in a curriculum-based activity that involves a district fundraising program; and
3. A program shall not be created or continued that will require the allocation of district funds when program-specific resources are insufficient or exhausted.

B.    Any fundraising program characterized as a “business enterprise” activity shall satisfy the following criteria:

1. For these purposes, “business enterprise” shall be defined as any non-Associated Student Body activity that sells goods or services for district-related purposes on an ongoing basis;
2. Such “business enterprises” shall sell products or services that are appropriate for the program’s education purposes and/or promote the effective, efficient, or safe management and operation of the district;
3. Such enterprises shall not be created solely for commercial purposes;
4. Such enterprises shall purchase inventory in accordance with applicable district policy and/or practices; and
5. A business enterprise program shall not be created or continued that will require the allocation of district funds when program-specific resources are insufficient or exhausted.

C.    Any fundraising program using donated personal items or services for an auction, sale, and/or raffle shall satisfy the following criteria:

1. Donated items or services must be free from health and/or safety hazards;
2. Donated items or services must be given voluntarily by individuals or businesses; and
3. Appropriate solicitation on the part of students, parents or appropriate district personnel is permissible, but actions of students and parents cannot bind the district to any contractual obligations.

D.    Any fundraising program that requires contracting with a third-party vendor or promoter shall satisfy the following criteria:

1. The contract shall further K-12 education and/or promote the effective, efficient, or safe management and operation of the district; and
2. The district shall enter into contracts consistent with district policies and with appropriate authorization of the superintendent (or designee).

E.    Any fundraising program involving the production and/or sale of goods or services, such as a vocational education program, shall satisfy the following criteria:

1. The superintendent (or designee) must authorize the sales of any goods produced and/or any services provided by the education program;
2. The proceeds from the sale shall be used to enhance or to expand the education programs(s), as determined by the superintendent (or designee);
3. To the extent required, all goods produced or services provided from an educational program shall be assigned to or owned by the district; and
4. Individual compensation for the sale of goods produced and/or for the services provided shall not be permitted, except as authorized by the superintendent, in accordance with applicable laws, district procedures, and/or practice.

F.    Any fundraising program selling surplus school personal property shall satisfy the following criteria:

1. Such programs shall not violate applicable state law or school policy governing the sale, lease, or rental of surplus and obsolete school personal property;
2. Such programs are permitted only as provided in RCW 28A.335.180; and
3. Such programs follow the district’s policy for the disposal of surplus property, District Policy No. 6801.

Tuition shall be charged to all persons age 21 or older who wish to attend the regular educational program. The formula for determining the rate of tuition is fixed by the state superintendent of public instruction.



Legal Reference:    RCW 28A.225.220    Adults, children from other districts, agreements for attending school — Tuition


Adoption Date:
 

When district real property is not needed, the board has the authority to call for bids to rent or lease any surplus real property. Notice of the intent to rent or lease property shall be published in a newspaper of general circulation in the district at least 45 days before the rental or lease takes effect, if the value of the rental or lease is $10,000.00 or more. The district may establish a minimum acceptable bid based upon the fair market value, provided that such minimum bid is non-discriminatory within classes of users.
Such property shall be rented or leased for lawful purposes. The rental or lease shall be in the best interests of the district and shall not interfere with the conduct of the district's educational program and related activities. Proceeds from rental or lease of district property which are in excess of the operational costs incurred for such rental or lease shall be deposited in the capital projects fund or debt service fund.
At the option of the board of directors, after evaluating the sufficiency of the school district’s capital projects fund for purposes of meeting demands for new construction and improvements, moneys derived from the lease or rental of real property may be deposited into the district’s general fund to be used exclusively for nonrecurring costs related to operating school facilities, including but not limited to, expenses for maintenance.

Legal References:    RCW    28A.335.040    Surplus school property, rental, lease or use of — Authorized
    28A.335.050    Surplus school property, rental, lease or use of — Joint use
    28A.335.060    Surplus school property, rental lease or use of — Disposition of moneys received for
    28A.335.070    Surplus school property, rental, lease or use of — Existing contracts not impaired
    28A.335.080    Surplus school property, rental, lease or use of — Community use not impaired
    28A.335.090    Conveyance and acquisition of property — Management
    28A.335.130    Real property — Sale — Use of proceeds

Adoption Date:
 

The district shall purchase only those instruments which, because of cost and/or unsuitability as a solo instrument, are not likely to be purchased by parents and yet are needed for full instrumentation of school music groups. Such instruments shall be rented with the fee used to help cover maintenance costs, except when the rental instrument is in addition to an instrument that is already owned or rented by the student. Arrangements shall be made for the reduction/waiver of fees for students whose families, by reason of income, would have difficulty paying the fee.

The USDA child nutrition program guidelines shall be used to determine qualification for a reduction/waiver. Parents shall be notified of the availability of fee reduction/waivers. Rental instruments shall be used only in preparation for and playing in school organizations. The user shall be responsible for any damage to the instrument which might occur while it is in his/her care.
The superintendent shall establish a rental fee for school-owned instruments.


Adoption Date:
 

The board recognizes that individuals and organizations in the community may wish to contribute additional supplies or equipment to enhance or extend the instructional program.
Any gift to the district of real property can be accepted only by board approval. Any gift to the district or to an individual school or department of money, materials or equipment having a value of $500.00 or greater shall be subject to board approval. In no event shall any commitment be made by a staff member or other individuals in return for any gift to the district or to a school or department without the board's authorization. The board shall not authorize gifts that are inappropriate, which carry with them unsuitable conditions or which shall obligate the district to future expenditures from the general fund which are out of proportion to the value of the gift. All gifts shall become district property and shall be accepted without obligation relative to use and/or disposal.
The superintendent shall establish criteria to be met in the acceptance of gifts to the district.




Legal References:    RCW    28A.320.030    Gifts, conveyances, etc., for scholarship and student aid purposes, receipt and administration


Adoption Date:

 

Equipment and material which are donated to a school or are brought to the school for temporary use shall be reviewed in terms of suitability and durability and for any possible health or safety hazards. The school principal shall be responsible for selecting other appropriate staff members to assist in the review process. If the equipment and/or materials are found to be unsuitable, the principal shall indicate the reason(s) in writing. If found to be acceptable, the principal will submit a work order for appropriate installation. Donated playground equipment must be referred to the superintendent's office before acceptance is granted. All gifts shall become district property and shall be accepted without obligation relative to use and/or disposal.

Any gift presented to the district shall satisfy the following criteria:
A.    The purpose or use shall be consistent with philosophy and programs of the district;
B.    The district shall assume only a minimum financial obligation for installation, maintenance and operation;
C.    The equipment shall be free from health and/or safety hazards; and
D.    The equipment shall be free from a direct or implied commercial endorsement.



 

The board will make an effort to collect all revenues due from federal, state, local and non-tax sources. At the first meeting in a new fiscal year, the superintendent will prepare a list of uncollected non-tax revenues from the past fiscal year including but not limited to unpaid rentals, fines, fees, and other charges and the actions that have been taken to collect the receivables. If not collected by December 30, the board will declare the remaining receivables as uncollectible.


Adoption Date:
 

The superintendent is authorized to direct and authorize the county or state treasurer to invest district moneys which are not needed for current obligations in any district fund. Such investments shall be made with the objective of producing the greatest return, consistent with prudent practice.





Legal References:    RCW    28A.320.300    Investment of funds, including funds received by ESD — Authority — Procedure
        28A.320.320    Investment of funds of district not needed for immediate necessities — Service fee
        36.29.020    Custodian of moneys — Investment of funds not required or immediate expenditures, service fee
        43.250    Investment of local government funds

    WAC     210-01    Local Government Investment Pool

Adoption Date:

 

The superintendent is authorized to direct expenditures and purchases within the limits of the detailed annual budget for the school year. Board approval for purchase of capital outlay items is required when the aggregate total of a requisition exceeds $30,000 except that the superintendent shall have the authority to make capital outlay purchases without advance approval when it is necessary to protect the interests of the district or the health and safety of the staff or students. The superintendent shall establish requisition and purchase order procedures as a means of monitoring the expenditure of funds. Staff, who obligate the district without proper prior authorization may be held personally responsible for payment of such obligations.


Adoption Date:

 

Requisitions shall be approved by the superintendent. As a minimum, requisitions shall provide the following information:
A.    Name of school, department and originator, and date originated;
B.    School department or person to which material is to be delivered;
C.    Budget year;
D.    Specifications of equipment items (manufacturer, stock number, etc.);
E.    Estimated cost based on latest price; and
F.    Authorizing signature.

The purchasing department shall prepare a multiple-copy purchase order from the original request. One copy of the purchase order shall be sent to ordering facility/
Upon placement of a purchase order, the business office shall encumber the expenditure against a specific budget line item to guard against the creation of liabilities in excess of revenues.
Materials desired for "examination" should be ordered on requisition, "following items for examination for 30 days."

The board authorizes the issuance of charge cards to officers and staff for district purchases, acquisitions and authorized travel. The board shall approve any contract for the issuance of credit cards, including the credit limit. Credit cards may be issued to staff in the following positions: superintendent, principal, fiscal director, accounting assistant and supervisors. The superintendent or his/her designee is responsible for the authorization and control of the use of credit card funds, subject to final board approval of payments.

Upon billing or no later than thirty (30) days of the billing date, the officer or staff member using a charge card shall submit a fully itemized expense voucher including receipts or invoices supporting purchases. Any charges not properly identified on the expense voucher or not allowed following review by the auditing officer shall be paid by the official or staff member. Any official or staff member who has been issued a charge card shall not use the card if any disallowed charges are outstanding.

The superintendent shall establish procedures for the issuance and use of charge cards.

Cross References:    Board Policy 6213    Reimbursement for Travel Expenses

Legal References:    RCW    42.24.115    Municipal corporations and political subdivisions — Issuance of charge cards to officers and employees for travel expenses
        43.09.2855    Local governments — Use of credit cards

Management Resources:
    Policy News, April 2005    Credit Card Policy Updated


Adoption Date:
 

The actual and necessary expenses of a director, administrator, staff member or designate of the district incurred in the course of performing services for the district, whether within or outside of the district, may be reimbursed in accordance with the approval and reimbursement procedures of the district. For purposes of this policy, travel expense includes amounts paid for use of personal automobiles, other transportation, and actual expenses or reimbursement in lieu of actual expenses for meals, lodging and related items that are necessary while in the conduct of official business of the district. A staff member or district officer may be reimbursed for gratuities not exceeding customary percentages for the cost of meals as well as reasonable amounts for such services as baggage handling when the costs are incurred while the individual is engaged in district business or other approved travel.

Reimbursement for travel expenses shall be made pursuant to the federal internal revenue code and internal revenue service regulations.




Legal References:    RCW    28A.320.050    Reimbursement of expenses of directors, superintendents, other school representatives, and superintendent candidates — Advancing anticipated
        42.24.090    Municipal corporations and political subdivisions — Reimbursement claims by officers and employees — Detailed account — Travel allowances and allowances in lieu of actual expenses — Certification — Forms
    
    Ch. 3, Sec. 4, Page 1    School Accounting Manual

Management Resources:
    Policy News, April 2005    Credit Card Policy Updated
    Policy News, December 1999    IRS rules impact travel reimbursement

Adoption Date:

Travel Request
Travel requests must be approved by the staff member's immediate supervisor prior to submission to the superintendent. Out-of-district travel must be approved by the superintendent.
The travel request must show meals, lodging, transportation, registration and any other estimated expenses for which reimbursement shall be requested upon completion of travel and the budget category to which reimbursement is to be charged.

Reimbursement Of Claims
Certified claims must be submitted to the district business office by the 5th of each month to be paid at the end of the same month.

A mileage report is to be submitted each month for reimbursement of mileage in a personal vehicle inside the district. The report must show each point of departure and destination.

A statement of expenses is to be submitted for each trip for which reimbursement is being requested.

Reimbursable Expenses
Lodging    Reasonable rates    Itemized receipt required
Meals       Maximum:
                           $11.00 for Breakfast     Itemized receipt required
                           $14.00 for Lunch           Itemized receipt required
                           $21.00 for Dinner          Itemized receipt required     

Airline, Train, Bus Fare    Tourist rate    Cancelled ticket serves as receipt
Taxi, Parking, Toll        Receipt preferred

Mileage — personal car    Inside the district: Reimbursement allowed only when approved in advance by the staff member's supervisor. When travel is a necessary part of performing one's work, the staff member may receive blanket approval for the year.

Outside the District: Reimbursement allowed only in connection with an approved travel request and when there is evidence that a district vehicle was not available for use on the day of travel. Reimbursement shall be at the rate paid to state staff per the WA State Office of Financial Management.

A.    Hotel and Motel Expenses: The preferred method of procuring lodging is advanced reservations made with a district issued purchase order or district credit card. If the district can not be billed or charged directly then individual receipts are required from each staff member who obtains reimbursement from the district. When two or more people share a room, the room shall be registered to all of the occupants. Each person shall obtain and pay a bill for the share of the room charge when possible.  If the hotel or motel will not provide that service, the person paying the bill and requesting reimbursement shall note on the receipt all other staff members who shared the room.  Hotel or motel charges are not to be billed directly to the district.
B.    Airline Tickets: Airline tickets (coach rate) may be charged to the district through a local travel agency for any approved travel.

Travel Advances
A.    A written request for a travel advance must be submitted to the district fiscal officer.
B.    Travel advances are paid in the form of a check payable to the staff member.
C.    A statement of expense must be submitted to the district fiscal officer within ten days following completion of the travel. If the actual expenses are less than travel advance, the staff members shall reimburse the district for the difference.
D.    The Advance Travel Revolving Fund should not be used for payment of airline tickets, pre-registration fees or for reimbursements to staff or officers for travel expenses already incurred.

Nonreimbursable Expenses
The following expenses are not reimbursable:
A.    Alcoholic beverages, meals or snacks other than regular meals.
B.    Personal telephone calls, postage, and memberships.
C.    Mileage to and from home.
D.    Mileage for school levy promotions and other nonofficial school functions.
E.    Entertainment.
F.    Expenses for travel extending beyond the time required for the meeting or business, unless it is in the district’s financial interest to extend the travel over a Saturday night or such other rate advantages.
G.    Expenses incurred by non-employees traveling with the staff member, including room surcharges.

 

Expenditures shall be made on district voucher forms. Before vouchers are submitted to the board for payment, they shall be audited and certified by the district's appointed auditing officer for accuracy and proof that the goods or services have been received and are satisfactory and that previous payment has not been made. The certification must be signed and dated by the auditing officer or his/her delegate. Vouchers shall be approved by a recorded affirmative vote of a majority of the board.

The board authorizes advance payment of a voucher when a delay in payment would otherwise result in a penalty or late fee or an interest charge on the unpaid balance except that advance payment for goods or services to a single vendor in excess of $50,000 shall not be permitted unless previously authorized by the board through a bid award or by action of the board at a preceding board meeting. The board shall review and approve all such advance payments at its next regularly scheduled public meeting. In the event the claim is disapproved, the auditing officer and superintendent shall cause the claims to be recognized as receivables and pursue collection diligently until the funds are collected or until the board approves the payment of those claims.

The auditing officer and the superintendent shall each furnish an official bond, for not less than $50,000, for the faithful discharge of such duties. The school district shall purchase and pay for the surety bonds.

Cross Reference:    Board Policy 6500     Risk Management
    
Legal References:      RCW    28A.330.080    Payment of claims
        28A.330.090    Auditing committee and expenditures
        42.24.080    Municipal corporations and political subdivisions — Auditing and payment — Authentication and certification
        42.24.180    Taxing District — Issuance of warrants or checks before approval by legislative body — Conditions

    State Auditor's Voucher certification and approval
        Bulletin #301-III(F)

Adoption Date:
 

All claims against a school district must be pre-audited by the auditing officer of the municipality or his delegate. In addition, all claims must be certified by the auditing officer. This certification may be made on each individual claim voucher or, subject to the acceptance and approval of the board, a blanket voucher certification may be used so long as it indicates the particular vouchers so certified. The use of a blanket certification in no way relieves the auditing officer of his responsibility and liability for each individual voucher so certified. The certification must be signed and dated by the auditing officer or his delegate. For all claims, except expense reimbursement claims certified by officers or employees (see employee travel procedures), the certification must include the following language:

I, the undersigned, do hereby certify under penalty of perjury that the materials have been furnished, the services rendered or the labor performed as described on voucher numbers _________ through _________ are just, due and unpaid obligation against the school district and that I am authorized to authenticate and certify to said claim.
The auditing officer's certification for employee/officer expense reimbursement claims must include the following language:
I, the undersigned, do hereby certify under penalty of perjury that the expense reimbursement claims voucher numbers _________ through __________ are just, due and unpaid obligation against the Soap Lake School District and that I am authorized to certify to said claim.

To indicate board approval for payment of those vouchers audited and certified by the auditing officer, the following statement must be entered in the minutes of the governing body:
Vouchers audited and certified by the auditing officer as required by RCW 42.24.080, and those expense reimbursement claims certified as required by RCW 42.24.090, have been recorded on a listing which has been made available to the board.

As of this date _________________ the board, by a (unanimous, majority) vote, does approve for payment those vouchers included in the above list and further described as follows: (funds) voucher numbers ____ through ____ in the total amount of $__________.



 

A majority of the members of the board shall approve the issuance of all warrants, except that advance payments may be made on vouchers when authorized by the board.

Expenditures of district moneys shall be made on approved vouchers by a warrant signed by the secretary of the board or, in his/her absence, the board chairman.

Warrants to be issued shall first be recorded with the county auditor's office and the county treasurer's office showing date, payee, and amount.

Unclaimed or Reissued Warrants
Warrants which have not been redeemed within a period of twelve (12) months or longer shall be cancelled by the authority of the board. Such action shall take place on or before the end of each calendar year. In the event that a warrant has been lost, a replacement warrant may be issued following acknowledgement of a "stop payment" with the district's depository. A replacement warrant may also be issued to the estate of a deceased staff member upon notice from the court. A replacement warrant may also be issued to a claimant whose warrant has been cancelled because of the time limitation imposed by this policy.



Cross Reference:     Board Policy 6215    Voucher Certification and Approval

Legal References:     RCW    28A.330.080    Payment of Claims
        28A.330.090    Auditing Committee and Expenditures
        28A.330.230    Drawing and issuance of warrants
        63.29    Uniform Unclaimed Property Act
        39.56.040    Cancellation of Municipal Warrants


Adoption Date:
 

A.    Purchases
1.    Whenever in the opinion of the board the cost of any furniture, equipment or supplies(except books), shall equal or exceed $75,000, formal bids shall be called for by issuing public notice placed in at least one newspaper of general circulation within the district once each week for two consecutive weeks, unless a statutory exception permits another contracting option. Clear and definite specifications shall be prepared and made available to all vendors interested in submitting a bid. For purposes of this policy, a lease-purchase agreement, whereby the district may own the property at the end of a lease term, shall be subject to the same conditions as an outright purchase.
2.    When the cost of any supplies, equipment or furniture (except books) shall exceed $40,000 but be less than $75,000, informal bids shall be solicited from responsible vendors. The superintendent shall establish bidding and contract awarding procedures for all purchases of furniture, equipment, or supplies (except for books), the cost of which is estimated to be in excess of $40,000.
3.    No bid procedure is required for purchases of furniture, equipment or supplies under $40,000.

