701 - Establishment and Adoption of School District Budget

POLICY #701

ESTABLISHMENT AND ADOPTION OF SCHOOL DISTRICT BUDGET

I. PURPOSE

The purpose of this policy is to establish lines of authority and procedures for the establishment of the school district's revenue and expenditure budgets.

II. GENERAL STATEMENT OF POLICY

The policy of the school district is to establish its revenue and expenditure budgets in accordance with the applicable provisions of law. Budget planning is an integral part of program planning so that the annual budget will effectively express and implement school board goals and the priorities of the school district.

III. REQUIREMENT

A. The superintendent or such other school official as designated by the superintendent or the school board shall each year prepare preliminary revenue and expenditure budgets for review by the school board or its designated committee or committees. The preliminary budgets shall be accompanied by such written commentary as may be necessary for them to be clearly understood by the members of the school board and the public. The school board shall review the projected revenues and expenditures for the school district for the next fiscal year and make such adjustments in the expenditure budget as necessary to carry out the education program within the revenues projected.

B. The school district must maintain separate accounts to identify revenues and expenditures for each building. Expenditures shall be reported in compliance with Minn. Stat. § 123B.76.

C. Prior to July 1 of each year, the school board shall approve and adopt its initial revenue and expenditure budgets for the next school year. The adopted expenditure budget document shall be considered the school board's expenditure authorization for that school year. No funds may be expended for any purpose in any school year prior to the adoption of the budget document which authorizes that expenditure for that year, or prior to the adoption of an amendment to that budget document by the school board to authorize that expenditure for that year.

D. Each year, the school district shall publish its adopted revenue and expenditure budgets for the current year, the actual revenues, expenditures, and fund balances for the prior year, and the projected fund balances for the current year in the form prescribed by the Commissioner within one week of the acceptance of the final audit by the school board, or November 30, whichever is earlier. A statement shall be included in the publication that the complete budget in detail may be inspected by any resident of the school district upon request to the superintendent. A

summary of this information and the address of the school district’s official website where the information can be found must be published in a newspaper of general circulation in the school district. At the same time as this publication, the school district shall publish the other information required by Minn. Stat. § 123B.10.

E. At the public hearing on the adoption of the school district's proposed property tax levy, the school board shall review its current budget and the proposed property taxes payable in the following calendar year.

F. The school district must also post the materials specified in Paragraph III.D. above on the school district’s official website, including a link to the school district’s school report card on the Minnesota Department of Education’s website, and publish a summary of information and the address of the school district’s website where the information can be found in a qualified newspaper of general circulation in the district.

IV. IMPLEMENTATION

A. The school board places the responsibility for administering the adopted budget with the superintendent. The superintendent may delegate duties related thereto to other school officials, but maintains the ultimate responsibility for this function.

B. The program-oriented budgeting system will be supported by a program-oriented accounting structure organized and operated on a fund basis as provided for in Minnesota statutes through the Uniform Financial Accounting and Reporting Standards for Minnesota School Districts (UFARS).

C. The superintendent or the superintendent's designee is authorized to make payments of claims or salaries authorized by the adopted or amended budget prior to school board approval.

D. Supplies and capital equipment can be ordered prior to budget adoption only by authority of the school board. If additional personnel are provided in the proposed budget, actual hiring may not occur until the budget is adopted unless otherwise approved by the school board. Other funds to be expended in a subsequent school year may not be encumbered prior to budget adoption unless specifically approved by the school board.

E. The school district shall make such reports to the Commissioner as required relating to initial allocations of revenue, reallocations of revenue, and expenditures of funds.

 

Source: Cambridge-Isanti Schools

Legal References:

     Minn. Stat. § 123B.10 (Publication of Financial Information)

     Minn. Stat. § 123B.76 (Expenditures; Reporting)

     Minn. Stat. § 123B.77 (Accounting, Budgeting and Reporting Requirements)

     Minn. Stat. § 126C.23 (Allocation of General Education Revenue)

Cross References:

     Policy 701.1 (Modification of School District Budget)

     Policy 702 (Accounting)

     MSBA Service Manual, Chapter 7, Education Funding

Reviewed: 10-18-01, 2-19-04, 2-24-05, 3-22-07, 6-19-08, 10-22-15

Approved: 11-15-01, 2-19-04, 3-17-05, 4-19-07, 7-24-08, 11-19-15

701.1 - Modification of School District Budget

POLICY #701.1

MODIFICATION OF SCHOOL DISTRICT BUDGET



I. PURPOSE

The purpose of this policy is to establish procedures for the modification of the school district's adopted revenue and expenditure budgets.

701.2 - Purchasing

POLICY #701.2

PURCHASING

I. PURPOSE

The purpose of this policy is to provide clear guidance on purchasing and procurement of necessary supplies, equipment and services. .

II. GENERAL STATEMENT OF POLICY

District purchases must be made in accordance with State and Federal laws for a public purpose, directly related to the mission of Cambridge-Isanti Schools, and within the framework of the School Board adopted budgets. The Superintendent and Director of Finance and Operations are authorized to contract for goods and services contained within the Board approved budget and in accordance with State and Federal law. Specific board authorization is necessary for transactions which meet bid law criteria.

III. PURCHASING PROCESS

Purchases will be made with a Purchase Order or district-issued Procurement Card (or PCard). Since the District is tax-exempt, these purchases are made using the District’s tax identification number or tax exempt status. If either of these options are not available and an employee has been authorized by their Building or Program Administrator to make a purchase using their own personal funds, the employee may submit for reimbursement for these purchases.

  • Purchase Orders must be approved by Building or Program Administrator and the Director of Finance and Operations or Finance Manager. See the Purchase Order Procedures for additional information.
    • Purchases of items of $25,000 or more must have appropriate documentation regarding bid or quote requirements.
  • If the vendor accepts MasterCard, the PCard is recommended to be used. See the Procurement Card Procedures for additional information.
    • PCard purchases should be primarily limited to purchases of less than $3,000. Purchases over that amount may be made only with documented prior approval by Building or Program Administrator or the Director of Finance and Operations.
    • Purchases of items of $25,000 or more must have appropriate documentation regarding bid or quote requirements.
  • Reimbursements can be made to employees who have been authorized to purchase items for the district using their own personal funds. See the Expense Reimbursement Procedures and Expense Reimbursement Form for additional information.
    • Items purchased are reimbursable at actual costs. Sales tax paid by an employee will only be reimbursed if the tax would have been imposed had the purchase been made by the School District directly.

 

Source: Cambridge-Isanti Schools

Legal References:

     Minn. Stat. 123B.52 (Contracts)

     Minn. Stat. 471.345 (Uniform Municipal Contracting Law)

Cross References: Policy #412 Expense Reimbursement

Reviewed: 11-21-02, 06-23-16

Approved: 4-22-74, 12-19-02, 07-21-16

701.2P - Purchasing Cell Phone

701.2P - Purchasing PCard

701.2P - Purchasing Purchase Order