6000 Series - Management Support Policies & Procedures

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

Prior to presentation of the proposed budget for adoption, the superintendent or designee will prepare for the board's study and consideration appropriate documentation supporting their recommendations, which will be designed to meet the needs of students within the limits of anticipated revenues consistent with reasonable management practices. Program planning and budget development will provide for staff participation and the sharing of information with community members prior to action by the board.

Fiscal Year

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

Budget Preparation, Notice, and Submission to ESD and OSPI

On or before the tenth day of July in each year, the district shall prepare the budget for the ensuing fiscal year. The annual budget development process shall include the development or update of a four-year budget plan that includes a four-year enrollment projection. The four-year budget plan must include an estimate of funding necessary to maintain the continuing costs of program and service levels and any existing supplemental contract obligations.

The completed budget must include a summary of the four-year budget plan and set forth the complete financial plan of the district for the ensuing fiscal year.

Upon completion of the budget, the district will make a copy of the budget and a summary of the four-year budget plan available to any person who calls upon the district for it.

By July 10th, the district will submit a copy of the budget and four-year budget plan to its educational service district and to the office of the superintendent of public instruction for review and comment, unless the superintendent of public instruction has delayed the date because the state operating budget was not adopted by June 1st.

Budget Notice, Hearing, Adoption, and Filing
The board of directors will meet to fix and adopt the budget for the ensuing fiscal year. The district will provide notice of the meeting. The notice will designate the date, time, and place of the meeting. The notice will also state that any person may appear at the meeting and be heard for or against any part of the budget, the four-year budget plan, or any proposed changes to uses of enrichment funding. The district will publish the notice electronically and will publish it at least once each week for two consecutive weeks in a newspaper of general circulation in the district (or if there is none in the district, in a newspaper of general circulation in the county or counties in which the district is a part). The last notice will be published no later than seven days before the meeting.

On the day given in the notice, the board of directors will meet at the time and place designated. At the meeting, the board of directors will fix and determine the appropriation from each fund contained in the budget separately; will by resolution adopt the budget, the four-year budget plan summary, and the four-year enrollment projection; and will record its action in the official minutes. Copies of the budget as adopted will be filed with the education service district for review. Copies of the budget will be filed with the superintendent of public instruction.

The dates for adoption and filing are as follows:

1st Class Districts: 

Budget adopted by 8.31
Budget filed with ESD by 9.3
Budget filed with OSPI by 9.10

Budget Implementation

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

1. Expenditure of funds for the employment and assignment of staff meet the legal requirements of the state of Washington and adopted board policies;
2. Funds held in reserve accounts (General fund #810-890) for self-insurance and other such contingencies may not be expended unless approved for purposes designated by the board;
3. Complete listing of expenditures for supplies, materials and services is presented for board approval and/or ratification;
4. Purchases are made according to the legal requirements of the state of Washington and adopted board policy;
5. Funds may be transferred from one budget classification to another subject to such restrictions as may be imposed by the board;
6. The superintendent or designee will be responsible for establishing procedures to authorize and control the payroll operations of the district; and
7. Financial reports are submitted to the board each month.

Cross References

District Policy 5005 - Employment and Volunteers: Disclosures, Certification Requirements, Assurances and Approval
District Policy 6213 - Reimbursement for travel expenses

Legal References:

RCW 28A.300.060

Studies and adoption of classifications for school district budgets – Publication

RCW 28A.320.010

Corporate powers

RCW 28A.320.020

Liability for debts and judgments

RCW 28A.320.090

Preparing & distributing information on district's instructional program, operation and maintenance — Limitation

RCW 28A.330.100

Additional powers of the board

RCW 28A.400.300 – Hiring and discharging employees – Written leave policies – Senority and leave benefits of employees transferring between school districts and other educational employers.
RCW 28A.505.040 – Budget — Notice of completion – Copies – Review by ESD
RCW 28A.505.050 – Budget – Notice of meeting to adopt
RCW 28A.505.060 – Budget — Hearing and adoption of – Copies filed with ESDs
RCW 28A.505.080 – Budget — Disposition of copies
RCW 28A. 505.150 – Budgeted expenditures as appropriations – Interim expenditures — Transfer between budget classes — Liability for nonbudgeted expenditures
Chapter 28A.510 RCW – Apportionment to district — District accounting
WAC 392-123-054 – Time schedule for budget
RCW 28A.400.240 – Deferred compensation plan for school district or educational service district employees—Limitations.
RCW 28A.400.250 – Tax deferred annuities—Regulated company stock
RCW 28A.400.280 – Employee benefits—Employer contributions—Optional benefits—Annual report
RCW 28A.405.400 – Payroll deductions authorized for employees
RCW 28A.405.410 – Payroll deductions authorized for certificated employees—Savings
RCW 41.04.020 – Public employees—Payroll deductions authorized
RCW 41.04.035 – Salary and wage deductions for contributions to charitable agencies—United Fund defined—Includes Washington state combined fund drive
RCW 41.04.036 – Salary and wage deductions for contributions to charitable agencies—Deduction and payment to United Fund or Washington state combined fund drive—Rules, procedures
RCW 41.04.230 – Payroll deductions authorized
RCW 41.04.233 – Payroll deductions for capitation payment to health maintenance organizations
RCW 41.04.245 – Payroll deductions to a bank, savings bank, credit union, or savings and loan association

Adoption Date:  December 19, 2005
Revised: October 21, 2015; November 19, 2024

The district will maintain a system of funds with the county treasurer in accordance with state law and the accounting manual approved by the state superintendent of public instruction. Below is a description of the district’s system of funds.

General Fund
The general fund (GF) is financed primarily from local taxes, state support funds, federal grants, and local receipts. These revenues are used specifically for financing the ordinary and legally authorized operations of the district for all grades. The GF includes money that has been segregated for the purpose of carrying on specific activities including, but not limited to, the basic and special education programs. The GF is managed in accordance with special regulations, restrictions, and limitations. The GF constitutes an independent fiscal and accounting entity.

As a part of its GF, the district has a local revenue subfund to account for the district’s operations that are paid for with local revenues.

The following local revenues will be deposited in the district’s local revenue subfund:

• Enrichment levies and transportation levies collected under RCW 82.52.053;
• Local assistance funding received under chapter RCW 28A.500 RCW; and
• Other local revenues such as, but not limited to, grants, donations, and state and federal payment in lieu of taxes, or local revenues that operate as an offset to the district’s basic education allocation under RCW 28A.150.250.

The district will track expenditures from the subfund to account for the expenditures based on each of the streams of revenue described above.

Capital Projects Fund

The Capital Projects Fund (CPF) contains:

• Proceeds from the sale of voted bonds (unlimited tax general obligation bonds) and non-voted bonds (limited general obligation bonds);
• State of Washington financing assistance (state matching money);
• Transfers from the district’s basic education allotment;
• The proceeds of special levies earmarked for building purposes;
• Earnings from capital projects fund investments, growth management impact fees, state environmental protection act mitigation payments; and
• Rental or lease proceeds and proceeds from the sale of property.

Permissible expenditures from the proceeds derived from the sale of voted bonds, including in

the investment earnings thereon, is governed expressly by state law and, may include the acquisition of land or existing buildings, improvements to buildings and/or grounds, design and construction and/or remodeling of buildings, or initial equipment; provided that, the bond election resolution and ballot proposition approved by the voters authorizing the bonds includes these items. The Washington Constitution prohibits the use of voted bond proceeds to replace equipment.

Proceeds from other sources are also governed by state law and may be used for major

renovation and replacement including but not limited to roofing, heating and ventilating systems, floor covering and electrical systems; renovation of play fields and other district real property; energy audits, capital improvements and major items of equipment, furniture and

implementing technology systems, facilities and projects, including acquiring hardware licensing software and on-line applications that are an integral part of the district’s technology systems.

After holding a public hearing, the board may determine by resolution to use any money from the sale of voted bonds and investment earnings thereon remaining after the authorized capital improvements have been completed to: acquire, construct, install, equip and make other capital improvements to the district’s facilities or to retire and/or defease a portion of voted bonds.

Investment earnings derived from other sources in the CPF should be retained in the CPF and used for statutorily authorized purposes.  The district may transfer investment earnings in the CPF, that have not been derived from voted bond proceeds to a different fund; if the earnings are used only for instructional supplies, equipment or capital outlay purposes.  The superintendent or designee should consult the board and appropriate district staff prior to altering the use of voted bond proceeds and transferring investment earnings out of the CPF.

Debt Service Fund
The money in the Debt Service Fund (DSF) is used to pay for the principal of and interest on and outstanding voted and non-voted bonds. Disbursements are made by the county treasurer by means of treasurer’s checks.  Provision will be made annually for the making of a levy sufficient to meet the annual payments of principal and semiannual payments of interest. The district may transfer surplus investment earnings from the DSF to any other district fund as long as such earnings are spent only for instructional supplies, equipment or capital outlay purposes.  The district may transfer such investment earnings to other district funds unless the resolution authorizing the voted bonds requires investment earnings to remain in the DSF to secure payment of voted bonds, thereby reducing future tax collections and the corresponding tax levy rate.  The superintendent or designee should consult with the board and appropriate staff prior to transferring interest earnings out of the DSF.

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

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

Associated Student Body Program Fund
The board is responsible for the protection and control of student body financial resources just as it is for other public funds placed in its custody. The financial resources of the Associated Student Body Program Fund (ASB Fund) are for the benefit of students. Student involvement in the decision-making processes related to the use of this money is an integral part of the associated student body, except that the board may delegate the authority to a staff member to act as the associated student body for any school that does not contain a grade higher than grade six.

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

Transportation Vehicle Fund:

The transportation vehicle fund (TVF) includes:

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

The TVF may be used to purchase school buses; to pay for major repairs to school buses; to complete a feasibility plan to transition from gas or diesel school buses to electric or zero emission school buses; to purchase, install, and repair electric school bus charging stations and other zero emission school bus fueling stations and for other costs necessary for station installation; and to convert or repower existing gas or diesel school buses to electric or zero emission school buses. Money may be transferred from the TVF to the DSF exclusively for the payment of debt and interest associated with purchase agreements for school buses, including lease purchase agreements.

Bank Accounts

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

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

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

Cross References: 
District Policy 3510 - Associated Student Bodies
District Policy 6030 - Financial Reports
District Policy 6100 - Revenues from Local,  State and Federal Sources

Legal References:
WAC 392-142-260 – Allowable use of the transportation vehicle fund
WAC 392.142.255 – Deposit of payments in the transportation vehicle fund
RCW 28A.245.100 – Minor repair and maintenance capital accounts
RCW 28A.160.130 – Transportation vehicle fund - Deposits in – Use - Rules for establishment and use
RCW 28A.320.320 – Investment of funds of district – Service fee
RCW 28A.320.330 – School funds enumerated — Deposits – Uses
RCW 28A.325.010 – Fees for optional noncredit extracurricular events – Disposition
RCW 28A.325.020 – Associated student bodies — Powers and responsibilities affecting
RCW 28A.325.030 – Associated student body program fund  Fund raising activities – Nonassociated student body program fund moneys
RCW 28A.335.060 – Surplus school property – Rental, lease or use of disposition of moneys received from
RCW 28A.505.140 – Rules for budgetary procedures – Review by superintendent - Separate accounting of state and local revenues - Notice of irregularity - Budget revisions
RCW 28A.530.010 – Directors may borrow money, issue bonds
RCW 28A.530.020 – Bond issuance – Election – Resolution to specify purposes
RCW 28A.530.080 – Additional authority to contract indebtedness – Notice
RCW 42.17A.555 – Use of public office or agency facilities in campaigns – Prohibition – Exceptions
RCW 43.09.200 – Local Government Accounting – Uniform system of accounting
RCW 43.09.210 – Local Government Accounting – Separate accounts for each fund or activity - Exemptions 
RCW 84.52.053 – Levies by school districts – When – Procedure
RCW 84.52.056 – Excess levies for capital purposes authorized
Chapter 392-123 WAC – Finance — School district budgeting
Chapter 392-138 WAC – Finance — ASB moneys
State Auditor Bulletin #301, III(E), Petty Cash, (PT 3, Ch 3, Pg 8)

Adoption Date:  December 19, 2005
Revised: October 21, 2015; August 21, 2019; June 19, 2024

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

Such loans will not be used to balance the budget of the borrowing fund; nor will they deter any function or project for which the fund was established.

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

Legal References:
RCW   28A.505.150 – Budgeted expenditures as appropriations — Interim expenditures — Transfer between budget classes — Liability for non-budgeted expenditures
WAC 392-123-135 – Interfund loans - Definitions

Adoption Date:  December 19, 2005
Reviewed Date: January 27, 2016 (no revisions made); May 23, 2024

Annually, it is in the best interest of South Kitsap School District that the board of directors    target a goal of five percent of the year end revenues to address potential general fund needs and continue to maintain an acceptable and adequate minimum fund balance for district operations.

