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Aromas-San Juan USD |  BP  3300  Business and Noninstructional Operations

Expenditures And Purchases   

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The district administration shall implement Board Policy 3300 within the framework of the concepts set forth in the Purchasing Code of Ethics (California Association School Business Officials Handbook of Public School Purchasing, 1979):

1. To regard public service as a sacred trust, giving primary consideration to the interests of the school district by which they are employed.

2. To purchase without prejudice, seeking to obtain the maximum benefit for each tax dollar expended.

3. To avoid unfair practices, giving all qualified vendors an equal opportunity.

4. To respect our obligation and to require that obligations to us and our school district be respected.

5. To accord vendor representatives the same courteous treatment we would like to receive.

6. To strive constantly for improvement of purchasing methods and of the materials that are purchased.

7. To counsel and assist fellow purchasing agents in the performance of their duties, whenever occasion permits.

8. To conduct themselves with fairness and dignity and to demand honesty and truth in buying and selling.

9. To cooperate with all organizations and individuals engaged in enhancing the development and standing of the purchasing profession.

10. To remember that everything they do reflects on the school district and to govern their every action accordingly.

11. When price, fitness, and quality are equal, recycled products shall be preferred when procuring materials for use in district schools and buildings.

(cf. 3000 - Concepts and Roles)

(cf. 3100 - Budget)

(cf. 3315 - Relations with Vendors)

(cf. 3350 - Travel Expenses)

(cf. 3400 - Management of District Assets/Accounts)

(cf. 3460 - Financial Reports and Accountability)

(cf. 9270 - Conflict of Interest)

Expending Authority

Contracts and purchases exceeding $50,000 whether initially or paid over any period longer than one month totaling $50,000 or more shall be brought to the Board for consideration and contracts and purchases exceeding the legal bid limit shall go out for quote, Request for Proposal, etc. with a two quote minimum, preferably three quotes. (Splitting of purchases to avoid bid limit is illegal.)

However, such purchases may be approved by the Superintendent and subsequently ratified by the Board if:

1. An emergency exists requiring the purchase prior to the next regular board meeting.

2. Item(s) or services to be purchased are explicitly stated in the adopted budget.

All contracts involving an expenditure exceeding the legal bid limit shall be let in accordance with Public Contract Code SS 20110, et seq., by the Board of Trustees on a case-by-case basis.

The Superintendent shall prepare a separate monthly report to the board setting forth all formal contracts entered into by the Superintendent or his designee pursuant to this staff rule. The report shall be included as a part of the consent agenda for board ratification.

Procedures shall be established to cause adequate records to be maintained to ensure an adequate audit trail.

(cf. 3311 - Bids)

(cf. 3312 - Contracts)

The Board shall review all transactions entered into by the Superintendent or designee on behalf of the Board every 60 days. (Education Code 17605)

(cf. 3110 - Transfer of Funds)

District funds shall not be expended for the purchase of alcoholic beverages. (Education Code 32435)

Purchasing Procedures

Insofar as possible, goods and services purchased shall meet the needs of the person or department ordering them at the lowest price consistent with standard purchasing practices. Maintenance costs, replacement costs, and trade-in values shall be considered when determining the most economical purchase price.

(cf. 3314.2 - Revolving Funds)

(cf. 3440 - Inventories)

(cf. 3511.1 - Integrated Waste Management)

All purchases shall be made by formal contract or purchase order or shall be accompanied by a receipt. In order to eliminate the processing of numerous small purchase orders, the Superintendent or designee may create a "blanket" or "open" purchase order system for the purchase of minor items as needed from a vendor. He/she shall ensure that the "open" purchase order system details a maximum purchase amount, the types of items that can be purchased under this order, the individuals authorized to approve purchases, and the expiration date of the "open" order. The Board will review and approve open purchase orders by June for the subsequent school year.

Legal Reference:

EDUCATION CODE

17604 Delegation of powers to agents; approval or ratification of contracts by governing board

17605 Delegation of authority to purchase supplies and equipment

32370-32376 Recycling paper

32435 Prohibited use of public funds, alcoholic beverages

35010 Control of district; prescription and enforcement of rules

35035 Powers and duties of superintendent

35160 Authority of governing boards

35250 Duty to keep certain records and reports

38083 Purchase of perishable foodstuffs and seasonal commodities

41010 Accounting system

41014 Requirement of budgetary accounting

GOVERNMENT CODE

4330-4334 California made materials

PUBLIC CONTRACT CODE

3410 U.S. produce and processed foods

20111 Contracts over $50,000; contracts for construction; award to lowest responsible bidder

Management Resources:

CSBA PUBLICATIONS

Maximizing School Board Governance: Fiscal Accountability, 2006

WEB SITES

CSBA, Financial Services: http://www.csba.org/fs

California Association of School Business Officials: http://www.casbo.org

California Department of Education: http://www.cde.ca.gov

Policy AROMAS-SAN JUAN UNIFIED SCHOOL DISTRICT

adopted: April 8, 2020 San Juan Bautista, California