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3000 Business

Click below to view policies regarding Business and Non-Instructional Operations.

3000 Concept and Roles in Business and Non-Instructional Operations

The Board of Education recognizes that money and money management comprise the foundation of the school district’s educational programs and shall work with town boards and elected officials to provide adequate appropriations in support of these programs. To make that support as effective as possible, the Board of Education shall:

1. Encourage advance planning through the best possible budget procedures.
2. Develop long-range educational and financial plans to provide appropriate educational programs for students within the community’s ability to pay.
3. Explore all practical sources of dollar income.
4. Guide the expenditure of funds so as to extract the greatest educational returns.
5. Establish top quality, accepted accounting and reporting procedures.
6. Work cooperatively with other appropriate governmental agencies and officials.

The operation and maintenance of school plant and equipment shall set high standards of safety, to promote the health of students and staff, to reflect prudent management of available resources, and to support environmentally the efforts of the staff to provide a good education.

Adopted: November 17, 1987
Reviewed: December 20, 2016

3100 Budget Planning

As a preliminary part of the development of the budget, the Board of Education shall study the school program in its relation to the present and future needs of the students, parents, and the community. In an effort to make a budget a comprehensive reflection of the financial needs of the school system, steps shall be taken to involve representatives of the public, students, the certified and non-certified staff, and the administrative staff in the development process. The procedure for the involvement of these representatives shall be developed by the Superintendent of Schools and implemented by the superintendent’s office upon the formal approval of the Board of Education.

Legal Reference: Connecticut General Statutes:
10-222 Appropriations and budget

Adopted: November 17, 1987
Reviewed: December 20, 2016

3110 Setting Budget Priorities

General
The Board of Education shall prepare an annual operating budget for the school district, consistent with provisions of state statutes and the Town Charter, governing preparation, timelines, and available appeal procedures of reductions to the educational budget.

Establishing Budget Priorities
Before developing and adopting a proposed budget, the Board of Education shall study school programs in relation to present and future students and community needs and establish budget priorities for the fiscal year.

Legal Reference: Connecticut General Statutes:
10-51 Fiscal year. Budget. Payments by member towns; Adjustments to payments.
10-222 Appropriations and budget.

Adopted: November 17, 1987
Revised: December 20, 2016

3120 Preparation of Budget Document

The Superintendent of Schools shall be responsible for the preparation of the annual school budget. A recommended budget shall be compiled and submitted to the Board of Education and Town Manager in accordance with the Town Charter. The Board of Education shall review the Superintendent’s proposed budget at one or more budget hearings and make changes as the majority of the Board may desire. The Board shall approve the school budget, which shall then be submitted to the Town Council. If the Town Council changes the requested appropriation, the Board of Education shall give final approval to the school budget.

Legal Reference: Connecticut General Statutes:
10-222 Appropriations and budget

Adopted: December 7, 1987
Reviewed: December 20, 2016

3130 Adoption of Budget

The Board of Education will present an itemized estimated cost for the maintenance of the public schools to the fiscal authority not later than two months preceding the annual meeting at which appropriations are to be made. The estimated cost of maintaining the public schools for the ensuing year shall be the final budget for the school, modified, if necessary, by any difference in the amount requested by the Board of Education and the amount appropriated by legislative authority for the operation of the schools. If reductions are made in the budget by the Town Council or as a result of a town referendum, the Superintendent of Schools shall prepare a final budget recommendation for Board of Education review, modification if needed, and approval.

Legal Reference: Connecticut General Statutes:
10-51 Fiscal Year. Budget. Payments by member towns; adjustments to payments.
10-222 Appropriations and budget.

Adopted: November 17, 1987
Reviewed: December 20, 2016

3140 Transfer of Funds Between Categories; Amendments

Appropriations Transfers

The Board of Education will be informed by the Central Office Administration of potential line item over-expenditures in each school year budget. All transfers between accounts of the budget shall be in harmony with the law and shall be recommended by the Superintendent.

The Board of Education may transfer any unexpended or non-contracted portion of any appropriation for school purposes to any other object code as defined in the regulation.

The Superintendent is authorized to make such transfers as necessary if the urgent need for transfer prevents the Board of Education from meeting in a timely fashion to consider the transfer, provided that annually such transfers by the Superintendent shall not exceed 5% of the annual budget. Transfers made in such instances shall be announced at the next regularly scheduled meeting of the Board of Education.

Adopted: January 11, 1988
Revised: December 1, 1998
Reviewed: December 20, 2016

3150 Capital Outlay

Capital Improvements

A long- and short-term plan for capital improvements shall be developed by the Superintendent of Schools in order to provide an orderly process for acquisition of needed equipment and facilities within budgetary constraints.