Cross References:
District Policy 6040 - Expenditures in Excess of Budget
District Policy 6020 - System of Funds and Accounts

Legal References:
RCW 28A.320.070 – School district as self-insurer - Authority
RCW 28A.505 – School Districts' Budgets
RCW 28A.505.130 – Budget - Requirements for balancing estimated expenditures

Adoption Date:  December 4, 2024

Monthly Report

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

1. General Fund (GF),
2. Capital Projects Fund (CPF),
3. Debt Service Fund (DSF),
4. Associated Student Body Fund (ASB Fund); and
5. Transportation Vehicle Fund (TVF).

A “statement of financial condition” will be submitted to the board each month. The superintendent will reconcile ending net cash and investments, revenues and expenditures reported by the county treasurer with the district records for all funds.

Annual Financial and Statistical Report

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

Cross References:

District Policy 6020 - System of Funds and Accounts

Legal References: 

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

Adoption Date:  December 19, 2005
Revised March 14, 2016; May 23, 2024

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

Board members, administrators or staff who knowingly or negligently violate or participate in a violation of this policy by incurring expenditures in excess of appropriations, will be held civilly liable, jointly and severally, for such expenditures, including consequential damages, for each such violation. If as a result of any civil or criminal action, the violation is found to have been done knowingly, such board member, administrator or staff member who is found to have participated in such breach, will immediately forfeit their office or employment.

In the event of an emergency requiring expenditures in excess of the budget, the board may adopt a resolution which states the conditions constituting the emergency and the amount of the appropriation necessary to correct the situation. At any other time that the budget is to be increased by making an additional appropriation, the board, after proper notice, will adopt a resolution stating the facts and the amount of appropriation necessary to correct the situation. Any person may appear at the meeting at which the appropriation resolution is to be voted on and may be heard for or against the adoption. Passage of the resolution requires a majority vote of all members of the board.

Legal References:
RCW 28A.225.250 – Cooperative programs among school districts  — Rules
RCW 28A.505.150 – Budgeted expenditures as appropriations— Interim expenditures — Transfer between budget classes — Liability for non-budgeted expenditures
RCW 28A.505.170 – First class school districts — Emergency or additional appropriation resolutions – Procedure
WAC 392-123-071 – Budget extension — First class school districts
WAC 392-123-072 – Budget extension — Second class school districts

Adoption Date:  December 19, 2005
Revised: October 21, 2015; May 23, 2024

Revenues From Local Resources

Use of Local Revenue 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.

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.

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 which 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 which 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 1 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 Indian children will be afforded the opportunity to make recommendations regarding the needs of their children and will be involved in the planning and development of the basic education program, including those educational programs and services to be provided with federal impact funds. Indian 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 Indian students in the development of the basic education program, including the education services to be provided with federal impact funds and the participation of Indian 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 Indian students.

Cross References:
District Policy 6020 - System of Funds and Accounts

Legal References:
RCW 28A.150.230 – District school directors’ responsibilities
RCW 28A.150.250 – Annual basic education allocation -  Full funding – Withholding of funds for noncompliance
RCW 28A.300.070 – Receipt of federal funds for school purposes — Superintendent of public instruction to administer
RCW 84.52.0531 – Levies by school districts — Maximum dollar amount for maintenance and operation support — Restrictions — Maximum levy percentage — Levy reduction funds — Rules
Chapter 180-16 WAC – State support of Public Schools
Public Law 81-874 Impact Aid

Adoption Date:  December 19, 2005
Revised: November 4, 2015; August 21, 2019; May 15, 2024

The district’s financial management system and records will be sufficient for preparing required reports and for tracing expenditures to a level that establishes funds have been used according to federal statutes, regulations, and the terms and conditions of the federal award.  This is in addition to maintaining a system of funds and accounts in accordance with state law and the accounting manual (Policy 6020). 

The district’s financial management system will:

Identify all federal awards received and expended, including specific information pertaining to the award:  federal program name; CFDA title and number; identification number and year; and name of federal and any pass-through agency.
Provide for accurate, current, and complete disclosure of the results of each federal award in accordance with reporting requirements.
Include records and supporting documentation that identify the source and application of funds for federally funded activities, including authorizations, obligations, unobligated balances, expenditures, assets, income and interest.
Enable the district to maintain effective internal controls to ensure accountability and proper safeguarding and use of all funds, property and other assets (for example, adequate segregation of duties).
Provide a comparison of expenditures with budget amounts for each federal award.
In order for the district to comply with federal regulations for grant recipients, the superintendent will implement written procedures for 1) cash management; and 2) determining the allowability of costs in accordance with Cost Principles and the federal award terms and conditions.

Cross References:
District Policy 6020 - System of Funds and Accounts
District Policy 6100 - Revenues from Local, State and Federal Sources

Legal References:
Code of Federal Regulations (CFR), Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements, Sections
§200.302 and
§200.305
Cash Management Improvement Act of 1990

Adoption Date:  May 15, 2024

The district recognizes that it needs a balance of state, federal, local, and nongovernmental funds to achieve its goals. The district further recognizes that dwindling state and federal funds present challenges for the district. Increasingly, the district is seeking local and nongovernmental funding sources in order to preserve, establish and enhance important district programs and educational opportunities. The district’s ability to offer diverse, quality educational programs and experiences for our students depends in part on our ability to secure reliable alternative sources of funding.

To preserve and to establish district programs and educational opportunities the district authorizes fundraising activities where such programs: (1) Promote K-12 education; (2) Provide educational experiences for students, and/or (3) Address local funding obligations that support the educational mission of the district; (4) and/or promote the effective, efficient, or safe management and operation of the district.

District fundraising activities may include: (1) Soliciting gifts and donations that are reasonably related to the pursuit of the district’s objectives; (2) Entering into interlocal agreements with other governments which generate additional funds for school district activities; and/or (3) Operating various revenue generating enterprises consisting of the sale of goods or services that are produced by, or that are linked to, the district’s educational program. Fundraising programs, including enterprise activities, will be in the best interests of the district and will not interfere with the operation of the district’s programs and functions. District fundraising programs will not conflict with any applicable law and or state or federal constitutional provisions, including the separation of church and state.

This policy governs the establishment and administration of district fundraising for the general fund and for particular programs in the district. It does not address fundraising programs conducted by Parent Teacher Organizations, other non-profit or citizens’ organizations, or the Associated Student Body. Fundraising by the Associated Student Body is addressed by RCW 28A. 325.030 and Policy 3510.

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

Cross References:
District Policy 3530 - Fundraising Activities Involving Students
District Policy 3510 - Associated Student Bodies

Legal References:
RCW 28A.320.015 – School Boards of Directors – Powers –Notice of adoption of policy
RCW 28A.320.030 – Gifts, conveyances, etc., for scholarship and student aid purposes, receipt and administration
AGO 2003 No. 1 Attorney General’s Opinion

Adoption Date:  June 19, 2024

Expenditures under federal programs are governed by the Federal Cost Principles contained in 2 CFR Part 200 Subpart E – Cost Principles.  The district is committed to ensuring that costs claimed under Federal awards follow these cost principles as well as any special terms and conditions contained in the award.  Additionally, as a grantee, the district is required to follow the more restrictive of the federal, state, and district policies.

When applying these cost principles, the district will:

• Maintain responsibility for the efficient and effective administration of the Federal award through the application of sound management practices;
• Assume responsibility for administering federal funds in a manner consistent with underlying agreements, program objectives and the terms and conditions of the federal award; and
• Apply accounting practices that are consistent with the cost principles, support the accumulation of costs as required by the principles, and provide for adequate documentation to support costs charged to the federal award.

The district will maintain a system of internal controls over federal expenditures to provide reasonable assurance that Federal awards are expended only for allowable activities and that the costs of goods and services charged to Federal awards are allowable and in accordance with the above referenced cost principles. Those controls will meet the following general criteria: 

• Be necessary and reasonable for the performance of the Federal award and be allocable thereto under these principles;
• Conform to any limitations or exclusions set forth in these principles or in the Federal award as to types or amount of cost items;
• Be consistent with policies and procedures that apply uniformly to both federally-financed and other activities of the district;
• Be accorded consistent treatment;
• Be determined in accordance with generally accepted accounting principles;
• Not be included as a cost or used to meet cost sharing or matching requirements of any other federally-financed program in either the current or a prior period; and
• Be adequately documented.

In extraordinary circumstances, such as those caused by emergencies, the district may continue to pay the compensation of employees who are paid with Federal grant funds using the Federal funds, despite the employees’ inability to work due to the extraordinary circumstances, consist with the districts’ use of all funding sources to pay its employees.

Cross References: 
District Policy 6101 - Federal Cash and Financial Management
District Policy 6210 - Purchasing: Authorization and Control
District Policy 6220 - Bid Requirements
District Policy 6801 - Capital Assets/Theft-Sensitive Assets
District Policy 3423 - Parental Administration of Marijuana for Medical Purposes

Legal References:
2 CFR Part 200, Subpart E

Adopted: May 4, 2016
Revised: May 15, 2024

Tuition will be charged to all persons age 21 or older after approval by the district to attend the regular educational program. Additionally, tuition and special fees may be charged to offset the maintenance and operation costs for summer school and/or other optional student vacation period programs.

Cross References:
District Policy 2240 - Summer School

Legal References:
RCW 28A.225.220 – Adults, children from other districts, agreements for attending school –Tuition
RCW 28A.320.500 – Summer and/or other student vacation period program – Authorized – Tuition and fees

Adoption Date:  December 19, 2005
Revised: March 14, 2016; June 5, 2024

When district real property is not needed, the board has the authority to call for bids to rent or lease any surplus real property. A Notice of the intent to rent or lease property will 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 will be rented or leased for lawful purposes. The rental or lease will be in the best interests of the district and not interfere with the conduct of the district's educational program and related activities. The lease or rental agreement shall permit the recapture of the leased or rented surplus property should such property be needed for school purposes in the future unless proximity to an international airport precludes the possible or appropriate use of the property for a school, or the property is leased or rented for affordable housing purposes.

Proceeds from rental or lease of district property which are in excess of the operational costs incurred for such rental or lease will be deposited in the capital projects fund or debt service fund.

At the option of the board of directors, after evaluating the sufficiency of the school district’s capital projects fund for purposes of meeting demands for new construction and improvements, moneys derived from the lease or rental of real property may be deposited into the district’s general fund to be used exclusively for nonrecurring costs related to operating school facilities, including but not limited to expenses for maintenance.

It is a violation of district policy for any person, including a renter or leaser to knowingly carry a firearm or dangerous weapon on district premises. “Premises” includes district property, including rental property, used exclusively for school district activities and does not extend to a property rented or leased as a personal domicile. 

Cross References:
District Policy 4210 - Regulation of Dangerous Weapons on School Premises

Legal References:
RCW 28A.335.040 – Surplus school property, rental, lease or use of — Authorized – Limitations
RCW 28A.335.050 – Surplus school property, rental, lease or use of —Joint use – Compensation – Conditions generally
RCW 28A.335.060 – Surplus school property, rental, lease or use of — Disposition of moneys received from
RCW 28A.335.070 – Surplus school property, rental, lease or use of — Existing contracts not impaired
RCW 28A.335.080 – Surplus school property, rental, lease or use of — Community use not impaired
RCW 28A.335.090 – Conveyance and acquisition of property— Management – Appraisal
RCW 28A.335.130 – Real property — Sale — Use of proceeds

Adoption Date:  December 19, 2005
Revised: October 21, 2015; June 19, 2024

The district recognizes that individuals and organizations in the community may wish to contribute additional supplies or equipment to enhance or extend the instructional program. Any gift or donation to the district of real property can be accepted only by board approval. Additionally, any gift or donation to the district or to an individual school or department of money, materials or equipment having a value of $1,000 or greater will be subject to board approval. 

The district will not authorize acceptance of gifts that are inappropriate, which carry with them unsuitable conditions, which will obligate the district to future expenditures from the general fund, or which are out of proportion to the value of the gift. All gifts will become district property and will be accepted without obligation relative to use and/or disposal.

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

Unsolicited Gifts or Donations to the District

Money or additional supplies and equipment donated by booster clubs or other groups or patrons to support specific teams or extra-curricular activities are not to result in unacceptable levels of disparity of allocation favoring one team or gender.

Solicited Gifts or Donations to the District

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

Gifts to Staff

The district recognizes that students and/or parents may wish to express their appreciation to school staff by giving gifts.  In recognition of the fact that not all families can afford to show their appreciation with gifts, the district encourages the giving of letters of appreciation instead.

