D - Fiscal Management
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Note: This manual is currently not being updated online. We are in the process of updating the online manual and will post the updates soon.

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ANNUAL OPERATING BUDGET

The School Board shall approve an annual budget for the general fund and each special revenue fund for the fiscal year July 1 to June 30, no later than September fifteenth of each year. The School Board shall submit a copy of its adopted budget to the State Superintendent no later than September thirtieth of each year, as well as a general summary of the adopted budget. The summary shall include projected revenues and receipts, expenditures and disbursements, beginning and ending fund and cash balances.
It shall be the responsibility of the Superintendent and designated members of his staff to prepare the operating budgets for submission to the Board. The budgets shall be prepared on forms in accordance with such rules and regulations as may be prescribed by statutes and by the State Superintendent of Education. Said budgets shall be submitted to the Board for the purposes of revision and approval prior to submission to the State Superintendent.
After the Board has reviewed the proposed budget and made desired changes, if any, the Board shall cause to be published a notice in the official journal stating that the proposed budget is available for public inspection no later than fifteen (15) days prior to the beginning date for budget adoption. The notice shall also state that a public hearing on the proposed budget shall be held specifying the date, time and place of the hearing. The proposed budget shall not be considered for adoption or otherwise finalized until at least one public hearing has been conducted on the proposal. The Board shall also cause to be published in the official journal a general summary indicative of the proposed budget. The summary shall be published at least ten (10) days prior to the date of the first public hearing and may be published in the same advertisement as the notice of availability of the proposed budget and the public hearing. The summary shall include:

1. Information on estimated funds available and anticipated disbursements; and
2. Explanations of significant changes from the prior year's budget.

The Board shall certify completion of all action required by publishing a notice in the same manner as provided above.
No budget shall be approved where expenditures exceed the expected means of financing. No items of expense may be incurred through the year except as provided for in the approved budget unless a revision is adopted and approved by the Board. The budget shall be reviewed periodically and such financial reports as the Board directs shall be prepared and presented to the Board by the Superintendent.

Revised: December, 1995

Ref: La. Rev. Stat. Ann. §§17:88, 17:89, 39:1301-1316.

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PERIODIC BUDGET RECONCILIATION

The Board authorizes the Superintendent to reconcile and/or to recommend changes in the budget during the fiscal year, provided the schools are operated for the minimum term according to the rules and regulations of the State Board of Elementary and Secondary Education. Such changes shall be subject to the approval of the Board, and in no event shall a budget amendment be adopted proposing expenditures which exceed the total estimated funds available for the fiscal year.
Each administrative position charged with budget authority shall be responsible for the periodic review and analysis of assigned budgets. Should any adjustments or corrections to any budgetary line item become necessary, such change should be brought to the attention of appropriate finance personnel. Any change shall require approval of the Superintendent or his designee.

Ref: La. Rev. Stat. Ann. §17:88, 39:1301-1314.

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LINE ITEM TRANSFER AUTHORITY

The Board, Superintendent and his staff shall continually evaluate the school district's budget and maintain required records which support entitlement and disposition of public funds. Line items in the budget may be changed, with Board approval, at any time during the fiscal year, provided such change is consistent with existing laws and regulations of the State of Louisiana. Any request for modification of a budgetary line item shall be approved by appropriate supervisory personnel and submitted to the Superintendent for consideration. The Superintendent may submit requests for budgetary line item changes to the Board as deemed appropriate. The Superintendent may approve transfers from one budget line item to another for amounts less than $10,000. Any such changes shall be ratified by the Board. Amounts of $10,000 or more shall be submitted to the Board for approval.

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DEBT LIMITATION

For purposes of the issuance of bonded debt, the Calcasieu Parish School Board may establish individual, geographically separate School Districts. The School Board shall serve as the governing authority of each School District, each of which will exist solely for the purpose of the establishment of a taxing district for the issuance and payment of bonds, and the levy and collections of such taxes as necessary and legally authorized to meet principal and interest obligations on those bonds.
The Calcasieu Parish School Board may, as authorized by the Constitution and laws of the State, borrow money, incur debt, and issue bonds with the approval of the electorate and the consent of the State Bond Commission. The Board, as governing authority of the individual School Districts, upon obtaining consent and approval of the State Bond Commission, may incur debt and issue bonds for the purposes of acquiring and/or improving lands, purchasing, erecting and/or improving school buildings, and/or for other purposes allowed by state law which, including the existing bonded debt of the individual School District for such purposes, may exceed ten percent (10%), but shall not exceed thirty-five percent (35%) of the assessed valuation of all property as ascertained by the last assessment for the School District.
Notification to the State Bond Commission shall be required by the Board whenever the transfer of funds required to be established by resolution authorizing the incurrence of indebtedness or payment of principal or interest on outstanding indebtedness have not been
made timely.

Revised: December, 1990

Ref: La. Rev. Stat. Ann. §§17:89, 17:1371, 39:471, 39:554, 39:562.
Concerned Business and Property Owners of DeSoto, Inc., et al v. DeSoto Parish School Board, Sup. 1988, 531 SO.2d 436. Board minutes, 2-19-91.

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DEBT SERVICE PAYMENTS

Timely payment of principal and interest due on outstanding bonded indebtedness of the Calcasieu Parish School Board's individual bond districts is of utmost priority and importance.
The Superintendent shall be directed and authorized to take action to ensure that payments of debt service are timely made. Such action shall include, but not be limited to , the transfer of General Fund monies not otherwise legally restricted, to meet any shortages in funds available in a bond district's debt service fund. In the event that such a transfer becomes necessary, it shall be made by the Superintendent or his designee, reported to the Board at its next regularly scheduled meeting, and reimbursed with interest by that bond district's debt service fund upon receipt of additional subsequent tax collections. If necessary, the subsequent year's millage levy within the bond district shall be adjusted to the extent necessary to reimburse the General Fund.

Ref: Board minutes, 6-4-91.

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LOCAL TAX REVENUES

The Board shall annually adopt a resolution by June 1, unless an extension is granted in writing by the Parish Assessor, levying such ad valorem school taxes as may be authorized by the Constitution, the laws of the State of Louisiana, and the voters of the parish, including such taxes necessary to meet the principal and interest on outstanding bonds, and shall forward such resolution to the assessor of Calcasieu Parish.
Special tax elections shall be called for the electors of the parish to vote on renewal of existing taxes and/or for additional tax millage for school purposes may be called as provided by state law.
On the date and at the hour and place specified in the notice of election, the Board, in public session, shall examine and canvass the returns and declare the result of the election. The result shall be promulgated by one publication in the official journal of the Board.

