ST. CLAIR COUNTY BOARD OF EDUCATION CENTRAL OFFICE...

ST. CLAIR COUNTY BOARD OF EDUCATION

CENTRAL OFFICE

CALLED BOARD MEETING

September 8, 2016

The called meeting of the St. Clair County Board of Education was held on Thursday, September 8, 2016. The board meeting began at 6:00 pm at the Central Office with the following board members in attendance:

Marie Manning Angie Cobb John DeGaris Randy Thompson Teny Green

Other in attendance:

Laura Nance Russ Stewart Joe Goble Melinda Splawn LaShon Self Eloise Williams Mike Collins Greg Cobb

I Vice President Marie Manning called the meeting to order. 2 A quorum of board member were present. Scott Suttle and Allison Gray were absent. All other board members

were in attendance. 3 Ms. Seals recommended approval of the agenda .. Mrs. Cobb made the motion to accept the agenda as

recommended and Mr. Thompson gave the second. All members voted YES 4 Ms. Seals recommended approval of the consent agenda. Mr. Thompson made the motion to accept the agenda

as recommended and Mr. Green gave the second. All members voted YES. A Reading of State Mandated New and Revised Policies

I. Conflict of Interest Policy2. Travel Expense reimbursement 7.243. Procurement Policy4. Determination of Allowable Costs5. Cash Management for Federal Funds

5 Budget Hearing # I

CSFO Laura Nance gave and oral review of the Proposed Budget FY 2016-2017. Questions could be submitted by a written form and will be addressed at the Budget Hearing# 2.

6 Personnel Ms. Seals recommended approval of the Personnel Agenda. Mrs. Cobb made the motion to accept the

recommendation and Mr. Thompson gave the second. All members voted YES

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7 Announce next board meeting/Budget Hearing# 2 September 19, 2016 at 6:00 p.m. at the Central office in Ashville.

8 Vice President Marie Manning recommended approval to adjourn. Mrs. Cobb moved to approve the recommendation.

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CENTRAL OFFICE

Conflict of Interest Policy


September 8, 2016

Generally, a conflict of interest exists when a board member, board employee, or agent of the board

participates in a matter that is likely to have a direct effect on his or her personal and financial interests.

A financial interest may include, but is not limited to, stock ownership, partnership, trustee relationship,

employment, potential employment, or a business relationship with an applicant, vendor, or entity. A

board member, board employee, or agent of the board may not participate in his or her official capacity

in a matter that is likely to have direct and predictable effects on his or her financial interests.

A board member, board employee, or agent of the board will abide by the Federal and state laws and

regulations that address conflict of interest standards. In general, the Federal rules provide that:

No employee, officer, or agent of the board shall participate in selection, or in the 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 which 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 the firm considered for a contract. The board's officers, employees, or agents will neither solicit

nor accept gratuities, favors or anything of monetary value from contractors, potential

contractors, or parties to subcontracts.

The board's conflict of interest policies include adherence to the Alabama Ethics Law, which defines

conflict of interest as:

A conflict on the part of a public official or public employee between his or her private interests and the

official responsibilities inherent in an office of public trust. A conflict of interest involves any action,

inaction, or decision by a public official or public employee in the discharge of his or her official duties

which would materially affect his or her financial interest or those of his or her family members or any

business with which the person is associated in a manner different from the manner it affects the other

members of the class to which he or she belongs.

A board member, board employee, or agent of the board may not review applications, proposals, or

participate in the evaluation or selection process where his or her participation in the review process

would create the appearance that he or she is: (a) giving preferential treatment; (b) losing independence

and impartiality; (c) making decisions outside official and appropriate channels; or (d) harming the

public's confidence in the integrity of the board.

Situations and circumstances presenting an actual conflict of interest or the appearance of a conflict of

interest should be brought to the immediate attention of the superintendent. A board employee, board

member, or agent of the board who has knowledge of a possible conflict of interest should identify the

conflict and notify the superintendent. The superintendent will document his or her actions related to

the reported conflict of interest. Resolution can consist of disqualification, recusal, waiver, or other

appropriate measures. Appropriate measures may include reporting a conflict of interest to the State

Ethics Commission, the Alabama State Board of Education, or the appropriate federal agency.

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CENTRAL OFFICE


September 8, 2016

TRAVEL EXPENSE REIMBURSEMENT 7.24

Travel costs are the expenses for transportation, lodging, subsistence, and related items incurred by board employees who are in travel status on official business of the board. The St. Clair County Board of Education directs the Superintendent and the CSFO to develop procedures which conform to sound principles of financial accounting and to state regulations for reimbursement of expenses of school personnel and Board members traveling on official school business. The board's travel policy provides for reimbursement and payments for travel costs of employees paid from federal funds that is consistent with the travel costs for board employees paid from state or local funds.

