Business Policy Statement 500

The Cobre Consolidated Schools' Board of Education recognizes that money and money management comprise the foundational support of the school system and its educational programs. The Board of Education expects the operation and maintenance of school facilities and equipment to set high standards of safety, to promote the health of pupils and staff, to reflect the aspirations of the community, and to support the efforts of the staff to provide sound educational opportunities.

To make that support as effective as possible, the Board will:

  1. encourage advance planning;
  1. explore all practical sources of dollar income;
  1. guide the expenditure of funds in order to extract the greatest educational returns; and
  1. expect quality accounting and reporting procedures.

District Standards/Accountability 501

The CobreConsolidatedSchool District shall follow all standards as prescribed by the New Mexico Public Education Department. These standards include the following areas:

  • curriculum including academic content and performance standards;
  • organization and administration of education within the CobreSchool District;
  • the keeping of records, including financial records as prescribed by the Department of Education;
  • membership accounting;
  • teacher preparation;
  • the physical condition of all school buildings and grounds; and
  • the educational facilities of all schools, including laboratories and libraries.

References:NMSA 1978, Section 22-2-8

Budget Development 505

The CobreSchool District’s budget shall be developed annually from the best estimates from the individual schools with appropriate consolidation as the estimates move upward through the higher levels of administration. The Superintendent of Schools shall determine the manner in which the annual budget is to be compiled.

Money budgeted by the District shall be spent first to attain and maintain the requirements for the Cobre Consolidated Schools as prescribed by law, by standards, and rules as required by the Public Education Department.

The school councils shall work with the school principal and give advice, consistent with state and school district rules and policies, relating to the school's proposed and actual budgets.

The Board of Education shall meet to consider tentative budget proposals prior to formal presentation of the budget for adoption. The Board shall also meet to present the budget to the public and shall adopt the budget as provided by state statute or regulation.

The Superintendent shall administer the budget in conformity with legal requirements and the decisions of the Board.

See Policies:196, 698

References: NMSA1978 Sections 22-8-10.B and 22-8-11.C

Budgeting for New Positions 506

Except for personnel required to meet staffing requirements mandated by the Public Education Department due to increases in enrollment, the District shall not hire any personnel whose positions are not included in the budget, as adjusted, for the fiscal year in which they are hired without concurrently securing Board approval for any adjustments to the budget necessitated by the new positions.

District Salaries and Alignment 507

Prior to the beginning of each school year the Superintendent of the CobreSchool District shall file with the Public Education Department the District's salary system which shall incorporate any salary increases or compensation measures specifically mandated by the legislature.

Salaries for teachers and school administrators shall be aligned with the licensure framework provided for in the School Personnel Act (See Policy 206 - Levels).

The Superintendent shall not reduce the District's salary system as established in the previous paragraphs without action by the Board of Education and the written approval of the New Mexico Secretary of Public Education.

See Policies: Policy 206

References:NMSA 1978, Section 22-10A-4 and Section 22-5-11

Deferred Compensation 508

An employee of the Cobre Consolidated School District who will earn his/her salary during the regular school year may elect to spread his/her compensation out for up to 12 months..

In compliance with the Internal Revenue Service requirements (Sec. 409A), this deferred compensation requires the employee to make that choice prior to the beginning of the first day of the school year. The Board of Education also requires the following:

  • The election must be made before the beginning of the school year (work period for the employee), which may be before the first day students arrive for classes
  • The election is irrevocable during that school year and cannot be changed after the work period begins
  • The election must state how the compensation is going to be paid (beginning and ending dates and number of payments)
  • The election must be in writing on a form provided by the CobreSchool District.
  • The pre-existing election will remain in effect until the employee elects a change; however, this desire to change must be made before the beginning of the school year to which the change applies

Reference:IRS Sec. 409A

Acceptance of Grant Awards 510

The Superintendent, individual schools, departments, and employees are authorized to seek funding grants from private or public sources for the improvement of school programs and services. In advance of an application, the Superintendent or his/her designee must be informed by any school, department, or employee of the intent to seek a funding grant. The Board of Education may not wish to accept grant awards under either of the following two conditions:

  1. When the grant award is insufficient to pay the actual total cost of the service or program being created, or
  1. When at the grant’s termination, the CobreSchool District would be obligated to continue the grant-created service or program with District funds.

When an exception to these conditions is contemplated, the Board shall be given full notice in advance of continuing the application process.

Student Fees 511

All fees to be paid by students in connection with any coursework or activity must be approved by the Superintendent who shall provide advance notice of the proposal to the Board of Education. No fee may be charged for any coursework which is required by law, regulation or policy.