Ref: La. Const. Art. VIII, Sec. 13(c); La. Rev. Stat. Ann. §§17:1373, 33:2737, 47:1705.

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BOND ELECTIONS AND SALES

The Calcasieu Parish School Board shall call tax elections to vote bond issues. The proposition placed on the ballot submitted to the voters in any bond election shall state the kinds and sources of revenues which shall be pledged to retire the bonds, should the proposition be successful.
Every bond, tax, or other election at which a proposition or question is to be submitted to the voters shall be held only on one of the dates set forth by state law or upon proper application to and approval of the State Bond Commission on a date not provided by statute.
On the date and at the hour and place specified in the notice of election, the Board, in public session, shall examine and canvass the returns and declare the result of the elections. The result shall be promulgated by one publication in the official journal of the Board.
If approved by the electorate, the Board shall adopt a resolution providing for the issuance of school bonds within a particular bonding district. Said issuance of bonds shall prescribe the form and fix the maturities thereof, and provide for the payment of said bonds in principal and interest.
Where securities of the Board are required by law to be sold at public sale upon sealed bids after public advertisement, the notice calling for bids shall be published two (2) times within a period of not less than five (5) days in a newspaper of general circulation published in the parish. The first publication will be at least seven (7) days in advance of the date scheduled for the reception of bids for the securities. The notices shall also be published one time in either a newspaper of general circulation or a financial journal or newspaper containing a section devoted to municipal bond news published in either the cities of New Orleans, Louisiana, or New York, New York, at least forty-eight (48) hours in advance of the date scheduled for the reception of bids for the securities.

Ref: La. Const. Art. VI, Sec. 33; La. Rev. Stat. Ann. §§18:1281 et seq., 39:1421-1429.

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SHORT TERM NOTES

The Board, in accordance with state law, shall have the authority during any fiscal year, upon recommendation of the Superintendent, to borrow money in anticipation of current revenues for that fiscal year and to pledge the current revenues for said fiscal year for the payment of such loan or loans if funds on hand are not sufficient to meet current expenses. The amount of borrowed funds shall not exceed one-half of the anticipated revenue and such loans shall be due and payable not later than the close of the current fiscal year. All such loans shall be approved by the Board prior to negotiation and execution of the loan.
CERTIFICATE OF INDEBTEDNESS
The Board may issue certificates of indebtedness maturing not more than five (5) years from the date of such certificates for the purpose of paying customary and necessary benefits and/or services which will be available or provided to the School Board under a multi-year contract of not less than two (2) years. Before any certificate of indebtedness can be issued, the School Board must certify to the State Bond Commission the purpose and need for any such certificates.
All notes or other evidence of indebtedness of the Board, unless specified otherwise by law, shall be signed by the President and the Superintendent and shall be limited as prescribed by law.

Revised: October, 1997

Ref: La. Rev. Stat. Ann. §§17:88, 17:89, 17:98, 33:2923, 33:2923.1, 39:1410.60.

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SUBMISSION OF APPLICATIONS FOR STATE, FEDERAL,
INDUSTRIAL, AND/OR FOUNDATION GRANTS

In order to assure that all grants are scrutinized for budgetary, liability and programmatic concerns while at the same time not unduly burdening the Board with each and every grant application prior to submittal, the following procedures shall be used for approving applications prior to submittal to potential grantor agencies:
A. All applications involving over $50,000 will be submitted to the Board for approval prior to being submitted.

B. Applications less than $50,000 may be approved by the Superintendent after having been reviewed by the Grants Coordinator, the Director of Accounting and Budgeting and the Risk Manager. However, if grants under $50,000 involve: (1) the hiring of personnel, (2) matching funds, or (3) possible future absorption by the General Fund, they would also require Board approval prior to submission.

Once applications have been submitted, the granting agency will either approve or reject the application. If the application is rejected, no additional action is necessary. If the application is approved, the Grants Coordinator will notify the Director of Accounting and Budgeting and the Superintendent. The Superintendent will then report such approval informally through the Superintendent's report portion of the Board agenda unless the award is contingent on formal Board approval and authorization. In this case, the item will be placed on the agenda under a section requiring formal Board action.
All grant funds will be received and disbursed through the central office accounting department.

Ref: Board minutes, 1-16-96.

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LEASE OF SCHOOL LANDS

The Calcasieu Parish School Board may execute a lease of any of its school land. Leases for the production and removal of minerals granted by or on behalf of the Board shall provide for a minimum of royalties of one-sixth on all oil and gas, sulphur, potash, and other minerals produced and saved and five percent (5%) on lignite and salt. All mineral leases shall be advertised, received, opened and accepted/rejected by the State Minerals Board. The State Minerals Board may reject any and all bids that may be submitted or may lease a lesser quantity of property than advertised and withdraw the rest.

Leases for the purposes of trapping, grazing, hunting, agriculture/farming or any other legitimate purposes other than for removal of oil, gas, or other minerals, may be executed on such terms and conditions as are in the best interest of the School Board and in compliance with state law. Such leases shall be awarded only after formal advertisement for and receipt of bids as set forth by state law.

Leases of sixteenth section lands on a share basis for the purpose of planting, cultivating, growing, and harvesting of any agricultural crop, shall not be required to be let by public bid.

The School Board shall require all appropriate leases, as determined by the School Board's legal adviser, to include the purchase of appropriate liability insurance by the individual or organization leasing the property, which shall hold the School Board free from any liability that may result directly or indirectly from the leased property's usage.

GEOPHYSICAL OR SEISMIC SURVEY PERMITS

The School Board may grant permission for geophysical or seismic surveys to be conducted on School Board property. For the privilege of conducting seismograph exploration over and across lands owned by the School Board, application must be submitted to the School Board seeking permission to conduct surveys. If said application is approved by the School Board, the applicant shall be permitted to conduct its seismographic operations in accordance with terms and conditions set forth in the permit agreement for a minimum fee as set by the School Board. All applications shall contain pertinent information to adequately evaluate the proposed survey.

RIGHTS-OF-WAY

The Calcasieu Parish School Board may grant rights-of-way on school lands upon formal written request. No application for a right-of-way shall be considered unless certificate of publication of due notice is on file in the office of the School Board, showing advertisement of the pending application has been made two times within ten (10) days in the official journal of the parish wherein the school lands are situated. A fee may be charged for such privilege.

Revised: September, 2000


Ref: La. Const., Art. VII, Sec. 4(c); Art IX, Sec. 4(b); La. Rev. Stat. Ann. ''17:87, 17:87.1, 17:87.2, 17:87.3, 17:87.8, 30:121 et seq., 30:151 et seq., 41:1211-1224; Board minutes, 4-3-01.

