Excellence for All – It’s the Watertown Way Watertown ... A.pdf · Watertown Unified School District Public Notice ... Lisa M Clark Douglas M Cooksey Robert Cunningham ... Joi-Lynn

Excellence for All – It’s the Watertown Way

Watertown Unified School District

Public Notice

March 28 2016 6:00 p.m.

Regular Monthly Board Meeting

Educational Service Center 111 Dodge Street, Watertown, WI 53094

1. Call to Order by The Board President 2. Pledge of Allegiance

3. Roll Call 4. Preview of Agenda

5. Public Input 6. Announcements and Recognition/Communications

A. Jefferson County Awards Recognition Youth Apprenticeship/Co-op Student Awards Recognition – Cyndy Sandberg

B. Board of Canvassers – April 11, 2016 – 4:00 p.m. C. Student Board Representative Report

7. Strategic Discussion A. Webster School SLO – Brad Clark B. Collaborative Time Update – Cassandra Schug

8. Reports A. Superintendent Report and Board Committee Summary 1. Events in the Watertown Unified School District 2. Discussion of Board Meeting Evaluation/Board Goals

B. Department Reports and Board Committee Summary 1. Fiscal Management Report 2. Human Resources Report 3. Educational Services Report 4. Teaching and Learning Report

9. Consent Agenda – Resolution #8543

10. Action Items

A. Resolution #8544 – 2016 Summer School Hires B. Resolution #8545 – 2016/17 Certified Staff Contracts C. Resolution #8546 – 2016/17 Support Staff Notices of Continued Employment D. Resolution #8547 – 2016/17 Administrator Contract

11. Public Input 12. Adjournment

Consent Agenda

SCHOOL BOARD RESOLUTION

#8543 BE IT RESOLVED, that the Watertown Unified School District Board of Education approve the following consent agenda items:

Minutes: Regular Board Meeting – February 22, 2016 Special Board Meeting – March 8, 2016

Committee Summaries: Educational Services – March 8, 2016 Fiscal Management – March 23, 2016

Human Resources – March 21, 2016 Planning – None Policy Review – March 9, 2016

Personnel/Staffing: Staff Resignations/Retirements/Terminations: Certified Staff: Michael Daniels Assistant Principal/Athletic Director High School (effective 6/30/16) Angela Rautmann 8th Grade Teacher Riverside Middle School (effective 5/27/16) Non-Certified Staff: Terry Letts Nutrition Services High School (effective 3/25/16) Constance Miller Custodian Webster Elementary School (effective 6/1/16) Staff Appointments: Non-Certified Staff: Karla Lippert Nutrition Services Schurz Elementary & High School (effective 3/28/16)

Rhiannon Stivarius Instructional Paraprofessional Douglas Elementary School (effective 3/7/16) Brian Weisensel Cleaner High School (effective 2/22/16) Extra-Curricular Appointments: Timothy Dunn Junior Varsity 1 Coach - Softball Gene Frank Varsity Coach – Boys Golf Jason Herrick Freshmen Coach – Baseball Sarah Kiser Tiller Varsity Assistant Coach - Track Richard Massuch Junior Varsity Coach – Boys Golf Julie Muse Junior Varsity Coach – Girls Soccer Katie Schroeder Freshmen Coach – Girls Soccer Staff Layoffs: Certified Staff: Mary Hankins Grade 3 Teacher Douglas Elementary School (effective 6/10/16) Morgan Sefzik Grade 4 Teacher Douglas Elementary School (effective 6/10/16) Erin Steuerwald Physical Education Teacher Douglas Elementary School (effective 6/10/16) Extra-Curricular Appointments: Noah Gibson Varsity Assistant Coach – Football Ron Miller JV Coach – Football Robin Roe Freshmen Coach – Football Roger Prickette Varsity Coach – Girls Golf Richard Massuch JV Coach – Girls Golf David Weisbecker JV-2 Coach – Boys Soccer Rene Wedel Varsity Coach – Girls Swimming Kaylee Kemppainen JV Cheerleading – Football Linnea Nagel Varsity Coach – Dance Sue Putra Varsity Assistant Coach – Dance Approval of Bills

First Reading of the Following District Policies: #3270 – Gifts, Grants, and Bequests #3280 – Funds Management #3281 - Borrowing #3282 – Investing #3283 – Depository #3284 – Authorized Signatures #3300 – Expenditures #3310.1 – Purchasing Procedures #3312 – Bidding Requirements #3312.1 – Purchasing Requirements #3315 – Relations with Vendors #3316 – Conflict of Interest

Second Reading of the Following District Policies: #3617 – Bus Driver Job Description (revisions) #3260.1 – Guidelines for Sale or Disposal of Property (delete) #3285 – Student Activity Funds Management (revisions) #3285.1 – Student Activity Funds Management - General Policy Statements (delete) #3285.2 (new 3285.1) – Student Activity Funds Management – Fundraising Rules (revisions) #3285.3 (new 3285.2) – Student Activity Funds Management – Money Handling and Accounting Procedures (revisions) #3285.4 – Guidelines for School Related Groups (delete)

ACTION

President, Board of Education

Clerk, Board of Education Date March 28, 2016

2016 Sumer School Hires


#8544

BE IT RESOLVED, that the following support staff be employed in the Watertown Unified School District for the 2016 Summer School Program: CERTIFIED TEACHERS Andrew Cashin Jennifer Cashin Wanda Doughty Sarah Hafenstein Theresa Janke Oestreicher Daniel Henkel Patricia Jansen Benjamin Kamrath Reid LaDew Matthew Meracle Jordan Mosoti Maria Schmidt Anna Uecker SUPPORT STAFF Angela Breunig Rebecca Leinstock Claire Vitale Ellen Vitale Hayley Zubke

ACTION


Clerk, Board of Education Date March 28, 2016

2016/17 Certified Staff Contracts


#8545

BE IT RESOLVED, that the following certified staff be issued contracts for the 2016-

2017 school year.