B.    Public Works Projects
1.    Whenever in the opinion of the board the cost of any public work project shall equal or exceed $100,000 formal bids shall be called for by issuing public notice placed in at least one newspaper of general circulation within the district once each week for two consecutive weeks, unless a statutory exception permits another contracting option. Clear and definite specifications shall be prepared and made available to all vendors interested in submitting a bid.
2.    When the cost of a public works project equals or exceeds $40,000 but is less than $100,000 informal bids shall be solicited from responsible vendors. The superintendent shall establish bidding and contract awarding procedures for all public works projects, the cost of which is estimated to be in excess of $40,000. However, all building improvement, repair or other public work projects estimated to be less than $200,000 $300,000 may be awarded to a contractor on the small works roster, pursuant to state’s uniform small works roster process.
3.    Public works projects that are less than $40,000 may be performed by district personnel.
Limited public works projects are those estimated to cost less than $35,000. The district may award contracts for limited public works pursuant to the state limited public works process. With prior board approval for limited public works, the district may waive the payment and performance bond requirements and the retaining requirements of law, thereby assuming liability for a contractor’s nonpayment of laborers, mechanics, subcontractors, material men, suppliers and taxes. The district shall have the right of recovery against the contractor for any of these payments made on the contractor’s behalf.

For any public works contract expected to cost over $1,000,000.00 the bids shall include the names of subcontractors who will do the heating, ventilation and air conditioning, plumbing or electrical work. Failure to name a subcontractor or the bidder for each category of work renders the bid non-responsive and void. Naming more than one subcontractor for a category of work, unless different contractors are named in alternative bids, also voids a bid.

Bid procedures shall be waived when the board declares an emergency for purchases involving special facilities or market conditions, for purchases of insurance or bonds or when purchases are clearly limited to a single source of supply. Any time bid requirements are waived pursuant to this provision, a document explaining the factual basis for the exception and the contract shall be recorded and open for public inspection.

The board may by resolution reject any and all bids and make further calls for bids in the same manner as the original call. The board reserves the right to purchase through an inter-local cooperative agreement with another governmental agency provided such agency has complied with the bidding requirements that are applicable to school district.

The board shall include in each contract a proviso requiring the contractor to prohibit any of its employees who has ever been convicted of or pled guilty to any of the child related felonies from working where he/she would have contact with public school children. The contract shall also provide that failure to comply with this requirement is grounds for immediate termination of the contract.

Legal References:    RCW 28A.335.190     Advertising for bids — Bid procedure-Telephone solicitation, limitations — Emergencies
    RCW 28A.400.330    Crimes Against Children — Contractor Employees — Termination of Contract
    RCW    39.04.155    Small Works roster — Contract award — Process
    RCW 39.04.280    Competitive Bidding Requirements — Exemptions
    RCW 39.30.060     Bids on public works — Subcontractors must be identified — When
    RCW 43.19.1911    Competitive Bids — Notice Of Modification Or Cancellation — Cancellation Requirements — Lowest Responsible Bidder — Preferential Purchase — Life Cycle Costing

Management Resources:
    Policy News, October 2005    Competitive Bid Process Changes
    Policy News, June 2001    Legislation Further Simplifies Bid Compliance

Adoption Date:
 

The following procedures shall be in effect for purchasing through the bidding process:
A.    Formal bids shall be opened at the time and place stated in the official advertisement for bids, and any interested member of the public may attend the bid opening. It shall be the bidder's sole responsibility to see that his/her bid is delivered to the district prior to the time set for opening of bids. Any bid received after the time set for opening the bids shall be returned to the bidder unopened and shall receive no consideration by the district.
B.    Formal bid tabulations shall be presented at the next regular meeting of the board for study purposes.
C.    Formal bid awards shall be made by the board on the basis of staff recommendations at the second meeting after the bid opening except that the board can waive this requirement when time is of the essence.
D.    Brand names and manufacturers' catalog numbers used in specifications are for the purpose of identification and to establish a standard of quality. Bids on equal items shall be considered providing the bidder specifies brand and model and furnishes descriptive literature. The acceptance of alternative "equal" items shall be conditioned on the district's inspection and testing after receipt. If not found to be equal, the material shall be returned at the seller's expense and the contract canceled.
E.    The district shall reserve the right to reject any or all bids, waive any formalities and cancel the solicitation, if a compelling reason exists.
F.    On construction projects, the bidder shall include a notarized statement agreeing to comply with prevailing wage and affirmative action requirements and shall provide a performance bond.
G.    The superintendent may solicit bids by telephone and/or written quotation for furniture, equipment and supplies which have an estimated cost between $40,000 and $75,000. At least three telephone or written bids shall be secured prior to the date established by the superintendent. All telephone quotations must be confirmed in writing within seven days in order to constitute a valid quotation.
H.    For public works projects estimated to cost less than $200,000 $300,000, the superintendent may solicit bids by telephone, electronic means and/or written quotations from contractors who have requested to be placed on the small works roster. The district will not break a project into units or phases in order to come within the scope of the small works roster. The small works roster shall be revised at least once each year by publishing a notice of such opportunity in at least one newspaper of general circulation in the district. Also, responsible contractors shall be added to the small works roster any time they submit a written request and necessary records. The application form shall be designed to collect such information as (l) name of contractor, (2) state of Washington contractor's license number, (3) bonding verification, (4) liability coverage, (5) related contracts completed, and (6) references (bond and clients). Contractors desiring to be placed on or remain on the small works roster are required to keep current records of applicable licenses, certifications, registrations, bonding and insurance on file with the district.


The following steps shall be employed to engage a contractor for a small works project:
1.    Written specifications shall be prepared which describe the work to be completed and the materials to be used. Completion date; contractor's assurances (prevailing wages, fair employment, etc.); bid and performance bond requirements; opportunity to visit the work site; closing date; and bid form may be provided detailed plans and specifications need not be included in the invitation.
2.    All qualified small works contractors may receive written invitation to bid. In the alternative, quotations may be invited from at least five contractors on the roster qualified to do the work being contracted in a manner that will equitably distribute the opportunity among qualified contractors on the roster. If the estimated cost of the work is between $100,000 and $200,000 $300,000 and five or more contractors are invited to offer quotations, all other contractors on the roster shall be notified of the quotations being sought by publishing notice in a legal newspaper in general circulation in the district.
3.    After the closing time, bids shall be opened, recorded and made available for inspection or telephone inquiry.
4.    The superintendent shall award the contract to the lowest responsible bidder. The district shall post a list of contracts awarded pursuant to the small works roster once every two months, including the name of the contractor or vendor, amount of the contract a brief description of the work done or items purchased and the date awarded. The notification must also include the location where quotations for the contracts listed are available for public inspection.
The following factors shall be considered in determining the lowest responsible bidder:

1. The ability, capacity and skill of bidder to perform the work required;
2. The character, integrity, reputation, judgment, experience, and efficiency of the bidder;
3. The ability of the low bidder to perform the work in the time specified;
4. The quality of performance of previous contracts or services;
5. The previous and existing compliance of the bidder with laws relating to public works; and
6. Such other information related to the performance of the contract as the superintendent deems advisable.

5.    For limited public works projects estimated to cost less than $35,000 the superintendent may solicit electronic or written quotations from a minimum of three contractors from the small works roster. The contract may be awarded to the lowest responsible bidder pursuant to the factors listed above. After an award is made, the quotations received are open to public inspection and are available by electronic request. The superintendent shall attempt to distribute opportunities for limited public works projects equitably among contractors willing to perform in the district. The district will maintain a list of the contractors contacted and the contracts awarded during the previous twenty-four months under the limited public works process, including the name of the contractor, the contractor’s registration number, a brief description of the work and the date the contract was awarded. A project may not be divided into parts in order to qualify for the limited public works process.
6.    An acceptable bid or offer and a district purchase order shall constitute the only contract necessary for the purchase of supplies, equipment, and minor repairs of construction projects, except that the successful bidder shall meet all conditions included in the specifications.
7.    Formal written contracts shall be prepared for all major construction and repair projects. Such contracts shall be signed by the board president/chair and secretary on behalf of the district after the contracts have been awarded by a majority vote of the board with action recorded in the minutes of the board meeting. All contracts shall provide that, in the event of a suit by the district to enforce the terms of the contract, venue for the suit shall be laid in the county in which the district is located and that, if the district is successful in the suit, the court may order reimbursement of the district's attorney's fees and court costs in such amount as the court deems reasonable. The contract shall contain a proviso requiring the contractor to prohibit any of its employees who has ever been convicted of or pled guilty to any of the child related felonies from working where he/she has contact with public school children. The contract shall also provide that failure to comply with this requirement is grounds for immediate termination of the contract.

 

Financial and business transactions of the district shall be carried out in conformity with the law and consistent with sound and ethical business practices. Purchasing decisions shall be made on the basis of objectivity and shall not be influenced by friendships or other personal relationships. Board members, administrators or staff shall not accept a gift or favor from vendors or prospective vendors or other firms or individuals who have had or hope to have transactions with the district. Financial interests of board members, administrators or staff in any district purchase, sale or other transaction shall be prohibited.





Legal References:    RCW  42.23.030    Interest in contract prohibited — Excepted cases
    RCW  42.23.040    Remote interests


Adoption Date:
 

The board recognizes that staff members and others associated with the district are expected to pay for their own food and beverages. However, under certain circumstances when the district is deriving benefit, the district may expend funds for food and beverage consumed by staff and others while in the conduct of the business of the district.

The superintendent is directed to establish procedures which reflect the intent of the board to provide for reasonable food and beverage consumption while in the conduct of business that is of benefit to the district. Such expenditures shall be supported by statements that show:

A.    The occasion for incurring expenses;
B.    The nature of expenses that were incurred; and
C.    The general nature of the business that was being conducted.




Adoption Date:

 

Ceremonies, Dedications and Open Houses
Reasonable expenses associated with ceremonies and/or dedications are permitted provided that the events have been authorized by the board and serve a public purpose.

Meetings, Study Sessions, Training Sessions
Food and nonalcoholic beverages may be served at district expense when a meeting, study session, training session or hearing continues through normal mealtime hours and will facilitate the continuance of the session with minimum disruption. Expenses for food and beverage must be reasonable and serve a public purpose. Participants shall be restricted to officers, staff members, volunteers or “quasi-employees,” — non-compensated volunteers, or advisory committee members who might otherwise be entitled to actual monetary payment. Snacks and nonalcoholic beverages of a nominal nature may be provided at meetings, study or training sessions when such occur during non-mealtime hours. Such events must be approved by the superintendent. All expenditures must be properly documented consistent with board policy.

Individual Conferences
Reasonable expenses for food and nonalcoholic beverages are permitted when staff members are engaged in conferences or meetings with individuals or small groups who have an interest in the operation of the district.



 

The board authorizes the issuance of cellular telephones to staff designated by the superintendent for business telephone calls at those times when designated staff do not have regular telephone service readily available. At the time a designated employee accepts a district cellular telephone, he or she shall provide written assurance of financial responsibility for any personal or non-business calls made on the cellular telephone. Within ten days of the district receiving the cellular telephone bill, each designated employee will review his or her statement of calls and reimburse the district for any personal or non-business calls. Any staff member who has been issued a cellular telephone shall not use the telephone if any personal or non-business call charges are outstanding.



Adoption Date:
 

The board believes the district must identify and measure risks of loss due to the damage or destruction of district property or to claims against the district by others claiming to have been harmed by the action or inaction of the district, its officers or staff. A risk management program shall be implemented to reduce or eliminate risks where possible, to determine which risks the district can afford to assume and to transfer to an insurance company those risks which the district does not wish to assume or cannot economically afford to assume. Such a program shall consider the benefits, if any, of joining with other units of local government for joint purchasing of insurance, joint self-funding, joint self-insuring or joint employment of a risk manager. The superintendent shall assign the primary responsibility for the administration and supervision of the risk management program to a single person. The board shall review the status of the risk management program each year.

The district shall purchase and pay for surety bonds for the superintendent, business manager and such other staff and in such amounts as the board shall from time to time determine to be necessary for honest performance of the staff in the conduct of the district's financial operations. Such bonds may include a deductible proviso not to exceed two percent of the employee's annual salary.

Legal References:     RCW    28A.400.350    Liability, life, health, health care, accident, disability and salary insurance authorized — Premiums
        28A.400.360    Liability insurance for officials and employees authorized
        28A.400.370    Mandatory insurance protection for employees
        28A.320.100    Actions against officers, employees or agents of school districts and educational service districts — Defense, costs, fees — Payment of obligation
        28A.320.060    Officers, employees or agents of school districts or educational service districts, insurance to protect and hold personally harmless
        28A.330.100(10)    Additional powers of board
        48.62    Local government insurance transactions

Adoption Date:
 

The risk manager shall:
A.    Report to the superintendent situations where he/she feels the district faces the greatest potential liability, the changes he/she feels should be made to reduce the risk and the estimated cost of such changes;
B.    Examine the feasibility of and conduct in-service education classes for staff in areas where he/she feels risk is great or can be lessened;
C.    Assume responsibility for the district's insurance program;
D.    Review annually the insurable value of the district's buildings and equipment and report to the superintendent; and
E.    Supervise an annual inventory of all real property and equipment, preparing the inventories in duplicate, with one copy maintained in the school and one in the district office. (See policy 6570 - Data and Record Management.)

Playground Equipment
The board recognizes that playground equipment is an essential part of a complete school facility. All playground equipment, whether purchased by the district or donated by a community or school-related group, should be assessed in terms of suitability and durability and for possible health or safety hazards. Consideration shall also be given to potential hazards when the playground is unsupervised during nonschool hours.

The superintendent shall develop specifications for playground equipment and related play surfaces. These specifications shall serve as criteria for the selection of playground equipment. Selection and installation of playground equipment shall be based upon safety and contribution to child development.

Chemical and Laboratory Safety
The board recognizes the potential health and safety hazards that exist as a result of chemical storage and handling. Instruction shall be emphasized in the safe and proper use of chemicals and substances and proper laboratory techniques. All students and staff are to wear safety glasses or goggles whenever they are working under potentially hazardous conditions. Laboratories should be ventilated sufficiently enough to provide a healthful, nonhazardous environment.
The superintendent is directed to establish safety guidelines and procedures which will minimize the hazards inherent in the science classes and laboratories in the schools.

Cross References:    Board Policy 2151    Interscholastic Activities
    Board Policy 6511    Staff Safety
    Board Policy 6605    Student Safety Walking to School and Riding Buses

Legal References:    RCW     28A. 335.300    Playground matting



Adoption Date:  
 

Playground Equipment
Plans to install playground equipment, either temporarily or permanently at a school site, shall be reviewed by a committee appointed by the school principal and other appropriate staff members. A representative from the current insurance carrier shall be contacted prior to installation.

Guidelines:
A.    Equipment must meet the safety criteria listed below:

1. All playground equipment must have an immediate ground surface which limits the impact from a fall, according to ASTM F-355-72. The safety surface must extend to the maximum distance to which a fall could occur.
2. Equipment is to be placed so as to take advantage of topography of surrounding terrain and far enough apart so that there will be a dispersion of children allowing safe, free movement with the least possible congestion.
3. All equipment is to be free from hazardous protrusions, points and sharp edges.
4. Exposed component materials are to be rust-free, clean and durable to use and weather with a minimum amount of splintering, flaking or other deterioration. Lead paint and creosote shall not be used.
5. Equipment that is low to the ground and with a six (6) foot maximum vertical limit is preferred.
6. All moving parts are to be concealed and be designed to minimize the chances of pinching or catching of clothing or of body.
7. All equipment must be securely anchored according to manufacturer's recommendations and installed by the manufacturer or his/her authorized representative.

B.    Equipment should require a minimum of maintenance, specifically for replacement of parts and painting.
C.    Equipment should be aesthetically appealing, and encourage active and creative use.
D.    Equipment should be difficult to vandalize.
E.    Unpadded cement or steel stationary poles should not be in areas intended for running games.
The maintenance supervisor shall coordinate installation of approved equipment with the school principal. Quarterly inspections will be conducted.


 

The board recognizes that safety and health standards should be incorporated into all aspects of the operation of the district. Rules for safety and prevention of accidents shall be posted in compliance with OSHA and WISHA requirements. All hazardous chemicals will be identified and properly labeled. Staff members will be trained in the use of these chemicals specific to their respective jobs. Proper records will be maintained to verify that all of the preventive and safety measures are in place. Injuries and accidents shall be reported to the district office.

The district shall have at least one staff member at each school and work site in the district who holds a valid certificate of first aid training from the department of labor and industries, U.S. Bureau of Mines or the American Red Cross or equivalent training provided by the district nurses. Each school and work site shall have first aid supplies readily accessible and if the work site has more than fifty employees a first-aid station shall be established.

The superintendent shall develop necessary safety and health standards to comply with Department of Labor requirements.


Cross Reference:    Board Policy 6510    Safety
    Board Policy 6512    Infection Control Program

Legal References:     RCW 49.17    Washington Industrial Safety and Health Act
Adoption Date:

 

The supervisor of each school and/or work site in the district is responsible for:  
A.    General Safety
Maintaining a log and summary of all recordable occupational injuries and illnesses occurring at the work site. (A recordable occupational injury or illness is any injury or illness which results in an occupational fatality, lost work days, need for transfer to a new job, or medical treatment beyond first aid.)

1. Providing training programs to improve the skill and competency in the safe use of powered materials handling equipment, use of machine tool operations, use of toxic material, and operation of utility systems prior to assignment to jobs involving such exposures.
2. Implementing an accident prevention program which describes how to report unsafe conditions, how to use protective equipment, how to respond to emergencies and how to report injuries.
3. Forming a safety and health committee composed of representative of management and employees, which shall review safety and health inspections to assist in correction of identified unsafe conditions or practices and to evaluate accident investigations and recommend improvements where needed. (Minutes of the committee shall be recorded and shall be retained for one year.)
4. Maintaining a safety bulletin board sufficient in size to post and display safety bulletins, newsletters, posters, accident statistics and other safety educational material.
5. Assuring that a person who holds a valid certificate of first aid training is present or available at all times.
6. Maintaining a well marked first aid kit, or first aid station if the work site has more than fifty employees.
7. Furnishing a work place free of safety hazards and containing such safety devices and safeguards as are consistent with Labor and Industries requirements.

B.    Worker Right to Know (chemical hazards)

1. Preparing and maintaining an up-to-date list of hazardous chemicals present at each site.
2. Labeling of hazardous chemicals at each site.
3. Photocopying or purchasing any required hazard warnings.
4. Replacing missing, unreadable, or incorrect labels.
5. Requiring Material Safety Data Sheets (MSDS) for all incoming chemicals.
6. Maintaining current MSDS files and distributing to supervisors.
7. Maintaining easily accessible MSDS files, and making MSDS's available to staff members.
8. Training staff members at time of initial assignment or whenever a new hazard is introduced.
9. Preparing a training manual which immediate supervisors can use to create training sessions specific to their site.
10. Maintaining records which show that employees have received training and information.

In order to safeguard the school community from the spread of certain vaccine-preventable diseases and in recognition that prevention is a means of combating the spread of disease, the board strongly urges that susceptible school staff members (including volunteers) provide evidence of immunity against TD (Tetanus-Diphtheria) and MMR (Measles, Mumps and Rubella). Staff members born prior to January 1, 1957 need not provide evidence of immunity to measles; these individuals are considered naturally immune.