Cross References:
District Policy 3515 - Student Incentives
District Policy 6100 - Revenues from Local, State and Federal Sources

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

Adoption Date:  December 19, 2005
Revised: November 4, 2015; June 5, 2024

The superintendent is authorized to direct and authorize the county or state treasurer to invest district moneys which are not needed for current obligations in any district fund. Such investments shall be made with the objective of producing the greatest return, consistent with prudent practice.

Legal References: 
RCW 28A.320.300 – Investment of funds, including funds received by ESD – Authority - Procedure
RCW 28A.320.320 – Investment of funds of district — Service fee
RCW 36.29.020 – Custodian of moneys — Investment of funds not required or immediate expenditures – Service fee
Chapter 43.250 RCW – Investment of local government funds
Chapter 210-01WAC – Local government investment pool

Adoption Date:  December 19, 2005
Review Date: January 8, 2016; April 30, 2024

The board authorizes the superintendent to direct expenditures and purchases, within the limits of the detailed annual budget, for the school year.

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

Adoption Date:  December 19, 2005
Revised:  February 24, 2016; June 19, 2024

The district authorizes the issuance of charge cards to officers and staff for district purchases, acquisitions and authorized travel.

The superintendent or 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.

Cross References:
District Policy 6213 - Reimbursement for Travel Expense

Legal References: 
RCW 42.24.115 – Municipal corporations and political subdivisions – Charge cards for officers’ and employees’ travel expenses
RCW 43.09.2855 – Local governments – Use of credit cards

Adoption Date:  June 5, 2024

The actual and necessary expenses of a director, administrator, staff member or designate of the district incurred in the course of performing services for the district, whether within or outside of the district, may be reimbursed in accordance with the approval and reimbursement procedures of the district. Travel expenses will be allowed in accordance with RCW 28A.320.050. Travel within the State of Washington and to Portland, Oregon, which shall be considered in-state, may be authorized by the superintendent or designee. Travel outside of the state requires prior superintendent approval.

For the purposes of this policy, travel expense includes amount paid for the use of personal automobiles, other transportation, and actual expenses or reimbursement in lieu of actual expenses for meals, lodging and related items that are necessary while in the conduct of official business of the district. A staff member or district officer may be reimbursed for gratuities not exceeding customary percentages for the cost of meals as well as reasonable amounts for services such as baggage handling when the costs are incurred while the individual is engaged in district business or other approved travel.

All travel requires prior approval by submitting a travel request form. Only expenses with prior approval will be reimbursed. Travel claims are required to be submitted to the Business Office no later than seven (7) business days after a traveler's return to the district. All items and services are subject to review and approval. Inappropriate charges will not be reimbursed.

If a staff member has incurred travel expenses and is eligible for reimbursement but elects not to be reimbursed, they must notate and sign the travel reimbursement form. This form must also be provided to the Business Office no later than seven (7) business days after a traveler’s return to the district.

Reimbursement for travel expenses will be made pursuant to the federal internal revenue code and Internal Revenue Service regulations.

Legal References: 
RCW   28A.320.050 – Reimbursement of expenses of directors, other school representatives, and superintendent candidates — Advancing anticipated expenses
RCW 42.24.090 – Municipal corporations and political subdivisions — Reimbursement claims by officers and employees
Ch. 3, Sec. 4, Page 1 School Accounting Manual

Adoption Date: December 19, 2005
Revised: January 8, 2016; April 30, 2024

Before expense claims 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 their delegate.

The board authorizes advance payment of a claim 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 $50,000 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

Cross References: 
Board Policy 6500 - Risk Management

Legal References: 
RCW 28A.330.080 – Payment of claims – Signing of warrants
RCW 28A.330.090 – Auditing committee and expenditures
RCW 42.24.080 – Municipal corporations and political subdivisions — Claims against for contractual purposes – Auditing and payment – Forms — Authentication and certification
RCW 42.24.180 – Taxing district — Issuance of warrants or checks before approval by legislative body — Conditions

Adoption Date:  December 19, 2005
Revised: February 24, 2016; May 15, 2024

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 their absence, the board chair/president.

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.

Cross References:
District Policy 6215 - Expense Claim Certification and Approval

Legal References:
RCW 28A.330.080 – Payment of claims – Signing of warrants
RCW 28A.330.090 – Auditing committee and Expenditures
RCW 28A.330.230 – Drawing and issuance of warrants
RCW 39.56.040 – Cancellation of Municipal Warrants
Chapter 63.29 RCW – Uniform Unclaimed Property Act

Adoption Date:  December 19, 2005
Revised: May 15, 2024

Reimbursement for Goods and Services: Electronic Payments

The board authorizes the use of Electronic Funds Transfer (EFT) or Automated Clearing House transfer (ACH) transactions for payments to employees or vendors.

Prior to utilization of electronic payment options, the superintendent or designee will confirm with the county treasurer that the district may use electronic payments for vendor purchases. The district will maintain a separate bank account dedicated solely to EFT transactions.

The district will prepare electronic payments and record them in a format similar to warrants for the board of directors. Prior to submission to the board of directors, all electronic payments shall be reviewed by the district’s auditing officer in accordance with the district’s procedure for electronic payments.

The district will develop and maintain procedures for electronic payments to safeguard district assets and to minimize fraud. The district will ensure that its procedures and practices are in line with guidelines published by the National Automated Clearinghouse Association (NACHA). Any requirements from the district’s bank or county treasurer regarding file submission or formatting shall also be followed.

The district will implement this policy according to the accompanying procedures.

Cross References:
District Policy 6500 - Risk Management

Legal References: 
RCW 28A.330.080 – Payment of claims – Signing of warrants
RCW 28A.330.090 – Auditing committee and expenditures
RCW 42.24.080 – Municipal corporations and political subdivisions – Claims against for contractual purposes – Auditing and payment – Forms – Authentication and certification
RCW 42.24.180 – Taxing District – Issuance of warrants or checks before approval by legislative body – Conditions

Adoption Date:  October 16, 2024

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 Non-Federal Funds

A. 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 its informal competitive bidding procedure; and
• Over $75,000, the board will follow its 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;
3. 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;
4. Providing the clear and definite plans and specifications to those interested in submitting a bid;
5. Requiring that bids be in writing;
6. Opening and reading bids in public on the date and in the place named in the notice; and
7. Filing all bids for public inspection after opening.

B. Use of Non-Federal Funds for Improvements or Repairs

The board may make improvements or repairs to district property through a district department without following the competitive bidding process if the total cost of improvements or repairs does not exceed $75,000. If the board estimates that the total cost of a building, improvement, repair, or other public works project is $100,000 or more, the board will follow its formal competitive bidding procedure outlined above, unless the contract is let using the small works roster process authorized by RCW 39.04.151 through 39.04.154 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 under $100,000. For projects in this range, the district may consider any of these options: using its small works roster process, under RCW 39.04.151 through 39.04.154 ; 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.

C. Construction-related services

The board, when contracting for construction-related professional and personal services, shall include in bid documents language that encourages participation by minority or women owned business enterprises. The services covered by this section include, but are not limited to, construction management services, value engineering services, and building commissioning services.

D. 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.

The board may also waive bid requirements for making improvements to district property if it contracts with an eligible local organization, such as a chamber of commerce, service organization, or other community, youth, or athletic association. Such organizations may utilize non-paid volunteers for completing the projects. The total value of such contracts may not exceed the lesser of $75,000 or $2 per resident of the district in a calendar year.

Whenever a 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.

E. 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. 

F. Interlocal Cooperation Act

In coordination with the Interlocal Cooperation Act, Chapter 39.34 RCW, the district may enter into cooperative purchasing agreements with other governmental entities or groups of governmental entities. These agreements may allow the district to purchase items using an existing agreement without going through the standard procurement bid requirements.

Prior to enactment of any agreement under this authority, the district will review the work of the governmental entity to ensure the following requirements are met:

1. The governmental entity conducted its own procurement process relating to the contract under consideration.

a. The awarding entity must maintain adequate documentation on the procurement process for the contract under consideration.

b. The awarding entity must have posted the bid notice on a website maintained by a public agency, purchasing cooperative, or other service provider, or posted a link on the state’s web portal.

2. The contract contains language that it is open for use by other entities and is not expired.

3. The specifications laid out in the contract match the specifications identified by the district. Any options that are agreed to in the contract are available to the district; any options that are not agreed to in the contract are not allowed.

4. Any cooperative agreement for public works projects contains the same specifications and the scope of the work is essentially the same for the district as for the contract’s signatory district.

5. Ensure the cost is reasonable based on a cost/price analysis

G. 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.

H. Women and Minority Owned Businesses

The district will ensure that it is providing every opportunity for businesses owned by women or minorities to submit bids on any contract. The district will maintain documentation of efforts to collect bids from women or minority-owned businesses as a part of the bidding process. The district will also ensure that any small works roster or similar list is open and available to participation by women or minority-owned businesses, and that such businesses on its small works roster are treated fairly and equally when requesting bids. 

II. Procurement Using Federal Funds

A. Goods

When the district uses federal funds for procurement of textbooks, the allowable self certification is $50,000.  When the district uses federal funds for procurement of goods, including furniture, supplies, and equipment:

• Purchases of $15,000 or less do not require quotes.  However, the district must consider the price to be reasonable based on research, experience, purchase history, or other information and must document this determination. In addition, to the extent practical, purchases must be distributed equitably among suppliers.
• Purchases between $15,000 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 its formal bidding procedure.

Child Nutrition / Food Service Procurement (OSPI CNS)

• When procuring goods or services using Child Nutrition Program funds, including but not limited to the National School Lunch Program, School Breakfast Program, Summer Food Service Program, Special Milk Program, and Child and Adult Care Food Program, the district shall comply with applicable federal regulations, state laws, and Office of Superintendent of Public Instruction (OSPI) Child Nutrition Services procurement requirements.
• Procurement under Child Nutrition Programs shall provide for full and open competition and be conducted at the most restrictive applicable threshold (federal, state, or local).

OSPI Procurement Thresholds for Washington Public School Districts:

• Micro-purchase (informal): $15,000 or less (federal threshold) and $40,000 or less (state threshold for public schools). No quotes are required; however, the district must document how prices were determined reasonable and, to the extent practical, distribute purchases equitably among qualified suppliers.
• Simplified acquisition (informal): $350,000 or less (federal threshold) and $75,000 or less (state threshold for public schools). The district shall obtain and document price or rate quotations in accordance with OSPI guidance (at minimum: $15,000–$40,000 requires at least two quotes; $40,000–$75,000 requires three quotes).
• Formal procurement: $350,001 or more (federal threshold) or $75,001 or more (state threshold for public schools). The district shall solicit through sealed bids (Invitation for Bid) or competitive proposals (Request for Proposal), as appropriate.

Buy American Provision

• School meal procurements must include the Buy American Provision as required by federal regulations.

Geographic Preference and Washington Grown

• When allowable, the district may apply geographic preference and may utilize the Washington Grown exception consistent with OSPI guidance and RCW 28A.335.190.

Procurement Records and Contract Management

• The district shall maintain procurement records documenting the history of each transaction and shall manage contracts to ensure vendors comply with contract terms and program requirements.

Self-Certification

If during a given fiscal year, the district qualifies as a low-risk auditee in accordance with criteria in 2 C.F.R. § 200.520, as determined by the auditor, or has documentation it received a low risk assessment after an annual internal institutional risk assessment to identify, mitigate, and manage financial risks, then the district may use the following SelfCertification thresholds instead of the ones described above: 

• Purchases of $40,000 or less do not require quotes. However, the district must consider the price to be reasonable, based on research, experience, purchase history or other information and must document this determination. In addition, to the extent practical, purchases must be distributed equitably among suppliers.
• Purchases between $40,000 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 the district’s formal bidding procedure.

If the district uses Self-Certification, the Superintendent will develop Self-Certification procedures to accompany this policy. Additionally, if the district qualifies for SelfCertification and wants to go above the $40,000 or $50,000 Self-Certification limits, the district reserves the right to seek approval for higher limits from OSPI.

B. Services

When the district uses federal funds for procurement of services:

• Purchases of $15,000 or less do not require quotes. However, the district must consider price to be reasonable based on research, experience, purchase history or other information, and must document this determination. In addition, to the extent practical, purchases should be distributed equitably among suppliers.
• Purchases between $15,000 and $350,000 must be procured using price or rate quotations from a reasonable number of qualified sources.
• Purchases of $350,000 or more must be publicly solicited using the district’s formal bidding procedure.