REFERENCE(S): CODE OF ALABAMA 16-8-9, 16-13A-1

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CENTRAL OFFICE

Procurement Po)icv


September 8, 2016

The board will follow state laws for the procurement of property and services. The primary state procurement laws for Alabama school boards are:

• Alabama Competitive Bid Laws (Chapter 13B ofTitle 16, Code of Alabanut 1975);

•Joint Information Technology Purchasing Agreement (Chapter 13B of Title 16, Code ofAlabama 1975); and,

• Public Works Law (Title 39, Code of Alabama 1975).

To the extent allowed by state laws, the board will utilize state, local, regional, and national purchasing agreements where appropriate for the procurement or use of goods and services. All procurement transactions are subject to the board's Conflict of Interest Policy and the procurement decisions of the board will:

• Avoid acquisition of unnecessary or duplicative goods and services;• Use the most economical and efficient approach for acquisitions;• Award acquisition contracts only to responsible contractors possessing the

ability to perform successfully under the terms and conditions of the proposedprocurement ;

• Consider contractor integrity, compliance with public policy, record of pastperformance, and financial and technical resources prior to awarding procurementcontracts;

• Maintain records sufficient to document the history of the procurement; and,• Conduct procurement transactions in a manner that provides full and open

competition.

Procurement transactions for federal programs and child nutrition programs that are not subject to the state procurement laws, but exceed the aggregate amount of the federal micro-purchase threshold, will be obtained by utilizing price or rate quotes from two or more qualified sources. State procurement laws include requirements that comply with the other Uniform Administrative Requirements for procurement of property and services.

The board will request proposals for those professional service contracts ( excluding architectural and engineering services) that are exempt under state procurement laws if the contracts exceed $150,000 and will be paid from federal or child nutrition program funds. The board will utilize a team of three or more qualified individuals to conduct a technical evaluation of proposals received and for selecting recipients. As a part of the evaluation, the individuals on the evaluation team will sign an assurance that each of the individuals is in compliance with the board 'sconflict of interest policy.

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CENTRAL OFFICE

Determination of Allowable Costs


September 8, 2016

Before instituting a financial transaction that will require the expenditure of federal funds the federal

program director and the Chief School Financial Officer or designee will determine that the proposed

transaction meets the requirements for allowable costs for the federal program. Actions to determine

allowable costs will assure that:

• The proposed expenditure is included in the federal program budget;

• The proposed expenditure is reasonable and necessary for the federal program;

• The proposed expenditure is consistent with procedures for financial transactions of the board

including:

o Purchase order approval procedures;

o Contract review and approval procedures;

o Applicable competitive purchasing procedures and;

o Documentation supports allowability of transaction.

Before payments are made from federal funds the federal program director and the Chief School

Financial Officer or designee will determine that the federal program expenditure complies with

generally accepted accounting principles and complies with state, local, and federal laws, rules, and

regulations.

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CENTRAL OFFICE


September 8, 2016

Cash Management for Federal Funds

The Board will minimize the time between the receipt of federal funds from the United States Treasury,

the Alabama Department of Education, or other pass-through entity, and the disbursement of those

federal funds. Federal funds will only be requested to meet immediate cash needs for reimbursement

not covered by prior receipts and anticipated disbursements that are generally fixed, such as monthly

program salaries and benefits. Disbursements will be made within in twenty business days after receipt

of funds.

The Chief School Financial Officer will maintain financial records that account for the receipt, obligation,

and expenditure of each federal program fund. Cash balances for each federal program fund and for the

aggregate of all federal program funds will be monitored daily by the Chief School Financial Officer or

designee.

Board procedures to minimize the cash balances in federal program funds are expected to prevent the

aggregate cash balances of federal program funds from earning $500 or more for the fiscal year if

maintained in interest-bearing accounts. The federal program funds, with the exception of Child

Nutrition Program funds, will not be maintained in an interest-bearing bank account if the Chief School

Financial Officer determines that banking requirements for minimum or average balances are so high

that an interest-bearing account would not be feasible. Federal program funds will be maintained in

insured checking accounts that are subject to the state requirements for public deposits under the SAFE

program.

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Approved the 19th day of September, 2016 ____________________________________

Board President

Board Secretary

____________________________________

ST. CLAIR COUNTY BOARD OF EDUCATION CENTRAL OFFICE...

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