Alexandra E Agar

Michele M Armentrout

Elizabeth N Atkins

Daniel L Ballou

Kelly J Ballou

Mark L Bardenwerper

Michael P Bartley

Christopher T Batterman

Nancy L Bauer

Ann N Baxter

Michelle M Beine

Danielle N Bely

Denise A Benson

Julie A Berres

Christine L Bethke

Joel G Bethke

Sabina S Biel

Jamie L Blakeley

Jason S Bleck

Jalissa K Booth

Maureen Braden

Bryan J Bremberger

Michael J Brezonick

Pamela S Brown

Amanda J Brunner

Julie A Burchardt

Michael T Burd

Amy E Burd

Samantha Calliari

Emmie E Carpenter

Andrew T Cashin

Jennifer M Cashin

Leisha M Chapman

Lynne R Chase

Vicki S Cichanofsky

Lori J Clark

Amy L Clark

Lisa M Clark

Douglas M Cooksey

Robert Cunningham

Michael R Cunningham

Amy M Daniels

Meaghan J Daun

Pamela J De Rosier

Kari A Dean

Shelly R Degrandt

Karen J Dentice

Donna M Dickhut

Richard Dilcher

Andrew Dobbins

Jesse L Domer

Sara E Dood

Wanda A Doughty

Kristin A Drost

Gayle M Ebert

Candace R Fessler

Deborah J Fischer

Nancy L Flood

Lynn M Foelker

Tammy M Foerster

Bruce L Foley

Steven Frank

Jonathon R Ganske

Michaela Gatzow

Christine J Gehring

Timothy J Gifford

Lynn M Gilbert

Stephannie M Gilbert-Crane

Teresa K Gimler

Sue K Gockel

Kathryn J Godfroy

Jolene M Goeden-Massuch

Kristin J Grender

Randi L Gresenz

Amy E Grotenhuis

Patricia M Grunseth-Petersen

Jennifer A Gums

Elizabeth M Haase

Sarah A Hafenstein

Deborah S Hamada

Robert J Harms

Josh A Heier

Carrie J Hein

Gary D Held

Daniel J Henkel

Nicole K Hill

Tahera M Horstman

Cathy A Houchin

Sara J Houwers Sixel

Holly Howell

Deborah K Jacobson

Theresa A Janke Oestreicher

Patricia A Jansen

Casandra Jensen

Angela R Johnson

Andrew G Johnson

Thomas Jonas

Carrie L Kaczmarek

Joel H Kamrath

Benjamin L Kamrath

Allison R Keller

Christopher J Kemp

Sydney K Kennedy

Kathleen M Kennon

Darianne L Keuler-Nelson

Desha J Keuler-Pulkrabek

Jill M Klawitter

Eric A Kleine

Gina M Kleine

Leah M Klotz

Jamie A Klubertanz

Sarah M Koch

James F Koepp

Lora A Konz

Matthew C Kranz

Vanessa A Kreblin

Cally C Kretchmer

Brianna M Kreuser

Nicole E Kreutzman

Elizabeth M Kriege

Casey J Krueger

Kyle C Krueger

Tina M Krueger

Reid H Ladew

Mary Ann Lea

Lindsey Lease

Jeffrey L Lehman

Kristine M Leonard

Jesse D Leonhardt

Karen L Lesch

Hillary P Lobenstein

Nicole D Loppnow

Patricia J Ludwig

Amy B Marchant

Mary Y Marshall

Emily J McFarland

Rhonda M Mecikalski

Kristine A Meloy

Melanie M Meracle

Matthew W Meracle

Christopher M Mertens

K. Scot Meyer

Kathleen M Miers

Lynn M Miller

Suzanne M Mitich

Ryan S Moldenhauer

Susan O Moldenhauer

Karla J Moll

Jordan N Mosoti

Travis W Moulton

Annmarie Moulton

Judy A Mueller

Rhonda S Nachtigall

Amy M Nelson

Crystal L Nelson

Tina M Oiler

Thomas R Olszewski

Jill M Oswald

Alexandria K Otto

Julie M Pasbrig

David A Pawl

Jolene A Payne

Ashley N Peirick

Jennifer R Pennington

Christine M Peters

Christina A Peters

Mark Phillips

Nadine Preinfalk

Debra L Pritchard

Melissa L Prochaska

Sherry L Provenzano

Kathryn E Rademaker

Ann K Rausch-Gifford

Abby L Reichert

Andrew Renne

Joi-Lynn M Rens

Jenna Retzlaff

Evanna D Robus

Rachel C Rolfs

Doreen E Rompre

Rebecca M Roost

Suzanne M Roth

Cheryl L Rowedder

Linda J Ruesink

Rebecca R Rupp

Amy M Schaumann

Stephen L Schleicher

Joan P Schubarth

Alexander V Schuh

Diane M Schultz

Nicole L Schwager

Bethany J Schwefel

Peter J Senti

Tressa S Smail

Crystal A Soldner

Karri L Stangler

Courtney K Stark

Erin Steuerwald

Robert G Stocks

Stephanie V Stoeger

Matthew P Stollberg

Jana M Strobel

Karen J Sturdevant

Sarah F Sullivan

Pamela J Suski

Timothy J Suski

Shaylae M Szotkowski

Sarah E Tarpey

Justin M Thayer

Wendy W Thayer

Cinnamon C Theder

Carissa M Theis

Blair T Thorpe

Erin S Tibbitts

Russell D Tiedemann

Hannah S Timmel

Denise Tobianski

Kristen M Travis

Anna Uecker

Mary Vey

Jill B Vitale

Kirk E Wackett

Sarah J Walker

Jessica L Walworth

Anthony E Washetas

Pamela S Wasson

Peter J Watts

Michelle E Webster

Christine M Weddig

Kendall A Wegner

Lori M Wegner

Dana L Wegner

Lisa R Wehner

Miranda J Weinheimer

Tammy S Welter

Kayla J Wendt

Kristen L Wichman

Jessica M Wiedenfeld

Sue A Will

Karen K Williams

Alysa N Wilson

Stacey S Wink

Andrea J Witt

Andrew D Woodard

Jessica Wortman

Donna M Wucherer

Tanya L Wyse

Jana T Zimmerman

Nancy L Zimmermann

Laurie A Zwieg

ACTION


Clerk, Board of Education

Date March 28, 2016

2016/17 Support Staff Notices of Continued Employment


#8546 BE IT RESOLVED, that the following support staff be employed in the Watertown Unified School District for the 2016-2017 school year:

ASSISTANT TO THE SUPERINTENDENT/BOARD SECRETARY/DEPUTY CLERK Jody Thompson

ADMINISTRATIVE ASSISTANTS/PAYROLL COORDINATOR Jaime Fischer Cheryl Hollatz Dawn Hundt Lynn Linskens Sarah Miller SUPERVISORS Greg Gutkowski David Hechimovich Joan Jaeckel Robert Logan ACCOUNTANT Donald Vogel COMPUTER TECHNICIANS Richard Bowman Frank Galioto Miranda Kluge Lynsey Wolfgram MIGRANT RECRUITER Miriam Stocks RMS TRUANCY ABATEMENT Steven Leistico

CLERICAL PERSONNEL Vian Abdulrahman Theresa Danner Cory Dittmann Wendy Engelbrecht Jill Geske Jaime Gwidt Jennifer Harris Jean Heiden Diane Klemm Kathryn Klinger Terri Kohout Sherrie Loeffler-Tietz

Dawn McBride April Mutter Donna Neeman Kelley Piasecki Katie Pirkel Kim Putz Joanne Schmidt Jean Vesper Andrea Wyrwa Michelle Yelk Sharon Zastrow Laura Zautner

CUSTODIAL AND MAINTENANCE PERSONNEL Larry Birr Kenneth Ceithamer Douglas Draeger Jack Ewert Marcos Galindo Richard Grady Vincent Haseleu Charles Krebs Ryan Krueger David Lischka Patrick Miller Paul Minning Michael Opps

Todd Putz Scott Robertson Wynn Schultz Dennis Schwenkner Bonnie Sukow William J. Surdick William R. Surdick David Ulm Jerry Vegter Jerry Williams Shelly York Wayne Zastrow Leroy Zimmerman

CUSTODIAN CLEANERS – PART-TIME Alejandro Dominguez Lynn Hadfield Warren Halbrader Peggy Hisel Scott Linder Emily Novotny

Edward Schmidt Richard Schwane Kim Thompson Brian Weisensel Peter Wolfram

WEEKEND CUSTODIANS AT WHS Kyle McCarthy Steven Wegner Nathan Zastrow

NUTRITION SERVICES PRODUCTION MANAGERS Nancy Kopplin Michelle Zvonar

NUTRITION SERVICES PERSONNEL Kathleen Baurichter Karen Borth Craig Busshardt Cheryl Carlson Michelle Dunn Ayme Duvernell Kristine Eckert Jade Finona Sheree Fischer Lynn Frederick Cheryl Grulke Antonette Herschi Lyn Jonas Charmaine Kaiser Gail Kind Janina Kroll Shari Krueger

Georgiana Kudronowicz Mary Lavigne Karla Lippert Raeann McBride Diane McCormack Gloria McDonald Connie McFarland Joan Oestreich Deborah Pennell Janet Peterson Tracey Peterson Deborah Pfeifer Jacqueline Pochowski Tami Reynolds Susan Seeber Marilyn Shoup Elizabeth Unser

Diane Vander Galien Doris Wright

Jerome Zastrow Karen Zautner

SPECIAL EDUCATION PARAPROFESSIONALS Sandra Amis Chelsea Blasing-Harkness Staci Bratz Karen Braun Jody Busshardt Annette Caine Nancy Coons Heather DeSmith Sheila Dobratz Debra Doubet Ashley Egerstaffer Samantha Flint Linda Haferman Mary Hielsberg Amber Hobbs Tina Johnson Susan Kemmerling Stephanie Kernen Debra Kragenbrink Diane Kylmanen Judy Lehman Susan Lindloff Robin Magnuson Barbara Manders David Mazzie Terry Munzel Darlene Nicodemus

Julie Odgers Joyce Owens Shannon Paulowske Tammy Phelps Suzanne Pieper Julie Quandt Amy Robertson Jaclyne Rocole Meegan Rowe Lori Schultz Laura Sherman Heidi Smith Waldeen Smith Crystal Stalker Rebecca Stas Peggy Streich Bobbi Jo Trujillo-Zubke Kristin Unertl Joann Uttech Lisa Vanden Heuvel Audrey Veierstahler Kimberly Vette Avila Cynthia Weisbecker Kerri Wolf Kristin Wolter Sue Yang Hang

INSTRUCTIONAL PARAPROFESSIONALS

Jill Ash Jayne Barta Christine Bedford Michelle Bergman Kim Cahoon Terry Coughlin Jennifer Devers Lisa Dominguez Danielle Fehring Samuel Galaviz Annarosa Gonzalez Lisa Gross Dana Habermann Connie Held Debra Iverson Teresa Jensen

Dawn Johnson Miranda Kluge Amy Liesch Stephanie Mazzoni Diane McCormack Linda Neubert Sandra Olaguez Donna Parys Pamela Peters Sue Pochop Tracey Postma Sharon Pugh Susan Reierson Rosaline Richter Kristen Roberts Mariela Rodriguez Aguilera Cecilia Salas

Susan Schnuckel Linka Schroeder Lori Sellnow Margaret Steward Rhiannon Stivarius Carrie Stocklin

Paula Stooksbury Beverly Strobel Emily Thompson Krista Uecker JoAnn VonRueden Chrysa Wescott

ACTION



Date March 28, 2016

2016/17 Administrator Contract


#8547

BE IT RESOLVED, that the following administrator be employed in the Watertown Unified School District for the 2016-2017 school year: HIGH SCHOOL ASSISTANT PRINCIPAL Melissa Hahn

ACTION



Date March 28, 2016

First Reading of the Following District Policies: #3270 – Gifts, Grants, and Bequests Business and Non-Instructional Operations Income Gifts, Grants, and Bequests

The Watertown Unified School District may accept and use any bequest, gift of money or property for a purpose deemed by the Board to be consistent with District goals and objectives. To be acceptable, a gift must:

1. Be offered by an appropriate donor. 2. Not require additional staff needs. 3. Not begin a program which the Board would be unwilling to take over when gift or grant

funds are exhausted. 4. Not bring undesirable or hidden costs to the school District. 5. Place no unreasonable conditions on a school program. 6. Be consistent with public law.

