MOC-FLOYD VALLEY COMMUNITY SCHOOL DISTRICT
Business Procedures
800
POLICY TITLE: Purchasing and Bidding CODE NO. 803.1
The Board of Directors believes the district's purchase of goods and services should provide for the most effective and efficient use of public funds in the operation of the district and its educational program while allowing a variety of vendors to compete for provision of the goods and services. The Board of Directors supports economic development in Iowa, particularly in the district community. Therefore, all purchases shall be made in the district community or in Iowa for Iowa goods and services from Iowa based companies if the bids submitted are comparable in price to those submitted by other bidders and meet the required specifications.
The certified budget document for the fiscal year shall be the authority for all expenditures which are made during the fiscal year, and expenditures shall not exceed the budgeted amount for any one fund, barring any unforeseen circumstances beyond the Board's control. The categorical breakdowns budgeted within funds shall be used primarily for budget control for the fiscal year.
All Projects
All purchases made in the name of the district shall be made in accordance with Iowa law and the Board's policies. It shall be the responsibility of the superintendent of schools to approve such purchases, except those authorized by or requiring Board action. The superintendent shall have the authority to authorize purchases without competitive bids for goods and services costing under $15,000 without prior board approval. For all purchases for goods and services costing over $15,000, the superintendent shall seek competitive bids and shall submit all bids to the board for its review. The superintendent may coordinate and combine purchases with other governmental bodies to take advantage of volume price breaks. Joint purchases with other political subdivisions will be considered in the purchase of equipment, accessories or attachments with an estimated cost of $50,000 or more.
Public Improvement Projects
For goods and services utilized in public improvement projects, as defined under Iowa law, costing $69,000 or less, the superintendent shall receive quotes of the goods and services to be purchased prior to approval of the board.
For goods and services utilized in public improvement projects, as defined under Iowa law, costing more than $69,000 and less than $125,000, the superintendent shall receive competitive quotes of the goods and services to be purchased prior to approval of the board.
For goods and services utilitzed in public improvement projects, as defined under Iowa law, costing more than $125,000, the superintendent shall receive competitive sealed bids of the goods and services to be purchased prior to approval of the board, including construction contracts and school buses. MOC-FLOYD VALLEY COMMUNITY SCHOOL DISTRICT
Business Procedures
800
POLICY TITLE: Purchasing and Bidding (Cont) CODE NO. 803.1
The purchase will be made from the lowest responsible bidder based upon total cost considerations including, but not limited to, the cost of the goods and services being purchased, availability of service and/or repair, delivery date, and other factors deemed relevant by the board.
The board and the superintendent shall have the right to reject any and all bids, or any part thereof, and to re-advertise. The board will enter into such contract or contracts as the board deems in the best interests of the school district.
The procurement of all supplies, equipment, and services shall be initiated by the issuance of an official purchase order signed by the superintendent or by an authorized staff member. Only those supplies, equipment, and services procured by formal contract shall be exempt.
APPROVED: 3/14/94 REVISED: 3/11/96 REVIEWED: 1/11/99 REVISED: 1/09/11 REVIEWED: 12/10/07 REVIEWED: 2/13/12 LEGAL REFS: Iowa Code Chapters 73 and 301 and Secs. 72.3, 285.10(3), and 285.10(7) (1985). Iowa Code Sec. 18.6(9) (as amended by S.F. 2049, 71st G.A. (2d Sess.) 670 Iowa Administrative Code Sec. 22.25. 1974 Op. Att'y Gen. 171 (July 11, 1973). MOC-FLOYD VALLEY COMMUNITY SCHOOL DISTRICT
Business Procedures
800
POLICY TITLE: Receiving Goods & Services CODE NO. 803.3
Whenever possible, all supplies, equipment and services purchased in the name of the school district shall be cleared through the purchasing department. Whenever this procedure is impossible or impractical, the purchasing department shall be notified by the school personnel who receive such goods or services that these have been delivered directly.
It shall be the duty of the purchasing department to certify to the accounting department the receipt of all goods and services.