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GIFTS AND BEQUESTS

The Board may accept and administer any donation that may be made to it for educational or literary purposes. The Board as donee shall administer the property entrusted to them in conformity with the directives contained in the act of donation and for that purpose the Board is vested with all the necessary powers of administration.
GIFTS FROM VENDORS

Vendors shall be encouraged to benefit the school district by such incentives as reduced prices rather than benefiting individual employees by gifts. Employees of the Calcasieu Parish School Board shall not be permitted to accept personal gifts.
SCHOOL FUND EXPENDITURES
School funds shall not be used to provide any form of gift to an employee, and no employee shall accept such gift; except that which is dedicated for that specific purpose.

Ref: La. Rev. Stat. Ann. §§17:381, 17:382, 17:383; School Activity Fund Principles and Procedures Manual.

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CASH MANAGEMENT AND INVESTMENTS

SCOPE

It is intended that this policy cover all financial assets under the direct authority of the   School Board except those Student Activity Funds which are governed by a separate Principals and Procedures Manual.

This investment policy applies to all transactions involving the financial assets and related activity of all the aforementioned funds.

OBJECTIVES

1. Safety of principal is the foremost objective of the system, followed by liquidity and yield. Each investment transaction shall seek to first ensure that capital losses are avoided, whether they be from securities defaults or erosion of market value.
2. Investment decisions should not incur unreasonable risks in order to obtain current investment income.
3. The System's investment portfolio shall remain sufficiently liquid to enable the System to meet all operating requirements which might be reasonably anticipated.
4. The investment portfolio shall be designed to attain a market average rate of return, taking into account the System's investment risk constraints, the cash flow characteristics of the portfolio, and state laws that restrict the placement of funds.
5. The System will not allow trading or speculation (such as anticipating an appreciation or capital through changes in market interest rate) in any investments.
6. The System shall adhere to the "prudent person rule", which obligates a fiduciary to ensure that:

"...investments shall be made with the exercise of that degree of judgement and care, under circumstances prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation but for investment, considering the probable safety their capital as well as the probable income to be derived."

7. The investment portfolio shall be designed with the objective of regularly attaining the average return (bond equivalent basis) on 3 month U.S. Treasury Bills. This index is considered a benchmark for riskless investment transactions and therefore, constitutes a minimum standard for the portfolio's rate of return. The investment program shall seek to augment returns consistent with risk limitations identified herein and prudent investment principles.
8. In managing its investment portfolio, the System will specifically avoid any purchase of investments, or any investment practices or procedures, not specifically authorized under the terms of this document.
9. The System will not pursue active portfolio trading techniques that may involve a loss of principal (for example, swaps and spreads) in an effort to enhance returns.
10. All participants in the investment process shall seek to act responsibly as custodians of the public trust. Investment officials shall avoid any transaction that might impair public confidence in the System's ability to govern effectively. Investment officials shall recognize that the investment portfolio is subject to public review and evaluation. The overall program shall be designed and managed with a professionalism that is worthy of the public trust.

DELEGATION OF AUTHORITY

The responsibility for conducting investment transactions resides with the Board of Trustees.
Management responsibility for the investment program has been delegated through the Superintendent to the Associate Administrator for Management and Finance who shall establish written procedures for the operation of the investment program, consistent with this investment policy. Such procedures shall include explicit delegation of authority for all investment activities.

DEPOSITORY BANK

The Louisiana Revised Statutes (LRS) require Parish and City School Boards to select a fiscal agent for purposes of receiving on deposit funds of the System. The bank or banks selected as fiscal agent(s) and the System shall make and enter into a fiscal agency contract or contracts, or such other necessary instruments setting forth the duties, responsibilities, and agreements pertaining to said fiscal agency. The fiscal agency bank(s), when selected, shall serve for a term of three years and until its successor shall have been duly selected and qualified, and shall pledge approved securities, as provided for in the fiscal agency contract subject to the regulations under the LRS.

PLEDGED SECURITIES

Funds on deposit with the Fiscal Agent Bank(s) shall be collateralized by pledged "approved securities" as specified by Chapter 7 of Title 39 of the LRS of 1950 as amended to adequately protect the funds of the System. The System shall monitor from time to time the amount of approved securities to assure that an amount not less than the balance of funds on deposit with the depository bank from day to day, less any applicable Federal Deposit Insurance Corporation (FDIC) insurance is pledged. The bank shall have the right and privilege of substituting approved securities only upon obtaining the prior written approval of the System. Such approval may be granted by facsimile transmission which shall be subsequently confirmed by an original document. The approved securities shall be valued at their market value.

Types of approved securities are enumerated specifically in LRS 39:1221 and include:

1. Bonds or other interest-bearing securities of the United States, or any agency thereof, including but not limited to the Federal National Mortgage Association, or bonds or other interest-bearing obligations guaranteed fully or partially as to principal and interest by the United States, or by any agency thereof; or bonds of any possession of the United States; or unmatured bonds of this state, including both direct and indirect obligations and also, including bonds or other interest-bearing obligations whether supported by revenue or by the avails of taxes, of the State of Louisiana or of any agency, board, commission, department or division thereof or of any agency, public corporation or authority created by or recognized by the State of Louisiana; or unmatured bonds of any parish, municipality, levee board, road district, school board or school district of this state; or bonds of any parish, municipality, industrial district and industrial board which are secured by a lease executed in accordance with the provisions of Article XIV, Section 14, Paragraphs b.2 or b.3 of the Constitution of the State of Louisiana for the year 1921 or R.S. 39:1001 et seq. or R.S. 51:1151 et seq. as amended, and partially or fully guaranteed by the Louisiana Board of Commerce and Industry in accordance with the provisions of the Bond Lease Guarantee Act of the regular session of the Louisiana Legislature of 1968.
2. Certificates of indebtedness, including paving certificates, of any subdivision of this state referred to in Sub-section (1) of this Section.
3. Promissory notes either of the authority letting the deposits or of any other authority referred to in Sub-section (1) of this Section, which notes must be either unmatured or payable on demand.
4. Evidence of participation in such promissory notes issued by any bank, trust company, or recognized bank clearing house association domiciled in this state.
5. Notes representing loans to students which are guaranteed by the Louisiana Higher Education Assistance Commission in accordance with a contract agreement between the lender and the commission under the provisions of R.S. 17:3021 et seq.

Pledged "approved securities" shall be held either by an unaffiliated bank or trust company domiciled within the State of Louisiana or with the Federal Reserve Bank for the account of the Calcasieu Parish School Board.

SAFEKEEPING OF INVESTMENTS

The Certificates of Deposit issued by the depository bank to the System shall be given to the System in receipt form and held by the System.