Initial discussion of the gift proposal or project may take place with the appropriate school employee most likely to be affected (i.e. athletic director, band director, librarians, department head, or building principal, etc.). The building administrator may accept gifts, grants, or bequests, and develop the specific details of the transactions for donations less than $2,000. Board approval is not necessary provided the above criteria has been met. A letter of appreciation/acknowledgment may be sent to the donor by the appropriate administrator upon acceptance. The letter of acceptance shall be photocopied and forwarded to shared with the Board of Education. The district administrator Superintendent or designee, shall make a recommendation to the Board requesting its approval and acceptance for gifts of $2,000 or more. The Board reserves the right to withhold endorsement of any business or product. The specific details of the transaction will be developed for donations in excess of $2,000. A letter of appreciation from the Board, for gifts, grants, and bequests which exceed $2,000, will be sent to the donor upon acceptance or rejection of the offer. The donor reserves the right to remain anonymous. The Watertown Unified School District may apply for and accept grants of money or contributions of property for a purpose deemed by the Board to be consistent with District goals and objectives. Grant applications shall be approved in advance by the District Administrator Superintendent or designee who shall then make a recommendation to the Board requesting its approval. To be acceptable, a grant program must comply with the following conditions:

1. Be offered by an appropriate donor; 2. Not require additional staff needs not funded entirely by grant funds; 3. Not begin a program which the Board would be unwilling to take over when gift or grant funds

are exhausted; 4. Not bring undesirable or hidden costs to the School District; 5. Place no unreasonable conditions on a school program;

6. If the grant requires the purchase, lease or use of equipment or services provided by the donor or one or more vendors or suppliers specified by the donor, the Board shall determine that: a. The equipment or services are compatible with existing equipment, services and technology

used by the District and will be compatible with equipment, services or technology used by the District in the future;

b. The procurement or acquisition of such equipment or services without bids or proposals from other vendors or suppliers is appropriate, considering the educational goals and objectives of the grant or program and the financial obligations of the District, if any, arising from the District's acceptance of the grant; and

c. Title to any property to be purchased or leased shall pass to the District, unless it is determined that the removal of the equipment at the end of the grant will not adversely affect the District or its operations or facilities.

d. Not require the explicit endorsement of any business or product by the District or its staff or students; it is acceptable, however, for the donor to publicize the grant and to make use of advertising or other information created or obtained by the donor so long as the following conditions are met:

1. Advertising or other information is not created or obtained with the expenditure of District funds or the use of District staff or student time;

2. The advertising or publicity program is approved in advance by the Board; 3. The donor's activities do not interfere with the operation of schools, facilities or School

District programs; and 4. Advertising or other publicity does not use the explicit endorsement of any product or

service by any District staff person or student. 7. Be consistent with public law.

The school District reserves the right to dispose of any donation or gift which is considered not to be in the best interest of the school District or is no longer needed by the District. Legal Reference: Section 118.27, Wisconsin Statutes Policy Approved: March 17, 1997 Policy Revised:

#3280 – Funds Management Business and Non-Instructional Operations Income Funds Management The Board shall delegate to the district administrator Superintendent and Director of Business Services responsibility for control of all school District funds, including internal funds. He/she The Superintendent or Director of Business Services shall report regularly to the Board on the status of all school funds. Policy Approved: August 21, 1985 Policy Revised:

#3281 - Borrowing Business and Non-Instructional Operations Income Borrowing By action of the Board, funds may be borrowed for two purposes:

1. Current operations expenses to be derived from taxes already levied and on certification of indebtedness issued by the school District.

2. Capital expenditures for new plant and equipment. The Board, in cooperation with the district administrator Superintendent and Director of Business Services shall secure the best possible terms for loans authorized by the Board or by sales of bonds authorized by the electorate of the school District. Legal Reference: Section 67.12, Wisconsin Statutes Policy Approved: August 21, 1985 Policy Revised:

#3282 – Investing Business and Non-Instructional Operations Income Investing The Board of Education, through its administrative staff, shall invest District funds in state banks or federal funds as prescribed by the statutes its bank of record, the local government investment pool, and/or in the investments allowed by statute so as to realize the greatest possible return on these investments. Legal Reference: Section 34.05, Wisconsin Statutes Policy Approved: August 21, 1985 Policy Revised:

#3283 – Depository Business and Non-Instructional Operations Income Depository Local banks shall be used as depositories for school district funds. Bids will be solicited every three, (3), years from local banks for required banking services. All banking services and investment requirements of state statute will be applicable. All general operating funds shall be deposited in local banks whereby the bank submitting the successful bid serves as the primary depository for three, (3), years. Actual signatures and/or facsimile signatures, of the Board President, Clerk, and Treasurer shall be used for issuance of checks and other requests on public funds. Each officer shall authorize the depository to honor his/her facsimile signature in such form as fully as though it were a manually written signature. Unless otherwise directed by the Board of Education, District funds shall be limited to deposit in either the District’s authorized bank of record or the local government investment pool. Any other depositories shall be approved by the Board of Education upon the recommendation of the Superintendent or designee. Any depositories considered for approval by the Board of Education shall be insured by the Federal Deposit Insurance Corporation (FDIC). All expenditures shall be paid by check, automated clearing house (ACH), purchasing card (credit card) or wire transfer except for expenditures paid through petty cash designated at sites in the District. Legal Reference: Section 34.01(2), Wisconsin Statutes Section 34.05, Wisconsin Statutes Section 34.09, Wisconsin Statutes Section 34.08(2), Wisconsin Statutes Section 120.17(7), Wisconsin Statutes Section 120.16(5, 6), Wisconsin Statutes Policy Approved: February 22, 1996

#3284 – Authorized Signatures Business and Non-Instructional Operations

Income

Authorized Signatures

The signatures of the Board President, the Board Clerk and the Board

Treasurer shall be required on all checks expending general school

district funds. Facsimile signatures may be used in accordance with

state law and established procedures.

All student activity fund checks shall be signed by any two of the

following:

Superintendent

Director of Business Services

Accounts Payable Clerk

Business Office Executive Secretary

Legal Reference: Section 120.15(1), Wisconsin Statutes

Section 120.16(2), Wisconsin Statutes

Section 120.17, Wisconsin Statutes


Policy Approved: August 21, 1985

Policy Revised: September 26, 1996

#3300 – Expenditures Business and Non-Instructional Operations Expenditures Expenditures It is the policy of the Board that not only the letter, but the spirit of all laws and regulations relating to purchases by the school District and the control of its finances and property be abided by strictly and without exception. Within the framework of applicable laws and regulations, purchases and use of materials and manpower equipment, supplies, and/or services shall be accomplished in accordance with good business practices, with the primary purpose of serving the program of instruction. The Board shall hold the district administrator Superintendent directly responsible for carrying out this policy and, toward that end, the district administrator Superintendent shall detail the procedures for executing this policy in written administrative directives. Policy Approved: August 21, 1985 Policy Revised:

#3310.1 – Purchasing Procedures Business and Non-Instructional Operations Expenditures Purchasing Procedures 1. Only the District Administrator Superintendent or designee (purchasing agent) Director of Business

Services may commit the District for a purchase. 2. The materials, equipment, supplies and/or services to be purchased shall be of the quality required to

serve the function in a satisfactory manner, as determined by the requisitioner and the purchasing agent Director of Business Services.

3. It is the responsibility of the requisitioner to provide an adequate description and backup information as required by the purchasing agent Director of Business Services, so that he/she may be able to prepare the specifications and procure the desired commodity and/or service. A source of supply should be included on requisitions for specialty or unusual items.

4. It is the responsibility of the purchasing agent Director of Business Services to make alternate suggestions to the requisitioner if, in the judgment of the purchasing agent his/her judgement the specifications would restrict competition or otherwise preclude the most economical purchase of the required items. In the case of disagreement, either party may refer the matter in accordance with established procedure.

5. When a low bidder proposes an alternate as “an equal” to that specified, it is the responsibility of the purchasing agent Director of Business Services to determine whether the proposed substitution is, in fact, an equal. Such decision shall be based on his/her evaluation between the requisitioner and the purchasing agent; either party may refer the matter in accordance with established procedure.

