Policy: 6100
Section: 6000 – Management Support

Revenues from Local, State and Federal Sources

Revenues from Local Resources 

Use of Local Revenues for Enrichment

All local revenues will be used only for documented and demonstrated enrichment of the state’s program of basic education.

Local revenues include the following:

• Enrichment levies collected under RCW 84.52.053;
• Local effort assistance funding received under chapter 28A.500 RCW; and
• Other local revenues such as, but not limited to, grants, donations, state and federal payments in lieu of taxes, or any local revenues that operate as an offset to the district’s basic education allocation under RCW 28A.150.250.

Enrichment of the state’s program of basic education includes supplementing the following:

• The minimum instructional offerings of RCW 28A.150.220 or 28A.150.260;
• The staffing ratios or program components of RCW 28A.150.260, including providing additional staff for class size reduction beyond class sizes allocated in the prototypical school model and additional staff beyond the staffing ratios allocated in the prototypical school formula;
• The program components of RCW 28A.150.200, 28A.150.220, or 28A.150.260; or
• The program of professional learning as defined by RCW 28A.415.430 beyond that allocated pursuant to RCW 28A.150.415.

The district can pay for the following with local revenues:

• Extracurricular activities;
• Extended school days;
• An extended school year;
• Additional course offerings beyond the minimum instructional program established in the state’s statutory program of basic education;
• Activities associated with early learning programs;
• Any additional salary costs attributable to the provision or administration of permitted enrichment activities; and
• Additional activities or enhancements that the office of the superintendent of public instruction determines to be documented and demonstrated enrichment and for which the superintendent approves proposed expenditures during the preballot approval process required by RCW 84.52.053 and 28A.505.240.

Enrichment Levies

As necessary, the district will consider requesting voter approval of an enrichment levy. Such a levy will be for an amount permitted by law. The board will solicit advice from staff and community members prior to establishing the amount and purposes of the levy. The levy will be presented by program and expenditure in the district's annual descriptive guide for community members as required by law. OSPI must approve the district’s expenditure plan for the enrichment levy before the district can submit the levy to the voters.

Response to Audit Findings on the Use of Local Revenues

As part of the state auditor’s regular financial audit, it will review the district’s expenditures to ensure they are in compliance with RCW 28A.150.276, the statute that limits the district’s use of local revenues to supplementing the state’s basic education program.

Within 30 days of receiving the auditor’s findings, the board will hold a public hearing to review the findings.

Revenues from State Resources

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

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

If the superintendent or designee identifies an optional state grant and determines that the benefits of accepting the grant outweigh the costs, he or she may provide a report to the board describing the benefits and the costs associated with accepting the grant. After reviewing the report, the board may formally authorize accepting the grant.

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 will 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 will not detract from other programs already in operation.

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

• Maintenance of fiscal records that show the receipt and disposition of federal funds;
• Provision for eligible private school students to participate in programs and/or services designed for the educationally disadvantaged as well as other programs that are supported by federal funds;
• Provision for testing to identify target students as well as to measure program results; and
• Provision for staff and parent involvement, program planning, budget development, and program evaluation.

The district agrees to comply with Title I requirements pertaining to the implementation of internal controls for travel, contracted services, training, and capital outlay purchases and expenditures. The following controls are established for the Title I program:

• All Title I funded purchases and expenditures will be directly related to allowable Title I activities and services that are necessary to carry out the objectives of the current program effectively, and for the benefit of eligible participants;
• Title I purchases and expenditures will be restricted to those incurred by persons with direct Title I duties and responsibilities and/or that benefit only eligible Title I participants;
• Title I funded in-service trainings will be directly related to specific Title I program activities and provided only to persons with Title I program responsibilities and duties; and
• Appropriate documentation of all Title I purchases and expenditures incurred will be maintained for accountability and audit purposes.

The district further assures that a district-wide salary schedule is in effect and that the staff are assigned equitably among schools. Instructional material will also be distributed equitably among all schools. The board grants authority to directors 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

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 Native American 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 federal impact funds. Native American students will 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 or designee will establish procedures to assure the involvement of the tribes and parents of Native American students in the development of the basic education program, including the education services to be provided with federal impact funds and the participation of Native American children in the program on an equal basis. The superintendent or designee 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 Native American students.

Adoption Date: 10.19
Classification: Essential
Revised Dates:

Policy: 6112
Section: 6000 – Management Support

Rental and Lease of District Real Property

When district real property is not needed, the board has the authority to call for bids to rent or lease any surplus real property. Notice of the intent to rent or lease property shall be published in a newspaper of general circulation in the district at least 45 days before the rental or lease takes effect, if the value of the rental or lease is $10,000.00 or more. The district may establish a minimum acceptable bid based upon the fair market value, provided that such minimum bid is non-discriminatory within classes of users.

Such property shall be rented or leased for lawful purposes. The rental or lease shall be in the best interests of the district and shall not interfere with the conduct of the district’s educational program and related activities. Proceeds from rental or lease of district property which are in excess of the operational costs incurred for such rental or lease shall be deposited in the capital projects fund or debt service fund.

Adopted: 06.02.03
Revised:

Policy: 6115
Section: 6000 – Management Support

Fund Balance

The Board of Directors of the Kiona-Benton City School District Board of Directors recognizes the importance of maintaining a fund balance for the general fund for meeting cash flow requirements, protecting the district from economic uncertainties, and earmarking funding for future purchases that enhance student education and district operations.

Fundbalance consists of the following three (3) classifications:

Reserved Fund Balance – This portion of the fund balance is restricted for specific use or includes amounts required to be set aside through state, contractual, or legal requirements. Amounts within the reserved fund balance include, but are not limited to, reserve for inventory and reserve for self-insured funds to meet state reserve requirements.

Designated Fund Balance – This portion of the fund balance is earmarked for future financial resource use. Designated amounts include, but are not limited, to such categories as equipment replacement, building carryover funds, curriculum support, and unspent funds associated with specific program and grants.

Unreserved/Undesignated Fund Balance – This is the portion of the fund balance set aside to ensure the district meets cash flow requirements, as available financial resources for addressing economic uncertainties, including but not limited to, enrollment fluctuations, unforeseen cost increases, emergencies related to maintenance and operations, and loss of state and/or federal revenue. The unreserved/undesignated fund balance shall be maintained at a minimum of 4% and within a range of 3% to 5% of the general fund budget. Should the Board authorize use of the unreserved/undesignated fund balance below the 4% level, the Superintendent or designee, will prepare a financial plan identifying how the reserve will be returned to the 4% level.

Adoption: 09.26.11

Policy: 6210
Section: 6000 – Management Support

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 $25,000 except that the superintendent will have the authority to make capital outlay purchases without advance approval when it is necessary to protect the interests 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.

Adoption Date: 06.02.03

Kiona-Benton City School District
Classification: Essential
Revised Dates: 02.22.16

Policy: 6210P
Section: 6000 – Management Support

Procedure Purchasing Authorization and Control

Requisitions will be approved by the superintendent. As a minimum, requisitions will 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 year;
4. Specifications of equipment items (manufacturer, stock number, etc.);
5. Estimated cost based on latest price; and
6. Authorizing signature.

The purchasing department will prepare a multiple-copy purchase order from the original request. One copy of the purchase order will be sent to receiving facility to be signed and returned to the purchasing department when the goods have been received.

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: 03.28.16

Kiona-Benton City School District
Classification: Essential
Revised Dates:

Policy: 6212
Section: 6000 – Management Support

Charge Cards

The board authorizes the issuance of charge cards to officers and staff for district purchases, acquisitions and authorized travel. The board will approve any contract for the issuance of credit cards, including the credit limit. Credit cards may be issued to any individual, school and/or department of the District with supervisor approval.  

The superintendent or his/her designee is responsible for the authorization and control of the use of credit card funds, subject to final board approval of payments.

Upon billing or no later than thirty (30) days of the billing date, the officer or staff member using a charge card will submit a fully itemized expense voucher including receipts or invoices supporting purchases. Any charges not properly identified on the expense voucher, or not allowed following review by the auditing officer, will be paid by the official or staff member. Any official or staff member who has been issued a charge card will not use the card if any disallowed charges are outstanding.

The superintendent will establish procedures for the issuance and use of charge cards.

Adoption Date: 03.28.16

Kiona-Benton City School District
Classification: Priority
Revised Dates:

Policy: 6215
Section: 6000 – Management Support

Voucher Certification and Approval

Expenditures will be made on district voucher forms. Before vouchers are submitted to the board for payment, they will be audited and certified by the district's appointed auditing officer for accuracy and proof that the goods or services have been received and are satisfactory and that previous payment has not been made. The certification must be signed and dated by the auditing officer or his/her delegate. Vouchers will be approved by a recorded affirmative vote of a majority of the board.

The board authorizes advance payment of a voucher when a delay in payment would otherwise result in a penalty or late fee or an interest charge on the unpaid balance except that advance payment for goods or services to a single vendor in excess of $5,000 will not be permitted unless previously authorized by the board through a bid award or by action of the board at a preceding board meeting. The board will review and approve all such advance payments at its next regularly scheduled public meeting. In the event the claim is disapproved, the auditing officer and superintendent will cause the claims to be recognized as receivables and pursue collection diligently until the funds are collected or until the board approves the payment of those claims.

The auditing officer and the superintendent will each furnish an official bond, for not less than $50,000 for the faithful discharge of such duties. The school district will purchase and pay for the surety bonds.

Adoption Date: 06.02.03

Kiona-Benton City School District
Classification: Essential
Revised Dates: 02.22.16

Policy: 6216
Section: 6000 – Management Support

Reimbursement for Goods and Services: Warrants

A majority of the members of the board will approve the issuance of all warrants, except that advance payments may be made on vouchers when authorized by the board.

Expenditures of district moneys will be made on approved vouchers by a warrant signed by the secretary of the board or, in his/her absence, the board chairman.

Warrants to be issued will first be recorded with the county auditor's office and the county treasurer's office showing date, payee, and amount.

Unclaimed or Reissued Warrants

Warrants which have not been redeemed within a period of twelve (12) months or longer will be cancelled by the authority of the board. Such action will take place on or before the end of each calendar year. In the event that a warrant has been lost, a replacement warrant may be issued following acknowledgement of a “stop payment” with the district's depository. A replacement warrant may also be issued to the estate of a deceased staff member upon notice from the court. A replacement warrant may also be issued to a claimant whose warrant has been cancelled because of the time limitation imposed by this policy.