To facilitate this prevention program, the board authorizes the superintendent to make arrangements for staff immunization at a convenient time and place, and at a nominal cost to the staff member. A “susceptible” staff member may be exempt from the requirements for immunization by filing a written objection to such immunization on the basis of religious or philosophical grounds, when a private physician certifies that the staff member's physical condition contraindicates immunization or when the staff member provides documentation of immunity by blood test.

In the event of an outbreak of a vaccine-preventable disease in school, the local health officer has the authority to exclude a susceptible staff member. A staff member granted an exemption for religious, philosophical or medical reasons or without an acceptable immunization record on file may be excluded, as he/she is considered to be susceptible. If excluded he/she is not eligible to receive sick leave benefits because of the exclusion itself. To qualify for benefits, he/she must be ill or temporarily physically-disabled.

The superintendent or designee shall evaluate all job duties of district employees to determine which employees have reasonably anticipated on-the-job exposure to blood or other potentially infectious material. The district shall maintain a list of job classifications where employees have reasonably anticipated exposure to blood or other potentially infectious material. The hepatitis B vaccine shall be provided at the district's expense to all employees identified as having risk of directly contacting blood or other potentially infectious material at work.

In the event that an employee has a specific exposure to blood or other potentially infectious material, the employee will be provided, at district expense, with confidential medical evaluation, follow-up and treatment, if indicated.

The district shall provide annual training to all employees with reasonably anticipated exposure to blood or other potentially infectious material. All employees shall receive district provided training on HIV/AIDS within six months of initial employment.

Records shall be kept in strict confidence regarding the hepatitis B vaccine status of all employees with reasonably anticipated exposure to blood or other potentially infectious material and for each occupational exposure an employee has to blood or other potentially infectious material. The records shall be kept for the duration of the employee's employment, plus thirty years. The district shall also keep records that employees have received appropriate training.

Cross reference:    Board Policy 3414    Infectious Disease
Legal References:    WAC    246-110-001    Control of communicable disease


                                               296-823          Occupational Exposure to Bloodborne                 Pathogens
        392-198    Training — school employees — HIV/AIDS


Adoption Date:
 

Immunization
Staff members, including substitutes, student teachers and volunteers, are encouraged to complete an Immunization History form to be placed on file at the district office. In the event of an outbreak of a vaccine-preventable disease in school, the local health officer has the authority to exclude all susceptible persons, including school staff.  This authority would likely be exercised in the event of one or more cases of measles or rubella within the school. Susceptible, as related to measles, means any staff member born after January 1, 1957.

A staff member may claim an exemption for health, religious or philosophical reasons. However, such a staff member who files an exemption may be excluded if an outbreak occurs at his/her school. A staff member who is excluded is not eligible to receive sick leave benefits unless he/she is ill or physically disabled or is otherwise provided for in the collective bargaining agreement.

If a staff member needs to be immunized, he/she should contact a personal physician or clinic. Immunizations may also be available at a nominal cost from the county health department.

Infection Control Program
The district's infection control program shall be consistent with WAC 296-62-08001, Bloodborne Pathogens and the Guidelines for Implementation of Hepatitis B and HIV School Employee Training published by the Superintendent of Public Instruction.

All employees with reasonably anticipated on-the-job exposure to blood or other potentially infectious material shall be identified. Potentially infectious human body fluids are blood, semen, vaginal secretions, cerebrospinal fluid, synovial fluid, pleural fluid, pericardial fluid, peritoneal fluid, amniotic fluid, saliva in dental procedures, any body fluid that is visibly contaminated with blood and all body fluids in situations where it is difficult to differentiate between body fluids. Examples of employees with reasonably anticipated risk of exposure include, but are not limited to, school nurses; teachers and aides in classrooms for the developmentally disabled, the institutionalized or group home residents; bus drivers of such students, or who provide first aid; communication disorders specialists for such students; coaches or assistants who provide first aid, and first aid providers. All job duties should be evaluated for the risk of exposure to blood or potentially infectious material. The district shall maintain a list of job classifications with reasonably anticipated exposure to blood or other potentially infectious material.

All employees identified as having reasonably anticipated exposure to blood or other potentially infectious material shall be offered the hepatitis B vaccine at the district's expense.
If an employee has a specific exposure to blood or other potentially infectious material, the district will provide a free and confidential medical evaluation and follow-up performed by an appropriately trained and licensed health care professional. Any necessary post-exposure treatment shall be provided.

Employees with reasonably anticipated exposure to blood and other potentially infectious material shall participate in district-provided training within ten days of employment and annually.
 
The training shall include:
A.    A general description of bloodborne diseases;
B.    An explanation of modes of transmission of bloodborne pathogens;
C.    An explanation on the use and limitations of methods of control;
D.    Information about personal protective equipment;
E.    Information on the hepatitis b vaccine;
F.    A description of procedures to follow if an exposure  incident occurs;
G.    An explanation of signs, labels, tags and color coding used to designate biohazards;
H.    Where to obtain a copy of WAC 296-62-08001, bloodborne pathogens;
I.    An explanation of the district's infection control plan and how to obtain a copy;
J.    How to identify tasks and activities that may involve exposure to blood or other potentially infectious material; and
K.    Appropriate actions to take in emergencies involving blood or other potentially infectious material.
The training shall be provided by a qualified person and shall include opportunities for questions.
The district shall provide training to all employees regarding HIV/AIDS. The training shall be provided within six months of initial employment. The training shall include:
A.    History and epidemiology of HIV/AIDS;
B.    Methods of transmission of HIV;
C.    Methods of prevention of HIV infection including universal precautions for handling body fluids;
D.    Current treatment for symptoms of HIV and prognosis of disease prevention;
E.    State and federal laws barring discrimination against persons with HIV/AIDS; and
F.    State and federal laws regulating the confidentiality of a person's HIV antibody status.

Significant new discoveries or changes in accepted knowledge regarding HIV/AIDS shall be transmitted to employees within one calendar year of notification from the Superintendent of Public Instruction, unless the Department of Health notifies the district that prompter dissemination of the information is required.

The hepatitis B vaccination status and records regarding any occupational exposure, if any, shall be kept in strict confidence during employment, plus thirty years, for any employee with reasonably anticipated exposure to blood or other potentially infectious material. The records of occupational exposures shall include:
A.    The employee's name and social security number;
B.    The employee's hepatitis b vaccination status;
C.    Examination results, medical testing and follow-up procedure records;
D.    The healthcare professional's written opinion; and
E.    A copy of information provided to the healthcare professional.

The district shall also keep records of training sessions including the dates, a summary of the material, names and qualifications of the trainers and names of employees attending the training.
These records shall be kept for three years.
 

The district does not tolerate violence in the workplace and will work to prevent violent incidents from occurring by implementing a workplace violence prevention program. All employees of the district are responsible for implementing and maintaining the violence prevention program. The workplace violence prevention program establishes and requires adherence to work practices that are designed to make the workplace more secure. It also reinforces the ban on verbal threats or physical actions by employees that create a security hazard for others.

Additionally, the district does not tolerate domestic violence including harassment of any employee or other person while in the district’s buildings or vehicles, while on district property, or while engaged in school or work-related activities. The district is committed to working with employees who are victims of domestic violence to prevent abuse and harassment from occurring in the workplace. No employees will be penalized or disciplined solely for being a victim of domestic violence. The district will provide appropriate support and assistance to employees who are victims of domestic violence. Any employee who threatens, harasses, or abuses someone in the district or from their workplace using district resources such as work time, district telephones, fax machines, mail, or e-mail shall be subject to disciplinary action up to and including discharge. Corrective action or discharge may also be taken against employees who are arrested, convicted, or permanently enjoined as a result of domestic violence when such action is directly related to their position with the district.

All violent incidents shall be reported and investigated, whether or not a physical injury has occurred. There will be no discrimination against victims of workplace violence. Copies of this policy and support materials are readily available to all employees. The Superintendent or designee is directed to adopt procedures to implement this policy, including creation of the workplace violence prevention group which will: assess the district’s vulnerability to workplace violence, recommend preventive actions and employee training programs, and review the program annually for possible adjustments.

Cross Reference:    Board Policy 4210    Regulation of Dangerous Weapons on School Premises
    Board Policy 5281    Disciplinary Action and Discharge
    Board Policy 6511    Staff Safety

Adoption Date:
 

The workplace violence prevention group will consist of employees from the primary, elementary, and secondary grades, as well as from the classified work groups. If appropriate, workplace violence prevention groups shall be established at each school and major work site. The workplace violence prevention group is responsible for making recommendations in the following areas:
A.    Assessing district/building practices for potential hazards or improved security practices;
B.    Efforts to inform all employees about the workplace violence prevention program;
C.    Assuring that all employees comply with security measures;
D.    Recognizing employees who perform work practices that promote security in the workplace;
E.    Training and counseling programs to enhance awareness of workplace violence issues;
F.    Including workplace violence prevention in new employee orientation;
G.    Annual review and update of the workplace violence prevention program;
H.    A system for notifying the district about workplace security hazards or threats of violence; and
I.    Processes for protecting employees who report threats from possible retaliation.

When possible, the district will provide the following assistance to employee victims of domestic violence: resources and referral information; work schedule adjustments or leave as needed to obtain medical, law enforcement, legal, or judicial assistance; and workplace relocation. To the extent possible the district will maintain the confidentiality of employee victims of domestic violence, while taking necessary steps to protect the workplace and other employees from possible violence.
 

All insurance programs of the district shall be managed as part of the district’s risk management program.

Liability Insurance
The district shall maintain sufficient liability insurance to protect it against claims for the negligent or wrongful acts of its staff or agents. The amount and terms of such insurance protection shall be reviewed annually as part of the district's risk management program.

The board shall hold individual board members, administrators, staff or agents of the district harmless and defend them from any financial loss, including reasonable attorneys' fees, arising out of any act or failure to act, provided that at the time of the act or omission complained of the individual so indemnified was acting within the scope of his/her responsibilities or employment and in compliance with the policies and procedures of the district.

The district shall provide its staff with insurance protection while they are engaged in the maintenance of order and discipline and in the protection of students, other staff and property. Such insurance protection must include liability insurance covering injury to persons and property and insurance protecting staff from loss or damage of their personal property incurred while so engaged.
A member of the board of directors or the superintendent is immune from civil liability for damages for any discretionary decision or failure to make a discretionary decision within his or her official capacity, but liability shall remain on the district for the tortious conduct of the board members and superintendent. The superintendent shall obtain errors and omissions insurance in the amounts deemed necessary by the board.

Property Damage Insurance
The district shall maintain a comprehensive insurance program which shall provide adequate coverage, as determined by the board, in the event of loss or damage to school buildings and/or equipment, including motor vehicles.

Staff Insurance
The district shall develop and maintain an effective program of insurance for its staff. Such programs may include, but are not limited to, unemployment compensation, industrial accident and/or injury insurance, liability and medical insurance.
The district may make available liability, life, health, health care, accident, disability or salary protection insurance or any one of or a combination of these types of insurance and may contribute all or part of the cost of such insurance.

Unemployment Insurance
The district shall participate in the program lawfully available for fulfilling its unemployment insurance obligation that is most financially and administratively efficient. The unemployment compensation program shall be reviewed annually by the board.

Staff eligible under the terms of the unemployment compensation pool agreement with the educational service district shall be provided with the unemployment benefits to which they are entitled. The district shall maintain the records required by the state employment security department and retain them for not less than four years.

Workers' Compensation
Workers' compensation is an insurance program which covers job-related injuries and occupational diseases. School staff members are covered by a self-insured program which has been approved by the Washington State Department of Labor and Industries. The staff member is protected in two ways:
A.    Medical costs resulting from job injuries are paid
B.    Injured employees are paid a partial wage while off work because of a job injury or illness due to on-the-job causes.

When a staff member is injured on the job with a time loss, the district will grant full sick leave for the first three (3) days provided the staff member has accumulated sick leave to cover the absence. For each day covered by workers' compensation the employee may use accumulated sick leave to make up the difference between the workers' compensation payments and the employee's regular salary. In such instances, total pay shall not exceed the staff member's regular pay.

Soap Lake School District is self-insured through the North Central Washington Workman’s Compensation Trust for the purpose of providing industrial insurance benefits to employees who sustain job-related injuries or occupational diseases. This trust has been approved by Washington State Department of Labor and Industries to administer industrial insurance benefits. Employees of a self-insured business have the same rights and responsibilities as other workers insured through the State of Washington. Employees are protected in two ways:
A.    Medical costs resulting from job-related injuries or diseases are paid under the claim; and
B.    Injured employees are paid a partial wage replacement while off work due to a job-related injury or disease under the claim when certified off work by their doctor.
When an employee is injured on the job and is unable to perform his or her duties as a result of an on-the-job injury or occupational disease and is released from work by a doctor, the employee may elect to use leave as follows (provided the employer does not elect to keep the employee on full salary through means other than use of accrued leave):
A.    Choose unpaid leave thus receiving only his or her entitled temporary total disability (TTD) benefits; or
B.    Elect to use a full day of accumulated leave (sick, annual or other similar benefit) in addition to their entitled TTD benefits; or
C.    Elect to use a proportionate share of accumulated leave to make up the difference between the worker’s compensation payments and the employees regular pay at the time of injury;
The superintendent or designee will develop procedure to assure compliance with workers’ compensation laws and regulations.

Medical Insurance
Medical plans are offered in the district on a payroll deduction plan. Staff may select from among those plans which are made available by the district's approval. The district shall make a contribution toward approved insurance premiums for each full-time staff member each month in an amount which is determined each year. The district may provide prorated contributions toward premiums for less than full-time staff. In the event of any fully-funded legislative changes for payment of insurance premiums, such funds shall be provided automatically as additional contributions.

When a staff member is on leave and the staff member's accumulated paid leave has been exhausted, the district shall notify the staff member that the medical insurance benefits are exhausted and the premium is due. The district shall accept the premium from the staff member and remit it to the carrier each month during the term of an approved leave of absence.

In compliance with COBRA (Consolidated Omnibus Budget Reconciliation Act), the district will offer continuing health care coverage on a self-pay basis to staff members and their dependents following termination (for reasons other than gross misconduct), a reduction in hours, retirement, death, or loss of coverage eligibility to the dependent. These health benefits will be identical to the coverages offered to full-time staff members. For terminated or reduced-hour staff members, the coverage may last up to 18 months or until they become eligible for other health insurance, whichever is earlier. In the event of the staff member’s retirement, divorce, separation or death, or loss of dependent eligibility the coverage may last up to 36 months for the staff member and/or qualified beneficiary. The full policy premium plus a 2% administration fee will be paid by the staff member or the beneficiary to the district.
 
Cross Reference:    Board Policy 2151    Interscholastic Activities
    Board Policy 5401    Sick Leave
    Board Policy 6500    Risk Management

    Board Policy 6535    Student Insurance
    Board Policy 6540    School District Responsibility for Privately Owned Property

Legal Reference:    RCW    28A.320.060    Officers, employees or agents of school districts or educational service districts, insurance to protect and hold personally harmless
        28A.320.100    Actions against officers, employees or agents of school districts and educational service districts —  Defense, costs, fees — Payment of obligation
        28A.335.010    School buildings, maintenance, furnishing and insuring
        28A.400.350    Liability, life, health, health care,accident, disability and salary insurance authorized — Premiums
        28A.400.370    Mandatory insurance protection for employees
        4.24.470    Liability of officials and members of governing body of public agency—Definitions
        4.96.010    Tortious conduct of political sub-division — Liability for damages
        41.50.160    Restoration of withdrawn contributions by annual installment
        50.20.050    Disqualification for leaving work voluntarily without good cause
        50.44.030(3)    Insurance pools
        50.44.050    Benefits payable, terms and conditions— “Academic year” defined
       51.32.090    Temporary total disability — Partial restoration of earning power — Return to available work — When employer continues wages —  Limitations.

    29 U.S.C. A §§ 1161-1168    Consolidated Omnibus Budget Reconciliation Act

    WAC     296-15    Worker's compensation self-insurance
                             — rules and regulations


Adoption Date:
 

Student accident insurance coverage shall be offered in order to keep the insurance premium within the reach of the majority of students. The superintendent is authorized to receive quotations from the various underwriters available and to recommend for board consideration the best single source of coverage. Upon approval by the board, the district shall distribute application forms and supply the necessary claims information (time of accident, cause of accident) when requested by a student or his/her parent.

To be eligible for consideration an agency and/or underwriting company must provide knowledgeable local representation to follow up problem claims, answer questions concerning coverage and procedures and expedite the entire program from the standpoint of communication among the claimant, doctor or hospital and claims office. The underwriting company, if not located in Washington, must maintain an agent within the state with authority to handle, adjust and process claims so that final claim determination shall be made within the state of Washington.

No District funds shall be used for the payment of premiums nor shall the District or any of its employees assume any responsibility whatsoever for the provisions of the student insurance policies.

Cross Reference:    Board Policy 2151    Interscholastic Activities

Legal Reference:    RCW 28A.400.350    Liability, life, health, health care, accident, disability and salary insurance authorized — Premiums

Adoption Date:
 

The district shall not assume responsibility for the maintenance, repair or replacement of any privately-owned property brought to a school or district function unless the use or presence of such property has been specifically requested in writing by the administration.

The district shall not make reimbursement for loss or damage to a staff member's personal equipment or material brought to school unless evidence can be shown that it was necessary or highly desirable for use in the school program. Evidence of loss or damage must show that the loss was not due to any negligence or fault of the staff member. The following guidelines shall apply:
A.    Leaving items of obvious value at the school over a weekend or vacation period should be avoided.
B.    The district shall not reimburse for loss of money or personal effects.
C.    The use of personal equipment for instructional purposes must have the prior approval of the principal or supervisor.
D.    The staff member must verify that no personal insurance coverage is applicable to the loss or damage.
E.    Claims for loss must be filed within 5 days after the damage or loss. Claimants must attest to a notary public as to the nature of the loss and the value of the item.
F.    Proper documentation shall accompany the requisition for reimbursement.

Adoption Date:

 

Data Management
The superintendent is authorized to enter into a contract with the Washington School Information Processing Cooperative to purchase a student information system, equipment, networking and software to expand the current K-12 education statewide network. The board shall review the data management program annually.

Records Management And Retention
The district recognizes the importance of public records as the record of the acts of the district and the repository of such information. The public has the right under law to inspect and procure copies of such records with certain exceptions. The public records of the district shall mean any account, voucher or contract dealing with the receipt or disbursement of funds; with acquisition, use or disposal of services or of supplies, materials, equipment or other property; or with any minutes, orders or decisions fixing the personal or property rights, privileges, immunities, duties or obligations of any person or group.

The superintendent shall develop procedures to implement this policy which shall conform to law; require as a minimum the permanent safeguarding of board minutes, annual audit reports and permanent student records; and require retention of all fiscal records required for audits. The superintendent shall designate a staff member to serve as district records officer.

Records may be destroyed when authorized by the General Records Retention Schedule and Destruction Authorization provided by the Office of Secretary of State, Division of Archives and Records Management.

Property Records
Property records and inventory records shall be maintained on all land, buildings and personal property under the control of the district.

Property purchased in whole or in part with federal funds shall be inventoried at least every two years. The inventory shall include the serial number of the item, its cost and the percentage of federal funds used to purchase it.

Small attractive items (computers, printers, projectors, video cassette recorders, tools, etc.) shall be inventoried annually and shall be signed out to staff. Sign-out records shall also be maintained.

At the end of each school year each teacher shall inventory the property items in his or her classroom. A randomly selected ten percent of those inventories shall be double-checked by an employee of the business office.

For purposes of this policy, “equipment” shall mean a unit of furniture or furnishings, an instrument, a machine, an apparatus or a set of articles which retains its shape and appearance with use, is nonexpendable, and does not lose its identity when incorporated into a more complex unit. Property records of facilities shall be maintained on an ongoing basis.

No equipment shall be removed for personal or non-school use. Property records shall show, as appropriate to the item recorded, the:
A.    Description of the property;
B.    A serial number or other identification number (Equipment may be identified with a permanent tag that provides appropriate district and equipment identification.);
C.    Source of property;
D.    Who holds title;
E.    Manufacturer;
F.    Year of purchase;
G.    Initial cost;
H.    Percentage of Federal participation in the cost of the property;
I.    Location;
J.    Condition and depreciation;
K.    Current valuation in conformity with insurance requirements; and
L.    Disposition data including date of disposal and sale price of the property

Cross Reference:    Board Policy 3231    Student Records
    Board Policy 4040    Public Access to School District Records
    Board Policy 6801    Fixed Assets
    Board Policy 6955    Maintenance of Records

Legal References:    Chapter 40.14 RCW    Preservation and Destruction of Public Records
    RCW 40.14.010    Definition of public records
                       RCW 42. 56.070-080    Public Records
    34 C.F.R. § 80.32    Uniform Administrative requirements for grants and cooperative agreements to state and local governments — Equipment

Management Resources:    Policy News, April 2006    Fixed Assets
    Policy News, April 2005    Records Retention Schedule Updated

Adoption Date:
 

The district records officer shall have the responsibility for the safekeeping of all records according to the retention schedule cited below. The district records officer shall have authority to dispose of materials after the recommended retention period.

Official public records have a statutory minimum retention of 6 years. The retention period for office files and memoranda is based on operational requirements for each office. Whenever applicable, the retention period starts with the “cut-off.” “Cut-off” is a term used to indicate files or records may be terminated on a predetermined date. “Cut-off” prevents current records from attaining unmanageable size and facilitates the filing of new records. Calendar year records may be “cut-off” on December 31, and a new file established on January l; all fiscal year records can be “cut-off” only upon the completion of an action or event, such as termination of contract, final payment of a contract, termination of employment, etc. Regardless of the duration of the retention period, records series should be kept in office files after “cut-off” only as long as is necessary to satisfy (l) active reference, (2) audit, when required, and (3) other operational requirements. Once these three factors have been satisfied, the records should be transferred to a records center for the remainder of the retention period.

E-mail messages with public record content should be retained in E-mail format only as long as they are being worked on or distributed. Upon completion, E-mail messages containing public record information should be printed out or transferred to an electronic document management system, filed with the appropriate records series, and retained for the minimum retention period assigned by the Local government General Records Retention Schedule or a records retention schedule approved specifically for the agency by the Local Records Committee.

The district will retain records in compliance with the General Records Retention Schedule For School Districts And Educational Service Districts in Washington State found at:
http://www.secstate.wa.gov/archives/pdf/School%20Districts%20March%202003.pdf

 

This district is committed to a positive and productive education and working environment free from discrimination, including sexual harassment.  The district prohibits sexual harassment of students, employees and others involved in school district activities.
Sexual harassment occurs when:
A.    Submitting to the harasser's sexual demands is a stated or implied condition of obtaining an education or work opportunity or other benefit;
B.    Submission to or rejection of sexual demands is a factor in an academic, work or other school-related decision affecting an individual; or
C.    Unwelcome sexual or gender-directed conduct or communication interferes with an individual's performance or creates an intimidating, hostile or offensive environment.
Sexual harassment can occur adult to student, student to adult, student to student, adult to adult, male to female, female to male, male to male and female to female.

The district will take prompt, equitable and remedial action within its authority on reports, complaints and grievances alleging sexual harassment that come to the attention of the district, either formally or informally.  Allegations of criminal misconduct will be reported to law enforcement and suspected child abuse will be reported to law enforcement or Child Protective Services.  Persons found to have been subjected to sexual harassment will have appropriate school district services made reasonably available to them and adverse consequences of the harassment shall be reviewed and remedied, as appropriate.

Engaging in sexual harassment will result in appropriate discipline or other appropriate sanctions against offending students, staff and contractors.  Anyone else who engages in sexual harassment on school property or at school activities will have their access to school property and activities restricted, as appropriate.

Retaliation against any person who makes or is a witness in a sexual harassment complaint is prohibited and will result in appropriate discipline.  The district will take appropriate actions to protect involved persons from retaliation.

It is a violation of this policy to knowingly report false allegations of sexual harassment.  Persons found to knowingly report or corroborate false allegations will be subject to appropriate discipline.

The superintendent shall develop and implement formal and informal procedures for receiving, investigating and resolving complaints or reports of sexual harassment.  The procedures will include reasonable and prompt time lines and delineate staff responsibilities under this policy.  All staff are responsible for receiving informal complaints and reports of sexual harassment and informing appropriate district personnel of the complaint or report for investigation and resolution.  All staff are also responsible for directing complainants to the formal complaint process.

The superintendent shall develop procedures to provide age-appropriate information and education to district staff, students, parents and volunteers regarding this policy and the recognition and prevention of sexual harassment.  At a minimum sexual harassment recognition and prevention and the elements of this policy will be included in staff, student and regular volunteer orientation.  This policy shall be posted in each district building in a place available to staff, students, parents, volunteers and visitors.  The policy shall be reproduced in each student, staff, volunteer and parent handbook.

The superintendent shall make an annual report to the board reviewing the use and efficacy of this policy and related procedures.  Recommendations for changes to this policy, if applicable, shall be included in the report.  The superintendent is encouraged to involve staff, students, and volunteers and parents in the review process.


Cross References:    Board Policy    
        3210    Nondiscrimination
        3240    Student Conduct
3421    Child Abuse and Neglect
        5010    Nondiscrimination
        5281    Disciplinary Action and Discharge

Legal References:    RCW 28A.640.020    Regulations, guidelines to eliminate discrimination — Scope

    WAC 392-190-056 - 058     Sexual harassment

Adoption Date:
 

Informal Complaint Process: Anyone may use informal procedures to report and resolve complaints of sexual harassment. Informal reports may be made to any staff member, although staff shall always inform complainants of their right to and the process for filing a formal complaint. Staff shall also direct potential complainants to an appropriate staff member who can explain the informal and formal complaint processes and what a complainant can expect. Staff shall also inform an appropriate supervisor or professional staff member when they receive complaints of sexual harassment, especially when the complaint is beyond their training to resolve or alleges serious misconduct. Informal remedies include an opportunity for the complainant to explain to the alleged harasser that his or her conduct is unwelcome, offensive or inappropriate, either in writing or face-to-face; a statement from a staff member to the alleged harasser that the alleged conduct is not appropriate and could lead to discipline if proven or repeated; or a general public statement from an administrator in a building reviewing the district sexual harassment policy without identifying the complainant. Informal complaints may become formal complaints at the request of the complainant, parent, guardian, or because the district believes the complaint needs to be more thoroughly investigated.

Formal Complaint Process: Anyone may initiate a formal complaint of sexual harassment, even if the informal complaint process is being utilized. Potential complainants who wish to have the district hold their identity confidential shall be informed that the district will almost assuredly face due process requirements that will make available all of the information that the district has to the accused. The district will, however, fully implement the anti-retaliation provisions of this policy to protect complainants and witnesses. Student complainants and witnesses may have a trusted adult with them during any district-initiated investigatory activities. The superintendent or designated compliance officer (hereinafter referred to as the compliance officer) may conclude that the district needs to conduct an investigation based on information in his or her possession regardless of the complainant's interest in filing a formal complaint. The following process shall be followed:

1. The compliance officer shall receive and investigate all formal, written complaints of sexual harassment, or information in the compliance officer's possession that the officer believes requires further investigation. All formal complaints shall be in writing; shall be signed by the complainant; and shall set forth the specific acts, conditions or circumstances alleged to have occurred and to constitute sexual harassment. The compliance officer may draft the complaint based on the report of the complainant, for the complainant to review and sign. When the investigation is completed the compliance officer shall compile a full written report of the complaint and the results of the investigation. If the matter has not been resolved to the complainant's satisfaction, the superintendent shall take further action on the report. The superintendent shall respond in writing to the complainant and the accused within thirty days stating that the district does not have adequate evidence to conclude that harassment occurred:
2. Corrective actions that the district intends to take; and/or
3. That the investigation is incomplete to date and will be continuing.
4. Corrective measures deemed necessary will be instituted as quickly as possible, but in no event more than thirty days after the superintendent's written response, unless the accused is appealing the imposition of discipline and the district is barred by due process considerations or a lawful order from imposing the discipline until the appeal process is concluded. Staff may also pursue complaints through the appropriate collective bargaining agreement process or anti-discrimination policy.

Appeal Procedure
Level One
If a complainant remains aggrieved as a result of the action or inaction of the superintendent in resolving a complaint, the complainant may appeal to the board of the district by filing a written notice of appeal with the secretary of the board by the 10th calendar day following:  

1. The date upon which the complainant received the superintendent's response, or  
2. The expiration of the 30-calendar day response period based on the receipt of the complaint by the school district, whichever occurs first. The board shall schedule a hearing to commence by the 20th calendar day following the filing of the written notice of appeal. Both parties shall be allowed to present such witnesses and testimony as the board deems relevant and material. The board shall render a written decision by the 10th calendar day following the termination of the hearing and shall provide a copy to the complainant.
   

Level Two
If a complainant remains aggrieved as a result of the decision of the board in resolving a complaint, the complainant may appeal to the superintendent of public instruction by filing a written notice of appeal with the superintendent of public instruction by the 10th calendar day following the date upon which the complainant received written notice of the board’s decision.
The superintendent of public instruction shall schedule a hearing to commence by the 40th calendar day following the filing of the written notice of appeal. The notice of appeal must state the areas of disagreement and the relief requested.

Appeals to the superintendent of public instruction shall be conducted de novo and in compliance with the state Administrative Procedures Act. The complainant shall present his or her case and the school district shall defend the decision rendered by the board.

A fixed component of all district orientation sessions for staff, students and regular volunteers shall introduce the elements of this policy. Staff will be provided information on recognizing and preventing sexual harassment. Staff shall be fully informed of the formal and informal complaint processes and their roles and responsibilities under the policy and procedure. Certificated staff shall be reminded of their legal responsibility to report suspected child abuse, and how that responsibility may be implicated by some allegations of sexual harassment. Regular volunteers shall get the portions of this component of orientation relevant to their rights and responsibilities.

Students will be provided with age-appropriate information on the recognition and prevention of sexual harassment and their rights and responsibilities under this and other district policies and rules at student orientation sessions and on other appropriate occasions, which may include parents. Parents shall be provided with copies of this policy and procedure and appropriate materials on the recognition and prevention of sexual harassment.

As part of the information on the recognition and prevention of sexual harassment staff, volunteers, students and parents will be informed that sexual harassment may include, but is not limited to:

1. Demands for sexual favors in exchange for preferential treatment or something of value;
2. Stating or implying that a person will lose something if he or she does not submit to a sexual request;
3. Penalizing a person for refusing to submit to a sexual advance, or providing a benefit to someone who does;
4. Making unwelcome, offensive or inappropriate sexually suggestive remarks comments, gestures, or jokes; or remarks of a sexual nature about a person's appearance, gender or conduct;
5. Using derogatory sexual terms for a person;
6. Standing too close, inappropriately touching, cornering or stalking a person; or
7. Displaying offensive or inappropriate sexual illustrations on school property.
8. Annually the superintendent or designee will convene an ad hoc committee composed of representatives of certificated and classified staff, volunteers, students and parents to review the use and efficacy of this policy and procedure. The compliance officer will be included in the committee. Based on the review of the committee, the superintendent shall prepare a report to the board including, if necessary, any recommended policy changes. The superintendent shall consider adopting changes to this procedure if recommended by the committee.
   

The district may provide transportation to and from school for a student:
A.    Whose residence is beyond the one mile radius from the school to which the student is assigned;
B.    Whose walking route to school is hazardous;
C.    Whose disability prevents him/her from walking or providing for his/her own welfare while walking; or
D.    Who has another compelling and legally sufficient reason to receive transportation services. The parent or guardian of a student whose assigned bus stop is beyond the maximum walking distance may receive reimbursement for private transportation at the state mileage reimbursement rate.

Each year the superintendent shall present to the board for the number of students who are transported who live within the minimum distance of their schools and for whom there appears sufficient justification for the district to provide transportation. In this report, the superintendent shall also provide the reasons why each of these students is transported.

The district's transportation program shall comply in all ways with state law and regulation. Transportation services of the district may include approved bus routes, district-approved field trips, school activities (participants only) and extracurricular activities (rooters). The superintendent is authorized to permit a parent of a student enrolled in school to ride a bus when excess seating is available and private or other public transportation is not reasonably available.
The board of directors may authorize children attending an approved private school to ride a school bus provided that the bus route and stops are not altered, space is available, and a fee to cover the per seat cost for such transportation is collected.

Routes and Schedules
The superintendent shall be responsible for scheduling bus transportation, including the determination of routes and bus stops as well as overseeing the transportation program.
The purpose of bus scheduling and routing is to achieve maximum service with a minimum fleet of buses insofar as this is consistent with rendering safe and reasonably equal service to all students entitled to such service. The board may authorize the use of a district-owned passenger car in lieu of a bus for transporting students to and from school.

In order to operate the transportation system as safely and efficiently as possible, the following factors shall be considered in establishing bus routes:
A.    Where an alternate route may be considered without sacrifice of efficiency or economy, preference shall be given to that route more directly serving the largest number of students.
B.    Location of bus stops may be determined by such factors as student safety, economy and efficiency. Students may be required to walk up to one mile from their home to their bus stop provided that the walking route is safe.
C.    School schedules shall be adjusted to allow maximum utilization of each bus in the system by alternating elementary and secondary trips.

The district shall apply for state transportation apportionment funds and shall maintain the records required to obtain such funding.

Emergency Routes and Schedules
The district shall develop emergency bus routes and schedules to be used when weather conditions make the usual routes impassable or, in the superintendent's judgment, too hazardous. At the beginning of the school year, copies of emergency routes and schedules shall be distributed to parents with instructions on how to obtain emergency information.

If roads are closed to buses but not to private vehicles, the district may continue to operate the instructional programs of the schools without providing bus transportation until the roads are again open to buses.


Legal References:    RCW     28A.160    Student Transportation
        28A.160.020    Authorization for private school students to ride buses — Conditions
        28A.160.030    Authorizing individual transportation or other arrangements —    WAC     392-141    Transportation —State allocation for operations
        392-172-204     Transportation (Special Education)
        392-172-035    Definitions of “free appropriate, public education,” “adult student,” “special education student,” “parent,” and “public agency”

Adoption Date:
 

Route Guidelines
Routes should be established so as to:
A.    Avoid, whenever possible, left-hand turns when entering or exiting high speed roadways.
B.    Avoid students crossing a four-lane road.
C.    Minimize stopping on multi-lane roads, unless the bus can get completely off the road.
D.    Avoid, if possible, crossing railroad tracks.
E.    Provide transportation to students who live within the distance specified for state funding from school or who would have to walk on a roadway declared unsafe by the board.
F.    Deliver students to their school no more than thirty (30) minutes before school starts. NOTE: It is desired that students arrive at school within five (5) to ten (10) minutes of starting time.
G.    Pick up students at school within five (5) minutes of dismissal, unless a delay is caused by a double run, or another guideline. In that case, students should be picked up within no more than thirty (30) minutes.
H.    Allow for a minimum "dead head" time between and to runs and no more than fifteen (15) minutes standby time between runs, provided that unless approved by the superintendent, all waiting time shall be on school property.
I.    Avoid travel on dead end roads, unless it is necessary within these guidelines and there is an ample, safe area in which a bus can turn around, without backing.
J.    Fill each bus to rated capacity, provided that it is economically feasible and within the other routing guidelines.
K.    Have minimum overlap or duplication in bus routes serving the same school.
L.    Avoid travel on private roads, drives or property and on unimproved roads (not surfaced to county/city standards) or roads which are in such bad condition as to cause damage to a bus.

Bus Stop Guidelines
Bus stops shall be established which:
A.    Are frequent enough so students do not have to walk more than one (1) mile to and from the bus. Bus stops may be more frequent when the road has been declared unsafe for walking.
B.    Are located where students can stand a safe distance from the road.
C.    Allow, where possible, the bus to get completely off of the road.
D.    Provide at least 500 feet on 35-mile-per-hour roadways, and 800 feet on 50-mile-per-hour roadways of unobstructed visibility, both ways.
E.    Require as few students as possible to cross roadways with no students crossing multiple lane roads and highways.
F.    Are located where no damage is likely to occur to private property and where the number of students waiting does not create unsafe conditions and/or situations.
 

A comprehensive school trip safety program shall address school walk routes, bus safety and route plans, vehicle access to the school, circulation and parking at the school, pedestrian circulation on and around the school campus and safety education and enforcement.

Safety Advisory Committee
The superintendent shall establish a Safety Advisory Committee (SAC) to develop a school trip safety program and to review safety concerns. The superintendent shall develop specific responsibilities and reporting relationships of the committee, including how the SAC relates to individual school safety programs.

Bus Safety
The superintendent shall develop written rules establishing the procedures for bus safety and emergency exit drills and for student conduct while riding on buses.

The bus driver is responsible for the safety of his/her passengers, particularly for those who cross a roadway after leaving the bus. No bus driver shall order or allow a student to disembark at other than his/her customary boarding or alighting place unless so authorized by the superintendent. In order to assure the safety of all, the bus driver may hold students accountable for their conduct during the course of transportation and may recommend corrective action against a student. Bus drivers are expressly prohibited from using corporal punishment.

Emergencies
In the event of an accident or other emergency, the bus driver shall follow the emergency procedures in accordance with the School Bus Driver Handbook (SPI). A copy of the emergency procedures shall be located in each bus. To insure the success of such emergency procedures, each bus driver shall conduct an emergency evacuation drill within the first six weeks of each school semester. The district shall conduct such other drills and procedures as may be necessary.

Student Conduct On Buses
The superintendent shall establish written rules of conduct for students riding school buses. Such rules shall include as a minimum the requirements of WAC 392-145-035 and shall be reviewed annually by the superintendent and revised if necessary. If the rules are substantially revised, they shall be submitted to the board for approval.

At the beginning of each school year, a copy of the rules of conduct for students riding buses shall be provided to each student who is scheduled to ride a school bus. The classroom teacher and/or bus driver shall review the rules with the students at or near the beginning of each school year. A copy of the rules shall be available upon request at the district office.

