The Board recognizes the importance of excellent fiscal management in managing public resources to achieve the goals of the educational plan of the district. The board will be vigilant in fulfilling its responsibilities to see that these funds are used wisely to achieve the purpose for which they are allocated.
The District fiscal management plan seeks to achieve the following goals:
Read More: DA – Fiscal Management Plan
This Policy includes “sub-policies” relating to specific provisions of the Uniform Administrative Requirements for Federal Awards issued by the U.S. Office of Budget and Management. Those requirements, which are commonly known as Uniform Grant Guidance (“UGG”), are found in Title 2 of the Code of Federal Regulations (“CFR”) part 200. The sub-policies include:
DAF-2 CASH MANAGEMENT AND FUND CONTROL
DAF-4 PROCUREMENT – ADDITIONAL PROVISIONS PERTINENT TO FOOD SERVICE PROGRAM
DAF-5 CONFLICT OF INTEREST AND MANDATORY DISCLOSURES
DAF-6 INVENTORY MANAGEMENT –
Read More: DAF – Administration of Federal Grant Funds
One of the primary responsibilities of the School Board is to secure adequate funds to carry out a high-level program of instruction.
The adopted annual school budget is the financial outline of the District’s educational program; it is the legal basis for the establishment of tax rates. The annual school budget process is an important function of District operations and should serve as a means to improve communications within the school organization and with the residents of the community.
Read More: DB – Annual Budget
The Superintendent will establish procedures for the involvement of staff in the development of the budget proposal.
The School Board will adopt guidelines and a schedule each year for the timely submission of the budget to the Board.
RSA 195:12, Cooperative School District: Budget
Read More: DBC – Budget Preparation
In the event it becomes necessary to expend an amount greater than what was appropriated for a specific purpose, the Board is authorized to transfer funds from an unexpended balance of one appropriation to a different appropriation that is in deficit. All transfers of appropriations will be made consistent with the provisions of RSA 32:10.
Read More: DBJ – Transfer of Appropriations
The Contoocook Valley School District from time to time, on a tax-exempt basis, issues (i) bonds and bond anticipation notes to finance capital projects and (ii) municipal leases to finance the lease-purchase of certain equipment, all pursuant to the provisions of New Hampshire RSA Chapter 33, as amended.
All bonds, bond anticipation notes,
Read More: DC – Post-Issuance Tax Compliance and Procedures For Tax-Exempt Obligations
The expenses of the Contoocook Valley School District payable in each fiscal year shall be apportioned as indicated in the Articles of Agreement.
1st Read: September 17, 2013
2nd Read: April 15, 2014
Adopted: April 15, 2014
Read More: DEA – Revenues From Local Tax Sources
The School Board authorizes the School District Treasurer working in conjunction with
the Superintendent and his/her designee and pursuant to RSA 197:23-a to invest the funds of the
District subject to the following objectives and standards or care.
The three objectives of investment activities shall be safety, liquidity, and yield.
Read More: DFA – Investment
Senior citizens of the District – persons 65 years of age or older – are permitted to attend all activities of the schools, including athletic events, free of charge. Normal ticketing and seating capacity procedures apply.
This policy represents a small token of appreciation from the School Board for all that the District’s senior citizens have done for the schools over the years.
Read More: DFEA – Free Admissions
A. Purpose and General Policy Statement.
The purpose of this policy is to establish and regulate parameters for use of crowdfunding or other forms of online fundraising and solicitations for classroom, school or district programs.
The School Board recognizes that crowdfunding campaigns and other forms of online fundraising have become an increasingly popular method by which teachers and school sponsored activities or organizations can procure funding for specific projects and/or programs.
Read More: DFGA – Crowd Funding
All income payable to the District and all revenue received will be deposited with the Treasurer, who will credit it to the appropriate account.
The School Board will determine when other depositories are needed and will name them by resolution.
Depositories will be selected only after careful review of fiscal practices and ability to meet the safety and service criteria of the District.
Read More: DG – Depository of Funds
The Superintendent is directed to create internal controls to ensure that contracts, checks and other official documents are accurate, authorized and signed by the appropriate persons and that necessary actions are taken to prevent mistakes, fraud, embezzlement and District liability, and to comply with applicable state or federal laws and regulations.
Read More: DGA – Authorized Signatures
State law requires that the Treasurer and Assistant Treasurer be bonded. The District will arrange a Public Officials Bond to cover the Treasurer and each Assistant Treasurer, if any, in the amount of $100,000. It is the practice that any employee who administers student activity money shall be bonded.
Any employee who administers funds for the District will be bonded appropriately.
Read More: DH – Bonded Employees
The District’s accounting system will be in conformance with the New Hampshire Financial Accounting Handbook published by the State Department of Education. An adequate system of encumbrance accounting will be maintained.
The following purposes must be satisfied by the accounting system:
- Administrative Control: The financial records must be adequate to guide the making or deferring of purchases,
Read More: DI — Fiscal Accounting and Reporting
The purpose of this policy is to establish guidelines for the District’s fund balances in order to maintain and improve financial stability and to protect the District from unforeseen budgetary situations such as emergencies, natural disasters, major infrastructure failures, or unexpected litigation.
Within governmental funds, net equity is reported as fund balance,
Read More: DIA – Fund Balance
Per NH Statute 198:20-c, and RSA 35:1-c, any town, school district, county, or village district may establish a reserve fund for the maintenance and operation of a specific public facility or type of facility, a specific item or type of equipment, or for any other distinctly-stated, specific public purpose that is not foreign to its institution or incompatible with the objects of its organization.
Read More: DIB – Trust Funds
CAPITAL (FIXED) ASSETS
The ConVal School District has invested in a broad range of capital assets that are used in the school system’s operations. The Superintendent will designate the person responsible for managing the District’s capital assets and maintaining the fixed assets inventory. In accounting for capital assets, the District will implement the standards required by Statement 34 of the Government Accounting Standards Board.
Read More: DID – Fixed Assets
The books and accounts of the District shall be audited yearly. The audit to be performed will meet the single audit procedures prescribed by the Governmental Accounting Standards Board (GASB).
The School Board shall select the audit firm after hearing the recommendation from the Superintendent or Business Administrator. Such audits will be made in accordance with RSA 197:25.
Read More: DIE – Audits
The function of purchasing is to serve the educational program by providing the necessary supplies, equipment, and services.
The acquisition of supplies, equipment, and services will be centralized in the business office, which functions under the supervision of the Superintendent, and through whose office all purchasing transactions are conducted.
While the School Board assigns the Superintendent the responsibility for the quality and quantity of purchases made,
Read More: DJ – Purchasing
Petty cash funds may be established for schools, the SAU office, and special programs when they will expedite the purchase of minor items and/or provide immediate payment for minor services.
Expenditures against these funds must be itemized and documented with receipts and will be charged to the applicable budget code. After a budget item is exhausted,
Read More: DJC – Petty Cash Accounts
It shall be the policy of the school district to purchase locally, provided goods of equal quality and at competitive prices are available from local suppliers.
The district purchasing agent should not feel bound to purchase any item locally that can be secured at a saving to the school district from outside sources,
Read More: DJD — Local Purchasing
All contracts for, and purchases of supplies, materials, equipment, and contractual services in the amount of $15,000 or more, shall be based, when feasible, on at least three competitive bids. All purchases less than $15,000 in amount may be made in the open market but shall, when possible and reasonable, be based on at least three competitive quotations or prices.
Read More: DJE – Bidding Requirements
In keeping with the District’s desire for efficient fiscal management, the following procedure for payment of its liabilities is in effect:
Payment by the Treasurer will be authorized on the basis of two (or more) School Board members. In order that Board Members be fully informed, and have the opportunity to ask questions concerning payment,
Read More: DK – Payment Procedures
All wages earned by employees will be paid through the business office.
Payroll procedures are dependent on accurate accounting of hours worked. The process for this will be established by the Superintendent and carried out by administrative personnel.
Compensation records kept by the business office will reflect an accurate history of the compensation and related benefits paid to each employee.
Read More: DKA – Payroll Procedures
Monies collected by school employees and by student treasurers shall be handled with prudence. All monies collected shall be receipted, accounted for, and directed without delay to the proper location of deposit.
In no case shall monies be left overnight in schools, except in safes provided for safekeeping of valuable. All vending machines shall be emptied of cash daily.
Read More: DM – Cash In School Buildings
The School Board authorizes the Business Administrator to dispose of obsolete items according to the following priority actions:
1. By selling to the highest bidder or whatever other business arrangement is in the best interest of the School District.
2. When practicable, the Board shall donate such items to charitable organizations and schools.
Read More: DN – School Properties Disposal Procedure
No equipment or supplies shall be disposed of until permission has been received from
the Superintendent’s office. The Superintendent and or designee will determine whether
the material involved has salable value, and if such shall be the case, authorize the sale
of the material. If the material does not have salable value,
Read More: DN – School Properties Disposal Procedure