Adoption Date: 06.02.03

Kiona-Benton City School District
Classification: Essential
Revised Dates: 02.22.16

Policy: 6217
Section: 6000 – Management Support

Travel

School district employees or designees may travel, whether within or outside of the district, on official district business, when authorized by the Superintendent or designee.

Authorization

A. The Superintendent may authorize:

1. Travel for business and professional purposes within the states of Washington, Oregon and Idaho
2. Automobile travel within the District for program and business needs.

B. Board approval is required for all other out-of-district travel.  However, the Superintendent may, in extenuating circumstances, approve out-of-state travel and so inform the Board of Directors as soon as possible but no later than the next Board Meeting.

The rate of reimbursement for approved travel will be reviewed annually by the Superintendent. Reasonable effort shall be made to combine transportation, housing, and other similar costs when two or more employees are attending a mutual event to keep expenses to a minimum. The Superintendent shall develop rules and regulations for implementing travel guidelines.

For purposes of this policy,travel expense includes amounts paid for use of personal automobiles, other transportation, lodging, reimbursement in lieu of actual expenses for meals,and related items that are necessary while in the conduct of official business of the district.

Reimbursement for travel expenses shall be made pursuant to the federal internal revenue code and internal revenue service regulations.

Adopted: 01.28.08
Revised: 03.12.12

Policy: 6217RR
Section: 6000 – Management Support

Travel – Authorization and Reimbursement

The Superintendent or designee will periodically review these procedures, issue procedural bulletins,and submit recommendations for continuance or modification to the Board of Directors.The Superintendent may authorize travel for business and professional purposes within the states of Washington, Oregon and Idaho. He may also authorize automobile travel within the District for program and business needs. Board approval is required for all other out-of-district travel.  However, the Superintendent may, in extenuating circumstances, approve out-of-state travel and so inform the Board of Directors as soon as possible but no later than the next Board Meeting.

I.        DEFINITIONS

1. Local Area Travel is travel by district employees to conduct official district business within Benton City and the Tri-City area.  This includes travel between district locations.
2. Non-Local Area Travel is travel outside of the Local Area Travel, as defined above, by district employees to conduct official district business.
3. Travel Status: You are in travel status if (1) your duties require you to be away from the general area of your regular work location substantially longer than an ordinary day’s work, and (2)you need to sleep or rest to meet the demands of your work while away.  This rest requirement is not satisfied by merely working overtime at a great distance from your residence or by napping in your car.

II.       LOCAL AREA TRAVEL

1. Approval Process
    

   Expenditures                                                         Prior Required        

                     Registration Only                                                        Yes

                     Mileage and/or Parking Only                                       No

                     Prescheduled W.I.A.A.Sanctioned Event                    No
    

   To allow sufficient time for processing and approval before departure, a Request for Advance Travel(Advance) form should be completed at least five (5) days before departure.  Within the schools, the Advance form will be submitted to the building administrator for approval, who will approve or deny the request.  For all other employees, the immediate supervisors will forward recommended requests to the appropriate department heads, who will approve or deny the request.  The original Advance form and attachments must be submitted to the District Office for processing. A copy of the approved Advance form will be returned to the applicant upon request. If travel precedes written administrative and budgetary approvals,reimbursement for travel expenses may be denied.

   All Advance forms must be accompanied by documentation of registration.
    

2. Reimbursable Expenses

   
   Employees operating a private vehicle for district business shall (a) be in possession of a valid driver’s license, (b) have vehicle liability insurance, and (c) carry an insurance identification card while driving a vehicle, verifying they have a valid vehicle liability insurance policy.

   Reimbursement for use of a privately owned vehicle for official travel shall be allowed at a rate established and published by the Office of Financial Management (OFM).  Any future rate changes published by OFM shall be effective on the date published by OFM, unless the rate is established retroactively by OFM, in which case it shall become effective on the first day of the month following publication.

   In addition to the standard mileage allowance, necessary and reasonable charges for the following automobile-related expenses are allowed: parking fees and tolls for ferries, bridges and tunnels. Traffic and parking fines will not be reimbursed.

   Daily commute transportation expenses between the employee’s official residence and official work site is a personal obligation of the traveler and is not reimbursable by the district.  When an employee is assigned to work at more than one location, they may be reimbursed only for the miles driven between the work locations.

   When two or more employees are attending the same conference, plans should be made to use the minimum number of vehicles necessary to transport everyone.  Only the driver may submit a claim for mileage when more than one district employee shares a vehicle.

3. Claims for Reimbursement

   
   Claims for reimbursement of travel expenses shall be submitted for approval on a district Monthly Mileage Reimbursement (Monthly) form to the building or department administrator who initially recommended approval of the travel.

   Employees should complete a Monthly form at a minimum of every 30 days to claim in-district personal vehicle mileage, or at greater intervals if the amount due is less than $20, at the discretion of the employee.

   All Local Area Travel reimbursement claims shall be submitted within fifteen (15) days following the end of the fiscal year in which the expenses were incurred.  Claims submitted later than that will not be reimbursed

III.      NON-LOCAL AREA TRAVEL

1. Approval Process
    

   A district Advance form must be completed for all Non-Local Area Travel with reimbursable expenditures, except for travel to prescheduled events sanctioned by the W.I.A.A.

   To allow sufficient time for processing and approval before departure, an Advance form should be completed at least five (5) days before departure. For out-of-state travel, all forms must be submitted 30 days prior to registration deadline for Board review.Within the schools, the Advance form will be submitted to the building administrator for approval, who shall approve or deny the request.  For all other employees, the immediate supervisors will forward recommended requests to the appropriate department heads, who shall approve or deny the request. The original Advance form and attachments must be submitted to the District Office for processing. A copy of the approved Advance form will be returned to the applicant upon request.

   An Advance form is also required when requesting advance mileage & meal per diem funds prior to travel.

   All Advance forms must be accompanied by documentation verifying reason for travel, provided meals (if any), and mileage (i.e. Map Quest).

   The Superintendent or designee may report all such travel authorizations to the Board of Directors.  The Board may take action to authorize such travel.

   If travel precedes written administrative and budgetary approvals, reimbursement for travel expenses maybe denied.
    

2. Reimbursable Expenses
    
   1. Meals and Incidental Expenses

      Meals and Incidental Expenses (M&IE) are defined as:

      a.   Meals;
      b.   Fees and tips given to porters, baggage carriers, bellhops, motel maids, and others; and
      c.   Transportation between places of lodging or business and places where meals are taken, if suitable meals cannot be obtained at the lodging or conference site.

      A per diem allowance for M&IE as defined above will be paid to employees traveling on district business while they are in travel status. The amount of per diem paid will be based on OFM per diem rates by location as published in the most current IRS Publication 1542.  In accordance with the IRS definition of M&IE, taxi fares to restaurants for meals are included in the per diem amount; the district cannot separately reimburse an employee for such taxi fares without taxable consequences to the employee.

      No receipts for mealsare required to be submitted with the Travel Expense Reimbursement (Expense) form;however, the daily per diem amount must be logged in the appropriate place on the form.

      Reimbursement for meal expenses will not be authorized when an employee does not incur expenses for meals because they are furnished, either by the host facility or as a part of the registration or lodging fee.

      Reimbursement of actual expenses for meals and related costs shall be allowable when acting as host to guests of Kiona-Benton City School District or other official business functions provided the purpose and the event are shown on a separate reimbursable expense statement.  Receipts or other satisfactory evidence of payment must be attached to the claim. All reimbursement claimed under this authority shall be clearly identified and a special report submitted with each reimbursement request documenting the nature of the business discussion or activity.

   2. Lodging

      Reimbursement for lodging expenses shall be at an actual rate for single occupancy standard accommodations, plus applicable taxes. The maximum reimbursable amount shall be 150 percent of the OFM per diem rate by location as published in the most current OFM Publication, plus applicable taxes.  Amounts above this maximum are not reimbursable.

      To verify OFM allowable Per Diem rates, go to Office of Financial Management and click on “Per Diem Rates” under Travel Resources.

      Exceptions:

      a.   When a block of rooms has been reserved at a conference hotel site for the use of conference participants and the amount per room exceeds this maximum, the higher rates for lodging at the location of a convention or conference will be allowed, without special approval, up to the amount indicated in the convention or conference brochure.
      b.   When costs in the area have escalated for a brief period of time either during special events or disasters.
      c.   When lodging accommodations in the area are not available at or below the maximum lodging amount, and the savings achieved from occupying less expensive lodging at a more distant site are consumed by an increase in transportation and other costs.
      d.   When meeting room facilities are necessary and it is more economical for the traveler to acquire special lodging accommodations such as a suite rather than to acquire a meeting room and a room for lodging.

      Employees must submit an original receipt containing the hotel name and address; dates of stay; and itemization of lodging, meals, telephone charges, and personal items. Lodging reimbursement shall be made for commercial lodging facilities only.

      No overnight lodging will be reimbursed for locations within fifty (50) miles of the closer of either the traveler’s official residence or official office,except for one of the following conditions:

      a.   An overnight stay in a commercial lodging facility to avoid having a traveler drive back and forth for back-to-back late night/early morning meetings,
      b.   When the health and safety of travelers is of concern, or
      c.   When it can be demonstrated that staying overnight is more economical to the district.

      District employees may share lodging when two or more employees are attending the same conference. When employees share rooms, they will be reimbursed up to 150% of the Federal per diem rate for that location as stated above, plus any amount charged for the difference between single and double occupancy.  When two or more employees share a room, they shall each claim an equal share of the total bill on the Expense Report form, plus applicable taxes.

      For out-of-state travel, reimbursement of expenses is allowed for one travel day preceding a conference and for one travel day following the conference. For example, if the conference starts on Monday and travel begins on Sunday,reimbursement is made for the travel day, which is Sunday. However, if the same conference begins on Monday and travel begins on the proceeding Friday,reimbursement is made for the travel day, which is Friday. There will be no reimbursement of expenses for Saturday and Sunday preceding the conference. The same applies for travel following the conference.

      If an exception to the rule in the previous paragraph for out-of-state travel reimbursement is to be considered, the employee must clearly show a cost saving as a result of arriving at the destination earlier or leaving the conference site later than the one day before or after the conference dates.