Cross References:    Board Policy 3241    Classroom Management, Corrective Actions or Punishment
    Board Policy  6510    Safety

Legal References:    RCW 28A.600.010    Government of schools, pupils, employees, rules and regulations for — Due process guarantee — Enforcement
    WAC 392-144    School Bus Driver Qualifications
    WAC 392-400-225    School district rules defining misconduct — Distribution of rules
    WAC 392-145    Transportation — Operation rules
    WAC  392-145-015    General operating regulations
    WAC  392-145-035    Rules for students riding school buses

Adoption Date:
 

Any misconduct by a student, which in the opinion of the bus driver or bus supervisor, is detrimental to the safe operation of the bus shall be sufficient cause for the principal to suspend the transportation privilege.

Rules of conduct for students riding buses:
A.    Students shall obey the driver and any aide assigned to the bus by the district. The driver is in full charge of the bus and passengers and shall be obeyed. If an aide is assigned to the bus by the district, he/she shall be responsible for the safe operation of the bus. When transporting classes or teams, the teacher or coach shall be primarily responsible for the behavior of the students. Students shall obey both the driver and the teacher, coach or other staff member.
B.    Students shall ride only on their assigned bus unless written permission to do otherwise has been received by school officials.
C.    Students shall not be permitted to leave the bus except at their regular stop unless written permission to do otherwise is received by school officials.
D.    Students assigned seats shall use only that seat unless permission to change is authorized by the driver.
E.    Students shall observe rules of classroom conduct while riding on buses. Noise shall be kept down to avoid distracting the driver. Students shall refrain from the use of obscene language or gestures.
F.    Students shall not smoke or ignite lighters or matches on buses.
G.    Students shall not eat on buses, except when specifically authorized and supervised by and accompanying teacher, coach or other staff member. Buses shall be kept clean.
H.    Students shall not open bus windows without the driver's permission.
I.    Students shall not extend any part of their body out of bus windows at any time.
J.    Students shall not carry or have in their possession items that can cause injury to passengers on the bus. Such items include, but are not limited to, sticks, breakable containers, weapons or firearms, straps or pins protruding from clothing, large, bulky items which cannot be held or placed between legs, etc. Books and personal belongings shall be kept out of aisles.
K.    Students shall not have animals on buses, except a dog providing assistance to a disabled student.
L.    Students shall not sit in the driver's seat or to the immediate right or left of the driver.
M.    Students shall refrain from talking to the driver unless necessary.
N.    Students shall go directly to a seat once inside the bus and remain seated at all times unless the driver instructs otherwise.
O.    Students shall get on/off the bus in an orderly manner and shall obey the instructions of the driver or school safety patrolmen on duty. There shall be no pushing and shoving when boarding or leaving the bus. Once off the bus, students shall adhere to rules for pedestrians.
P.    Students shall never cross the roadway behind a bus unless they use pedestrian crosswalks or traffic lights.
Q.    Students shall stand away from the roadway curb when any bus is approaching or leaving a stop.
R.    Students going to and from their bus stops where there are no sidewalks shall walk on the left-hand side of the roadway facing oncoming traffic. Students shall go directly to their home after leaving the bus.
S.    Students shall use lap belts on buses when available.
T.    Students shall follow emergency exit drill procedures as prescribed by the driver.
U.    Students shall not tamper with emergency doors or equipment.
V.    Students shall remain quietly seated, not exhibit disruptive behavior and turn off all noise-making devices at highway rail grade crossings.
W.    Parents of students identified as causing damage to buses shall be charged with the cost of the incurred damage. Students causing the damage may be suspended from transportation.
X.    Student misconduct shall constitute sufficient reason for suspending transportation privileges.

Disciplinary Procedures
Principals are responsible for correcting students whose abusive behavior results in a bus-incident report or violates the rules above. The principal shall provide supervision during bus arrival and departure times and receive reports (written and oral) from the drivers.

The principal shall insure that students comply with the specified regulations. Principals must maintain open lines of communication among school officials, bus drivers and the transportation department.

When waiting for a bus, or going to and from a bus stop, students are responsible for conducting themselves according to the social and legal mores that apply to adults in public. That is, they must not abuse or cause damage to private or public property; they must not use obscene language or gestures; they must not engage in criminal activity. Failure to adhere to theses standards may result in formal complaints by citizens which may be forwarded to principals for possible corrective action.

Students provided with transportation are responsible for complying with the district's rules of conduct for students riding buses. Failure to adhere to these rules, or abusive behavior towards the public, driver, fellow passengers or the vehicle constitutes justification for initiating corrective action against a student.

Abusive behavior on the part of a student riding a bus may result in a written report when, in the opinion of the driver or bus supervisor, there has been an infraction of the rules applicable to student conduct. The written report is the primary means by which a driver or bus supervisor communicates a student's conduct to the school and transportation department. This report, in most cases, reflects an infraction of rules which is repeated by the student after his/her having received previous oral warnings from the driver or bus supervisor. In order for drivers and bus supervisors to effectively maintain control on their buses, it is expected that action be exercised by principals when receiving such a report.

When a student's conduct constitutes an infraction of the rules, the driver or bus supervisor shall complete a report on the student describing the incident or damage that occurred. The driver or bus supervisor shall provide the student with a copy of the report, hand the original report to the principal and submit a copy to the transportation supervisor. The copy of the report concerning special education students shall be given to the principal for disposition.

The principal upon receiving the report shall investigate the circumstances surrounding the incident and take action according to the procedures set forth in the district’s policies pertaining to corrective action and punishment.  When investigating the incident, the primary concern must be with respect to the safe transport of students.  Corrective action, if necessary, should be consistent throughout the district as follows:
A.    Warning: When a student’s misconduct is of a minor nature which does not jeopardize the safety or welfare of other students or the operation of the bus.
B.    Suspension: When a student’s misconduct is deemed to jeopardize the safety of bus passengers and operation, or when repeated warning notices fail to correct abusive behavior, or when a student incurs damage to the bus.
C.    Expulsion:  When a student's misconduct is of such nature that the safety of the bus operation and/or of the occupants was willfully and seriously threatened (i.e., student assaulting the driver).
The action taken by the principal shall be annotated on the report and forwarded to the student's parent for signature. The transportation department shall be notified.

Drivers shall be advised to file assault and battery charges against students who physically assault them. Under no circumstances shall the driver retaliate in kind and physically assault the student as this conduct may subject him/her to legal action.

The student or parent of a student who has been suspended from receiving transportation entitlements may appeal the principal's decision by submitting a written statement to the superintendent. The superintendent shall render a decision after evaluating the issues and facts involved. If the decision is based on issues unrelated to those described in the district's rules of conduct for students riding buses, the decision shall require board concurrence before implementation.

Emergencies
The transportation supervisor shall review the contents of the School Bus Driver's Handbook with each driver prior to the beginning of each school year. Each driver, in turn, is expected to follow the procedure as outlined in the handbook. At the start of each field trip or extracurricular trip, the school bus driver shall review with all passengers the location and use of the emergency exits, emergency equipment and any district emergency procedures.

In the event of an accident, the driver shall make contact with the transportation supervisor who shall:
A.    Determine the nature of the accident;
B.    Contact emergency services if there is reason to believe that there are injuries which require immediate attention;
C.    Contact the state patrol regarding the accident;
D.    Advise the superintendent of schools;
E.    Investigate the accident and gather the names of all students and witnesses;
F.    Dispatch another bus to transport the student to their destination;
G.    Contact the parent(s) or guardian(s) of any students who are injured.

To facilitate the responsibilities assigned to the transportation department, the supervisor, in cooperation with the building principals, will compile a list of students, including addresses and phone numbers, that are authorized to ride each bus route.
 

The board authorizes the use of video cameras on district operated school buses for the purpose of reducing discipline problems, thus providing a safer environment for the transportation of students.  The reason for recording the transportation environment is to provide school officials, drivers and parents/guardians/custodians with documentation when dealing with inappropriate student behavior. Disciplinary action will be in accordance with policies and procedures on Student Responsibilities and Rights.

The superintendent shall prepare procedures for use of the video equipment on buses, the authorized review process for video tapes and the proper disposal of tapes.

Cross References:    Board Policy 3200    Student Rights and Responsibilities


Adoption Date:
 

Placement of Cameras:
A.    Cameras shall be authorized for use in buses by the supervisor of transportation.  The bus driver shall be notified of the placement in his/her bus.
B.    Drivers may request that a camera be placed in their buses.  The supervisor of transportation shall discuss the reason for the request with the driver and shall decide if and when a camera shall be placed in the bus by special request.
C.    Building principals may request the supervisor of transportation to authorize placement of a video camera in a bus when they have reason to believe that a problem exists.
D.    All buses where cameras may be utilized shall have signs notifying riders that video cameras may be in use.

Use of the Recorded Tapes:
A.    When the bus returns to the garage, the transportation department foreman/mechanic or supervisor shall remove the tape and retain it in a secure location for up to five (5) working days unless it is needed to support a disciplinary action.
B.    The bus driver shall be reminded that the camera was on his/her bus.  If the driver wishes to view the tape, a time shall be set for this purpose.
C.    The transportation supervisor may view the tape with or without the driver.
D.    If a serious or flagrant violation of student bus rules is observed or if there is a continued violation, despite intervention, standard disciplinary action may be taken.  Lesser violations shall be brought to the attention of the student and proper conduct shall be explained.
E.    Any time a tape is to be used to support a disciplinary action, the tape shall be dated, labeled and kept on file at the transportation department office for as long as deemed necessary.
F.    Tapes not used to support disciplinary action shall be reused.
G.    When a tape is used to support disciplinary action, the student or the student’s parent/
guardian/custodian may request to view the video.  A viewing shall be arranged at the student’s school or the transportation department office.
H.    A building principal or designee may request viewing of films through the transportation supervisor.
I.    The supervisor of transportation may use videos to assist drivers with student behavior management skills.

 

The following uses of district transportation are a privilege, not a right, and, except where bound by the terms of a lease, the district may revoke that privilege through official board action at a regularly scheduled and legally advertised meeting. The superintendent shall have the authority to modify transportation services for school and extracurricular activities when the available fuel supply for regular transportation services appears to fall below the required level. Any staff member may deny transportation to any student who violates the district's written rules and regulations.

School Activities
Transportation may be provided by the district for all activities which have been officially designated by the board as school activities. Activities may include, but not be limited to:
A.    Educational field trips growing out of regular classroom activity which are planned by the teacher, approved by the principal and supervised by school staff, provided that any overnight trip or any trip beyond a 500-mile radius of the district requires prior approval of the board; and
B.    Athletics, debate, drama or music programs or other board-approved co-curricular programs.
Participants in any other activity who feel such activity should be considered an official school activity may petition the board, through the superintendent, to have it considered as a school activity.

Extracurricular Activities
The superintendent may authorize the use of district transportation vehicles transporting nonparticipating students to extracurricular activities. Such vehicles may be so used when the users pay an amount sufficient to reimburse the district for the complete cost of such use. District drivers shall be used on all such trips. Participants shall be supervised by staff.

Leasing of Buses
The board may enter into a written lease agreement with any of the following:
A.    A nonprofit organization transporting handicapped children and/or persons at least 60 years of age to and from the site of activities or programs deemed beneficial to such persons by such organizations, provided that commercial bus service is not reasonably available for such purpose;
B.    A governmental agency transporting personnel, supplies and/or evacuees in the event of a major forest fire, flood or other natural disaster;
C.    A user conducting an educational recreation program supported wholly or in part by tax funds.
Such a lease agreement shall contain a clause absolving the district of any and all liability arising from the lessee's use and operation of the district's buses and a clause requiring the lessee to maintain adequate insurance to recompense the district for the potential loss of the buses leased.

Potential users shall stipulate in writing that commercial or charter bus service is not reasonably available to provide the services for which a school bus is needed. The user shall reimburse the district for the actual costs plus a reasonable fee for use of the bus. Funds derived from the lease of a surplus bus shall be deposited in the transportation vehicle fund. If a bus is a part of the regular fleet, the funds derived from a rental or lease agreement may be deposited in the general fund.

Cooperative Programs
The board may enter into cooperative transportation agreements with other districts when it is economically advantageous to the cooperating districts and when it does not impair the quality of educational programs available to students.
Cross Reference:    Board Policy 2320    Field Trips
    Board Policy 6112    Rental or Lease of District Property
    Board Policy 6605    Student Safety Walking to School and Riding Buses)

Legal References:    RCW    28A.160.010     Operation of student transportation program —Responsibility of local district — Transporting of elderly — Insurance
        28A.160.040    Lease of buses to transport children with disabilities and elderly — Limitation
        28A.160.070    Lease of buses to transport handicapped children and elderly — Elderly persons defined — Program limitation
        28A.160.080    School buses, rental or lease for emergency purposes-Authorization
        28A.160.100    School buses, transportation of general public to interscholastic activities— Limitations
         28A.160.120    Agreements with other governmental entities for transportation of public or other noncommon school purposes — Limitations
        28A.335.060    Surplus school property, rental, lease or use of — Disposition of moneys received from

Adoption Date:
 

The board authorizes the use of private vehicles under the following circumstances:
A.    Under unusual circumstances, the district may request parents, or a responsible adult, to drive children to school in their own vehicles on a per-mile cost reimbursable basis. The transportation department determines when "in-lieu" transportation would be advantageous to the district and arranges its implementation. In cases where car pools are formed by families, reimbursement shall be provided only to the parent whose car is used to transport the students to school.
B.    Upon written approval of the principal, staff may transport students when a student's welfare is involved; when due care dictates prompt action, when engaged in occasional field trip activity or when engaged in an occasional extracurricular activity. The staff member shall acknowledge that he/she agrees to assume full responsibility for any liability or property damage, comprehensive or collision, made by or against the driver/owner of the vehicle. The district's liability insurance shall cover the risk assumed by the district. The mileage of the staff member shall be reimbursed by the district.

The superintendent shall establish procedures for the use of private auto transportation.




Legal References:    RCW    28A.160.030    Authorizing individual transportation or other arrangements —
    WAC    392-143-070    Other vehicles used to transport student

Adoption Date:
 

School bus operators shall observe all state statutes and administrative rules governing traffic safety and school bus operation. The district shall, at the beginning of each school year, verify that each school bus driver has been provided a copy of the OSPI School Bus Driver Handbook, the district’s policy and procedure on the Prohibition of Harassment, Intimidation and Bullying, any additional laws and/or rules which apply to school bus drivers, and the district's written rules for student conduct on buses.

Bus Driver Qualifications
Prior to on-the-road training, the district will verify that each driver holds a commercial driver’s license instruction permit and a valid Department of Transportation (DOT) medical examiner’s certificate, and the district will conduct a pre-employment drug screening pursuant to federal regulations. The school district shall verify a negative result of such test prior to allowing the driver to operate a school bus on public roads, regardless of whether or not students are on board.

A.    Initial Authorization
Prior to transporting students, each school bus driver must have a school bus driver’s authorization issued by the Superintendent of Public Instruction; a commercial drivers license appropriate for the size vehicle they will drive, including a passenger endorsement; and a school bus endorsement (with the air brake restriction removed if they drive a bus with air brakes). A school bus driver shall also hold a valid and current first-aid card (unless the driver has a temporary school bus driver authorization). A school bus driver is required to maintain and carry a valid Department of Transportation (DOT) medical examiner’s certificate and to demonstrate annually their continued ability to pass the Superintendent of Public Instruction school bus driver physical certification requirement. The school district retains the right to request more frequent medical examinations or demonstration of the physical ability requirement.

B.    Continuing Compliance
At least once each school year, school bus driver’s must submit to his or her supervisor a photocopy of the following: a valid commercial drivers license indicating the appropriate endorsements, a valid DOT medical examiner’s certificate and a current first-aid card. Annually school bus drivers shall make a written disclosure verifying that he or she meets the continuing requirements for school bus drivers and verifying that his or her driving and criminal records do not indicate any disqualifying conditions.

At least annually, the district will obtain an original, current and complete school bus driver abstract directly from the Department of Licensing verifying that each school bus driver is in compliance with all continuing bus driver qualifications and that his or her driving record does not indicate any disqualifying conditions.

Employees are responsible for reporting any potentially disqualifying offenses to the school district or their supervisor within 20 days. Within 20 days of receiving notice, the district shall notify OSPI in writing of the disqualifying offense.

The district shall comply with all drug testing requirements under federal law, which include random, reasonable suspicion and post-accident testing. Failure to submit to a drug test shall result in termination.

Transportation by a School Employee
Any district employee, other than a school bus driver, who transports students for school activities in a district or private vehicle, must have a valid driver’s license issued by the State Department of Licensing (or their state of residence), and proof of insurance. Such drivers may only operate vehicles with a manufacturer’s rated seating capacity of 10 or less including the driver. Such drivers are required to be authorized school bus drivers if they drive students on scheduled routes between home and school.

In addition, for any employees whose job assignment or supplemental contract requires the regularly scheduled transportation of students in vehicles with a manufacturer’s rated seating capacity of 10 or fewer, the district shall obtain a certified abstract of the driving record of the employee before the employee transports students. This requirement is not necessary for persons transporting students in an emergency affecting health and/or safety.

Supervision of Students
When a teacher, coach or other certificated staff member is assigned to accompany students on a bus, such person shall be primarily responsible for the behavior of the students in his/her charge and shall ensure that student behavior complies with state regulations and district policy. The bus driver shall have final authority and responsibility.

Charter buses or Excursion Carriers
When the district utilizes charter buses or excursion carriers, the driver shall not have unsupervised access to children, and children shall be supervised by a responsible employee of the district. Every contract between the school district and a charter bus or excursion carrier shall contain a carrier profile from the Washington Utilities and Transportation Commission indicating a satisfactory safety rating.

Legal References:    RCW     28A.160.210    School bus drivers, training and qualifications — Rules
        46.25    Uniform Commercial Drivers Act
    WAC    392-144    School bus driver qualifications
        392-145-015    General operating regulations
        392-145-020    Rules for school bus drivers; Rules for
        through 030        students riding school buses
    49CFR382    FHWA CDL Drug Testing Requirements
Management Resources: Policy News, April 2007    School Bus Driver Qualifications
    Policy News, October 2006    OSPI Updates Bus Driver Rules

Adoption Date:
 

The district may provide for the necessary transportation and expenses that are incurred in the course of performing services for the district, whether within or outside the district. All such vehicles shall be properly marked with letters of contrasting color at least 1-1/4" in height in a conspicuous place on both sides of the vehicle. A district may use a distinctive insignia which shall be at least six (6) inches in diameter across its narrowest dimension. Unless otherwise specified, all travel must be approved in advance by the staff member's immediate supervisor.

The superintendent is directed to establish procedures for the use of school-owned vehicles. At the beginning of each school year, the superintendent will provide the board with a list of staff members who are assigned a school-owned vehicle on a 24-hour basis. The district shall comply with IRS regulations pertaining to the use of district-provided vehicles for personal commuting.


Cross References:    Board Policy 6213    Reimbursement for Travel Expenses

Legal References:    RCW    46.08.065    Publicly-owned vehicles to be marked — Exceptions


Adoption Date:
 

If the board enters into a contract for transportation services, the contractor shall operate such equipment according to district policy and the rules and regulations of the state board of education. The contract shall be in effect for no more than five years. Prior to entering into such a contract the district shall determine that the cost of contracting will not exceed the projected cost of operating its own system. Such assurances shall be submitted to the superintendent of public instruction for approval.