Self-Certification

If during a given fiscal year, the district qualifies as a low-risk auditee in accordance with criteria in 2 C.F.R. § 200.520, as determined by the auditor, or has documentation it received a low risk assessment after an annual internal institutional risk assessment to identify, mitigate, and manage financial risks, then the district may use the following Self Certification thresholds instead of the ones described above: 

• Purchases of $50,000 or less do not require quotes. However, the district must consider the price to be reasonable based on research, experience, purchase history or other information, and must document this determination. In addition, to the extent practical, purchases should be distributed equitably among suppliers.
• Purchases between $50,000 and $350,000 must be procured using price or rate quotations from a reasonable number of qualified sources. 
• Purchases of $350,000 or more must be publicly solicited using sealed bids or requests for proposals.

If the district uses Self-Certification, the Superintendent will develop Self-Certification procedures to accompany this policy. Additionally, if the district qualifies for Self Certification and wants to go above the $40,000 or $50,000 Self-Certification limits, the district reserves the right to seek approval for higher limits from OSPI. 

C. Noncompetitive Procurement

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

• Acquiring property or services that do not exceed $15,000 [or in the case of a school district who qualifies as a low-risk auditee in accordance with criteria in 2 C.F.R. §  200.520 or has documentation of an annual internal institutional risk assessment to identify, mitigate, and manage financial risks, $40,000.
• 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.

D. Cost/Price Analysis

The district will perform a cost or price analysis in connections with every procurement action in excess of the federal simplified acquisition threshold, currently set at $350,000 or other limits identified in 48 CFR 2.101, including contract modifications. The method and degree of analysis is dependent on facts surrounding the procurement situation, but should include, as a starting point, independent estimates before receiving bids or proposals. In cases where no price competition exists and in all cases where the district performs the cost analysis, profit must be negotiated as a separate element in the process. To ensure profit is fair and reasonable, consideration must be given to the complexity of the work performed, the risk borne by the contractor, the contractor’s investment, the amount of subcontracting, the quality of the contractor’s past performances, and industry standard profit rates in the surrounding geographical area.

Costs or prices based on estimated costs for contracts are allowed only to the extent that the costs incurred or cost estimates would be allowable under 2 CFR 200.400 - .476.

E. Suspension and Debarment 

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

F. Conflict of Interest

No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by federal funds if he or she has a real or apparent conflict of interest. Such a conflict would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization that employs or is about to employ any of the parties indicated herein has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. \

No employee, officer, or agent of the district may solicit or accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts.  Violation of these standards may result in disciplinary action including, but not limited to, suspension, dismissal, or removal. 

G. Interlocal Cooperation Act

In coordination with the Interlocal Cooperation Act, Chapter 39.34 RCW, the district may enter into cooperative purchasing agreements with other governmental entities or groups of governmental entities. These agreements may allow the district to purchase items using an existing agreement without going through the standard procurement bid requirements.

Prior to enactment of any agreement under this authority, the district will review the work of the governmental entity to ensure the following requirements are met:

1. The governmental entity conducted its own procurement process relating to the contract under consideration.

a. The awarding entity must maintain adequate documentation on the procurement process for the contract under consideration.

b. The awarding entity must have posted the bid notice on a website maintained by a public agency, purchasing cooperative, or other service provider, or posted a link on the state’s web portal.

c. The contracting agency must ensure that it met any procurement requirements laid out in 2 CFR §200.317 – 200.327.

2. The contract contains language that it is open for use by other entities and is not expired.

3. The specifications laid out in the contract match the specifications identified by the district. Any options that are agreed to in the contract are available to the district; any options that are not agreed to in the contract are not allowed.

4. Any cooperative agreement for public works projects contains the same specifications and that the scope of the work is essentially the same for the district as for the contract’s signatory district.

5. Ensure the cost is reasonable based on a cost/price analysis.

6. The district must verify that the awarding entity is neither suspended nor debarred from participating in federal assistance programs.

7. The district must also verify that the contract contains all contract provisions described in 2 CFR §200.327 and Appendix II to Part 200.

Once the district has completed these steps, it may enter into an agreement with the other entity to utilize their contract. The contract must be signed by both parties prior to any procurement taking place on the part of the district.

H. Women and Minority-Owned Businesses

The district will ensure that it is providing every opportunity for businesses owned by women or minorities to submit bids on any contract. The district will maintain documentation of efforts to collect bids from women or minority-owned businesses as a part of the bidding process. The district will also ensure that any small works roster or similar list is open and available to participation by women or minority-owned businesses, and that such businesses on its small works roster are treated fairly and equally when requesting bids. The district will also include language requiring any prime contractor that employs subcontractors to show proof that it provides equal opportunity for bidding to women or minority-owned businesses.

I. Federal Agency or Pass-Through Entity Review

The district will maintain records of all purchases made using Federal funds and shall provide any and all documentation to the Federal awarding agency or the state pass-through entity for compliance with all rules and regulations.

III. Procedures

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

Legal Reference:
RCW 28A.335.190 Advertising for bids — Competitive bid procedures — Purchases from inmate work programs — Telephone or written quotation solicitation, limitations — Emergencies
RCW 28A.400.330 Crimes against children — Contractor employees — Termination of contract
RCW 39.04.155 Small works roster contract procedures — Limited public works process Definition
RCW 39.04.280 Competitive bidding requirements-Exemptions
RCW 39.26.160 Bid Awards – Considerations – Requirements and criteria to be set forth – Negotiations – Use of enterprise vendor registrations and bid notification system.
RCW 39.30.060 Bids on public works — Identification, substitution of contractors
Chapter. 39.34 RCW Interlocal Cooperation Act
2 CFR Part 200 – Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
2 CFR 200.67 Micro-purchase
2 CFR 200.88 Simplified Acquisition Threshold
2 CFR 200.318 – General Procurement Standards
2 CFR 200.320 Methods of Procurement to be Followed
2 CFR 3485 Nonprocurement Debarment and Suspension
2 CFR 200.520 Criteria for a low-risk auditee
2 CRF 200.324 Contract Cost and Price
2 CFR 200.321 Contracting with small and minority businesses, women’s business enterprises, and labor surplus area firms
2 CFR 200.325 Federal awarding agency or pass-through entity review

Adopted: May 4, 2016
Revised: September 2, 2020; September 1, 2021, November 19, 2024; January 15, 2025, December 3, 2025, February 11, 2026

Purpose:

To establish an electronic signature policy for the South Kitsap 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, DocuSign, Adobe, and other electronic platforms, as approved methods 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 the DocuSign, Adobe and other electronic signature platforms, 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 platform, or any future replacement of such platform, is authorized to affix electronic signatures to the following district records: minutes of school board meetings, resolutions adopted by the South Kitsap 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 shall 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 by bringing it before the board.

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.

Legal References: 
15 U.S.C. Ch. 96 Electronic Signatures in Global and National Commerce Act\

Adoption Date: July 22, 2020
Revised: May 23, 2024

Conflicts of Interest

Financial and business transactions of the district will conform to the law and be consistent with sound and ethical business practices. The district will make purchasing decisions based on objectivity and will not be influenced by friendships or other personal relationships. Neither board members, administrators nor staff will solicit or accept a gift or favor from vendors, prospective vendors, other firms, or individuals who have had or hope to have transactions with the district. Board members, administrators, and staff are prohibited from financial interests in any district purchase, sale, or other transaction.

Cross References: 
District Policy 5251 - Conflicts of Interest

Legal References:
2 CFR 200.318(c)(1)
RCW 42.23.030 – Interest in contract prohibited - Exceptions
RCW 42.23.040 – Remote interests

Adopted: December 19, 2005
Revised:  September 2, 2020; May 23, 2024

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

The superintendent or designee will establish procedures that provides for reasonable food and beverage consumption while in the conduct of business that is of benefit to the district.

Cross References:
District Policy 6230 - Relations with Vendors
District Policy 6213 - Reimbursement for Travel Expenses

Adoption Date:  December 19, 2005
Revised: May 23, 2024

The superintendent authorizes the issuance of cellular telephones to staff designated for business telephone calls at those times when designated staff do not have regular telephone service readily available. At the time a designated employee accepts a district cellular telephone, they will provide written assurance of financial responsibility for any personal or non-business calls made on the cellular telephone. Within ten days of the district receiving the cellular telephone bill, each designated employee will review their statement of calls and reimburse the district for any personal or non-business calls. Any staff member who has been issued a cellular telephone will not use the telephone if any personal or non-business call charges are outstanding.

Adopted: May 4, 2016
Revised: April 30, 2024

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

Such a program will consider the benefits, if any, of joining with other units of local government for joint purchasing of insurance, joint self-funding, joint self-insuring, or joint employment of a risk manager. The superintendent may assign the primary responsibility for the administration and supervision of the risk management program to a single person. The district will make available to claimants its standard tort claim form.

The district may purchase and pay for surety bonds for the superintendent, assistant superintendent of business and operations, director of business services, and such other officers or employees and in such amounts as the board will from time to time determine to be necessary for honest performance of their duties. Such bonds may include a deductible proviso not to exceed two percent of the officer’s or employee's annual salary.

Legal References:
RCW 4.96.020 – Tortious conduct of local governmental entities and their agents – Claims – Presentment and filing – Contents
RCW 28A.320.060 – Officers, employees or agents of school districts or educational service districts, insurance to protect and hold personally harmless
RCW 28A.320.100 – Actions against officers, employees or agents of school districts and educational service districts — Defense, costs, fees — Payment of obligation
RCW 28A.330.100(10) – Additional powers of board
RCW 28A.400.350 – Liability, life, health, health care, accident, disability and salary insurance authorized — When required— Premiums
RCW 28A.400.360 – Liability insurance for officials and employees authorized
RCW 28A.400.370 – Mandatory insurance protection for employees
RCW Chapter 48.62 – Local government insurance transactions

Adoption Date:  December 19, 2005
Revised: May 5, 2010; October 15, 2024

The district recognizes that there are some limited outdoor events when either a commercial or military helicopter landing on district property may be an appropriate part of the occasion.  A helicopter landing on district property may be permissible when the following requirements are met:

1. Upon receiving a request for a helicopter landing, the school principal will:
   1. Notify the superintendent, risk management director, and school security of the request for helicopter participation;
   2. Coordinate with the risk management director and security services;
   3. Make any necessary arrangements for additional supervision at the landing site to supplement security services and any contract security personnel.  The cost of additional security will be the responsibility of the school;
   4. Report to the superintendent that the requirements of this administrative directive has been met.
2. Risk Management will:
   1. Obtain a signed hold harmless agreement from the helicopter company;
   2. Require proof of $10 million in general aviation liability insurance from the helicopter owner, naming the district as an additional named insured.
3. Security Services will:
   1. Develop a landing plan with the helicopter owner which includes a complete quarantine of people from the landing area at least ten minutes prior to the agreed landing time;
   2. Arrange for at least four extra security personnel at each landing;
   3. Notify the Port Orchard Police and/or the Kitsap County Sheriff of the landing plan.
4. Helicopter company and/or the pilot will:
   1. Cooperate with all district requirements.
   2. Have absolute authority and responsibility to cancel a landing due to weather or other conditions.
5. The superintendent or designee will review the plans and compliance with this policy and approve or deny the request for a helicopter landing.
6. Limitations
   1. Helicopter landings are limited to approved school district events;
   2. Under no conditions will staff or students be allowed to approach or enter the helicopter before, during or after the event, while the helicopter is in operation;
   3. The helicopter will take off immediately after the ceremony ends;
   4. The superintendent or designee has the authority to cancel landing for security or safety concerns or any other reason deemed necessary;
   5. The helicopter landing will occur at no cost to the district without prior written approval of the superintendent.

Adoption Date:  March 22, 2017
Revised: May 23, 2024

The district will comply with regulations set forth by the Environmental Protection Agency’s Safe Drinking Water Act and Lead Contamination Control Act.

District drinking water lead levels shall not exceed maximum contaminant levels for lead contaminations as established in the National Drinking Water Standard, by the Environmental Protection Agency.

The district will establish a water quality sampling program whereby samples of drinking water at each school shall be collected and analyzed for lead to verify compliance to drinking water regulations.  The drinking water sampling program will follow recommendations set forth by the Washington State Department of Health and Environmental Protection Agency.

Legal References:
EPA 816-F-02-013      National Primary Drinking Water Standard
EPA P.L. 100-572       Lead Contamination Control Act
EPA 812-B-94-002     Lead in Drinking in Schools and Non-Residential Buildings
DOH PUB #331-261  Testing for Lead in Drinking Water Systems

Adoption Date:  December 19, 2005
Revised: May 23, 2024

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 a 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.

Legal References:
Chapter 49.17 RCW – Washington Industrial Safety and Health

Adoption Date:  December 19, 2005
Revised: October 16,2024

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

1. A.    Liability Insurance
   The district will maintain sufficient liability insurance to protect it against claims for the negligent or wrongful acts of its staff or agents.  The amount and terms of such insurance protection will be reviewed annually as part of the district’s risk management program.
   The board will hold individual board members, administrators, staff, or agents of the district harmless and defend them from any financial loss, including reasonable attorneys' fees, arising out of any act or failure to act, provided that at the time of the act or omission complained of the individual so indemnified was acting within the scope of his/her responsibilities or employment and in compliance with the policies and procedures of the district
   The district will provide its staff with insurance protection while they are engaged in the maintenance of order and discipline and in the protection of students, other staff and property. Such insurance protection must include liability insurance covering injury to persons and property and insurance protecting staff from loss or damage of their personal property incurred while so engaged.
   A member of the board of directors or the superintendent is immune from civil liability for damages for any discretionary decision or failure to make a discretionary decision within his or her official capacity, but liability will remain on the district for the tortious conduct of the board members and superintendent. The superintendent will obtain errors and omissions insurance in the amounts deemed necessary by the board.
2. Property Damage Insurance
   The district will maintain a comprehensive insurance program which will provide adequate coverage, as determined by the board, in the event of loss or damage to school buildings and/or equipment, including motor vehicles.
3. Staff Insurance
   The district will develop and maintain an effective program of insurance for its staff. Such programs may include, but are not limited to, unemployment compensation, industrial accident and/or injury insurance, and medical insurance.
   The district may make available medical, dental, vision, liability, life, accident, disability, and salary protection or insurance, direct agreements as defined in chapter 48.150 RCW, or any one of, or a combination of these types of insurance and may contribute all or part of the cost of such insurance to the extent permitted by law.
4. Unemployment Insurance
   The district will participate in the program lawfully available for fulfilling its unemployment insurance obligation that is most financially and administratively efficient.|
   Staff eligible under the terms of the unemployment will be provided with the unemployment benefits to which they are entitled. The district will maintain the records required by the state employment security department and retain them for not less than four years.
5. Workers' Compensation
   The district is self-insured through the (trust name) to provide industrial insurance benefits to employees who sustain job-related injuries or occupational diseases. This trust has been approved by the Washington State Department of Labor and Industries to administer industrial insurance benefits. Employees of a self-insured business have the same rights and responsibilities as other workers insured through the state of Washington.  Employees are protected in two ways:
   1. Medical costs resulting from job-related injuries or diseases are paid under the claim; and
   2. Injured employees are paid a partial wage replacement while off work due to a job-related injury or disease under the claim when certified off work by their doctor.

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

1. Choose unpaid leave, thus receiving only his or her entitled temporary total disability (TTD) benefits, or
2. Elect to use a full day of accumulated leave (sick, annual or other similar benefit) in addition to their entitled TTD benefits, or
3. Elect to use a proportionate share of accumulated leave to make up the difference between the workers’ compensation payments and the employee’s regular pay at the time of injury.

The district will deal fairly with employees and give equal consideration to their interests regarding industrial insurance benefits.

Medical Insurance
Per state law, the district will offer eligible employees all benefits offered by the School Employees Benefits Board (SEBB), administered by the Washington State Health Care Authority (HCA). The district will pay the employer contributions to the HCA for SEBB insurance coverage for all eligible employees and their dependents as mandated by state laws and the rules promulgated by the HCA.

When a staff member is on leave and the staff member's accumulated paid leave has been exhausted, the district will notify the staff member that the medical insurance benefits are exhausted and the premium is due. The district will accept the premium from the staff member and remit it to the carrier each month during the term of an approved leave of absence.

In compliance with COBRA (Consolidated Omnibus Budget Reconciliation Act), SEBB regulation (WAC 182-31-090) addresses the SEBB Continuation Coverage under COBRA.  Enrollment and payment is processed directly through the Washington State Health Care Authority (HCA).  

Cross References:
District Policy 2151 - Interscholastic Activities
District Policy 5401 - Sick Leave
District Policy 6500 - Risk Management
District Policy 6535 - Student Insurance
District Policy 6540 - School District's Responsibility for Privately-Owned Property

Legal Reference:
RCW 4.24.470 – Liability of officials and members of governing body of public agency - Definitions
RCW 4.96.010 – Tortious conduct of local government entities — Liability for damages
RCW 28A.320.060 – Officers, employees or agents of school districts or educational service districts, insurance to protect and hold personally harmless
RCW 28A.320.100 – Actions against officers, employees or agents of school districts and educational service districts —  Defense, costs, fees — Payment of obligation
RCW 28A.335.010 – School buildings, maintenance, furnishing and insuring
RCW 28A.400.350 – Liability, life, health, health care, accident, disability and salary insurance authorized – When required — Premiums
RCW 28A.400.370 – Mandatory insurance protection for employees
RCW 41.50.160 – Restoration of withdrawn contributions by annual installmen
RCW 50.20.050 – Disqualification for leaving work voluntarily without good cause
RCW 50.44.030(3) – Political subdivisions, instrumentalities of this state and other state
RCW 50.44.050 – Benefits payable, terms and conditions – Academic year – Defined
RCW 51.32.090 – Temporary total disability – Partial restoration of earning power – Return to available work – When employer continues wages – Limitations
29 U.S.C. – 1161-1168 Consolidated Omnibus Budget Reconciliation Act
Chapter 296-15 WAC – Worker's compensation self-insurance rules and regulations
Chapter 51.14 RCW – Self-Insurers
Chapter 182-30 WAC – Procedures
Chapter 182-31 WAC – Eligible school employees

Adoption Date:  December 19, 2005
Revised: May 21, 2025

The district may offer student insurance coverage The superintendent or designee is authorized to receive quotations from insurance providers and to recommend for board consideration the source or sources of student insurance. Upon approval by the board, the district will distribute student insurance application forms. The district may supply claims information (time of accident, location of accident) when requested by a student or their parent.

To be eligible for consideration insurance providers must provide knowledgeable representatives to process claims, answer questions concerning coverage and procedures, and expedite communication among claimants, doctors, medical providers, and the claims office. All insurance providers must be licensed to do business in the state of Washington.

Cross References:
District Policy 2151 - Interscholastic Activities

Legal References: 
RCW 28A.400.350 – Liability, life, health, health care, accident, disability and salary insurance authorized — When required — Premiums

Adopted: May 4, 2016
Revised: May 23, 2024

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

Proper documentation shall accompany the requisition for reimbursement.

Adoption Date:  December 19, 2005
Revised: May 23, 2024

The South Kitsap School District 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:

A lease is a contract which conveys control of the right to use another entity’s non-financial asset for the time specified in the contract for an exchange or exchange-like transaction.
A subscription-based information technology arrangement (SBITA) is a contract that conveys the right to use another entities 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 $75,000 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.

Legal References:      
GASB Statement No. 87, Leases, Issued 06/17
GASB Statement No. 96, Subscription-Based Information Technology Arrangements, Issued 05/20

Adopted: September 20, 2023

Data Management

The superintendent or designee is authorized to enter into a contract with the Washington School Information Processing Cooperative (WSIPC)to purchase a student information system, equipment, networking and software 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 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. Property records of facilities will be maintained on an ongoing basis.

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.

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.

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

A. Description of the property;

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

C. Source of property;

D. Who holds title;

E. Manufacturer;

F. Year of purchase;

G. Initial cost;

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

I. Location;

J. Condition and depreciation;

K. Current valuation in conformity with insurance requirements; and

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

Cross References: 
District Policy 3231 - Student Records
District Policy 4040 - Public Access to District Records
District Policy 6955 - Maintenance of Facilities Records
District Policy 6801 - Capital Assets – Theft-Sensitive Assets

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

Adoption Date:  December 19, 2005
Revised: August 6, 2006; December 7, 2016; May 23, 2024
Reviewed: January 22, 2026

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
4. Who has another compelling and legally sufficient reason to receive transportation services. The parent or guardian of a student whose assigned bus stop is beyond the maximum walking distance may receive reimbursement for private transportation at the state mileage reimbursement rate.

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

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

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

The purpose of bus scheduling and routing is to achieve maximum service with a minimum fleet of buses 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 or designee’s judgment, too hazardous. When emergency routes and schedules are needed, copies 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.

School Bus Trespass

It is a gross misdemeanor for individuals to enter or remain unlawfully on a school bus, do any act that creates a substantial risk of harm to passengers or the driver, and cause a substantial interruption or impairment of services rendered by the bus. This doesn’t apply to enrolled students, law enforcement officers or other authorized personnel engaged in the performance of their official duties, individuals with written consent from the district allowing them to enter or remain on the school bus, and emergency situations where entering the bus is necessary to protect the safety or wellbeing of students or others.

The district will inform students, parents, and the community about the importance of maintaining safety and security on school buses highlighting the potential criminal consequences of school bus trespassing.

If the district receives the funds to do so, it will affix placards warning of the consequences of school bus trespassing to the outside of all its school buses so they are easily visible.

Legal References:
RCW 28A.160.020 – Authorization for private school students to ride buses — Conditions
RCW 28A.160.030 – Authorizing individual transportation or other arrangements
Chapter WAC 392-141 – Transportation  – State allocation for operations
Chapter 392-172A-02095 WAC – Transportation (Special Education)
RCW 28A.160.160 – Student transportation allocations - Definitions
RCW 28A.160.240 – Transportation of infants
RCW 9A.52.092 – School bus trespass

Adoption Date:  December 19, 2005
Revised: December 4, 2024

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.

Bus Safety 

The superintendent/designee 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/designee 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 instruct or allow a student to disembark at other than their customary boarding or stopping place, unless so authorized by the superintendent or designee. In order to ensure 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/designee.

Emergencies

In the event of an accident or other emergency, the bus driver should follow the emergency procedures in accordance with the School Bus Driver Handbook produced by the Office of Superintendent of Public Instruction. To ensure the success of such emergency procedures, each bus driver will conduct an emergency evacuation drill within the first six weeks of each school semester. The district will conduct such other drills and procedures as may be necessary.

Student Conduct On Buses 

The superintendent/designee will establish written rules of conduct for students riding school buses. Such rules will include as a minimum, the requirements of WAC 392-145-021 and will be reviewed annually by the superintendent or designee 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.

Safe Routes to School Plan

Pursuant to WAC 392-151-025, all elementary schools that have students who walk to and from school are required to develop a suggested route plan. These route plans shall limit the number of school crossings so that students move through the crossings in groups. The walking route plan shall be distributed to all students. All schools are encouraged to have a walking/biking route plan in place.

The district will conduct a walking and biking audit within a one-mile radius of the school and develop a Safe Routes to School walking/biking map or plan. The plan will recommend the best routes for students walking to and from school, as well as the best routes to and from school bus stops. In developing the plan, the district will consider, at a minimum, the following:

1. Traffic patterns;
2. Existing traffic controls;
3. Existing school patrols;
4. Limits on the number of school crossings so that students have to move through the crossings in groups;
5. Allowing only one entrance-exit from each block to and from school;
6. Routes that provide the greatest physical separation between walking children and traffic;
7. Routes that expose students to the lowest speeds and volumes of moving vehicles; and 
8. Routes that include the fewest number of road or rail crossings.

The superintendent/designee will review the plan and, upon their approval, distribute the plan to all students with instructions that it be taken home and discussed with parents. The plan will be routinely updated as conditions change. The superintendent/designee will include the plan in the district's School Wellness Plan to encourage parents and students who walk and bike to school to use the recommended routes.

Cross References: 
District Policy 3241 - Student Discipline
District Policy 6700 - Nutrition

Legal References:
RCW 28A.600.010 – Enforcement of rules of condcut - Due process guarantees —Computation of days for short-term and long-term suspensions
RCW 46.61.385 – School patrol — Appointment — Authority — Finance — Insurance
WAC 392-144 – School Bus Driver Qualifications
WAC  392-145- 016 – Rules for students riding school buses
WAC  392-145- 021 – General operating requirements
WAC 392-151-025 – Route plans
WAC  392-400-225 – School district rules defining misconduct— Distribution of rules

Adoption Date:  December 19, 2005
Revised: June 27, 2007; September 2, 2015; April 20, 2021; December 4, 2024

The superintendent 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 policies and procedures used by schools for student discipline.

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

Cross References:
Board Policy 3241 – Student Discipline

Adoption Date:  December 19, 2005
Revised: October 5, 2023

The district authorizes the use of video recording and/or monitoring 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 district authorizes video recording and/or monitoring in common areas on district property and further authorizes the superintendent or designee to determine exact locations for cameras. The district further authorizes the superintendent or designee to install or use 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, security, or educational purpose may be permitted to view the video recordings. In most instances, those persons will be the superintendent, principals, supervisors, law enforcement, and other administrators.

Law enforcement unit recordings are records created and maintained by a law enforcement unit for a law enforcement purpose. Law enforcement unit recordings are not “education records” subject to privacy protections of FERPA. Law enforcement units may deny parents/guardians from access to its records or may disclose its records to third parties without prior-written parental consent. However, education records the district may share with a law enforcement unit will retain the status and privacy protections of an education record.

The district will notify staff through internal district communications and students through the Student, Family & Staff Handbook that video recording and/or monitoring 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, although this is not the primary purpose of video surveillance.

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

Cross References: 
Board Policy 6608 - Video Camera on Buses

Legal References:
42 U.S.C. 1232g Family Educational Rights and Privacy Act

Adoption Date: September 7, 2022
Revised Date: April 24, 2024

The following uses of district transportation are a privilege, not a right, and, except where bound by the terms of a lease, the district may revoke that privilege through official board action at a regularly scheduled and legally advertised meeting. The superintendent will have the authority to modify transportation services for school and extracurricular activities when the available fuel supply for regular transportation services appears to fall below the required level. Administrators working with the district transportation department may deny transportation to any student who violates the district's written rules and regulations.

School Activities

Transportation may be provided by the district for all activities which have been officially designated by the board as school activities. Activities may include, but not be limited to:

1. Educational field trips growing out of regular classroom activity which are planned by the teacher, approved by the principal and supervised by school staff, provided that any overnight trip requires prior approval of the district; and
2. Athletics, debate, drama or music programs or other board-approved co-curricular programs.

Participants in any other activity who feel such activity should be considered an official school activity may petition the district, through the superintendent, to have it considered as a school activity.

Extracurricular Activities

The superintendent may authorize the use of district transportation vehicles transporting nonparticipating students to extracurricular activities. Such vehicles may be so used when the users pay an amount sufficient to reimburse the district for the complete cost of such use. District drivers will be used on all such trips.  Participants will be supervised by staff.

Leasing of Buses

The district may enter into a written lease agreement with any of the following:

1. A nonprofit organization transporting children with disabilities and/or persons at least 60 years of age to and from the site of activities or programs deemed beneficial to such persons by such organizations, provided that commercial bus service is not reasonably available for such purpose;
2. A governmental agency transporting personnel, supplies and/or evacuees in the event of a major forest fire, flood or other natural disaster; or
3. A user conducting an educational recreation program supported wholly or in part by tax funds.

Such a lease agreement will contain a clause absolving the district of any and all liability arising from the lessee's use and operation of the district's buses and a clause requiring the lessee to maintain adequate insurance to recompense the district for the potential loss of the buses leased. Potential users will stipulate in writing that commercial or charter bus service is not reasonably available to provide the services for which a school bus is needed. The user will reimburse the district for the actual costs plus a reasonable fee for use of the bus. Funds derived from the lease of a surplus bus will be deposited in the transportation vehicle fund. If a bus is a part of the regular fleet, the funds derived from a rental or lease agreement may be deposited in the general fund.

Cooperative Programs

The board may enter into cooperative transportation agreements with other districts when it is economically advantageous to the cooperating districts and when it does not impair the quality of educational programs available to students.

Cross References: 

District Policy 2320 - Field Trips, Excursions and Outdoor Education

District Policy 6112 - Rental or Lease of District Real Property

District Policy 6605 - Student Safety Walking, Biking, and Riding Buses

Legal References:
RCW 28A.160.010 – Operation of student transportation program – Responsibility of local district – Transporting of elderly — Insurance
RCW 28A.160.040 – Lease of buses to transport children with disabilities and elderly – Limitation children and elderly — Limitat
RCW 28A.160.070 – Lease of buses to transport children with disabilities and elderly — Elderly persons defined – Program limitation defined
RCW 28A.160.080 – School buses, rental or lease for emergency purposes – Authorization
RCW 28A.160.100 – School buses, transportation of general public to interscholastic activities – Limitations  
RCW 28A.160.120 – Agreements with other governmental entities for transportation of public or other noncommon school purposes — Limitations
RCW 28A.335.060 – Surplus school property, rental, lease or use of — Disposition of moneys received from

Adoption Date:  December 19, 2005
Revised: June 5, 2024

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

1. Under unusual circumstances, the district may request parents, or a responsible adult, to drive children to school in their own vehicles on a per-mile cost reimbursable basis. The transportation department determines when "in-lieu" transportation would be advantageous to the  district and arranges its implementation. In cases where car pools are formed by families,   reimbursement will be provided only to the parent whose car is used to transport the students to school; or
2. Upon written approval of the principal, staff may transport students when a student's welfare is involved; when due care dictates prompt action, when engaged in occasional field trip    activity or when engaged in an occasional extracurricular activity. The staff member will acknowledge that they agree to assume full responsibility for any liability or property damage, comprehensive or collision, made by or against the driver/owner of the vehicle. The   district's liability insurance will cover the risk assumed by the district. The mileage of the staff member will be reimbursed by the district.

The superintendent will establish procedures for the use of private auto transportation.

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

Adoption Date:  December 19, 2005
Revised: June 5, 2024

School bus drivers will observe all state statutes and regulations governing traffic safety and school bus operation. The district will, at the beginning of each school year, provide each school bus driver a copy of: (a) the OSPI School Bus Driver Handbook b) the district’s policy and procedure on the prohibition of harassment, intimidation and bullying; (c) all state and local rules and regulations pertaining to the operation of a school bus, and (d) the district's written rules for student conduct on buses.

Bus Driver Qualifications
School bus drivers shall meet the qualification requirements established by the Office of Superintendent of Public Instruction and applicable state and federal law.

General School Bus Driver Requirements

School bus drivers shall: (a) wear a properly adjusted seat belt whenever the school bus is in motion; (b) immediately report any suspected malfunction or needed repair of the school bus in their charge; (c) only allow individuals authorized under the provisions of chapter 392-144 WAC to operate the school bus with passengers on board. No person except the driver shall be allowed to sit in the driver's seat; (d) Except in accordance with district policy no school bus driver shall leave the driver's seat without first securing the school bus by setting the parking brake, placing the transmission in the manufacturer's recommended position, shutting off the engine, and removing the key from the ignition switch. The keys shall be kept in the driver's or other authorized school official's possession; (e) All school bus drivers shall meet the qualifications established in chapter 392-144 WAC prior to transporting students; (f) Except in accordance with district policy, a school bus driver shall not use a personal electronic device for personal communications while operating a school bus, except for the use of such devices to report illegal activity, summon medical or other emergency help, or prevent injury to a person or property, as permitted under RCW 46.61.667. For the purpose of this section, operating a school bus is defined as when the school bus engine is running; and (g) Except in accordance with district policy, a school bus driver shall not distribute anything edible to students riding the bus.

Supervision of Students

When a teacher, coach, or other staff member is assigned to accompany students on a school bus, such person will be responsible for the behavior of the students in their charge and will ensure that passengers comply with state rules and district policies and procedures for student transportation. However, the bus driver will have final authority and responsibility.

Charter Buses or Excursion Carriers or Subcontracted Carriers

Every contract between the district and a charter bus carrier or excursion carrier, or subcontracted carrier shall require a carrier profile report indicating a satisfactory rating from the Washington utilities and transportation commission before any service is provided. Supervision of children on trips under this subsection shall be designated to a specific employee of the district who shall ensure that the driver shall not have unsupervised access to students during the trip.

Legal References:
WAC 392-145-031 – General school bus driver requirements
WAC 392-145-011 – School district requirements
RCW 28A.160.210 – School bus drivers, training and qualifications —Rules
Chapter 46.25 RCW – Uniform commercial driver’s license act
Chapter 392-144 WAC – School bus driver qualifications
WAC 392-145-106 – Rules for students riding school buses
WAC 392-145-021 – General operating regulations
49 CFR 382 FMCSA CDL Controlled substances and alcohol use and testing

Adoption Date:  December 19, 2005 
Revised: December 6, 2006: November 19, 2024

The district may provide for the necessary transportation and expenses that are incurred in the course of performing services for the district, whether within or outside the district. All such vehicles will be properly marked.

Staff members operating district owned vehicles must comply with all state and federal laws including laws relating to the use of telecommunications devices. Unless otherwise specified, all travel must be approved in advance by the staff member's immediate supervisor.

The superintendent or designee is directed to establish procedures for the use of school-owned vehicles. At the beginning of each school year, the superintendent or designee will provide the board with a list of staff members who are assigned a school-owned vehicle on a 24-hour basis. The district will comply with IRS regulations pertaining to the use of district-provided vehicles for personal commuting.

Cross References: 
District Policy 6213 - Reimbursement for Travel Expenses

Legal References:
RCW 46.08.065 – Publicly-owned vehicles to be marked — Exceptions

Adopted: May 4, 2016
Reviewed: September 19, 2024

The district recognizes that a healthy school environment prepares students for college, careers, and successful futures. Students who eat well-balanced meals are more likely to learn in the classroom. The board supports the district’s increased emphasis on nutrition 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 as stated in this policy and the accompanying procedure.

Nutrition and Food Services Program

The district 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 private 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.

Federal Programs

Participation in various federal programs related to nutrition, including the National School Lunch Program, the School Breakfast Program, and the United States Department of Agriculture (USDA Smart Snacks in School nutrition standards, require a wellness policy. The district will address and follow its comprehensive wellness policy in accordance with 6702 – Wellness.

Cross References:
District Policy 3210 - Nondiscrimination

Legal References:
RCW 28A.210.365 Food choice, physical activity, childhood fitness — Minimum standards — District waiver or exemption policy.
RCW 28A.235.120 Meal Programs — Establishment and Operation — Personnel — Agreements
RCW 28A.235.130 Milk for children at school expense
RCW 28A.235.140 School breakfast programs
RCW 28A.235.145 School breakfast and lunch programs – Use of state funds
RCW 28A.235.150 School breakfast and lunch programs – Grants to increase participation – Increased state support
RCW 28A.235.160 Requirements to implement school breakfast, lunch and summer food service programs – Exemptions
RCW 28A.235.170 Washington grown fresh fruit and vegetable grant program
RCW 28A.623.020 Nonprofit program for elderly — Authorized — Restrictions
RCW 69.04 Intrastate Commerce in Food, Drugs and Cosmetics
RCW 69.06.010 Food and beverage service worker’s permit — Filing, duration — Minimum training requirements
RCW 69.06.020 Permit exclusive and valid throughout state — Fee
RCW 69.06.030 Diseased persons — May not work — Employer may not hire
RCW 69.06.050 Permit to be secured within fourteen days from time of employment.
RCW 69.06.070 Limited duty permit
WAC 392-157-125 Time for meals
2 CFR Part 200 – Procurement
7 CFR, Parts 210 and 220
7 CFR, Part 245.5

Adoption Date: December 19, 2005
Revised Dates: September 6, 2006; October 2007 WAC Update; August 17, 2016; October 16, 2024

The district 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 district recognizes that students who engage in regular exercise are more likely to learn in the classroom and supports the 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 district 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.

Cross References:
District Policy 2161 – Special Education and Related Services for Eligible Students
District Policy 2162 – Education of Students with Disabilities Under Section 504 of the Rehabilitation Act of 1973
District Policy 3210 – Nondiscrimination
District Policy 3422 – Student Sports – Concussion, Head Injury and Sudden Cardiac Arrest
District Policy 4260 – Use of School Facilities

Adoption Date: October 15, 2025

The district recognizes that a healthy school environment prepares students for college, careers, and successful futures. Students who engage in regular exercise are more likely to learn in the classroom. The district supports the increased emphasis on 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 district to emphasize health education and physical education and provide students with opportunities for physical activity.
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.

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.

Cross References:
District Policy 2124 - Physical Education and Health Class
District Policy 4260 - Use of School Facilities
District Policy 6700 - Nutrition

Legal References:
RCW 28A.210.365
Food choice, physical activity, childhood fitness - Minimum standards - District waiver or exemption policy
2 CFR Part 200 - Procurement
7 CFR, Parts 210 and 220
7 CFR, Part 245.5

Adoption Date: October 16, 2024

1. Facilities Maintenance
   The superintendent or designee will provide for a program to maintain the district physical plant and grounds by way of a continuous program of repair, maintenance and reconditioning. Budget recommendations will be made each year to meet these needs and any such needs arising from an emergency.
2.  Infrastructure Management

The South Kitsap Board of Directors also desires to maintain the infrastructure of district facilities.

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

Additionally, the superintendent or designee will develop a process to evaluate all pre-1994 facilities for possible participation in the asset preservation program.

For initial participation in the APP, the board will submit a resolution to the Office of Superintendent of Public Instruction committing the district to implement the program.

The superintendent or designee will develop procedures for the asset preservation program.
 

100. Playground Equipment
     
     The district recognizes that playground equipment is an essential part of a complete school facility. All playground equipment, whether purchased by the district or donated by a community or school-related group, should be assessed in terms of suitability and durability and for possible health or safety hazards. Consideration will also be given to potential hazards when the playground is unsupervised during non-school hours.
     
     The superintendent or designee will develop specifications for playground equipment and related play surfaces. These specifications shall serve as criteria for the selection of playground equipment. Selection and installation of playground equipment will be based upon safety and contribution to child development.
      

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

5. Destruction of School Property

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

The superintendent or designee will establish procedures for the investigation and reporting of damage or loss and will initiate action to collect for damages. A student's diploma may be withheld until restitution is made.

Cross References: 
District Policy 2151 - Interscholastic Activities
District Policy 3520 - Student Fees, Fines, and Charges
District Policy 6511 - Student Safety
District Policy 6605 - Student Safety Walking to School and Riding Buses

Legal References:
RCW 28A.335.300 – Playground matting
RCW 28A.635.060 – Defacing or injuring school property—Liability of pupil, parent or guardian  — Withholding grades, diploma, or transcripts — Suspension and restitution — Voluntary work program as alternative — Rights protected
WAC 392-347-023 – State assistance in post 1993 facilities

Adoption Date:  December 19, 2005
Revised: May 21, 2025

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 nonexpendable, meaning if the item is damaged or some of its parts are lost or worn out, it may be more feasible to repair it than to replace it with an entirely new item.
3. It does not lose its identity when incorporated into a more complex unit;
4. Is valued no less than $10,000 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. A list of theft-sensitive assets shall be maintained by the district. 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 assets not accounted for in the annual inventory. These assets 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.

Cross References: 
District Policy 6570 - Property and Data Management

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

Adopted: May 4, 2016
Revised: December 7, 2016; May 23, 2024; June 18, 2025

The district recognizes the responsibility to develop and maintain programs to support the conservation of energy and natural resources. In recognition of this leadership responsibility, the district will strive to (a) institute effective energy management and (b) provide information and develop conservation attitudes and skills for the students it serves. To achieve the objectives of energy management, the district will appoint a team representing the board, administration, staff, students, parents and utility representatives to develop and review plans for efficient energy management in the daily operation of the district's facilities. The committee will have the responsibility to:

1. Assess past and present energy consumption practices;
2. Review current operational and maintenance practices;
3. Study operation changes designed to reduce consumption and related costs;
4. Examine the feasibility of retrofitting alternatives for existing facilities as a result of engineering studies and reports;
5. Provide periodic reports and/or recommendations to the superintendent and board;
6. Monitor the energy management measures which are implemented;
7. Ensure, through a monitoring process, that instruction in energy use and conservation is incorporated into the district's program.

The district, as part of its educational mission, desires to foster the conservation ethic among the students. To achieve the objectives of the energy education program, instructional activities will be designed to change the student's perceptions of the supply and costs of natural resources which, in turn, will stimulate skill building to effect responsible conservation behavior in students. As part of the educational process, students will be encouraged to assess the energy consumption policies of the school as a means of applying knowledge and skill.

The superintendent is authorized to establish annual energy management goals, annual energy education goals, and extrinsic rewards to school buildings in recognition of conservation accomplishments. The superintendent will make periodic and annual evaluation reports to the board.

Energy Conservation

In light of the increasing cost and dwindling supply of conventional energy sources, a life cycle cost analysis will be required of each major construction project. A life cycle cost analysis will include a description of:

1. Insulation and heat retention factors;
2. Variable occupancy and operating conditions to be incurred by the facility;
3. Overall supply and demand of the facility's energy system and actual or potential utilization of outside energy sources, such as
4. climate;
5. Initial cost of energy plant; and
6. An energy consumption analysis comparing alternative energy systems.

As part of its commitment to energy conservation, the district will consider the use of at least one renewable energy system such as solar energy, wind or wood or wood waste, geothermal, or other nonconventional fuels in any construction or renovation project.

Cross References:
District Policy 2020 - Curriculum Development and Adoption of Instructional Materials
District Policy 6923 - Energy Conservation

Legal References:
Chapter 39.35 RCW Energy conservation in design of public facilities

Adoption Date:  December 19, 2005
Revised Date: July 24, 2024

This policy restricts commercial advertising on or within district operated property. Compulsory attendance laws create an obligation for the district to protect the welfare of students and the integrity of the learning environment. Therefore, students shall not be exposed to commercial advertising in the school environment, except as follows:

1. As permitted in connection with courses of study that have specific lessons related to advertising. It will be up to each school to decide whether the lessons related to advertising are appropriate.
2. As permitted in yearbooks and school newspapers or other student publications where marketing/advertising is part of the curriculum.
3. As permitted in such supplementary classroom and library materials as newspapers, magazines, television, the internet, and similar media where they are used in a class such as current events, or where they are used as an appropriate research tool.
4. As permitted during co-curricular or extra-curricular activities outside the school day per the procedure that accompanies this policy (6815P).
5. Other circumstances that are approved in advance and in writing by district administration.

Permission by the district for commercial advertising is not and should not be construed as an endorsement of the business or its product or services or as an exclusive agreement.

Commercial companies’ logos or products that are used in the school environment incidental to a district contractual service or purchase are not subject to the terms of this policy but remain subject to the terms and conditions of the governing agreement, including any advertising terms.

The district’s acceptance of limited advertising for commercial purposes does not provide or create a public forum for expressive activities. In keeping with its proprietary function as a provider of public education, the district’s acceptance of any advertising does not convert its facilities or resources into open public forums for public discourse and debate. Rather, the district’s fundamental purpose is to accept advertising as an additional means of generating revenue to support its educational operations. Therefore, the district retains exclusive control over advertising permitted on its property or that uses district resources and has the right to remove advertisements at any time.

Advertisements of products and/or services that interfere with the district’s mission to educate students and generate revenue to support educational operations will not be permitted.

Advertisements that could detract from the district’s mission by creating substantial controversy, interfering with, or diverting resources from school operations, and/or posing foreseeable risks or harm or material and substantial disruption to schools are prohibited. The restrictions in this policy are intended to foster a limited and appropriate advertising forum that respects the educational environment and reasonably maximizes advertising revenue.

Promotion of private business through the use of advertising on district school sites is prohibited except at gymnasiums, athletic fields, and during special events. Advertising in gymnasiums may occur only during after-school and weekend events and activities and must be removed prior to the resumption of the next school day.

 Outdoor advertising at district owned non-school sites where the general public attends district and non-district sponsored events is allowed but the sale of advertising space must be handled through an open competitive process. All such advertising must be approved by the site administrator before being displayed.

 This policy does not prohibit the sale of advertising space in yearbooks or student newspapers. It also does not prohibit the type of advertising typically found on vending machines or on items sold in student stores. However, the process for allowing any advertising must be on an open competitive basis and all displays must be pre-approved by the site administrator. Sponsorship of student clubs/organizations shall be governed by Board Policy 3530 and Procedure 3530P.

 Any permissible advertising must adhere to the specifications set forth in the procedure accompanying this policy, including the limitations on subject matter.

Cross References:
District Policy 2150 - Co-Curricular Program
District Policy 3510 - Associated Student Bodies
District Policy 3530 - Fundraising Activities Involving Students
District Policy 4260 - Use of School Facilities

Legal References:
RCW 28A.320.010 – Corporate Power
RCW 28A.330.100 – Additional powers of board

Adoption Date:  August 7, 2024

The board has the authority to declare equipment, supplies, furniture and other district personal property obsolete and/or surplus. The superintendent or designee will establish procedures for their sale, trade or disposal.

Surplus or obsolete books or other reading materials will be disposed of as follows:

1. If the reading materials are estimated to have value as reading materials in excess of $l,000, they will be sold at public auction to the person submitting the highest reasonable bid following publication of notice of the auction in a newspaper with a general circulation in the district;
2. If no reasonable bids are submitted or if the reading materials are estimated to have value as reading materials of $l,000 or less, the district may directly negotiate the sale of the reading materials to a public or private entity; or
3. If the reading materials are determined to have no value as reading materials or if no purchaser is found, the reading materials may be recycled or destroyed.

Prior to disposing of any surplus texts, other books, equipment, materials or relocatable facilities, the superintendent or designee will serve written notice in a newspaper of general circulation in the school district and to any public school district or private school in Washington state annually requesting such notice. All schools on the list will be notified in writing of the materials and equipment that is available. The material or equipment will be sold to any interested public or private school at its depreciated cost or fair market value, whichever is greater. Students will have priority in the purchase of texts. Disposition of such surplus property to parties other than public or private schools may take place thirty days after written notice is served.

The preceding notice requirements do not apply to the loan, lease, sale or transfer of assistive devices for the use or benefit of children with disabilities, their parents, or any public or private nonprofit agency providing education, health or rehabilitation services to individuals with disabilities.  Such devices do not need to be declared surplus. The sale or transfer of such devices will be recorded and based on the item’s depreciated value. The district will establish and maintain an inventory of assistive technology devices whose value exceeds $100, and for each device will establish a value that will be adjusted annually to reflect depreciation. 

“Assistive device” means any item, piece of equipment, or product system, whether acquired commercially off-the-shelf, modified or customized, that is used to increase, maintain, or improve functional capabilities of children with disabilities.

Funds derived from the rental, sale or lease of student transportation equipment will be placed into the transportation vehicle fund. Funds derived from the sale of personal property will be placed into the general fund.

The District may elect to grant surplus personal property to a federal, state, or local governmental entity or to indigent persons at no cost on the condition the property will be used for preschool through twelfth grade educational purposes, The District may elect to loan surplus personal property to a nonreligious, nonsectarian private entity on the condition the property be used for the preschool through twelfth grade education of members of the public on a nondiscriminatory basis.

Legal References:
RCW 28A.155.160 Assistive devices — Interagency cooperative agreements —Definitions
RCW 28A.335.060 Surplus school property — Rental, lease or use of — Disposition of moneys received from
RCW 28A.335.090 Conveyance and acquisition of property — Management — Appraisal
RCW 28A.335.180 Surplus texts and other educational aids, notice of availability — Student priority as to texts
RCW 28A.335.205 Assistive devices — Transfer for benefit of children with disabilities — Record, inventory
RCW 39.33.070 School districts and libraries — Disposal of obsolete or surplus reading materials — Procedures
WAC 392-143-050 Resold School Buses

Adopted: May 4, 2016
Reviewed: September 19, 2024

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.

Legal References: 
Ch. 18.140 RCW – Certified Real Estate Appraiser Act
RCW 28A.335.060 – Surplus school property — Rental, Lease or use of — Disposition of Moneys Received From
RCW 28A.335.090 – Conveyance and acquisition of property — Management — Appraisal
RCW 28A.335.120 – Real property — Sale — Notice and hearing — Appraisal required — Broker or real estate appraiser services — Real estate sales contracts – limitations
RCW 28A.710.230 – Facilities—State matching funds for common school construction. (E2SSB 6194 - 2016 legislative session)
RCW 39.33.010 – Sale, exchange, transfer, lease of public property authorized — Section deemed alternative

Adoption Date:  December 19, 2005
Revision (LR):  June 27, 2007; October 16, 2024

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.

Legal References:
RCW 28A.150.290(2) – State superintendent to make rules and regulations — Unforeseen conditions or actions to be recognized — Paperwork limited
RCW 28A.320.010 – Corporate powers
RCW 28A.335.020 – School Closures — Policy of citizen involvement required — Summary of effects — Hearings — Notice

Adoption Date:  December 19, 2005
Revised Date: July 24, 2024

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 South Kitsap School District No. 402, Kitsap County, state of Washington.
2. SEPA Rule: SEPA rules means Chapter 197-11 WAC adopted by the Council on Environmental Policy.

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 V 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 V 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 by the district 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 43.2lC.080.

Legal References:
Chapter 43.21C RCW – State Environmental Policy
WAC 197-11 – State Environmental Policy Act (SEPA) Rules

Adoption Date:  December 19, 2005; August 2, 2006
Revised: August 2, 2006; May 15, 2024

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.

The superintendent will develop procedures to assure that the district complies with the requirements of law regarding pesticide notification, posting and record keeping.

The district’s procedures for notification will include posting of sites of pesticide applications; and record keeping, including an annual summary report of pesticide usage.

Legal References:
Chapter 17.21 RCW – Washington Pesticide Application Act

Adoption Date:  December 19, 2005
Revised: May 15, 2024

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 five-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.

Legal References: 
42 U.S.C. § 12101 et. seq. Americans with Disabilities Act

Adoption Date:  December 19, 2005
Revised Date: July 24, 2024

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 district 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.

Legal References:
Chapter 8.16 RCW – Eminent Domain by School Districts
Chapter 8.26 RCW – Relocation Assistance – Real Property Acquisition Policy
RCW 28A.335.090 – Conveyance and acquisition of property — Management – Appraisal
RCW 28A.335.220 – Eminent Domain
Chapter 36.70A RCW – Growth Management Act
ESHB 1017 and HB 2243 – School Siting – Rural Areas – Growth Management Act
Chapter 39.33 RCW – Intergovernmental Disposition of Property

Adoption Date:  December 19, 2005
Revised Date: July 24, 2024

The district will attempt to add moneys to the capital projects fund regularly in such amounts as are available and appropriate to the district's needs. Moneys in that fund which are not immediately needed, will be invested in those securities permitted by law which will provide maximum return to the fund. In addition to those moneys, the board may consider non-voter approved debt within statutory limits and the board will seek authority from district electors to issue bonds or levy a special capital improvements property tax assessment for school construction when specific projects are anticipated. The board will also seek matching funds from the Superintendent of Public Instruction to the maximum extent available as well as any federal funds that may be available.

State School Construction Funds

Immediately after the board has approved the initiation of a construction project, the superintendent or designee will notify the Superintendent of Public Instruction of the board's intent. All studies, notices and other requirements established by the Superintendent of Public Instruction as conditions for eligibility for state construction grants, will be completed by the superintendent or designee.

Non-Voter Approved Debt

The district may contract indebtedness for any purpose specified in RCW 28A.530.010 (2), (4), and (5) or for the purpose of purchasing any real or personal property, or property rights, in connection with the exercise of any powers or duties which it is now or hereafter authorized to exercise, and issue bonds, notes, or other evidences of indebtedness therefor without a vote of the qualified electors of the district, subject to the limitations on indebtedness set forth in RCW 39.36.020(3).

Before issuing non-voted bonds in excess of $250,000, the district shall publish notice of intent to issue such bonds and shall hold a public hearing on the proposal at any regular or special meeting of the board. The notice shall designate:

• the date, time, and place of the public hearing;
• the purpose and amount of the bonds;
• the type, terms, and conditions of the bonds;
• the means identified for repayment; and
• a statement that any person may appear and be heard on the issue of issuing such bonds.

The notice shall be published at least once per week for two consecutive weeks in a newspaper of general circulation in the district, or if there is none, in a newspaper of general circulation in the county or counties in which such district is a part.

The last notice shall be published no later than seven days immediately before the hearing.

At the conclusion of public comment, the board may proceed to determine, by resolution, whether to issue such bonds.

The public notice and hearing requirements shall not apply to any refinancing or refunding of outstanding non-voted or voted bonds.

Such bonds, notes, or other evidence of indebtedness shall be issued and sold in accordance with chapter 39.46 RCW, and the proceeds shall be deposited in the capital project fund, the transportation vehicle fund, or the general fund, as applicable.

Bonds

If the board determines that there are insufficient moneys in the capital projects fund for a construction project, the board chooses not to authorize an election for a capital levy, and the district's limit on bonded indebtedness has not been reached, the board will authorize an election to seek the approval of voters to issue bonds in the amount needed for the project.

The legal requirements for bond elections and subsequent issuance and redemption of bonds will be met.  The resolution adopted by the board calling for the bond election will specify the purposes of the bond including the specific buildings to be constructed or remodeled and any additional specific purposes authorized in RCW 28A.530.010. The board resolution will also describe the specific purposes the board anticipates for using any state financing assistance, if any. If the board subsequently determines that state or local circumstances should cause any alteration to the specific expenditures from the debt financing or of the state assistance, the board shall first conduct a public hearing to consider those circumstances and to receive public testimony. If the board then determines that any such alterations are in the best interests of the district, it may adopt a new resolution or amend the original resolution at a public meeting held subsequent to the meeting at which public testimony was received.

Upon the sale of bonds duly authorized as prescribed by law, the proceeds will be credited by the county treasurer to the appropriate fund of the district.

Notice of intent to apply for state school construction funds will be submitted to the Superintendent of Public Instruction prior to submitting a bond proposal to district voters.

Legal References:
RCW  28A.320.310 – Investment of building funds — Restrictions
RCW  28A.525.020 – Duties of superintendent of public instruction
RCW  28A.525.080 – Federal funds for school plant facilities — Rules
RCW  28A.530.030 – Disposition of bond proceeds – Capital projects fund
RCW  28A.530.080 – Additional authority to contract indebtedness – Notice
RCW  39.36.020 – Limitation of indebtedness prescribed
WAC  392-123-180 – Bond proceeds
RCW 28A.320.340 – Temporary interfund loans
RCW 28A.320.330 – School district funds
RCW 28A.320.320 – Investment of funds of district service fee
RCW 28A.320.300 – Investment of funds, including funds received by ESD Authority Procedure

Adoption Date:  December 19, 2005
Revised: June 27, 2024, February 11, 2026

Facilities will be designed to accommodate the educational and instructional needs of the district. The professional experience and judgment of staff will be used in developing such educational specifications. The law requires that special attention be given to the accessibility of the education program by students of both sexes and those with disabilities. The superintendent or designee will see that all construction projects comply with the requirements for accessibility to individuals with disabilities and comparability between the sexes.

After determining that a need for new or improved facilities exists, the board, with the guidance of its professional staff, will engage in the following processes:

1. Engage construction management services;
2. Select an architect;
3. Review a site evaluation including an assessment of existing facilities, if any, on the site;
4. Develop educational specifications recognizing instructional needs and available financial resources;
5. Review and approve schematic design prepared by architect, assuring that the new or remodeled facility or part of a facility is readily accessible to and usable by individuals with disabilities;
6. Review a value engineering study and constructability review, and approve construction design including construction estimates;
7. Call for bids; and
8. Review and approve final construction contract;

The board will comply with the terms and conditions as specified in the contract between the architect and the school district.

Legal References:
Chapter 39.35 RCW Energy conservation in design of public Facilities
42 U.S.C. 12101 et. Seq. Americans with Disabilities Act
WAC 392-343-080Value engineering studies, constructability reviews, and building commissioning – Requirements and definitions
WAC 392-343-102Construction management
WAC 392-344-065Value engineering contracts
WAC 392-344-066Constructability review contracts
WAC 392-344-075Contracts – Filing
Chapter 49.60 RCW Discrimination Human Rights Commission
Chapter 28A.640 RCW Sexual Equality
Chapter 28.642 RCW Discrimination Prohibition
Chapter 39.80 RCW Contracts for Architectural and Engineering Services
RCW 28A.335.190 Advertising for bids Competitive bid procedures Purchases from inmate work programs Emergencies Exceptions Definitions
WAC 392-342-015 Educational specifications
WAC 392-343-065 Educational specifications
WAC 392-344-040 Educational specifications
WAC 392-344-050 Educational specifications contracts
WAC 392-344-067 Building commissioning contracts
WAC 392-344-068 Construction management

Adoption Date: December 19, 2005
Revised: June 27, 2007, July 24, 2024
Reviewed: January 21, 2026

When considering the acquisition of architectural and engineering services the board of directors will issue a notice in publication(s) of general circulation stating the general scope and nature of project(s) for which services are required. Effort will be made to inform firms who employ minorities and/or women.

Interested firms will be requested to submit a statement of qualifications and performance data to enable the board to determine which architectural or engineering firm will best serve the needs of the district. Criteria for selection of a firm will include, but not be limited to, quality and breadth of staff, design of similar projects, production capability, supervision and quality control, relationship with clients, cost estimates and budget control.

The superintendent is directed to establish necessary procedures to solicit and screen qualified engineers and architects. The superintendent will recommend one or more firms to the board for its consideration. The board and the successful architectural or engineering firm will enter into a contract for the necessary services. In the event of an emergency, the board may waive this selection process and secure such services as needed.

Cross References:
District Policy 6220 - Bid or Request for Proposal Requirements

Legal References:
RCW 28A.330.100(3) – Additional powers of boards (1st class)
Chapter 39.80 RCW – Contracts for architectural and engineering services
AGO 1957 No.68 Architects' contracts

Adoption Date:  October 16, 2024

Contractor Assurances

The district will only enter into a contract with a contractor who is licensed or registered as      required by the laws of this state.  A statement by the contractor must be submitted and sworn to which states that the contractor is in compliance with the state laws relating to prevailing wage for public works and with state and federal laws relating to nondiscrimination in hiring. Such a statement may be a provision or clause in the contract.

Contractor Surety Bonds and Insurance

Each contractor's bid must be accompanied by a certified or cashier's check or bid bond in the amount required by bidding documents. Bidding documents will specify whether the district or the contractor will carry fire, liability, or other insurance during construction.

The successful bidder is required to make, execute, and deliver to the district, a good and sufficient payment and performance bonds as required by law and bidding documents.

Change Orders
Change orders will be considered if they arise during construction. In order to facilitate timely progress during construction, the board may grant the superintendent or designee authority to  authorize change orders to the extent the board deems appropriate.

Legal References:
RCW 39.06.010 Contracts with unregistered or unlicensed      contractors and with other violators prohibited
RCW 39.08.010 Bond required – Conditions – Retention of    contract amount in lieu of bond
Chapter 39.12 RCW Prevailing wages on public works
RCW 49.60.180 Unfair practices of employers
42 U.S.C. 2000c et. seq. Title VII of Civil Rights Act of 1964
29 U.S.C. § 794 Section 504 Rehabilitation Act of 1973

Adoption Date:  December 19, 2005
Revised: January 18, 2023

The maintenance of adequate records is vitally important to the future facilities operation and maintenance program within the district, and to the resolution of any disputes that may arise regarding a construction project.

The superintendent or designee will keep relevant reports, documents, and plans as they relate to an existing or proposed project. The records will include copies of relevant correspondence relating to the project. The superintendent or designee will require from the architect, engineer, contractor or other parties, at least the following, as they become available:

A. Inspection, progress, and compliance reports;

B. Results from tests of material quality and composition;

C. Drawings, plans, specifications, estimates, as-built documents and maintenance manuals for buildings and sites;

D. Conveyance records, title searches, bond issuance records, and permits, licenses, and legal documents issued or executed pursuant to the project;

E. Guarantees and warranties; and

F. Other documents relevant to the project, such as board resolutions and change orders.

Cross Reference:
District Policy 6570 - Property and Data Management

Legal References:
RCW  39.04.020 – Plans and specifications — Estimates – Publications — Emergencies
RCW  39.04.040 – Work to be executed according to plans — Supplemental plans
RCW  39.04.070 – Account and record of cost
RCW  39.04.080 – Certified copy to be filed — Engineers' certificate
RCW  39.04.100 – Records open to public inspection – Certified copies

Adoption Date:  December 19, 2005
Revised: June 27, 2024
Reviewed: January 21, 2026

The district will follow all laws pertaining to liens and retainage relating to all public works   projects. Those projects that are completed by the district are excluded from laws for liens and retainage.

For any contracted public works project, the district will not release final payment until the     following items have been received (if applicable to the project):

1. Completion of building commissioning;
2. The architect's letter of inspection indicating that the work has been completed; and
3. Certification by the superintendent or designee that no liens have been filed on the project, or if liens have been filed, a certified list of the liens and their respective order of priority.

The district will follow its procedures and applicable state laws following acceptance of the project as complete to issue final payment to the contractor. This will be done no earlier than sixty (60) days following acceptance by the board, or receipt of all releases, whichever comes later.

For projects receiving state funding assistance, the district will follow all rules and regulations issued by the Office of the Superintendent of Public Instruction (OSPI). The district may elect to have OSPI act as its agent for the handling of retainage. 

Legal References: 
Chapter 60.28 RCW – Lien for labor, materials, taxes on public works
WAC 392-343-080 – Value engineering studies, constructability reviews, and building commissioning — Requirements and definition
WAC 392-344-067 – Building commissioning contracts
WAC 392-344-075 – Contracts — Filing
WAC  392-344-147 – Retained percentage law related requirements

Adoption Date:  December 19, 2005
Revised:  June 27, 2007; October 16, 2024

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 unless the local tribe has approved the use by appropriate enactment or resolution.

Adoption Date:  December 19, 2005
Revised: June 19, 2024

The state board of education and the state superintendent of public instruction allocates one-half of one percent of any moneys appropriated for state assistance to districts, for original construction of any school facility for the acquisition of works of art. The district has the right to waive its use of the appropriation, such money will then be used by the Washington State Arts’ Commission for the purchase of other public art. The selection and commissioning of an artist for, reviewing of design for, execution and placement of, and the acceptance of works of art, will be the responsibility of the Washington State Arts' Commission in consultation with the state superintendent of public instruction and the board. The school board may appoint a representative to be a part of the selection process; reject the results of the selection process; or reject the placement of a completed work of art. Waiver or rejection will not affect state construction funds available to local school districts.

Legal Reference:
RCW   28A.335.210 – Purchase of works of art – Procedures

Adoption Date:  December 19, 2005
Revised: June 27, 2024