Quality Control The quality standard for goods and services shall be established by the business manager Director of Business Services on the advice of supervisors, principals, and teachers of the respective areas. The basic criteria in determining quality shall be the purpose of use of the material or equipment, the results to be obtained, and the required characteristics. Additional factors are availability, standardization of products, manufacturer practices, and standardization of packaging for desired material. All of these criteria shall provide goods and services satisfactory for the purpose of the intended use. Standardization If possible, standard lists of supplies and equipment shall be developed in all areas possible. Their use provides for purchasing in greater volume; reduces and restricts indiscriminate ordering; effects increased economy, in all phases of procurement; and helps facilitate all phases of scheduling, including ordering, tabulating, purchasing, delivering delivery and distributing distribution. Requisitions 1. The following are designated as “requisitioners,” that is, they are authorized to issue requisitions

against stipulated segments of budgetary appropriations: district administrator Superintendent, administrative assistants, directors, supervisors and building principals. Each requisitioner shall be

responsible for limiting his/her requisitions to the amount for budget allocation appropriated for his/her unit.

2. Only forms and procedures provided by the purchasing agent Director of Business Services shall be used for requisitioning.

3. Standard supply lists of commonly used items shall be jointly developed for all categories or groups of supplies by the purchasing agent and the appropriate requisitioners. These standard lists shall be used as a basis for requisitioning.

4. Items not specifically included on standard supply lists shall be requisitioned on the regular requisition forms.

5. The number of requisitions shall be kept to a minimum. They Purchase requisitions shall be submitted to conform with the purchasing schedule established by the purchasing agent Director of Business Services.

6. Requisitions shall be prepared in quadruple per requirements set forth by the Director of Business Services. The bottom copy to be retained by the requisitioner.

7. A requisition to be considered appropriate for processing shall meet the following requirements: a. Be issued by and Bear the signature of an authorized requisitioner. b. Contain accurate description and code. c. Be verified for adequacy of budgetary appropriation.

8. All approved requisitions shall be submitted to the purchasing agent Director of Business Services. 9. After a purchase order has been issued, the number of the purchase order shall be recorded on the

requisition. 10. After processing, the original copy of the requisition will be filed in the purchasing Business office in

sequence by source of requisition. Purchase Orders 1. Purchase orders shall include the following essentials:

a. A specification, which adequately describes to the supplier the characteristics and the quality standards of the item required.

b. A firm, quoted, net delivered price, whenever possible. Prices shall be shown per unit and extended.

c. Clear delivery instructions, including place and time. d. Signature of district administrator. e. Budget account code number.

2. Purchase orders shall be numbered and prepared in sets of four two copies each to be used as follows: a. Original to vendor. White copy to vendor. b. Copy 2 – Filed numerically by purchase order number. Yellow copy remains in Business

Office. c. Copy 3 – To the accounting office for encumbrance, and later filed alphabetically by vendor. d. Copy 4 – To be returned after certification as to receipt in the warehouse in proper quantity and

satisfactory condition. This copy is filed by claim number. 3. Confirmation order – verbal offers subject to subsequent confirmation by a written purchase order –

may be issued only in cases where a bona fide emergency situation exists which can be handled only by this procedure. a. Whenever possible, a purchase order number should be given to the supplier. b. A confirming requisition will be issued immediately thereafter. This will may be marked

“confirmation,” indicating the purchase order number if one is given.

c. Financial responsibility for any unauthorized confirmation or verbal orders will rest with the originator of the order.

Ordering Goods and Services No employee of the school system shall obligate the school District or student activity club or organization for the cost of goods and services unless duly authorized. No purchases shall be made without properly signed purchase orders. There shall be no purchases made from unbanked monies, unless otherwise provided through petty cash funds. Payment for Goods and Services All suppliers should render invoices in duplicate for materials, supplies, services and equipment after delivery to the school. Invoices accompanied by a signed copy of the delivery receipt should be mailed to the Watertown Unified School District, Business Office, 111 Dodge Street, Watertown, Wisconsin 53094. In all instances of a partial shipment, an invoice for the merchandise that has been delivered and the signed copy of the delivery receipt must be submitted for payment. An invoice to be submitted to the Board of Education for approval for payment shall qualify when the following conditions are met: 1. It bears the description and price of the items specified on the purchase orders, less any allowed

discounts. 2. Purchase order number. 3. It is accompanied by the receiving copy of a purchase order bearing the signature of the requisitioner

that the item has been received in a satisfactory condition and in the quantity indicated. 4. All extensions and totals have been checked for accuracy. 5. It has the approval of the business manager Director of Business Services. Policy Approved: August 21, 1985 Policy Revised:

#3312 – Bidding Requirements Business and Non-Instructional Operations Expenditures Bidding Requirements Purchasing Guidelines The purchasing objective of the Board shall be to provide services, materials and supplies which offer District personnel the most effective and efficient means to perform their tasks. Purchases for the District shall be handled through the district office Business office. The policy of the Board will be to acquire these at a minimum practical cost, taking into consideration the best interests of the school District. The District Administrator Superintendent or his/her designee, shall serve as the purchasing agent for the school system. It is recognized that the Board does rely upon the District Administrator Superintendent and his/her staff to administer the business operations of the District. Because the Board cannot relinquish its responsibility and accountability as an agent of the State and to the citizenry of the District, the following guidelines are established with regard to purchasing:

1. Purchasing Approval The Board shall approve any bid or quotation as required by state or federal law, such as temporary borrowing, long-term borrowing, etc., or quotation or bids greater than $20,000.

2. School Board Oversight The Finance Fiscal Management Committee shall insure that all District purchases are in compliance with Board policy, approved budget, and state and federal law and forward their recommendations to the full Board.

Purchasing Procedures

1. DEFINITIONS

a. Bid - A formal announcement that states the district’s process, procedures, and timelines for accepting a sealed bid based on a published list of specifications.

i. Bid specifications or quotations shall be developed for larger dollar volume purchases and shall be coordinated between the user and the district office.

b. Advertise for Bid - The district shall advertise for bids in the legal section of the newspaper of record and/or other forms of media as determined by the district.

c. Request for Proposal (RFP) - A request for proposal, (RFP), is based upon district bid package information and vendor, product or service recommendations. An (RFP) is subject to school district review and approval.

d. Quotation - An informal process whereby the school district seeks competitive pricing and terms based on industry standards of the item(s) being quoted. Such quotes are verbal and shall be followed up in writing or by facsimile.

e. Emergency - For this policy, an emergency shall be defined as an unforeseen occurrence, which could affect the life, health, welfare, or safety of the school district’s children,

employees, or property. An emergency situation requires immediate action where it is not possible to convene a quorum of the Board with proper public notification. In declaring a situation an emergency, the District Administrator, or his/her delegate, shall rely on common sense rules of prudence and good judgment, and such decisions shall be subject to Board review.

2. GENERAL PROCEDURES

a. In awarding purchases or contracts for services, the District Administrator, or his/her

designee, shall consider the following i. price; ii. quality of product; iii. service, delivery and maintenance of product; iv. suitability of product; v. conformance to needs and specifications; vi. past performance to the school district; and vii. vendor reliability.

b. The Board directs that all purchases from all funds under its control and responsibility be made after proper written documentation is secured to support such purchases, excluding purchases of a minor or emergency nature.

c. The Board will have a fully operative purchase order system as a means of budgetary control.

d. Vendor competition in purchasing shall be practiced whenever possible. i. Original bid lists shall be compiled from names of vendors who have

previously served in the district and for whom there are records in the business office; or from

ii. vendors who write or call in person at the office requesting their names be placed on the bid lists; or from

iii. vendors who have responded to the district’s yearly request for bidders published in local newspapers and trade journals; and/or

iv. vendors who have been recommended to the district. The names of vendors who do not bid for a two-year period shall be removed from the list. Suppliers may again be listed upon their request, providing the request is in writing well in advance of the date(s) bid lists are issued. Inferior service and/or materials are cause for the removal of a vendor’s name from the bid list.

e. All expenditures from the Capital Projects Fund, (Fund 40), shall be presented to the Board for approval before a commitment is made, except for emergency situations, in which case the District Administrator may approve the expenditure and report it to the Board at the first practical opportunity.

f. Sufficient amounts must have been budgeted in appropriate accounts and sufficient funds must be available in said accounts, or line item transfer approval must be given by the District Administrator or Board according to transfer authority provided in the approved budget, policy and state law.

g. The District Administrator shall make available to the Board, a listing of price quotations or competitive bids obtained from vendors for goods or services. The original bids are to

be retained by the District Administrator, or his/her designee, until the audit for a fiscal year has been completed and consistent with the records retention schedule.

h. The District Administrator is authorized to enter into cooperative agreements with other school districts for the purchase of any product or service used by the school district, when such arrangements will be for the benefit of the district.

3. NON-NEGOTIATED PURCHASES

Non-negotiated purchases can be made by the Director of the Business Services when there is only one supply source, provided the amount does not exceed bidding requirement limitations.

4. BIDS OR QUOTATIONS

a. Bids are not required for: i. Instructional textbooks, books, tapes, films, workbooks, educational kits,

periodicals, computer software and equipment, and audio visual materials. Miscellaneous and operational supplies less than $10,000, or replacement parts for existing equipment where the value of the replacement parts are estimated to be less than 50 percent of the total value of the equipment.

ii. Educational prices from single source vendors, municipal/government/state/federal contracts or state buys.

iii. Maintenance contracts of at least one year’s duration where the maintenance is to be performed on a routine, or as needed, basis on specific equipment. Such contracts shall include the additional costs of all repairs or replacement parts.

iv. Used equipment, (including demonstrators), where a definite cost advantage can be demonstrated.

v. Negotiated Purchases - The District Administrator, or his/her designee, shall have the authority to negotiate purchases, and/or services, where multiple bidders are not available, or where a negotiated purchase would result in significant demonstrable advantage to the district.

b. Informal quotations to insure the best possible price, (verbal information of price on equal products or services), secured in person or by telephone, should be used when purchasing individual supply items or non-capital equipment costing less than $10,000.

c. The District Administrator, or his/her designee, is authorized to purchase any item, or group of items in a single transaction, costing more than $5,000 but less than $10,000, upon the receipt of at least three written quotations or through advertising for bids.

d. Except as provided in sub-section 4a no purchases shall be made for supplies, services or equipment costing $10,000 or more unless competitive quotations or bids for those items are obtained, provided the purchase is a budgeted item and the purchase is approved by the Board.

e. Bids shall be opened at a specific time and date as stated in the bid instructions. Formal bid openings shall be opened publicly at a specific time, date, and place as stated in the bid instructions, or in the invitation to bid.

f. The District Administrator shall have discretion in determining responsibility of the bidders, and generally shall award the contract to the lowest responsible bidder, provided specifications are fully met.

g. The District Administrator reserves the right to accept, or reject, any and all bid/s which he/she feels is in the best interest of the district and may re-advertise in the event all bids are rejected, in a manner provided by state law and Board policy.

h. Competitive Bids on Building Construction and Additions. i. Negotiated Contract - Prior to commencing construction of a new building,

or additions to an existing building costing $10,000 or more, the District Administrator shall obtain competitive bids on all material and labor to be required to complete the proposed construction or addition. When appropriate, bid specifications shall include penalty clauses. Repair work normally done by school district employees is excepted from this bidding requirement.

ii. The District Administrator shall advertise for bids once each week for two successive weeks in a newspaper of general circulation in the area where the building or addition is to be constructed, or where the repair or renovation of the building is to take place.

iii. Bids on prime contracts shall be opened publicly at a specific time and place as stated in the bid advertisement or in the invitation to bid. Bids may be opened by the District Administrator, and/or his/her designee, analyzed and brought to the Board for consideration in accordance with established procedures.

iv. Bids on a guaranteed maximum price, (GMP), contract shall be available to the public after the closing of the bids.

v. The District Administrator may reject any or all bids, and may re-advertise in the event all bids are rejected, in a manner provided by state law and Board policy.

vi. Voluntary alternates submitted by bidders shall not be considered in determining low bids. However, such alternates may be negotiated after the successful bidder has been determined.

vii. Performance bonds shall be required in accordance with state law.

5. COMPETITIVE QUOTATIONS OR BIDS ON BUILDINGS AND GROUNDS REPAIRS

a. Prior to commencing the repairs of buildings, equipment or sites, the District Administrator, or his/her designee, shall obtain competitive quotations or bids on all material or labor required to complete the proposed repairs. When appropriate, bid specifications shall be used.

b. The Buildings and Grounds Department shall maintain a project file on each capital project completed from the Buildings and Grounds Long-range Plan. The project file shall include:

i. Projected budget ii. Specifications, if applicable iii. A list of vendors that a quotation or bid was requested from iv. Summary of quotes or bids received

v. A copy of original quotes or bids

6. PURCHASING FOR RESALE TO INDIVIDUALS/ORGANIZATIONS Under no circumstances may the school district purchase items for resale to school district staff or other individuals or organizations for personal use. Any employee buying merchandise without an authorized purchase order or the building principal’s approval shall be personally liable for the cost involved. No employee shall accept any item or other consideration from any individual or firm, which transacts business with the district. If substantial evidence of such acceptance of items or other considerations are made known to the District Administrator, he/she shall instruct the Director of Business Services to cease any transactions with the firm or business representative for a period of one year.

7. EMERGENCY PURCHASES Emergency purchases may be made without using the quotation or bidding process. Such purchases shall be reported to the Board at the first practicable opportunity.

8. PURCHASING RULES AND REGULATIONS The District Administrator shall develop the necessary rules and regulations to implement this policy, including requisition and approval procedures, verification of purchases, and verification that goods have been received in an acceptable condition and services performed in an acceptable manner. Legal Reference: Section 19.59, Wisconsin Statutes Section 120.12(24), Wisconsin Statutes Section 120.13(5, 33), Wisconsin Statutes Section 946.13, Wisconsin Statutes Policy Approved: July 22, 1999 January 25, 2007 Policy Revised:

#3312.1 – Purchasing Requirements Business and Non-Instructional Operations Expenditures Purchasing Procedures Purchasing Procedures Definitions

A. Bid: A formal announcement that states the District’s process, procedures, and timelines for accepting a sealed bid based on a published list of specifications. a. Bid specifications or quotations shall be developed for larger dollar volume purchases and

shall be coordinated between the user and the district Business office. B. Advertise for Bid: The District shall advertise for bids in the legal section of the newspaper of

record and/or other forms of media as determined by the District. C. Request for Proposal (RFP): A request for proposal, (RFP), is based upon District bid package

information and vendor, product or service recommendations. An (RFP) is subject to school District review and approval.

D. Quotation: An informal process whereby the school District seeks competitive pricing and terms based on industry standards of the item(s) being quoted. Such quotes are verbal and shall be followed up in writing or by facsimile.

E. Emergency: For this policy, an emergency shall be defined as an unforeseen occurrence, which could affect the life, health, welfare, or safety of the school District’s children, employees, or property. An emergency situation requires immediate action where it is not possible to convene a quorum of the Board with proper public notification. In declaring a situation an emergency, the District Administrator Superintendent, or his/her delegate, shall rely on common sense rules of prudence and good judgment, and such decisions shall be subject to Board review.

General Procedures

A. In awarding purchases or contracts for services, the District Administrator Superintendent, or his/her designee, shall consider the following

1. price 2. quality of product 3. service, delivery and maintenance of product; 4. suitability of product 5. conformance to needs and specifications 6. past performance to the school district 7. vendor reliability

B. The Board directs that all purchases from all funds under its control and responsibility be made after proper written documentation is secured to support such purchases, excluding purchases of a minor or emergency nature.

C. The Board will have a fully operative purchase order system as a means of budgetary control. D. Vendor competition in purchasing shall be practiced whenever possible.

1. Original bid lists shall be compiled from names of vendors who have previously served in the district and for whom there are records in the business office; or from

2. vendors who write or call in person at the office requesting their names be placed on the bid lists; or from

3. vendors who have responded to the District’s yearly request for bidders published in local newspapers and trade journals; and/or

4. vendors who have been recommended to the District. The names of vendors who do not bid for a two-year period shall be removed from the list. Suppliers may again be listed upon their request, providing the request is in writing well in advance of the date(s) bid lists are issued. Inferior service and/or materials are cause for the removal of a vendor’s name from the bid list.

A. All expenditures from the Capital Projects Fund, (Fund 40), shall be presented to the Board for approval before a commitment is made, except for emergency situations, in which case the District Administrator Superintendent may approve the expenditure and report it to the Board at the first practical opportunity.

B. Sufficient amounts must have been budgeted in appropriate accounts and sufficient funds must be available in said accounts, or line item transfer approval must be given by the District Administrator Superintendent or Board according to transfer authority provided in the approved budget, policy and state law.

C. The District Administrator Superintendent shall make available to the Board, a listing of price quotations or competitive bids obtained from vendors for goods or services. The original bids are to be retained by the District Administrator Superintendent, or his/her designee, until the audit for a fiscal year has been completed and consistent with the records retention schedule.

D. The District Administrator Superintendent is authorized to enter into cooperative agreements with other school districts for the purchase of any product or service used by the school district, when such arrangements will be for the benefit of the district.

Non-negotiated Purchases Non-negotiated purchases can be made by the Director of the Business Services when there is only one supply source, provided the amount does not exceed bidding requirement limitations.

Bids or Quotations

A. Bids are not required for: 1. Instructional textbooks, books, tapes, films, workbooks, educational kits, periodicals,

computer software and equipment, and audio visual materials. Miscellaneous and operational supplies less than $10,000 20,000 or replacement parts for existing equipment where the value of the replacement parts are estimated to be less than 50 percent of the total value of the equipment.

2. Educational prices from single source vendors, municipal/government/state/federal contracts or state buys.

3. Maintenance contracts of at least one year’s duration where the maintenance is to be performed on a routine, or as needed, basis on specific equipment. Such contracts shall include the additional costs of all repairs or replacement parts.

4. Used equipment, (including demonstrators), where a definite cost advantage can be demonstrated.

5. Negotiated Purchases - The District Administrator Superintendent or his/her designee, shall have the authority to negotiate purchases, and/or services, where multiple bidders are not available, or where a negotiated purchase would result in significant demonstrable advantage to the District.

B. Informal quotations to insure the best possible price, (verbal information of price on equal products or services), secured in person or by telephone, should be used when purchasing individual supply items or non-capital equipment costing less than 10,000 20,000.

C. The District Administrator Superintendent, or his/her designee, is authorized to purchase any item, or group of items in a single transaction, costing more than $5,000 but less than 10,000 20,000, upon the receipt of at least three written quotations or through advertising for bids.

D. Except as provided in sub-section 4a no purchases shall be made for supplies, services or equipment costing 10,000 20,000 or more unless competitive quotations or bids for those items are obtained, provided the purchase is a budgeted item and the purchase is approved by the Board.

E. Bids shall be opened at a specific time and date as stated in the bid instructions. Formal bid openings shall be opened publicly at a specific time, date, and place as stated in the bid instructions, or in the invitation to bid.

F. The District Administrator Superintendent shall have discretion in determining responsibility of the bidders, and generally shall award the contract to the lowest responsible bidder, provided specifications are fully met.

G. The District Administrator Superintendent reserves the right to accept, or reject, any and all bid/s which he/she feels is in the best interest of the district and may re-advertise in the event all bids are rejected, in a manner provided by state law and Board policy.

H. Competitive Bids on Building Construction and Additions. 1. Negotiated Contract - Prior to commencing construction of a new building, or additions to an

existing building costing 10,000 20,000 or more, the District Administrator shall obtain competitive bids on all material and labor to be required to complete the proposed construction or addition. When appropriate, bid specifications shall include penalty clauses. Repair work normally done by school district employees is excepted from this bidding requirement.

2. The District Administrator Superintendent shall advertise for bids once each week for two successive weeks in a newspaper of general circulation in the area where the building or addition is to be constructed, or where the repair or renovation of the building is to take place.

3. Bids on prime contracts shall be opened publicly at a specific time and place as stated in the bid advertisement or in the invitation to bid. Bids may be opened by the District Administrator Superintendent and/or his/her designee, analyzed and brought to the Board for consideration in accordance with established procedures.

4. Bids on a guaranteed maximum price, (GMP), contract shall be available to the public after the closing of the bids.

5. The District Administrator Superintendent may reject any or all bids, and may re-advertise in the event all bids are rejected, in a manner provided by state law and Board policy.

6. Voluntary alternates submitted by bidders shall not be considered in determining low bids. However, such alternates may be negotiated after the successful bidder has been determined.

7. Performance bonds shall be required in accordance with state law. Competitive Quotations or Bids on Buildings and Grounds Repairs

A. Prior to commencing the repairs of buildings, equipment or sites, the District Administrator Superintendent, or his/her designee, shall obtain competitive quotations or bids on all material or labor required to complete the proposed repairs. When appropriate, bid specifications shall be used.

B. The Buildings and Grounds Department shall maintain a project file on each capital project completed from the Buildings and Grounds Long-range Plan. The project file shall include: 1. Projected budget 2. Specifications, if applicable 3. A list of vendors that a quotation or bid was requested from 4. Summary of quotes or bids received 5. A copy of original quotes or bids

Purchasing for Resale to Individuals/Organizations Under no circumstances may the school District purchase items for resale to school District staff or other individuals or organizations for personal use. Any employee buying merchandise without an authorized purchase order or the building principal’s approval shall be personally liable for the cost involved. No employee shall accept any item or other consideration from any individual or firm, which transacts business with the District. If substantial evidence of such acceptance of items or other considerations are made known to the District Administrator Superintendent he/she shall instruct the Director of Business Services to cease any transactions with the firm or business representative for a period of one year. Emergency Purchases Emergency purchases may be made without using the quotation or bidding process. Such purchases shall be reported to the Board at the first practicable opportunity. Purchasing Rules and Regulations The District Administrator Superintendent shall develop the necessary rules and regulations to implement this policy, including requisition and approval procedures, verification of purchases, and verification that goods have been received in an acceptable condition and services performed in an acceptable manner. Legal Reference: Section 19.59, Wisconsin Statutes Section 120.12(24), Wisconsin Statutes Section 120.13(5, 33), Wisconsin Statutes Section 946.13, Wisconsin Statutes Policy Approved: Policy Revised:

#3315 – Relations with Vendors Business and Non-Instructional Operations Expenditures Relations with Vendors The Board wishes to maintain good working relations with vendors who supply materials, supplies and services to the school District. The administration shall be encouraged to seek the services of vendors as resource persons in giving demonstrations, speaking at staff meetings and disseminating information on new procedures, new products and programs. No agent or salesman vendor shall be permitted to canvass students at any time or discuss business propositions with employees during their hours of duty other than with the district administrator Superintendent or other central administrative staff member. Representatives of textbook publishers and other firms selling instructional materials may be permitted to contact employees with the express permission of the school principal building administrator. The District shall not regularly purchase supplies, materials, or services from a staff member of the District. Neither shall the District regularly purchase supplies, materials, nor services from a member of the Board or from a firm in which the Board member holds a major interest. Employees of the District will not endorse products or services in such a manner that will identify him/her as an employee of the District. Legal Reference: Section 118.12, Wisconsin Statutes Policy Approved: August 21, 1985 Policy Revised:

#3316 – Conflict of Interest Business and Non-Instructional Operations

Expenditures

Conflicts of Interest and Endorsements

The district will limit the purchase of supplies or materials from a

staff member of the school district, or from a member of the household

of the staff member, also the district will limit the purchase of

supplies, materials or services from a member of the Board of

Education or from a member of his/her household or from a firm in

which he she holds a major interest.

Employees of the district will not endorse products or services in

such a manner that will identify him/her as an employee of the

district.

Legal Reference: Section 118.12, Wisconsin Statutes


Second Reading of the Following District Policies: #3617 – Bus Driver Job Description (revisions) Business and Non-Instructional Operations Auxiliary Services Bus Driver Job Description Qualifications:

1. Maintain a valid bus driver’s license. 2. Have a physical examination including chest x-ray or tuberculin test every three years. 3. Complete a course in first aid that has been approved by the school. 4. Pass a background check.

Reports To: Bus Contractor Responsibilities - Bus drivers shall:

1. Provide for the health and safety of all bus riders and observe all traffic regulations, including regulations concerning overloading. Any driver who is apprehended with an over-loaded bus or other traffic violations, may be personally responsible to the courts and to the Board.

2. Check that all doors are securely closed before vehicle is started. 3. Not allow articles to be transported that interfere with students or driver. 4. Read the Driver Procedures for Emergency Situations carefully. In the event of a student injury of any

kind on the bus, or if a serious disciplinary situation occurs, a written repost containing the following information should immediately be sent to the office of the transportation director: a. Name of passengers involved, school, grade, parents, address, etc. b. Date and time of occurrence c. Action following incident. (Sent to doctor, called parents, etc.) d. Driver’s name and route number.

5. Report bus accidents. If a school bus is involved in any kind of accident involving damage to the bus, damage to another vehicle or other kind of property damage, a Bus Accident Report is required. This report should be submitted to the school district office immediately.

6. Be on schedule. a. A time schedule should be followed, but safety should not be sacrificed. The responsibility of the

driver in picking up passengers is to be reasonable in action and normally make a momentary stop and then proceed unless the passenger concerned is observed as being on his/her way. In no case should a driver leave a pick-up point before the scheduled pick-up time, at either the passenger’s home or school, unless all scheduled passengers are picked up. Passengers are expected to be waiting on the side of the road when the bus arrives. Passengers who habitually cause the bus to wait should be warned that the bus will not continually wait for them. When this warning is issued, the driver should inform the office; thereafter it is not required that the bus wait for the passenger under normal conditions.

b. Drivers should adopt a time schedule to arrive at the respective schools at a definite time. The order of pick-up or discharging students should not be changed until all parties concerned are notified.

c. Drivers of buses who shuttle students from a given school to an appointed place where transfers are made, should be on time. It is the driver’s responsibility to see that a child gets on the proper bus to return home. Should a shuttle bus be late, drivers shall wait until all children have arrived.

d. Students are not permitted to ride any bus other than that to which they are assigned. The bus route schedules do not provide for students getting off at any point along the route except at their assigned stop. If circumstances require that a student’s bus assignment be changed, a pass will be issued by the office and presented to the driver by the student.

e. In the event schools are to be closed due to severe weather conditions, drivers will be contacted by the transportation service company by whom they are employed. Unless there is such notification, drivers are expected to cover the routes in a reasonable and prudent manner.

8. Maintain discipline on buses at all times. a. Drivers should stop the bus when attempting to discipline students or at any time a passenger

leaves his/her seat. b. Drivers should never strike a child or use profane language within hearing of the students and

tolerate none from the students. c. Drivers should never put a child off the bus to walk home. A suspension of the transportation

privilege can only be effected by the school. d. Drivers may assign seats to their passengers to allow close supervision of those who interfere with

the safe and efficient operation of the bus. e. Drivers should set an example by dignified personal behavior and cleanliness and maintain the

respect and obedience due the driver from all students. f. Drivers should read the Bus Rider Rules and Regulations to their passengers and discuss them in

detail, carefully explaining why these rules must be followed. 9. Complete and maintain all required records including bus route lists (with map of route), route change

cards used to keep route lists up-to-date, passenger injury reports, and the transportation record of individual passengers.

10. Clean their bus after each run and report any vandalism to the Bus Contractor. If necessary the contractor shall notify the Director of Business Services.

11. Perform all other duties as required by state law, Board policy, and the bus contractor.

Legal Reference: Section 121.52, Wisconsin Statutes Policy Approved: August 21, 1985 Policy Revised: March 28, 2016

#3260.1 – Guidelines for Sale or Disposal of Property (delete) Business and Non-Instructional Operations

Income

Guidelines for Sale or Disposal Procedure

When the Board determines that any real or personal property is no longer needed for school purposes or should, in the interest of the corporation, be exchanged for other property, it may sell or exchange such property in accordance with the provisions that follows:

Sale of Property

1. Whenever practical prior to the sale, the Board shall receive appraisals of the property by two professional appraisers who shall make separate reports.

2. A notice of sale shall be published two times in accordance

with the law governing notice. The notice shall set out the terms and conditions of sale. The Board may permit the bidders to specify condition. The notice shall state that bids will be received on a specified date and that the sale shall continue for a period not in excess of sixty (60) days or until the property is sold.

3. All bids shall be available for examination by the public. Any

bidder may raise his/her bid after the Board has given notice by mail to other bidders. The Board may also conduct an auction provided any previous bidder has been given written notice of the auction.

4. The Board may sell the property to the highest and best bidder

or may reject all bids.

5. The Board may employ a broker or auctioneer who may be paid from the proceeds of the sale without appropriation. The broker or auctioneer may not be one of the appraisers.

Trade-in Property Where new property is purchased by the Board in accordance with law on condition that property of a similar nature, owned by the school corporation, is to be traded in or exchanged as a part of such purchase in reduction of the price, such trade-in shall be legal without appraisal or notice of sale. Exchange of Property

In general, any exchange of property shall follow as nearly as possible the procedure for the sale of property. When the exchange is made with another governmental body, the two parties shall jointly petition any circuit court of the county in which either of the governmental bodies is located. The court shall cause appraisals to be made. The court shall enter an order setting forth the appraised value. There shall be no costs other than the fees of the appraisers.


Policy Revised: June 27, 1996

#3285 – Student Activity Funds Management (revisions) Business and Non-Instructional Operations Income Student Activity Funds Management Student Activity Accounts Policy Statement The purpose of student activity funds is to support a program of co-curricular and extra-curricular activities established by the administration and/or the Board of Education and to ensure that young people have an opportunity to take part in these school related activities. For the purpose of this policy, student body activities shall refer to school clubs, classes and other school-related activities which organize to raise money and/or promote a particular program, project or subject area. Funds raised under the umbrella of student activity belong to the organization, not individual students. Excluded from this definition are parent groups, which do not include students in their membership nor utilize student help in their fundraising projects. Funds raised by such parent groups will not be considered District funds, and will not be maintained in District accounts. The finances of all school clubs and organizations will be handled by the designated school fiscal officer. The purpose of student activity funds will be to promote the general welfare, education and morale of students and to finance the normal legitimate activities of the student organization. Projects for the raising of student activity money will, in general, contribute to the educational experience of students and will add to, not conflict with, the instructional program. Funds for extracurricular activities may be generated from any administratively or Board approved source, provided the welfare and long-range benefits of students are the primary consideration. Funds raised by and from students will be used in accordance with the stated general purpose of that activity group. Funds drawn from the public by sales or services will become public funds and subject to the public purpose. Accordingly, no individual may receive personal benefit without commensurate personal service or expense. Questions regarding the appropriateness of funding sources and expenditures are to be resolved by the Director of Business Services and/or Superintendent.

It is the purpose of this policy to establish financial controls for the administration of the normal, legitimate and co-curricular activities of the student body organizations. The building principal or designee is directed to obtain annually a list of and brief description of the objectives, activities, and limitations of each fund prior to the start of the new fiscal year. At the request of the Director of Business Services, the building principal or designee shall provide this list to the Business Office. This policy addresses solely student activity funds that are held as agency funds for District-approved student organizations, clubs, and other student groups. This policy does not address District revenues or expenditures that are solely under the District’s discretion and control, even if those District funds are received or expended in connection with an activity for students.

All monies used and raised by District-approved student organizations and clubs shall be under the fiduciary control of the Board of Education and shall be managed in accordance with sound business practices and generally accepted accounting principles similar to other District funds. Student organizations and clubs, as covered by this policy, are those organizations, clubs and other groups that have an adult advisor appointed by the building principal or designee, a designated subaccount within the Trust/Agency Fund (Fund 60), student officers, and a specific student-related purpose or mission. Student activity funds shall be maintained in a District-approved financial institution account and be accounted for in the Trust/Agency Fund (Fund 60). Activity funds may be invested, with interest accrued credited to the appropriate account. The building principal or designee shall be responsible for supervising the proper management of student activity funds in his/her building in accordance with established procedures. All student activity fund expenditures requested by a student organization or club shall be approved by the group’s advisor and the building principal or designee and adhere to all established disbursement procedures. Student activity funds shall be used only to finance the normal legitimate activities of the student organization or club or for a purpose beneficial to the school community as selected by the group or its officers. Student activity funds shall not be used to cash personal checks, make loans or extend credit to individuals, or to pay compensation directly to employees. No student organization or club activity account shall be allowed to operate with a negative balance. Special exceptions may be made with the approval of the Director of Business Services based on a reasonable expectation that such negative balance is a temporary condition that will be corrected by incoming receipts. If a student organization or club activity account has had no activity for one year after consultation with the building principal or designee it will be considered inactive and may be closed by the Director of Business Services. Funds from inactive student activity accounts may be transferred to the General Fund or disposed of in accordance with the recommendation approved by the Director of Business Services, with input from the building principal or designee. At the end of the school year, all student activity account balances will be carried over to the next school year, with the exception of the senior class account. The senior class, after paying all its expenses, should designate before the end of the school year how any remaining balance will be allocated. Any funds that remain in the senior class activity account at the end of the school year may be used by the building principal or designee to purchase items for the general use by all students in the school. The building principal or designee shall be responsible for the internal auditing of student activity funds at regular intervals throughout the school year and for establishing appropriate student activity fund management accounting and reporting procedures. Student organizations and clubs, and their faculty advisors, shall be informed of the student activity funds management policy and procedures annually in writing. In addition, an audit of all student activity funds shall be done annually at the same time as the annual audit of District funds.

The building principal or designee shall be responsible for supervising the proper management of student activity funds in his/her building in accordance with established procedures. Money collected by District employees and by student organizations shall be deposited into the bank on a daily basis. Collected funds shall be maintained in a secured, discrete manner. Under no circumstances should money be left in classrooms or offices overnight. Any person who suspects the misappropriation of student activity funds, including theft, fraud, impropriety or other irregularity in relation to the management of the funds, shall report his/her suspicions to the Superintendent or Director of Business Services, who shall be responsible for initiating necessary investigations. In the event, the concern or complaint involves said administrators, the concern shall be brought to the attention of the Board President. Investigations shall be conducted in a manner that protects the confidentiality of the parties and the facts, and be conducted in coordination with legal counsel and other internal or external departments and agencies as appropriate. All employees involved in the investigation shall be advised to keep information about the investigation confidential. If an investigation substantiates the occurrence of a fraudulent activity, appropriate actions shall be taken in consultation with the District’s legal counsel. Legal Reference: Section 66.0607, Wisconsin Statutes Section 120.12(1), Wisconsin Statutes Section 120.14(1), Wisconsin Statutes Section 120.16(2), Wisconsin Statutes Section 120.44(2) Wisconsin Statutes Wisconsin Uniform Financial Accounting Requirements (WUFAR)

Wisconsin Department of Public Instruction Fund 60 Agency Fund Guidelines (Student Activity Accounting) Wisconsin Public School District Auditing Manual – Agency Accounts (Pupil Activity Accounts and Parent Organizations)

Policy Approved: August 21, 1985 Policy Revised: July 27, 2000 March 28, 2016

#3285.1 – Student Activity Funds Management - General Policy Statements (delete) Business and Non-Instructional Operations

Income

Student Activity Funds Management - General Policy Statements

1. The Board has authorized those student activity programs it

wishes to be operational.

2. Projects for the raising of student activity money shall, in

general, contribute to the educational experience of pupils and

shall add to, nor conflict with, the instructional program.

Results of fund-raisers should be reported on the prescribed

forms.

3. Student participation is an important factor in the democratic

management of money raised by the student body and expended for

its benefit. Expenditures should be first approved by the

appropriate student activity group, then the group advisor and

building principal.

4. Student activity money shall, insofar as possible, be expended

in such a way as to benefit those pupils who have contributed

to the accumulation of such money. Any funds raised at the

elementary and middle school levels will be for the benefit of

the entire group. Any funds raised at the high school level may

be rendered on a proportional basis to the amount of funds

raised by individual student(s). How all funds are allocated to

individual students must be identified and publicized prior to

the fundraising activity.

5. Money required of the student body as a whole shall be expended

so as to benefit the student body as a whole, and not for the

benefit of a special group.

6. Student activity funds shall not be used for any purpose that

represents an accommodation, loan or credit to Board of

Education employees or other persons. Post-dated checks may not

be accepted and checks may not be cashed for anyone. Board of

Education employees or others may not make purchases through a

student body in order to take personal advantage of student

body purchasing privilege.

7. No student body organization shall be obligated for purchases

made by students, faculty, and others unless supported by a

written purchase order signed by the treasurer and group

advisor.

8. Prior to the performance of any financial transactions by any

authorized student activity, a budget must be submitted and

approved for the current school year. Such budget and

subsequent changes must be filed with the superintendent or

designee.

9. All sources of revenue must be approved and shall be included

in the student activity group’s current year budget.

10. All expenditures by the student activity program shall be in

accordance with budget. The authorization for the expenditure

must be accompanied by a purchase order, and certified by the

treasurer that funds are available for the expenditure.

11. A system of internal controls should be implemented in order to

safeguard the assets of the student activity funds.

12. An audit of all student activity fund accounts shall be made at

the same time as the annual audit of all school funds.







Policy Revised: July 27, 2000

#3285.2 (new 3285.1) – Student Activity Funds Management – Fundraising Rules (revisions) Business and Non-Instructional Operations Income Student Activity Funds Management – Fundraising Rules These rules are not designed to restrict small building level fund raising or other minor activities as approved by the principal.

The following rules apply to ALL persons involved directly or indirectly with a student activity and/or its respective activity account. Letter identifiers are used to highlight rules that most directly effect, but in no way limit, the actions and responsibilities of that person.

The letter identifiers are as follows: B –Board of Education P – School Principal and/or designee A – Activity/group advisor S - Students

P-1. Non-school organizations shall not be permitted to conduct money drives or sales in any

school without the permission of the principal. P-2. Elementary children K-5 shall not be used to solicit funds or sell merchandise except with

parental permission as per State Statute 103.23, age minimum. Elementary students will not be the vehicle by which cash is transmitted to the school for fund raising.

P-3. Fund raising activities that engage in the sale or service of alcoholic beverages, tobacco or

other controlled substances will not be approved. P-4. Each student body activity shall have an assigned faculty advisor approved by the building

principal. The faculty advisor shall serve for a term of one year, or in the case of a temporary activity, for the duration of the activity. The athletic advisors shall be responsible to the athletic director.

P-5. Ticket sales for regular school events such as athletic contests, musicals, concerts, or similar

regular building functions will not be regulated by this policy.

P-6. All fund raiser or money drives within the school building (not affecting students or adults outside the building) must have the approval of the building principal first, who shall confer with the district administrator or designee.

P-7. Each principal will resolve conflicts and if necessary establish a priority list for requested fund

raisers to be submitted to the Director of Business Services.

P-8. Posters and handouts from non-profit organizations for the purpose of fund raising may be permitted, as permitted through Board policy, but will not interfere with school time of school activities. Commercial advertising will not be permitted without the approval of the principal/athletic director. No money will be collected or processed by the school for non-school organizations.

B-1. All school fund raisers or money drives which will involve students and will be carried on

outside the building, shall have the approval of the superintendent. B-2. If the activity is vital to the educational program, the Board of Education will consider

exceptions to the above limitations. A-1. Food sales in the school may not compete with the school lunch program and must be

conducted after the normal lunch hour(s). A-2. Competition with local merchants should be minimized whenever possible. A-3. The advisor of any student group raising funds through the sale of food items will consult with

the District’s Supervisor of Nutrition Services on the dietary values of any food items being considered for sale. In addition, the advisor will ask for suggestions on food products that may be offered as alternatives to items such as candy and soda.

A-4. Student groups conducting fundraising activities that involve the sale of food items should

include healthy food choices as part of the offerings and should limit or exclude food items that are high in sugar or fat. Food items should adhere to nutritional guidelines established by the Board of Education.

A-5. Each student group activity/organization will be allowed two (2) fundraisers per year. Door-

to-door sales should be limited to daylight hours and are encouraged to be done on weekends. S-1. Class time shall not be used by students for fund raising within the community or school. S-2. Neither students nor staff members shall solicit others for fund raising during the school day. S-3. Students will not lose or gain credit or standing in a club, activity, or class for refusal to

participate in a fund raising activity. S-4. Elementary Level Fund Raising

Financial and/or material incentive rewards are prohibited at the elementary level. All funds raised will be for the benefit of the entire group.

Middle School Fund Raising

Financial incentive rewards are prohibited at the middle school level. Material incentives will be allowed in middle school fund raising activities but must be distributed randomly among the fund raising group as a whole. How all funds are allocated to individual students must be identified and publicized prior to the fundraising activity.

High School Level Fund Raising

Material and financial incentives are allowed at the high school level. All financial incentives are to be deposited in a district activity account with the individual student credited for the fund raising efforts. Deposited money can be credited for student expenses for approved group activities. Material incentives may be distributed among individual students or to the fund raising group as a whole at the direction of the advisor. How all funds are allocated to individual students must be identified and publicized prior to the fundraising activity.

Application Procedure for Fund Raising Activities: All fund raising activities will be authorized under the following application procedures:

The advisor of each club activity or organization will submit a fund raising application to the building

principal or athletic director justifying the reason for the fund raising. The application must be submitted to the principal/athletic director at least two (2) weeks prior to the date the fundraiser is to be conducted.

The application will include item(s) to be sold, the period or time of sales, school facilities/equipment to

be used, and the purpose for which the funds will be used.

The principal/athletic director will give his/her decision in writing within 1 week to the advisor.

The principal/athletic director will inform the Director of Business Services of all activities under the rule. Legal Reference: Section 34.05(3), Wisconsin Statutes Section 120.12(1), Wisconsin Statutes Section 120.16(2), Wisconsin Statutes Section 120.16(5), Wisconsin Statutes Section 120.40, Wisconsin Statutes Policy Approved: August 21, 1985 Policy Revised: July 27, 2000 June 26, 2008 June 25, 2012 March 28, 2016

#3285.3 (new 3285.2) – Student Activity Funds Management – Money Handling and Accounting Procedures (revisions) Business and Non-Instructional Operations Income Student Activity Funds Management - Money Handling and Accounting Procedures

The activity advisor/athletic advisor/building principal shall be responsible for ensuring that the spirit of this policy is enforced.

1. A fund raising calendar may be established in each building. Efforts will be made to avoid community solicitation that involves product duplication.

2. All funds collected and disbursed will be within the financial accounting rule of the district. 3. In school organizations money and checks are to be handled through the designated school

bookkeeper or designee. Money collected should be turned into the building office daily. (No money should be left in any classroom or teacher/student accounts.) It should be taken to the bank night deposit.

4. A complete financial report is to be given by the organization leader/advisor to the school principal/athletic director within two (2) weeks of the completion of the fund raising.

5. No student body activity/organization, or individual advisor, will maintain any checking, savings or investment accounts other than those specified above.

6. Students should be trained in the proper procedures in selling, bookkeeping, and courteous manners before being sent out into the community. As representatives of the school district, courteous behavior is expected from all those taking part in the fundraiser.

7. Advisors of student activity accounts must reconcile with the District Accountant twice each year after each semester.

Legal Reference: Section 34.05(3), Wisconsin Statutes Section 120.12(1), Wisconsin Statutes Section 120.16(2), Wisconsin Statutes Section 120.16(5), Wisconsin Statutes Section 120.40, Wisconsin Statutes Policy Approved: August 21, 1985 Policy Revised: July 27, 2000 March 28, 2016

#3285.4 – Guidelines for School Related Groups (delete) Business and Non-Instructional Operations

Income

Guidelines for School Related Groups

1. Fund raising projects by school-related groups (using the

Watertown Unified School District name), regardless of whether

students are involved in the project, must obtain the approval

of the school principal/athletic director before proceeding.

2. Commercial fund raising projects by school-related groups,

which involve students and the sale of a product in the

project, are limited to two per year.

3. All funds collected and disbursed by school-related groups

shall be the responsibility of that organization.

4. All purchases made by the school-related group on behalf of the

school must have final approval by the principal of the school.

5. The Watertown Unified School District will cooperate with

school-related groups by allowing items to be obtained on

school purchase orders subject to the purchasing requirement of

the district.

6. Costs incurred as a result of school-related group purchases

will be all inclusive. (The school district should not be

obligated to additional expenditures through the purchase).

7. It is recommended that all funds raised will be used for the

benefit of students.







Policy Revised: July 27, 2000

Documents

Excellence for All – It’s the Watertown Way Watertown ... A.pdf · Watertown Unified School District Public Notice ... Lisa M Clark Douglas M Cooksey Robert Cunningham ... Joi-Lynn