|
Student |
5139-AR |
STUDENT BODY ORGANIZATIONS
(School Student Organization)
A.
Purpose
and Scope
To establish procedures
for the activities and financial affairs of student body organizations in the
school district to strictly comply with the Education Code and the policies,
rules and regulations of the Board of Education
B.
General
The district
believes that an efficient and representative student government can be an
effective learning experience for students regarding the worthy goals of a
democratic society.
In accordance with,
and within the limitations set forth in the Education Code, the California
Constitution, legal opinions, Board policies, and administrative regulations,
the Board of Education authorizes the establishment of student body funds for
the various schools of the district.
The student body
organizations thus formed may participate in, but are not limited to:
1.
The
sale of book covers, school symbols, supply items, food (not in competition
with the school lunch program), student photographs, handbooks, yearbooks, and
activity cards.
2.
Student
activities, including clubs, dances, carnivals, athletic events, after-school
movies and assemblies, student newspapers, dramas, and programs.
The respective
student body organizations shall be granted the use of the school premises and
properties without charge, subject to such regulations as may be established by
the Board of Education.
C.
Forms
Used and Additional References
NONE
D.
Procedure
The following four
fundamental functions of purchasing must be adhered to by all district ASBs:
1.
Buy the
proper product for the purpose required
2.
Have
the product available when and where needed
3.
Buy the
proper quantity of the product and
4.
Pay the
lowest possible price consistent with the preceding principles
The principal is
responsible for ASB purchasing. This includes responsibility for the purchasing
process and vendor relations.
The principal is
responsible for insuring that all purchases are made within limitations
prescribed by law, by legal opinions and in accordance with Board policies and
regulations.
The principal is
responsible for insuring and demonstrating that products or services purchased
with ASB funds are purchased at the best price possible.
The principal may
delegate authority to the activities director for ASB purchasing but remains
responsible for insuring that purchasing functions are in accordance with
regulations.
No vendor shall be
given preferential treatment.
Principals or
Activities Directors shall not accept gifts or compensation from vendors which
do business with the ASB.
School staff and
student body officers must avoid the appearance of a conflict (accepting gifts
from a vendor or doing business with a close friend will have the appearance of
conflict even if decisions are made isolated from the impact of any gifts or
friendship).
ASBs shall not purchase goods or services from
district employees or their immediate families or from students or their
immediate families unless a competitive bid process is used.
The principal
and/or designee must immediately inform the Assistant Superintendent when
litigation or legal issues arise involving the ASB. Legal advice must be
obtained from district counsel, not from attorneys who are not under contract
with the district.
Staff members
should seek help from the district central office when they have questions they
cannot answer or issues they cannot resolve relative to appropriate ASB
purchasing/accounting procedures.
The ASB shall not
solicit funds or donations from any vendor or publicly endorse or promote any
commercial product except with the written permission of the superintendent or
designee. The ASB should have a written, formal bid process and written,
informal quote process which is followed scrupulously when obtaining either
bids or quotes.
Procedures,
cont.
School staff
associated with the ASB, as well as all school administrators, must reveal to
the principal of the school any connection they have (personal or professional)
with any vendor doing business with the ASB. Principals must reveal any such
relationships to the Assistant Superintendent.
ASBs must have written agreements (contract) for
all expenditures other than petty cash expenditures. ASBs
must have a policy regulating petty cash expenditures which has been approved
by the Assistant Superintendent.
All contracts which
the ASB enters into must be approved by the Student Council prior to any
expenditure. This would include all purchase orders. The information provided
to the Student Council on contracts should include: the name of the parties in
the contract; description of services or goods to be provided (including when,
where, how, and what); the price; terms and procedures for payment; a
description of acts which might constitute a reason for termination or default;
penalties associated with failure to perform; signatures of all parties and
dates; and proper insurance documentation. Multi-year contracts can only be
entered into with the Superintendent's or Assistant Superintendent's approval.
Prohibited
expenditures include:
1.
Equipment,
supplies, forms and postage for curricular or classroom use or for district
business
2.
Repairs
and maintenance of district-owned equipment
3.
Salaries
or supplies which are the responsibility of the district
4.
Articles
for personal use of district employees
5.
Gifts
(except donations to qualified non-profit organizations), loans (except as
allowed by Ed. Code), or the extension of credit
6.
Compensation
for district employees.
E.
Purchasing
Calendar
Every ASB will have
a purchasing calendar which includes the major purchase and contracts entered
into each year by the ASBs (yearbooks, rings,
announcements, major dances, homecoming, graduation, etc.). The calendar should
include deadlines for accomplishing the steps of the purchasing procedure which
need to be followed for each purchase.
F.
Approved
by:
|
Kim
Stallings |
|
James O.
Fleming |
|
|
Responsible Division Head |
Date |
Superintendent |
Date |