The U.S. Government securities are to be kept by the depository bank and the System shall be given a safekeeping receipt showing the dollar amount of par value of securities purchased by the System.

INVESTMENT INSTRUMENTS

All System investments shall comply with LRS. The System shall limit its investments to:

1. Interest Bearing Accounts in the System's Fiscal Agent Bank(s) for Operating Account, Payroll Account and any other accounts as deemed necessary. Interest earned on Interest Bearing Accounts will be accredited to these accounts.
2. Certificates of Deposit, a fixed-rate instrument issued by state and national banks against a time deposit, with specific maturity dates and stated interest rates. The interest rates may vary with different dates of purchase and maturity dates. The depository bank shall issue a certificate in the name of the School Board and the fund stating the purchase date, purchase price, rate of interest, number of days, interest earned, maturity value and maturity date. Such certificates must be:

1. guaranteed or insured by the FDIC or its successor; or
2. secured by obligations that are described in law that have a market value of not less than the principal amount of the certificates.

3. U. S. Government Securities that are direct obligations of the U. S. Government. Treasury Bills, Treasury Notes and Treasury Bonds may be purchased at auction through the secondary market or through securities dealers. Investments of U. S. Government Securities can include:

   1. Treasury Bills sold at a discount and redeemable for full value at maturity - either 3, 6, or 12 months;
   2. Treasury notes that have original maturities of one to 10 years; and
   3. Treasury Bonds that have original maturities of 10 years or more.

All instruments will be in the name of the School Board and the fund whose assets are being invested.

To protect against potential fraud and embezzlement, the assets of the School Board shall be secured through safekeeping procedures. Investment officials shall be bonded. Safekeeping procedures shall be reviewed annually by the external auditor and by the internal audit staff at such times as deemed necessary. The external or internal auditors may conduct periodic surprise audits of safekeeping and custodial systems.

A competitive bid process, utilizing a minimum of three (3) verbal bids (if available) from local financial institutions, shall be used to place government security purchases. This shall include local government securities dealers which have a branch office located in Calcasieu Parish.

Records will be kept of the bids offered, the bids accepted, and a brief explanation of the decision which was made regarding the purchase.

Based on annual evaluation, major financial institutions will be dropped from or continued on the eligibility list. The following criteria will be used in the annual evaluation:

- number of transactions won;
- prompt and accurate confirmation of transaction;
- efficient securities delivery;
- accurate marketing information; and
- account servicing.

D. Repurchase Agreements are simultaneous purchase and sale of securities from a bank or dealer. Repurchase Agreements are for the term of one day to seven days and the rate of interest is market derived. Repurchase Agreements backed by obligations of the United States and held by a third party may be acceptable.

With respect to Repurchase Agreements:

1. No Repurchase Agreement shall be entered into unless a Master Repurchase Agreement has been executed between the System and its trading partners;
2. The market value of the collateral shall equal 102% of the cash value of the Repurchase Agreement;
3. All securities purchased and a Repurchase Agreement shall be held by the System's custodial safekeeping agent;
4. The seller of Repurchase Agreement securities shall be entitled to substitutesecurities upon authorization by the System;
5. "Retail" Repurchase Agreements shall be avoided;
6. Where Repurchase Agreements have been entered into with the System's Fiscal Agent Bank(s), all confirmations and safekeeping receipts shall be issued by the bank's trust department.

MATURITY

It is intended that investments in all funds shall be managed in such a way that maturity rates will correspond to projected cash flow.

Assets of the School Board shall be invested in instruments whose maturities do not exceed two years at the time of purchase. The portfolio's average maturity shall not exceed one year.

Revised: June, 1995

Ref: La. Rev. Stat. Ann. §17:99, 33:2955, 39:1211, et seq., 39:1271; Board minutes, 3-7-95.

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DEPOSITORY OF FUNDS

The School Board shall select a depository on a biannual basis which shall provide the most efficient and otherwise desirable services for the Board. All funds of the Board shall be deposited to the account(s) of the Board in the official depository. The depository contract shall run for a period of two years commencing on July 1 of each odd-numbered year.
All monies retained in school buildings shall be safeguarded in secure areas at all times. However, the Board shall not assume responsibility for funds lost in a school unless it is determined or suspected that an employee has misused funds for any purpose.
The Board requires that school funds shall be deposited on a daily basis.

Ref: La. Rev. Stat. Ann. §§17:95, 39:1211, et seq.

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BONDED EMPLOYEES

The Board shall furnish all persons authorized to sign checks or warrants drawn against the school funds a surety bond in an amount to be determined by the School Board, but which shall be not less than fifteen thousand dollars, for the faithful performance of their duties.
The School Board treasurer shall give an indemnity bond in such sum as may be determined by the Board, made in favor of the Governor or his successors in office, and the Board shall pay the premium of said bond.
All bonds purchased by the School Board made in favor of the Board shall include coverage for faithful performance of duties as well as coverage against loss sustained by the Board through any fraudulent or dishonest act committed by any of the bonded employees. All bonds purchased by the Board shall be from an insurance company admitted and licensed to do business in Louisiana.

Ref: La. Rev. Stat. Ann. §§17:95, 17:97.

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ACCOUNTING AND REPORTING

The School Board delegates to the Superintendent the responsibility and authority for preparing any and all financial reports and for preparing for the accounting of all Board and school funds, as required by law or as required or requested by the State Board of Elementary and Secondary Education or the Calcasieu Parish School Board.
The Board shall adhere to regulations prescribed by the State Board of Elementary and Secondary Education for keeping of accounts and records and the making of reports by or under the supervision of the School Board.
Said accounts and fiscal records shall be available during normal business hours for inspection by the public.

Ref: La. Rev. Stat. Ann. §§17:196; 24:514.

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ACCOUNTING SYSTEM

The School Board delegates to the Superintendent, or his designee, the responsibility of maintaining complete, accurate, and detailed records of all financial transactions in the school district. These records shall be in accordance with generally accepted accounting principles, as prescribed, and approved regulations of the State Board of Elementary and Secondary Education.

SCHOOL BOARD FUNDS

The School Board shall require the Superintendent, through the Office of Management and Finance, to provide the necessary guidance and direction for the administrative implementation, review, analysis, reporting, and modification of all budgeted activities as approved by the School Board. All regulations developed and maintained governing the fiscal responsibility of the Board and its personnel and resources shall be designed to promote efficient management and sound fiscal accountability at every level of the school system.
All School Board employees charged with receipt, handling, and/or disbursement of any Board funds shall abide strictly by state and federal law, policies of the School Board, and regulations and procedures developed by the Superintendent or his designee.