Legal References:     RCW    28A.160.010    Operation of student transportation program — Responsibility of local district — Scope — Transporting of elderly — Insurance
        28A.160.140    Contract for pupil transportation services with private nongovernmental entity — Competitive bid procedures
        28A.335.170    Contracts to  lease building space and portable buildings, rent or have maintained security systems, computers and other equipment, and provide pupil transportation services

    WAC 392-144    School Bus Driver Qualifications
        392-141    Transportation — State Allocation for Operations
        392-143     Transportation — Specifications for School Buses
        392-145     Transportation — Operation Rules

Adoption Date:
 

The board recognizes that childhood obesity has reached epidemic levels in Washington and throughout the country. Overweight children are at a higher risk for developing severe long-term health problems, and overweight children are affected by discrimination, psychological stress, and low self-esteem. However, research indicates that obesity and subsequent diseases are largely preventable through diet and regular physical activity. Research also indicates that becoming physically active and maintaining a regular physical activity program significantly reduces the risk of some obesity and some cancers, diabetes and other chronic diseases.

Children who eat well-balanced meals and are healthy are more likely to learn in the classroom. The board supports increased emphasis on nutrition as well as physical activity at all grade levels to enhance the well-being of our district’s youth. Therefore, it is the policy of the board to:
A.    Provide students access to nutritious food;
B.    Provide opportunities for physical activity and developmentally appropriate exercise; and
C.    Provide accurate information related to these topics.

The superintendent shall develop and implement a comprehensive district-wide nutrition program consistent with state and federal requirements for districts sponsoring the National School Lunch Program and the School Breakfast Program. To implement the program, the superintendent shall adopt and implement a comprehensive curriculum on health, fitness and nutrition consistent with the Essential Academic Learning Requirements (EALRs). The curriculum will provide opportunities for developmentally appropriate instruction for grades K-12. The input of staff, students, parents and public health professions in the development of the curriculum is encouraged.

Nutrition, health and fitness topics shall be integrated within the sequential, comprehensive health education curriculum taught at every grade level, kindergarten through grade 12, and coordinated with the district’s nutrition and food services operation.

The district shall take a proactive effort to encourage students to make nutritious food choices. The superintendent shall ensure that:
A.    A variety of healthy food choices are available whenever food is sold or served on district property or at district-sponsored events;
B.    Schools shall regulate the sale or serving of foods or snacks high in fat, sodium or added sugars; and
C.    Nutritious meals served by the school nutrition and food services operation complies with state and federal law.

Nutrition
Nutrition Standards
The district shall provide school breakfasts and lunches which meet the nutritional standards required by state and federal school breakfast and lunch programs. Meals served in school before the end of the last lunch period shall conform to the U.S. Dietary Guidelines for Americans.
 
The Soap Lake School District is committed to providing an environment which promotes healthful food choices. The superintendent shall establish rules for the sale of food during the school day to encourage the eating of nutritious breakfasts and lunches.  Foods and beverages of minimal nutritional value, as defined by the U.S. Department of Agriculture, shall not be sold or served on school premises until 30 minutes after the end of the last lunch period.

Any food sales of an occasional nature must have the prior approval of the principal. Vending machines shall be limited to only those that dispense items which are nutritionally healthful. No food or drink items shall be offered in vending machines unless they have been approved by the principal.

Nutrition Education
The K-12 comprehensive education curriculum will include the following essential components to help students:
A. Age appropriate nutrition–related knowledge.
B. Age appropriate nutrition-related skills.
C. Assessment of one’s personal eating habits, goal setting for improvement and achievement of those goals.

Food Services Program
The district supports the philosophy of the National School Lunch and Breakfast programs and shall provide wholesome and nutritious meals for children in the district’s schools. The board authorizes the superintendent to administer the food services program, provided that any decision to enter into a contract with a private food service agency shall require the approval of the board. Expenditures for food supplies shall not exceed the estimated revenues.

Because of the potential liability of the district, the food services program shall not accept donations of food other than as provided in this policy without the expressed approval of the board. Should the board approve a food donation, the superintendent shall establish inspection and handling procedures for the food and determine that the provisions of all state and local laws have been met before selling the food as part of the school lunch menu.

Free And Reduced-Price Food Services
The district shall provide free and reduced-price breakfasts, lunches and milk to students according to the terms of the National School Lunch and Breakfast programs and the laws and rules of the state. The district shall inform parents of the eligibility standards for free or reduced price meals. Reasonable efforts shall be made to protect the identity of students receiving such meals. A parent has the right to appeal any decision with respect to his/her application for free or reduced-price food services to the superintendent.

The district may provide free, nutritious meals to all children on test days, including students who do not qualify for free or reduced priced federal school meal benefits, however, the district is responsible for the cost of providing meals to students who are ineligible for free and reduced priced meals.

The board of directors may establish a program whereby school meals may be provided to anyone other than students of the district at the greatest price charged any student plus an amount representing the portion of the lunch cost paid for from local, state and federal assistance (cash and food).

Surplus Commodities
The district shall use food commodities made available under the Federal Food Commodity Program for school menus.

Physical Education
Health and Fitness Curriculum
The superintendent shall adopt and implement a comprehensive health and fitness curriculum consistent with the EALRs. The curriculum will provide opportunities for developmentally appropriate instruction for grades K-12. Evaluation procedures will utilize classroom-based assessments or other strategies and will be in place by the end of the 2008-2009 school year.

All students in grades one through eight are required to complete an average of one hundred instructional minutes per week of physical education. This includes instruction and practice in basic movement and fine motor skills, progressive physical fitness, and wellness activities through age-appropriate activities.

All high school students are required to complete two credits of health and fitness. The district encourages all high schools to offer a variety of health and fitness classes for each grade in the high school.

Suitable adapted physical education shall be included as part of individual education plans for students with chronic health problems, other disabling conditions, or other special needs that preclude such student’s participation in regular physical education instruction or activities.

In addition to required physical education, students at the elementary level should have the opportunity to participate in daily recess and physical activity. The district shall provide daily recess period(s) for elementary school students, featuring time for unstructured but supervised active play. The district is encouraged to provide adequate co-curricular physical activity programs, including fully inclusive intramural programs and physical activity clubs; and to promote the use of school facilities for physical activity programs offered by the school and/or community-based organizations outside of school hours.


Cross References:     Board Policy 4260    Use of School Facilities
Legal References:     RCW     28A.230.040    Physical Education – Grades 1-8
        28A.230.050    Physical Education in High Schools
        28A.235    Food Services
        28A.235.120    Meal Programs — Establishment and Operation — Personnel — Agreements
        28A.235.130    Milk for children at school expense
        28A.623.020    Nonprofit program for elderly — Authorized — Restrictions
        69.04    Intrastate Commerce in Food, Drugs and Cosmetics
        69.06.010    Food and beverage service worker’s permit — Filing, duration — Minimum training requirements
        69.06.020    Permit exclusive and valid throughout state — Fee
        69.06.030    Diseased persons — May not work — Employer may not hire
        69.06.050     Permit to be secured within fourteen days from time of employment.
        69.06.070     Limited duty permit
    WAC 392-410-135    Physical Education – Grade school and high school requirement.
    WAC 392-410-136    Physical Education Requirement-Excuse
        7 CFR, Parts 210 and 220
        7 CFR, Part 245.5

Management Resources:    Policy News, December 2004    Nutrition and Physical Fitness Update
        Policy News, February 2005    Nutrition and Physical Fitness Policy

Adoption Date:
 

Nutritional Content and Food Service Operations
The following guidelines shall be in effect:
A.    Only food or beverages that meet the minimal nutritional values, as defined by the Food and Nutrition Service of the U.S. Department of Agriculture may be sold or served in the school until 30 minutes after the last lunch period.  Such a provision specifically precludes the sale of carbonated beverages, water-ices unless made with fruit juice, licorice, marshmallow candies, chewing gum, candies, fondant, spun candy and candy-coated popcorn.
B.    Foods that meet the minimum nutrition values include, but are not limited to, corn chips, beef jerky, popcorn, fruit, cheese & crackers, 100% fruit juices, peanuts, sunflower seeds, granola bars, low fat yogurt, pretzels, trail mix, lowfat and nonfat milk.
C.    Foods sold or served in school should assist students to comply with the dietary guidelines for Americans, by providing a variety of grains, fruits, vegetables, foods low in saturated fat, trans fat, cholesterol, sugars and salt.
D.    Apple or other fresh fruit machines are acceptable at all times.
E.    Food that is sold must meet the health department’s standards in regard to storage, preparation and serving.
F.    Students and staff will have access to safe, fresh drinking water throughout the school day. Fluoridated or bottled water should be made available for purchase by staff and students.
G.    School staff should encourage non-food alternatives as student rewards.

School Cafeterias
A.    Any student may eat in the school cafeteria or other designated place.
B.    Meal prices will be established by the superintendent and food service supervisor, with the approval of the board at the beginning of each year.
C.    Healthy option foods should be competitively priced.
D.    Meal prices will be conspicuously posted in each cafeteria or designated meal area.  

Nutrition Education
Nutrition education at all levels of the district’s integrated curriculum should include, but not be limited to, the following essential components designed to help students learn:
A.    Age-appropriate nutritional knowledge, including understanding the relationship of nutrition and food nutrients to physical performance and body composition; recognizing patterns of growth and development; understanding the concept of control and prevention of disease; acquiring skills to live safely and reduce health risks; understanding how environmental factors affect health; learn the benefits of healthy eating; understand essential nutrients; learn about nutritional deficiencies; understand the principles of healthy weight management; understand the use and misuse of dietary supplements; learn safe food preparation, handling, and storage; and appreciate cultural diversity related to food and eating;
B.    Age-appropriate nutrition-related skills, including gathering and analyzing health information; using social skills to promote health and safety; understand how emotions influence decision making; analyze health and safety information and develop a health and fitness plan and a monitoring system, to plan and prepare a healthy meal, understand and use food labels, and to critically evaluate nutrition information, misinformation, and commercial food and advertising; and
C.    How to assess one’s personal eating habits, set goals for improvement, and achieve those goals.

Nutrition and Food Services Operation
In order to support the school’s nutrition and food services operation as an essential partner in the educational mission of the district and its role in the district’s comprehensive nutrition program, the superintendent is responsible for:
A.    Encouraging all students to participate in the school’s child nutrition meal program.
B.    Providing varied and nutritious food choices consistent with the applicable federal government Dietary Guidelines for Americans.
C.    Providing adequate time and space to eat meals in a pleasant and safe environment.  Schools shall ensure:

1. Seating is not overcrowded;
2. Rules for safe behavior are consistently enforced;
3. Appropriate supervision is provided; and
4. For recess held in conjunction with the lunch period, recess should be scheduled prior to the lunch period for elementary students.

Staff Development
Ongoing in-service and professional development training opportunities for staff in the area of food nutrition will be encouraged.

Family and Community Involvement
In order to promote family and community involvement in supporting and reinforcing nutrition education in the schools, the school principal is responsible for ensuring:
A.    Nutrition education materials and meal menus are made available to parents;
B.    Parents are encouraged to promote their child’s participation in the school meals program. If their children do not participate in the school meal program, parents should provide their children with healthy snacks/meals;
C.    Families are invited to attend exhibitions of student nutrition projects or health fairs;
D.    Nutrition education curriculum includes homework that students can do with their families (e.g., reading and interpreting food labels, reading nutrition-related newsletters, preparing healthy recipes, etc);
E.    School staff are encouraged to cooperate with other agencies and community groups to provide opportunities for student projects related to nutrition, as appropriate; and
F.    School staff consider the various cultural preferences in development of nutrition education programs and food options.

Physical Education
Health and Fitness
It is the district’s position that all students have equal and equitable opportunities for physical activity and fitness education in our schools. The superintendent is encouraged to review and consider implementing physical activity and fitness education program improvements. The goals of the district are:
A.    All children, from kindergarten through grade 12, will participate in a daily, quality, standards-based physical activity/fitness education program;
B.    All schools will have certificated physical education teachers providing instruction; and
C.    All schools will have appropriate class sizes, facilities, equipment, and supplies needed to deliver quality physical education consistent with national standards.

Schools shall require students in grades one through eight to engage in physical education averaging 100 instructional minutes per week and all high school students shall complete two credit(s) of health and fitness.

Access to school sites will be provided through permitting use of facilities to community youth sports groups consistent with the district’s facilities use policy, community college and municipal joint use agreements and partnerships with youth organizations so additional opportunities are available for all youth in our communities to participate in quality physical activity, fitness, sports and recreation programs.

Schools should identify safe and active routes to school and promote alternative methods for children to travel to and from school, such as walking and bicycle programs.
Schools shall prohibit the use of physical activity and withholding of physical education class and other forms of physical activity as punishment.

Family and Community Involvement
In order to promote family and community involvement in supporting and reinforcing physical education in the schools, the school principal is responsible for ensuring:
A.    Physical education activity ideas are sent home with students;
B.    Parents are encouraged to promote their child’s participation in the school’s physical education programs and after school activities;
C.    Families are invited to attend and participate in physical education activity programs and health fairs;
D.    Physical education curriculum includes homework that students can do with their families;
E.    School staff consider the various cultural preferences in development of physical education programs; and

F.    School staff are encouraged to cooperate with other agencies and community groups to provide opportunities for students to participate in physical activity programs.

Advisory Committee
The District shall convene a Nutrition and Physical Activity advisory committee to assist in development of the district wide nutrition and physical fitness policy. The committee shall include food service directors and staff, parents, building level administrators, school board members, students, nutritionists, health care professionals, physical education staff, the public and interested community organizations.

Program Evaluation
A.    Nutrition:
In order to evaluate the effectiveness of the school health program in promoting healthy eating and to implement program changes as necessary to increase its effectiveness, the superintendent is responsible for evaluating and assessing whether the board policy and procedure are implemented, including a periodic assessment of the school meal program with input from students, parents and staff.

B.    Physical Education:
District physical activity/health and fitness programs will be monitored and assessed regularly in conjunction with other district academic and health-related programs using tools like the Physical Best Program, Healthy Kids Survey, CDC School Health Index or an OSPI approved assessment. Results of these surveys and assessments will be reported to the board, school sites, and made available to parents and community on an annual basis.


 

The superintendent shall provide for a program to maintain the district physical plant and grounds by way of a continuous program of repair, maintenance and reconditioning. Budget recommendations shall be made each year to meet these needs and any such needs arising from an emergency.

Staff shall insure that buildings, grounds, equipment and furniture are not abused. Students or non-students who abuse school property may be disciplined and required to pay for the damage incurred.

The superintendent shall establish procedures for the investigation and reporting of damage or loss and shall initiate action to collect for damages. A student's grades, transcript or diploma may be withheld until restitution is made.



Cross Reference:    Board Policy 3520    Student Fees, Fines, Charges

Legal Reference:    RCW    28A.635.060    Defacing or injuring school property — Liability of pupil, parent, or guardian — Withholding grades, diploma, or transcripts — Suspension and restitution — voluntary work program as alternative — Rights protected


Adoption Date:

The district shall maintain a comprehensive fixed assets program requiring periodic inventory of district assets. The goal of the fixed assets program is to protect the district against losses that would significantly affect the district’s students, staff, property, budget or the ability of the district to continue to fulfill its stewardship responsibilities.  

For purpose of this policy, “fixed assets” shall mean a unit of furniture or furnishings, an instrument, a machine, an apparatus or a set of articles which:

Retains its shape and appearance with use;

Is nonexpendable and does not lose its identity when incorporated into a more complex unit;
Is valued above $5,000; or
Is defined as theft-sensitive.

For purposes of this policy, “theft-sensitive” are those items identified by the district which have a value of $250.00 or more.  

Annual audit reports shall be provided to the board that identifies lost, damaged, or stolen fixed assets.  Missing fixed assets will be removed from district property records by a vote of the board.
The Superintendent shall develop procedures to implement this policy, including maintenance requirements and sales procedures to ensure the highest possible return.  

Cross References:    Board Policy 6570    Property, Data and Records Management

Legal References:    RCW 28A.335.090    Conveyance and acquisition of property — Management — Appraisal
    34 CFR § 80.32    Uniform Administrative requirements for grants and cooperative agreements to state and local governments - Equipment


Management Resources: Policy News, April 2006    Fixed Assets

Adoption Date:
 

The board recognizes the responsibility to develop and maintain programs to support the conservation of energy and natural resources. In recognition of this leadership responsibility, the district shall strive to (a) institute effective energy management and (b) provide information and develop conservation attitudes and skills for the students it serves. To achieve the objectives of energy management, the board shall appoint a team representing the board, administration, staff, students, parents and utility representatives to develop and review plans for efficient energy management in the daily operation of the district's facilities. The committee shall have the responsibility to:
A.    Assess past and present energy consumption practices;
B.    Review current operational and maintenance practices;
C.    Study operation changes designed to reduce consumption and related costs;
D.    Examine the feasibility of retrofitting alternatives for existing facilities as a result of engineering studies and reports;
E.    Provide periodic reports and/or recommendations to the superintendent and board;
F.    Monitor the energy management measures which are implemented;
G.    Insure, through a monitoring process, that instruction in energy use and conservation is incorporated into the district's program.

The board, as part of its educational mission, desires to foster the conservation ethic among the students. To achieve the objectives of the energy education program, instructional activities shall be designed to change the student's perceptions of the supply and costs of natural resources which, in turn, will stimulate skill building to effect responsible conservation behavior in students. As part of the educational process, students will be encouraged to assess the energy consumption policies of the school as a means of applying knowledge and skill.

The superintendent is authorized to establish annual energy management goals, annual energy education goals, and extrinsic rewards to school buildings in recognition of conservation accomplishments. The superintendent will make periodic and annual evaluation reports to the board.

Cross Reference:    Board Policy  2020    Curriculum Development and adoption of instructional materials
    Board Policy  6923    Energy conservation

Adoption Date:  
 

The board has the authority to declare equipment, supplies, furniture and other district personal property obsolete and/or surplus. The superintendent shall establish procedures for their sale, trade or disposal except that the board must approve of any sales where:
A.    A single unit item has a current value in excess of $5000.00; and/or
B.    Multiple items have a total unit value in excess of $5000.00.

Surplus or obsolete books or other reading materials shall be disposed of as follows:
A.    If the reading materials are estimated to have value as reading materials in excess of $l,000, they shall be sold at public auction to the person submitting the highest reasonable bid following publication of notice of the auction in a newspaper with a general circulation in the district;
B.    If no reasonable bids are submitted or if the reading materials are estimated to have value as reading materials of $l,000 or less, the district may directly negotiate the sale of the reading materials to a public or private entity; or
C.    If the reading materials are determined to have no value as reading materials or if no purchaser is found, the reading materials may be recycled or destroyed.

Prior to disposing of any surplus texts, other books, equipment, materials or relocatable facilities, the superintendent shall serve written notice in a newspaper of general circulation in the school district and to any public school district or private school in Washington state annually requesting such notice. All schools on the list shall be notified in writing of the materials and equipment that is available. The material or equipment shall be sold to any interested public or private school at its depreciated cost or fair market value, whichever is greater. Students shall have priority in the purchase of texts. Disposition of such surplus property to parties other than public or private schools may take place thirty days after written notice is served.