      Travel must be by the most direct route possible and any employee traveling by an indirect route must assume any additional expenses incurred.

   3. Combined Business and Personal Time
      When combining business and personal time on a trip, the dates of the personal time must be indicated on the Advance form (and location, if alternate destination routing). In cases where this can be arranged, it is understood that the employee will be responsible for the additional costs to be incurred as a result of the alternate site routing and a notation must be made on the Advance form of that cost. Reimbursement of expenses on those dates is NOT allowable.To determine the additional cost of alternate site routing, the traveler must provide a written quotation of the cost of round-trip airfare directly to and from the business destination. The difference between the cost of the round-trip airfare including the alternate site routing versus the cost of the round-trip airfare directly to and from the business destination constitutes the additional cost of alternate site routing. The employee must pay the personal portion of the plane ticket or lodging prior to the trip.
       
   4. Airfare

      Airline tickets maybe purchased through the district’s accounts payable department using a district Purchase Order or through a procurement card.

      Employees may choose to make their own travel arrangements on the Internet.  Purchasing airline tickets on the Internet is an option only if using a Department procurement card. For auditing purposes, thee-confirmation showing the itinerary, cost and proof of payment for airline tickets purchased through the Internet must be submitted by the employee with their Advance form or Expense form.

      The cost for a lost airline ticket is the responsibility of the employee after he/she has taken possession of the ticket.

   5. Personal Vehicle Use

      Employees operating a private vehicle for district business shall (a) be in possession of a valid driver’s license, (b) have vehicle liability insurance, and (c) carry an insurance identification card while driving a vehicle, verifying they have a valid vehicle liability insurance policy.

      Reimbursement for use of a privately owned vehicle for official travel shall be allowed at a rate established and published by the OFM. Any future rate changes published by OFM shall be effective on the date published by the OFM, unless the rate is established retroactively by the OFM,in which case it shall become effective on the first day of the month following publication.

      No personal vehicle mileage will be reimbursed for mileage to entertainment locations or for transportation between places of lodging or business and places where meals are taken.

      When two or more persons are attending the same conference, plans should be made to use the minimum number of vehicles necessary to transport persons, presentation materials, and luggage.

   6. Rental Vehicles​​​​​​​

      Every effort should be taken to minimize the number of rental cars when employees are traveling to the same location.

      When using a rental vehicle for personal use at the beginning or end of a business trip, employees shall execute separate rental agreements; one in the district’s name for the period of time it will be used for district business, and one in the employee’s name for any personal use days. Insurance coverage for a rental vehicle begins and ends with the employee’s business travel status.

   7. Registration
      Registration fees, materials, and supplies are reimbursable expenses; receipts are required.
       
   8. Telephone Reimbursement and Business Services​​​​​​​

      Telephone calls will be reimbursed as follows provided that proper documentation is submitted showing destination (number or person called), charge per call, and justification.A prepaid calling card may be purchased for business use when engaging in foreign travel.

      a.   For district business:100% allowable with justification provided on the Expense form.
      b.   For personal telephone calls: one telephone call is allowed on the first day of travel (or upon arrival at destination) to confirm safe arrival and one telephone call on thelast day of travel to confirm departure plans.

      Reimbursement is not to exceed $5 per call.

   9. Miscellaneous​​​​​​​

      A receipt will be required for reimbursement of all approved miscellaneous expenses over $40.  If the expense is less than $40, the employee has two options for requesting reimbursement: (1) provide a receipt showing the date, time, place, amount paid and to whom, or (2) log the expenditure on the Expense Report, showing date, time,place, amount paid and to whom.

      Miscellaneous expenses may include parking fees, taxi and shuttle fares, and tolls for ferries, bridges and tunnels. Traffic ticket and parking ticket expenses will not be reimbursed.  A tip, not to exceed fifteen percent (15%), is reimbursable for taxi fares and shuttles when they are not used for transportation between places of lodging or business and places where meals are taken or to places for entertainment.

      If the traveler does not have a required receipt, one of the following processes must be followed:

      a.   Obtain a duplicate original receipt from the hotel or vendor.

      b.   Provide a written statement, signed by the traveler, which includes information on the type of expense, the date, the vendor, line item amounts and an explanation of what happened to the receipt(missing, lost, never issued, etc.).

      If a traveler would like to combine a vacation or other personal use onto a legitimate business trip, it is allowed only where ALL of the following conditions exist: (a) the primary purpose of the trip is official district business; (b) the traveler uses his/her approved leave for the vacation or personal part of the trip; and(c) the district does not incur any extra expenses beyond what it would normally incur had the trip occurred without any personal use coupled to it.

      An employee of the district traveling on official district business is expected to exercise the same care in incurring expenses and accomplishing the purpose of the travel that a prudent individual would exercise if traveling on personal business.  Excess costs, indirect routes,delays, or luxury accommodations considered unnecessary or unjustified in the performance of official district business travel are not acceptable.

      Employees shall be responsible for any additional expenses incurred for personal preference or convenience except in cases to comply with ADA.

      The number of employees from the district attending a particular meeting or activity should be the minimum necessary, consistent with the benefit to be derived from it.

      When an employee’s travel expenses are to be reimbursed to the district by an outside entity, Kiona-Benton City School District travel policy and procedures shall apply.

      Non-reimbursable expenses are: alcoholic beverages,valet services; entertainment expenses; taxi fares or other transportation costs to or from places of entertainment and other non-district business locations; costs of personal trip insurance; personal telephone calls (except as noted above); tips or gratuities associated with the personal expenses listed here; out-of-pocket charges for vehicle service calls caused by negligence of the traveler (i.e. delivery of fuel, retrieval of keys from locked vehicles, jump starting vehicles when lights have been left on, traffic or parking citations/fines, etc.).

   10. Claims for Reimbursement​​​​​​​

       Claims for reimbursement for non-local area mileage only shall be submitted on the Monthly form. All other non-local travel with multiple expenses including mileage shall be submitted for approval on the Expense form. Forms shall be submitted to the building or department administrator whoinitially recommended approval of the travel.

       The per diem meal allowance total must be listed for each day of travel, including any partial day amounts.  Lodging, including taxes,must be listed for each day.  Transportation and other miscellaneous expenses, whether under or over $40, must be itemized and listed for each day in the appropriate categories on the Expense form.  Times of both departure and return must be shown on the form.

       All non-local area travel reimbursement claims shall be submitted within fifteen (15) days following the end of the fiscal year in which the expenses were incurred.  Claims submitted later than that will not be reimbursed.

Approved: 01/28/2008

Revised: 03/12/2012

Policy: 6220
Section: 6000 – Management Support

Bid or Request for Proposal Requirements

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.

I.  Procurement and Public Works Using State Funds

1. Furniture, Supplies, or Equipment
   Whenever the estimated cost of furniture, supplies or equipment (except books) will cost
   • less than $40,000, no competitive bidding process is required to make the purchase;
   • between $40,000 and $75,000, the board will follow the informal competitive bidding process by requiring quotes from at least three different sources to be obtained in writing or by telephone and recorded for the public to review;
   • over $75,000, the board will follow the formal competitive bidding process by:
     1. preparing clear and definite plans and specifications for such purchases;
     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;
        1. ensuring that the district takes steps to assure that when possible, the district will use small and minority businesses, women’s business enterprises and labor surplus firms;
        2. providing the clear and definite plans and specifications to those interested in submitting a bid;
        3. requiring that bids be in writing;
        4. opening and reading bids in public on the date and in the place named in the notice; and
        5. filing all bids for public inspection after opening.
            
2. Exemptions
   The board may waive bid requirements for purchases:
   • clearly and legitimately limited to a single source of supply;
   • involving special facilities or market conditions;
   • in the event of an emergency;
   • of 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, immediate threat to the proper performance of essential functions or will likely result in material loss or damage to property, bodily injury, or loss of life if immediate action is not taken.
     Whenever the board waives bid requirements, the board will issue a document explaining the factual basis for the exception and record the contract for open public inspection.
3. Rejection of 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.
    
4. Interlocal Cooperation Act
   The board reserves the right to enter into inter-local cooperative agreements for purchases and public works with other governmental agencies pursuant to the Interlocal Cooperation Act, Chapter 39.34 RCW.
    
5. 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 employee of the contractor from working at a public school who has contact with children at a public school during the course of his or her employment and who has pled guilty to or been convicted of any felony crime specified under RCW 28A.400.322. The contract shall also contain a provision that any failure to comply with this section shall be grounds for the district immediately terminating the contract.

   The superintendent will establish bidding and contract awarding procedures for all purchases of furniture, equipment, supplies (except books), or public works projects consistent with state law.

6. Use of State Funds for Improvements or Repairs
   The board may make improvements or repairs to property of the district through a district department without following the competitive bidding process provided in subsection (1) of this section when the total of such improvements or repairs does not exceed the sum $75,000. Whenever the estimated cost of a building, improvement repair, or other publics project is $100,000 or more, the competitive bidding process provided in subsection (1) of this section shall be followed unless the contract is let using the small works roster process in RCW 39.04.155 or under any other procedure authorized for school districts. There are no statutory bidding requirements for public works projects involving improvements or repairs that are within the $75,000 to $100,000 range. For projects in this range, the district may consider: using its small works roster process, under RCW 39.04.155; using an inter-local agreement or contract with a vendor of the district’s choice, without any competitive process, under RCW 28A.335.190; or choosing to require quotes for the work to make the process more competitive.
   
    

II.  Procurement Using Federal Funds

1. Goods
   When the district uses federal funds for procurement of goods (furniture, supplies, equipment, and textbooks):
   • Purchases of $10,000 or less do not require quotes. However, the district must consider price to be reasonable, and, to the extent practical, distribute purchases equitably among suppliers
   • Purchases between $10,000 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.
      
2. Services
   When the district uses federal funds for procurement of services:
   • Purchases of $10,000 or less do not require quotes. However, the district must consider price to be reasonable, and, to the extent practical, distribute purchases equitably among suppliers.
   • Purchases between $10,000 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.
      
3. Noncompetitive Procurement
   Noncompetitive procurement may be used only when one of the following four circumstances applies
   • 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.​​​​
4. 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.
    
5. 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
   
    

III.  Procedures

The superintendent or designee will establish bidding and contract awarding procedures consistent with state and federal law.