SCHOOL FUNDS

The School Board shall require that uniform procedures be applied throughout the school system to assure the proper accounting for, and expenditure of, all funds under the control of each individual school. Pertinent regulations and procedures, as outlined in the Board's handbook, School Activity Funds, Principles and Procedures, shall be maintained by the Superintendent and his staff. Such funds shall be subject to regular audit by the internal audit department or as may otherwise be provided.
Adherence to and implementation of all regulations and procedures pertinent to school funds shall be the responsibility of each school principal or his designee.
The Board shall receive periodic reports from the Superintendent of all income, expenditures, balances in the schools' various accounts, and such other data as the Board may prescribe, in addition to regular financial reports. In every way possible, the Board shall provide financial assistance relative to student activity programs within each school.

Ref: La. Rev. Stat. Ann. §§17:196, 24:515, 39:1301 et seq.; School Activity Funds Principles and Procedures.

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FINANCIAL REPORTS AND STATEMENTS

The School Board shall make all financial reports required by the State Superintendent and State Board of Elementary and Secondary Education and/or state law relative to the financial operation of the school system. All financial reports and statements shall be prepared completely and accurately and submitted to the State Department of Education by September thirtieth of each year.
The Superintendent shall provide the Board with periodic statements of the financial status of the Board and the school system. Other financial information shall be provided as requested by the Board.

Revised: November, 1993

Ref: La. Rev. Stat. Ann. §§17:88, 17:92, 17:196.

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FIXED ASSET INVENTORIES

The School Board directs the Superintendent to maintain a current itemized list of all land, buildings, improvements other than buildings, equipment, and any other general fixed assets which were purchased or otherwise acquired, for which the Board shall be accountable. The list shall include information as to the date of purchase of the property or equipment if known, the initial cost or estimated initial cost, the disposition, if any, the reason for disposition, and the recipient of the property or equipment disposed of, if applicable.
For property secured before January 1, 1980 for which exact costs cannot be obtained, the estimated value shall be used.
The list shall be kept current and shall be made available to the auditor or accountant at the time of the annual fiscal audit or at any such time as the list may be requested.
An inventory audit shall be made periodically and shall be as comprehensive as deemed necessary to assure that all fixed assets are properly accounted for as required by law.
The principal of each school, and a designated individual at each central office site are responsible for maintaining an accurate, detailed inventory at their particular location in accordance with procedures set forth in the handbook, Procedures Manual Fixed Assets.

Ref: La. Rev. Stat. Ann. §24:515; Procedures Manual Fixed Assets.

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AUDITS

The School Board shall require all financial records and accounts, including business transactions, of the school system and each school to be audited. The audit of selected accounts shall be conducted by the office of the Legislative Auditor of the State of Louisiana or an independent certified public accounting firm in conformance with prescribed standards and legal requirements. Said audits, upon completion, shall be presented to the Board for examination within six (6) months after the close of the fiscal year being audited.
Other financial audits shall also be made of appropriate accounts upon the transfer, resignation, or dismissal of personnel responsible for receiving and disbursing school funds, or whenever, in the opinion of the Board, a financial audit is deemed advisable. Internal auditors, or a certified public accounting firm shall conduct such audits as necessary.
All audits shall be conducted and filed in accordance with statutory provisions. Should any error or discrepancies be found as a result of any audit, those personnel found responsible for such error may be subject to disciplinary action.

Ref: La. Rev. Stat. Ann. §§17:81, 17:196.

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RECORD RETENTION

Financial records, supporting documents, statistical records and all other records pertinent to accounting and reporting for sources and uses of funds shall be retained for a period not less than five (5) years, with the following qualifications:

1. If any litigation, claim or audit is started before the expiration of the 5 year period, the records shall be retained until all litigations, claims, or audit findings involving the records have been resolved.
2. Records for nonexpendable property, including building additions and renovations, shall be retained for three (3) years after its final disposition.
3. All returns and reports filed with the Sales and Use Tax Department shall be retained for a period of five (5) years from December 31 of the year in which the tax to which the records pertain became due; provided that these records shall not be destroyed in any case where there is a contest relative to the payment of taxes or where a claim has been made for a refund or where litigation with reference thereto is pending. This qualification shall not apply to internally generated reports used for the processing of tax information which shall be retained in accordance with the general provisions of this policy.
4. Payroll records shall be retained in accordance with applicable federal requirements.
5. Cancelled bonds and interest coupons shall be retained for a period of ten (10) years from the date on which they matured or were called.
6. All documents involved in any procurement in which collusion is suspected shall be retained for a minimum of six (6) years or until the attorney general shall give written notice they may be destroyed, whichever is longer.
7. The chief procurement officer shall retain all contracts made under the provisions of Sole Source Procurements and Emergency Procurements as defined under Chapter 17 of Title 39 of Louisiana Revised Statutes, for a minimum of six (6) years.

A microphotographic process may be utilized and the resulting microform retained for storage in lieu of the original itself unless specifically prohibited by law.

Ref: Office of Management and Budget Circular A-102, Attachment C; La. Rev. Stat. Ann. §§17:196, 39:1597, 39:1598, 39:1626, 39:1627, 44:36.

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Cf: DC, DJ-AP

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EXPENDITURE OF FUNDS

In accordance with statutory provisions, the Board shall direct the Superintendent to serve as treasurer for the School Board, who shall receive, hold in custody, and expend all funds as directed by the Board and in conformance with statutory accounting and budgetary requirements. The Superintendent shall also maintain pertinent regulations and procedures to assure the proper expending of Board funds.
No expenditure of funds shall be made where the expenditure would be more than funds available, unless approved by the Board.

Ref: La. Rev. Stat. Ann. §17:97.

FILE: DJAA
Cf: DJAA-AP

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AUTHORIZED SIGNATURES

The Board shall require, in accordance with state law, the President and Superintendent, as secretary-treasurer, or any two officers or persons designated by the Board, to review all expenditures and sign any and all checks issued in payment of said expenditures. The Board authorizes the use of a facsimile signature device for those persons designated to sign checks. The Superintendent shall establish and maintain appropriate procedures for assuring the proper issuance of all checks.
Contracts obligating the Board or school district shall be countersigned by the President of the Board, the treasurer, and/or appropriate personnel.

Ref: La. Rev. Stat. Ann. §17:97.

FILE: DJCB
Cf: DJCB-AP

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SALARY DEDUCTIONS

The Board maintains that salary deductions which are considered statutory, including federal income tax, state income tax, retirement, etc., shall be deducted in accordance with applicable laws and regulations.