Adopted: November 17, 1987
Reviewed: December 20, 2016

3210 Interest Accrued from Specially Funded Projects

Income

Interest Accrued from Specially-Funded Accounts

Any interest that may accrue from specially-funded accounts shall be dedicated to the following purposes unless otherwise determined by the Board of Education:

1. to fund research and development projects intended to improve the effectiveness of teaching and learning;
2. to fund research and development projects intended to enhance the application of modern technology to instruction and administration;
3. to fund capital improvement projects intended to reduce operating costs; and
4. to fund projects intended to assure supplemental educational opportunities for all pupils.

The Superintendent shall inform the Board of each project that he/she will be initiating. He/she shall also inform the Board annually of the status of all such projects.

Adopted: November 17, 1987
Reviewed: December 20, 2016

3220 Tuition Fees

  1. The Board of Education will accept special education students by agreement with other boards of education on a tuition basis.
  2. A tuition fee may be charged when a course is offered outside the regular school hours and/or regular school year.
  3. A high school pupil who has completed at least the sophomore and junior years in a West Hartford public high school, after which his/her parents move from West Hartford, may be permitted to complete the senior year tuition free upon approval of the Superintendent of Schools. Any other high school pupils who have completed at least one full school year in a West Hartford public high school, after which his/her parents move from West Hartford, may be permitted to complete the remaining full school years at that high school on a tuition basis upon the approval of the Superintendent of Schools.

Legal Reference: Connecticut General Statutes:
10-33 Tuition in towns in which no high school is maintained
10-34 Approval by state board of incorporated or endowed high school or academy
10-35 Notice of discontinuation of high school service to nonresidents
10-220 Duties of boards of education

Adopted: December 7, 1987
Reviewed: December 20, 2016

3230 Gifts, Grants and Bequests

It is the responsibility of the Board of Education to allocate money appropriated by the Town Council to purchase necessary and needed services and equipment, except the Board of Education may accept, within the constraints of law, on behalf of and for the schools any bequest or gift of money or property for a purpose deemed by the Board of Education to be suitable, and may use such money or property so designated to extend and enhance the work of the schools.

The Superintendent of Schools shall set up criteria to be met in the acceptance of gifts, and the procedure for examining and evaluating offers of gifts to the school system.

All gifts shall be accepted for the school system as a whole, and not for particular school. At the discretion of the Superintendent, the gift may be used in a particular school. Items contributed to the school district become the property of the district and are subject to the same controls and regulations that govern the use of all school-owned property.

Legal Reference: Connecticut General Statutes:
7-194 Powers

Adopted: September 27, 1993
Reviewed: December 20, 2016

3240 Fees, Fines, Charges

The Board of Education will provide all instructional equipment, books, and materials as it deems necessary to maintain the desired instructional program free of charge, subject to reasonable rules concerning their care and use.

The administration will prescribe rules to impose sanctions against pupils who fail to return or who damage textbooks, library books, or other educational materials.

Legal Reference: Connecticut General Statutes:
10-228 Free textbooks, supplies, materials and equipment
10-15(b) Access of parents or guardians to student’s records.
10-221(c) Boards of Education to prescribe rules, policies, and procedures.

Adopted: November 17, 1987
Reviewed: December 20, 2016

3310 Purchasing Procedures

The director of management services shall be responsible for all purchases in accordance with approved town procedures when applicable. No transaction shall be authorized until a purchase order has been issued. For all bulk purchases and major equipment designated personnel shall prepare specifications and submit them with formal invitations to bid to three or more qualified vendors. The lowest bid, consistent with quality and educational requirements, shall be accepted. Informal bids may be secured for minor purchases. Provision shall be made for the rejection of any and all bids.

All individual purchases below $10,000 may be executed without competitive bidding procedures; however, at least three quotations shall be solicited where appropriate. All individual requisitions of $10,000 or more shall require competitive bids. Where possible, a minimum of three bids shall be obtained.

The Superintendent and/or his/her designee shall have the authority to designate a sole manufacturer when educational practices are a prime consideration.

Purchase orders shall be signed by the Superintendent or his/her designee.

All receiving reports shall be initialed by the school principal, administrator, or other appropriate cost center staff or by the Superintendent or his/her designee.

Adopted: November 17, 1987
Reviewed: February 22, 2017

3320 Payment of Bills

Payment of bills shall be authorized by the Superintendent of Schools or someone designated by him/her only after the receipt of verification from the school or department that is responsible for the receipt and use of the articles or services purchased. All bills, before being processed for payment, shall bear the authorized approval stamp properly executed.

Legal Reference: Connecticut General Statutes:
10-248 Payment of school expenses

Adopted: November 17, 1987
Reviewed: February 22, 2017

3420 Periodic Audit

An audit of all accounts of the school system shall be made annually by an auditor selected by the town.

The audit shall include all funds of the school system including the student body and cafeteria funds and accounts, and any other funds under the control or jurisdiction of the Board of Education. The audit shall identify all expenditures by source of funds, and shall contain (1) a statement that the audit was conducted pursuant to standards and procedures approved by the State of Connecticut and (2) a summary of audit exceptions and management recommendations.

This audit does not serve the requirements of C.G.S. 10-260a regarding the obligations of the auditors of public accounts in auditing of state grants for public education.

Legal Reference: Connecticut General Statutes:
7-391 et seq. Municipal Auditing Act (including school districts as “audited agencies”)
10-260a Auditing of state grants for public education

Adopted: November 17, 1987
Reviewed: February 22, 2017

3430 Inventories - Inventory Records

An inventory of equipment shall be maintained in a manner authorized by the State Board of Education.

Adopted: November 17, 1988
Reviewed: February 22, 2017

3431 Inventories - Mantenance and Control of Materials

The Board of Education shall permit school equipment to be loaned to staff members when such use is directly or indirectly related to their employment, and to students when the equipment is to be used in connection with their studies or extra-curricular activities. Proper controls shall be established to assure the lender’s responsibility for, and return of, all such equipment with full knowledge of school administration.

The building principal shall establish procedures for inventory control of all materials assigned to his/her building in conjunction with the business office.

The Department of Information Technology must retain a current inventory of school system materials.

Proper maintenance procedures shall be established by the Department of Information Technology administrator.

(cf. 1250 – Use of School Facilities)
(cf. 3440 – Inventories)

Adopted: November 17, 1987
Reviewed: February 22, 2017

3440 Internal School Accounts

There shall be maintained in each school an accounting system covering financial activities of the school’s organizations, including student groups. The administrator shall designate a school treasurer to maintain this account and to handle all cash involved in the activities of the various groups. Each school treasurer shall be provided a bond by the Board of Education through an approved insurance or surety company.

Adopted: November 17, 1987
Reviewed: February 22, 2017

3510 Plant Operation and Management

The Board of Education intends to operate school buildings and grounds efficiently and effectively in order to maintain the attractiveness of their appearance, and to keep them in repair and free from hazards to safety.

The Director of Plant Services shall be responsible for the operation and maintenance of all school property. He/she shall direct all operational and maintenance employees and cause work schedules to be made for each employee.

Adopted: November 17, 1987
Reviewed: February 22, 2017

3512 Safety - Buildings and Grounds

Non-Instructional Operations

Plant Operation and Management

Safety of Buildings and Grounds

Buildings constitute one of the greatest investments of the Town and school system. It is in the interest of students and taxpayers to protect that investment adequately.

The Superintendent of Schools is directed to establish such rules and regulations as may be needed to provide for security in the sense outlined below:

1. Minimizing fire hazards and to comply with fire code
2. Reducing the probability of faulty equipment
3. Guarding against the chance of electrical shock
4. Keeping records and funds in a safe place
5. Protection against vandalism and burglary

Adopted: November 17, 1987
Reviewed: February 22, 2017

3513 Safety - Personal

Non-Instructional Operations

Plant Operation and Management

Safety - Personal

The health and safety of our students and staff is of utmost priority. The Board of Education, through the Superintendent, orders that safety measures be promulgated so that students and staff are protected coming to and from school and during the school day, including extracurricular activities.

Adopted: November 17, 1987
Reviewed: February 22, 2017

3514 Pesticide Application

Non-Instructional Operations

Plant Operation and Maintenance

Pesticide Application

It is the policy of the West Hartford Board of Education to implement an integrated pest management plan that uses available pest control techniques to reduce the amounts of pesticides applied in any building or the grounds of any West Hartford public school by using alternative methods of pest control, that may include structural maintenance, proper sanitation practices, appropriate solid waste management and alternative mechanical or biological control, along with pesticides.

The decision to apply pesticide in any building or the grounds of and West Hartford public school is dependent on results of periodic monitoring for pest population to determine if a pest problem exists that exceeds acceptable threshold levels.

No application of pesticide shall be made in any building or the grounds of any West Hartford public school during regular school hours or during planned activities at any school except as provided by Connecticut statute or regulation.

Parents or guardians of children in any school and/or staff members in any school may register for prior notice of pesticide application at their school. Each school shall maintain a registry of persons requesting such notice and shall provide notice to registered individuals in accordance with applicable Connecticut statutory and regulatory provisions.

The Board may make an emergency pesticide application without prior notice to parents or guardians of children in any school and/or staff members in the event of an immediate threat to human health, subject to the notice provisions of applicable Connecticut statutory and regulatory provisions.

Legal Reference: Connecticut General Statutes:
10-231a et seq Pesticide applications at schools

Adopted: June 27, 2000
Reviewed: February 22, 2017

3520 Travel by Staff Members

Use of Cars in West Hartford

Staff members whose assigned duties necessitate the regular use of their personal cars, as traveling from school to school, shall be granted a monthly allowance which shall be based on the estimated average use of the car, according to a schedule approved by the Superintendent and/or his/her designee.

Travel Outside the Metropolitan Hartford Area

Staff members traveling outside the metropolitan Hartford area (for more than 50 miles round trip), for reasons approved in advance by the Superintendent and/or his/her designee may be reimbursed for travel expenses, the amount to be determined on the basis of the most direct route and the one including the least overall expense to the Board. When personally owned cars are used, payments shall be made in accordance with the rate established by the Board.

Staff members traveling by common carrier shall secure federal tax exemption by indicating to the travel agent that they are on school business. Employees failing to do so shall not be entitled to reimbursement of any tax paid. Staff members attending educational conferences or on official school business approved in advance by the Superintendent and/or his/her designee may be reimbursed for other expenses, including hotel room, meals, and registration, with the allowance appropriated in the annual budget.

Adopted: November 17, 1987
Revised: February 26, 1992
Reviewed: February 22, 2017

3530 Insurance - Insurance Coverage

Property and Casualty Insurance

The Town’s risk management program provides financing for the Board of Education’s property and casualty risks including the following:

a. All risk Property insurance including boiler and machinery coverage to cover school buildings and personal property owned by the Board.
b. General Liability to protect Board of Education staff from financial loss and expense arising from negligent acts while acting in the discharge of his/her duties within the scope of employment.
c. Automobile Liability and Physical Damage coverage for school owned vehicles.
d. Crime and Fidelity Bond to cover public employee dishonesty including faithful performance and robbery and safe burglary.

In 1982, the Town established a permanent Risk Management Fund to account for and finance the cost of risk management to the Town and school system. The Town is responsible for the administration of the risk management program including maintaining staff and contract for services necessary for the implementation of this program. Subject to applicable law, provisions of the Town Charter, and consideration of recommendations of the Risk Management Advisory Board, the Town determines the risk management strategy best suited to mitigate and finance the Board of Education’s property and casualty exposures.

Legal Reference:
Connecticut General Statutes:
10-235 Indemnification of teachers, board members, employees and certain volunteers and students in damage suits; expenses of litigation
10-236 Liability 10-236a Indemnification of educational personnel assaulted in the line of duty
14-29 Owners of motor or service buses, taxicabs, school buses, school transportation vehicles and motor vehicles in livery service to furnish insurance or bond
52-557 Injury to children being transported to school

Town Charter:
§18-18 Risk management program: Risk Management Advisory Board
§18-38 Risk Management Fund

Adopted: November 17, 1997
Revised: April 18, 2017

3540 Transportation - School Buses

Non-Instructional Operations

Transportation – School Buses

The Board of Education will provide transportation for students under provisions of state law and as more specifically described in the administrative regulations. The Superintendent of Schools is asked to administer the operation so as to

1. Provide for safety of students.
2. Supplement and reinforce desirable student behavior patterns.
3. Assist disabled students appropriately.
4. Enrich the instructional program through carefully planned field trips as recommended by the staff.

Transportation by private carrier may be provided whenever such practice is more economical than using school district-owned facilities. Parents may be reimbursed for transportation of eligible students whenever such practice is more economical or convenient.

Transportation shall be furnished without charge as follows:*

1. All elementary school students who live one mile or more walking distance from school.
2. All middle school students who live one and one-half miles or more walking distance from school.
3. All high school students who live two miles or more walking distance from school.
4. Students with physical and/or mental disabilities who legally require specialized transportation accommodations; students temporarily disabled and whose condition is certified by the school medical advisor; students placed out-of-district by the recommendation of the Director of Pupil Services and with the approval of the Superintendent of Schools; students attending approved special education programs outside the West Hartford Public Schools, with the recommendation of the Director of Pupil Services and the approval of the Superintendent of Schools, when no appropriate program is available to them in the West Hartford Public Schools.
5. Students, within the limits of the school budget, for educational trips, athletic contests, and other activities if approved in advance by the principal(s) concerned.

*Does not include students attending out-of-district schools.

Legal Reference: Connecticut General Statutes:
10-186 Duties of local and regional boards of education re school attendance
10-220 Duties of boards of education
14-275a Use of standard school bus required, when
14-275c Regulations re school buses and motor vehicles used to transport students
14-280 Display of signs and signals by school bus and student transportation vehicle

Adopted: December 21, 1987
Reviewed: February 22, 2017

3550 Mail and Delivery

The use of school system mail facilities and personnel for the distribution of materials and communications shall be restricted mainly to those materials and communications that further the educational purposes of the school system. The Superintendent may authorize certain exceptions without defeating the intent of this policy.

Political and commercial materials shall not be distributed through the school system mail boxes or school mail system unless received through the United States mail.

Adopted: November 17, 1987
Reviewed: February 22, 2017