APPROVED: 3/14/94 REVISED: REVIEWED: 1/11/99 REVIEWED: 1/14/08 REVIEWED: 8/13/12
LEGAL REFS: MOC-FLOYD VALLEY COMMUNITY SCHOOL DISTRICT
Business Procedures
800
POLICY TITLE: Approval & Payment for Goods & Services CODE NO. 803.4
The Board of Directors shall cause to have warrants issued for all just claims against the school district upon audit and allowance by the Board. The Secretary of the Board is authorized to issue warrants prior to the audit and allowance by the Board upon a just claim for payment of freight, postage, utilities, bond principal, and interest and to make payment of salaries pursuant to the terms of written contracts entered into by the Board of Directors and to make payment of wages to substitute school employees pursuant to a substitute pay scale adopted by the Board of Directors. The secretary of the board is also authorized by the board to issue warrants prior to audit and allowance by the board upon just claim for payment of expenditures charged to the activity fund. The board president's designee to co-sign warrants for the activity fund is the Superintendent of Schools.
All claims and salaries for which warrants have been issued prior to audit and allowance by the Board as provided herein shall be passed upon by the Board at the first meeting thereafter and shall be entered on the record in the regular minutes of the Secretary.
APPROVED: 3/14/94 REVISED: 10/14/96 REVIEWED: 1/11/99 REVIEWED: 1/14/08 REVIEWED: 8/13/12
LEGAL REFS: MOC-FLOYD VALLEY COMMUNITY SCHOOL DISTRICT
Business Procedures
800
POLICY TITLE: Unpaid Warrants CODE NO. 803.5
The Board of Directors shall only in the case of absolute necessity issue warrants for which there are no funds available for the payment of such warrants. If warrants are issued for which there are not funds available for payment of such warrants, the Treasurer shall substitute such procedures as stated in the Code of Iowa, Chapter 74, Sections 1-7 for the payment of said warrants.
APPROVED: 3/14/94 REVISED: REVIEWED: 1/11/99 REVIEWED: 1/14/08 REVIEWED: 8/13/12
LEGAL REFS: Chapter 74.1-74.7 MOC-FLOYD VALLEY COMMUNITY SCHOOL DISTRICT
Business Procedures
800
POLICY TITLE: Payroll Periods CODE NO. 803.6
It shall be the policy of the Board of Directors that all personnel of the school district be paid monthly in accordance with the length of service stated on their contracts, and that all personnel shall be paid on the 20th of each month.
Personnel on hourly rates shall turn in time sheets to include the 10th of each month. The payroll will be computed from this information.
APPROVED: 3/14/94 REVISED: REVIEWED: 1/11/99 REVIEWED: 1/14/08 REVIEWED: 8/13/12
LEGAL REFS: MOC-FLOYD VALLEY COMMUNITY SCHOOL DISTRICT
Business Procedures
800
POLICY TITLE: Payroll Deductions CODE NO. 803.7
Payroll deductions shall consist of federal income tax withholdings, Iowa income tax withholdings, social security, and the Iowa Public Employees' Retirement System. In addition, any employee may elect to have payments withheld for professional dues, district-related and mutually agreed-upon group insurance coverage, and/or tax sheltered annuities will be accepted during the month of January, prior to the 10th, and by the 10th of month of anniversary of contract. Any and all deductions may be revoked 30 days after receiving a written request from the employee.
APPROVED: 3/14/94 REVISED: REVIEWED: 1/11/99 REVIEWED: 2/11/08 REVIEWED: 8/13/12
LEGAL REFS: Iowa Code Sections 294.8; 294.15; 294.16 MOC-FLOYD VALLEY COMMUNITY SCHOOL DISTRICT
Business Procedures
800
POLICY TITLE: Special Assessments CODE NO. 803.8
The Board of Directors, when it is deemed necessary, shall seek the advice of their attorney in all cases of special assessments against the school district. The recommendations of the attorney shall be given deep consideration as it relates to the recommended action of the Board of Directors in any special assessment case.
APPROVED: 3/14/94 REVISED: REVIEWED: 1/11/99 REVIEWED: 2/11/08 REVIEWED: 9/10/12
LEGAL REFS: MOC-FLOYD VALLEY COMMUNITY SCHOOL DISTRICT
Business Procedures
800
POLICY TITLE: Travel Allowance CODE NO. 803.9
All personnel of the school district shall be reimbursed for travel expenses incurred for travel authorized by the Superintendent of Schools, or his designee, and for travel incurred under the policies of the Board of Directors.
Travel shall be by school transportation or private auto when school transportation is not available. Use of private auto will be reimbursed at the rate of 45 cents per mile.
Reimbursements for meals and lodging will be made upon presentation of proper receipts.
APPROVED: 3/14/94 REVISED: 12/11/95 REVIEWED: 1/11/99 REVISED: 3/12/07 REVIEWED: 2/11/08 REVISED: 8/13/12 REVIEWED: 9/10/12
LEGAL REFS: Iowa Code Sections 79.9; 279.32 MOC-FLOYD VALLEY COMMUNITY SCHOOL DISTRICT
Business Procedures
800
POLICY TITLE: Physical Exam Reimbursement CODE NO. 803.10
The Board of Education will pay up to a maximum of $40.00 for required physical examinations. The Board will pay up to $50.00 for required physical examinations for bus drivers and substitute bus drivers.
The individual receiving the physical examination should pay the physician involved and apply for reimbursement via the reimbursement procedure for the district.
APPROVED: 3/14/94 REVISED: REVIEWED: 1/11/99 REVIEWED: 2/11/08 REVIEWED: 9/10/12
LEGAL REFS: MOC-FLOYD VALLEY COMMUNITY SCHOOL DISTRICT
Business Procedures
800
POLICY TITLE: Purchase Policy CODE NO. 803.11
The Superintendent shall make the necessary purchase of equipment, repair and supplies as budgeted using his own best judgment as to qualities. Equipment purchase and repair services in excess of $10,000, that are not a part of the approved budget, require prior board approval.
APPROVED: 3/14/94 REVISED: 3/11/96 REVIEWED: 1/11/99 REVIEWED: 2/11/08 REVIEWED: 9/10/12
LEGAL REFS: MOC-FLOYD VALLEY COMMUNITY SCHOOL DISTRICT
Business Procedures
800
POLICY TITLE: Standards of Conduct CODE NO. 803.12
This Standard of Conduct governs the performance and actions of District employees participating in cooperative procurement with the Iowa Association for Educational Purchasing Procurement (IAEP) who are engaged in any aspect of bidding, procurement, contracting, federal grants or the administration and supervision of contracts supported entirely or in part by federal entitlement funds disbursed from the USDA.
1. No employee, officer, director, contractor, volunteer or agent of the District shall participate in the selection, award or administration of a bid or contract supported by USDA funds if a conflict of interest is real or apparent to a reasonable person. Conflicts of interest may arise when any employee, officer, director, volunteer or agent of the District has a financial, family related, or any other beneficial interest in the vendor firm selected or considered for a bid award or contract.
2. No employee, officer, director, contractor, volunteer or agent of the District shall do business with, award contracts to, or show favoritism toward a member of (his or her) immediate family or spouse’s family or to any company, vendor or concern who either employs or has relationship to a family member. Award of a contract or bid which violates the spirit or intent of federal, state and local procurement laws and policies established to maximize free and open competition with qualified vendors shall be considered null and void.
3. The District’s employees, officers, directors, volunteers or agents, and their spouses and dependent children, shall comply with the Iowa Public Officials Act, Section 68B of Iowa Code, which prohibits either soliciting or accepting gratuities, gifts, trips, favors or anything having a monetary value in excess of three dollars ($2.99) from a potential vendor, bidder, lobbyist or any party to a sub-agreement or contract.
4. The District shall pursue appropriate legal, administrative or disciplinary action against an employee, officer, director, volunteer, contractor, vendor or vendor’s agent who is alleged to have committed, or has been convicted of or plead no contest to a procurement Child Nutrition related infraction. If said person has been convicted, disciplined or plead no contest to a procurement violation, this person shall be removed from any further responsibility or involvement with grants management, procurements or bids, consistent with local, state or federal policy.
APPROVED: REVISED: REVIEWED: 6/13/11 REVIEWED: REVIEWED: LEGAL REFS: 7 CFR Parts 210.21; 3016.36