Any voluntary deductions desired by employees may be authorized by the Superintendent or the Board, when such action is determined to be in the best interest of the school system. Said request shall be submitted in writing by the employee. The employee shall also sign a form authorizing said salary deduction and verifying knowledge of all regulations governing salary deductions. The Board does not assume any liability for compliance with governing requirements and regulations.

The School Board no later than the following school year, shall deduct and withhold from any employees earnings a specific amount for the payment of regular dues to any organization so designated by the employee. Before any deduction is made, however, fifty or more teachers or employees or ten percent (10%) of the total number of employees, whichever is less, shall have specifically requested and voluntarily authorized the deduction in writing. Any amount shall be remitted to the organization designated on a regularly scheduled basis as determined by the Board.

The Board shall only be responsible for making approved salary deductions as requested in writing by any employee of the Board. Under no circumstances shall special arrangements be made as to the commencement or transaction of salary deductions.

Revised: December, 1992

Ref: La. Rev. Stat. Ann. §§17:437, 17:1184, 17:1202, 17:1315; Board minutes, 5-5-81, 4-20-93.

FILE: DJD
Cf: EGD

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EXPENSE REIMBURSEMENT

The Board shall reimburse employees and School Board members for expenses incurred while on official Board business within budgetary limitations. Such reimbursement shall be in accordance with the following guidelines:

1. Definitions:

1. Official Domicile - The official domicile for employees shall be the person's work place. For employees who work in more than one location, the official domicile shall be determined by the Superintendent or his designee. Every employee will be assigned an official domicile, and no travel or subsistence expenses shall be allowed at the place of official domicile except as authorized in section E, Reimbursement for Transportation, Subsistence, and Other Expenses, below.
2. Travel Period - The travel period shall be a period of time between the time of departure and the time of return.
3. In-Parish Travel - In-parish travel is all travel within the borders of Calcasieu Parish or travel through adjacent parishes between points within Calcasieu Parish when such is the most efficient route.
4. Out-of-Parish Travel - Out-of-parish travel is all travel outside of Calcasieu Parish.
5. Special Meals - Special meals are meals for persons who are considered guests of the Calcasieu Parish School system and for employees who are on official business with said guests. All requests for reimbursement for special meals must be accompanied by a receipt as authorized by section E, Reimbursement for Transportation, Subsistence, and Other Expenses.

2. Eligibility for Reimbursement of Travel Expenses:

1. Employees shall be eligible to receive reimbursement for travel when away from the official domicile or in accordance with section E, Reimbursement for Transportation, Subsistence, and Other Expenses.
2. Employees shall be reimbursed on an actual expense basis for all reasonable travel expenses as outlined herein. The request for reimbursement (travel voucher) must be accompanied by a receipt or other supporting documentation for each item claimed, except for:

1. taxicab or local public transportation less than $10.00.
2. tips for baggage handling, $1.00 per bag in and $1.00 per bag out of airport and hotel - 3 bag maximum.
3. parking at self service lots when less than $5.00 per day.
4. meals as per section E, Reimbursement for Transportation, Subsistence, and Other Expenses.

3. Authority to Incur Traveling Expenses:

1. All travel shall be authorized and approved by the appropriate department head. Such approval authority may be delegated as deemed appropriate by each department head.
2. In-parish travel shall be limited to necessary trips, and requests for reimbursement for in-parish travel shall denote the date, destination, and mileage.
3. Out-of-parish, but within the state, travel shall be approved by the department head upon prior submission of the "Application for Authorization of Professional Trip and/or Out-of-Parish/Out-of-State Travel" form.
4. All out-of-state travel shall have prior approval of the Superintendent, and in the absence of the Superintendent, an Associate/Assistant Superintendent or the Chief Financial Officer shall render the decision. The "Application for Authorization of Professional Trip and/or Out-of-Parish/Out-of-State Travel" form shall be completed and submitted prior to the date of the requested trip. Emergency situations may be approved by the Superintendent or his designee.

4. Transportation:

1. Travel routes should be the most direct and usually the basis of odometer readings or from point of origin to point of return on the basis of the current official State Department of Transportation and Highway Development highway map.
2. Out-of-state travel shall be approved by the Superintendent considering the purpose of the travel, benefit to the System, number of personnel involved, and the frequency of travel. Among the factors to be considered should be the length of travel time, cost of operation of a vehicle, cost and availability of common carrier services, etc.
3. Calcasieu Parish School Board System-owned vehicles must comply with the following regulations:

1. All purchases made on Calcasieu Parish School Board gasoline credit cards must be signed for by the employee making the purchase, and the license number, the unit price, and the quantity of the commodity purchases must be noted on the delivery ticket by the vendor. Items incidental to the operation of the vehicle may be purchased via Calcasieu Parish School Board gasoline credit cards only when away from official domicile on travel status. In all instances where a credit card is used to purchase items or services which are incidental to the operation of a vehicle, the tissue copy of the credit ticket along with a written explanation of the reason for the purchase shall be attached to the travel voucher.
2. No employee shall carry unauthorized passengers in Calcasieu Parish School Board owned automobiles unless their presence is for purposes relating to official Calcasieu Parish School Board business.
3. Any personal use of vehicles owned by the Calcasieu Parish School Board is strictly prohibited. If the School Board allows an employee to take a vehicle home, the personal usage allowed is only to commute to and/or from work in the vehicle.
4. Each Department Head which authorizes Calcasieu Parish School vehicles to employees, shall notify the Payroll Supervisor of any changes in the status of miles driven per year, the type of vehicle driven, or a different employee who drives the vehicle as soon as the change is initiated.
5. Any employee who uses vehicles owned by the Calcasieu Parish School Board in a reckless or careless manner or for unauthorized personal use will be subject to disciplinary action.

4. Personally owned vehicles shall be subject to the following:

1. When two (2) or more persons travel in the same personally-owned vehicle, only the owner of the vehicle shall be reimbursed the expenses for use of the vehicle.
2. Employees with the rank of principal and above, as well as other designated employees, shall maintain vehicles for the purpose of conducting Calcasieu Parish School Board business pursuant to the job assignment.

5. Rented motor vehicles shall be subject to the following:

1. Written approval of the Superintendent or his designee prior to departure shall be required for rental of vehicles.
2. Only the cost of rental of subcompact or compact cars (models) shall be reimbursable, unless nonavailability is documented, or the vehicle will be used to transport more than two (2) persons or excessive amounts of baggage and equipment.
3. The rental cost of buses or other commercial carriers shall be reimbursable pursuant to the leasing agreement approved by the department head but should not include any ordinary passenger van with more than 10 seating positions as dictated by safety standards.
4. Physical damage insurance is required and reimbursable when renting a vehicle. Liability insurance is not necessary but may be reimbursed in special situations pre-approved by the Superintendent or his designee.