The preceding notice requirements do not apply to the loan, lease, sale or transfer of assistive devices for the use or benefit of children with disabilities, their parents, or any public or private nonprofit agency providing education, health or rehabilitation services to individuals with disabilities.  Such devices do not need to be declared surplus. The sale or transfer of such devices shall be recorded and based on the item’s depreciated value. The district shall establish and maintain an inventory of assistive technology devices whose value exceeds $100, and for each device shall establish a value that shall be adjusted annually to reflect depreciation.

“Assistive device” means any item, piece of equipment, or product system, whether acquired commercially off-the-shelf, modified or customized, that is used to increase, maintain, or improve functional capabilities of children with disabilities.

Funds derived from the rental, sale or lease of student transportation equipment shall be placed into the transportation vehicle fund. Funds derived from the sale of personal property shall be placed into the general fund.

Legal References:    RCW 28A.155.160    Assistive devices — Transfer for benefit of children with disabilities — Record inventory
    RCW 28A.335.060    Surplus school property — Rental, lease or use of — Disposition of moneys received from
    RCW  28A.335.090    Conveyance and acquisition of property  — Management — Appraisal
    RCW  28A.335.180    Surplus texts and other educational aids, notice of availability — Student priority as to texts
    RCW 28A.335.205    Assistive devices — Transfer for benefit of children with disabilities — Record, inventory
    RCW  39.33.070    School districts and libraries — Disposal of obsolete or surplus reading materials — Procedures

    WAC  392-143-050    Resold School Buses


Adoption Date:
 

The procedures for the sale of obsolete and/or surplus equipment, supplies, furniture and other district personal property are as follows:
A.    The principal or department supervisor shall supply a written rationale which supports the obsolescence of the item.
B.    All other departments and/or buildings shall have the opportunity to view the item during a two-week period.
C.    If the item is not claimed during the two-week period, a value shall be placed on the item by two staff members who are familiar with items of a similar nature. The value of textbooks shall be established as follows:
New Books Purchased During Current Term        Full Cost
Books        2 years old                80%
            3 years old                60%
            4 years old                40%
            over 4 years old            20%

A.    Interested public and private schools shall be advised in writing of a two-day period in which they shall have an opportunity to view and/or purchase the obsolete and/or surplus item.
B.    The remaining item shall be available for purchase by the general public.
C.    The district shall publicize this sale which shall be open to the general public.
D.    The board shall specify the nature and conduct of any sale of property which exceeds the limits specified in Board Policy 6801.

The board has exclusive control of the acquisition and disposal of all district property. This power shall be exercised only when the board determines by resolution that such property is or is not necessary for school purposes.

Once the board has considered all the factors relating to a proposed sale of real property, it shall comply with all requirements of the law, including:
A.    A market value appraisal by a professionally designated real estate appraiser or by a general real estate appraiser certified under chapter 18.140 RCW, selected by the board shall be secured.
B.    No sale of real property is to take place if the sale price would be less than 90 percent of the appraisal made by the appraiser unless the property has been on the market for one year, in which case it may be reappraised and sold for not less than 75 percent of the reappraisal value if the sale is approved by the unanimous consent of the board.
C.    If the appraised value exceeds $70,000 notice that such a sale is being considered is to be published in a newspaper of general circulation within the district for at least two consecutive weeks. The notice shall specify the date, time and place of a public hearing scheduled to consider the property specified for sale. Evidence concerning the proposed sale along with the advisability of selling the parcel is to be taken into account by the board at such a hearing.
D.    Bids may be secured or a licensed real estate broker may be engaged. If the latter, the commission shall not exceed 7 percent. Any appraiser selected by the board to appraise the market value of a parcel of property may not be a party to any contract with the district to sell the parcel for a period of three years after the appraisal. No bid award shall be made within a forty-five day period following publication of notice of the intended sale in a newspaper of general circulation in the district.
Receipts from the sale of real property shall be placed into the debt service fund or in the capital projects fund. However, after an evaluation of the sufficiency of the capital projects fund, receipts may be deposited into the district’s general fund to be used exclusively for nonrecurring costs related to operating school facilities.

Legal References:    RCW 28A.335.090    Conveyance and acquisition of property — Management — Appraisal
    RCW 28A.335.120    Real property — Sale — Notice of and hearing on — Appraisal required — Broker or real estate appraiser services — Real estate sales contracts, limitations
    RCW 39.33.010    Sale, exchange, transfer, lease of public property authorized — Section deemed alternative
    Ch. 18.140 RCW    Certified Real Estate Appraiser Act
    RCW    28A.335.060        Surplus school property — Rental, Lease or use of — Disposition of Moneys Received From
Management Resources:    Policy News, June 2001    Use of Real Estate Appraisers Modified
        Policy News, February 2005    Surplus Property

Adoption Date:
 

The board of directors has the authority to close a school building when an unforeseen natural event or mechanical failure causes a facility to become unsafe, unhealthy, inaccessible, or inoperable. 

Prior to the closure of a school facility for foreseen circumstances, the board shall have prepared a written analysis which considers the following issues:
A.    Projected or actual enrollment declines and the likelihood that they shall remain permanent;
B.    The effect that the disposition or retirement shall have on other facilities and on the district's educational program offering;
C.    Student and staff displacement, including transportation costs to new facilities and staff reassignment;
D.    Potential for renovation;
E.    Financial considerations in terms of such factors as staff costs, operating and maintenance cost, the potential revenue from sale or lease of property, the cost of closure and transferring operations elsewhere;
F.    Safety, health and fire regulations; and
G.    Whether or not the facility may effectively be used for other purposes.

During a ninety-day period following the development of a written analysis, the board shall conduct one or more hearings to receive testimony on any issues related to the closure of a school. Each hearing notice shall be published once each week for two consecutive weeks in a newspaper of general circulation which serves the area where the school is located. The last notice shall be published at least seven days prior to the hearing. The notice shall contain the date, time, place and purpose of the hearing. Comments received from interested parties shall be used for advisory purposes only. The final determination of whether a facility shall be closed or remain open shall be made by the board.

Legal References:    RCW    28A.150.290(2)    State superintendent to make rules and regulations — Unforeseen conditions or actions to be recognized — Paperwork limited
        28A.320.010    Corporate powers
        28A.335.020    School Closures — Policy of citizen involvement required — Summary of effects — Hearings — Notice

Adoption Date:
 

The district accepts its responsibility, as described by the Washington state legislature in the State Environmental Policy Act, specifically Chapter 43.21C.

Adoption by Reference
In order to fulfill its responsibilities under the State Environmental Policy Act, the district adopts by reference the following sections or subsections of chapter 197-11 of the Washington Administrative Code.
WAC    197-11-040:    Definitions
        -050:    Lead agency
        -055:    Timing of the SEPA process
        -060:    Content of environmental review
        -070:    Limitations on actions during SEPA process
        -080:    Incomplete or unavailable information
        -090:    Supporting documents
        -100:    Information required of applicants
        -300:    Purpose of this part
        -305:    Categorical exemptions
        -310:    Threshold determination required
        -315:    Environmental checklist
        -330:    Threshold determination process
        -335:    Additional information
        -340:    Determination of non-significance (DNS)
        -350:    Mitigated DNS
        -360:    Determination of significance (DS)/initiation of scoping
        -390:    Effect of threshold determination
        -400:    Purpose of EIS
        -402:    General requirements
        -405:    EIS types
        -406:    EIS timing
        -408:    Scoping
        -410:    Expanded scoping (Optional)
        -420:    EIS preparation
        -425:    Style and size
        -430:    Format
        -435:    Cover letter or memo
        -440:    EIS contents
        -442:    Contents of EIS on non-project proposals
        -443:    EIS contents when prior non-project EIS
        -444:    Elements of the environment
        -448:    Relationship to EIS to other considerations
        -450:    Cost-benefit analysis
        -455:    Issuance of DEIS
        -460:    Issuance of FEIS
        -500:    Purpose of this part
        -502:    Inviting comment
        -504:    Availability and cost of environmental documents
        -508:    SEPA register
        -535:    Public hearings and meetings
        -545:    Effect of no comment
        -550:    Specificity of comments
        -560:    FEIS response to comments
        -570:    Consulted agency costs to assist lead agency
        -600:    When to use existing environmental documents
        -610:    Use of NEPA documents
        -620:    Supplemental environmental impact statement - procedures
        -625:    Addenda - procedures
        -630:    Adoption - procedures
        -635:    Incorporation by reference - procedures
        -640:    Combining documents
        -650:    Purpose of this part
        -655:    Implementation
        -660:    Substantive authority and mitigation
        -680:    Appeals
        -700:    Definitions
        -702:    Act
        -704:    Action
        -706:    Addendum
        -708:    Adoption
        -710:    Affected tribe
        -712:    Affecting
        -714:    Agency
        -716:    Applicant
        -718:    Built environment
        -720:    Categorical exemption
        -722:    Consolidated appeal
        -724:    Consulted agency
        -726:    Cost-benefit analysis
        -728:    County/city
        -730:    Decision maker
        -732:    Department
        -734:    Determination of non-significance (DNS)
        -736:    Determination of significance (DS)
        -738:    EIS
        -740:    Environment
        -742:    Environmental checklist
        -744:    Environmental document
        -746:    Environmental review
        -748:    Environmentally sensitive area
        -750:    Expanded scoping
        -752:    Impacts
        -754:    Incorporation by reference
        -756:    Lands covered by water
        -758:    Lead agency
        -760:    License
        -762:    Local agency
        -764:    Major action
        -766:    Mitigated DNS
        -768:    Mitigation
        -770:    Natural environment
        -772:    NEPA
        -774:    Non-project
        -776:    Phased review
        -778:    Preparation
        -780:    Private project
        -782:    Probable
        -784:    Proposal
        -786:    Reasonable alternative
        -788:    Reasonable official
        -790:    SEPA
        -792:    Scope
        -793:    Scoping
        -794:    Significant
        -796:    State agency
        -797:    Threshold determination
        -799:    Underlying governmental action
        -800:    Categorical exemptions
        -880:    Emergencies
        -890:    Petitioning DOE to change exemptions
        -900:    Purpose of this part
        -912    Procedures of consulted agencies
        -916:    Application to ongoing actions
        -918:    Lack of agency procedures
        -920:    Agencies with environmental expertise
        -922:    Lead agency rules
        -924:    Determining the lead agency
        -926:    Lead agency for governmental proposals
        -928:    Lead agency for public and private proposals
        -930:    Lead agency for private projects with one agency with jurisdiction
        -932:    Lead agency for private projects requiring licenses from more than one agency, when one of the agencies is a county/city
        -934:    Lead agency for private projects requiring licenses from a local agency, not a county/city, and one or more state agencies
        -936:    Lead agency for private projects requiring licenses from more than one state agency
        938:    Lead agencies for specific proposals
        -940:    Transfer of lead agency status to a state agency
        -942:    Agreements on lead agency status
        -944:    Agreements on division of lead agency duties
        -946:    DOE resolution of lead agency disputes
        -948:    Assumption of lead agency status
        -960:    Environmental checklist
        -965:    Adoption notice
        -970:    Determination of non-significance (DNS)
        -980:    Determination of significance and scoping notice (DS)
        -985:    Notice of assumption of lead agency status
        -990:    Notice of action

Additional Definitions
In addition to those definitions contained within WAC 197-11-700 to 197-11-799, the following terms shall have the following meanings, unless the context indicates otherwise:
A.    District. District means the Soap Lake School District No.156, Grant, County, state of Washington.
B.    SEPA Rules. SEPA Rules means Chapter 197-11 WAC adopted by the Council on Environmental Policy.

The policies and goals set forth herein are supplementary to those in the existing authorization of the district. The district establishes the following criteria as the basis for exercising authority relative to environmental issues. The district shall use all practicable means, consistent with other essential considerations of state policy, to improve and coordinate plans, functions, programs, and resources to the end that the state and its citizens may:
C.    Fulfill the responsibilities of each generation as trustee of the environment for succeeding generations;
D.    Assure for all people of Washington safe, healthful, productive, and aesthetically and culturally pleasing surroundings;
E.    Attain the widest range of beneficial uses of the environment without degradation, risk to health or safety, or other undesirable and unintended consequences;
F.    Preserve important historic, cultural, and natural aspects of our national heritage;
G.    Maintain, wherever possible, an environment which supports diversity and variety of individual choice;
H.    Achieve a balance between population and resource use which will permit high standards of living and a wide sharing of life's amenities; and
I.    Enhance the quality of renewable resources and approach the maximum attainable recycling of depletable resources.

The district recognizes that each person has a fundamental and inalienable right to a healthful environment and that each person has a responsibility to contribute to the preservation and enhancement of the environment.

Critical Areas
In its actions, the district shall respect "critical areas" and their modified exemption criteria which have been adopted and displayed by local governments pursuant to The Growth Management Act, Chapter 36.70A RCW.

Actions which shall be located wholly or partially within a critical area are to be treated no differently than other actions under these guidelines. A threshold determination shall be made for all such actions, and an EIS shall not be automatically required for a proposal merely because it is proposed for location in a critical area.

Use of Exemptions
In determining whether a proposal is exempt from SEPA the district shall comply with the square footage and parking space threshold levels adopted by the city or county under WAC 197-11-800 (1).  To determine whether or not a proposal is exempt, the district shall ascertain the total scope of the proposal and the governmental licenses required. If a proposal includes a series of actions, physically or functionally related to each other, some of which are exempt and some which are not, the proposal is not exempt and the district must complete a threshold determination.

If a proposal includes both exempt and nonexempt actions, exempt actions may be authorized with respect to the proposal prior to compliance with the procedural requirements of these guidelines subject to the following limitations:
A.    No nonexempt action shall be authorized prior to compliance with procedural and substantive requirements;
B.    No action shall be authorized which shall irrevocably commit the district to approve or authorize a nonexempt action;
C.    The district may withhold approval of an exempt action which would lead to modification of the physical environment, when such modifications would serve no purpose if later approval of a nonexempt action is not secured; and
D.    The district may withhold approval of exempt actions which would lead to substantial financial expenditures by a private applicant which would serve no purpose if later approval of a nonexempt action is not secured.

Lead Agency Determination and Responsibilities
The district is lead agency for the proposals it initiates and is responsible for compliance with SEPA regulations.

Environmental Checklist
Except as provided in WAC 197-11-315 the school district must complete an environmental checklist (WAC 197-11-960) for any proposal that meets the definition of action (WAC 197-11-709), and is not categorically exempted in WAC 197-11-800 and 880. This checklist shall be the basis for the threshold determination.

For all proposals for which the district is the lead agency, the responsible official of the district shall make the threshold determination pursuant to the criteria and procedures of WAC 197-11-300 through -360.

Preparation of EIS
The draft and final EIS shall be prepared either by the responsible official or his/her designee or a consultant retained by the school district.

In the event that an EIS is to be prepared by a consultant, the responsible official shall assure that the EIS is prepared in a responsible manner and with appropriate methodology. The responsible official shall direct the areas of research and examination to be undertaken, as well as the organization of the resulting document.

No matter who participates in the preparation of an EIS, it must be approved by the responsible official prior to distribution.

Public Notice

The district will establish a mailing list for those interested citizens who wish to be informed regarding documents the district issues that require public notice. If deemed appropriate by the responsible official, the school district will place appropriate notice in the paper of general circulation which serves the area.

Designation of Official to Perform Consulted Agency Responsibilities for the District
The superintendent or his designee shall be responsible for the preparation of the written comments for the district in response to a consultation request prior to a threshold determination, participation in pre-draft consultation or reviewing a draft EIS.

The official designated in paragraph 1 shall be responsible for compliance by the district with WAC 197-11-400 through -460 wherever the district is a consulted agency, and he/she is authorized to develop operating procedures which shall ensure that responses to consultation requests are prepared in a timely fashion and include data from all appropriate departments of the district.

Designation of Responsible Official
For those proposals for which the district is the lead agency, the responsible official shall be the superintendent or his/her designee. The responsible official shall make the threshold determination, supervise preparation of any required EIS and perform any other functions assigned to the "lead agency".

Fees
No fee shall be collected by the district for performing its duties as a consulted agency.
The district may charge any person for copies of any document prepared pursuant to the requirements of this ordinance and for mailing thereof, in a manner provided by Chapter 42. 56 RCW.

Publication of Notice
The district may publish notice of action pursuant to RCW 43.21C.080 for any action to establish a time limit for judicial appeals. The form of the notice shall be as prescribed by the department of ecology and/or substantially in the form and manner set forth in RCW 43.21C.080. The notice shall be published by the district secretary pursuant to RCW 43.2lC.080.

Severability
If any provision of these regulations or its application to any person or circumstances is held invalid, the remainder of these regulations or the application of the provision to other persons or circumstances shall not be affected.

Effective Date
These guidelines shall become effective on the adoption date of this policy).

Legal References:    RCW    43.21C    State Environmental Policy
    WAC    197-11    State Environmental Policy Act (SEPA) Rules

Management Resources:    Policy News, December 1998    SEPA policy requires periodic review and understanding

Adoption Date:
 

The Superintendent is directed to develop procedures to assure that the District complies with the requirements of law regarding pesticide notification, posting and record keeping.  This includes procedures for the annual notification of staff and parents of the District’s pest control policies and methods; pre-notification of staff and parents of pesticide applications; posting of sites of pesticide applications; and record keeping, including an annual summary report of pesticide usage.



Legal References:    RCW 17.21    Washington Pesticide Application Act

Management Resources: Policy News, June 2002    Pesticide Policies Required by July 1st


Adoption Date:  
 

The District shall comply with all legal requirements for record keeping regarding the application of pesticides to school grounds or school facilities. This includes creation of an annual summary report of pesticide usage and compliance with state department of agriculture rules regarding record keeping. Such records will be available on request by interested persons under the state Public Records Act and other laws.

Procedure 6895 shall be printed and distributed annually in employee handbooks and student handbooks to employees, students and parents at the start of the school year or when an employee begins work or a student enrolls.

At least 48 hours before the application of a pesticide to school facilities or school grounds, the District shall notify parents and staff of the planned application in writing, including the heading, “Notice: Pesticide Application.” This notice shall be posted in a prominent place in the building office in addition to being provided to parents and staff. This pre-notification is not required if the school grounds or facilities will not be occupied by students for two days following the application of the pesticide. If the application is not made within 48 hours of the notification, another notification shall be made prior to the application. This pre-notification is not required in the case of any emergency application of pesticides to a school facility, such as an application to control stinging pests, but full notification shall be made as soon as possible after the application.

Following the application of a pesticide to school facilities (structures and vehicles) a sign shall be posted at the location of the application. The notice shall be at least 8.5 x 11 inches in size, shall include the heading, “Notice: Pesticide Application,” and shall state the product name; date, time and specific location of the application; the pest for which the application was made; and a contact name and telephone number. The notice shall remain posted for 24 hours, or longer if required by the label of the pesticide.

Following the application of a pesticide to school grounds notice shall be posted at the location of the application and at each primary point of entry to the grounds. The notice shall be at least 4 x 5 inches in size and state that the landscape recently has been treated with a pesticide and provide a contact name and telephone number. The notice shall remain posted for 24 hours, or longer if required by the label of the pesticide.

These notices are not required for the application of antimicrobial pesticides (substances used to sanitize or disinfect for microbial pests: viruses, bacteria, algae and protozoa). These notices are not required for the placement of insect or rodent bait that are not accessible to children.