Students shall be responsible for the replacement cost of any materials or property that is lost or damaged through negligence on the student's part.

Fiscal Control 512

The Cobre Consolidated Schools' Board of Education is responsible for the control of all funds of the school district including all funds collected at individual schools, whether by school personnel or by others, if students are used to assist, or, if the name of the school or of the school district is used in connection with the process. The Superintendent or designee shall be responsible for detailing and maintaining all procedures necessary to assure adequate fiscal control.

  1. All schools and departments within the CobreConsolidatedSchool District shall comply with the regulations prescribed in the “Manual of Accounting and Budgeting” provided by the Public Education Department.
  1. All schools and departments will use the established chart of accounts.
  1. All school units and departments will use the accounting procedures as outlined for financial accounting and handling of all activity (trust and agency) funds.

See Policies: 525, 526

Purchasing Procedures 515

All purchases from District funds shall be made in accordance with applicable statutes and regulations (Procurement Code. Section 13-1-21 et. seq., NMSA 1978). All purchases of and contracts for supplies, materials, equipment and contractual services shall be based on competitive bids or other required estimates or quotations as provided by law. Bids shall be sealed and shall be opened by the Superintendent or his/her designee. The Cobre Consolidated Schools' Board of Education may reject any or all bids.

The Board of Education shall receive notice of major bid openings. Examples include bid openings for such services as pupil transportation, food services, bond issues, facilities projects and large scale equipment purchases.

Purchasing policies and procedures for grant funding shall comply with requirements established within the grant and the Procurement Code.

An internal control structure over purchasing shall be established and maintained to assure compliance with District policy, state and federal regulations (NMSA 1978, 12-8-89, 12-14-96, 7-1-93).

See Policy: 526

References: NMSA 1978, 13-1-21, NMSA 1978, 12-8-89, 12-14-96, 7-1-93

Adherence to Purchasing Procedures 516

It is the policy of the Cobre Consolidated Schools' Board of Education that all employees comply with Board policies as a condition of their employment meeting all standards of behavior and performance.

It is the policy of the Cobre Consolidated Schools' Board of Education that for the purchase and/or acquisition of materials, property, services, and supplies, all employees must comply with Board policies, rules, and regulations; Public Education Department regulations; New Mexico Statutes including all provisions of the New Mexico Procurement Code; and any applicable federal laws.

Violation of these requirements will subject the employee to appropriate disciplinary action up to and including discharge or termination of employment.

References: NMSA 1978, Section 13-1-1 through 13-1-199, 12-8-89, 7-1-93, 12-14-96

Fund-Raising Projects 518

  1. All fund-raising projects sponsored by a school shall have written approval of the building principal.
  1. All funds raised by school organizations will be accounted for according to the regulations set by the District Business Office.
  1. All purchases for fund-raising activities must have prior authorization by the building principal.
  1. The sale of supplies in the classroom as a fund-raising project for student activities is prohibited, but is permissible under the principal’s authority as a service to students. This does not preclude the operation of a school store under the control and supervision of the principal or the non-profit sale of industrial art, woodworking, art, crafts, etc. supplies which are used by students in making articles that become the student’s property.

See Policies: 342, 520

Financial System and Expenditure Reports 520

The Superintendent and business staff shall establish and maintain for the Cobre School District a complete, auditable financial system which meets all statutory and regulatory requirements of the State of New Mexico and more particularly the School Budget Planning Office of the Public Education Department.

A complete statement of expenditures shall be presented to the Board of Education each month. The Superintendent or his/her designee will file all required state and federal fiscal reports. All funds over which the Board of Education has direct control shall be audited annually, as required by law. The Board of Education shall be notified of the time and place of the auditor’s exit interview. The final audit report must be made available to each board member and reviewed at a regular board meeting. An annual study session will be conducted to review the District's annual audit within 30 days of the Office of the State Auditor's release.

A quarterly report of actual revenues, expenditures and cash balances will be provided to the Board of Education within 45 days after the close of each fiscal quarter. The report will include discussions of variances and recommendations for adjustments.

A student membership report will be presented within 30 days of the final reporting date for the 40th and 120th day student counts.

A report of any accounts payable invoices that are more than 90 days old will be provided on a monthly basis.

A monthly construction update will be presented outlining the status of projects, completion timelines, and budgetary data.

A monthly expenditure report will be provided to sites, departments, and programs no later than fifteen (15) days after the close of a month.

A complete inventory of the District’s property shall be maintained, as required by law.

Early Payment of Bills 525

The Superintendent or his/her designee is authorized to approve vouchers for payment prior to Board meetings. Each month’s bills shall be presented to the Board of Education for review and formal approval at a regular meeting in the following month.

Payroll______526-1

The Superintendent shall establish written payroll policies and procedures which comply with state and federal regulations on payroll as well as maintaining strict internal controls, close supervision and financial accounting in accordance with GAAP. The District shall maintain and have available for inspection the following employee record documentation: employment contracts (including increments), personnel/payroll action forms, certification records, employment eligibility verification (federal form I-9 for citizenship certification), federal and state withholding allowance certificates, pay deduction authorizations, pay or position change notices, Educational Retirement Act plan application, and direct deposit authorizations.

Employee Enrollment and Payroll Deductions

  • Eligible Employee Enrollment Period. Eligible employees may enroll during the established payroll deduction period.
  • New Eligible Employee Enrollment. New eligible employees shall enroll within thirty-one calendar days of hire or within thirty-one calendar days of being upgraded to that of an eligible employee. Evidence of an upgrade is required. A new participating Board Member shall enroll at any time within thirty-one days of being sworn into office. An employee is eligible for coverage on the first day of the month following the day the premium is withheld from the payroll check.
  • Where an employee is on a twelve-month payroll option, the employer shall deduct and remit from each payroll and remit the employer's contribution simultaneously.
  • Payroll deduction of the exclusive representative's membership dues shall be a mandatory subject of bargaining if either party chooses to negotiate the issue. The amount of dues shall be certified in writing by an official of the union and shall not include special assessments, penalties or fines of any type. The public employer shall honor payroll deductions until the authorization is revoked in writing by the public employee in accordance with the negotiated agreement and for so long as the union is certified as the exclusive representative. During the time that a board certification is in effect for a particular appropriate bargaining unit, the District shall not deduct dues for any other labor organization.

Salary payments will be made on the fifteenth and last day of each month unless these days fall on a weekend or holiday, in which case the payment will be made on the last preceding business day.

Payroll (continued)______526-2

Definition

"Salary" means the base salary or wages paid a member, including longevity pay, for personal services rendered; provided that salary does not include overtime pay; allowances for housing, clothing, equipment or travel; payments for unused sick leave, unless the unused sick leave payment is made through continuation of the member on the regular payroll for the period represented by that payment; and any other form of remuneration not specifically designated by law as included in salary pursuant to the provisions of the Judicial Retirement Act [10-12B-1 NMSA 1978];

Voluntary Payroll Deductions

Deductions for employee contributions to the district’s health insurance program and other insurance/annuity programs will be made in conformity with negotiated contracts or Letters of Agreement.

The school district will not act as a collection agent for an employee’s debts except under court order.

Expense Authorization Reimbursement

District personnel who, having received prior approval from the Superintendent or designee, incur expenses in carrying out their authorized duties will be reimbursed by the district upon submission of a properly filled out and approved voucher and such supporting receipts as required by the superintendent.

When official travel by a personally-owned vehicle has been authorized, mileage payment shall be made at the rate currently and/or contractually approved by the Board of Education.

Internet Acceptable Use Policy 530-1

Internet access is now available to students and staff in the CobreConsolidatedSchool District. The Board of Education believes the Internet offers vast, diverse and unique resources to both students and staff. The Board’s goal in offering this service is to promote educational excellence by facilitating resource-sharing, communication, and providing students with access to the latest educational technology opportunities.

Along with access to libraries, computers, and people all over the world comes the availability of material that may not be considered of educational value in a school setting. The Board of Education firmly believes that the valuable information and interaction available on this world wide network far outweighs the possibility that users may procure material that is not consistent with the educational goals of the District. Precautions have been taken to restrict access to controversial materials by teaching students about responsible use and by installing software that is available to block access to inappropriate materials.

Internet access involves:

  • Electronic mail
  • Library access
  • Access to local are and wide area networks
  • World Wide Wed

The purpose of District Internet access is to support curriculum objectives which include core curriculum subject areas, library and information literacy skills, technology literacy skills, and community collaboration and interaction. Student use of the Internet will be limited to achievement of those objectives and the educational objectives of the CobreConsolidatedSchool District.

The use of the District’s Internet access is a privilege and not a right. Inappropriate use of these privileges by students and staff will result in a cancellation of those privileges.

VIOLATIONS/CONSEQUENCES

Students:

Students who violate this policy shall be subject to revocation of district system access up to and including permanent loss of privileges, and discipline up to and including expulsion.

Violations of law will be reported to law enforcement officials.

Disciplinary action may be appealed by parents and/or students in accordance with existing district procedures for suspension or revocation of student privileges.

Internet Acceptable Use Policy 530-2

Staff:

Staff who violate this policy shall be subject to discipline, up to and including suspension, termination or discharge, in accordance with Board policy, negotiated agreements and applicable law.