5. Reimbursement for Transportation, Subsistence and Other Expenses:

1. Transportation:

1. Mileage driven by an employee in a privately-owned vehicle while in the conduct of official Calcasieu Parish School Board business shall be reimbursed on a per mile basis in accordance with the standard mileage rate as established by the Internal Revenue Service. When more than one employee is attending an out-of-parish meeting or function, the department head will make every effort to assure that the employees carpool to the greatest extent practical. Reasons for not doing so must be documented prior to reimbursement.
2. Employees using motor vehicles on official Calcasieu Parish School Board business shall be reimbursed for storage and parking fees, ferry fares, road fares, and bridge tolls.
3. Calcasieu Parish School Board owned credit cards shall not be issued to employees for use in the operation of privately-owned vehicles.
4. The School Board is always interested in the lowest fare available for airfare travel. Documentation of at least 2 pre-trip price quotations should be attached to a request for reimbursement of airfare expenditures. Proof of trip taken at quoted airfare price will be required for reimbursement of airfare. Attachment of such proof should include a ticket receipt showing destination of trip.
5. When out-of-state travel is required, air travel will be the normal mode of transportation. However, occasions may arise where it is more economical or desirable to travel by motor vehicle. In such cases, the mileage reimbursement shall not exceed the cost of air travel which would have otherwise been incurred based on the State Contract rate or the lowest of two quoted airfare rates by airlines or travel agents based on coach class rates booked twenty (20) days in advance. Additional meals/lodging costs incurred as a result of driving rather than flying shall not be reimbursed.

2. Meals:

1. Employees will be reimbursed for meals pursuant to the schedule herein, while traveling, as follows:

*High Cost Travel Areas: As listed and updated from time to time in IRS Circular E.

2. Employees will be reimbursed for special meals. Documentation must be provided on the travel voucher indicating the purpose of the special meal and why it is in the interest of the Calcasieu Parish School Board. Additionally, the names of all persons attending for which reimbursement is requested must be provided on the travel voucher.
3. Meals with set prices determined by approved conference, seminar, or other function registration brochures are reimbursable at the level identified in the brochure if approved by the appropriate administrator.

3. Lodging:

1. Employees who have obtained prior approval to attend a convention or conference will be reimbursed for lodging expense at the single room convention or conference site rate provided that upon request for reimbursement the original hotel/motel receipts and convention or conference site verification are attached to the travel voucher.
2. Employees will be reimbursed, based upon original hotel/motel receipts (single room rate), for lodging cost while traveling not to exceed the limits presented herein, plus taxes.

*High Cost Travel Areas: As listed and updated from time to time in IRS Circular E.

If reasonable lodging cannot be obtained for these amounts, the Superintendent may authorize appropriate amounts after being provided adequate documentation of efforts to secure lodging within the stated amounts.

4. Other Expenses:

The following expenses incidental to travel may be reimbursed:

1. communication expenses relative to official Calcasieu Parish School Board business
2. registration fees at conferences - receipts required
3. charges for storage and handling
4. taxi or local public transportation fares
5. tips for baggage handling
6. limousine services to and from terminals or stations
7. vehicle parking cost
8. vehicle rental, when documented and approved as required in Section D, Transportation
9. any personal mileage on a vehicle rented for official Calcasieu Parish School Board business is not reimbursable.

6. Requests for Reimbursement:

1. All requests for reimbursement shall be submitted on the approved travel voucher form.

1. All travel vouchers shall be completed in full, signed by the person requesting reimbursement, approved and signed by the appropriate officer(s), and submitted to appropriate personnel prior to reimbursement.
2. Reimbursement for the prior month's expenses shall be made as close to the tenth (10th) of the month as normal check processing will allow when the travel voucher has been appropriately approved and submitted on or before the third (3rd) working day of the month.
3. Documentation including invoices for registration fees, airline tickets, hotel receipts, etc., must be attached to travel reimbursement request when submitted.

2. Direct billing to the Calcasieu Parish School Board shall be approved by the Superintendent or his designee prior to the occurrence of the activity. When direct billing has been approved, the person receiving said approval shall complete a travel voucher noting the direct billing status and attach to the voucher copies pertinent thereto, such as airline tickets, hotel receipts, conference registration, etc.
3. Out-of-parish travel, involving a significant amount, may be submitted anytime during the month; however, the person so requesting reimbursement should not expect reimbursement prior to five (5) working days after submission of the request.
4. All requests for cash advances for out-of-parish travel shall be submitted on the appropriate form to the Superintendent or his designee for approval not less than ten (10) working days in advance.
5. Under extraordinary circumstances where the best interest of the Calcasieu Parish School Board requires that travel be undertaken not in compliance with this policy, approval after-the-fact may be given by the Superintendent if appropriate documentation is presented promptly.
   

Revised: October, 1996
Revised: July, 1998
Revised: January, 2000
Revised: February, 2000

Ref: La. Rev. Stat. Ann. §§17:56, 32:861 et seq., 32:900; Board minutes, 5-7-85, 1-19-88, 5-1-90, 5-21-96, 6-2-98, 12-7-99, 2-1-00.

FILE: DJE
Cf: DI, DJE-AP

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PURCHASING

Purchases of supplies, equipment, services and major repairs (except construction/renovation) shall adhere to rules and regulations set forth in Chapter 17 of Title 39 of the Louisiana Revised Statutes (Short Title - "Louisiana Procurement Code").  Construction/renovation and other public works projects shall adhere to rules and regulations set forth in Chapter 10 of Title 38 of the Louisiana Revised Statutes.

It shall be the policy of the School Board that all purchasing for the school system to be paid from Board funds shall be made by the Superintendent or his designee in conformance with existing regulations and procedures of the Board and the laws pertinent to state and federal agencies. All purchase orders shall be properly signed by the Superintendent or his designee.

Purchases shall be made at the lowest possible cost to the school system consistent with the system specifications of quality and service.

Each principal shall assure that purchases by the individual school shall be made in accordance with regulations and procedures developed by the Superintendent and staff, and as further detailed in the Board's handbook, School Activity Funds, Principles and Procedures.

No employee, officer or agent of the Calcasieu Parish School Board shall participate in the selection, award, or administration of a contract if a conflict of interest, real or apparent would be involved. Such a conflict would arise when:

1. The employee, officer or agent;
2. Any member of their immediate family;
3. His or her partner or business associate;
4. An organization which employs, or is about to employ any of the above, has a financial or other interest in the firm selected for award.

The Calcasieu Parish School Board's employees shall neither solicit nor accept gratuities, favors or anything of monetary value from contractors, potential contractors, or parties to subagreements.

Ref: La. Rev. Stat. Ann. §§38:2211, et seq., 39:1551, et seq., School Activity Funds Principles and Procedures.

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BIDS AND QUOTATIONS

A. Public Works

The Board shall advertise and let by contract, except in cases of extreme emergencies, all public work exceeding $100,000 per project. The contract shall be awarded to the lowest responsible bidder who has bid according to the contract, plan, and specifications advertised, unless stipulated otherwise by the Board.

As an evidence of good faith, each bidder for public works project shall attach to its bid, a bid bond, certified check, or cashier's check in an amount equal to five percent (5%) of the bid amount.

In cases of extreme emergency when time is not sufficient to advertise for bids, the Board is permitted by law to declare and publish a resolution that a public emergency exists and may enter a contract for more than the sums mentioned above without seeking bids; however, in such cases every effort shall be made by the administration to secure competitive quotations through negotiations or other means.

All advertisements for bids shall appear in the newspaper selected as the official journal for the School Board, except in extreme emergencies as may be declared by the Board. The advertisement, when published, shall appear once a week for three (3) different weeks, the first advertisement to appear at least twenty-five (25) days prior to the opening of bids. In addition, the School Board may also publish an advertisement by electronic media available to the general public. The first publication of the advertisement shall not occur on a Saturday, Sunday or legal holiday.

All bids shall be opened in public in the presence of one or more witnesses at the time and place designated in the invitation for bids. Each bid, together with the name of the bidder, shall be recorded and open to public inspection. The Superintendent and/or other appropriate administrators shall review, summarize and report bids to the Board with recommendations for final action.

Contracts for public works aggregating $100,000 or less shall be subject to the following:

(1) $10,000 - $100,000

i) Advertising will be at the discretion of the Superintendent or his/her designee provided that written invitations for quotations are sent to at
least five (5) bona fide, qualified bidders if the advertising process is not utilized.

ii) Written invitations for quotations shall contain complete specifications, the quantity required, and any other information, including the delivery point, which is necessary to make an acceptable quotation.

iii) Quotations shall be publicly opened and read at a specified date, time and location. Each bidder shall be notified of the date, time and location.

iv) Award of the contract shall be made by the Superintendent or his designee to lowest responsible responding contractor who has provided a quote.

(2) $5,000.00 - $9,999.99 Award will be made after obtaining no fewer than three (3) telephone or facsimile quotations. A written confirmation of the accepted offer shall be obtained and made part of the purchase file. If quotations lower than the accepted quotation are received, the reasons for their rejection shall be recorded in the purchase file.

(3) $0.00 - $4,999.99 Competitive quotations may be received at the discretion of the Buyer.
 

B. Supplies, Materials and Equipment

The Board shall advertise and let by contract all purchases of supplies, materials and equipment aggregating $25,000 or more. All advertisements for bids shall appear in the newspaper selected as the official journal for the School Board. The advertisement, when published, shall appear at least ten (10) days prior to the date set forth therein for the opening of bids. In addition, the School Board may also publish an advertisement by electronic media available to the general public. Notice shall also be given in writing to persons in a position to furnish the supplies, materials and equipment as shown by the purchasing department's records.

All bids shall be opened in public in the presence of one or more witnesses, at the time and place designated in the invitation for bids. Each bid, together with the name of the bidder, shall be recorded and open to public inspection. The Superintendent and/or other appropriate administrators shall review, summarize and report bids to the Board with recommendations for final action.

The Board may require, as evidence of good faith that each bidder for the purchase of supplies, materials or equipment, attach to its bid a bid bond, certified check or cashier's check in an amount equal to five percent (5%) of the bid amount.

Purchases of supplies, material and equipment aggregating less than $25,000.00 shall be subject to the following:

(1) Purchases from $10,000 - $24,999.99 shall meet the same requirements as for purchases of $25,000.00 or more, except:

(a) Advertisement will be at the discretion of the Superintendent or his designee. In any event, written invitations for bids shall be sent to at least five (5) bona fide qualified bidders.

(b) Award of the contract shall be made by the Superintendent or his designee to lowest responsible bidder who has bid according to the specifications.

(2) Purchases of $5,000.00 or more, but less than $10,000 shall be made by obtaining no fewer than three telephone or facsimile quotations. A written confirmation of the accepted offers shall be obtained and made part of the purchase file. If quotations lower than the accepted quotation are received, the reasons for their rejection shall be recorded in the purchase file.

(3) $0.00 - $4,999.99 Competitive quotations may be received at the discretion of the purchasing department head.

Revised: November, 1987                     Revised: November, 1997
Revised: November, 1989                     Revised: August, 1999
Revised: December, 1991                     Revised: October, 1999
Revised: December, 1992                     Revised: December, 1999
Revised: June, 1995                            Revised: November, 2001
Revised: December, 1995                     Revised: June, 2002


Ref: La. Rev. Stat. Ann. ''38:2211, 38:2212, 38:2214, 38:2251, 39:1551 et seq.; Board minutes, 10-17-89, 3-17-92, 3-7-95, 1-16-96, 5-7-02, 9-17-02.

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CHANGE ORDERS

The Board, in order to increase or decrease the amount of a contract after bids have been officially accepted by the Board, shall require the approval of a change order. A change order shall be submitted by the contractor to the project architect and upon his recommendation, such change orders shall be submitted to the Superintendent for his recommendation of action to be taken by the Board.
If approved by the Board, the Superintendent or designee, in consultation with the architect, shall put the change order into effect and make it a part of the official contract price.

Ref: La. Rev. Stat. Ann. §38:2212.

FILE: DL
Cf: DIA

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CASH IN SCHOOL BUILDINGS

It shall be the policy of the Board that principals and other school personnel shall establish necessary precautions to ensure the safekeeping of all monies under their control. The principal and/or building treasurer shall make such bank deposits as necessary of all monies collected on a daily basis. Principals and other personnel shall comply fully with financial regulations established by the Superintendent or other appropriate personnel, including but not limited to procedures set forth in the Board's handbook, School Activity Funds Principles and Procedures.

Ref: La. Rev. Stat. Ann. §17:95.

FILE: DO
Cf: DIC, DO-AP

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SCHOOL PROPERTY DISPOSAL

The School Board is authorized to sell property, real or personal, that has been determined to be of limited or of no benefit to the school district. The sale of such property shall be conducted through public advertisement and proper bid procedures, as required by state law.

Ref: La. Rev. Stat. Ann. §17:87.6, Procedures Manual Fixed Assets.

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