Adoption Date: 11.13

Classification: Essential
Revised Dates: 02.16; 06.17; 12.18; 3.19

Policy: 6220P
Section: 6000 – Management Support

Procedure Bid Requirements

The following procedures will be in effect for purchasing through the bidding process:

1. A. 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 his/her 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 receive no consideration by the district;
    
2. Formal bid tabulations will be presented at the next regular meeting of the board for study purposes;
    
3. Formal bid awards will be made by the board on the basis of staff recommendations at the second meeting after the bid opening except that the board can waive this requirement when time is of the essence;
    
4. Brand names and manufacturers' catalog numbers used in specifications are for the purpose of identification and to establish a standard of quality. Bids on equal items will be considered providing the bidder specifies brand and model and furnishes descriptive literature. The acceptance of alternative "equal" items will be conditioned on the district's inspection and testing after receipt. If not found to be equal, the material will be returned at the seller's expense and the contract canceled;
    
5. The district will reserve the right to reject any or all bids, waive any formalities and cancel the solicitation, if a compelling reason exists;
    
6. On construction projects, the bidder will include a notarized statement agreeing to comply with prevailing wage and affirmative action requirements and provide a performance bond;
    
7. The superintendent may solicit bids by telephone and/or written quotation for furniture, equipment and supplies which have an estimated cost between $40,000 and $75,000. At least three telephone or written bids will be secured prior to the date established by the superintendent. All telephone quotations must be confirmed in writing within seven days in order to constitute a valid quotation; and
    
8. For public works projects estimated to cost less than $300,000, the superintendent 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 (l) 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. Written specifications 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 bid form may be provided detailed plans and specifications need not be included in the invitation;
     2. All qualified small works contractors may receive written invitation to bid. In the alternative, quotations may be invited from at least five contractors on the roster qualified to do the work being contracted in a manner that will equitably distribute the opportunity among qualified contractors on the roster. If the estimated cost of the work is between $100,000 and $300,000 and five or more contractors are invited to offer quotations, all other contractors on the roster will be notified of the quotations being sought by publishing notice in a newspaper in general circulation in the district.
     3. After the closing time, bids will be opened, recorded and made available for inspection or telephone inquiry; and
     4. The superintendent will award the contract to the lowest responsible bidder. The district will post a list of contracts awarded pursuant to the small works roster once every two months, including the name of the contractor or vendor, amount of the contract a brief description of the work done or items purchased and the date awarded. The notification must also include the location where quotations for the contracts listed are available for public inspection.
         
9. The following factors will be considered in determining the lowest responsible bidder:
   1. The ability, capacity and skill of bidder to perform the work required;
   2. The character, integrity, reputation, judgment, experience, and efficiency of the bidder;
   3. The ability of the low bidder to perform the work in the time specified;
   4. The quality of performance of previous contracts or services;
   5. The previous and existing compliance of the bidder with laws relating to public works; and
   6. Such other information related to the performance of the contract as the superintendent deems advisable.
       
10. For limited public works projects estimated to cost less than $35,000 the superintendent may solicit electronic or written quotations from a minimum of three contractors from the small works roster. The contract may be awarded to the lowest responsible bidder pursuant to the factors listed above. After an award is made, the quotations received are open to public inspection and are available by electronic request. The superintendent will attempt to distribute opportunities for limited public works projects equitably among contractors willing to perform in the district. The district will maintain a list of the contractors contacted and the contracts awarded during the previous twenty-four months under the limited public works process, including the name of the contractor, the contractor’s registration number, a brief description of the work and the date the contract was awarded. A project may not be divided into parts in order to qualify for the limited public works process.
     
11. An acceptable bid or offer and a district purchase order  will constitute the only contract necessary for the purchase of supplies, equipment, and minor repairs of construction projects, except that the successful bidder  will meet all conditions included in the specifications.
     
12. Formal written contracts will be prepared for all major construction and repair projects. Such contracts will be signed by the board president/chair and secretary 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 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 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.

Adoption Date: 03.28.16

Kiona-Benton City School District
Classification: Essential
Revised Dates:

Policy: 6225
Section: 6000 – Management Support

Use of Electronic Signature

Purpose:

To establish an electronic signature policy for the Kiona – Benton City School District that will:

• Promote efficiency in order to conserve public resources;
• Establish guidelines for the use of electronic signatures for certain District transactions;
• Provide reasonable assurance of the integrity, authenticity, and nonrepudiation of electronic documents when electronic signatures are used by the District; and
• Determine the scope of the District’s use of the current electronic signature providers as the approved method for affixing an electronic signature to an electronic record. This policy will apply to any future replacement to the specific service provider platform.

Reducing the District’s reliance on paper-based transactions will further improve information security and sharing, allow faster approval of and access to documents, and reduce costs and environmental impact. Providing the option of electronic signatures, when practicable, is consistent with the intent of

Washington State law to promote electronic transactions and remove barriers that might prevent the use of electronic transactions by governmental entities.

Scope, Manner, and Format of Use

The District encourages electronic transactions and the use of electronic signatures, and recognizes electronic signatures as legally binding and equivalent in force and effect as a traditional signature made created when a person physically marks a document with the intent to sign the record.

The District authorizes the use of any electronic signature platform to affix electronic signatures to District records.

The District Superintendent or designee is authorized to use the electronic signature platform or any future replacement of such platform to affix electronic signatures to District records as provided in this policy.

The electronic signature platforms are authorized to affix electronic signatures to District records such as minutes of school board meetings, Resolutions adopted by the Kiona – Benton City School Board (Board), claim vouchers approved by the Board, and any and all contracts and agreements to which the District is a party.

Electronic signatures may not be used on District records requiring execution by a third party.

This policy may be modified, rescinded, or replaced at any time by the Superintendent.

Electronic signatures cannot be applied using another employee’s name. Records signed on behalf of the Superintendent or designee shall use their own electronic signature.

An electronic signature is an acceptable substitute for a traditional signature on records requiring the signature of any record whenever the use of a traditional signature is authorized or required, except as provided herein.

If an electronic signature is used for interstate transactions or for documents required by the US Federal government, the electronic signature shall comply with the requirements of the Electronic Signatures in Global and Electronic Commerce Act.

This policy in no way affects the District’s ability to conduct a transaction using a physical medium and shall not be construed as a prohibition on the use of traditional signatures.

Adoption Date: 01.21
Revised Dates:

Policy: 6230
Section: 6000 – Management Support

Relations with Vendors

Financial and business transactions of the district will conform to the law and be consistent with sound and ethical business practices. Purchasing decisions will be made on the basis of objectivity and will not be influenced by friendships or other personal relationships. Board members, administrators or staff will not accept a gift or favor from vendors or prospective vendors or other firms or individuals who have had or hope to have transactions with the district. Financial interests of board members, administrators or staff in any district purchase, sale or other transaction will be prohibited.

Adoption Date: 03.28.16

Kiona-Benton City School District
Classification: Discretionary
Revised Dates:

Policy: 6511
Section: 6000 – Management Support

Staff Safety

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 of the preventive and safety measures are in place. Injuries and accidents will be reported to the district office.

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 provided by the district nurses. Each school and work site will have first aid supplies readily accessible and if the work site has more than fifty employees a first-aid station will be established.

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

Adoption Date: 06.02.03

Kiona-Benton City School District
Classification: Essential
Revised Dates: 02.22.16

Policy: 6513
Section 6000 – Management Support

Kiona-Benton Firearms Policy

PREAMBLE

The District’s Board of Directors has determined that certain administrators, and other individuals selected by the Superintendent, should be trained as District Security Officers, and provided with a firearm and certain equipment, in order that they might act as the initial line of defense in the case of a violent emergency which threatens the safety and security of District students and staff.

GENERAL PROVISIONS

1.  In pursuit of this goal, the District will reimburse the purchase of a firearm by each prospective District Security Officer, as approved by the Superintendent [.380 ACP, 9mm luger].   These firearms will, at all times, be owned by and registered to, the individual, and not the District.

2. The District will reimburse each Security Officer for the purchase of ancillary equipment, such as a holster [up to $50.00]; and such other equipment as the Superintendent and Board of Directors may believe to be reasonably necessary in order to perform the function of District Security Officer.

3.  District Security Officers will receive initial training of 40 hours or more in firearms handling; protective measures; and such related topics as may be recommended by law enforcement, or a private security consultant retained by the District. After the initial training is completed, District Security Officers must acquire a concealed pistol license, as described by the provisions of RCW 9.41.070.

4.  Upon completion of initial training, receipt of a concealed pistol license, and upon recommendation of the District’s security consultant (or law enforcement), District Security Officers will perform their primary duties as District employees while carrying their firearm concealed upon their person, as previously described herein. The District reserves the right to rescind Security Officer Status at any time, for any reason or for no reason.  The District further reserves the right to require Security Officers to undergo psychological and/or physical evaluation as to their fitness for Security Officer duty prior to commencement of their duties as Security Officer, or at any time during their tenure in said status.  This option may be exercised for any reason or for no reason.

5.  The District will further provide each Security Officer with an official Security Officer Badge for identification. This Badge will be carried by each Security Officer at all times while in District facilities or on District grounds.  Security Officers will also receive a reflective vest for identification to law enforcement officers during a critical incident.

6.  Participation in the Security Officer program is optional for individual employees of the District. Likewise, the District reserves the right to preclude individual employees from participating, for any reason, or for no reason. The position of security officer is a volunteer position and the position is not subject to specialty pay or benefits beyond what is offered under current contract for their current position with the school district.

7.  The protective function of District Security Officers will be to respond to violent threats to the safety and security of District Students and Staff and to stabilize any such situation until such time as law enforcement officials can be summoned.  Firearms will be used in such responses only as a last resort in the event of imminent violent threat to the lives and safety of District students and staff.

8.  District Security Officers will participate in such ongoing and relevant training as the District’s security consultant or law enforcement may recommend, on an approximate frequency of four times per year, four hours per session, along with monthly documentation of Shot Indicating Resetting Trigger (SIRT) Training Pistol hours.

9.  Individual members of the District’s Board of Directors may choose to participate in the Security Officer Program, as Auxiliary Security Officers.  With respect to these Auxiliary Security Officers, the majority of the Board of Directors will exercise the discretionary functions regarding participation and the like that are accorded to the Superintendent in this policy with respect to District employees.

TECHNICAL PROVISIONS

10.  All ammunition for duty carry or training shall be purchased by the District.  Only hollow point and/or frangible ammunition from a reputable ammunition manufacturer are authorized for duty carry.

11.  No +P or +P+ ammunition will be allowed for duty carry.  Only standard factory ammunition will be purchased by the district.

12.  All Security Officers shall carry their firearm concealed at all times.

13. The school district will keep a copy of each Security Officer’s Concealed Pistol License in their personnel training record. All school district security training records will be kept on file in a secure location for a period not to exceed 3 years after the person leaves district employment.

14. Firearms shall be carried in a manner consistent with the required training and completely out of sight from the public view.

15. The firearm shall be carried on the Security Officer’s person, or locked into a secure containment area [gun safe] provided by the District, at all times. At no time will the firearm be left unattended or stored in a manner that could jeopardize the safety of the public, students or school staff. Firearms shall be carried in a holster that either has level one, two or three retention capabilities or tension/friction grip. Firearms are not allowed to be left on District facilities overnight or on weekends

16. Security officers shall not draw their firearm, un-holster the firearm, display the firearm or brandish the firearm without due cause, unless in a training environment, or if there is need to draw the firearm to protect the life of the Security Officer, or the lives of others, from an imminent threat of deadly force.

17.  All Security Officers will adhere to all firearms safety rules taught in the required firearms training course.

18. The discharge of a firearm falls into an intentional or accidental situation. Intentional discharge will occur either during qualification at the range or in the line of duty. Any intentional or accidental discharge of a firearm on school campus, within any building or school sponsored activity will require a law enforcement investigation. Discharging a firearm at the shooting range during training and qualification is exempt from the reporting requirement. Firing warning shots in the line of duty are not allowed; the risks of injury to innocent parties are too great.

19. Security Officers will be required to carry at least one loaded spare magazine for their authorized firearm.  The location of the spare magazine will be left to the discretion of the individual; however, it must be carried on their person and out of sight from the public view.  When Security Officers are not on duty, the magazine and ammunition will be stored in the same manner as their firearm. All firearms can be carried “chambered” or “un-chambered” depending on the direction of the current Superintendent and training. All staff will carry the same way.

20.  No purses, bags, satchels, backpacks or any other separate article of clothing will be allowed for concealed carry. The firearm shall be carried on Security Officers’ person, secured at all times. The only exception will be a “Fanny pack” or “Hip pack” style pouch that can be securely fastened around the waist with a clasp or lock that holds the belt into place. It must be specifically designed to hold a firearm and shall be in a closed position at all times.

USE OF FORCE

21.  District Security Officers may utilize their firearm or other methods to protect themselves or other persons from an imminent threat of death or injury.  That is, when a Security Officer is in immediate fear of death or serious physical harm to him/herself or others the Officer is justified to use deadly force.  Deadly force can be applied by any means available including, but not limited to, hands, impact tools or firearm.  Firearms are specifically not authorized for protection against threats to District property.

22.  The priority course of action for District Security Officers is to stabilize dangerous situations with which they are confronted until law enforcement officials can be summoned.  Upon the arrival of law enforcement, District Security Officers will identify themselves and comply with all instructions of responding law enforcement officers.  The District will work with local law enforcement personnel to determine procedures for easy identification of District Security Officers, and other procedures for intra-agency cooperation. xxxxxxxENDxxxxxxx

Policy: 6514
Section: 6000 – Management Support

Workplace Violence Prevention

The district does not tolerate violence in the workplace and will work to prevent violent incidents from occurring by implementing a workplace violence prevention program. All employees of the district are responsible for implementing and maintaining the violence prevention program. The workplace violence prevention program establishes and requires adherence to work practices that are designed to make the workplace more secure. It also reinforces the ban on verbal threats or physical actions by employees that create a security hazard for others.

Additionally, the district does not tolerate domestic violence, including harassment of any employee or other person while in the district’s buildings or vehicles, while on district property, or while engaged in school or work-related activities. The district is committed to working with employees who are victims of domestic violence to prevent abuse and harassment from occurring in the workplace. No employees will be penalized or disciplined solely for being a victim of domestic violence. The district will provide appropriate support and assistance to employees who are victims of domestic violence. Any employee who threatens, harasses, or abuses someone in the district or from their workplace using district resources such as work time, district telephones, fax machines, mail, or e-mail will be subject to disciplinary action up to and including discharge. Corrective action or discharge may also be taken against employees who are arrested, convicted, or permanently enjoined as a result of domestic violence when such action is directly related to their position with the district.

All violent incidents will be reported and investigated, whether or not a physical injury has occurred. There will be no discrimination against victims of workplace violence. Copies of this policy and support materials will be made readily available to all employees. The superintendent or designee is directed to adopt procedures to implement this policy.

Adoption Date: 03.28.16

Kiona-Benton City School District
Classification: Discretionary
Revised Dates:

Policy: 6540
Section: 6000 – Management Support

School District’s Responsibility for Privately-Owned Property

The district will not assume responsibility for the maintenance, repair or replacement of any privately-owned property brought to a school or district function unless the use or presence of such property has been specifically requested in writing by the administration.

The district will not make reimbursement for loss or damage to a staff member's personal equipment or material brought to school unless evidence can be shown that it was necessary or highly desirable for use in the school program. Evidence of loss or damage must show that the loss was not due to any negligence or fault of the staff member. The following guidelines will apply:

1. Leaving items of obvious value at the school over a weekend or vacation period should be avoided;
2. The district will not reimburse for loss of money or personal effects;
3. The use of personal equipment for instructional purposes must have the prior approval of the principal or supervisor;
4. The staff member must verify that no personal insurance coverage is applicable to the loss or damage;
5. Claims for loss must be filed within 5 days after the damage or loss. Claimants must attest to a notary public as to the nature of the loss and the value of the item; and
6. Proper documentation will accompany the requisition for reimbursement.

Adoption Date: 03.28.16

Kiona-Benton City School District
Classification: Discretionary
Revised Dates:

Policy: 6550
Section: 6000 – Management Support

Capitalization Threshold for Leases and Subscription-Based Information Technology Arrangements (SBITAs)

The Kiona – Benton City School Board acknowledges that the Governmental Accounting Standards Board (GASB) has issued Statements 87 and 96, covering Leases and Subscription-Based Information Technology Arrangements (SBITAs). Within the guidelines of these Statements, the district may establish a liability threshold for reporting either a lease or a SBITA that are considered to be de minimis when compared to the district’s financial capacity. These leases or SBITAs must have a maximum possible term of greater than one year to be included.

For the purpose of this policy, the following definitions are used, in accordance with the Statements referenced above:

1. A lease is a contract which conveys control of the right to use another entity’s nonfinancial asset for the time specified in the contract for an exchange or exchange-like transaction.
2. A subscription-based information technology arrangement (SBITA) is a contract that conveys the right to use another entity’s software, alone or in combination with tangible capital assets, for the time specified in the contract for an exchange or exchange-like transaction. Software that is insignificant to the cost of the underlying asset is excluded.

The value of leases or SBITAs under this policy will be determined using the methodology outlined in the original Statements and current accepted industry practice. Each lease or SBITA will be considered individually.

For capitalization purposes, those leases or SBITAs with a value that equals or exceeds $250,000 and has a maximum possible term in excess of one year will be capitalized and recorded as a liability on the district’s financial statements in accordance with the Statements referenced above. Any lease or SBITA that does not meet this threshold, or which has a maximum term of less than one year, will not be reported as a liability on the district’s financial statements.

Adoption Date: 08.22
Classification: Encouraged
Revised Dates: 10.23

Policy: 6570
Section: 6000 – Management Support

Property and Data Management

Data Management

The superintendent 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 to expand the current K-12 education statewide network. The board will review the data management program annually.

Property Records

Property records and inventory records will be maintained on all land, buildings and personal 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 cost and the percentage of federal funds used to purchase it.

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

At the end of each school year each teacher will inventory the property items in his or her classroom. A randomly selected ten percent of those inventories will be double-checked by an employee of the business office.

For purposes of this policy, “equipment” will mean a unit of furniture or furnishings, an instrument, a machine, an apparatus or a set of articles which retains its shape and appearance with use, is nonexpendable, and does not lose its identity when incorporated into a more complex unit. Property records of facilities will be maintained on an ongoing basis.

No equipment will be removed for personal or non-school use. Property records will show, as appropriate to each item recorded, the following:

1. Description of the property;
2. A serial number or other identification number (equipment may be identified with a permanent tag that provides appropriate district and equipment identification.);
3. Source of property;
4. Who holds title;
5. Manufacturer;
6. Year of purchase;
7. Initial cost;
8. Percentage of federal participation in the cost of the property;
9. Location;
10. Condition and depreciation;
11. Current valuation in conformity with insurance requirements; and
12. Disposition data including date of disposal and sale price of the property.

Adoption Date: 03.28.16

Kiona-Benton City School District
Classification: Priority
Revised Dates:

Policy: 6600
Section: 6000 – Management Support

Transportation

The district may provide transportation to and from school for a student:

1. Whose residence is beyond the one mile radius from the school to which the student is assigned;
2. Whose walking route to school is hazardous;
3. Whose disability prevents him/her from walking or providing for his/her own welfare while walking; or
    

Each year the superintendent will present to the board the number of students who live within the minimum distance of their schools and for whom there appears sufficient justification for the district to provide transportation. In this report, the superintendent will also provide the reasons why each of these students is transported.

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 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 of directors 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 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 insofar 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:

1. 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;
2. 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
3. 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 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.

Adoption Date: 03.28.16

Kiona-Benton City School District
Classification: Priority
Revised Dates:

Policy: 6600P
Section: 6000 – Management Support

Procedure Transportation

Route Guidelines

Routes should be established so as to:

1. Avoid, whenever possible, left-hand turns when entering or exiting high speed roadways;
2. Avoid students crossing a four-lane road;
3. Minimize stopping on multi-lane roads, unless the bus can get completely off the road;
4. Avoid, if possible, crossing railroad tracks;
5. 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;
6. Deliver students to their school no more than thirty (30) minutes before school starts. NOTE: It is desired that students arrive at school within five (5) to ten (10) minutes of starting time;
7. Pick up students at school within five (5) minutes of dismissal, 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;
8. Allow for a minimum "dead head" time between and to runs and no more than fifteen (15) minutes standby time between runs, provided that, unless approved by the superintendent, all waiting time will be on school property;
9. Avoid travel on dead end roads, unless it is necessary within these guidelines and there is an ample, safe area in which a bus can turn around, without backing;
10. Fill each bus to rated capacity, provided that it is economically feasible and within the other routing guidelines;
11. Have minimum overlap or duplication in bus routes serving the same school; and
12. 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:

1. 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;
2. Are located where students can stand a safe distance from the road;
3. Allow, where possible, the bus to get completely off of the road;
4. Provide at least 500 feet on 35-mile-per-hour roadways, and 800 feet on 50-mile-per-hour roadways of unobstructed visibility, both ways;
5. Require as few students as possible to cross roadways with no students crossing multiple lane roads and highways; and
6. 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: 03.28.16

Kiona-Benton City School District
Classification: Priority
Revised Dates:

Policy: 6605
Section: 6000 – Management Support

Student Safety Walking, Biking and Riding Buses

The district will adopt a comprehensive school trip safety program that addresses bus safety, walking and biking route plans, vehicle access to the school, circulation and parking at the school, pedestrian circulation on and around the school campus and safety education and enforcement.

1. Safety Advisory Committee

The superintendent will establish a Safety Advisory Committee (SAC) pursuant to WAC 392-151-017 to develop and maintain a comprehensive school trip safety program. The committee will also develop and maintain the school patrol program in compliance with RCW 46.61.385 and review and approve each school's Safe Routes To School plan.  The superintendent will develop specific responsibilities and reporting relationships of the committee, including how the SAC relates to individual school safety programs.

2. 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 procedures for bus safety will include rules restricting bus access to students and those persons authorized by the superintendent and/or his or her designee(s) to ride the bus to and from any school activity

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. 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 and/or his or her designee(s).

3. Emergencies

In the event of an accident or other emergency, the bus driver will follow the emergency procedures in accordance with the School Bus Driver Handbook (SPI). A copy of the emergency procedures will be located in each bus. To insure 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.

4. Student Conduct on Buses

The superintendent will establish written rules of conduct for students riding school buses. Such rules will include as a minimum the requirements of WAC 392-145-021 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.

At the beginning of each school year, a copy of the rules of conduct for students riding buses will be provided to each student who is scheduled to ride a school bus. 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 available upon request at the district office.      

Adoption Date: 03.28.16

Kiona-Benton City School District
Classification: Priority
Revised Dates: 02.08.16

Policy: 6608
Section: 6000 – Management Support

Video Cameras on School Buses

The board authorizes the use of video cameras on district operated school buses for the purpose of reducing discipline problems, thus providing a safer environment for the transportation of students.  The reason for recording the transportation environment is to provide school officials, drivers and parents/guardians/custodians with documentation when dealing with inappropriate student behavior. Disciplinary action will be in accordance with policy and procedures 3200 and 3241, and the Student Handbook.

The superintendent will prepare procedures for use of the video equipment on buses, the authorized review process for video tapes and the proper disposal of tapes.

Adoption Date: 03.28.16

Kiona-Benton City School District
Classification: Discretionary
Revised Dates:

Policy: 6610
Section: 6000 – Management Support

Video Surveillance

The board authorizes the use of video surveillance on district property for the purpose of maintaining the health, welfare, and safety of students, staff, and visitors, and to protect district equipment and facilities. The board authorizes video surveillance in common areas on district property and further authorizes the superintendent or designee to determine exact locations for cameras. The board further authorizes the superintendent or designee to install cameras to address specific incidents or need. However, the district will not install or use cameras in restrooms and locker rooms.

In general, only those individuals with a legitimate administrative or educational purpose may be permitted to view the video recordings. In most instances, those persons will be the superintendent, principals, supervisors, and other administrators.

The district will notify staff and students through the website and handbooks that video surveillance may occur on district property. The district may use footage from video surveillance for student disciplinary action. In addition, the district reserves the right to use footage from video surveillance for staff discipline or discharge only as it relates to an alleged criminal act.

Surveillance video will not be used for observation purposes in evaluation of staff. 

In certain instances, video recordings may become a part of a student’s educational record. The district will comply with all applicable state and federal laws related to record maintenance, retention, and disclosure.

Adoption Date: 04.19
Classification: Encouraged
Revised Dates:

Policy: 6700
Section: 6000 – Management Support

Nutrition, Health, and Physical Education

The board recognizes that a healthy school environment prepares students for college, careers, and successful futures. Students who eat well-balanced meals and engage in regular exercise are more likely to learn in the classroom. The board supports the district’s increased emphasis on nutrition, health, physical education, and physical activity at all grade levels to enhance the well-being of the district’s students. Therefore, it is the policy of the board to provide students with access to nutritious food, emphasize health education and physical education, and provide students with opportunities for physical activity. The board recognizes the benefits of scheduling at least 20 minutes of seat time for lunch for every student and scheduling recess before lunch for elementary students. Consequently, to the extent appropriate and feasible, the superintendent or designee will strive to identify and remove barriers to these practices and periodically report back to the board.
 

Wellness Policy

The district, through a wellness committee, will develop and implement a comprehensive wellness policy in compliance with state and federal requirements for districts participating in the National School Lunch Program, the School Breakfast Program, and the United States Department of Agriculture (USDA) Smart Snacks in School nutrition standards.

Nutrition and Food Services Program

The board supports the philosophy of the National School Lunch and School Breakfast Programs and will provide wholesome and nutritious meals for children in the district’s schools. The board authorizes the superintendent or designee to administer the food services program, provided that any decision to enter into a contract with a food service management company will require the approval of the board. Expenditures for food supplies shall not exceed the estimated revenues.

The superintendent or designee is responsible for:

• Annually distributing meal applications and determining eligibility for school meals;
• Protecting the identity of students eligible for free and reduced-price meals;
• Ensuring meals meet USDA meal pattern requirements;
• Ensuring meal periods are in compliance with USDA regulations;
• Establishing a Food Safety Plan;
• Determining meal prices and submitting them to the board for approval annually;
• Using the full entitlement of USDA Foods;
• Maintaining a nonprofit school food service account;
• Ensuring all revenues are used solely for the school meal program;
• Establishing a meal charge policy if not serving meals at no cost to students;
• Accommodating children with special dietary needs;
• Ensuring compliance with USDA nondiscrimination policies;
• Following proper procurement procedures; and
• Ensuring compliance with the Smart Snacks in School nutrition standards.

Health and Physical Education Program

The district’s K-12 health and physical education programs will be aligned with the Washington State Health and Physical Education K-12 Learning Standards and will include, but not be limited to, the development of knowledge and skills to be physically active, eat nutritiously, access reliable health information and services, communicate effectively, and set health-enhancing goals.

The district will ensure that the following requirements are met:

• All students in grades one through eight receive an average of one hundred instructional minutes per week of physical education per year.
• All high school students are required to complete a minimum of three semesters (1.5 credits) of physical education and one semester (.5 credit) of health education.
• Any student who is excused from participation on account of physical disability, employment, religious belief, participation in directed athletics or military science and tactics, or for other good cause will be required to demonstrate mastery of the knowledge portion of the fitness requirement, in accordance with district policy.
• The district will offer a one-credit course or its equivalent in physical education for each grade in the high school program (grades 9-12).
• All students have equal and equitable opportunities for health and physical education.
• All students, from kindergarten through grade 12, will participate in a quality, standards-based health and physical education program.
• OSPI developed assessments or other strategies will be used in health and physical education, formerly known as classroom-based assessments.

Additionally, school districts must conduct an annual review of their physical education (PE) programs. The review must consist of numerous provisions, including:

• The number of individual students completing a PE class during the school year;
• The average number of minutes per week of PE received by students in grades 1 through 8, expressed in appropriate reporting ranges;
• The number of students granted waivers (excused from participation) from PE requirements;
• An indication of whether all PE classes are taught by instructors who possess a valid health and fitness endorsement;
• The PE class sizes, expressed in appropriate reporting ranges;
• An indication of whether, as a matter of policy or procedure, the district routinely modifies and adapts its PE curriculum for students with disabilities; and
• An indication of whether the district routinely excludes students from PE classes for disciplinary reasons.

As a best practice and subject to available funding, the district will strive to ensure that the following occur:

• Students will be moderately to vigorously active for at least 50% of class time during most or all physical education class sessions.
• All schools will have certificated physical education teachers providing instruction.
• All schools will have appropriate class sizes, facilities, equipment, and supplies needed to deliver quality health and physical education consistent with state standards.
• All physical education teachers will be encouraged to participate in professional development in physical education at least once a year.

Physical Activity

Physical education class is not to be used or withheld as punishment for any reason. All schools, as a best practice and subject to available funding, will participate in a multi-component approach by which schools use all opportunities for students to be physically active, such as the Comprehensive School Physical Activity Program recommended by the Centers for Disease Control and Prevention, and will provide the following:

• Quality physical education;
• Physical activity during the school day (e.g., brain boosters/energizers);
• Physical activity before and after school;
• Recess that aims to be safe, inclusive, and high quality;
• Family and community engagement;
• Staff wellness and health promotion;
• Opportunities for active transportation to school; and
• Access to school district facilities for physical activity, fitness, sports, and recreation programs.

Adoption Date: 05.05
Revised Dates: 05.14; 03.24

Policy: 6701
Section: 6000 - Management Support

Recess and Physical Activity

The board recognizes that recess is an essential part of the day for elementary school students, Young students learn through play, and recess supports the mental, physical, and emotional health of students and positively impacts their learning and behavior. Similarly, the board recognizes that students who engage in regular exercise are more likely to learn in the classroom and supports the district’s increased emphasis on physical activity at all grade levels to enhance the well-being of the district’s students. Therefore, it is the policy of the board to provide students with recess and opportunities for physical activity.
 

Recess

The district aims to make elementary school recess safe, inclusive, and high quality for all students. All district elementary schools (whether K-5 and/or K-6) will receive a minimum of 30 minutes per day of unstructured physical activity as recess. The accompanying procedure will specify how the district will meet other legal requirements.

Physical Activity

All schools, as a best practice and subject to available funding, will participate in a multi-component approach by which schools use all opportunities for students to be physically active, such as the Comprehensive School Physical Activity Program recommended by the Centers for Disease Control and Prevention, and will provide the following:

• Quality physical education;
• Physical activity during the school day (e.g., brain boosters/energizers);
• Physical activity before and after school;
• Recess that aims to be safe, inclusive, and high quality;
• Family and community engagement;
• Staff wellness and health promotion;
• Opportunities for active transportation to school; and
• Access to school district facilities for physical activity, fitness, sports, and recreation programs.

Adoption Date: 06.24

Revised Dates:  

Policy: 6701P
Section: 6000 - Management Support

Procedure - Recess and Physical Activity

Recess

By no later than the 2024–2025 school year, the district will provide at least thirty minutes of recess for all elementary-school students each school day that exceeds five hours. Schools may provide additional recess time before or after the school day, but that time may not be counted toward the thirty minutes of recess that is required. Additionally, time spent changing into and out of clothes for outdoor play should not be used to meet the thirty-minute requirement.

Recess must be supervised and student-directed. It must aim to be safe, inclusive, and high quality. To achieve those aims, schools will offer opportunities that align with state and national recess recommendations and maintain safe and age-appropriate equipment to use during recess. Schools may also include organized games as part of recess, but they should avoid including or permitting students to use computers, tablets, or phones during recess. Whenever possible, recess should be held outside. But if recess is held indoors, schools should use an appropriate space that promotes physical activity.

Recess will complement, not substitute for, physical education class.

Schools should not withhold recess as a form of discipline unless a student’s participation in recess poses an immediate threat to the safety of the student or others. Nor should schools withhold recess to compel students to complete academic work. Schools should develop alternatives to withholding recess as a form of discipline or as a way to compel students to complete academic work.

The district encourages recess to be scheduled before lunch whenever possible. Scheduling recess before lunch reduces food waste, maximizes nutrition, and allows students to be active before eating. If recess is offered before lunch, schools will place appropriate hand-washing facilities and/or hand-sanitizing mechanisms just inside or outside the cafeteria to ensure proper hygiene prior to eating. Students must use these mechanisms before eating. Hand-washing time, as well as time to put away coats/hats/gloves, will be built into the recess transition period/timeframe before students enter the cafeteria.

Physical Activity in Schools

Given that middle and high school students do not have recess, the district will encourage physical activity breaks for middle and high school students. All schools will participate in a Comprehensive School Physical Activity Program. A Comprehensive School Physical Activity Program (CSPAP) is a multi-component approach by which school districts and schools use all opportunities for students to be physically active, meet the nationally-recommended 60 minutes of physical activity each day, and develop the knowledge, skills, and confidence to be physically active for a lifetime. A CSPAP reflects strong coordination and synergy across all the components: quality physical education as the foundation, physical activity before, during, and after school, staff involvement, and family and community engagement.

Quality Physical Education

Schools will implement a physical education program that includes instruction and practice in a variety of motor skills and movement patterns; knowledge of concepts, principles, strategies, and tactics related to movement and performance; knowledge and skills to achieve and maintain a health-enhancing level of physical activity and fitness; responsible personal and social behavior that respects self and others; and values physical activity for health, enjoyment, challenge, self-expression, and social interaction.

Physical Activity during the School Day

The district recognizes that students are more attentive and ready to learn if provided with periodic breaks when they can be physically active or stretch. Schools will encourage teachers to do the following:

• Incorporate movement and kinesthetic learning approaches into “core” subject instruction when possible (e.g., science, math, language arts, social studies and others) and do their part to limit sedentary behavior during the school day.
• Provide short (3-5-minute) physical activity breaks to students during and between classroom time. These physical activity breaks will complement, not substitute, for physical education class, recess, and class transition periods.

Schools cannot use physical activity during the school day as punishment. For example, a school can’t have a student run laps or do push-ups as a form of punishment.

Physical Activity Before and After School
The district offers opportunities for students to participate in physical activity either before and/or after the school day (or both) through a variety of methods (e.g., physical activity clubs, intramurals, sports, etc.).

Active Transport

The district will identify safe and active routes to and from school to promote alternative transport methods for children, such as walking and bicycle programs. The district will encourage this behavior by engaging and promoting activities such as the following:

• Designation of safe or preferred routes to school;
• Promotional activities such as participation in International Walk to School Week, National Walk and Bike to School Week;
• Secure storage facilities for bicycles and helmets (e.g., shed, cage, fenced area);
• Instruction on walking/bicycling safety provided to students;
• Promotion of safe routes program to students, staff, and parents via newsletters, websites, local newspaper;
• Use of crossing guards;
• Ensuring crosswalks exist on streets leading to schools;
• Documentation of the number of children walking and/or biking to and from school; and
• Creation and distribution of maps of the school environment (e.g., sidewalks, crosswalks, roads, pathways, bike racks, etc.).

School District Facilities

Access to school sites will be provided through permitting use of facilities to community youth sports groups consistent with the district’s facilities use policy, community college, and municipal joint use agreements and partnerships with youth organizations so additional opportunities are available for all youth in the community to participate in quality physical activity, fitness, sports, and recreation programs.

Adoption Date: 06.24

Revised Dates:

Policy: 6801
Section: 6000 – Management Support

Capital Assets Theft-Sensitive Assets

Capital Assets

The district will maintain a comprehensive capital assets record-keeping system. 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, building improvements, vehicles, machinery, equipment, works of art and 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:

1. Retains its shape and appearance with use;
2. Is non-expendable, 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.
3. It does not lose its identity when incorporated into a more complex unit;
4. Is valued no less than $5,000 unless a lesser amount is set by the district; and
5. Has a life expectancy of at least one year.

Federal law requires a physical inventory of federally-funded assets at least once every two years. Reconciled inventory reports will be provided to the board. Such report will identify lost, damaged or stolen capital assets.  Missing capital assets will be removed from district property records by a vote of the board.

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 (e.g., audio-visual equipment, laptop computers, digital cameras, or other electronic devices). The district should establish procedures for internal controls and conduct an annual inventory of theft-sensitive assets.

The board will be provided a report identifying equipment not accounted for in the annual inventory. This equipment will be removed from the district property records through school board action annually.

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

Adoption Date: 11.12.13

Kiona-Benton City School District
Classification: Essential
Revised Dates: 02.22.16

Policy: 6882
Section: 6000 – Management Support

Sale of Real Property

The board has exclusive control of the acquisition and disposal of all district property. This power will be exercised only when the board determines by resolution that such property is or is not necessary for school purposes.

Once the board has considered all the factors relating to a proposed sale of real property, it will comply with all requirements of the law, including:

1. A market value appraisal by a professionally designated real estate appraiser or by a general real estate appraiser certified under Chapter 18.140 RCW, selected by the board will be secured.
    
2. No sale of real property is to take place if the sale price would be less than 90 percent of the appraisal made by the appraiser unless the property has been on the market for one year, in which case it may be reappraised and sold for not less than 75 percent of the reappraisal value if the sale is approved by the unanimous consent of the board.
    
3. If the appraised value exceeds $70,000, notice that such a sale is being considered is to be published in a newspaper of general circulation within the district once a week for at least two consecutive weeks. The notice will describe the property and specify the date, time and place of a public hearing scheduled to consider the property specified for sale. Evidence concerning the proposed sale along with the advisability of selling the parcel is to be taken into account by the board at such a hearing.
    
4. A charter school located within the district boundaries has a right of first refusal to purchase or lease, at fair market value, a closed district facility or property or unused portions of a district facility or property by negotiated agreement with mutual consideration.  The consideration may include the provision of educational services by the charter school. 
    
5. Bids may be secured or a licensed real estate broker may be engaged. If the latter, the commission will not exceed 7 percent. Any appraiser selected by the board to appraise the market value of a parcel of property may not be a party to any contract with the district to sell the parcel for a period of three years after the appraisal. No bid award will be made within a forty-five day period following publication of notice of the intended sale in a newspaper of general circulation in the district.

Receipts from the sale of real property will be placed into the debt service fund or in the capital projects fund. Proceeds from the sale of the property may be used to reimburse district funds for costs associated with the sale. The reimbursements may be deposited back into the fund from which the sale-related expenditure occurred.

Adoption Date:06.23
Classification:
Revised Dates:

Policy: 6883
Section: 6000 – Management Support

Closure of Facilities

The board of directors has the authority to close a school building when an unforeseen natural event or mechanical failure causes a facility to become unsafe, unhealthy, inaccessible, or inoperable. Prior to the closure of a school facility for foreseen circumstances, the board will have prepared a written analysis which considers the following issues:

1. Projected or actual enrollment declines and the likelihood that they will remain permanent;
2. The effect that the disposition or retirement will have on other facilities and on the district's educational program offering;
3. Student and staff displacement, including transportation costs to new facilities and staff reassignment;
4. Potential for renovation;
5. Financial considerations in terms of such factors as staff costs, operating and maintenance cost, the potential revenue from sale or lease of property, the cost of closure and transferring operations elsewhere;
6. Safety, health and fire regulations; and
7. Whether or not the facility may effectively be used for other purposes.

During a ninety-day (90) period following the development of a written analysis, the board will conduct one or more hearings to receive testimony on any issues related to the closure of a school. Each hearing notice will be published once each week for two consecutive weeks in a newspaper of general circulation that serves the area where the school is located. The last notice will be published at least seven days prior to the hearing. The notice will contain the date, time, place and purpose of the hearing. Comments received from interested parties will be used for advisory purposes only. The final determination of whether a facility will be closed or remain open will be made by the board.

Adoption Date: 09.27.04

Kiona-Benton City School District
Classification: Discretionary
Revised Dates: 02.22.16

Policy: 6890
Section: 6000 – Management Support

State Environmental Policy Act Compliance

The district accepts its responsibility, as described by the Washington State Legislature in the State Environmental Policy Act, specifically Chapter 43.21C.

In order to fulfill its responsibilities under the State Environmental Policy Act, the district adopts by reference all sections or subsections of the chapter 197.11 of the Washington Administrative Code. 

Additional Definitions

In addition to those definitions contained within WAC 197-11-700 to 197-11-799, the following terms will have the following meanings, unless the context indicates otherwise:

1. District:  District means the Kiona-Benton City School District No.52, Benton County, state of Washington.
2. SEPA Rules:  SEPA Rules means Chapter 197-11 WAC adopted by the Council on Environmental Policy.

The policies and goals set forth herein are supplementary to those in the existing authorization of the district. The district establishes the following criteria as the basis for exercising authority relative to environmental issues. The district will use all practicable means, consistent with other essential considerations of state policy, to improve and coordinate plans, functions, programs, and resources to the end that the state and its citizens may:

1. Fulfill the responsibilities of each generation as trustee of the environment for succeeding generations;
2. Assure for all people of Washington safe, healthful, productive, and aesthetically and culturally pleasing surroundings;
3. Attain the widest range of beneficial uses of the environment without degradation, risk to health or safety, or other undesirable  unintended consequences;
4. Preserve important historic, cultural, and natural aspects of our national heritage;
5. Maintain, wherever possible, an environment which supports diversity and variety of individual choice;
6. Achieve a balance between population and resource use which will permit high standards of living and a wide sharing of life's amenities; and
7. Enhance the quality of renewable resources and approach the maximum attainable recycling of depletable resources.

The district recognizes that each person has a fundamental and inalienable right to a healthful environment and that each person has a responsibility to contribute to the preservation and enhancement of the environment.

Critical Areas

In its actions, the district will respect "critical areas" and their modified exemption criteria which have been adopted and displayed by local governments pursuant to The Growth Management Act, Chapter 36.70A RCW.

Actions which will be located wholly or partially within a critical area are to be treated no differently than other actions under these guidelines. A threshold determination will be made for all such actions, and an EIS will not be automatically required for a proposal merely because it is proposed for location in a critical area.

Use of Exemptions

In determining whether a proposal is exempt from SEPA the district will comply with the square footage and parking space threshold levels adopted by the city or county under WAC 197-11-800 (1). To determine whether or not a proposal is exempt, the district will ascertain the total scope of the proposal and the governmental licenses required. If a proposal includes a series of actions, physically or functionally related to each other, some of which are exempt and some which are not, the proposal is not exempt and the district must complete a threshold determination.

If a proposal includes both exempt and nonexempt actions, exempt actions may be authorized with respect to the proposal prior to compliance with the procedural requirements of these guidelines subject to the following limitations:

1. No nonexempt action will be authorized prior to compliance with procedural and substantive requirements;
2. No action will be authorized which will irrevocably commit the district to approve or authorize a nonexempt action;
3. The district may withhold approval of an exempt action which would lead to modification of the physical environment, when such modifications would serve no purpose if later approval of a nonexempt action is not secured; and
4. The district may withhold approval of exempt actions which would lead to substantial financial expenditures by a private applicant which would serve no purpose if later approval of a nonexempt action is not secured.

Lead Agency Determination and Responsibilities

The district is lead agency for the proposals it initiates and is responsible for compliance with SEPA regulations.

Environmental Checklist

Except as provided in WAC 197-11-315 the school district must complete an environmental checklist (WAC 197-11-960) for any proposal that meets the definition of action (WAC 197-11-709), and is not categorically exempted in WAC 197-11-800 and 880. This checklist will be the basis for the threshold determination.

For all proposals for which the district is the lead agency, the responsible official of the district will make the threshold determination pursuant to the criteria and procedures of WAC 197-11-300 through -360.

Preparation of EIS

The draft and final EIS will be prepared either by the responsible official or his/her designee or a consultant retained by the school district.

In the event that an EIS is to be prepared by a consultant, the responsible official will assure that the EIS is prepared in a responsible manner and with appropriate methodology. The responsible official will direct the areas of research and examination to be undertaken, as well as the organization of the resulting document.

No matter who participates in the preparation of an EIS, it must be approved by the responsible official prior to distribution.

Public Notice

The district will establish a mailing list for those interested citizens who wish to be informed regarding documents the district prepares that require public notice. If deemed appropriate by the responsible official, the school district will place appropriate notice in the paper of general circulation which serves the area.

Designation of Official to Perform Consulted Agency Responsibilities for the District

The superintendent or his designee will be responsible for the preparation of the written comments for the district in response to a consultation request prior to a threshold determination, participation in predraft consultation or reviewing a draft EIS.

The official designated in paragraph 1 will be responsible for compliance by the district with WAC 197-11-400 through -460 wherever the district is a consulted agency, and he/she is authorized to develop operating procedures which will ensure that responses to consultation requests are prepared in a timely fashion and include data from all appropriate departments of the district.

Designation of Responsible Official

For those proposals for which the district is the lead agency, the responsible official will be the superintendent or his/her designee. The responsible official will make the threshold determination, supervise preparation of any required EIS and perform any other functions assigned to the "lead agency".

Fees

No fee will be collected by the district for performing its duties as a consulted agency.

The district may charge any person for copies of any document prepared pursuant to the requirements of this ordinance and for mailing in a manner provided by Chapter 42.56 RCW.

Publication of Notice

The district may publish notice of action pursuant to RCW 43.21C.080 for any action to establish a time limit for judicial appeals.

The form of the notice will be as prescribed by the Department of Ecology and/or substantially in the form and manner set forth in RCW 43.21C.080. The notice will be published by the district pursuant to RCW 43.21C.080.

Adoption Date: 06.02.03

Kiona-Benton City School District
Classification: Essential
Revised Dates: 02.22.16

Policy: 6895
Section: 6000 – Management Support

Pesticide Notification, Posting and Record Keeping

The Kiona-Benton School District will comply with the requirements of RCW 17.21 regarding pesticide notification, posting and record keeping. This includes procedures for pre-notification of staff and parents of pesticide applications; positing of sites of pesticide applications; and record keeping, including an annual summary report of pesticide usage. Upon request, the district will provide notification to staff and parents of the district’s pest control policies, methods and its posting and notification requirements.

Adoption Date: 07.15.02

Kiona-Benton City School District
Classification: Essential
Revised Dates: 02.22.16

Policy: 6895P
Section: 6000 – Management Support

Pesticide Notification, Posting and Record Keeping Requirements

The District shall comply with all legal requirements for record keeping regarding the application of pesticides to school grounds or school facilities. This includes creation of an annual summary report of pesticide usage and compliance with state department of agriculture rules regarding record keeping. Such records will be available on request by interested persons under the state Public Records Act and other laws. Procedure 6895 shall be printed and distributed annually in employee handbooks and student handbooks to employees, students and parents at the start of the school year or when an employee begins work or a student enrolls.

At least 48 hours before the application of a pesticide to school facilities or school grounds, the District shall notify parents and staff of the planned application in writing, including the heading, “Notice: Pesticide Application.” This notice shall be posted in a prominent place in the building office in addition to being provided to parents and staff. This pre-notification is not required if the school grounds or facilities will not be occupied by students for two days following the application of the pesticide. If the application is not made within 48 hours of the notification, another notification shall be made prior to the application. This pre-notification is not required in the case of any emergency application of pesticides to a school facility, such as an application to control stinging pests, but full notification shall be made as soon as possible after the application.

Following the application of a pesticide to school facilities (structures and vehicles) a sign shall be posted at the location of the application. The notice shall be at least 8.5 × 11 inches in size, shall include the heading, “Notice: Pesticide Application,” and shall state the product name; date, time and specific location of the application; the pest for which the application was made; and a contact name and telephone number. The notice shall remain posted for 24 hours, or longer if required by the label of the pesticide.

Following the application of a pesticide to school grounds notice shall be posted at the location of the application and at each primary point of entry to the grounds. The notice shall be at least 4 × 5 inches in size and state that the landscape recently has been treated with a pesticide and provide a contact name and telephone number. The notice shall remain posted for 24 hours, or longer if required by the label of the pesticide.

These notices are not required for the application of antimicrobial pesticides (substances used to sanitize or disinfect for microbial pests: viruses, bacteria, algae and protozoa). These notices are not required for the placement of insect or rodent bait that are not accessible to children.

Policy: 6900
Section: 6000 – Management Support

Facilities Planning

In order to provide the best possible physical environment for learning and teaching, the following factors will be considered in the planning of district facilities:

1. Facilities will accommodate the educational needs of students and be consistent with the educational philosophy and instructional goals of the district;
2. Facilities will meet or exceed all health, safety and welfare regulations;
3. The district will seek state and federal moneys to the maximum extent available to supplement its own financial resources;
4. Undesirable environmental impact will be minimized; and
5. Changing demographic factors will be monitored.

Facilities Master Plan

In order to efficiently manage the district's present and future facilities needs, a facilities master plan will be developed. Such a plan will cover a ten-year period, be developed in conjunction with the local comprehensive land-use plan and other growth management policies, be reviewed 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, including an analysis of the racial composition of the student population;
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, 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.

Enrollment Projections

Enrollment will be projected for a five-year period, using methods acceptable to the State Board of Education for determining the district's eligibility for state construction grants. This projection will be reviewed and revised annually and supplemented by an analysis of additional factors that may affect the student population, such as potential zoning and development changes within the district, housing projections, and the development of new businesses and public projects.

Adoption Date: 08.21
Classification: Discretionary
Revised Dates:

Policy: 6905
Section: 6000 – Management Support

Site Acquisition

The district will attempt to acquire building sites substantially in advance of the actual need to construct facilities in order to minimize delay in projects and to realize financial savings to the district. The board will periodically review its inventory of land in light of growth trends in the district and local land use restrictions, and make such transactions as it determines will best meet the future needs of the district.

Prior to any purchase of real estate, the district will obtain a market value appraisal by a professionally designated real estate appraiser or by a general real estate appraiser certified under Chapter 18.140 RCW. The board will select the appraiser. The appraisal should identify the relevant zoning and Growth Management Act specifications to determine whether the intended use of the property is legally permitted. The district may investigate whether real estate outside the Urban Growth Area can be utilized for the siting of schools and school facilities.

In acquiring a new site, the board should first attempt to reach settlement with the owner through negotiations. Eminent domain proceedings may be commenced at the outset of the decision to purchase a particular site to avoid delay in the event of a negotiations breakdown. The district may resort to condemnation when it believes that negotiations will not lead to an amicable settlement. The district will comply with applicable relocation assistance requirements relating to the acquisition of sites. 

The board must approve any purchase of real estate. 

Adoption Date: 06.23
Classification:
Revised Dates:

Policy: 6970
Section: 6000 – Management Support

Naming Schools, Facilities, and Teams, and Use of School Mascots, Images, or Logos

New district buildings and facilities will be named after persons who have attained national or local prominence in the fields of education, arts and sciences, politics, military achievements and statesmanship, after past U.S. presidents or Washington national senators or representatives or after the geographic characteristics of the area in which the facility is located.

School and team mascots, logos or images will not be of Native American names, symbols, or images.

Adoption Date: 06.23
Classification:
Revised Dates: