Program Planning, Budget Preparation, Adoption and Implementation

A district’s annual budget is tangible evidence of the board’s commitment toward fulfilling the aims and objectives of the instructional program. The budget expresses in specific terms the services to be provided, consistent with immediate and long-range goals and resources available and establishes priorities within broad program areas such as basic education, other separately funded programs and support services. Each year a budget will be prepared for the ensuing fiscal year. The budget will set forth the complete financial plan of the district for the ensuing school year.

Prior to presentation of the proposed budget for adoption, the Superintendent shall prepare for the board’s consideration appropriate documentation supporting his/her recommendations, which shall be designed to meet the needs of students within the limits of anticipated revenues, consistent with responsible management practices.

Fiscal Year

The district fiscal year shall begin September 1 each year and shall continue through August 31 of the succeeding calendar year.

Notice and Conduct of Budget Hearings

Upon completion of the proposed district budget for the ensuing school year, notices shall be published in a local paper of general circulation in two (2) successive weeks announcing the date, time, and place as required by law. The notice shall also state that any person may appear and be heard for or against any part of such budget. The last notice shall be published no less than seven days prior to the hearing.

Copies of the proposed budget shall be made available at the district office by July 10, unless the Superintendent of Public Instruction delays the date because the state's operating budget was not finally approved until after June 1.

The district shall submit one (1) copy of its budget to its educational service district for review and comment by July 10, unless the Superintendent of Public Instruction delays the date because the state's operating budget was not finally approved until after June 1.

Budget: Adoption and Filing

The budget for the ensuing school year shall be adopted by board resolution no later than August 31, following a public hearing. Such action shall be recorded in the official minutes of the board. Copies of the budget as adopted shall be filed with the educational service district no later than September 3, for review, alteration, and approval by the budget review committee. A copy of the budget will be returned to the local district no later than September 10. Copies of the budget will be filed with the State Superintendent of Public Instruction.

The dates for adoption and filing are as follows:

• Budget adopted by August 31
• Budget filed with ESD September 3
• Budget filed with OSPI by September 10

Budget Implementation

The board places responsibility with the Superintendent for administering and operating the budget, once adopted. All actions of the Superintendent in executing the programs and/or activities as set forth in the adopted operating budget are authorized with the following provisions:

A. Expenditure of funds for the employment and assignment of staff meet the legal requirements of the state of Washington and adopted board policies;

B. Purchases are made according to the legal requirements of the state of Washington and adopted board policy;

C. Funds may be transferred from one budget classification to another subject to such restrictions as may be imposed by the board.

D. The Superintendent will be responsible for establishing procedures to authorize and control the payroll operations of the district. No involuntary deductions may be made from the wages of a staff member except for the federal income tax, social security, medical aid, and state retirement, or in compliance with a court order such as garnishment.

Financial reports are submitted to the board each month.

Cross References:

• 6213 - Reimbursement for Travel Expenses
• 5005 - Employment: Disclosures, Certification Requirements, Assurances and Approval 

Legal References:

• RCW 28A.300.060 Studies and adoption of classifications for school district budgets — Publication
• RCW 28A.320.010 Corporate powers
• RCW 28A.320.020 Liability for debts and judgments
• RCW 28A.320.090 Preparing & distributing information on district’s instructional program, operation and maintenance — Limitation
• RCW 28A.330.100 Additional powers of the board
• RCW 28A.400.300 Hiring and discharging employees — Written leave policies — Seniority and leave benefits of employees transferring between school districts and other educational employers.
• RCW 28A.505.030 – District fiscal year
• RCW 28A.505.040 Budget — Notice of completion — Copies — Review by ESD
• RCW 28A.505.060 Budget — Hearing and adoption of — Copies filed with ESDs
• RCW 28A.505.080 Budget — Disposition of copies
• RCW 28A.505.150 Budgeted expenditures as appropriations — Interim expenditures — Transfer between budget classes — Liability for non-budgeted expenditures
• Chapter 28A.510 RCW Apportionment to District — District Accounting
• WAC 392-123-054 Time Schedule for Budget

Adoption Date: August 25, 1993

Revised Date: November 8, 2017

Classification: Priority

Policy 6000- Program Planning, Budget Preparation, Adoption and Implementation

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Payroll: Authorization and Control

Employment of all certificated staff and classified staff must be approved by the board and authority to pay for such services rendered follows this approval. Annual salaries will be determined by placement on the district salary schedule in terms of position, experience and training (where applicable). Proper documentation is required to receive credit for experience and training.

Personnel Action

To initiate a personnel action, the supervisor shall initiate a personnel action notice. The notice shall be approved by:

1. Human Services giving assurances that the contemplated action is consistent with all procedures related to the district’s employment practices.

2. Business Services giving assurance that there are adequate funds covering the proposed action.

Salary Warrants

Unless otherwise indicated, each staff member shall receive a salary warrant on the last working day of each month equal to 1/12 of the staff member’s yearly salary less statutory, contractual and voluntary deductions. The board may act on behalf of individual staff to deduct a certain amount from the staff member’s paycheck and remit an agreed amount to a designee of the staff member.

Present statutory deductions:

• OASI: (Social Security) Deducted during the calendar year from each pay warrant beginning with January 1 payroll until the required amount is deducted.
• Withholding Tax: Deducted according to the current Internal Revenue schedule.
• Medical Aid: Deducted from each pay warrant for all staff as set by the State Department of Labor and Industries.
• Retirement: Washington State Public Employees’ Retirement System—Deducted from each pay warrant of non-certificated staff holding eligible positions at the rate set by the state. Retirement: Washington State Teachers’ Retirement System—Deducted from each pay warrant of certificated full-time staff at the rate set by the state. Retirement: Washington School Employee Retirement System - Deducted from each pay warrant of non-certificated staff holding eligible positions at the rate set by the state.
• Workers Comp: Deducted from each pay warrant for all staff as set by the PSESD’s Worker’s Comp Cooperative

Present contractual deductions:

• Dental Insurance: Deducted from the pay warrant each month for all eligible staff.
• Association/Union Dues: As negotiated in each agreement.

Present Voluntary Deductions:

• Health Insurance: Deducted from the pay warrant each month for Blue Cross, Regence, and the Group Health Cooperative of Puget Sound.
• Vision Insurance: Deducted from the pay warrant each month for all eligible staff.
• Life Insurance: Deducted from the pay warrant each month.
• Short-Term Salary Insurance: Deducted from the pay warrant each month for American Fidelity Assurance.
• Long-Term Disability Insurance:  Deducted from the pay warrant each month for all eligible staff.
• Political Contribution: Deducted from the pay warrant each month for political committees — only upon annual written request of the employee (such written request valid no more than 12 months from initial date).
• Credit Union: Deducted from the pay warrant each month for credit union. 
• United Way: Deducted from the pay warrant each month for United Way.
• Tax-Sheltered Annuities: Deducted from the pay warrant each month for tax-sheltered annuities.
• Deferred Compensation: Deducted from the pay warrant each month for deferred compensation.
• Hourly or daily Hourly Employment: Hourly or daily staff must submit time slips. Time slips must be signed by the staff member and approved by the staff member’s supervisor.

Other deductions:

• Garnishments: Deducted from the pay warrant each month per court and various government agency orders.
• Liens: Deducted from the pay warrant each month per court and various government agency orders.
• Levies: Deducted from the pay warrant each month per court and various Government agency orders.

Leave

District leave provisions are covered in district policies. Upon return from a leave, the staff member shall complete any requested related leave forms. The leave forms must be approved by the staff member’s supervisor. The payroll department will compile the amount of leave used on a monthly basis. Accrued leave shall be reported on the staff member’s warrant statement. Staff must submit time slips when they do not report to work, regardless of the nature of the absence whether illness, emergency leave, non-reimbursable leave, or vacation.

Adopted: August 25, 1993

Revised: October 28, 1998, June 13, 2001, November 8, 2017

Procedure 6000P- Program Planning, Budget Preparation, Adoption and Implementation Procedures

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System of Funds and Accounts

The district will maintain a system of funds with the county treasurer in accordance with state law and the accounting manual approved by the State Superintendent of Public Instruction (OSPI). The funds are:

1. General Fund, including the Local Subfund

2. Capital Projects Fund,

3. Transportation Vehicle Fund,

4. Debt Service Fund,

5. Expendable and Non-Expendable Trust Funds

6. Associated Student Body Fund,

General Fund (GF)

The fund is financed primarily from the following sources:

• Local tax collections;
• County administered funds;
• State support funds; and
• Federal grants

These revenues are used specifically for financing the ordinary and legally authorized operations of the district for all grades.

The fund includes moneys which have been segregated for the purpose of providing education to all students enrolled in the district. The fund is managed in accordance with special regulations, restrictions, and limitations and constitutes an independent fiscal and accounting entity.

No later than the 2019-2020 school year, the district will create a local revenue subfund (the Local Subfund) of its general fund to account for financial operations paid from local revenues. The district will deposit into the Local Subfund all revenues from the following sources:

• Enrichment levies,
• Transportation vehicle enrichment levies,
• Local effort assistance funding,
• Grants, donations, and state and federal payments in lieu of taxes (but not including other federal funds); and 
• All other district local revenues (but not including local revenues that operate as an offset to the district’s basic education allocation).

The district will track expenditures from the Local Subfund separately to account for the expenditure of each of these revenue streams by source and will provide any supplemental expenditure schedules required by OSPI or the State Auditor’s Office.

Capital Projects Fund (CPF)

The capital projects fund is one of two capital funds used by school districts (the other being the transportation vehicle fund).

The capital projects fund is created by RCW 28A.320.330. The capital projects fund contains:

• Proceeds of sale of bonds (unlimited tax general obligation bonds) and non-voted bonds (limited general obligation bonds), and the interest earned on such proceeds (except accrued interest paid for bonds);
• State of Washington financing assistance (state match money);
• Transfers from the district’s basic education allotment; 
• Proceeds of special levies earmarked for building purposes;
• Earnings from capital projects fund investments, growth management impact fees, state environmental protection act mitigation payments;
• Rental or lease proceeds and proceeds from the sale of property (other than proceeds from the sale of property that are deposited into the Debt Service Fund); and
• Other sources permitted or required by state law to be deposited in the capital projects fund.

Permissible expenditures from the proceeds derived from the sale of voted bonds, including the investment earnings thereon, is governed expressly by state law and, may include the acquisition of land or existing facilities, improvements to buildings and/or grounds, design and construction and/or remodeling of buildings, or initial equipment. Proceeds of a particular voted bond issue must be spent on the specific purposes set forth in the applicable bond election resolution. The Washington Constitution prohibits the use of voted bond proceeds to replace equipment.

Proceeds from other sources are also governed by state law and may be used for major renovation and replacement including but not limited to roofing, heating and ventilating systems, floor covering and electrical systems; renovation of play fields and other district real property; energy audits, capital improvements and major items of equipment, furniture and implementing technology systems, facilities and projects, including acquiring hardware, licensing software and on-line applications that are an integral part of the district’s technology systems. 

Any money from the sale of voted bonds and investment earnings thereon remaining after the authorized capital improvements have been completed, or when changed circumstances warrant an alteration to the specific capital projects set forth in the bond election resolution, may be used to: (a) acquire, construct, install, equip and make other capital improvements to the district’s facilities; or (b) retire and/or defease a portion of voted bonds, all as the school board may determine by resolution after holding a public hearing pursuant to RCW 28A.530.020.

Investment earnings derived from other sources in the CPF should be retained in the CPF and used for statutorily authorized purposes. The district may transfer investment earnings in the CPF, which have not been derived from voted bond proceeds, to a different fund; provided that, such investment earnings may only be expended for instructional supplies, equipment or capital outlay purposes.

Debt Service Fund (DSF)

The Debt Service Fund (DSF) is for the payment of principal of and interest on outstanding voted and non-voted bonds. Disbursements are made by the county treasurer by means of treasurer’s checks. Provision will be made annually for the making of a levy sufficient to meet the annual payments of principal and semiannual payments of interest. To the extent not necessary for payment of debt service on school district bonds, state forestland revenues, if any, that are deposited into the district’s debt service fund may be transferred from the DSF to the CPF.

Non-voted bonds are required to be repaid from the school district’s DSF, rather than the fund that actually received the non-voted bond proceeds. As a result, to pay principal of and interest on the non-voted bond, an operating transfer must be used from the CPF (or other fund) to the DSF. The school district should create a separate account within the DSF to repay the nonvoted bond. The district should internally segregate the money pledged to repay the non-voted bond from any excess property taxes deposited in the DSF for the repayment of voted bonds.

Prior to the issuance of a non-voted bond the superintendent or a designee will review the repayment process with the board and the county treasurer. The proceeds from the sale of real property may be placed in the DSF or CPF, except for the amount required to be expended for the costs associated with the sale of such property.

Associated Student Body Program Fund

Since associated student body financial resources are public resources or a public trust, the board is responsible for the protection and control of student body financial resources just as it is for other public funds placed in its custody. The financial resources of the Associated Student Body Program Fund (ASB Fund) are for the benefit of students. Student involvement in the decision-making processes related to the use of this money is an integral part of the associated student body, except that the board may delegate the authority to a staff member to act as the associated student body for any school which contains no grade higher than grade six.

Money in the ASB Fund is public money and may not be used to support or oppose any political candidate or ballot measure. Money raised by students through recognized student body organizations will be deposited in and disbursed from the fund which is maintained by the county treasurer. The ASB Fund is subject to management and accounting procedures which are similar to those required for all other district moneys. ASB constitutions will provide for participation by ASB representatives in the decisions to budget for and disburse ASB Fund money. Private non-associated student body fund moneys raised for scholarships, student exchanges and charitable purposes will be held in trust by the district and used only for the intended purpose.

Transportation Vehicle Fund (TVF)

The transportation vehicle fund (TVF) includes:

• The proceeds from the sale of transportation vehicles;
• Lease, rental, or occasional use of surplus buses;
• Depreciation reimbursement for district-owned buses; 
• Proceeds of TVF levies; optional transfers from the GF; and
• Investment funds coming from the TVF.

The TVF may be used to purchase and/or rebuild buses on a contract or cash basis. Money may be transferred from the TVF to the DSF exclusively for the payment of principal of and interest on non-voted debt incurred by the TVF. Such a transfer does not constitute a transfer of money from the TVF within the meaning of RCW 28A.160.130.

Account Management

The district will maintain a system of bank accounts as follows:

• A district depository and/or transmittal bank account;
• An associated student body imprest bank account for each school having an associated student body organization approved by the board; and
• Petty cash accounts in such numbers as are necessary to meet the petty cash needs of the schools and divisions of the district.

The board may authorize the establishment of such accounts. Each petty cash account will be approved by the board. A custodian will be appointed for these accounts who will be independent of invoice processing, check signing, general accounting and cash receipts functions. If this separation of functions is not feasible, another employee who is independent of those functions will be responsible for reviewing the management of each account.

Cross References:

• 6030 – Financial Reports
• 3510 - Associated Student Bodies

Legal References:

• Wash.Const., Article VII, 2 Voted bond proceeds and capital levy proceeds — Uses
• RCW 28A.320.320 Investment of funds of district—Service fee
• RCW 28A.320.330 School funds enumerated — Deposits — Uses
• RCW 28A.325.010 Fees for optional noncredit extracurricular events — Disposition
• RCW 28A.325.020 Associated student bodies — Powers and responsibilities affecting
• RCW 28A.325.030 Associated student body program fund — Fund raising activities — Nonassociated student body program fund moneys
• RCW 28A.335.060 Surplus school property — Rental, lease or use of — disposition of moneys received from
• RCW 28A.505.140 Rules and regulations for budgetary procedures — Review by superintendent — Notice of irregularity — Budget revisions
• RCW 28A.530.010 Directors may borrow money, issue bonds
• RCW 28A.530.020 Bond issuance — Election — Resolution to specify purposes
• RCW 28A.530.080 Additional authority to contract indebtedness--Notice
• RCW 42.17.130 Use of public office or agency facilities in campaigns — Prohibition — Exceptions (as of January 2012 recodified at 42.17A.555)
• RCW 43.09.200 Local Government Accounting — Uniform system of accounting
• RCW 43.09.210 Local Government Accounting Separate accounts for each fund or activity — Exemption for agency surplus personal property
• RCW 84.52.053 Levies by school districts authorized — When — Procedure
• RCW 84.52.056 Excess levies for capital purposes authorized
• WAC 392-123 Finance — School District Budgeting
• WAC 392-138 Finance — ASB Moneys State Auditor Bulletin #301, III(E), Petty Cash, (PT 3, Ch 3, Pg 8)

Adoption Date: August 25, 1993

Revised Date: September 13, 2017

Classification: Priority

Policy 6020- Sysstem of Funds and Accounts

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System of Funds and Accounts

The following guidelines shall be used in managing imprest accounts:

1. The amount of the school account shall be based on the highest amount of funds expended in one month.

2. Use of imprest funds shall be restricted to those obligations which cannot be handled by voucher.

3. Imprest funds may not be used to circumvent any laws related to purchasing.

4. All receipts which are submitted for reimbursement shall be dated and signed by the submitter.

5. Imprest accounts shall be reimbursed on a monthly basis.

6. Imprest accounts shall be balanced out at the end of the fiscal year.

The Associated Student Body Fund

The following guidelines shall be in effect in the operation of the respective associated student bodies:

1. The principal shall appoint the primary advisor to the ASB. He/she shall be responsible for designating advisors to the various student sub-group organizations affiliated with the ASB.

2. The principal shall be responsible for surveying the accounting functions to be performed at the building level. The building-level accounting procedures shall be consistent with the accounting functions performed at the district office level.

3. The ASB shall participate in the determination of the purposes for which ASB financial resources shall be budgeted and disbursed.

4. The ASB shall approve all expenditures before money shall be disbursed from the fund.

5. Money cannot be raised and retained for personal use through ASB-related activities if there is any district expense, including use of staff, facilities, or materials.

6. ASB money is considered public money and may not be used for gifts or grants for charitable or scholarship purposes. Students may raise moneys privately for charitable or scholarship purposes. Such fund-raising activities are not permitted by law to be done under the direction or supervision of staff nor with the use of district equipment, supplies, facilities, or other district resources unless the district is fully reimbursed for all such costs. The principal shall have the authority to arrange for non-ASB funds to be held in trust in separate accounts in the fund, so long as students are informed in advance that a charge shall be made to cover the full cost of the service. The principal shall make such arrangements only when a significant number of his/her students are involved in a charitable fund-raising activity that in the principal’s judgment reflects creditably on the generosity and humane spirit of the students.

7. Evidence of student approval must appear on all vouchers supporting a disbursement of ASB money. This includes purchase orders and imprest fund check requests.

8. ASB moneys must be on deposit with the county treasurer, with the exception of an imprest banking account and petty cash. Such funds shall be administered in the manner required by the regulations of the state board of education.

Management of District Bank Accounts

Moneys received for the district shall be handled as follows:

1. Receipts shall be given for all moneys received.

2. All moneys received by the district, except those received by the county treasurer on behalf of the district, shall be deposited in the district’s transmittal account. Provisions shall be made for individual buildings to have access to night depository. In no case shall money remain in a building for more than 24 hours.

3. Receipts from special events shall be deposited intact; expenditures may not be made from receipts.

4. All moneys in the transmittal account shall be transmitted to the county treasurer no later than the first of each month. Such transmittal shall be accompanied by a report indicating the sums to be credited to each of the district’s funds.

5. An accurate record shall be kept of all expenditures from each imprest account. Reimbursement to the maximum permitted shall be made to each imprest account by voucher each month.

6. Local audits of each imprest account shall be made on a surprise and unscheduled basis at least once per year. In addition, whenever there is a change of administrator, the imprest accounts which he/she administered shall be audited by the district.

Local Funds/General Fund

The following procedures are to be followed relative to the handling of cash receipts for deposit through the general funds:

1. Individual receipts must be prepared for each individual cash transaction.

2. All deposit slips should be accompanied by a list of the name of the maker of all checks listed on deposit slips.

3. Cash on hand for deposit to the general fund should not be used to cash personal checks.

ASB Accounting Procedures/Cash Receipts

The following procedures are to be followed relative to the handling of ASB cash accounting:

1. Receipts must be written for monies received. All cash received must be deposited intact in the appropriate bank account.

2. All deposits of associated student body monies, as a result of receiving personal checks, shall be accompanied by a list of the checks including the name of the maker.

3. Cash on hand shall not be utilized to cash personal checks.

Adoption Date: August 25, 1993

Revised Date: September 13, 2017

Procedure 6020P- System of Funds and Accounts Procedures

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Interfund Loans

Interfund loans may be used to alleviate a temporary cash deficiency. Interfund loans may be made only to the general fund, the transportation vehicle fund, the capital projects fund or the debt service fund. Interfund loans may be made only from the general fund or the capital projects fund.

Such loans shall not be used to balance the budget of the borrowing fund; nor shall they be made to the detriment of any function or project for which the fund was established. An interfund loan will be completely liquidated in less than one year. Interest will be charged at a rate not less than the current warrant interest rate prevailing in Snohomish County and credited to the loaning fund.

The board must adopt a resolution before any interfund loan transaction takes place. The resolution will contain the exact amount of the loan, the funds involved, the specific source of funds for repayment, the schedule for repayment, and the interest rate involved.

Legal Reference:

• RCW 28A.505.150 Budgeted expenditures as appropriations - Interim expenditures – Transfer between budget classes – Liability for non-budgeted expenditures
• WAC 392-123-135 through -160 Interfund loans - Definition

Adoption Date: August 25, 1993

Revised Date: September 13, 2017

Classification: Discretionary

Policy 6021- Interfund Loans

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Minimum Fund Balance

The Board of Directors of the Snohomish School District recognizes the importance of maintaining a sufficient fund balance in each of its funds to ensure sound financial practices, provide program stability, and obtain excellent bond ratings.

The fund balance in the Debt Service Fund, Transportation Vehicle Fund, Capital Projects Fund and Associated Student Body Fund is primarily a function of the scope of the projects and activities found within the operation of each fund. Stability of revenue and predictability of expenditures in these funds enables the district to establish an appropriate budgeted fund balance.

The complexities of funding and other economic uncertainties in the operation of the General Fund require a different approach in setting the fund balance level. Some of the uncertainties affecting the fund balance for the General Fund include:

1. Enrollment fluctuations

2. Unanticipated changes in tax and appropriation levels by state and federal agencies

3. Legislative mandates having financial impacts on school systems

4. Passage/failure of voter referendums

5. Financial impacts of labor agreements including arbitration judgments

6. Litigation

7. Energy cost increases and weather related damage

To provide stability of the instructional program and maintain sound financial practices, the district will establish a prudent fund balance level in the General Fund. This will be accomplished through five components of the budgeted fund balance:

1. Nonspendable Fund Balance

2. Restricted Fund Balance

3. Committed Fund Balance

4. Assigned Fund Balance

5. Unassigned Fund Balance

Nonspendable accounts represent those portions of fund balance that cannot be spent either because they are not in a spendable form or are legally required to be maintained intact, such as inventory. Restricted accounts represent those amounts that, except for items reported as Nonspendable, are restricted to specific purposes. These restrictions may either be (1) externally imposed by creditors, grantors, laws or regulations of other governments, or (2) imposed by law through constitutional provisions. Committed accounts represent those amounts that can only be used for specific purposes pursuant to constraints imposed by resolution or adopted policy of the school board. Assigned accounts represent those that are constrained by the school district’s intent to be used for specific purposes, but are neither restricted nor committed. Authority for making these assignments may rest with senior administration of the school district. Unassigned fund balance is the residual fund balance designation for the general fund. The Unassigned fund balance account will be targeted at a fiscal year-end fund balance of 4-6% of General Fund expenditures. This fund balance target should be regularly re-evaluated by the Board of Directors as total General Fund expenditures increase over time. This will help ensure that the amount continues to be sufficient to cover the purposes set forth above.

Cross References:

• 6040 – Expenditures in Excess of Budget 6020 – System of Funds and Accounts

Legal References:

• RCW 28A 320.070 School District as Self-insured – Authority
• RCW 28A.505.130 Budget – Requirement for Balancing Estimated Expenditures
• RCW 28A.505 School District Budgets

Adoption Date: October 24, 2001

Revision Dates: February 27, 2008, September 8, 2010, November 28, 2012, January 25, 2017, September 13, 2017

Classification: Discretionary

Policy 6022- Minimum Fund Balance

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Monthly Report

The business office will prepare a monthly budget status report of the following funds:

A. General Fund;

B. Capital Projects Fund;

C. Debt Service Fund;

D. Associated Student Body Fund; and

E. Transportation vehicle fund

A “statement of financial condition” shall be submitted to the board each month. The Superintendent or designee will reconcile ending net cash and investments, revenues, and expenditures reported by the county treasurer with the district records for all funds. As part of the budget status report, the Superintendent or designee will provide each director with a brief explanation of any significant deviation in revenue and/or expenditure projections that may effect the financial status of the district.

By the 2019-2020 school year, or earlier if required, the district will provide separate accounting of state and local revenues to expenditures in accordance with rules to be issued by the Office of the Superintendent of Public Instruction (OSPI).

Annual Financial and Statistical Report

At the close of each fiscal year, the Superintendent, as board secretary, shall submit to the board an annual financial statistical report. The report will include at least a summary of financial operations for the year.

Cross References:

• 6020 - System of Funds and Accounts

Legal References:

• RCW 28A.150.230 Basic Education Act — District school directors responsibilities
• RCW 28A.505.140 School District Revenue to Expenditure Accounting
• RCW 28A.400.030 (3) Superintendent’s duties
• WAC 392-123-110 Monthly financial statements and reports Prepared by school district administrator
• WAC 392-123-115 Monthly budget status reports
• WAC 392-123-120 Statement of financial condition— Financial position of the school district
• WAC 392-123-125 Personnel budget status report 
• WAC 392-123-132 Reconciliation of monthly county treasurers’ statement to district records

Adoption Date: August 25, 1993

Revised Date: September 13, 2017

Classification: Discretionary

Policy 6030- Monthly Report

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Expenditures in Excess of Budget

Total budget expenditures for each fund as adopted in the budget will constitute the appropriations of the district for the ensuing fiscal year. The board will be limited in the incurring of expenditures to the grand total of such appropriations.

In the event of an emergency of a type enumerated in WAC 392-123-071 requiring expenditures in excess of the budget, the board may, without notice or hearing, adopt a resolution which states the conditions constituting the emergency and the amount and purpose of additional authorized appropriations. At any other time that the budget is to be increased by making an additional appropriation, the board, after proper notice, will adopt a resolution stating the facts and the amount of appropriation necessary to correct the situation. Any person may appear at the meeting at which the appropriation is to be voted on and be heard for or against the adoption. Passage of the resolution requires a majority vote of all members of the board.

Legal References:

• RCW 28A.225.250 Cooperative programs among school districts – Rules
• RCW 28A.505.150 Budgeted expenditures as appropriations— Interim expenditures—Transfer between budget classes—Liability for non-budgeted expenditures
• RCW 28A.505.170 First class school districts—Emergency or additional appropriation resolutions—Procedure
• WAC 392-123-071 Budget extensions – First class school districts

Adoption Date: August 25, 1993

Revised Date: September 13, 2017

Classification: Discretionary

Policy 6040- Expenditures in Excess of Budget

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Revenues from Local, State and Federal Sources

Beginning September 1, 2019, the district will use local revenues only for enrichment of the state’s program of basic education.

As used herein, “local revenues” means revenues derived from enrichment levies, transportation vehicle enrichment levies, local effort assistance funding and other school district local revenues including, but not limited to, grants, donations, and state and federal payments in lieu of taxes, except that “local revenues” does not include other federal revenues, or local revenues that operate as an offset to the district’s basic education allocation.

Revenues from Discretionary Local Taxes

As necessary, the district shall consider the necessity of requesting voter approval of an excess property tax (including an enrichment levy or transportation vehicle enrichment levy) to be collected in the year following voter approval. Such a levy, if any, will be in that amount permitted by law which the board determines necessary to provide educational services beyond those provided by state appropriations. The board will solicit advice from staff and patrons prior to establishing the amount and purposes of the special levy request and, in the case of enrichment levies and transportation vehicle enrichment levies for collection in calendar year 2020 and thereafter, prior to submitting or resubmitting an expenditure plan to OSPI. Following voter approval of an enrichment levy, if the district desires to change the OSPIapproved expenditure plan for enrichment levy funds (other than a change through the annual budget process to the relative amounts of funding allocated to the purposes specified in the expenditure plan), then the board will hold a public hearing on the proposed revisions to the expenditure plan before its adoption and submission to OSPI for approval. Each year the special levy being collected that year will be presented by program and expenditures in the district’s annual descriptive guide for patrons as required by law.

Revenues from State Resources

The responsibility for financing public education in Washington falls primarily upon the state. To provide educational services beyond the level possible under the basic education allocation, the district must depend upon state and federal special purpose funding programs and grants or excess property tax levies approved by district voters.

The state provides special purpose appropriations for programs of transportation, for handicapped children and for such other programs as it deems appropriate to assist schools.

Revenues from the Federal Government

The objective of the board is to provide the best educational services possible within resources available to the district. Federal grants and programs may provide helpful financial resources towards pursuing that objective. When it is optional for the district to participate in a federally funded program, the board shall receive detailed analysis from the staff regarding both the advantages to be realized from the program and the additional costs in terms of staff time, impact on existing programs and new obligations that the program may require. Before authorizing participation in such a program, the board will first determine that the advantages outweigh the disadvantages and that the program shall not detract from other programs already in operation.

The board agrees to comply with all federal and state requirements that may be a condition to receipt of federal funds including, but not limited to:

1. Maintenance of fiscal records which show the receipt and disposition of federal funds;

2. Provision for eligible private school students to participate in programs and/or services designed for the educationally disadvantaged, as well as other programs which are supported by ECIA funds;

3. Provision for testing to identify target students, as well as to measure program results;

4. Provision for staff and parent involvement, program planning, budget development and program evaluation.

The district agrees to comply with Title 1 requirements pertaining to the implementation of internal controls for travel, contracted services, training, and capital outlay purchases and expenditures.

The district further assures that a districtwide salary schedule is in effect and that the staff are assigned equitably among schools. Instructional material shall also be distributed equitably among all schools. The board grants authority to administrators and staff to participate in the development of any state and/or federal regulations deemed to be necessary for the implementation of federally-funded programs.

Federal Impact Funds (Indian)

Federal impact funds are provided to the district as a supplement to taxes and other revenue sources. State appropriated funds and local taxes contribute to the development and implementation of a basic education program for all students enrolled in the district. The district gives assurance that tribes and parents of Indian children will be afforded the opportunity to make recommendations regarding the needs of their children and will be involved in the planning and development of the basic education program, including those educational programs and services to be provided with Public Law 81-874 funds. Indian students shall have the equal opportunity to participate in the district’s program with other students.

Recognizing that the board is the ultimate authority in defining the educational program of the district, the Superintendent will establish procedures to assure the involvement of the tribe and parents of Indian students in the development of the basic education program, including the education services to be provided with Public Law 81-874 funds and the participation of Indian children in the program on an equal basis. The Superintendent will provide opportunities for parents and members of the tribal council to suggest if any policy and/or procedure changes, as well as program changes, are necessary to better serve the needs of the Indian students.

Legal References:

• RCW 28A.150.230 District school directors’ responsibilities
• RCW 28A.300.070 Receipt of federal funds for school purposes — Superintendent of public instruction to administer
• RCW 28A.505.[__] (Laws of 2017, 3rd sp.s. c 13 § 204) Preballot approval of enrichment levy expenditure plans
• RCW 84.52.0531 Levies by school districts — Maximum dollar amount for maintenance and operation support — Restrictions — Maximum levy percentage — Levy reduction funds — Rules.
• Chapter 180-16 WAC State Support of Public Schools
• Public Law 81-874 Impact Aid

Adoption Date: August 25, 1993

Revised Date: September 13, 2017

Classification: Priority

Policy 6100- Revenues from Local, Sate and Federal Sources

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Revenues from Local, State and Federal Sources (formerly procedure 7230P)

Internal Controls - Title 1

The following controls are established for the Title 1 program:

A. All Title 1 funded purchases and expenditures will be directly related to allowable Title 1 activities and services that are necessary to effectively carry out the objectives of the current program, and for the benefit of eligible participants;

B. Title 1 purchases and expenditures shall be restricted to those incurred by persons with direct Title 1 duties and responsibilities and/or which benefit only eligible Title 1 participants;

C. Title 1 funded in-service training shall be directly related to specific Title 1 program activities and provided only to persons with Title 1 program responsibilities and duties; and

D. Appropriate documentation of all Title 1 purchases and expenditures incurred shall be maintained for accountability and audit purposes.

Parent Involvement - Title 1

Each school offering Title 1 programs shall comply with federal and state requirements by providing for:

A. Written parent notification of the selection of students for services;

B. Accessibility to parents of specific instructional objectives for their children;

C. Periodic student progress reports to parents;

D. Accessibility of support materials to be utilized in the home when requested by parents;

E. Parent participation in the instructional program on a volunteer basis; and

F. Parent input and recommendations in program planning and modification. 

Impact Funds (Indian)

The district will disseminate material related to the Public Law 81-874 application, program evaluations and program plans and/or changes to parents of Indian children and tribal officials no later than eight (8) weeks before the application is submitted. The district will seek input from tribal officials and the parents of Indian children regarding:

A. The participation of Indian children in the district’s education program on an equal basis;

B. Their views regarding the P.L. 81-874 application, program evaluation and program plans; and

C. Their recommendations regarding the needs of Indian children, the ways tribal leaders and parents can assist their children to achieve the benefits of P.L. 81-874 programs, and the overall education program and parental participation allowed.

At the board meeting immediately preceding the submission of the P.L. 81-874 applications, the board will review the application and input provided by tribal officials and the parents of Indian children. Notice of the meeting location, time and topics related to the district’s P.L. 81- 874 application shall be printed in the local newspaper.

The district shall form a parent-teacher task force to involve tribal officials and parents of Indian children in the planning and development of education programs assisted with the district’s P.L. 81-874 funds. The task force shall also assess the efficacy of the district’s efforts to obtain meaningful input from tribal officials and parents of Indian children, and the responsiveness of the district in modifying its policies and procedures following input. The task force shall report its findings and recommendations to the board at a public meeting at least once per year.

Following a conclusion by the board that such an action is necessary, the district shall form an ad hoc task force to recommend to the board a modified educational program to ensure the equal participation of Indian children. The task force shall report its recommendations to the board in a public hearing.

The district shall also conduct planning and information sessions during the year. All parents of Indian students and representatives of the tribal council shall be invited to attend these meetings. At these sessions, the district may:

A. Review the annual descriptive guide of the district; 

B. Explain how Indian students gain access to and are served by the district’s education programs, and how educational programs are modified to ensure equal opportunity and participation by Indian students;

C. Review the identified needs of the district with particular attention directed towards assessing the needs of Indian students; and

D. Discuss proposed programs and services, as recommended by the task force, which are being considered to satisfy the stated needs and the extent to which Indian students are expected to be served.

Parents of Indian students and members of the tribal council will be advised of the Federal Impact Funds policy and procedure. Expressions of concerns and/or suggestions regarding the policies/procedures of the district are welcome. Any parent of Indian students or a member of the council may file a complaint regarding the application of P.L. 81-874 funds with the district. Said complaint should be submitted in writing to the superintendent of schools. Any complaint not satisfactorily resolved may be submitted in writing to the board of directors of the district. The board may elect to respond in writing to the complaint or hold an informal hearing with the complainant(s). A decision will be rendered within twenty (20) working days following submittal of the complaint to the board.

Adopted: August 25, 1993

Revised: December 9, 1998, September 13, 2017

Procedure 6100P- Revenues from Local, State and Federal Sources Procedures

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District Fundraising Activities

The district’s ability to offer diverse, quality educational programs and experiences for students depends in part on the ability to secure reliable supplemental sources of funding. The district recognizes that it needs a balance of state, federal, local, and non-governmental funds to achieve its goals and the district seeks to accommodate additional fundraising sources in order to preserve and establish important district programs and educational opportunities.

To facilitate the effective and efficient management of local district fundraising, the Board authorizes fundraising activities where such programs: (1) promote K-12 education, (2) provide educational experiences for students; and/or (3) address local funding obligations that support the educational mission of the district and/or (4) promote the effective, efficient, or safe management and operation of the district. Fundraising programs, including enterprise activities, shall be in the best interests of the district and shall not interfere with the operation of the district’s programs and functions. District fundraising programs shall not conflict with any applicable law and/or state or federal constitutional provisions, including the separation of church and state.

This policy governs the establishment and administration of district fundraising efforts for the general fund and for particular programs in the district. It does not address fundraising programs conducted by Parent Teacher Student Associations or other non-profit or citizens’ organizations. Fundraising by the Associated Student Body is addressed by RCW 28A325.030 and Policy No. 3530 and Policy 3510.

The Superintendent shall establish procedures for the administration of district fundraising programs to ensure compliance with all applicable laws.

Cross Reference:

• Policy 3530 – Student Fund Raising Activities
• Policy 3510 – Associated Student Bodies

Legal References:

• RCW 28A.320.015 School boards of directors – Powers- Notice of adoption of policy
• RCW 28A.320.030 Gifts, conveyances, etc., for scholarship and student aid purposes, receipt and administration
• AGO 2003 No. 1 Attorney General’s Opinion
• RCW 28A.320.035 Contracting out – Board’s powers and duties goods and services
• RCW 28A.335.060 Surplus school property, rental, lease or use of – disposition of moneys received from
• RCW 28A.335.090 Conveyance and acquisition of property – management
• RCW 28A.335.180 Surplus texts and other educational aids, notice of availability – Student priority as to texts
• RCW 339.33.070 School districts and libraries – Disposal of obsolete or surplus reading materials – Procedure

Adopted: February 26, 2003

Revised: January 24, 2018

Classification: Essential

Policy 6102- District Fundraising

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District Fundraising Activities

District fundraising programs for students will: (1) promote K-12 education, (2) provide educational experiences for all students; and/or (3) address local funding obligations that support the educational mission of the district and/or (4) promote the effective, efficient, or safe management and operation of the district. The purpose of such programs will be consistent with the policies and programs of the district. District fundraising programs will not conflict with any applicable law and/or state or federal constitutional provisions.

Proposals for district fundraising programs will be reviewed and approved in advance by the Superintendent or designee to ensure compliance with the following procedures:

1. Any fundraising program charging fees will satisfy the following criteria:

a. Fees for persons attending or participating in such programs will only be charged when attendance or participation is optional, not mandatory;

b. Students will not be charged a fee to enroll in a curriculum-based activity that involves a district fundraising program; and

c. A program will not be created that will require the allocation of district funds when program-specific resources are exhausted.

2. Any fundraising program characterized as a “business enterprise” (for these purposes, “business enterprise” will be defined as any non-Associated Student Body activity that sells goods and services for district related purposes on an ongoing basis) will satisfy the following criteria:

a. Will further the K-12 educational experiences for all students and address local funding obligations that support the educational mission of the district.

b. Will sell products or services that are appropriate for the program’s educational purposes and/or promote the effective, efficient, or safe management and operation of the district;

c. Will not insert itself into a separate market solely for commercial purposes.

d. Will purchase inventory in accordance with applicable district policy and/or practices; and

e. Will not require the allocation of district funds when program-specific resources are exhausted.

3. Any fundraising program using donated personal items or services for an auction and/or raffle will satisfy the following criteria:

a. Donated items or services must be free from health and/or safety hazards;

b. Donated items or services must be given voluntarily by individuals or corporations; and

c. Appropriate solicitation on the part of students, parents or appropriate district personnel are permissible, but actions of students and parent cannot bind the district to any contractual obligations.

4. Any fundraising program that requires contracting with a third-party vendor will satisfy the following criteria:

a. The contract will further the educational experiences of all students and/or promote the effective, efficient, or safe management and operation of the district; and

b. The district will enter into contracts only upon the authorization of the Superintendent or designee.

5. Any fundraising program involving the production and/or sale of goods or services, such as a vocational education program, will satisfy the following criteria:

a. The Superintendent or designee must authorize the sales of any goods produced and/or any services provided by the education program;

b. The proceeds from the sales will be used to enhance or to expand the educational program, as determined by the superintendent or designee;

c. To the extent required, all goods produced or services provided from an educational program will be assigned to the district; and

d. Individual compensation for the sale of goods produced or for the services provided will not be permitted, except as authorized by the superintendent or designee, in accordance with applicable laws, district procedures, and/or practice.

6. Any fundraising program selling surplus school personal property will satisfy the following criteria:

a. Such programs will not violate applicable state law or school policy governing the sale, lease, or rental of surplus and obsolete school personal property; and

b. Such programs follow the district’s policy for the disposal of surplus property.

Adopted: February 26, 2003

Revised: June 10, 2009, January 24, 2018

Procedure 6102P- District Fundraising

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Superintendent-Board Relations

The successful operation of schools requires a close, effective working relationship between the board and the superintendent. The relationship must be one of trust, goodwill and candor. As the legally designated governing body, the board retains final authority within the district. The superintendent is the board's professional advisor, to whom the board delegates executive responsibility.

Procedures regarding expectations and responsibilities for both the board and the superintendent will be developed.

Legal References:

• RCW 28A.320.010 Corporate powers
• 28A.400.010 Employment of superintendent— Superintendent’s qualifications, general powers, term, contract renewal
• 28A.400.030 Superintendent’s duties

Adoption Date: May 26, 1993

Revised: February 9, 1994

Policy 6110- Superintendent-Board Relations

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Superintendent-Board Relations (Expectations)

1. Operations

1.1 The superintendent will prepare packets of information for board members prior to meetings.

1.2. The superintendent will keep the board informed in a timely manner on all key issues and seek input when appropriate.

1.3 The superintendent will bring recommendations to the board for their consideration and approval.

1.4. The superintendent will honor confidentialities.

1.5 Based on the vision for the district, the superintendent will be responsible for developing district policies for board review and adoption and implementing policies which have been adopted; superintendent will be responsible for developing procedures for district policies.

1.6 The superintendent will be responsible for ongoing relevant self development as well as assist with board development.

1.7 The superintendent will provide an orientation for board members.

1.8 The superintendent will keep the board informed to minimize surprises.

1.9 The superintendent will perform all duties as prescribed by law, as well as oversee legal obligations of the board.

1.10 The superintendent will respect the differences between the administrative role and policy setting role.

1.11 The superintendent will be available to meet with board members when needed.

1.12 The superintendent will provide leadership continually.

1.13 The superintendent will evaluate him/herself with input from the board based on predetermined expectations and timeline.

1.14 The superintendent and the board will demonstrate their respect and integrity for each other.

1.15 The superintendent and board will function as a team as they model the philosophy that there be effective teamwork at all levels of the organization. 

1.16 The superintendent will provide leadership for the board/superintendent team, as well as the organization at large.

2. Communications

2.1 The superintendent will communicate honestly, openly and timely with the board, including each other.

2.2 The superintendent will communicate the district vision as well as his/her goals, decisions and actions with community-at-large.

2.3 The superintendent will seek out and make his/herself available to receive feedback from the community.

2.4 The superintendent will follow through with referrals from the board; refer community members to the appropriate person and resolve issues at the appropriate level of the organization.

2.5 The superintendent will summarize their discussions and decisions prior to leaving a meeting.

3. Decision Making

3.1 The superintendent will provide rationale and explanations for recommendations, as well as answer any questions board members may have regarding the recommendations.

3.2 The superintendent will listen open-mindedly and accept and respect differences of opinion.

3.3 The superintendent has the responsibility to support board decisions and is responsible for their implementations.

3.4 The superintendent will make recommendations and decisions based on facts and data with appropriate involvement of people affected and by the decisions.

Revised: February 9, 1994, October 11, 1995

Procedure 6110P1- Superintendent- Board Relations Procedures- Superintendent Expectations

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Superintendent-Board Relations (Responsibilities)

The superintendent shall:

1. Lead the district's comprehensive planning, implementation and evaluation process;

2. Lead internal and external communications;

3. Supervise and evaluate principals and oversee all functions associated with schools which impact students from the time they enter the system through the time they leave the system.

4. Supervise and evaluate executive directors and oversee functions associated with:

a. Human Resource Services

• • • Planning and implementing functions (job description formulation, salary classifications, staffing allocations, negotiations, and basic education reporting) ·
    • Recruitment and selection of staff
    • Staff development (orientations and inservices)
    • Performance management (alignment of evaluation process with job description expectations, wellness program and mentoring programs)
    • Employee services (promotions, resignations, suspensions, retirements, dismissals and payroll/employee benefits)
    • Affirmative actions and Title IV actions

b. Business Services

• • • Risk management (insurance) and student placement
    • Fiscal/budget services (accounting processes)
    • Self supporting functions (aquatics, community education programs)
    • Warehouse functions (purchase of materials, supplies and equipment)
    • Management technology
    • Maintenance (grounds, facilities, plumbing, electrical) 
    • Enrollment projections/demographic information/district boundaries/attendance areas 
    • Construction and food services ·
    • State and federal audits 
    • Record-keeping actions

c. Curriculum and Instruction Services ·

• • • Development and implementation of outcomes of significance and student learning outcomes in all program/content areas
    • Research, planning and development of curriculum and instruction
    • Implementation of curriculum and instruction
    • Evaluation/continuous improvement revisioning of curriculum and instruction related to outcomes
    • Instructional technology
    • Coordination of curricular materials and instructional techniques to support outcomes

d. Special Program Services

• • • Planning, implementing and evaluation of state and federal programs and projects (special education, remedial programs, enrichment programs)
    • Early education programs
    • American disabilities actions
    • Grants management for special services

e. Community and Pupil Services

• • • Health services · At-risk programs
    • Drug and alcohol programs
    • Vocational programs
    • Alternative programs
    • Grants management for community and pupil services
    • Student attendance and discipline hearing actions 
    • Athletic program

f. Operations Services

• • • Transporting of students
    • Repairing of vehicles
    • Cleaning of facilities
    • Security and safety of personnel and property
    • Facility usage
    • Asbestos actions

5. Perform other duties as assigned by the board.

Revised: May 26, 1993, February 9, 1994

Procedure 6110P2- Superintendent-Board Relations Procedures- Superintendent Responsibilities

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Administration in the Absence of Policy or Procedure

The superintendent and other staff to whom administrative or supervisory authority has been delegated shall be authorized to use their best judgment in the absence of a specific policy or procedure, provided that such action shall not be in conflict with the general aims and objectives of the district or with any local, state or national ordinances, statutes, regulations or directives. In the event there is doubt as to the appropriate course of action or if it is apparent that the consequences could be serious, the staff member is expected to contact the superintendent or other administrator who could provide appropriate assistance.

Whenever action in the absence of specific policy has been taken by a staff member which creates a potential for controversy or a potential for the incurring of district financial obligation or where the situation is likely to reoccur frequently, then such action shall be brought to the attention of the board at its next regular meeting. In situations where a reasonable person could determine that the above actions taken by a staff member should be brought to the immediate attention of the board, the superintendent shall be notified and he/she shall immediately consult with the board president as to the advisability of calling a special board meeting to review the staff member’s action.

Adoption Date: May 26, 1993

Policy 6111- Administration in Absence of Policy or Procedure

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Gifts or Donations

The Board recognizes that individuals and organizations in the community may wish to contribute funds, additional supplies or equipment to enhance or extend the instructional program.

The district is under no obligation to accept any gift or donation. Any gift or donation to the district of real property can be accepted only with Board approval. Additionally, any gift or donation to the district or to an individual school or department of money, materials, or equipment having a value of $10,000 or greater is subject to Board approval.

Gifts and donations may only be used for purposes consistent with federal and state laws and regulations and the district’s policies and procedures. The Board will not authorize acceptance of gifts or donations that are inappropriate, which carry with them unsuitable conditions, or which will obligate the district to future expenditures from the general fund which are out of proportion to the value of the gift or donation. All gifts and donations will become district property and will be accepted without obligation relative to use and/or disposal.

Any gift or donation given to the district through the Snohomish Education Foundation will be accepted without Board approval as long as such gift or donation is subject to the same conditions stated above, with the exception that the person donating the gift can designate the distribution of the gift or donation.

The Superintendent will establish criteria to be met in the acceptance of gifts or donations to the district, regardless of whether they are solicited or unsolicited.

Unsolicited Gifts or Donations to the District

Money or additional supplies and equipment donated by booster clubs or other groups or patrons to support specific teams or extra-curricular activities must receive prior approval from the school and may not result in disparities between male and female teams or programs.

Solicited Gifts or Donations to the District

Certificated staff seeking donations for their classroom must obtain prior approval from the building principal. Other staff or administrators seeking donations to benefit an entire school or the district as a whole must obtain prior approval from the Superintendent or designee. In no event will any commitment be made by a staff member or other individuals in return for any gift to the district or to a school or department without the Board’s authorization.

Cross References:

• 3515 Student Incentives 6100 Revenues from Local, State and Federal Sources

Legal Reference:

• RCW 28A.320.030 Gifts, conveyances, etc., for scholarship and student aid purposes receipt and administration
• WAC 392-190-025 Recreational and athletic activities

Classification: Discretionary

Adoption Date: August 25, 1993

Revised: November 8, 2000, January 28, 2004, August 14, 2019

Policy 6114- Gifts or Donations

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Any gift presented to the district must be listed on form 6114F1 and must satisfy the following criteria for acceptance:

1. Purpose or use consistent with federal and state laws and regulations and with the policies, procedures, philosophy, and programs of the district;

2. Does not create a burden to the district in terms of maintenance, funds or staff time;

3. Is free from health and/or safety hazards;

4. Has no direct or implied commercial endorsement of a business or a product; and

5. Will become Snohomish School District property.

Equipment and/or Material Donations (excluding computer or technology related equipment)

Equipment and materials which are donated to the district will be reviewed for suitability and durability, in light of school needs and current health/safety standards. The Principal or Administrator whose building would receive the gift will be responsible for selecting other appropriate staff members to assist in the review process.

For equipment, material, or volunteer labor donations where a project will structurally impact a facility or its grounds, the review will include the input and approval of the Facilities Department.

Computer/Technology Equipment Donations

The Snohomish School District appreciates offers to donate new or used computer equipment. Unfortunately, the district is unable to accept all donations. Connectivity to our network, compatibility with existing systems and our ability to service and maintain the equipment in good working order are some of the determining factors staff will consider before a donation is accepted. The following guidelines apply to the acceptance of donated computer equipment.

1. All equipment accepted by the Snohomish School District will be in good working order and meet or exceed the minimum configuration standards as determined by the Technology Department. These standards will be reviewed and updated periodically. Because of the rapidly changing nature of computer hardware, software, disposal costs, network compatibility and support issues, it is often cost-prohibitive for the district to accept donations of equipment that is more than two (2) years old.

2. The Technology Department will review and approve items offered for donation before acceptance. If the equipment is not in good working order, the accepting department or 6114P Page 2 of 3 school will be responsible for the associated costs of putting the equipment in good working order. The Technology Department can answer questions about the advisability of accepting donations and assist with calculating costs and expenses.

3. Donated computer equipment will meet minimum hardware standards before being connected to the district network.

4. All donated equipment, depending on value, will be considered as additions to the fixed asset system. The final recipient of donated equipment should provide a list of serial numbers, models, and brands to the Business Services Department who will provide asset tags for equipment needing to be inventoried for control purposes. The recipient will attach the tags to the equipment.

Funding of Athletics/Coaches Through Outside Sources

1. If a booster club or another outside source wishes to fund the reinstatement of an athletic, club or activity program, the following will apply:

a. Monies to hire coaches/advisors and run the program must be donated to the Snohomish School District no later than June 1 of the preceding year;

b. Monies must be sufficient to support both boys’ & girls’ programs at both high schools; and

c. Snohomish School District will hire, supervise, evaluate, and retain coaches/advisors through its normal hiring process.

2. Due to WIAA restrictions, if a booster club or another outside source wishes to pay a volunteer, the following will apply:

a. Pay will be no greater than $1,500;

b. Normal district screening, evaluation and supervision processes will be handled through the Athletic Office; and

c. District Athletic Director and principal/designee will give final approval in the selection of the volunteer.

3. If a booster club or another other outside source wishes to fully fund an additional assistant coach or advisor’s stipend, the following will apply:

a. Monies must be donated to Snohomish School District no later than July 1 for Fall, September 15 for Winter, and January 15 for Spring sports;

b. Snohomish School District will hire, supervise, evaluate, and retain coaches/advisors through its normal hiring process; and

c. Monies must be available in either high school booster club of the sport(s), activity, or club to fully fund a coach’s/advisor’s stipend including extended season when necessary. It is however not necessary for both booster clubs to choose to fully fund a coach.

Adoption Date: August 25, 1993

Revised: January 28, 2004, January 10, 2011, November 7, 2016, August 14, 2019

Procedure 6114P- Gifts or Donations Procedures

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Form 6114F1- Gifts/Donations Form

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Delegation of Authority

Unless otherwise specified, the superintendent has the authority to designate a staff member in his/her capacity for the implementation of district policies.

Adoption Date: May 26, 1993

Policy 6121- Delegation of Authority

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Evaluation of the Superintendent

The board shall establish evaluative criteria and shall be responsible for evaluating the performance of the superintendent as provided by statute.

The superintendent shall have the opportunity for confidential conferences with the board members on no less than two occasions in each school year, the purpose of which shall be the aiding of the superintendent in his/her performance. The board, on the basis of the evaluation, may renew and/or extend the superintendent’s contract for periods not to exceed three years each. In the event that a majority of the board considers the superintendent’s performance to be deficient in one or more areas, the superintendent shall be so notified in writing at the mid-year evaluation no later than January 31. The notice shall include specific suggestions for improvement.

If, in the final year of his/her contract, the superintendent is notified of deficiencies, a 90-day probationary period shall be established. During the probationary period, a quorum of the board shall meet with the superintendent at least twice monthly for the purpose of correcting the deficiencies. If, in the opinion of a majority of the board members, there has not been adequate improvement and the deficiencies justify replacement of the superintendent, he/she shall be notified in writing at least 90 days prior to its expiration that his/her contract will not be renewed. If the board fails to act on the contract’s extension or expiration at least 90 days before the contract’s expiration date, the contract will be automatically extended for an additional year.

Legal References:

• RCW 28A.405.100 Minimum criteria for the evaluation of certificated employees, including administrators— Procedure— Scope— Penalty
• RCW 28A.405.210 Conditions and contract of employment— Determination of probable cause for nonrenewable contracts— Notice— Opportunity for hearing

Adoption Date: November 10, 1993

Revised: February 9, 1994

Policy 6122- Evaluation of the Supertintendent

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Evaluation of the Superintendent

Performance related to items on the job description, including responsibilities and expectations, as well as performance related to specific goals shall serve as the focus for the evaluation of the superintendent. The superintendent shall conduct a self-evaluation regarding the job description and specific goals as part of the assessment made by the board.

By June 30, the board shall hold an executive session for the purpose of assessing the performance of the superintendent for the preceding year. The board shall, in executive session, communicate the results of that assessment to the superintendent through discussion and written form. At that conference, the board and superintendent shall also discuss general goals for the forthcoming school year and establish dates for periodic reports to be given to the board by the superintendent. At the August Board work session, the superintendent shall submit to the board specific goals for the next school year. Upon concurrence with the board, the superintendent shall formally present these goals to the board at its regular August board meeting.

The superintendent shall make periodic reports to the board during the year. The board shall feel free to respond to the progress reports and redirect the superintendent when it appears that his/her mission is off target. By January 31, the board shall hold an executive session for the purpose of completing a mid-year evaluation of the superintendent's performance. The board shall, in executive session, communicate the results of that assessment to the superintendent through discussion and written form. The report shall describe the degree to which the goals have been achieved. The report shall contain supportive comments when an evaluator feels that the superintendent’s performance is “outstanding” or “needs to improve.”

Revised: May 26, 1993, February 9, 1994

Procedure 6122P- Evaluation of the Superintendent Procedures

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Assignment of Administrative Staff

Except in certain technical roles, administrators must be instructional leaders as well as managers. They must be capable of providing practical assistance to those they supervise as well as of evaluating their performance. They must be expert in all aspects of the instructional program that they manage. They must be well informed regarding recent developments affecting that program whether it be related to law, financing, curriculum, or teaching techniques. For this reason the district shall allocate sufficient resources in both personnel time and funds to actively recruit the best available candidates for each administrative opening from both within and outside of the district.

The superintendent shall be responsible for recommending candidates for administrative positions to the board for its approval. If no suitable candidate for a given position is approved by the board, the superintendent shall make further recommendations until such approval is rendered.

Legal References:

• RCW 28A.405.230 Transfer of administrator to subordinate certificated position
• WAC 180-16-231 Assignment of principals and vice principals within district

Adoption Date: May 26, 1993

Policy 6130- Appoinment of Administrative Personnel

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Administrative Salaries

The board will establish and follow salary schedules for administrative staff consistent with the terms of applicable collective bargaining agreements.

Adoption Date: May 26, 1993

Policy 6141- Administrative Salaries

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Purchasing: Authorization and Control

The Superintendent is authorized to direct expenditures and purchases within the limits of the detailed annual budget for the school year. Board approval for purchase of capital outlay items is required when the aggregate total of a requisition exceeds $300,000.00 except that the Superintendent will have the authority to make capital outlay purchases without advance approval when it is necessary to protect the interest of the district or the health and safety of the staff or students.

The Superintendent will establish requisition and purchase order procedures as a means of monitoring the expenditure of funds. Staff who obligate the district without proper prior authorization may be held personally responsible for payment of such obligations.

Legal Reference:

• 2 CFR 200.439(b)(2)

Classification: Encouraged

Adoption Date: August 25, 1993

Revision Date: October 9, 2019

Policy 6210- Purchasing Authorization and Conrol

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Purchasing: Authorization & Control

Requisitions must be approved by the site administrator with budget authority. As a minimum requirement, requisitions must provide the following information:

1. Name of school, department and originator, and date originated;

2. School, department or person to which material is to be delivered;

3. Budget account code;

4. Specifications of equipment items (manufacturer, stock number, etc.);

5. Estimated cost based on latest price; and

6. Budget year

The accounting department will prepare a multiple-copy purchase order from the original request. One copy of the purchase order will be sent to the receiving facility and the original to the vendor. Upon placement of a purchase order, the business office will encumber the expenditure against a specific budget line item to guard against the creation of liabilities in excess of revenues. Materials desired for “examination” should be ordered on requisition, and include a statement that “the following items are for examination for 30 days.”

Adoption Date: August 25, 1993

Revision Dates: November 1, 2002, October 9, 2019

Procedure 6210P- Purchasing Authorization and Control Procedures

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Charge Cards

For official district purchases and travel the Board authorizes the use of charge cards. The Superintendent or designee is responsible for approving any contract for the issuance of charge cards, including the credit limit.

The Board authorizes the following system for the issuance, use and control of charge cards to district staff for the sole purpose of covering expenses for authorized travel or for official district purchases.

The Superintendent or designee is authorized to obtain district charge cards under the following system, which provides for distribution, authorization, control, credit limits and payment of charge cards bills. These include: 

• Issuance and Use. Charge cards may be issued to Snohomish School District employees for the purchase of goods, supplies, registration, training or travel expenses in connection with the performance of their duties on behalf of the district.
• Distribution, Authorization and Control. Upon authorization from the Superintendent or designee, district employees may obtain charge cards from the Accounting Department while will distribute cards and maintain documentation of issuance and receipt of the charge card. The Superintendent or designee will implement accounting controls to ensure the proper use of charge cards as set in the Procurement Card Handbook.
• Credit Limits. The maximum monthly credit limit will be established by the Superintendent or designee.
• Payment of Bills. Payment of charge card bills will occur on or before the due date.
• Unauthorized Charges. No district employee will use district issued charge card for nondistrict purposes. Unauthorized or inappropriate use of a district charge card mad result in discipline.
• Cash Advances. Cash advances on charge cards are prohibited.
• Travel Expenses. If the charge card issued is used for covering expenses relating to authorized travel, the staff member who used the charge chard must submit a fully itemized travel expense voucher within three days after the last day of approved travel.

Charges not properly identified, or not allowed following review by the auditing officer, must be paid by the individual staff member within (30) thirty days of the charge card billing date. If disallowed charges are not repaid before the charge card billing is due, the district may withhold funds payable or to become payable to the staff member up to the amount of the disallowed charges and interest at the rate charged by the company that issued the charge card (VISA, Mastercard, etc.). Any staff member who has been issued a charge card may not use the card if any disallowed charges are outstanding and must surrender the card upon demand of the auditing officer. The district has unlimited authority to revoke the use of any charge card issued for staff. 

Any benefit or rewards earned or accrued through the use of a district charge card are considered district property and may not be used for non-district purposes.

Cross References:

• Board Policy 6213 Reimbursement for Travel Expenses
• Board Policy 6210 Purchasing Authorization and Control

Legal References:

• RCW 42.24.115 Municipal corporations and political Subdivisions – charge cards to officers and employees for travel expenses
• RCW 43.09.2855 Local governments – Use of credit cards

Adoption Date: December 11, 2002

Revised Date: October 9, 2019, March 24, 2021

Policy 6212- Charge Cards

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Form 6212F1- Procurement Cards Memorandum of Understanding Form

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Form 6212F2- Procurement Cards Training Checklist

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Form 6212F3- Procurement Card Designation Form

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Form 6212F4- Procurement Card Authorization Letter to Vendor

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Form 6212F5- Procurement Card Transaction Log Form

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Reimbursement for Travel Expenses

The actual and necessary expenses of a director, administrator, staff member or other representative of the district incurred in the course of performing services for the district, whether within or outside of the district, may be reimbursed in accordance with the approval and reimbursement procedures of the district.

The district may reimburse expenses for transportation, lodging, and meals incurred by employees and board members while on approved travel. The Superintendent or designee will establish travel procedures which will include reimbursement of approved travel expenses. Reimbursement for meals will be based upon established per diem rates. A staff member or district officer may be reimbursed for gratuities not exceeding customary percentages for the cost of meals as well as reasonable amounts for such services as baggage handling when the costs are incurred while the individual is engaged in district business or other approved travel. The district prohibits reimbursement for personal expenses or entertainment. All allowable reimbursements may not exceed the actual incurred expenses.

Reimbursement for travel expenses will be made in accordance with the federal internal revenue code and Internal Revenue Service regulations.

Cross References:

• Board Policy 1731 Board Member Expenses

Legal References:

• RCW 28A.320.050 Reimbursement of expenses of directors, superintendents, or other school representatives and superintendent candidates—Advancing anticipated RCW 42.24.090 Municipal corporations and political subdivisions— Reimbursement claims by officers and employees—
• RCW 42.24.115-160 Charge cards and advancements for travel expenses
• RCW 43.03.050 Subsistence, lodging and refreshment, and per diem allowance for officials, employees, and members of boards, commissions, or committees
• Chapter 3 Accounting Manual for Public School District in the State of Washington

Classification: Priority

Adoption Date: January 13, 1993

Revision Date: October 9, 2019

Policy 6213- Reimbursement for Travel Expenses

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Reimbursement for Travel Expenses

The district recognizes that employees, representatives, and students may be required to travel within the district, in-state and out-of-state in the performance of their regular duties or as part of the regular, extra-curricular program. The district also recognizes that in-state and out-of-state travel will be necessary at times to allow Board members, employees, students and others to attend meetings, conferences, conventions and workshops which will contribute to their professional growth and to the further development of district programs. 

Travel expenses include amounts actually paid for necessary transportation, meals, lodging, and other related items while on district approved travel. 

Travel Request and Expenses

1. Travel must be approved by the staff member’s immediate supervisor. A Travel Request form must be signed by the staff member’s immediate supervisor and sent to the school or department whose budget is responsible for the costs if any of the following apply:

a.    The school/department requires the form, or
b.    A sub is billed to an outside organization (PSE, SEA, OSPI, ESD, or other), or
c.    A sub is billed to an ASB club, or
d.    A teacher requires a sub and is using their professional development funds to pay for the sub.

Approved requests must indicate which budget is responsible for paying the substitute coverage and other expenses.

2. Lodging Expenses: Individual receipts are required from each staff member who obtains reimbursement from the district. Lodging will be reimbursed at the single rate for individuals, unless employees share a room, in which case a higher rate may be reimbursed. Additional charges for an employee's spouse, personal telephone calls, personal expenses, entertainment, and other unnecessary room charges will not be reimbursed (including such things as movies, gratuities, mini-bar, etc.). Individuals are only eligible for lodging reimbursement if the conference or travel destination is located more than (50) fifty miles away from the Snohomish School District boundaries. Special exceptions may be granted by the individual’s supervisor based upon duration of the event. If a staff member is acting in a custodial or supervisory role for students who will be staying overnight, and it is part of their official duties, the (50) fifty-mile rule does not apply. 

3. Airline, Train, Bus Fare Tickets:  Travel at the lowest fare coach rate may be charged to the district through a local travel agency or with a Travel Credit Card for any approved travel.  Additional insurance will not be covered. Luggage fees are authorized up to one checked bag per flight.  Employees on approved travel may pay for tickets and be reimbursed upon completion of travel. The flight itinerary along with the original charge slip and/or detailed sales receipt are required. Receipts of other proof of payment will also be required for any necessary baggage fees. 

4. Shuttles, Share-rides, or Taxi services will be reimbursed for going between the airport and work or hotel and for travel to and from a restaurant.

5. Reimbursement for actual reasonable expenses for parking is allowed. Receipts must be obtained when possible. 

6.Ferry or toll expenses are allowable for reimbursement. For toll fees incurred by the traveler, original receipts or Flex-Pass account statements showing payment of the trip cost details must be submitted. Commuter lane toll fees reimbursed by the district should include a benefit to the district, not for the mere personal convenience of the traveler.

7.Individual registration fees may be charged to a district procurement card account, or paid by issuance of a warrant through the business services department. An original receipt is required for reimbursement of the registration. 

8.The district requires receipts for all travel expenses except mileage. When a receipt is lost or otherwise not available, a copy of the bank or credit card statement is acceptable.  

Travel Credit Cards

Employees may request temporary use of a Travel Credit Card.  With five days’ notice, cards may be checked out from the Accounting Department or school bookkeeper, if available and approved. Receipts are required for all expenditures charged to the travel credit card and must be submitted within 3 days after the last day of approved travel.

Reimbursement of Claims

1.The district accounts payable schedule requires that claims be signed and submitted to the district business office by the tenth of each month.

2. A statement of expenses must be submitted for each trip for which reimbursement is being requested as soon as possible following the last day of the approved travel.

Meal Per Diem Rates:

1.The district recognizes the financial benefit of establishing standard per meal eligibility for in-state and out-of-state travel to facilitate the efficient management of the meal reimbursement process. Meal eligibility is based on guidelines provided by the US General Services Administration (GSA) and the Washington State Office of Financial Management (OFM). An individual is eligible for meal per diem only for overnight travel. Meal per diem includes taxes and tips. Only meals related to the employees' school-related travel are eligible for reimbursement. 
Breakfast    $18.00
Lunch        $20.00
Dinner        $36.00

2.To receive per diem on the first and last day of travel, you must be in travel status at least (3) three hours beyond your normal work hours. 

3.Travel Per Diem Request Forms (6213F1) must be submitted at least (5) five days prior to the approved travel or upon completion of the approved travel. 

Mileage—Personal Vehicle:

Reimbursement for mileage is allowed only when approved in advance by the staff member’s supervisor. When travel is a necessary part of performing one’s work, the staff member may receive blanket approval for the year. Reimbursement will be at the current IRS mileage rate. 

Car Rental

1. The use of rental cars is limited to situations where commercial transportation is either not available or its use is impractical or more expensive. Car rentals must be at the economy or compact rate, unless circumstances require a larger vehicle. Reimbursement will not be provided for any optional insurance coverage on rental cars.  The rental car should be refueled prior to returning it to the agency to avoid refueling charges.

2. For any potential vehicle rental, check with the Business Office for the current contract for rental companies and the insurance provisions.  

Non-Reimbursable Expenses

1. Alcohol beverages, meals or snacks other than regular meals; 

2. Personal telephone calls and postage;

3. Commuter mileage to and from home;

4. Mileage for school levy promotions and other non-official school functions;

5. Entertainment;

6. Expenses for travel extending beyond the time required for the meeting or business, unless it is in the district’s financial interest to extend the travel overnight due to rate advantages; 

7. Expenses incurred by non-employees traveling with the staff member, including room surcharges; or 

8. Parking citations.

Travel Advances

This procedure only applies to certain approved travel involving students (athletics, extracurricular, etc.). Special circumstances for other travel may also be approved by the Superintendent or designee.

1. Advance payments for the travel expenses may be issued to staff in connection with approved travel.

2. A written request for a travel advance, in the form of a requisition, must be submitted to the Accounting Department no later than one week prior to travel.

3. Advanced payment may not exceed the reasonable anticipated travel expenses for the approved travel. 

4.Travel advances for registration should be issued no earlier than one week prior to departure, unless earlier registration is required by the organization presenting the conference. The registration fee receipt must be turned in upon return.

5.Travel advances are paid in the form of a check payable to the staff member.

6. A fully itemized travel expense voucher for all reimbursable items legally expended must be submitted to the Accounting Department within ten days following completion of the travel.  Statements not submitted within (90) ninety days of travel will be processed through Payroll and considered taxable income.

7. If the staff member’s actual expenses are less than the amount of the travel advance, the staff member must return the excess portion of the advance payment with the travel expenses.

8.If the district advances a staff member a registration fee for a conference that is canceled or not attended, the staff member must reimburse the district the full amount of the travel advance payment. An exception may be made if the vendor will not reimburse the amount paid for the conference and the staff member is ill or is called back to work on district business.

9. Travel advances are provided to defray necessary costs to a staff member while the staff member is traveling as part of his or her employment duties. Travel advances may only be used for the purposes for which they are provided. Any unauthorized expenditure of travel advances is considered a misappropriation of public funds. 

Adoption Date:    January 13, 1993
   

Revision Dates:    February 9, 1994, June 14, 1995, December 4, 2000, June 1, 2001, November 18, 2013, October 9, 2019, October 30, 2023 (Cabinet approved)

Procedure 6213P- Reimbursement for Travel Expenses Procedures

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Form 6213F1- Travel Per Diem Request Form

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Purchasing: Bid Requirements and Contracts

The Board recognizes the importance of:

• Maximizing the use of district resources;
• The need for sound business practices in spending public money;
• The requirement of complying with state and federal laws governing purchasing and public works; 
• The importance of standardized purchasing regulations; and
• The need for clear documentation.

The Superintendent will establish bidding and contract awarding procedures for all purchases of furniture, equipment and supplies and for all public works projects. Public works include construction, alterations, repair and improvements of any dollar amount, other than ordinary maintenance. Such procedures will ensure compliance with state and federal regulations and provide a means to obtain competitive pricing for district expenditures. The procedures will also promote open competitive participation by vendors.

Crimes against Children

The Board will include in any contract for services with an entity or individual (other than an employee of the district) a provision requiring the contractor to prohibit any of its employees who have contact with children at a public school during the course of his or her employment who has ever been convicted or pled guilty to any felony crime specified under RCW 28A.400.322. The contract will also provide that failure to comply with this requirement is grounds for immediate termination of the contract.

I. State Funded Procurement and Public Works

A. Procurement Using State Funds for Furniture, Supplies, or Equipment Whenever the estimated cost of furniture, supplies or equipment (except books) will cost: 

• • Less than $40,000, no formal competitive bidding process is required to make the purchase and administration may use its discretion to determine how to obtain pricing that is in the best interest of the district; 
  • Between $40,000 and $75,000, the informal competitive bidding process may be used by requiring three quotes from at least three different sources to be obtained in writing or by telephone, electronic submission ; 
  • Over $75,000, the district will follow the formal competitive bidding process by:

1. Preparing and providing clear and definite plans and specifications for such purchases for those interested in submitting a bid;

2. Providing notice of the call for formal bids by publication in at least one newspaper of general circulation in the district at least once each week for two consecutive weeks; 

3. Requiring bids must be in writing;

4. Opening and reading bids in public on the date and in the place named in the notice;

5. Making all bid results available to the public after opening.

B. Exemptions

The Board may waive bid requirements for purchases in these cases: 

• • Clearly and legitimately limited to a single source of supply;
  • Involving special facilities or market conditions;
  • In the event of an emergency;
  • Purchasing insurance or bonds; and
  • Involving public works in the event of an emergency

“Emergency” means unforeseen circumstances beyond the district’s control that present a real and immediate threat to the proper performance of essential functions or will likely result in material loss or damage to the property, bodily injury, or loss of like if immediate action is not taken. If a contract is awarded without competitive bidding due to an emergency, a written finding of the existence of an emergency must be made by Board Resolution no later than two weeks following the award of the contract.

C. Rejection of Formal Bids

The Board may by resolution reject any and all bids and make further calls for bids in the same manner as the original call.

D. Small Works Roster

The Board has authorized the establishment of a small works roster for use in selecting contractors for public work projects. The Superintendent will establish procedures for establishing and maintaining the small works roster.

E. Public Works Public Works projects are defined as work, construction, alteration, repair, or improvement of any amount other than ordinary maintenance executed at the cost of the district. The threshold amounts listed are dollar amounts before sales tax. 

• • Projects under $50,000 require a minimum of three quotes and may use the limited small works procurement method;
  • Projects between $50,000 and $250,000, the district’s small work roster may be used. Requesting at least five quotes is required when using the small works roster process on projects estimated to cost up to $250,000;
  • Projects between $250,000 and $350,000 may use the district’s small work roster. All appropriate contractors on the roster must be notified or a formal bid process may be used;
  • The formal bid process must be used for any project estimated to be over $100,000, unless the small works roster is used for projects estimated to cost up to $350,000.
  • The formal bid process must be used for any project estimated to be over $350,000.

F. Use of State Funds for Improvements or Repairs

The district may make improvements or repairs to district property through a district department without following the competitive bidding process if the total cost of improvements or repairs does not exceed $75,000. If the district estimates that the total cost of a building, improvement, repair, or other public works project is $100,000 or more, the district will follow the formal competitive bidding process outlined above.

II. Federal Funded Procurement

A. Procurement Using Federal Funds for Goods (Furniture, Supplies Equipment, or Textbooks) When the district uses federal funds for procurement of goods, including furniture, supplies, and equipment the following applies:

• • Purchases of $10,000 or less (or $40,000 or less if the district has completed the low-risk auditee self-certification process) do not require quotes. When the district uses federal fund for the procurement of textbooks, the allowable self-certification limit is $50,000. However, the district must consider the price to be reasonable, and, to the extent practical, distribute purchases equitably among suppliers; 
  • Purchases between $10,000 (or $40,000 if the district has completed the low-risk auditee self-certification process) and $75,000 must be procured using price or rate quotations from three or more qualified sources;
  • Purchases of $75,000 or more must be publicly solicited using sealed bids or requests for proposals. B. Use of Federal Funds for Services: When the district uses federal funds for the procurement of services the following applies:
  • Purchases of $10,000 or less (or $50,000 or less if the district has completed the low-risk auditee self-certification process) do not required quotes. However, the district must consider price to be reasonable, and , to the extent practical, distribute purchases equitably among suppliers; 
  • Purchases between $10,000 (or $50,000 if the district has completed the low-risk auditee self-certification process) and $250,000 must be procured using price or rate quotations from a reasonable number of qualified sources; • Purchases of $250,000 or more must be publicly solicited using sealed bids or requests for proposals.

C. Self-Certification The district may self-certify itself as a low-risk auditee in accordance with 2 CFR § 200.320 and 2 CFR § 200.520 using form 6220F4.

D. Noncompetitive Procurement Noncompetitive procurement may be used only when one of the following five circumstances applies:

• • Acquiring property or services that do not exceed $10,000 (or $40,000 if the district has completed the low-risk auditee self-certification process); 
  • The item is only available from a single source;
  • The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation;
  • The awarding agency (e.g., OSPI) authorizes noncompetitive procurement in response to a written request from the district; or
  • After solicitation of a number of sources, competition is determined inadequate.

The district must maintain documentation supporting the applicable circumstance for noncompetitive procurement.

E. Suspension and Debarment

Before entering into federally funded vendor contracts for goods and services that equal or exceed $25,000 and any subcontract award, the district will ensure the vendor is not suspended or debarred from participating in federal assistance programs.

F. Conflict of Interest

No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by federal funds if he or she has a real or apparent conflict of interest. Such a conflict would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization that employs or is about to employ any of the parties indicated herein has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. No employee, officer, or agent of the district may solicit or accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. Violation of these standards may result in disciplinary action including, but not limited to, suspension, dismissal, or removal.

Cross Reference:

• Policy 5251 Conflict of Interest

Legal References:

• RCW 28A.335.190 Advertising for bids––Competitive Bid procedure–– . Purchases from inmate work programs – Telephone or written quotation solicitations, limitations - Emergencies solicitation, limitations--Emergencies
• RCW 28A.400.330 Crimes against children - Contractor employees–– Termination of Contract
• RCW 39.04.155 Small Works Roster- Contract Award Procedures - Limited Public Works Process
• RCW 39.04.280 Competitive bidding requirements- Exemptions
• RCW 39.26.160 Bid Awards – Considerations – Requirements and Criteria to be set forth – Negotiations – Use of Enterprise vendor registrations and bid notification system
• RCW 39.30.060 Bids on public works - Identification, substitution of contractors
• 2 CFR Part 200 Uniform Administrative Requirements, Cost Principals, and Audit Requirements for Federal Awards
• 2 CFR 200.67 Micro-Purchase
• 2 CFR 200.318 General Procurement Standards
• 2 CFR 200.320 Methods of Procurement to be Followed
• 2 CFR 200.520 Criteria for a low-risk audit

Priority: Essential

Adoption Date: August 25, 1993

Revision Dates: June 22, 1994, October 25, 1995, October 22, 2003, July 27, 2005, June 23, 2010, March 14, 2018, September 26, 2018, March 24, 2021

Policy 6220- Purchasing: Bid Requirements and Contracts

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Purchasing: Bid Requirements and Contracts Procedures

The district is subject to both state and federal procurement laws for the acquisition of goods, services and public works projects. State laws govern the majority of procurement activity; however, where the procurement utilizes federal funding (in whole or in part) purchases must comply with Federal procurement regulations as well as applicable state procurement requirements.

The district will take necessary affirmative steps to assure that minority businesses, women’s business enterprises, and labor surplus area firms are used when possible, in compliance with 2 CFR § 200.321.

This procedure identifies the state and federal requirements for procurements at the various dollar thresholds identified by law.

“Purchase” means the school district’s purchase per RCW 28A.335.190(2) of furniture, equipment, or supplies, except books, and is not applicable to contracts for Public Works. This section does not apply to the direct purchase of school buses by the district in accordance with RCW 28A.160.195 or Washington grown food per definition in RCW 15.64.060.

I. State Funding Procurement Furniture, Equipment or Supplies

Whenever the estimated cost of purchasing furniture, equipment or supplies, except items exempted by law, equals or exceeds $75,000 the formal bid process described in these procedures must be followed. When the estimated cost of purchasing furniture, equipment or supplies, except items exempted by law, equals or exceeds $40,000 but is less than $75,000, the Superintendent or designee will solicit quotes on a competitive basis, but does not have to go through the formal bid process. Solicitation of quotations will be requested through telephone, electronic or written means from at least three different vendors. Sources are recorded for public perusal. When the estimated cost of purchasing furniture, equipment or supplies are anticipated to cost under $40,000, except items exempted by law, obtaining competitive quotes are recommended but not required so long as pricing in the best interest of the district is obtained.

Brand names and manufacturer’s catalog numbers used in specifications are for the purpose of identification and to establish a standard of quality. Bids on items determined by the district to be “equal” may be considered providing the bidder specifies brand and model, furnishes descriptive literature, and complies with any procedural requirements of the bid solicitation. The acceptance of alternative “equal” items will be conditioned on the district’s determination that performance and quality are comparable to a specified item.

An acceptable bid and a district purchase order will constitute the only contract necessary for the purchase of furniture, equipment and supplies. The successful bidder will meet all conditions included in the specifications.

II. Federal Funding Procurement

A. Procurement of Goods Using Federal Funds When federal funds are used for procurement of goods (furniture, supplies, equipment, and textbooks):

1. Purchases of $10,000 or less (or $40,000 or less if the district has completed the low-risk auditee self-certification process)do not require quotes. However, the District must consider price to be reasonable, and, to the extent practical, distribute purchases equitably among suppliers.

2. Purchases between $10,000 (or $40,000 if the district has completed the low-risk auditee self-certification process) and $75,000 must be procured using price or rate quotations from three or more qualified sources.

3. Purchases of $75,000 or more must be publicly solicited using sealed bids or request for proposals.

4. When the district uses federal funds for procurement of textbooks, the allowable self-certification is $50,000.

B. Procurement for Services using Federal Funds When federal funds are used for procurement of services:

1. Services of $10,000 or less (or $50,000 or less if the district has completed the low-risk auditee self-certification process) do not require quotes. However, the District must consider price to be reasonable, and, to the extent practical, distribute purchases equitably among suppliers.

2. Services between $10,000 (or $50,000 if the district has completed the low-risk auditee self-certification process) and $250,000 must be procured using price or rate quotations from a reasonable number of qualified sources.

3. Services of $250,000 or more must be publicly solicited using sealed bids or request for proposals.

III. Public Works Public Works projects are defined as work, construction, alteration, repair, or improvement of any amount other than ordinary maintenance executed at the cost of the district. Maintenance performed by purchase order or contract is subject to prevailing wage regulations. Public Works Projects estimated to cost less than $75,000 may be performed by the district’s maintenance department. Public works projects not performed by the district’s own forces will be awarded using a competitive process to the lowest responsible bidder. The competitive process may vary depending upon the estimated cost as follows:

1. Public Works Projects estimated to cost in excess of $350,000 will be awarded through the formal bid process described in these procedures.

2. Public Works Projects estimated to cost at least $50,000 but not exceeding $350,000 may be accomplished through either of the following methods:

a. Bids may be called for using the formal bid process described in these procedures; or

b. Quotations may be requested using the small works roster process in these procedures.

3. For Public Works projects estimated to cost less than $50,000, the Superintendent or designee will request electronic or written quotes from a minimum of three contractors from the appropriate small works roster and if an award of the contract is made, it is to the lowest responsive and responsible bidder.

Small Works Roster Process

RCW 39.04.155 authorizes the use of a Small Works Roster to award contracts for construction, building, renovation, remodeling, alteration, repair or improvement of real property in lieu of other procedures to award contracts for such work with an estimated cost of $350,000 or less.

A. For Public Works projects estimated to cost less than $350,000, the district may solicit bids by telephone, electronic means and/or written quotations from contractors who have requested to be placed on the small works roster. The district will not break a project into units or phases in order to come within the scope of the small works roster. The small works roster will be revised at least once each year by publishing a notice of such opportunity in at least one newspaper of general circulation in the district. Also, responsible contractors will be added to the small works roster any time they submit a written request and necessary records. The application form be designed to collect such information as (1) name of contractor, (2) state of Washington contractor's license number, (3) bonding verification, (4) liability coverage, (5) related contracts completed, and (6) references (bond and clients). Contractors desiring to be placed on or remain on the small works roster are required to keep current records of applicable licenses, certifications, registrations, bonding and insurance on file with the district.

The following steps will be employed to engage a contractor for a small works project:

1. Project description will be prepared which describe the work to be completed and the materials to be used. Completion date; contractor's assurances (prevailing wages, fair employment, etc.); bid and performance bond requirements; opportunity to visit the work site; closing date; and quote form may be provided. Detailed plans and specifications may or may not be included in the invitation;

2. When using the small works roster, for work estimated between $50,000 and $250,000 the district will solicit quotations from at least five contractors on the appropriate small works roster and will equitably distribute opportunity to submit a quote. For work estimated to cost between $250,000 and $350,000 all appropriate contractors on the small works roster must be notified that bids are being sought for the project. Such notice may be accomplished by a direct contact via mail or electronic means or publication in a newspaper of general circulation within the District. A non-response from a vendor or contractor is also considered a quote invitation. Public works projects estimated to cost in excess of $350,000 will be awarded through the formal bid process described in the Formal Bid Solicitation section of this procedure.

3. After the closing time, quotes will be opened, recorded and made available for inspection or telephone inquiry; and

4. If an award is made, the district will award the contract to the lowest responsive and responsible bidder as defined in RCW 39.04.010. The district will make available a list of contracts awarded for public inspection.

The district may utilize a small works roster maintained by another agency provided that the lead agency implements the requirements of RCW 39.04.155. An interlocal agreement or other contract between the two entities will identify the responsibilities of the lead agency to comply with the provisions of RCW 39.04.155.

Limited Public Works Projects

The district may award a contract for work, construction, alteration, repair, or improvement projects estimated to cost less than $50,000 using the Limited Public Works Project (LPWP) provided under RCW 39.04.155. For LPWP projects, the district is to solicit electronic or written quotations from a minimum of three contractors from the appropriate small work roster and must award the contract to the lowest responsive and responsible bidder.

Formal Bid Solicitation

Public Works projects estimated to cost in excess of $350,000 will be awarded through the formal bid process. The following procedures will be in effect for purchasing through the formal competitive bidding process, unless a purchase is otherwise exempted:

1. Complete plans and specifications will be prepared for all formal bid solicitations.

2. Notice will be given in at least one newspaper of general circulation within the District, once each week for two consecutive weeks of the intention to receive bids and that specifications and other information is available to interested parties as required by law.

3. Brand names and manufacturers’ catalog numbers used in specifications are for the purpose of identification and to establish a standard of quality. Bids on items determined to be “equal” may be considered providing the bidder specifies brand and model, furnishes descriptive literature, and complies with any procedural requirements of the bid solicitation. The acceptance of alternative “equal” items will be conditioned on the District's determination that performance and quality are comparable to a specified item.

4. For Public Works contract expected to exceed $1,000,000; the district will require the following and include the following requirements on the bid solicitation.

a. That bidders, within one hour after the published bid submittal time, submit the names of subcontractors who will perform the heating, ventilation and air conditioning, plumbing and electrical work, or list the prime contract bidder to perform the work; and

b. That bidders, within forty-eight hours after the published bid submittal time, submit the names of subcontractors who will perform the work of structural steel installation and rebar installation.

Failure to name a subcontractor or the bidder for each category of work renders such bids nonresponsive and therefore void. Naming more than one subcontractor for a category of work, except to the extent authorized in RCW 39.30.060, also voids such bids.

5. Formal bids will be opened at the time and place stated in the official advertisement for bids, and any interested member of the public may attend the bid opening. It will be the bidder’s sole responsibility to see that such bid is delivered to the district prior to the time set for opening of bids. Any bid received after the time set for opening the bids will be returned to the bidder unopened and will l not receive consideration by the district.

6. Bid results will be presented to the Board for consideration of award in a timely manner. Formal bid awards will be made by the Board on the basis of staff recommendations, to the lowest responsible bidder meeting the district’s specifications.

7. If an award is made, contracts will be awarded to the lowest responsive and responsible bidder meeting the specifications. The following factors to be considered in determining the lowest responsible bidder in addition to cost include:

a. The ability, capacity, and skill of bidder to perform the contract or provide the service required;

b. The character, integrity, reputation, judgment, experience, and efficiency of the bidder;

c. The ability of the low bidder to perform the work in the time specified;

d. The quality of performance of previous contracts or services;

e. The previous and existing compliance of the bidder with laws relating to Public Works;

f. Such other information related to the performance of the contract as the Superintendent deems advisable; and

g. Public Works projects are subject to the following responsibility criteria outlined in RCW 39.04.350 (1)

• • • The bidder must have at the time of bid submittal, a certificate of registration in compliance with RCW 18.27.
    • The bidder must have a current state unified business identifier number.
    • If applicable, the bidder must have industrial insurance coverage for bidder’s employees working in Washington as required in RCW 51, an employment security department number as required in RCW 50 and a state excise tax registration number as required in RCW 82.
    • The bidder must not be disqualified from bidding on any Public Works contract under RCW 39.06.101 or 39.12.065(3). 
    • The bidder must not be in violation of apprenticeship requirements in RCW 39.04.320, and have not been found out of compliance by the Washington state apprenticeship and training council for working apprentices out of ratio, without appropriate supervision, or outside their approved work processes as outline in their standards of apprenticeship under chapter 49.04 RCW for the one-year period immediately preceding the date of the bid solicitation.
    • The bidder must have received training on the requirements related to Public Works and prevailing wage under chapter 39.04 RCW and chapter 39.12 RCW. The bidder must designate a person or persons to be trained on these requirements. The training must be provided by the Department of Labor and Industries. Bidders that have completed three or more Public Works projects and have had a valid business license in Washington for three or more years are exempt from this requirement. The Department of Labor and Industries keeps records of entities that have satisfied the training requirement or are exempt and make the records available on its web site.
    • Within the three-year period immediately preceding the date of the bid solicitation, not have been determined by a final and binding citation and notice of assessment issued by the Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW 49.48.082, any provision of chapter 49.46, 49.48, or 49.52 RCW (before award of contract, a bidder will submit to the district a signed statement in accordance with RCW 9A.72.085 verifying under penalty of perjury that the bidder is in compliance with the responsible bidder criteria requirement of this subsection.

h. In addition to the bidder responsibility criteria, the district may adopt relevant supplemental criteria in accordance with RCW 39.04.350(3) for determining bidder responsibility, applicable to a particular project with which the bidder must meet.

8. The district will reserve the right to reject any or all formal bids by Board resolution or waive minor informalities and make the award in its best interests, subject to applicable legal requirements.

Contracts

An acceptable bid and a district purchase order will constitute the only contract necessary for the purchase of supplies, equipment, and minor repairs or construction projects; except that the successful bidder will meet all conditions included in the scope of work and terms and conditions set forth in the solicitation documents. Formal written contracts will be prepared for all construction and repair projects exceeding $50,000 and for purchases as determined by district staff.

All contracts of $350,000 or more, and any multi-year contract anticipated to exceed $350,000, will be signed by the Superintendent or designee on behalf of the District after the contracts have been awarded by a majority vote of the Board with action recorded in the minutes of the Board meeting. All contracts will provide that, in the event of a suit by the district to enforce the terms of the contract, venue for the suit will be laid in the county in which the district is located and that, if the district is successful in the suit, the court may order reimbursement of the district’s attorney’s fees and court costs in such amount as the court deems reasonable. The contract will contain a proviso requiring the contractor to prohibit any of its employees who has ever been convicted of or pled guilty to any of the child-related felonies from working where he/she has contact with public school children. The contract will also provide that failure to comply with this requirement is grounds for immediate termination of the contract.

Prevailing Wage:

All Public Works contracts fall under the State Prevailing Wage Law, RCW Chapter 39.12. All contractors must comply with these requirements.

Bonds and Insurance:

Each contractor will provide a certificate of insurance and performance and payment bonds prior to commencing work for the district, except as may otherwise be authorized by RCW 39.08.030. Performance and payment bonds will be in the amount 100 percent of the contract amount including sales tax. The contractor will purchase a Commercial General Liability Insurance Policy that will protect the district and the contractor from claims which may arise out of or result from the contractor’s operations. This insurance will be written for not less than the limits required by the Districts’ contract documents or $1,000,000, whichever is greater. For public works projects between $50,000 and $150,000 a performance and payment bond in the full amount of the contract (including sales tax) is required unless an alternate arrangement is approved by the district. If the district authorizes waiving a performance and payment bond 10% retainage will be withheld.

Retainage:

The district will not hold retainage on contracts or purchase orders under $10,000. For contracts or purchase orders between $10,000 and $50,000 the district will hold 5% retainage. For projects between $50,000 and $150,000 the district will withhold 5% retainage if a performance and payment bond is submitted or 10% retainage if the district authorizes waiving a performance and payment bond for the project. For projects over $150,000 the district will withhold 5% for retainage from the moneys earned by the contractor per RCW Chapter 60.28 except as may be specifically authorized by law, including RCW 60.28.011 (6) that allows a contractor to submit a retainage bond for all or any portion of the contract retainage in a form acceptable to the district from a bonding company meeting the standards required by the district.

IV. Alternative Public Works:

GC/CM Contracting Procedure:

1. A GC/CM contract is a contract having a maximum allowable construction cost that is negotiated with a selected firm to provide services during the design phase of a project and to act as construction manager and general contractor during the construction phase of a project per RCW 39.10.210.

2. The GC/CM contracting procedure will be used if and when the Board makes the appropriate statutory determinations and gains the required approvals per RCW Chapter 39.10.

Design-Build Contracting Procedure:

1. A “design-build contract” is a contract between the district and another party in which the other party agrees both to design and build the facility, portion of the facility, or other item specified in the contract per RCW 39.10.

2. The design-build contracting procedure will be used if and when the Board makes the appropriate statutory determinations and gains the required approvals per RCW Chapter 39.10.

V. Cooperative Purchasing

The district reserves the right to purchase through an interlocal agreement with another governmental agency or approved purchasing cooperative as authorized by and consistent with the Interlocal Cooperation Act, Chapter 39.34 RCW 

VI. Competitive Bidding Exemption Approval Process

The Board must determine via resolution the existence of an emergency exempting competitive bidding requirements, stating the factual basis for the emergency, no later than two weeks following the award of the contract.

The determination that any other bidding exemption condition exists will be first considered by the Executive Director of Business Services who may approve such other bidding exemptions up to $100,000 regardless of the funding source. Approval of bidding exemptions over $100,000 requires the approval of the Superintendent. If competitive bidding requirements are waived without a Board resolution, the contract and the factual basis for the exception must be recorded and made open to public inspection immediately following its award.

Adoption Date: August 25, 1993

Revision Dates: June 22, 1994, October 25, 1995, October 22, 2003, July 27, 2005, June 23, 2010, February 12, 2014, March 14, 2018, September 26, 2018, March 24, 2021

Procedure 6220P- Purchasing: Bid Requirements and Contracts

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Form 6220F1- Purchasing: Quote Form

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Form 6220F2- Public Works Overview for Contractors

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Form 6220F3- Public Works Guidelines for Purchasing and Accounting

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Form 6220F4- Federal Purchasing- Annual Self-Certification Form

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Food and Beverage Consumption

The Board recognizes that staff members and others associated with the district are expected to pay for their own food and beverages. However, under certain circumstances when the district is deriving benefit, the district may expend funds for food and beverage consumed by staff and others while in the conduct of district business .

Ceremonies, Dedications and Other Gatherings Open to the Public

Food and non-alcoholic beverages may be served at the district expense for ceremonies, dedications and other gatherings open to the public provided such events serve a public purpose.

Meetings, Workshops, Retreats, Training Session, Interviews and Hearings

Food and non-alcoholic beverages may be served at the district’s expense when a meeting, workshop, retreat, training session, interview or hearing continues through normal mealtime hours and will facilitate the continuance of the session with minimal disruption. Meals for such events should not exceed meal per diem rates as allowed for district travel.

Required Documentation

The following information must be documented on the invoice or receipt to provide justification for reasonable food and beverage consumption while in the conduct of district business:

A. The occasion for incurring expenses (for example: School Board meetings, graduation ceremony, principal interview, etc.);

B. The nature of expenses that were incurred (for example: lunch, refreshments, etc.); and

C. The number of attendees (if a meal is provided include the names of the attendees).

Cross Reference:

• Policy 6213 Reimbursements for Travel Expenses

Classification: Discretionary

Adoption Date: August 25, 1993

Revised Date: March 24, 2021

Policy 6240- Food and Beverage Consumption

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Evaluation of Administrative Staff

Each administrator shall be evaluated annually in order to provide guidance and direction to the administrator in the performance of his/her assignment. The evaluation shall be based on the administrative position’s job description, accomplishment of annual goals and performance objectives, and established evaluative criteria.

Such criteria shall include the following categories: knowledge of, experience in, and training in recognizing good professional performance; capabilities and development; school administration and management; school finance; professional preparation and scholarship; effort toward improvement when needed; interest in pupils, employees, patrons, and subjects taught in school; leadership; and the ability and performance of evaluation of school personnel.

Both staff members involved in the evaluation conference shall sign the written report and retain a copy for their records. The evaluatee shall have the right to submit and attach a written statement to his/her evaluation following the conference.

Legal Reference:

• RCW 28A.405.100 Minimum criteria for the evaluation of certified employees, including administrators—Procedure— Scope—Penalty

Adoption Date: May 26, 1993

Revised: January 28, 2009

Policy 6410- Evaluation of Administrative Staff

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Evaluation of Administrative

Staff Principals and Assistant Principals

Evaluation Process: The evaluation procedure is both formal and informal and may include the following three steps:

• An initial conference conducted by the evaluator with the evaluatee. The initial conference is used by the evaluator and evaluatee to mutually discuss and define expectations related to basic performance as well as goal setting. 
• An interim review conducted by the evaluator with the evaluatee mid year. Others may be conducted, if deemed appropriate, by the evaluator or at the request of the evaluatee. This interim review provides verbal and/or written feedback about the performance progress and goal attainment of the evaluatee 
• An annual evaluation is conducted by the evaluator with the evaluatee. This evaluation provides written information about performance and goal attainment. The Narrative Summary will also be used for planning goals for the next evaluation cycle, if applicable.

Evaluative Responsibilities: The most important factor in any evaluative process is the commitment of the individuals involved to the process. To ensure a meaningful evaluation of performance, the evaluation must be based on factual information. Therefore, individual performances will be evaluated as follows:

• Evaluatee: person being evaluated who provides supportive data to be analyzed/used in the final evaluation.
• Evaluator: immediate supervisor who collects information based on observations, documents provided by the evaluatee, and anecdotal records of other events and/or conversations deemed relevant by the evaluator and who makes the decision regarding the evaluatee’s overall performance outcome. (The principal is the evaluator of assistant principals; the superintendent is the evaluator of principals.)

Revised: May 26, 1993, September 28, 1994, November 9, 1994, October 8, 1997, January 28, 2009

Procedure 6410P- Evaluation of Administrative Staff Procedures

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Administrative Transfer

Any certified staff member employed as a supervisor or administrator shall be subject to transfer at the expiration of his/her employment contract to any administrative or non-administrative position for which the annual compensation is less than the position currently held by the administrator. Such staff member shall be notified in writing of the reason(s) for the transfer and of the position to which he/she will be transferred on or before May 15, or June 1 if the omnibus appropriations act has not been passed by the legislature by May 15.

If written request is made to the board of directors within ten (10) days, the staff member shall be given the opportunity to meet informally with the board in executive session to refute any facts upon which the determination of transfer was made and to support his/her request to reconsider the decision of the superintendent. The board shall render its final decision within ten (10) days of the informal meeting.

School principals are not subject to transfer to a subordinate position after three (3) consecutive years of employment as a principal in the district, or after the first year in the case of a principal who has been employed for three (3) or more consecutive years as a principal in another district in the state of Washington.

Legal References:

• RCW 28A.405.230 Transfer of administrator to subordinate certificated position
• WAC 180-16-231 Assignment of principals and vice principals within the district

Adoption Date: May 26, 1993

Revised: August 28, 1996

Policy 6411- Administrative Transfer

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Professional, Civic and Service Organization Memberships

Administrative staff are encouraged to be members of and participate in professional associations which have as their purposes the upgrading of school administration and the continued improvement of education in general.

Administrative staff are encouraged to be active participants in civic and service organizations in the community. The board of directors believes that the district will benefit from the participation of administrative staff in civic and service organizations in the community because of improved reciprocal understanding and communication between community leaders and district staff. This will lead to increased community support for the schools, school programs that are more responsive to the needs of the community, and opportunities for cooperative support of school and community programs.

Membership fees, travel and meal costs attributable to an employee’s participation in the following civic and service organizations will be paid by the district, subject to the restrictions of this and other district policies:

Snohomish Exchange Club
Snohomish Kiwanis Club
Snohomish Rotary Club
Snohomish Lions Club

The district will pay for participation in any given civic and service organization for no more than twenty (20) employees. No district-paid multiple memberships are permitted, unless the superintendent finds, in writing, that specific employees have a difference in perspective that will provide benefit to the district through their participation in the same organization.

District payment of membership fees and related costs for participation in civic and service organizations is limited to staff in the following positions: Superintendent Principal Assistant Principal Assistant Administrator Executive Director Director The district recognizes that there will be indirect costs attributable to participation in civic and service organizations for employee time. The district encourages full participation in organizations for which it is paying costs, although no employee may act as an officer or take a leadership role in more than one organization for which the district is paying the membership costs. With prior written approval of the superintendent, the district will pay costs associated with attendance at meetings related to membership in civic and service organizations covered by this policy, including conventions.

The district will pay no more than five hundred ($500) dollars per club per year for costs related to membership in a civic or service organization covered by this policy.

The superintendent shall approve, in writing, all requests for district-paid memberships in civic and service organizations covered by this policy. By June 1 of each year, the superintendent shall submit a written report to the board of directors, including the staff and organizations for which membership costs have been paid, the number and circumstances of multiple memberships, the costs attributable to related meetings, and the total costs attributable to this policy. Staff may be reimbursed for travel, meal and other appropriate expenditures related to district-paid membership in civic and service organizations pursuant to district policy No. 5341, Reimbursement for Travel Expenses.

Employees for whom the district pays any membership costs in civic and service organizations may not exert influence on other employees to provide financial contributions or other support to the civic or service organization. Neither may they use the civic or service organization as a forum for lobbying in support of or opposition to political or legislative actions, or the promotion of endeavors in which they may have a direct or indirect financial interest or may acquire a personal benefit or gain.

Cross References:

• Policy Series No. 0000 Strategic Planning
• Board Policy No. 5341 Reimbursement for Travel Expenses

Adoption Date: September 11, 1996

Policy 6430- Professional, Civic and Service Organization Memberships

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Risk Management

The Board believes the district must identify and measure risks of loss due to the damage or destruction of district property or to claims against the district by others claiming to have been harmed by the action or inaction of the district, its officers or staff. A risk management program will be implemented to reduce or eliminate risks where possible, to determine which risks the district can afford to assume and to transfer to an insurance company those risks which the district does not wish to assume or cannot economically afford to assume.

Such program will consider the benefits, if any, of joining with other units of local government for joint purchasing of insurance, joint self-funding, joint self-insuring or joint employment of a risk manager. The Superintendent may assign the primary responsibility for the administration and supervision of the risk management program to a risk management coordinator.

The district will make available to claimants its standard tort claim form. The district may purchase and pay for surety bonds for the Superintendent and other staff in such amounts as the Board will from time to time determine to be necessary for the protection of the district's financial operations. Such bonds may include a deductible proviso not to exceed two percent of the employee’s annual salary.

Legal References:

• RCW 4.96.020 Tortious conduct of local governmental entities and their agents – Claims – Presentment and filing – Contents
• RCW 28A.400.360 Liability insurance for officials and employees
• RCW28A.320.100 Actions against officers, employees or agents of school districts—Defense, costs, fees—Payment of obligation
• RCW 28A.330.100(10) Additional powers of board
• RCW 28A.400.350 Liability, life, health, health care, accident, disability and salary insurance authorized— When Required - Premiums
• RCW 28A.400.360 Liability insurance for officials and employees authorized RCW 28A.400.370 Mandatory insurance protection for employees
• RCW Chapter 48.62 RCW Local government insurance transactions 

Classification: Encouraged

Adoption Date: September 22, 1993

Revised Date: April 24, 1996, March 24, 2021

Policy 6500- Risk Management

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Risk Management Procedures

The Executive Director of Business Services or designee duties include, but are not limited to:

A. Records the identity of the agent and the address of the tort claims agent with the county auditor;

B. Report to the Superintendent or designee situations when he or she feels the district faces the greatest potential liability, the changes they feels should be made to reduce the risk and the estimated cost of such changes;

C. Examine the feasibility of and arrange for in-service education classes for staff in areas where he or she feels risk is great or can be lessened;

D. Assume responsibility for the district’s insurance program;

E. Review annually the insurable value of district’s buildings and equipment and report to the Superintendent or designee;

F. Supervise an annual inventory of all real property and equipment; and

G. Process and make recommendations regarding all claims against the district.

Claims for Damages

A. The district will provide each claimant with instructions for completing the district’s tort claim form;

B. Claimants must submit the standard Tort Claim Form (6500F1); and

C. The claimant must complete all sections of the form, sign the form, and submit it to the Executive Director of Business Services at the Resource Service Center, located at 1601 Avenue D, Snohomish, WA 98290. The business hours are from 8:00am to 5:00pm Monday through Friday, except for authorized holidays.

Adoption Date: May 23, 2022 (Cabinet Approved)

Procedure 6500P- Risk Management Procedures

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Instructions for Completing a Tort Claim Form
General Liability Claim Form
Snohomish School District

• Before filing a Tort Claim, please read these instructions in their entirety.
• Type or print clearly in ink and sign the Tort Claim form.
• Provide all requested information and any available documents or evidence supporting your claim, such as medical records or bills for personal injuries, photos, proof of ownership for property damages or receipts for property values, etc.
• If the requested information cannot be supplied in the space provided, please use additional blank sheets so the claim can be easily read and understood.

The following are examples on how to complete the Standard Tort Claim Form:

Claimant Information:

1. Full Name (John Doe Smith)

2. Current Address (1234 College Drive, Seattle, WA 98178)

3. Different Mailing Address if applicable (PO Box 123, Seattle, WA 98178)

4. Daytime Phone Number (425-776-1234)

5. Evening Phone Number (360-776-1234)

6. Email Address (jsmith@gmail.com)

7. Date of Birth (July 4, 2022)

8. Address at the Time of the Incident (1111 Sector Dr. Lake Stevens, WA 98258)

Incident Information:

9. Date of the Incident (December 25, 2020)

10. Time of Incident (8:00am)

11. Detailed Location of the Incident (In the woods at Name Elementary School)

12. Describe the Incident (Fell in the woods at the Elementary School and twisted my ankle)

13. Describe the Injury or Damage Sustained, Itemize all expenses and losses (broke ankle, Dr. Appt $100, X-Ray $125, etc.)

14. Describe why Snohomish School District is responsible (need to clear the brush for an easy walking path)

15. Names, addresses and phone numbers of Snohomish School District Employees with knowledge of the incident (Julie Smith, 1234 Lane Drive, Snohomish, WA 98290, 360- 221-2222)

16. Names of persons Involved or Witnesses, including their names, address and telephone numbers. Also include a description of their knowledge. For example, if your brother was with you when the alleged incident occurred please include his name, address and phone number, and indicate he witnessed the accident.

17. Treating medical providers, including their names, addresses, telephone numbers, and the type of treatment. If you were treated for personal injury, please include your 6500I 5/22 medical records and bills. (Dr. Joe Smith, 1234 131st Drive, Snohomish, WA 98290, 360- 567-1234, ankle was put in a cast, make sure your medical records and bills are included)

18. Attach receipts, pictures, witness statements or any other document to support your claims allegation.

19. Please provide the dollar amount for your damages, including your time loss, medical costs, property damage, etc. This amount should represent your opinion of the total compensation.

Instructions 6500I- Instructions for Tort Form

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Form 6500F1- Tort Form

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The Board recognizes that safety and health standards should be incorporated into all aspects of the operation of the district. Rules for safety and prevention of accidents will be posted in compliance with OSHA and WISHA requirements. All hazardous chemicals will be identified and properly labeled. Staff members will be trained in the use of these chemicals specific to their respective jobs. Proper records will be maintained to verify that all preventive and safety measures are in place. Injuries and accidents will be reported to the district office and the principal using form 3418F3 (accident/incident report) when appropriate.

The district will have at least one staff member at each school and work site in the district who holds a valid certificate of first aid training or equivalent training. Each school and work site will have first aid supplies readily accessible in a first aid station.

The Superintendent will develop necessary safety and health standards to comply with the Department of Labor requirements.

Legal References:

• Chapter 49.17 RCW Washington Industrial Safety and Health Act

Adoption Date: September 22, 1993

Revised: January 11, 1995, March 11, 1998, May 10, 2023

Policy 6511- Staff Safety

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The principal of each school or supervisor of each work site in the district is responsible for:

1. General Safety

a. Maintaining a log and summary of all recordable occupational injuries and illnesses occurring at the work site (a recordable occupational injury or illness is any injury or illness that results in an occupational fatality, lost workdays, need for transfer to a new job, or medical treatment beyond first aid.)

b. Providing training programs to improve the skill and competency in the safe use of powered materials handling equipment, use of machine tool operations, use of toxic material, and operation of utility systems prior to assignment to jobs involving such exposures.

c. Implementing an accident prevention program that describes how to report unsafe conditions, how to use protective equipment, how to respond to emergencies and how to report injuries.

d. Forming a safety and health committee composed of representatives of management and employees, that will review safety and health inspections to assist in correction of identified unsafe conditions or practices and to evaluate accident investigations and recommend improvements where needed (minutes of the committee will be recorded and will be retained for one year.)

e. Report any safety concerns using form 6511F1.

f. Maintaining a safety bulletin board sufficient in size to post and display safety bulletins, newsletters, posters, accident statistics and other safety educational material.

g. Assuring that a person who holds a valid certificate of first aid/CPR training is present or available at all times.

h. Maintaining a well-marked first aid station

i. Furnishing a workplace free of safety hazards and containing such safety devices and safeguards as are consistent with Labor and Industries requirements. 

j. Providing emergency preparedness training for all employees; posting emergency evacuation maps throughout the building; maintaining an emergency/disaster preparedness plan.

2. Worker's Right to Know (chemical hazards)

a. Preparing and maintaining an up-to-date list of hazardous chemicals present at each site.

b. Labeling hazardous chemicals at each site.

c. Photocopying or purchasing any required hazard warnings.

d. Replacing missing, unreadable, or incorrect labels.

e. Requiring Material Safety Data Sheets (MSDS) for all incoming chemicals.

f. Updating MSDS files and distributing them to supervisors. A current copy of the MSDS files will be located in each school building office.

g. Maintaining easily accessible MSDS files and making MSDS's available to staff members.

h. Training staff members at time of initial assignment or whenever a new hazard is introduced.

i. Preparing a training manual that immediate supervisors can use to create training sessions specific to their site.

j. Maintaining records that show employees have received training and information.

Adoption Date: January 11, 1995

Revised Date: May 10, 2023

Procedure 6511P- Staff Safety Procedures

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Form 6511F1- Report of Safety Concerns

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Exposure Control Plan

Immunizations

In order to safeguard the school community from the spread of certain vaccine-preventable diseases and in recognition that prevention is a means of combating the spread of disease, the board strongly urges that school staff members provide evidence of immunity against certain vaccine-preventable diseases. The following immunizations are recommended for school staff: Measles, mumps, rubella (MMR), varicella (chickenpox), hepatitis B, diphtheria, tetanus, and pertussis (Tdap and Td); and influenza (flu). Staff members born before 1957 need not provide evidence of immunity to measles; these individuals are considered naturally immune.

In the event of an outbreak of a vaccine-preventable disease in school, the local health officer has the authority to exclude a susceptible staff member. A staff member who is excluded is not eligible to receive sick leave benefits because of the exclusion itself. To qualify for benefits, he/she must be ill or temporarily physically disabled, or is otherwise provided for in a collective bargaining agreement.

Infectious Disease Reporting

A staff member who knowingly has contracted a medically-diagnosed reportable disease as defined by the Snohomish Health District that could be transmitted in the school setting is expected to notify the superintendent or designee immediately. A reportable disease must be reported to the local health officer.

Exclusion Due to Serious Illness

A staff member who has contracted a contagious disease may be excluded from school by written order of a local health officer. The order should set the terms and conditions for excluded staff to be readmitted.

Infection Control Program

The Superintendent or designee will evaluate all job duties of district employees to determine which employees have reasonably anticipated on-the-job exposure to blood or other potentially infectious material. The district will maintain a list of job classifications where employees have reasonably anticipated exposure to blood or other potentially infectious material.

The district will provide annual training to employees with reasonably anticipated exposure to blood or other potentially infectious material. All employees will receive district provided training on HIV/AIDS and hepatitis B within six months of initial employment.

Employee medical records, including those related to vaccination status and occupational exposure, will be kept in strict confidence and will not be disclosed or reported to any person without the employee’s written consent, except as required by regulation or law. The records will be kept for the duration of the employee’s employment, plus thirty years.

The district will also keep records that employees have received appropriate training regarding exposure to blood or other potentially infectious material and HIV/AIDS.

Cross References:

• Board Policy 3414 Communicable diseases—students

Legal References:

• RCW 70.24.290 Public School Employees – Rules for AID Education and Training
• Chapter 246-110 WAC 246 Contagious disease - School districts and day care centers
• Chapter 296-823 WAC Occupation exposure to Bloodborne pathogens
• Chapter 392-198 WAC Training—school employees—HIV/AIDS
• WAC 296-802-20005

Adoption Date: January 13, 1993

Revised: November 9, 1994, January 23, 2002, April 28, 2004, July 11, 2018

Policy 6512- Exposure Control Plan

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Exposure Control Plan Procedures

Immunization

Staff members, including substitutes, student teachers and volunteers, are encouraged to complete an Immunization History form to be placed on file at the district office. The following immunizations are recommended for school staff: measles, mumps, and rubella (MMR); varicella (chickenpox); hepatitis B; diphtheria, tetanus, and pertussis (Tdap and Td); and influenza (flu).

In the event of an outbreak of a contagious disease, including vaccine-preventable diseases, in school, the local health officer has the authority to exclude from schools, any school staff who are infectious, or exposed and susceptible to the disease. Susceptible means a person who has no immunity to an infectious agent. A staff member who is excluded is not eligible to receive sick leave benefits unless he/she is ill or physically disabled or is otherwise provided for in the collective bargaining agreement.

If a staff member needs to be vaccinated, he/she should contact a personal physician or clinic. Some vaccines may also be available at a nominal cost from the County Health Department.

Exposure Control Plan

The District's exposure control plan will be consistent with WAC 296-823. Occupation exposure to Bloodborne Pathogens and the Guidelines for Implementation of School Employee Training on HIV/AIDS and Other Bloodborne Pathogens published by the Superintendent of Public Instruction.

All employees with reasonably anticipated on-the-job exposure to blood or other potentially infectious material will be identified. Potentially infectious human body fluids are blood, semen, vaginal secretions, cerebrospinal fluid, synovial fluid, pleural fluid, pericardial fluid, amniotic fluid, saliva in dental procedures, any body fluid that is visibly contaminated with blood and all body fluids in situations where it is difficult to differentiate between body fluids. Examples of employees with reasonable anticipated risk of exposure include, but are not limited to:

• Teachers of physical education;
• Teachers and aides providing care to students with potential exposure to blood (e.g. preschool students, students with development delays, or students with significant behavior issues);
• Staff who work with students who behave aggressively (biting, scratching) or have special medical problems that increase the risk of exposure to his/her blood or serious secretions;
• Speech Language Pathologists or therapists providing therapy to students who have potential exposure to blood, aggressive behavior, or special medical problems.
• Secretaries I & II (with health room responsibilities);
• Nurses who provide physical care in which blood or blood-tinged body fluids are present (suctioning, first aid, injections, etc.); 
• Para-educators with health room responsibilities;
• Bus drivers who transport students with potential exposure to blood and/or staff who provide first aid to students;
• Custodians who clean and dispose of bodily wastes from classrooms or first aid rooms, or who police areas with contaminated wastes (broken glass, discarded drug paraphernalia, etc.);
• Coaches, assistants, and athletic trainers who provide first aid; 
• Other persons deemed appropriate by the Superintendent.

However, individual job duties must be evaluated when determining those employees with risk of exposure to blood or potential infectious material. The district will maintain a list of job classifications with reasonably anticipated exposure to blood or other potentially infectious material.

All employees whose jobs involve a reasonably anticipated exposure to blood or other potentially infectious material will be offered the hepatitis B vaccine at the district's expense.

If an employee has a specific exposure to blood or other potentially infectious material and reports the exposure incident, the district will provide a free and confidential post-exposure medical evaluation and follow-up administered by or under the supervision of licensed health care professional. Any necessary post-exposure treatment, as recommended by the United States Public Health Service, will be provided.

Employees with reasonably anticipated exposure to blood and other potentially infectious material in the performance of their job duties will participate in district-provided training annually. The training will include:

• An accessible copy of WAC 296-823 and an explanation of its contents;
• A general explanation of the epidemiology and symptoms of bloodborne diseases; 
• An explanation of modes of transmission of blood borne pathogens; 
• An explanation of the use and limitations of methods that will prevent reduced exposure, including equipment and safer medical devices, work practices, and personal protective equipment;
• Information about personal protective equipment, including the types, proper use and limitations, location, putting it on and taking it off, handling, decontamination, and disposal;
• Information on the hepatitis B vaccine, including its effectiveness, safety, method of administration, and benefits of being vaccinated; 
• Information about what actions to take and persons to contact when exposure to blood or other potentially infections materials occur outside the normal scope of work;
• A description of procedures to follow if an exposure incident occurs, including the method of reporting the incident and the medical evaluation and follow-up that will be available;
• An explanation of signs, labels, tags and color coding used to designate biohazards; • An explanation of the district's exposure control plan and how to obtain a copy; and
• How to identify tasks and activities that may involve exposure to blood or other potentially infectious material;

The training will be provided by a qualified person and will include opportunities for questions.

The district will provide training to all employees regarding HIV/AIDS. The training will be provided within six months of initial employment. The training will include: • History and epidemiology of HIV/AIDS;

• Methods of transmission of HIV; 
• Methods of prevention of HIV infection including universal precautions for handling body fluids;
• Current treatment for symptoms of HIV and prognosis of disease progression;
• State and federal laws governing discrimination against persons with HIV/AIDS; and
• State and federal laws regulating the confidentiality of a person's HIV antibody status.

Significant new discoveries or changes in accepted knowledge of transmission, prevention, and treatment for HIV/AIDS will be provided to employees within one calendar year of notification from the Superintendent of Public Instruction, unless the Department of Health notifies the district that the information is of such and emergent nature that a prompter dissemination of the information is required.

The District will maintain medical records for each employee who has experienced an occupational exposure that includes:

• The employee's name and social security number; 
• A copy of the employee's hepatitis B vaccination status, including the dates of all hepatitis B vaccinations; 
• Any medical records related to the employee’s ability to receive vaccinations; 
• The hepatitis B declination statement; 
• Examination results, medical testing and follow-up procedures related to post-exposure evaluations; 
• The health care professional's written opinion following exposure; and
• A copy of information provided to the health care professional as required.

Employee medical records will be kept confidential and will not be disclosed or reported to any person without the employee’s written consent, except as required by regulation or law. The District will maintain the required records for at least the duration of the employment plus thirty years.

The district will also keep records of training sessions including the dates, the contents of a summary of the training sessions, names and qualifications of the trainers, and names and job titles of employees attending the training. These records will be kept for three years from the date of the training.

Revised: March 17, 1993, November 9, 1994, December 11, 1996, April 28, 2004, July 11, 2018

Procedure 6512P- Exposure Control Plan Procedures

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Form 6512F1- Hepatitis Immunization Form

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Form 6512F2- Exposure Incident Form

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Form 6512F3- Hepatitis Exposed Employee Consent Form

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Form 6512F4- Post-Exposure Evaluation Form

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Form 6512F5- Hepatitis B Exposure Incident Form

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Form 6512F6- Staff Immunization History Form

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Hepatitis B Exposure Incident- Student Form

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Form 6512F8- Release of Information Regarding HIV- Staff Form

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Insurance

All insurance programs of the district will be managed as part of the district’s risk management program.

A. Liability Insurance

The district will maintain sufficient liability insurance to protect it against claims for the negligent or wrongful acts of its staff or agents. The amount and terms of such insurance protection will be reviewed annually as part of the district's risk management program.

The Board will hold individual Board members, administrators, staff or agents of the district harmless and defend them from any financial loss, including reasonable omission complained of the individual so indemnified was acting within the scope of his/her responsibilities or employment and in compliance with the policies and procedures of the district.

The district will provide its staff with insurance protection while they are engaged in the maintenance of order and discipline and in the protection of students, other staff and property. Such insurance protection must include liability insurance covering injury to persons and property and insurance protecting staff from loss or damage of their personal property incurred while so engaged.

A member of the Board of Directors or the Superintendent is immune from civil liability for damages for any discretionary decision or failure to make a discretionary decision within his or her official capacity, but liability will remain on the district for the tortious conduct of the board members and superintendent. The Superintendent will obtain errors and omissions insurance in the amounts deemed necessary by the Board.

B. Property Damage Insurance

The district will maintain a comprehensive insurance program which will provide adequate coverage, as determined by the board, in the event of loss or damage to school buildings and/or equipment, including motor vehicles.

C. Staff Insurance

The district will develop and maintain an effective program of insurance for its staff. Such programs may include, but are not limited to, unemployment compensation, industrial accident, and/or injury insurance, liability, and medical insurance.

D. Unemployment Insurance

The district will participate in the program lawfully available for fulfilling its unemployment insurance obligation that is most financially and administratively efficient. Staff eligible under the terms of the unemployment compensation pool agreement with the educational service district will be provided with the unemployment benefits to which they are entitled. The district will maintain the records required by the state employment security department and retain them for not less than four (4) years.

E. Workers’ Compensation

The Snohomish School District is self-insured through the Puget Sound Workers Compensation Trust for the purpose of providing industrial insurance benefits to employees who sustain job-related injuries or occupational diseases. The trust has been approved by Washington State Department of Labor and Industries to administer industrial insurance benefits. Employees of a self-insured business have the same rights and responsibilities as other workers insured through the state of Washington.

Employees are protected in two ways:

1. Medical costs resulting from job related injuries or diseases are paid under the claim; and

2. Injured employees are paid a partial wage replacement while off work due to job-related injury or disease under the claim when certified off work by their doctor.

When an employee is injured on the job and is unable to perform their duties as a result of an on-the-job injury or occupational disease and certified off work by a doctor, the employee may elect to use leave as follows (provided the employer does not elect to keep the employee on full salary through means other than use of accrued leave):

1. Choose unpaid leave, thus receiving only his or her entitled temporary total disability (TTD) benefits, or

2. Elect to use a full day of accumulated leave (sick, annual or other similar benefit) in addition to their entitled TTD benefits, or

3. Elect to use a proportionate share of accumulated leave to make up the difference between the workers’ compensation payments and the employee’s regular pay at the time of injury.

The Superintendent or designee will develop procedures to assure the legal administration of workers’ compensation benefits.

Cross Reference:

• Policy 2151 Interscholastic Activities
• Policy 6540 School District’s Responsibility for Privately-Owned Property
• Policy 6500 Risk Management

Legal Reference:

• RCW 4.24.470 Liability of officials and members of governing body of public agency – Definitions
• RCW 4.96.010 Tortious conduct of local government entities -_ Liability for damages
• RCW 28A.320.060 Officers, employees or agents of school districts or educational service districts, insurance to protect and hold personally harmless
• RCW 28A.335.100 Actions against officers, employees or agents of school district and educational service districts – Defense, costs, fees – Payment of obligation
• RCW 28A.400.350 Liability, life, health, health care, accident, disability and salary insurance authorized–– Premiums
• RCW 28A.400.370 Mandatory insurance protection for employees RCW 50.20.050 Disqualification for leaving work voluntarily without good cause
• RCW 50.44.030 Political subdivisions, instrumentalities of this state and other state
• RCW 50.44.050 Benefits payable, terms and conditions – “Academic year” defined
• RCW 51.32.090 Temporary total disability – Partial restoration of earning power – Return to available work – When employer continues wages – Limitations 29
• U.S.C. 1161-1168 Consolidated Omnibus Budget Reconciliation Act
• Chapter 296-15 WAC Worker’s compensation self-insurance rules and regulations

Classification: Priority

Adoption Date: September 22, 1993

Revised Date: January 13, 2021

Policy 6530- Insurance

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Insurance Procedures

Workers’ Compensation Claim Management

Scope: To provide guidelines for supervisors, employees and the district Payroll Department to ensure that workers’ compensation claims are reported accurately and in a timely manner in order to provide any benefits due to injured workers and allow for appropriate claim management.

• All employees are required to immediately report any work-related injuries or occupational illnesses to their supervisor. Accident/Incidents should be reported no later than twenty-four (24) hours after the event. If medical attention is sought from a medical provider , the employee must provide Payroll with documentation received from their medical professional. The employee will not be able to return to work until proper documentation has been received. The district reserves the right to assign a primary medical provider for job-related injuries/illnesses.
• The supervisor is responsible for completing the supervisor accident investigation section of the online accident/ incident report forms and completing the on-site investigation of job-related incidents.
• The Puget Sound Workers Comp Trust will be responsible for maintaining the OSHA 200 Log and the Payroll Department will keep a claim file for all industrial injuries/ illnesses.
• The injured employee must provide Payroll with Activity Prescription Form (APF) and Physicians Initial Report (PIR) for release of medical information to establish the employee’s present medical status and progress toward recovery.
• In the event any worker sustains a serious injury requiring immediate hospitalization, or when there are questionable issues about a worker’s compensation claim, the supervisor should call the Payroll Department and Human Resource Services Department immediately.
• Any employee who is off work beyond the date of injury, due to illness or injury, and is treated at a medical facility (i.e., hospital or doctor’s office) must have a release from the attending physician allowing the employee to return to work. Employees who fail to obtain a release from the attending physician will be denied work until a release is obtained
• Employees may be entitled to workers’ compensation benefits if they are unable to return to work within three (3) calendar days following a job-related injury/illness. Compensation begins on the fourth day. Workers’ Compensation benefits are not paid for the first three (3) calendar days after a work-related injury, unless the employee is absent more than fourteen (14) consecutive calendar days following the accident.
• The district permits employees who accrue sick leave to use the accrued sick leave to make-up the difference between workers’ compensation and regular pay. The intent is to enable the employee to draw full pay during the absence due to injury on the job. An employee may request, in writing, at any time, that sick leave not be used to supplement workers’ compensation payments.
• An employee may request, in writing, to use accrued vacation or personal leave days to make-up the difference between compensation and regular pay in the same manner as using prorated sick leave. When an employee requests to use prorated vacation or personal leave days during a period of compensation, which is also covered by sick leave allocation, the prorated sick leave allocation will cease.

Medical Insurance

Medical insurance benefits will be administered by the State of Washington Health Care Authority under the School Employee Benefits Board (SEBB). The district will follow the guidelines established for the SEBB program under WAC 182-30.

The Health Care Authority may add, change or update the SEBB program benefit options and plans each year.

When a staff member is on leave and the staff member's accumulated paid leave has been exhausted, the district will notify the staff member that the paid leave has been exhausted. The district will provide information on the employee’s eligibility for benefit continuation and, if eligible, instructions on how they can continue insurance benefits, premium cost and the payment due dates.

Insurance Benefits – Annual Twelve (12) Month, Non-Represented Classified Employees

Pursuant to RCW 28A.400.210, employees are potentially eligible to participate in the VEBA Sick Leave Conversion Medical Reimbursement Plan (the “Plan”). The availability of the plan will be determined by the Superintendent on an annual basis, be conditioned on the consent of all members of the designated group and apply to all accumulated sick leave at retirement or separation, if eligible. All members of the group will execute an agreement in which each of them agrees to indemnify the District and hold it harmless from any loss, liability, or damages that may arise from the District making the payments required by the Plan and in which the employee acknowledges that the District makes no representation as to the suitability of the Plan for any participant, as to the tax consequences of the Plan, or as to the ability of the plan sponsor to meet its obligations under the Plan.

Adoption Date: August 28, 1996

Revised Date: August 27, 1997, January 13, 2021, November 1, 2021

Procedure 6530P- Insurance Procedures

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Data Management

The Superintendent or designee is authorized to enter into a contract with the Washington School Information Processing Cooperative (WSIPC) to purchase a student information system, equipment, networking and software for the management of the K-12 education statewide network system.

The district will maintain, archive, and destroy data and other records in accordance with the Washington State Archives Local Government Common Records Retention Schedule.

Property Records

Property records and inventory records will be maintained on all land, buildings and physical property under the control of the district.

Property purchased in whole or in part with federal funds will be inventoried at least every two years. The inventory will include the serial number of the item, its costs and the percentage of federal funds used to purchase it.

Theft sensitive items (e.g. computers, printer, projectors, tools, or other electronic devices) will be inventoried annually and will be signed out to staff and students. Sign-out records will also be maintained.

At the end of each school year staff will inventory the theft sensitive items in their work area. A randomly selected ten percent of those inventories will be double-checked by an employee of the business office.

Property records of facilities will be maintained on an ongoing basis. No district property will be removed or loaned for personal or non-school use.

Capital Asset records will show, as appropriate to the item recorded, the following:

A. Description of the property ;

B. A serial number or other identification number (equipment may be identified with a permanent tag that provides appropriate district and equipment identification);

C. Source of property;

D. Who hold title if applicable;

E. Manufacturer;

F. Year of purchase;

G. Initial cost;

H. Percentage of federal participation in the cost of the property;

I. Location; 

J. Condition ;

K. Current valuation in conformity with insurance requirements; and

L. Disposition data including date of disposal and sale price of the property.

Cross References:

• Board Policy No. 3231 Student Records
• 4040 Public Access to School District Records
• 6801 – Capital Assets- Theft-Sensitive Assets
• 6955 - Maintenance of Facilities Records

Legal References:

• RCW 40.14.010 Definition and Classification of Public Records
• RCW 42.56.070-080 Public Records Act – Documents and indexes to be made public; Facilities for copying- Availability of public records
• 34 C.F.R. § 80.32 Uniform administrative requirements for grants and cooperative agreements to state and local governments – Equipment School Districts and Educational Service Districts Records Retention Schedule

Classification: Encouraged

Adoption Date: September 22, 1993

Revised: April 22, 1998, August 10, 2022, August 23, 2023

Policy 6570- Property and Data Management

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Transportation

The district may provide, transportation to and from school for any student living in the district:

1. Whose residence is beyond the one-mile radius from the school to which the student is assigned; or

2. Whose walking route to school is determined to be hazardous by the district through the state walk area evaluation process; or

3. Whose disability as defined by state standards, prevents the student from walking or providing for the student’s own welfare while walking; or

4. Who has another compelling and legally sufficient reason to receive transportation services.

At the request of an eligible student, the district may allow the student to transport their infant on a school bus or other student transportation vehicle provided by the district. The infant must be transported in a rear-facing child restraint system as defined in the federal motor vehicle safety standards found in 49 C.F.R. § 572.213. If the district denies the student’s request to transport their infant by school bus, the district must authorize other arrangements for individual transportation in accordance with RCW 28A.160.030. For purposes of this paragraph, “eligible student” means any student served by the transportation program of the district or compensated for individual transportation arrangements authorized by RCW 28A.160.030 whose route stop is outside the walk area for a student’s school, except if the student to be transported is disabled under RCW 28A.155.020 and is either not ambulatory or not capable of protecting their own welfare while traveling to or from the school or agency where special education services are provided, in which case no mileage distance restriction applies.

The district’s transportation program will comply in all ways with state law and regulation. Transportation services of the district may include approved bus routes, district-approved field trips, school activities (participants only) and extracurricular activities (rooters). The Superintendent or designee is authorized to permit a parent of a student enrolled in school to ride a bus when excess seating is available and private or other public transportation is not reasonably available.

The Board may authorize children attending an approved private school to ride a school bus provided that the bus route and stops are not altered, space is available, and a fee to cover the per seat cost for such transportation is collected. 

Routes and Schedules

The Superintendent or designee will be responsible for scheduling bus transportation, including the determination of routes and bus stops as well as overseeing the transportation program.

The purpose of bus scheduling and routing is to achieve maximum service with a minimum fleet of buses in so far as this is consistent with rendering safe and reasonably equal service to all students entitled to such service. The Board may authorize the use of a district-owned passenger car in lieu of a bus for transporting students to and from school.

In order to operate the transportation system as safely and efficiently as possible, the following factors will be considered in establishing bus routes:

A. Where an alternate route may be considered without sacrifice of efficiency or economy, preference will be given to that route more directly serving the largest number of students; and

B. Location of bus stops may be determined by such factors as student safety, economy and efficiency. Students may be required to walk up to one mile from their home to their bus stop provided that the walking route is safe; and

C. School schedules will be adjusted to allow maximum utilization of each bus in the system by alternating elementary and secondary trips.

The district will apply for state transportation apportionment funds and will maintain the records required to obtain such funding.

Emergency Routes and Schedules

The district will develop emergency bus routes and schedules to be used when weather conditions make the usual routes impassable or, in the Superintendent's or designee’s judgment, too hazardous. At the beginning of the school year, copies of emergency routes and schedules will be distributed to parents with instructions on how to obtain emergency information.

If roads are closed to buses but not to private vehicles, the district may continue to operate the instructional programs of the schools without providing bus transportation until the roads are again open to buses.

Cross Reference:

• Policy No. 6605 Student Safety – Walking, Biking and Riding Buses

Legal References:

• RCW 28A.160.020 Authorization for private school students to ride buses – Conditions
• RCW 28A.160.030 Authorizing individual transportation or other arrangements
• WAC 392-141 Transportation – State allocation for operations
• WAC 392-172A-02095 Transportation (Special Education)
• RCW 28A.160 Student Transportation allocations – Definitions
• RCW 28A.160.240 Transportation of infants Classification: Encouraged

Adoption Date: September 22, 1993

Revised Date: March 12, 1997, February 8, 2023

Policy 6600- Transportation

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Transportation Procedures

Route Guidelines

Routes should be established so as to:

A. Avoid, whenever possible, left-hand turns when entering or exiting high speed roadways;

B. No students are required to cross a four-lane road;

C. Minimize stopping on multi-lane roads, unless the bus can get completely off the road;

D. Avoid, if possible, crossing railroad tracks;

E. Provide transportation to students who live within the distance specified for state funding from school or who would have to walk on a roadway declared unsafe by the Board;

F. Deliver students to their school no more than thirty (30) minutes before school starts. Note: It is desired that students arrive at school approximately ten (10) minutes of starting time;

G. Pick up students at school as close as possible to dismissal time, unless a delay is caused by a double run, or another guideline. In that case, students should be picked up within no more than thirty (30) minutes;

H. Allow for a minimum "dead head" time between runs to minimize standby time between runs;

I. Avoid travel on dead end roads, unless there is an ample, safe area in which a bus can turn around, without backing;

J. Fill each bus to rated capacity, provided that it is economically feasible and within the other routing guidelines;

K. Have minimum overlap or duplication in bus routes serving the same school; and

L. Avoid travel on private roads, drives or property, on unimproved roads (not surfaced to county/city standards), or roads which are in such bad condition as to cause damage to a bus.

Bus Stop Guidelines

Bus stops will be established which:

A. Are frequent enough so students do not have to walk more than one (1) mile to and from the bus. Bus stops may be more frequent when the road has been declared unsafe for walking;

B. Are located where students can stand a safe distance from the road;

C. Allow, where possible, the bus to get completely off of the road;

D. Provide at least 500 feet on 35-mile-per-hour roadways, and 800 feet on 50-mile-perhour roadways of unobstructed visibility, both ways;

E. Require as few students as possible to cross roadways with no students crossing multiple lane roads and highways; and

F. Are located where no damage is likely to occur to private property and where the number of students waiting does not create unsafe conditions and/or situations.

Adoption Date: February 8, 2023

Procedure 6600P- Transportation Procedures

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Student Safety - Walking, Biking and Riding Buses

The District will have a school trip safety plan that addresses bus safety, walking and biking routes, vehicle access to the school, circulation and parking at the school, pedestrian circulation on and around the school campus and safety education and enforcement.

A. Bus Safety

The Superintendent will develop written rules establishing the procedures for bus safety and emergency exit drills and for student conduct while riding on buses.

The bus driver is responsible for the safety of his/her passengers, particularly for those who cross a roadway after leaving the bus. No bus driver will order or allow a student to disembark at other than his/her customary boarding or alighting place, unless so authorized by the Superintendent or designee. In order to assure the safety of all, the bus driver may hold students accountable for their conduct during the course of transportation and may recommend corrective action against a student. Bus drivers are expressly prohibited from using corporal punishment. Bus drivers are expressly prohibited from allowing anyone to Board the bus who is not a student, or a person authorized to ride the bus by the Superintendent or his /her designee(s).

When a teacher, coach or other staff member is assigned to accompany students on a bus, such person will be primarily responsible for the behavior of the students in his/her charge. The bus driver will have final authority and responsibility for the behavior of students on the bus and will l report/refer incidents to the principal of the school where students attend. When the District utilizes charter buses or excursion carriers, the driver will not have unsupervised access to children and the children will be supervised by a responsible employee of the District. Every contract between the School District and charter bus or excursion carrier will contain a carrier profile from the Washington utilities and Transportation Commission.

B. Emergencies

In the event of an accident or other emergency, the bus driver will follow the emergency procedures developed by the Superintendent. A copy of the emergency procedures will be located in each bus. To ensure the success of such emergency procedures, each bus driver will conduct an emergency evacuation drill within the first six weeks of each school semester. The District will conduct such other drills and procedures as may be necessary.

C. Student Conduct on Buses

The Superintendent or designee will establish written rules of conduct for students riding school buses. Such rules will include as a minimum the requirements of WAC 392-145-016 and will be reviewed annually by the Superintendent and revised if necessary. If the rules are substantially revised, they will be submitted to the Board for approval. A copy of the rules of conduct for students riding buses will be provided to students at the beginning of the year. The classroom teacher and/or bus driver will review the rules with the students at or near the beginning of each school year.

A copy of the rules will be posted in each bus and will be available upon request at the District office.

Cross References:

• Policy No. 3241 Student Discipline

Legal References:

• RCW 28A.600.010 Enforcement of rules of conduct—Due process guarantee—Computation of days for short-term and long-term suspensions
• RCW 46.61.385 School patrol – Appointment – AuthorityFinance – Insurance
• WAC 392-144 School Bus Driver Qualifications
• WAC 180- 392-400 School District rules defining misconduct— Distribution of rules
• WAC 392-145-021 General operating regulations
• WAC 392-145-016 Rules for students riding school buses
• WAC 392-144 School Bus Driver Qualifications

Classification: Priority

Adoption Date: September 22, 1993

Revised Date: August 22, 2018

Policy 6605- Student Safety, WAlking, Biking and Riding Buses

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Student Conduct on Buses

Overview

If the transportation system of the Snohomish School District is to function safely and effectively, parents and students must assume an obligation to the program and to the people responsible for its operation; primarily to the drivers of the buses. This obligation involves an understanding of the basic rules for school bus riders and a cooperative endeavor to see that these rules are followed. The Snohomish School District views the bus as an extension of the classroom. Therefore, the expectations we have for classroom and school behavior are applicable to bus behavior.

All students in the Snohomish School District who ride a school bus to and from school and on special activity trips are subject to rules and regulations as published by the State Superintendent of Public Instruction, the chief of the Washington State Patrol, the Director of Highways, and the Snohomish School District Board of Directors. These rules pertain to regular bus drivers, substitute drivers and all passengers while on the bus. Riding a Snohomish School District bus is a privilege extended to all students of the district commensurate with the following specific guidelines and rules. This privilege may be withdrawn for violation of these rules.

Guidelines

Any misconduct by a student, which in the opinion of the bus driver or bus supervisor, is detrimental to the safe operation of the bus will be sufficient cause for the principal to suspend the transportation privilege.

Rules of conduct for students riding buses:

1. Students will obey the driver and any aide assigned to the bus by the District. The driver is in full charge of the bus and passengers and will be obeyed. If an aide is assigned to the bus by the District, he/she will be primarily responsible for the safe student conduct on the bus. When transporting classes or teams, the teacher or coach will be primarily responsible for the behavior of the students. Students will obey both the driver and the aide, teacher, coach or other staff member.

2. Board bus when the driver indicates that it is safe for you to do so. Always cross in front of the bus. Students will never cross the roadway behind a bus.

3. Students will ride only their regularly assigned bus and leave the bus at their regular stop unless with a bus pass or authorized by the school District. To ride another bus or get off at a different stop requires parent/guardian permission and authorization of the school. 

4. Students will get on/off the bus in an orderly manner and will obey the instruction of the driver or school safety patrol on duty. There will be no pushing and shoving when boarding or leaving the bus. Once off the bus, students will adhere to rules for pedestrians.

5. Students will stand away from the roadway curb when any bus is approaching or leaving a stop.

6. Students going to and from their bus stops where there are no sidewalks will walk on the left-hand side of the roadway facing oncoming traffic. Students will go directly to their home after leaving the bus.

7. Students will not extend any part of their body out of bus windows at any time.

8. Students will not open bus window without the driver’s permission.

9. Aisle ways must be clear including books, personal belongings and body parts

10. Students will not carry or have in their possession items that can cause injury to passengers on the bus. Such items include, but are not limited to, sticks, breakable containers, weapons or firearm, straps or pins protruding from clothing, large, bulky items which cannot be held or placed between legs, etc.

11. Students will not have animals on buses, except for an approved animal providing assistance to a disabled student.

12. Students assigned seats will use only that seat unless permission to change is authorized by the driver.

13. Students will go directly to a seat once inside the bus and remain seated at all times unless the driver instructs otherwise.

14. Students will observe rules of the classroom conduct while riding on buses. Noise will be kept down to avoid distracting the driver. Students will refrain from the use of obscene language or gestures.

15. Students will refrain from talking to the driver unless necessary.

16. Students will remain quietly seated, not exhibit disruptive behavior and turn off all noise-making device at highway rail grade crossings.

17. Students will not smoke, vape, or ignite lighters or matches on buses.

18. Students will not eat on buses, except when specifically authorized and supervised by an accompanying teacher, coach or other staff member. Buses will be kept clean.

19. Students will not sit in the driver’s seat or to the immediate right or left of the driver.

20. Students will use seat belts on buses when available.

21. Students will follow emergency exit drill procedures as prescribed by the driver.

22. Students will not tamper with emergency doors or equipment.

23. Parents of students identified as causing damage to buses will be charged with the cost of the incurred damage. Students causing the damage may be suspended from transportation.

24. Student misconduct will constitute sufficient reason for suspending transportation privileges.

25. Students will be at the bus stop five (5) minutes before scheduled arrival time and be accountable for their action. Students will follow proper load and unload procedures.

26. When the driver asks, “may I have your attention please”, all eyes on the driver and remain silent.

27. Seat to seat, back to back.

28. Leave valuables at home.

29. Respect yourself others and property.

Disciplinary Procedures:

Principals are responsible for correcting students whose abusive behavior results in a busincident report or violates the rules above.

The principals will receive written reports from the bus drivers or transportation supervisor. The principal will insure that students comply with the specified regulations. Principals will maintain open lines of communication among school officials, bus drivers and the transportation department.

When waiting for a bus, or going to and from a bus stop, students are responsible for conducting themselves according to the social and legal mores that apply to adults in public. That is, they must not abuse or cause damage to private or public property; they must not use obscene language or gestures; they must not engage in criminal activity. Failure to adhere to these standards may result in formal complaints by citizens which may be forwarded to principals for possible corrective action.

Abusive behavior on part of a student riding a bus may result in a written report when, in the opinion of the driver or bus supervisor, there has been an infraction of the rules applicable to student conduct. The written report is the primary means by which a driver or bus supervisor communicates a student’s conduct to the school and transportation department. This report, in most cases, reflects an infraction of rules which is repeated by the student after his/her having received previous oral warnings from the driver or bus supervisor. In order for drivers and bus supervisors to effectively maintain control on their buses, it is expected that action be exercised by principals when receiving such a report.

When a student’s conduct constitutes an infraction of the rules, the driver or bus supervisor will complete a written report on the student describing the incident or damage that occurred. The driver or bus supervisor will provide the student with a copy of the report, and the original report to the principal and submit a copy to the transportation supervisor. The copy of the report concerning special education students will be given to the principal for disposition.

The principal upon receiving the report will investigate the circumstances surrounding the incident and take action according to the procedures set forth in the District’s policy pertaining to discipline and corrective action (Policy 3241). When investigating the incident, the primary concern must be with respect to the safe transport of students. Corrective action, if necessary will typically be as follows:

A. Warning: When a student’s misconduct is of a minor nature which does not jeopardize the safety or welfare of other students or the operation of the bus. 

B. Suspension from transportation: When a student’s misconduct is deemed to jeopardize the safety of bus passengers and operation, or when repeated warning notices fail to correct behavior, or when a student incurs damage to the bus.

C. Expulsion from transportation and/or school: When a student’s misconduct is of such nature that the safety of the bus operation and/or the occupants was willfully and seriously threatened (i.e., e.g. student assaulting the driver).

The action taken by the principal will be annotated on the report and forwarded to the student’s parent for signature. The transportation department will be notified.

Bus drivers have the authority to issue bus warnings or citations for minor infractions. The driver or transportation office will call the student’s parents and sent home the citation to parents for signature.

Drivers will be advised to file assault and battery charges against students who physically assault them.

The student or parent of a student who has been suspended from receiving transportation may appeal the principal’s decision by submitting a written statement to the Superintendent. The Superintendent will render a decision after evaluating the issues and facts involved.

Emergencies

Accidents

In the event of an accident it is essential that certain steps be taken immediately, especially if anyone has been injured. Assuming that he/she is in physical condition to discharge these duties, the driver should:

1. Calm the students, if any, and ask an adult or older student to take charge of them. Keep them in the bus if it has not been badly damaged, is in an upright position, and is not in further danger;

2. Determine if anyone has been injured; if so, administer first aid;

3. Contact emergency services immediately regarding the accident;

4. Put reflectors in front of and in back of the bus as soon as possible;

5. Notify the transportation office as soon as possible, and the transportation office will notify District officials;

6. No matter how minor the accident, obtain the data necessary for making an accident report. Obtain the names and addresses of witnesses, if any;

7. The transportation office will dispatch another bus to transport the students to their destination if necessary;

8. Do not talk to anyone regarding the accident, except to a law enforcement officer and then not in the presence of others;

9. Do not drive the bus from the scene of the accident until authorized by a law enforcement officer or authorized by the transportation supervisor; 

10. Go to the transportation department as soon as possible for a urinalysis and breath alcohol test following the accident and fill out the accident report; and

11. The District will contact the parent(s) of all students on the bus.

Emergency Exit Drill Procedures

These practice drills are to be held on school property only. An Emergency Exit Drill will be performed annually. Procedure for the drills is as follows:

1. Shut off motor, set hand brake, have bus in gear and pull keys.

2. The driver will point out the location and explain the operation of emergency equipment as follows:

a. Instruct students on opening, closing, and exiting from emergency exit doors and windows. The driver shall personally supervise the exiting of students through the exit door with the assistance of older students or staff standing on each side of the door to assist students exiting the bus. Persons assisting in the drill shall offer a helping hand palm up and shall avoid grasping a student’s hand or arm.

b. Show students where the extinguishers are located and instruct students on how to remove and operate the fire extinguishers. Fire extinguishers are not to be actually used during the emergency drill.

c. Show students where first aid kits are located.

d. Show students the location of emergency warning devices and advise them of the proper use of these devices.

During emergency exit drills, students will exit only through the rear exit doors. In an actual emergency they should be instructed to use any and all exit doors that are not blocked.

Only those students whose participation in an exit drill poses a substantial difficulty to themselves or to other passengers will be excused and/or excluded from exit drill participation. Students who are excluded from participation will be given oral instruction in bus safety and exit drills at least three times during the school year.

Revised: September 22, 1993, February 12, 1997, November 22, 2002, August 24, 2007, August 22, 2018

Procedure 6540P- Student Safety, Walking, Biking and Riding Buses Procedures

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Form 6605F1- Motor Vehicle Accident Report

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Private Vehicle Transportation

The board authorizes the use of private vehicles under the following circumstances:

1. Use of private vehicles by non-school district individuals. Under certain circumstances, the district may request parents, or a responsible adult, to drive children to school or other district events in their own private vehicle. In all cases, a parent or other responsible adult must provide proof of automobile insurance, a driver’s abstract and complete Form 6625F1. Mileage reimbursement may be approved upon request on a case-by-case basis at the discretion of the Superintendent or his/her designee.

2. Use of private vehicles by employees. Upon written approval of the principal or designee, staff may transport students when a student’s welfare is involved; when due care dictates prompt action, when engaged in occasional field trip activity or when engaged in an occasional extracurricular activity. The staff member must be on the authorization list approved to transport students. The staff member will acknowledge that he/she agrees to assume full responsibility for any liability or property damage, comprehensive or collision, made by or against the driver/owner of the vehicle. Mileage reimbursement may be approved upon request on a case-by-case basis at the discretion of the Superintendent or designee. All district employees transporting students to and from school-related activities in a private vehicle with a seating capacity of eight (8) or less, including the driver, but not for scheduled routes between home and school, must complete Form 6625F1.

3. In the case of any District employee, parent, or authorized volunteer who uses his/her personal automobile for authorized district business must have a policy of insurance on the automobile with minimum limits of $50,000 for property damage, $100,000 per person for personal injury, and $300,000 aggregate.

4. The Superintendent may establish other appropriate procedures for the use of private automobile transportation.

Cross References:

• Policy No. 6630 - Driver Training/Responsibility
• Policy No. 6530 - Insurance

Legal References:

• RCW 28A.160.030 Authorizing individual transportation or other arrangements
• WAC 392-143-070 Other vehicles used to transport students

Adoption Date: September 22, 1993

Revised: November 9, 1994, December 11, 1996, August 27, 2003, December 10, 2003, May 23, 2018

Policy 6625- Private Vehicle Transportation

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Private Vehicle Transportation of Students

Use of Private Vehicles by Non-District Individuals

To obtain authorization to transport students in one’s own vehicle, the following criteria must be met:

A. Permission must be granted by the Superintendent or his/her designee. Permission will only be granted for emergencies or rarely occurring pre-planned activity that such transportation mode is expedient.

B. For pre-planned rarely occurring activities, the non-district individual will complete form 6625F1.

C. The site supervisor will complete a school authority checklist and forward the packet to Risk Management.

Use of Private Vehicles by District Employees

A. Permission must be granted by the employee’s supervisor for pre-planned rarely occurring events.

B. The employee will complete form 6625F1. Form 6625F1 will be signed by the employee’s supervisor and forwarded to Risk Management.

Adopted: December 10, 2003

Revised: May 23, 2018

Procedure- 6625P- Private Vehicle Transportation Procedures

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Form 6625F1- Private Vehicle Transportation Form

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Driver Training and Responsibility – District Owned Vehicles

Bus Drivers

School bus operators will observe all state statutes and administrative rules governing traffic safety and school bus operation. The district will, at the beginning of each school year, provide each driver with a copy of the OSPI School Bus Driver Handbook, the district’s policy and procedure on the Prohibition of Harassment, Intimidation and Bullying, any additional laws and/or rules applicable to bus drivers which have been recently enacted, and the district's written policy and procedures regarding student conduct on buses.

Bus Driver Qualifications

Prior to on-the-road training the district will verify that each driver holds a commercial driver’s license instruction permit and a valid Department of Transportation (DOT) medical examiner’s certificate, and the district will conduct a pre-employment drug screening pursuant to federal regulations. The school district will verify a negative result of such test prior to allowing the driver to operate a school bus on public roads, regardless of whether or not students are on board.

A. Initial Authorization Prior to transporting students, each bus driver must have a school bus driver’s authorization issued by the Superintendent of Public Instruction, and a commercial driver’s license appropriate for the size vehicle they will drive, including a passenger endorsement, and a school bus endorsement (with the air brake restriction removed if they drive a bus with air brakes). The bus driver will also hold valid and current first aid and CPR certifications. A school bus driver is required to maintain and carry a valid Department of Transportation (DOT) medical examiner’s certificate and to demonstrate annually their continued ability to pass the Superintendent of Public Instruction school bus driver physical certification requirement. The school district retains the right to request more frequent medical examinations or demonstration of the physical ability requirement.

B. Continuing Compliance At least once each school year, school bus drivers must submit to his or her supervisor a photocopy of the following: a valid commercial driver’s license indicating the appropriate endorsements, a valid DOT medical examiner’s certificate and a current first-aid card. Annually school bus drivers will make a written disclosure verifying that he or she meets the continuing requirements for school bus drivers and verifying that his or her driving and criminal records do not indicate any disqualifying conditions.

At least annually, the district will obtain an original, current and complete school bus driver abstract directly from the Department of Licensing verifying that each school bus driver is in compliance with all continuing bus driver qualifications and that his or her driving record does not indicate any disqualifying conditions.

Employees are responsible for reporting any potentially disqualifying offenses to the school district or their supervisor within 20 days. Within 20 days of receiving notice, the district will notify OSPI in writing of the disqualifying offense.

The district will comply with all drug testing requirements under federal law, which includes random, reasonable suspicion and post-accident testing. Failure to submit to a drug test will subject the employee to termination of employment.

Supervision of Students

When a teacher, coach or other certificated staff member is assigned to accompany students on a bus, such person will be primarily responsible for causing the behavior of the students in his/her charge to comply with state regulations and district policy. The bus driver will have final authority and responsibility while transporting students.

Charter Buses or Excursion Carriers

When the district utilizes charter buses or excursion carriers, the driver will not have unsupervised access to children, and children will be supervised by a responsible employee of the district. Every contract between the school district and a charter bus or excursion carrier will contain a carrier profile from the Washington Utilities and Transportation Commission indicating a satisfactory safety rating.

Cross References:

• District Policy No. 6690 – Contracting for Transportation Services
• No. 6640 District-Owned Vehicles
• No. 6625 Private Vehicle Transportation

Legal References:

• RCW 28A.160.210 School bus drivers, training and qualifications––Rules and regulations for
• RCW 46.25 Uniform Commercial Drivers Act
• Chapter 392-144 - WAC School bus driver qualifications
• WAC 392-145-016 – Rules for students riding school buses
• WAC 392-145-021 – General operating requirements
• 49CFR 382 FMCSA CDL Controlled substances and alcohol use and testing

Adoption Date: September 22, 1993

Revised: January 11, 1995, January 8, 1997, January 14, 1998, August 27, 2003, December 10, 2003, November 9, 2005, February 22, 2017, June 27, 2018

Policy 6630- Driver Training and Responsibility- District Owned Vehicles

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District-Owned Vehicles

The district may provide for the necessary transportation and expenses that are incurred in the course of performing services for the district, whether within or outside the district. All such vehicles shall be properly marked with letters of contrasting color at least 1-1/4" in height in a conspicuous place on both sides of the vehicle. A district may use a distinctive insignia which will be at least six (6) inches in diameter across its narrowest dimension. Unless otherwise specified, all travel must be approved in advance by the staff member's immediate supervisor.

Staff members operating district owned vehicles must comply with all state and federal laws including laws relating to the use of telecommunications devices.

The Superintendent is directed to establish procedures for the use of district-owned vehicles. The district shall comply with IRS regulations pertaining to the use of district-provided vehicles for personal commuting.

All bus drivers must meet training requirements as set forth in Policy No. 6330.

Individuals who are not employees of the district may not transport students in district-owned vehicles. Approved volunteers may use district vehicles for non-student transport (such as transporting music equipment). Non-employee drivers of district vehicles must meet the same driver requirements and responsibilities as employee drivers.

Cross References:

• District Policy No. 5120 Certification
• No. 6630 Driver Training/Responsibility
• No. 6625 Private Vehicle Transportation

Legal Reference:

• RCW 46.08.065 Publicly-owned vehicles to be marked— Exceptions

Adoption Date: September 22, 1993

Revised: January 11, 1995, November 29, 1995, December 11, 1996, August 27, 2003, December 10, 2003, February 22, 2017, May 23, 2018

Policy 6640- District Owned Vehicles

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District-Owned Vehicles

District-owned vehicles are to be used for official school district business only. This procedure outlines the requirements and responsibilities for operating a district-owned vehicle. In addition, some vehicles must comply with Federal Motor Carrier Safety Administration regulations.

Any district employee, other than a bus driver: 

• Who transports students for school activities in a district-owned vehicle must have authorization from the Human Services Department prior to driving students. Such drivers may only operate vehicles with seating capacity of ten (10) or less and may not drive students on scheduled routes between home and school (see district cross references). Prior authorization is not necessary for persons transporting students in an emergency affecting health and/or safety. 
• Whose work requires that he/she drive for the district as a regular part of his/her assignment, and who is not required to hold a commercial driver’s license, must have authorization from the Human Services Department prior to driving for the district.

To obtain authorization, each driver must submit to Human Services on an annual basis: 

• a copy of his/her valid Washington State driver’s license issued by the state department of licensing;
• current proof of insurance which includes policy expiration date;
• a signed declaration acknowledging understanding of district policy and procedures which includes operator responsibilities;
• a current and valid first aid and CPR certifications;
• a signed authorization for the district to obtain a current Washington State Patrol background check;
• a signed authorization for the district to obtain a certified abstract of the driving record; and 
• complete a signed affidavit form indicating a satisfactory driving record, defined as follows:

a. The district employee shall not have had a driving license privilege suspended or revoked within the last five (5) years.

b. The district employee shall not have incurred three (3) or more moving violations within the last five (5) years.

c. The district employee shall not have been convicted of any of the following:

i. misdemeanor, gross misdemeanor or felony (including instances in which a plea of guilty or nolo contendere is the basis for the conviction) or being under a deferred prosecution under 10.05 RCW

ii. having been convicted of any of the following motor vehicle violations within the last five (5) years:

• • • hit and run driving;
    • vehicular assault;
    • vehicular homicide;
    • driving while under the influence;
    • being in physical control of a motor vehicle while under the influence;
    • negligent driving in the first degree; or
    • any motor vehicle violation agreed to during a court proceeding as a result of an alcohol related driving infraction

District-Owned Vehicle Operator Responsibilities

A. District vehicles will be operated only by authorized district employees.

B. Vehicles will be used for official school district business only.

C. Operators and passengers of district vehicles will wear seat belts at all times while the vehicle is in motion.

D. The operator will not use a cell phone while operating a district vehicle.

E. Operators of district vehicles must immediately report to their supervisor any traffic accident or citation received while operating a district vehicle. Failure to immediately report an accident may result in termination of employment.

F. Any citation for violation of a district vehicle will be the sole responsibility of the operator.

G. Failure of an employee to maintain a satisfactory driving record will result in the denial of district vehicle privileges.

Misuse of District-Owned Vehicles

Personal Use or any reported or suspected misuse of district-owned vehicles by an employee will l be investigated. Violations of any of the requirement of this procedure may result in disciplinary action, up to and including termination of employment.

Adopted: February 22, 2017

Revised: May 23, 2018

Procedure- 6640P- District Owned Vehicles Procedures

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Form 6640F1- District Owned Vehicles Authorization to Transport Students

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Form 6640F2- District Owned Vehicles Authorization to Drive District Vehicle- No Students in Vehicle Form

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Nutrition

The district will develop and implement a comprehensive district-wide nutrition program consistent with state and federal requirements for districts sponsoring the National School Lunch Program and the School Breakfast Program. To complement the program, the district will adopt and implement a comprehensive curriculum health, physical education, and nutrition consistent with Washington State Learning Standards.

Food Services Program

The district will provide wholesome and nutritious meals in the district’s schools. The board authorizes the superintendent to administer the food services program, provided that any decision to enter into a contract with a private food service manager shall require the approval of the board.

As a sponsor of the National School Lunch Program and School Breakfast Program, the district will provide free and reduced-price breakfast and lunches to students who qualify in accordance with the program. The district will distribute the Letter to Households and Free and Reduced-price Meal Applications to all households at the beginning of each school year and have available at all times. The district will protect the identity of students eligible for free and reduced-priced meals in accordance with the USDA guidelines for confidentiality and disclosure of student eligibility for such meals.

The board of directors may set an adult meal price to allow teachers, administrators, and parents to demonstrate their support for school meal programs by occasionally eating with students. Because of the potential liability to the district, the food services program shall not accept donations of food.

Food Services Procurement - Open bid process

In all applicable cases, food, food products, supplies, and equipment purchased with school food service funds shall be procured in accordance with the process and procedures established in Policy 6220 in a manner that provides full and open competition consistent with the standards in applicable federal regulations.

Cross References:

• Policy 2410 – High School Graduation Requirements
• Policy 3520 – Student Fees
• Policy 6220 – Bid Requirements

Legal References:

• RCW 28A.210.365 Food choice, physical activity, childhood Fitness – Minimum standards – District Waiver or exemption policy
• RCW 28A.235.120 Meal Programs – Establishment and Operation - Personnel - Agreements
• RCW 28A.235.130 Milk for children at school expense RCW 69.04 Intrastate Commerce in Food, Drugs, and Cosmetics
• RCW 69.06.010 Food and beverage service worker’s permit — Filing, duration — Minimum training requirements
• RCW 69.06.020 Permit exclusive and valid throughout state — Fee
• RCW 69.06.030 Diseased persons — May not work — Employer may not hire
• RCW 69.06.050 Permit to be secured within fourteen days from time of employment.
• RCW 69.06.070 Limited duty permit
• 7 CFR, Parts 210 and 220 7 CFR, Part 245.5 7
• CFR 3016.36 – Procurement Healthy, Hunger-Free Kids Act of 2010

Adoption Date: September 22, 1993

Revised: July 19, 2017

Policy 6700- Nutrition

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School Meal Programs

The district will follow the USDA meal patterns for the National School Lunch Program, School Breakfast Program, and Smart Snacks in School standards for all food and beverages sold to students on school campus during the school day. These are available at http://www.fns.usda.gov/cnd/governance/legislation/allfoodsflyer.pdf. While students/parents/guardians are permitted to bring commercial foods to school that do not meet the Smart Snacks standards on occasions such as birthdays and holiday celebrations, the district will encourage healthy food choices in all school operations.

School Cafeterias 

• Any student may eat in the school cafeteria or other designated place;
• Meal prices will be established by the Superintendent and food service supervisor, with approval of the board; and
• Healthy foods should be competitively priced

Nutrition and Food Services Operation

In order to support the school’s nutrition and food services operation as an essential partner in the educational mission of the district and its role in the district’s comprehensive nutrition program, the Superintendent is responsible for: 

• Encouraging students to participate in the school meal programs; 
• Providing varied and nutritious food choices consistent with the applicable school meal program guidelines; and
• Providing that: 
  • Students have adequate time to eat their entire meal;
  • Seating for meals is uncrowded and occurs in a pleasant and safe environment;
  • Rules for mealtime behavior are consistently enforced; and
  • Mealtime supervision is appropriate

Unpaid Meal Charges

No student will ever be denied a complete and nutritious meal, either breakfast or lunch, regardless of the balance on the student’s account. If a student has a negative balance, the student will not be allowed to charge ala carte items.

If a student has a negative balance on his/her food service account, the parents/guardians will receive a weekly phone call and e-mail indicating the balance due. 

Periodically throughout the year, if the negative balance is over $20.00, the parents/guardians will receive a letter indicating their student’s balance. Payment plans can be arranged with the District Business Office at 360-563-7240.

If a student’s balance exceeds $50.00 or a family balance exceeds $100.00 for 3 months and the parents/guardians have not arranged a plan for repayment, the account may be sent to a collection agency.

If payments are not made, the negative balance may be attached as a fine to the student’s Skyward account which could then impact other areas of the student as defined in Policy 3520 and 3520P.

Payments can be made at the student’s school, at the district food service office, at the district office, or on-line through their Family Access portal.

If a family qualifies for free or reduced lunch prices based on family income, applications can be obtained at the student’s school, printed from our website (sno.wednet.edu) under Commonly Requested District Forms, or by calling 360-563-7314.

Staff Development

Ongoing in-service and professional development training opportunities for kitchen staff in the area of food nutrition will be encouraged.

Family and Community Involvement

In order to promote family and community involvement in supporting and reinforcing nutrition education in schools, the school principal is responsible for ensuring: 

• Breakfast and lunch menus are made available to parents;
• Families are invited to attend exhibitions of student nutrition projects or health fairs;
• School staff are encouraged to cooperate with other agencies and community groups to provide opportunities for student projects related to nutrition, as appropriate; and
• School staff consider the various cultural preferences in development of nutrition education programs and food options.

Adoption Date: July 19, 2017

Procedure 6670P- Nutrition Procedures

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Safety, Operations and Maintenance of School Property

A. Facilities Maintenance

The Superintendent or designee will provide for a program to maintain the district physical facilities and grounds by a way of a continuous program of repair, maintenance, and reconditioning. Budget recommendations will be made each year to meet these needs and any such needs arising from an emergency.

B. Infrastructure Management

The Snohomish School Board of Directors also desires to maintain the infrastructure of district facilities.

In order to assure state funding, for facilities constructed new or new in lieu after 1994, the Board will adopt an asset preservation program (APP). The APP will preserve the district facilities by employing a system of predictive, preventative, and proactive processes. Annually, the Superintendent or designee will report to the Board on the condition of the facilities required as a part of the APP. Every sixth year an independent assessment will be conducted and reported to the Board and the Office of Superintendent of Public Instruction.

C. Playground Equipment

The Board recognizes that playground equipment is an essential part of a complete school facility. All playground equipment, whether purchased by the district or donated by a community or school related group, should be assessed in terms of suitability and durability and for possible health or safety hazards. Considerations will also be given to potential hazards when the playground is unsupervised during non-school hours.

The Superintendent or designee will develop specifications for playground equipment and related play surfaces. These specifications will serve as criteria for the selection of playground equipment. Selection and installation of playground equipment will be based upon safety and contribution to child development.

D. Chemical and Laboratory Safety

The Board recognizes the potential health and safety hazards that exist as a result of chemical storage and handling. Instruction will be emphasized in the safe and proper use of chemicals and substances and proper laboratory techniques. All students and staff are to wear safety glasses or googles whenever they are working under potentially hazardous conditions. Laboratories should be ventilated sufficiently enough to provide a healthful, nonhazardous environment. The Superintendent or designee is directed to establish safety procedures that will minimize the hazards inherent in science classes and laboratories in the schools.

E. Destruction of School Property

Staff will ensure that buildings, grounds, equipment and furniture are not abused. Students or non-students who abuse school property may be disciplined and required to pay for the damage incurred. (Please see policy and procedures 3520)

Cross References:

• Policy 6605 - Student Safety Walking, Biking and Riding Buses
• Policy 6511- Staff Safety
• Policy 3520 - Student Fees, Fines, or Charges
• Policy 2151 - Interscholastic Activities

Legal Reference:

• RCW 28A.335.300 Playground matting
• RCW 28A.635.06 Defacing or injuring school property – Liability of pupil, parent, or guardian – Withholding grades, diploma, or transcripts – Suspension and restitution – Voluntary work program as alternatives – Rights protected
• WAC 392-347-023 State assistance in post 1993 facilities

Classification: Discretionary

Adoption Date: November 22, 1993

Revision Date: May 10, 2023

Policy 6800- Safety, Operations and Maintenance of School Property

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Safety, Operations and Maintenance of School Property Procedures

Playground Equipment:

Plans to install playground equipment, either temporarily or permanently at a school site, will be reviewed by a committee appointed by the school principal, Executive Director of Operations, and other appropriate staff members. A representative from the current insurance carrier will be contacted prior to installation.

Guidelines:

A. Equipment must meet the safety criteria listed below:

1. All playground equipment must have an immediate ground surface that limits the impact from fall, according to ASTM F-355-72. The safety surface must extend to the maximum distance to which a fall could occur;

2. Equipment is to be placed so as to take advantage of topography of surrounding terrain and far enough apart so that there will be a dispersion of children allowing safe, free movement with the least possible congestion;

3. All equipment is to be free from hazardous protrusions, points and sharp edges;

4. Exposed component materials are to be rust-free, clean and durable to use and weather with a minimum amount of splintering, flaking or other deterioration. Lead paint and creosote will not be used;

5. Equipment that is low to the ground with a six (6) foot maximum vertical limit is preferred;

6. All moving parts are to be concealed and be designed to minimize the chances of pinching or catching clothing or body; and

7. All equipment must be securely anchored according to manufacturer’s recommendations and installed by the manufacturer or an authorized representative.

B. Equipment should require a minimum amount of maintenance, specifically for replacement of parts and painting;

C. Equipment should be aesthetically appealing, and encourage active and creative use;

D. Equipment should be difficult to vandalize; and

E. Unpadded cement or steel stationary poles should not be in areas intended for running games. The maintenance supervisor will coordinate installation of approved equipment with the school principal. Quarterly inspections will be conducted.

Chemical Safety

The Board recognizes the potential health and safety hazards that exist as a result of chemical storage and handling. Instruction will be emphasized in the safe and proper use of chemicals and substances and proper laboratory techniques. All students and staff are to wear safety glasses or goggles whenever they are working under potentially hazardous conditions. Laboratories should be ventilated sufficiently enough to provide a healthful, non-hazardous environment.

1. Chemical substances will be labeled in accordance with National Fire Protection Association (NFPA) standards. Substances with an NFPA health, flammability or radioactivity rating of four (4) should not be used, unless provisions can be made for use in accordance with the special conditions as defined for that substance. Such substances include those that present an extreme health and/or radioactivity hazard; could form an explosive peroxide; or are defined as carcinogenic or mutagenic.

2. Annual inventories must be conducted for the purpose of identifying all substances, their shelf-life, proper labeling, and their condition of storage.

3. Reasonable efforts must be made to ensure proper storage of all hazardous substances. Since many chemicals are incompatible with each other, chemicals must be separated by family characteristics.

4. Chemical substances that have exceeded their shelf-life shall be disposed of properly.

5. A third-party assessment of the science laboratory will be conducted at least once every three years.

Revised: November 22, 1993, May 10, 2023

Procedure 6800P- Safety, Operations and Maintenance of School Property Procedures

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Capital Assets

The Board of the Snohomish School District recognizes the need to establish a comprehensive capital assets record-keeping system for control and custodianship of district assets. The goal of the capital assets program is to protect the District against losses that would significantly affect the District’s students, staff, property, budget or the ability of the district to continue to fulfill its stewardship responsibilities.

For purpose of this policy, “capital assets” will mean land, improvements to land, easements, buildings, vehicles, machinery, equipment, works of art, historical treasures, infrastructure and all other tangible and intangible assets that are used in operations and that have initial useful lives extending beyond a single reporting period which:

A. Retains its shape and appearance with use;

B. Is nonexpendable, meaning if the item is damaged or some of its parts are lost or worn out, it may be more feasible to repair it than to replace it with an entirely new item.

C. It does not lose its identity when incorporated into a more complex unit;

D. Is valued no less than $5,000; and

E. Has a life expectancy of at least one year.

Records will be updated periodically with physically inventories, purchase orders, damage and loss reports and declaration of surplus. Federal law requires a physical inventory of federallyfunded assets at least once every two years. No equipment will be removed for personal or non-school use.

Theft-Sensitive Assets

For purposes of this policy, “theft-sensitive” are those items identified by the District as most subject to loss, easily portable, desirable for personal use or easily marketable. A list of theftsensitive assets will be maintained by the District. The District will establish procedures for internal controls and conduct an annual inventory of theft-sensitive assets. Theft sensitive assets are listed below:

• Photography and video equipment valued greater than $500 each
• Musical instruments valued greater than $1,000 each
• Sound equipment valued greater than $1,000 each 
• iPads, tablets, and other personal devices valued greater than $500 each 
• CD players, DVD players, Blue-ray players, iPods and other personal portable music devices, stereos, and televisions valued greater than $500 each
• Scientific equipment valued greater than $1,000 each
• Power tools and shop equipment valued greater than $500 each
• All computers, printers, laptops, servers, switches, and interactive boards and panels valued greater than $750 (asset list will be maintained by the Technology Department)

The Superintendent or designee will develop procedures to implement this policy, including maintenance requirements and sales procedures to ensure the highest possible return.

Cross References:

• 6570 – Property and Data Management

Legal References:

• RCW 28A.335.090 Conveyance and acquisition of property – Management - Appraisal
• 7 CFR 3015, 3016 Agriculture
• 34 CFR 80.32 Uniform Administrative requirements for grants and cooperative agreements to state and local governments – Equipment
• 45 CFR 92.32 Health and Human Services Office of Management and Budget (OMB) Circular A-87, Cost Principles for State, Local and Indian Tribal Governments, Attachment B(19)

Adoption Dated: April 22, 2009

Revised: April 11, 2018

Priority: Essential

Policy 6801- Capital Assets- Theft Sensitive Assets

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Capital Assets/Theft-Sensitive Assets Procedure

The District's Executive Director of Business Services is responsible for inventories of District property. Inventory will be conducted at least once every other fiscal year for all capital assets, except land; infrastructure; buildings; and improvements other than buildings and leasehold improvements. A theft-sensitive assets inventory will be conducted annually. The individual(s) conducting each inventory will have no direct responsibility for assets subject to the inventory count.

District assets will be marked with a unique identification number (e.g. bar code, property tag) and identified as District property. All capital assets and theft-sensitive assets will be identified and marked upon purchase or receipt.

When placing a capital asset on the inventory, the inventory control person will record:

A. Description of the item;

B. Serial number or other identification number (bar code, tag number, etc.);

C. Source of the asset;

D. Acquisition date;

E. Cost of the asset;

F. Percentage of federal participation in the cost of the property and the federal program charged;

G. Location of the asset;

H. Ultimate disposition data including the date of disposal and sale price, if applicable. Federally purchased items with a per unit fair market value over $5,000 must reimburse the federal program proportionately. Disposed items with a per unit fair market value of less than $5,000 may be retained, sold or otherwise disposed of with no further obligation to the awarding agency.

The District will maintain an inventory identifying theft-sensitive assets. This inventory will be reviewed and updated annually. When placing a theft-sensitive asset on the inventory the inventory control person will record the information needed by the District. This should include, at a minimum, a description of the item and identification number, location and federal participation, if any. 

At the conclusion of the physical inventory, the building principals or department administrators will be provided with a written copy of the inventory that lists all the assets that have been assigned to that site. The inventory will clearly identify all assigned items, including those that were not found, not used, or were in an obviously unserviceable condition.

Principals and department administrators should attempt to locate items that have been listed as missing and report to the Accounting department showing which items have been located and which are still missing.

The missing items will be consolidated on a report of potential write-offs. The Executive Director of Business Services will review the report and approve the total amount of assets to be written off. Only write-off and surplused items will be removed from the capital assets inventory system.

Adoption: April 11, 2018

Classification: Essential

Procedure 6801P- Capital Assets- Theft Sensitive Assets Procedures

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Form 6801F3- Capital Oulay Barcode Assignment Form

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Form 6801F4- Capital Assets Capital Equipment Trade-in Form

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Form 6801F5- Capital Assets Property Loss Report Form

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Disposal of Surplus Equipment and/or Materials

The Board has the authority to declare equipment, supplies, furniture and other district personal property obsolete and/or surplus. The Superintendent will establish procedures for their sale, trade or disposal, except that the Board must approve of any sales where:

1. A single unit item has a current value in excess of $500; and/or

2. Multiple items have a total unit value in excess of $2,400.

Surplus or obsolete books or other reading materials shall be disposed of as follows:

1. If the reading materials are estimated to have value as reading materials in excess of $1,000, they will be sold at public auction to the person submitting the highest reasonable bid following publication of notice of the auction in a newspaper with a general circulation in the district or on-line auction site;

2. If no reasonable bids are submitted or if the reading materials are estimated to have value as reading materials of $1,000 or less, the district may directly negotiate the sale of the reading materials to a public or private entity; or

3. If the reading materials are determined to have no value as reading materials or if no purchaser is found, the reading materials may be recycled or destroyed.

Prior to disposing of any surplus texts, other books, equipment, materials or relocatable facilities, the Superintendent or designee will serve written notice in a newspaper of general circulation in the school district and to any public-school district or private school in Washington State annually requesting such notice. All schools on the list will be notified in writing of the materials and equipment available. The material or equipment will be sold to any interested public or private school at its depreciated cost or fair market value, whichever is greater. Students will have priority in the purchase of texts. Disposition of such surplus property to parties other than public or private schools may take place thirty (30) days after written notice is served.

In lieu of the disposal processes outlined above, the district may elect to grant surplus personal property to a federal, state or local government entity, or to indigent persons at no cost, provided the property is used for preschool through twelfth grade educational purposes. Or the district may elect to loan surplus personal property to a non-religious, nonsectarian private entity on the condition that the property is used for preschool through twelfth grade educational purposes.

The preceding notice requirements do not apply to the loan, lease, sale or transfer of assistive devices for the use or benefit of children with disabilities, their parents, or any public or private nonprofit agency providing education, health or rehabilitation services to individuals with disabilities. Such devises do not need to be declared surplus. The sale or transfer of such devices will be recorded and based on the item’s depreciated value. The district will establish and maintain an inventory of assistive technology devices whose value exceeds $100, and for each device will establish a value that will be adjusted annually to reflect depreciation.

“Assistive device” means any item, piece of equipment, or product system, whether acquired commercially off-the-shelf, modified or customized, that is used to increase, maintain, or improve functional capabilities of children with disabilities. Funds derived from the rental, sale or lease of student transportation equipment will be placed into the transportation vehicle fund.

Funds derived from the sale of personal property will be placed into the general fund.

Legal References:

• RCW 28A.155.160 Assistive devices– Interagency cooperative Agreements - Definitions
• RCW 28A.335.060 Surplus school property, rental, lease or use of—Disposition of moneys received from
• RCW 28A.335.090 Conveyance and acquisition of property— Management - Appraisal
• RCW 28A.335.180 Surplus texts and other educational aids, notice of availability—Student priority as to texts
• RCW 28A.335.205 Assistive devices–Transfer for benefit of children with disabilities—Record, inventory
• RCW 39.33.070 School districts and libraries—Disposal of obsolete or surplus reading materials—Procedures
• WAC 392-143-050 Resold School Buses

Adoption Date: August 25, 1993, June 17, 1998, December 11, 2019

Policy 6881- Disposal of Surplus Equipment and/or Materials

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Disposal of Surplus Equipment and/or Materials Procedures

The procedures for the sale of obsolete and/or surplus equipment, books, supplies, furniture and other district personal property are as follows:

1. The principal or department supervisor must complete a written “Request for Surplus/Transfer of Equipment”, District Form 6881F1 or “Request for Surplus of Books”, District Form 6881F2, for items to be considered for surplus, including rationale supporting surplusing the items.

2. Such surplus equipment or books will be removed from the school or department and be delivered to a district storage holding facility in preparation for disposition. During this period, other departments and/or buildings will be given the opportunity to view and claim items being earmarked for surplus prior to their disposal.

3. An ad will be placed in a local newspaper of general circulation, and public and private schools will be advised in writing of a time period in which they have an opportunity to view and/or purchase the obsolete and/or surplus items prior to general public sale, at a depreciated cost or fair market value, whichever is greater. Texts will be valued based upon a depreciated scale.

4. Individual students will have an opportunity to view and/or purchase textbooks during a specific time allotted for students prior to public and private school preview and prior to a sale to the general public.

5. Thirty (30) days from the date of advertising, the remaining items will be made available for purchase by the general public in a manner consistent with state law. Such sale(s) may occur through public auctions or other services which provides the district with an overall cost effective and efficient means of disposition.

6. Items remaining after the sale for the general public may be recycled or destroyed.

Revised: August 25, 1993, June 17, 1998, October 31, 2001, December 11, 2019

Procedure 6881P- Disposal of Surplus Equipment and/or Materials Procedures

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Form 6881F1- Request for Transfer or Surplus Equipment

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Form 6881F2- Request for Surplus Books

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In order to efficiently manage the district’s present and future facility’s needs, a Capital Facilities Plan will  be developed. This plan will  cover a six-year period, will be developed in conjunction with the local comprehensive land-use plan and other growth management policies, will comply with the 1990 Growth Management Act, Chapter 36.70A RCW, as amended and including any future amendments thereto, and will be reviewed and updated bi-annually and include at least the following: 

1. A cost analysis of financial ability of the district to implement its facilities program;
2. Existing and projected enrollment figures;
3. An inventory of the district’s undeveloped property and developed facilities, including an analysis of the number of  students in each facility and whether the facility is over or under-crowded;
4. An analysis of the appropriateness of the facilities to meet the needs of all students and members of the public, all district services, programs, and activities, ensuring that the facilities will be accessible to individuals with disabilities and appropriate for students regardless of gender;
5. Recommendations as to the sale or other disposition of district property not needed in the future; and 
6. Recommendations as to the acquisition, construction, or modification of new sites or facilities and of how such will  better meet the needs of students and the educational program.

Legal References:      

• Chapter 36.70A RCW
• 42.U.S.C. § 12101 et.seq. Americans with Disabilities Act

Classification:  Discretionary

Adoption Date:      November 22, 1993

Revised Date:         June 28, 2023

Policy 6900- Facilities Planning

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Bonds: Securities and Post-Issuance Tax Compliance

Part A: Disclosure Procedures for Publicly Offered Bonds

1. Purpose

As an issuer of municipal securities (“Bonds”), Snohomish School District No. 201, Snohomish County, Washington (the “District”) is subject to the antifraud provisions of the Securities Act of 1933 and the Securities and Exchange Act of 1934, as well as the antifraud provisions of the Securities Act of Washington (chapter 21.70 RCW). These acts impose various obligations on the District, including requiring disclosure of material information regarding its publicly-offered Bonds to allow investors to make informed decisions. Documents prepared in connection with the marketing of the District’s Bonds cannot contain any untrue statement of a material fact or omit to state a material fact necessary in order to make the statements not misleading. The procedures contained in this Part A are designed to assist the District in its compliance with securities laws and promote best practices regarding disclosure.

The District has three major disclosure obligations when it publicly offers Bonds: (a) to prepare an official statement for all public offerings of its Bonds that is delivered to the underwriter(s) for distribution to potential and actual purchasers and that sets forth the terms of the Bonds and information regarding the District; (b) to provide continuing disclosure required by the District’s written undertakings made pursuant to paragraph (b)(5) of Securities and Exchange Commission (“SEC”) Rule 15c2-12 (“Rule 15c2-12”); and (c) if and when the District provides information that can reasonably be expected to be relied on by the market, to ensure that the information is not inaccurate or misleading.

2. Official Statements

The District prepares a preliminary and final official statement for each publicly-offered series of Bonds.

a. Procedure and Timeline for Preparing Official Statements. In advance of each series of publicly-offered Bonds, the District’s Executive Director of Business Services, or such other officer of the District who may in the future perform the duties of that office, if any (the “Executive Director”) will select the financing team, including financial advisor(s), bond counsel and underwriter(s) (for negotiated offerings only). The District’s bond counsel (or other member of the financing team selected by the Executive Director) drafts the preliminary and final official statements on behalf of the District. The financial advisor will prepare a schedule for each series of Bonds, including dates for distributing drafts of the preliminary and final official statements. The Executive Director will coordinate among District staff and consultants (including, but not limited to, the District’s financial advisor and bond counsel) the review of the District’s preliminary and final official statements, and should assign or cause to be assigned to staff and consultants review of those portions of the preliminary and final official statements regarding which staff and consultants have particular knowledge (e.g., bond counsel’s review of portions of the preliminary and final official statements that describe the federal income tax treatment of interest on Bonds). Prior to “deeming final” any preliminary official statement, the District may be required to participate in a “due diligence” call with the financial advisor, underwriter(s) and bond counsel. The objective of the due diligence call is to verify that the preliminary official statement prepared in connection with the public offering of Bonds provides a complete and accurate description of Bonds and the District. The financial advisor or the underwriter(s) are expected to provide a questionnaire to the District and bond counsel that is designed to confirm and/or obtain information that will be used in the preliminary official statement.

b. “Deeming Final” the Preliminary Official Statement. The Secretary to the Board of Directors (the “Secretary”) and/or the Executive Director, or such other District official, if any, designated by the Board of Directors of the District (the “Board”) will: (i) review and “deem final” (within the meaning of Rule 15c2-12), if necessary and upon such official’s satisfaction, any preliminary official statement prepared in connection with all of the District’s publicly offered Bonds; (ii) authorize the “deemed final” preliminary official statement to be distributed prior to the date any underwriter or purchaser bids for, purchases, offers or sells such Bonds; and (iii) acknowledge in writing any action taken pursuant to clauses (i) and (ii) of this paragraph.

c. Final Official Statement. The Secretary and/or the Executive Director (or such other District official, if any, designated by the Board) will review and approve on behalf of the District a final official statement with respect to any of the District’s publicly offered Bonds, substantially in the form of the “deemed final” preliminary official statement for that series of Bonds and supplemented or amended as the Executive Director and/or Secretary (or such other District official, if any, designated by the Board) deems necessary, desirable, or appropriate. The Secretary and/or the Executive Director (or such other District official, if any, designated by the Board) is authorized to execute each such official statement and the District is authorized to deliver or cause to be delivered that official statement to the underwriter in the manner required by Rule 15c2-12, the Municipal Securities Rulemaking Board (“MSRB”), any notice of competitive sale, if applicable, and the applicable bond purchase agreement.

d. Training. The District is expected to provide periodic training opportunities to finance staff who participate in the District’s Bond offerings regarding disclosure obligations and best practices. Such training sessions will include education regarding the District’s disclosure obligations under applicable securities laws and responsibilities and potential liabilities regarding such obligations.

e. Document Retention. The Executive Director (or designee) will retain for a period of at least five years printed copies of each preliminary and final official statement and any written certifications or opinions relating to disclosure matters. The Executive Director (or designee) is not required to retain drafts of any disclosure materials.

3. Continuing Disclosure Obligations

The District is required to make annual filings with the MSRB as described in the written continuing disclosure undertaking for each outstanding bond issue (which may include tax-exempt or taxable bonds), and to file notice of certain material events.

a. Method of Filing. Filings will be made in electronic form through the MSRB’s web-based system known as Electronic Municipal Market Access (“EMMA”), currently available at http://www.emma.msrb.org. Filings will be made in word-searchable PDF.

b. Annual Filings. No later than the last day of the ninth month after the end of each fiscal year of the District, the District will file (or cause to be filed) the following annual financial information:

i. Annual financial statements prepared (except as noted in the financial statements) in accordance with applicable generally accepted accounting principles for local governmental units of the State of Washington, such as the District, as such principles may be changed from time to time, which statements may be unaudited, provided that audited financial statements will be filed if and when they are prepared and available to the District;

ii. A statement of authorized, issued and outstanding general obligation debt of the District;

iii. The assessed value of the property within the District subject to ad valorem taxation; and

iv. The District’s ad valorem tax levy rates and amounts and the percentage of taxes collected.

c. Material Event Notices.

i. Generally, if any of the following events occur, the District will provide, or cause to be provided, to the MSRB, in a timely manner not in excess of 10 business days after the occurrence of the event, notice of the occurrence of the any of the following events with respect to the bonds: (1) principal and interest payment delinquencies; (2) non-payment related defaults, if material; (3) unscheduled draws on debt service reserves reflecting financial difficulties; (4) unscheduled draws on credit enhancements reflecting financial difficulties; (5) substitution of credit or liquidity providers, or their failure to perform; (6) adverse tax opinions, the issuance by the Internal Revenue Service of proposed or final determinations of taxability, Notice of Proposed Issue (IRS Form 5701 – TEB) or other material notices or determinations with respect to the tax status of the Bonds, or other material events affecting the tax status of the Bonds; (7) modifications to rights of holders of the Bonds, if material; (8) bond calls (other than scheduled mandatory redemptions of Term Bonds), if material, and tender offers; (9) defeasances; (10) release, substitution, or sale of property securing repayment of the Bonds, if material; (11) rating changes; (12) bankruptcy, insolvency, receivership or similar event of the District, as such “Bankruptcy Events” are 1 defined in Rule 15c2-12; (13) the consummation of a merger, consolidation, or acquisition involving the District or the sale of all or substantially all of the assets of the District other than in the ordinary course of business, the entry into a definitive agreement to undertake such an action or the termination of a definitive agreement relating to any such actions, other than pursuant to its terms, if material; (14) appointment of a successor or additional trustee or the change of name of a trustee, if material; (15) incurrence of a financial obligation of the District or obligated person, if material, or agreement to covenants, events of default, remedies, priority rights, or other similar terms of a financial obligation of the District or obligated person, any of which affect security holders, if material; and (16) default, event of acceleration, termination event, modification of terms, or other similar events under the terms of the financial obligation of the District or obligated person, any of which reflect financial difficulties. The term “financial obligation” means a (A) debt obligation; (B) derivative instrument entered into in connection with, or pledged as security or a source of payment for, an existing or planned debt obligation; or (C) guarantee of (A) or (B). The term “financial obligation” shall not include municipal securities as to which a final official statement has been provided to the MSRB consistent with Rule 15c2-12.

ii. In addition, the District will provide, or cause to be provided, to the MSRB, in a timely manner, a notice of any failure by the District to provide complete or timely annual financial information as required by Section 3 of this Part A.

d. Responsible Officer. The Executive Director has primary responsibility for ensuring compliance with the District’s obligations to file annual financial information and notices of material events. In addition, the Executive Director (or designee) is registered with EMMA and familiar with the filing requirements and procedures. The duty to comply with the undertakings will be included in the job description for the Executive Director. The Executive Director will keep a record of each written undertaking to provide continuing disclosure and a copy of each filing pursuant to the undertakings. The Executive Director (or designee) is expected to sign up with EMMA for email reminders.

e. Periodic Review of Information Regarding Bonds on EMMA. Prior to each new bond issue, the District will examine its continuing disclosure filings on EMMA to determine whether proper filings have been made during the five years before the new issue. Any material failure to comply with an undertaking generally must be disclosed in future District’s official statements for a period of five years after the failure occurs.

4. Speaking to the Market. The SEC has stated that, when a municipal issuer of outstanding securities provides “information to the public that is reasonably expected to reach investors and the trading market, those disclosures are subject to the antifraud provisions” the information cannot be misleading or contain incorrect information. A statement made outside of the context of a public offering of Bonds possibly could violate the antifraud rules if the statement: (a) is a misrepresentation; (b) is made publicly; (c) is material; (d) involves a security traded on an efficient market; and (e) would induce a reasonable investor, relying on the statement, to misjudge the value of the security. Examples of information that might be relied on by investors in the District’s outstanding Bonds include ongoing disclosure filings, unaudited and audited financial statements, investor presentations, and financial information posted on the District’s website.

Part B. Post-Issuance Compliance Procedures for Tax-Advantaged Bonds.

1. Purpose

The purpose of the post-issuance compliance procedures contained in this Part B (“Compliance Procedures”) for tax-exempt bonds, qualified school construction bonds and other bonds issued by the District for which a federal tax advantage is provided by the Internal Revenue Code of 1986, as amended (the “Code”), is to ensure that the District will be in compliance with requirements of the Code that must be satisfied with respect to such bonds or other obligations (sometimes collectively referred to herein as “bonds” or “taxadvantaged bonds”) after the bonds are issued.

2. Responsibility for Monitoring Post-Issuance Tax Compliance

The Board of Directors of the District (the “Board”) has the overall, final responsibility for monitoring whether the District is in compliance with post-issuance federal tax requirements for the District’s tax-advantaged bonds. However, the Board assigns to the Executive Director (as defined previously in Part A) the primary operating responsibility to monitor the District’s compliance with post-issuance federal tax requirements for the District’s bonds.

3. Arbitrage Yield Restriction and Rebate Requirements

The Executive Director shall maintain or cause to be maintained records of:

a. Purchases and sales of investments made with bond proceeds (including amounts treated as “gross proceeds” of bonds under section 148 of the Code) and receipts of earnings on those investments;

b. Expenditures made with bond proceeds (including investment earnings on bond proceeds) in a timely and diligent manner for the governmental purposes of the bonds, such as for the costs of purchasing, constructing and/or renovating property and facilities;

c. Information showing, where applicable for a particular calendar year, that the District was eligible to be treated as a “small issuer” in respect of bonds issued in that calendar year because the district did not reasonably expect to issue more than (i) $5,000,000 of taxadvantaged bonds in that calendar year or (ii) $15,000,000, of which any amount in excess of $5,000,000 will be attributable to the financing of capital expenditures made after December 31, 2001, for the construction of public school facilities;

d. Calculations that will be sufficient to demonstrate to the Internal Revenue Service (“IRS”) upon an audit of a bond issue that, where applicable, the District has complied with an available spending exception to the arbitrage rebate requirement in respect of that bond issue; 6910P Page 6 of 11 FG:53775091.1

e. Calculations that will be sufficient to demonstrate to the IRS upon an audit of a bond issue for which no exception to the arbitrage rebate requirement was applicable, that the rebate amount, if any, that was payable to the United States of America in respect of investments made with gross proceeds of that bond issue was calculated and timely paid with Form 8038-T timely filed with the IRS; and

f. Information and records showing that investments held in yield-restricted advance refunding or defeasance escrows for bonds, and investments made with unspent bond proceeds after the expiration of the applicable temporary period, were not invested in higheryielding investments.

4. Restrictions on Private Business Use and Private Loans

The Executive Director shall adopt procedures that are calculated to educate and inform the principal operating officials of those departments, including capital projects and facility departments, if any, of the District(the “users”) for which land, buildings, facilities and equipment (“property”) are financed with proceeds of tax-advantaged bonds about the restrictions on private business use that apply to that property after the bonds have been issued, and of the restriction on the use of proceeds of tax-advantaged bonds to make or finance any loan to any person other than a state or local government unit.

In particular, following the issuance of bonds for the financing of property, the Executive Director shall provide to the users of the property a copy of this Compliance Procedure and other appropriate written guidance advising that:

a. “Private business use” means use by any person other than a state or local government unit, including business corporations, partnerships, limited liability companies, associations, nonprofit corporations, natural persons engaged in trade or business activity, and the United States of America and any federal agency, as a result of ownership of the property or use of the property under a lease, management or service contract (except for certain “qualified” management or service contracts), output contract for the purchase of electricity or water, privately sponsored research contract (except for certain “qualified” research contracts), “naming rights” contract, “public-private partnership” arrangement, or any similar use arrangement that provides special legal entitlements for the use of the bond-financed property;

b. Under section 141 of the Code, no more than 10% of the proceeds of any taxadvantaged bond issue (including the property financed with the bonds) may be used for private business use, of which no more than 5% of the proceeds of the tax-advantaged bond issue (including the property financed with the bonds) may be used for any “unrelated” private business use—that is, generally, a private business use that is not functionally related to the governmental purposes of the bonds; and no more than the lesser of $5,000,000 or 5% of the proceeds of a tax-advantaged bond issue may be used to make or finance a loan to any person other than a state or local government unit;

c. Before entering into any special use arrangement with a non-governmental person that involves the use of bond-financed property, the user must consult with the Executive Director, provide the Executive Director with a description of the proposed nongovernmental use arrangement, and determine whether that use arrangement, if put into effect, will be consistent with the restrictions on private business use of the bond-financed property;

d. In connection with the evaluation of any proposed nongovernmental use arrangement, the Executive Director should consult with nationally recognized bond counsel to the District as may be necessary to obtain federal tax advice on whether that use arrangement, if put into effect, will be consistent with the restrictions on private business use of the bondfinanced property, and, if not, whether any “remedial action” permitted under Section 141 of the Code may be taken by the District as a means of enabling that use arrangement to be put into effect without adversely affecting the tax-advantaged status of the bonds that financed the property; and

e. The Executive Director and the user of the property shall maintain records of such nongovernmental uses, if any, of bond-financed property, including copies of the pertinent leases, contracts or other documentation, and the related determination that those nongovernmental uses are not inconsistent with the tax-advantaged status of the bonds that financed the property.

For any property that was financed with proceeds of tax-advantaged bonds issued as “qualified school construction bonds,” the Executive Director and the users of that property also shall ensure that the property continues to be used by the District as, or as part of, a public school facility for as long as those tax-advantaged bonds remain outstanding.

5. Special Compliance Procedures for Qualified School Construction Bonds

This portion of the Compliance Procedure only applies only to the District’s outstanding qualified school construction bonds. After the issue date of the bonds, the District will prepare and sign, and the District (or the District’s designated paying agent for the bonds) will timely file IRS Form 8038-CP in order to receive the federal credit payment with respect to each interest payment as shown on the applicable Information Return. Form 8038-CP will be filed no earlier than (but promptly following) the 90th day prior to each interest payment date and no later than the 45th day prior to each interest payment date for the bonds. The District will provide on Form 8038- CP the information required for the federal credit payments to be made by direct deposit to an account for the benefit of the District.

6. Use of Bond Proceeds During the Construction Period

Monitoring the expenditure of bond proceeds is necessary to assure that the required amount of bond proceeds are expended for capital expenditures and that not more than 10% of the bond proceeds are expended for projects that will be used for in a private trade or business (including by the federal government and nonprofit entities).

a. The Executive Director is responsible for reviewing the transcript for the bonds, and in particular the authorizing documents and the federal tax certificate, as well as invoices and other expenditure records to monitor that the bond proceeds are spent on authorized project costs.

b. If any unspent bond proceeds remain at the completion of the project, the Executive Director, conferring with bond counsel, will direct application of the excess proceeds for permitted uses under federal tax law, state law and bond authorization documents.

c. Any change in the scope of the project financed with bond proceeds should be reviewed and documented. If state or local circumstances should cause any alteration to the specific planned expenditures described in the bond election resolution, then (1) the board shall conduct a public hearing to consider those circumstances and to receive public testimony and (2) at a public meeting held subsequent to such public hearing, the board may determine that alterations to the planned expenditures are in the best interests of the District and authorize such alterations by adopting a new resolution or amending the original bond election resolution.

d. If a project is financed with a combination of bond proceeds and funds from other sources, and if the project includes both governmental and non-governmental uses of the bond-financed facilities, then the Executive Director will allocate project costs between the bond proceeds and the other sources of funds expended on the project. Such allocation will occur no later than 18 months after the later of the date of expenditure or the date that the project is placed into service, but in no event more than five years after the date of issue.

7. Refundings

When all or a portion of the proceeds of a bond issue will be used to refund or defease a prior bond issue, the Executive Director will:

a. If the refunding plan contemplates the use of a refunding escrow, confirm that any scheduled purchases of State and Local Government Series or open market securities are made as scheduled;

b. On the date of redemption of the prior issue, confirm that the refunded bonds have been redeemed and cancelled; and

c. Promptly following the date of redemption of the prior issue, confirm that all proceeds of the refunding issue have been spent or, if there are excess proceeds of the refunding issue, verify that such excess proceeds do not exceed an amount permitted by applicable Treasury Regulations.

8. Records to be Maintained for Tax-Advantaged Bonds

It is the procedure of the District that, unless otherwise permitted by future IRS regulations or other guidance, written records (which may be in electronic form) will be maintained with respect to each bond issue for as long as those bonds remain outstanding, plus three years. For this purpose, the bonds include refunding bonds that refund the original bonds and thereby refinance the property that was financed by the original bonds.

The records to be maintained are to include:

a. The official Transcript of Proceedings for the original issuance of the bonds;

b. Records showing how the bond proceeds were invested, as described in 3(a) above;

c. Records showing how the bond proceeds were spent, as described in 3(b) and 5(c) above, including purchase contracts, construction contracts, progress payment requests, invoices, cancelled checks, payment of bond issuance costs, and records of “allocations” of bond proceeds to make reimbursement for project expenditures made before the bonds were actually issued;

d. Information, records and calculations showing that, with respect to each bond issue, the District was eligible for the “small issuer” exception or one of the spending exceptions to the arbitrage rebate requirement or, if not, that the rebate amount, if any, that was payable to the United States of America in respect of investments made with gross proceeds of that bond issue was calculated and timely paid with Form 8038-T timely filed with the IRS, as described in 3(c), (d) and (e) above; and

e. Records showing that special use arrangements, if any, affecting bond-financed property made by the District with nongovernmental persons, if any, are consistent with applicable restrictions on private business use of property financed with proceeds of taxadvantaged bonds and restrictions on the use of proceeds of tax-advantaged bonds to make or finance loans to any person other than a state or local government unit, as described in 4 above.

The basic purpose of the foregoing record retention procedure for the District’s taxadvantaged bonds is to enable the District to readily demonstrate to the IRS upon an audit of any tax-advantaged bond issue that the District has fully complied with all federal tax requirements that must be satisfied after the issue date of the bonds so that those bonds continue to be eligible for the applicable tax advantage under the Code.

9. Reissuance

A significant modification (which can include a waiver) of the bond documents may result in bonds being deemed refunded or “reissued.” Such an event will require, among other things, the filing of new information returns with the federal government and the execution of a new arbitrage certificate. Bond counsel should be consulted prior to any modification of the bond documents or the acceptance of any waiver of a term of the bond documents.

10. Identification and Remediation of Potential Violations of Federal Tax Requirements for Tax-Advantaged Bonds

a. So long as any of the District’s tax-advantaged bond issues remain outstanding, the Executive Director should periodically consult with the users of the District’s bond-financed property to review and determine whether current use arrangements involving that property continue to comply with applicable federal tax requirements as described in these Compliance Procedures. This may be accomplished, for example, by periodically meeting with users, providing questionnaires to users about current use arrangements, or adopting other protocols reasonably calculated to ensure compliance with applicable federal tax requirements on a continuing basis. This periodic review may be scheduled, for example, at or before the times that the District is required to file with the MSRB the annual financial information and operating data pursuant to the District’s undertaking to provide continuing disclosure with respect to outstanding bonds.

b. If at any time during the life of an issue of tax-advantaged bonds, the District discovers that a violation of federal tax requirements applicable to that issue may have occurred, the Executive Director will consult with bond counsel to determine whether any such violation actually has occurred and, if so, take prompt action to accomplish an available remedial action under applicable IRS regulations or to enter into a closing agreement with the IRS under the Voluntary Closing Agreement Program described under Notice 2008-31 or other future published guidance.

11. Education Procedure with Respect to Federal Tax Requirements for TaxAdvantaged Bonds

It is the procedure of the District that the Executive Director and his or her staff, as well as the principal operating officials of those departments of the District for which property is financed with proceeds of tax-advantaged bonds should be provided with education and training on federal tax requirements applicable to tax-advantaged bonds. The District recognizes that such education and training is vital as a means of helping to ensure that the District remains in compliance with those federal tax requirements in respect of its bonds. The District therefore will enable and encourage those personnel to attend and participate in educational and training programs offered by, among others, the Washington Association of School Administrators, Washington Association of School Business Officials and Washington State School Directors Association with regard to the federal tax requirements applicable to taxadvantaged bonds.

The foregoing procedures contained in Parts A and B supersede and replace any prior procedures.

Legal References:

• Sections 54A, 54F, 103, 141, 148, 149, 150, 265, 1001 and 6432 of the Code, and applicable regulations Federal laws governing taxexempt and tax-advantaged obligations
• Securities Act of 1933; Securities and Exchange Act of 1934; Chapter 21.70 RCW; and 17 C.F.R. § 240.15c2-12 Federal and State regulation of municipal securities disclosure
• Chapters 28A.335, 28A.530, 39.36, 39.46, 39.50 and 39.53 RCW State laws governing the issuance of bonds and obligations (voted and nonvoted)
• Resolutions of the Board, adopted and to be adopted, authorizing the issuance of bonds or tax-advantaged bonds

Adoption Date: September 9, 2014

Revised Date: July 27, 2020

Classification: Discretionary

Procedure 6910P- Construction Financing- Post Issuance Bonds Procedures

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Maintenance of Facilities Records

The maintenance of adequate records is vitally important to the future facilities program within the district and to the resolution of any disputes that may arise regarding a construction project.

The Superintendent or designee will keep all reports, documents and plans as they relate to an existing or proposed project for the amount of time specified in the Washington State Archives Local Government Common Records Retention Schedule. The records will include copies of all correspondence relating to the project. The Superintendent will require from the architect, engineer, contractor, or other parties at least the following, as they become available:

1. Inspection and progress reports;

2. Results from tests of material quality and composition, etc.;

3. Drawings of buildings and sites;

4. Conveyance records, title search, bond issuance records and any licenses and legal documents issued or executed pursuant to the project;

5. Guarantees and warranties; and

6. Other papers relevant to the project, such as the record of Board resolutions.

Cross Reference:

• Policy No. 6570 Property and Data Management

Legal References:

• RCW 39.04.020 Plans and specifications—Estimates— Publications—Emergencies
• RCW 39.04.040 Work to be executed according to plans— Supplemental plans
• RCW 39.04.070 Account and record of cost
• RCW 39.04.080 Certified copy to be filed—Engineers certificate
• RCW 39.04.100 Records open to public inspection – Certified copies

Classification: Priority

Adoption Date: November 22, 1993

Revised Date: August 10, 2022

Policy 6955- Maintenance of Records

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Naming Schools, Facilities, Teams, and Use of School Mascots, Images, or Logos

Existing schools being renamed, or new district buildings and facilities will be named after geographic names of historical significance or after the geographical characteristics in which the facility is located. New district facilities will not be named after people.

School and team mascots, logos or images will not be of Native American names, symbols or images unless the local tribe has approved the use by appropriate enactment or resolution.

The Superintendent or designee will establish procedures for renaming or naming schools, facilities, teams and school mascots, images or logos.

Adoption Date: October 25, 2006

Revised Date: April 13, 2022

Policy 6970- Naming Schools, Facilities, Teams and Use of School Mascots, Images or Logos

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Naming Schools, Facilities Teams, and Use of Mascots, Images, or Logos Procedure

The naming of a school and/or district facilities will take place in the following manner:

A. The Superintendent or designee will select a committee whose purpose will be to submit to the Board a list of no more than three names for the new school, facility, team name or mascot. The list will briefly state, along with each name, why the committee nominated each name. The committee may solicit nominations from students and the community.

B. The committee will , whenever possible, follow these guidelines:

1. Each name will be known to, and significant to, the people of the district;

2. The names submitted must not conflict with the names or mascots of other schools in the district or surrounding districts; and

3. The use of personal names will not be allowed.

C. The Board will select the name of the new school, facility, team name or mascot from the list provided by the committee. If for any reason the names suggested by the committee are unacceptable to the Board, the Board can request that the committee reconvene and select three new names to be presented to the Board. Formal dedication of the facility will take place after final completion of the project.

D. For a new school or facility, in recognition of the efforts of those involved in the project, a plague containing the following information will be attached to a new building:

1. School and/or facilities name;

2. Completion or dedication date;

3. Name of the Board members as of the Board approved construction date to appear in the following order:

a. Chair/President;

b. Vice Chair/President;

c. Members (alphabetically)

4. Superintendent as of the Board approved construction date; and

5. Architect and contractor names. The naming of teams and the designation of mascots images and logos are subject to the following limitations:

1. New schools, facilities or team names, mascots, logos or images will not be Native American names, symbols, or images.

Adoption Date: October 25, 2006

Revised Date: April 13, 2022

Procedure 6970P- Naming Schools, Facilities, Teams Procedures

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