 

In order to provide the best possible physical environment for learning and teaching, the following factors shall be considered in the planning of district facilities:
A.    Facilities shall accommodate the educational needs of students and be consistent with the educational philosophy and instructional goals of the district.
B.    Facilities shall meet or exceed all health, safety and welfare regulations.
C.    The district shall seek state and federal moneys to the maximum extent available to supplement its own financial resources.
D.    Undesirable environmental impact shall be minimized.
E.    Changing demographic factors shall be monitored in order that students' needs are met when the future becomes the present.

Facilities Master Plan
In order to efficiently manage the district's present and future facilities needs, a facilities master plan shall be developed. Such plan shall cover a ten-year period, be developed in conjunction with the local comprehensive land-use plan and other growth management policies, be reviewed annually and include at least the following:
A.    A cost analysis of financial ability of the district to implement its facilities program;
B.    Existing and projected enrollment figures, including an analysis of the racial composition of the student population;
C.    An inventory of the district's undeveloped property and developed facilities, including an analysis of the number of students in each facility and whether the facility is over or under crowded.
D.    An analysis of the appropriateness of the facilities to meet the needs of students and members of the public, including  acceptability to students of both sexes and those with disabilities, all district services, programs and activities, when viewed in their entirety, shall be accessible to individuals with disabilities;
E.    Recommendations as to the sale or other disposition of district property not needed in the future; and
F.    Recommendations as to the acquisition, construction or modification of new sites or facilities and of how such shall better meet the needs of students and the educational program.

Enrollment Projections
Enrollment shall be projected for a five-year period using methods acceptable to the state board of education for determining the district's eligibility for state construction grants. This projection shall be reviewed and revised annually and supplemented by an analysis of additional factors that may affect the student population, such as potential zoning and development changes within the district, housing projections and the development of new businesses and public projects.

Legal Reference:     42 U.S.C. § 12101 et. seq.    Americans with Disabilities Act
Adoption Date:
 

The district shall attempt to acquire building sites substantially in advance of the actual construction of facilities in order to minimize delay in construction projects and to realize financial savings to the district. The board shall periodically review its inventory of land in light of growth trends in the district and local land-use restrictions, and make such transactions as it determines shall best meet the future needs of the district.

Prior to any purchase of real estate the district shall obtain a market value appraisal by a professionally designated real estate appraiser as defined in RCW 74.46.020.  The board shall select the appraiser.

In acquiring a new site, the board shall always first attempt to reach settlement with the owner through negotiations. Eminent domain proceedings shall be commenced at the outset of the decision to purchase a particular site to avoid delay in the event of a negotiations breakdown, but the district shall resort to condemnation only when it is obvious that negotiations shall not lead to an amicable settlement.

The board shall acquire school sites or facilities only when it clearly contemplates using the property for school purposes.

Legal References:    RCW    8.16    Eminent Domain by School Districts
        28A.335.130    Real property--Sale--Use of proceeds
        28A.335.090    Conveyance and acquisition of property — Management -- Appraisel
        74.46.020    Definitions

Adoption Date:
 

The board shall attempt to add moneys to the capital projects fund regularly in such amounts as are available and appropriate to the district's needs as projected by the facilities master plan. Moneys in that fund which are not immediately needed shall be invested in those securities permitted by law which shall provide maximum return to the fund. In addition to those moneys, the board may consider non-voter approved debt within statutory limits and the board shall seek authority from district electors to issue bonds or levy a special capital improvements property tax assessment for school construction when specific projects are anticipated. The board shall also seek matching funds from the state board of education to the maximum extent available as well as any federal funds that may be available.

State School Construction Funds
Immediately after the board has approved the initiation of a construction project, the superintendent shall notify the state board of education of the board's intent. All studies, notices and other requirements established by the state board of education as conditions for eligibility for state construction grants shall be completed by the superintendent.
The advice of the state superintendent of public instruction shall be solicited in order to assure the district's eligibility for state financial assistance.

Non-Voter Approved Debt
If the board decides it is prudent, it may authorize the issuance of non-voter approved debt within statutory limits to purchase facility sites; improve energy efficiency of buildings; or acquire, remodel or repair school facilities.  Statute limits non-voter approved school district debt to three-eighths of one percent of the value of the taxable land within the district.

Bonds
If the board determines that there are insufficient moneys in the building fund for a construction project, the board chooses not to authorize an election for a capital levy, and the district's limit on bonded indebtedness has not been reached, the board shall authorize an election to seek the approval of voters to issue bonds in the amount needed for the project.

The legal requirements for bond elections and subsequent issuance and redemption of bonds shall be met.  The resolution adopted by the board calling for the bond election shall specify the purposes of the bond including the specific buildings to be constructed or remodeled and any other purposes authorized in RCW 28A.530.010.  The board resolution shall also describe the specific purposes the board anticipates for using any state financing assistance, if any.  If circumstances alter the purposes for which the board believes it is in the best interest of the district to use the state funds or those raised through the bond, the board shall conduct a public hearing to consider the circumstances and to receive public testimony.  At a meeting subsequent to the public hearing the board may either amend its original resolution or adopt a new one describing the specific purposes to which the state and/or bond funds will be put.

Upon the sale of bonds duly authorized as prescribed by law, the proceeds shall be credited by the county treasurer to the appropriate fund of the district.

Notice of intent to apply for state school construction funds shall be submitted to the state board of education prior to submitting a bond proposal to district voters.
Legal References:    RCW  28A.320.310    Investment of building funds — Restrictions
    RCW  28A.525.020    Duties of state board of education
    RCW  28A.525.080    Federal grants — Rules and regulations
    RCW  28A.530    District Bonds for Land, Buildings and Equipment
    RCW  28A.530.030    Disposition of bond proceeds — Capital projects fund
    RCW  28A.530.080    Additional authority to contract indebtedness
    RCW  39.36.020    Limitation of indebtedness prescribed

    WAC  392-123-180    Bond Proceeds


Adoption Date:  

 

After determining that a need for new or improved facilities exists, the board, with the guidance of its professional staff, will engage in the following processes:
A.    Select an architect;
B.    Review a site evaluation including an assessment of existing facilities, if any, on the site;
C.    Develop educational specifications recognizing instructional needs and available financial resources;
D.    Review and approve schematic design prepared by architect, assuring that the new or remodeled facility or part of a facility is readily accessible to and usable by individuals with disabilities;
E.    Review a value engineering study and constructability review, and approve construction design including construction estimates;
F.    Call for bids;
G.    Review and approve final construction contract; and
H.    Engage construction management services.
The board shall comply with the terms and conditions as specified in the contract between the architect and the school district.

Legal References:    Chapter 39.35 RCW    Energy Conservation in Design of Public Facilities
    42 U.S.C. § 12101 et. seq.     Americans with Disabilities Act
    WAC  392-343-080    Value engineering studies, constructability reviews, and building commissioning — Requirements and definitions
    WAC  392-343-102    Construction management
    WAC  392-344-065    Value engineering contracts
    WAC  392-344-066    Constructability review contracts
    WAC  392-344-075    Contracts — Filing


Adoption Date:   
 

Facilities shall be designed to accommodate the educational and instructional needs of the district. The professional experience and judgment of staff shall be used in developing such educational specifications. The law requires that special attention be given the accessibility to the education program by students of both sexes and those with disabilities. The superintendent shall see that all construction projects comply with the requirements for accessibility to individuals with disabilities and comparability between the sexes.


Legal References:    42 U.S.C. § 12101 et. seq. Americans with Disabilities Act

     CFR 45, Part 84.23

    WAC     392-190-050    Course offerings — Generally — Separate sessions or groups permissible



Adoption Date:
 

Educational specifications are written after consultation with appropriate staff, consultants and citizens. The content of a set of educational specifications would include all or part of the following items:
A.    A statement of the educational philosophy as it pertains to the specific construction project.
B.    Community and School Characteristics:
       1.    The plan of organization and expected enrollments of the school:
              a.    Grade levels; and
               b.    Maximum expected enrollments with trends and projections, if necessary.
       2.    The construction plan for the facility is it to be a new facility, an addition, or a phased program leading to a complete facility?
3.    Special services to be provided:
       a.    Guidance programs;
       b.    Social worker's programs;
       c.    Provisions for exceptional children; and
       d.    Others.
4.    The special provisions needed for community use:
       a.    Cooperative park/school arrangement;
       b.    Parent-teacher associations;
       c.    Community athletic programs; and
       d.    Others.
5.    The extent that adults shall use this facility;
6.    The extent to which students shall be transported and the facilities that must be included to handle this service adequately;
7.    The cafeteria services to be provided and the maximum number likely to be served;
8.    The policy regarding multiple use of spaces; and
9.    Other pertinent data relating to the project.
C.    Site Characteristics:
       Site considerations necessary for this project:
               a.    Site size and location defined; and
               b.    Recommended building orientation; service drives; parking requirements for staff, students, and public; sidewalk and other approaches; outside lighting.
D.    Requirements of the Physical Plant:
      1.    Instructional functions and spaces required. A statement of instructional purposes is to precede the description of each area:
             a.    Number of spaces required by function; and
             b.    The relationships of these spaces.
      2.    The noninstructional spaces required. Each space to be described by function and spaces required;
      3.    Relationships of spaces required:
            a.    Inter-relationship between instructional areas;
            b.    Relationship between instructional and noninstructional spaces; and
            c.    Relationship of spaces to site.
      4.    Environmental factors should be described in terms of educational relationships or concerns.
E.    Additional information or comments as necessary to further interpret the educational program.


 

In light of the increasing cost and dwindling supply of conventional energy sources, a life cycle cost analysis shall be required of each major construction project. A life cycle cost analysis shall include a description of:
A.    Insulation and heat retention factors;
B.    Variable occupancy and operating conditions to be incurred by the facility;
C.    Overall supply and demand of the facility's energy system and actual or potential utilization of outside energy sources, such as climate;
D.    Initial cost of energy plant; and
E.    An energy consumption analysis comparing alternative energy systems.

As part of its commitment to energy conservation, the district shall consider the use of at least one renewable energy system such as solar energy, wind or wood or wood waste, geothermal, or other nonconventional fuels in any construction or renovation project.

Cross Reference:    Board Policy  6810    Energy Management/Education
Legal References:    RCW    39.35    Energy conservation in design of public facilities


Adoption Date:
 

When considering the acquisition of architectural and engineering services the board of directors shall issue a notice in publication(s) of general circulation stating the general scope and nature of project(s) for which services are required. Effort shall be made to inform firms who employ minorities and/or women.

Interested firms will be requested to submit a statement of qualifications and performance data to enable the board to determine which architectural or engineering firm will best serve the needs of the district. Criteria for selection of a firm shall include, but not be limited to, quality and breadth of staff, design of similar projects, production capability, supervision and quality control, relationship with clients, cost estimates and budget control.

The superintendent is directed to establish necessary procedures to solicit and screen qualified engineers and architects. The superintendent shall recommend one or more firms to the board for its consideration. The board and the successful architectural or engineering firm shall enter into a contract for the necessary services. In the event of an emergency, the board may waive this selection process and secure such services as needed.

Cross Reference:    Board Policy  6220    Purchasing: Bids and Contracts

Legal References:    RCW  28A.330.100(3)    Additional powers of boards (1st class)
    RCW  39.80    Contracts for architectural and engineering services
    AGO    57-59 No.68    Architects' contracts



Adoption Date:  
 

When architectural and engineering services are required by the district, the following procedures shall be in effect:
A.    Announcement for professional services will be sent to professional and community publications as well as to publications specifically oriented toward minority and women owned firms. The announcement shall specify:

1. The general nature and scope of the project(s);
2. The district representative to contact for further details; and
3. The deadline for submission of letter of interest.

B.    Each interested architect and/or engineer shall be advised to submit a resume which includes as a minimum:

1. Description of professional staff and respective roles for each;
2. List of projects completed during the past two years and contact person;
3. Status of current contract;
4. Description of typical site supervision;
5. References — bank, bonding company, three clients; and
6. Exhibits of cost estimates for two most recent projects.

C.    Applicants shall be screened by selected staff to identify firms to be interviewed.
D.    Applicants shall be interviewed by a committee composed of the superintendent, supervisor of maintenance and a building principal.
E.    The superintendent shall enter into negotiations with the firm(s) to establish a professional services fee which is fair and reasonable. If the superintendent is unable to negotiate a satisfactory contract, the next highest ranked firm will be contacted.
F.    The tentative contract will be referred to the board as a recommendation.

 

A contract shall only be let to a contractor who is licensed or registered as required by the laws of this state.  A contractor shall be granted a contract when a statement is submitted and sworn to which states that the contractor is in compliance with the state laws relating to prevailing wage for public works and with state and federal laws relating to nondiscrimination in hiring. Such a statement may be a provision or clause in the contract.

Contractor Surety Bonds and Insurance
Each contractor's bid must be accompanied by a certified or cashier's check or bid bond in the amount of at least five percent of the total bid amount, excluding taxes. Bid deposits pursuant to this policy may be based upon the architect's estimated cost of construction. Any bid which is not successful shall entitle the bidder to a refund of its security or bond. The successful bidder shall have the bond or security retained until such a time as it is determined that the bidder shall complete the contract. All bids received shall specify whether the district or the contractor shall carry fire, liability, or other insurance during construction.

The successful bidder is required to make, execute and deliver to the board a good and sufficient performance bond with two or more sureties or a surety company which shall state that the contractor shall execute and faithfully perform the provisions of the contract and shall pay all subcontractors and material men as required by law.

Legal References:    RCW    39.08.010    Bond required--Conditions- Retention of contract amount in lieu of bond — Contracts of one-hundred-thousand dollars or less
        39.06.010    Contracts with unregistered or unlicensed contractors and with other violators prohibited
        39.12    Prevailing Wages on Public Works
        49.60.180    Unfair practices of employment defined

    42 U.S.C.S § 2000c et. seq.    Title  VII of Civil Rights Act of 1964 (amended by CRA of 1991);

    Section 504    Rehabilitation Act of 1973

Adoption Date:
 

The maintenance of adequate records is vitally important to the future facilities program within the district and to the resolution of any disputes that may arise regarding a construction project.

The superintendent shall keep all reports, documents and plans as they relate to an existing or proposed project. The records shall include copies of all correspondence relating to the project. The superintendent shall require from the architect, engineer, contractor or other parties at least the following, as they become available:
A.    Inspection and progress reports;
B.    Results from tests of material quality and composition, etc.;
C.    Drawings of buildings and sites;
D.    Conveyance records, title search, bond issuance records and any licenses and legal documents issued or executed pursuant to the project;
E.    Guarantees and warranties; and
F.    Other papers relevant to the project, such as the record of board resolutions.

Cross Reference:    Board Policy 6570    Data Management

Legal References:    RCW  39.04.020    Plans and specifications — Estimates — Publications — Emergencies
    RCW  39.04.040    Work to be executed according to plans — Supplemental plans
    RCW  39.04.070    Account and record of cost
    RCW  39.04.080    Certified copy to be filed — Engineers' certificate
    RCW  39.04.100    Records open to public inspection — Certified copies


Adoption Date:
 

Change orders which arise during construction shall be individually considered by the board provided, however, that for each project the board may grant the superintendent authority to authorize change orders if additional cost to the district does not exceed $25,000.00 and provided that the total cost of all change orders approved has not exceeded five (5) percent of the approved total construction cost of the project.  The superintendent shall advise the board of all change orders executed in such cases.

In the event a change order request exceeding the authority of the superintendent or exceeding five percent (5%) of the total construction cost of the project must be considered between board meetings, the president of the board may provide interim authorization.  The board shall take formal action on such requests at the next board meeting.


Adoption Date:

 

Final payment under contract shall be subject to the following:
A.    Completion of building commissioning;
B.    The architect's letter of inspection indicating that the work has been completed;
C.    Certification by the superintendent that no liens have been filed on the project, or if liens have been filed, a certified list of the liens and their respective order of priority; and
D.    Written final acceptance by the board.
Pursuant to statute, final payment shall not be made until the district has received from the state department of revenue, state department of employment security, and state department of labor and industries certification that all taxes due, or to become due by the project's contractor, have been paid in full. The superintendent shall notify each department listed that the work is completed and officially accepted so that a determination of tax liabilities of the contractor may be made.

The contract shall provide that a percentage of the project cost shall be retained by the district as required by law to insure that the project shall remain free and clear of any materialmen, subcontractor or tax liens. The district prefers that five percent of all moneys earned by the contractor be reserved by the district and will request that the state board of education acting through the superintendent of public instruction act as agent of the school district for managing the cash retainage. The district will accept a bond submitted by the contractor for any portion of the retainage in a form acceptable to the district, and the superintendent of public instruction if state funds are part of the project, from a bonding company registered with the Washington state insurance commissioner and on the currently authorized insurance list published by the Washington state insurance commissioner, unless the district can demonstrate good cause for refusing to accept the bond.

Legal References:    RCW 60.28    Lien for Labor, Materials, Taxes on Public Works
    WAC 392-343-080    Value engineering studies, constructability reviews, and building commissioning — Requirements and definition
    WAC 392-344-067    Building commissioning contracts
    WAC 392-344-075    Contracts — Filing
    WAC 392-344-147    Retained Percentage Law Related Requirements

Adoption Date:
 

New district buildings shall be named after persons who have attained national or local prominence in the fields of education, arts and sciences, politics, military achievements and statesmanship, after past U.S. presidents or Washington national senators or representatives or after the geographic characteristics of the area in which the facility is located.


Adoption Date:
 

The naming of a school shall take place in the following manner:
A.    The superintendent shall select a committee of, whose purpose it shall be to submit to the board a list of not less than three, nor more than five, names for the new school. The list shall briefly state, along with each name, why the committee nominated each name. The committee may solicit nominations from students and the community.
B.    The committee shall, whenever possible, follow these guidelines:

1. Each name shall be known to, and significant to, the people of the district.
2. The names submitted shall not conflict with the names of other schools in the district or surrounding districts.
3. The use of names of living persons shall be avoided unless the circumstances warrant an exception.

C.    The board shall select the name of the new facility from the list. In recognition of the efforts of those involved in the project, a plaque containing the following information shall be attached to a new building:

1. School name;
2. Board-approved construction date;
3. Completion or dedication date;
4. Name of board members as of the board-approved construction date in the following order:

                        a.    President/Chairman
                        b.    Vice President/Vice Chairman
                        c.    Members (alphabetically)
                        d.    Superintendent as of board-approved construction date; and    
                        e.    Architect and contractor names.

Formal dedication of the facility shall take place on a date and time specified by the board.


 

The state board of education and the state superintendent of public instruction allocates one-half of one percent of any moneys appropriated for state assistance to districts for original construction of any school facility for the acquisition of works of art. The district has the right to waive its use of the appropriation; such money will then be used by the Washington State Arts’ Commission for the purchase of other public art. The selection and commissioning of an artist for, reviewing of design for, execution and placement of, and the acceptance of works of art shall be the responsibility of the Washington State Arts' Commission in consultation with the state superintendent of public instruction and the board. The school board may appoint a representative to be a part of the selection process; reject the results of the selection process; or reject the placement of a completed works of art. Waiver or rejection shall not affect state construction funds available to local school districts.




Legal Reference:    RCW    28A.335.210    Purchase of works of art-Procedures

Adoption Date: