Harrisonville Cass R-IX School District

The Superintendent or designee will ensure the District utilizes an accounting system that meets the requirements of state and federal law, and guidelines of the Missouri Department of Elementary and Secondary Education.  This accounting system will assist the administration in providing the Board a monthly update regarding the financial condition of the District.

The Superintendent or designee will also be responsible for all reporting requirements of the District.  The District accounting system must be able to produce the reports to fulfill all requirements.  In addition, the Superintendent or designee is responsible for all internal and external accounting and reporting procedures.

Adoption Date(s): July 28, 2020

Annually, the Board will contract with an auditor to perform an independent audit to meet all state and federal requirements.  The auditor will be contracted after a competitive bidding process.  The Board will consider the price, scope of the audit, and experience of the auditing firm in their selection process.

The Board may expand the scope of the audit beyond what is required.  The Board may desire to have specific programs or functions of the District examined at a level beyond what is normally approved in the annual audit of a school District.

The Board will receive the final audit report and take action to approve the report on or before the December Board meeting.  The Superintendent or designee is responsible for submission of the report to the Missouri Department of Elementary and Secondary Education by December 31st each year.

Adoption Date(s): July 28, 2020; Updated June 28, 2022

The Board may appoint an audit committee to review the District’s financial processes and provide recommendations to the Superintendent or designee and/or the Board.  The Board will determine the individuals to serve on the committee.

Adoption Date(s): July 28, 2020

The final proposed budget must be approved by the Board no later than June 30th of each year.

The budget will include a budget message, estimated revenues and expenditure by fund and source, beginning fund balances, an amortization schedule for all debt, estimated tax levies and the budget must be in compliance with the Missouri Financial Accounting Manual guidelines and all applicable law.  The budgeted expenditures cannot exceed estimated revenue plus fund balances for any fund.

The budget will be reviewed by the Board on a regular basis.

Adoption Date(s): July 28, 2020

The fiscal year begins on July 1st and ends on the following June 30th.

Adoption Date(s): July 28, 2020

The Board will take action to provide a blanket bond for all school employees that handle District funds.  In addition, the Treasurer of the Board shall enter into a bond to the state of Missouri with one or more sureties, in accordance with law.

Adoption Date(s): July 28, 2020

The Board is responsible for levying taxes necessary to operate the District.  The Board will appropriately notify the public of proposed tax levies and conduct a hearing regarding such levies, in accordance with law.  The information provided in the notice will be drawn from the state auditor’s office forms for calculating tax rates.

The District shall have a minimum levy as required by law.  In addition, the Board may seek voter approval for a full or partial Proposition C waiver.

The Superintendent or designee will notify county officials of the tax levies of the District prior to September 1st, or October 1st if the District is within St. Louis County or any county with a charter form of government.  If the District is notified by county or state officials that the proposed levy does not meet the legal requirements, then the Board will have 15 days to determine whether to accept the proposed rate from the state auditor, or provide additional information to the agency that rejected the proposed levy.

The Board may authorize the borrowing of monies within the limits of law.  The Board must levy the appropriate tax rate to meet the obligations of the payment of debt.

The Board may authorize the issuance of bonds in accordance with law, and all regulatory requirements.  The Superintendent or designee is required to ensure the District is in full compliance with all legal requirements.

Adoption Date(s): July 28, 2020

The Superintendent or designee will act as the investment officer to invest school District moneys not immediately needed for the operation of the District.  All District investments will comply with the requirements of law and the direction of the Board.  The Superintendent or designee and/or an external professional organization, including Missouri Securities Investment Program (MOSIP) and Missouri Capital Asset Advantage Treasury (MOCAAT), will have the authority and responsibility for management of the day to day operations of the District’s investment program.  The Superintendent or designee is responsible for establishing and maintaining an internal control structure that will be reviewed annually with the District's independent auditor.  This policy will also be reviewed annually by the Superintendent or designee, and any recommended changes will be presented to the Board for consideration.

Generally, the District will consolidate cash balances to maximize investment earnings unless moneys are subject to certain restrictions or special funds.  Investment income will be allocated to funds based upon their respective participation.  Investments through external programs and professionals are acceptable. 

Objective

The primary objective of the investment program will be safety of principal and the preservation of capital in the portfolio.  The District will also diversify the portfolio to minimize potential losses on individual securities.  The investment portfolio will be designed to obtain a market rate of return throughout budgetary and economic cycles, taking into account the investment risk constraints and liquidity needs.   

Standard of Care and Conflicts 

The standard of care to be used by investment officials shall be the "prudent person" standard.  District officials and employees involved in the investment process will not participate in personal business activity that could conflict with the proper execution and management of the investment program or that could impair their ability to make impartial decisions.  Investment officials will disclose any material interests in financial institutions in which they conduct business and any personal financial/investment positions that might be associated with the performance of the investment portfolio.  

Qualifications

The District will pre-qualify financial institutions and individuals with whom it will conduct business including financial institutions, advisors, intermediaries and broker/dealers.  To become qualified for District investment transactions, financial institutions and brokers/dealers must provide, as deemed appropriate by the Superintendent or designee, audited financial statements, proof of Financial Industry Regulatory Authority (FINRA) certification, written agreement to comply with the District’s investment policy, and a completed broker/dealer questionnaire.  An annual review of the registration of qualified financial institutions and brokers/dealers will be conducted by the Superintendent or designee and/or the designated external professional organization. 

Delivery vs. Payment

All trades will be executed by delivery vs. payment (DVP) to ensure that securities are deposited in eligible financial institutions prior to the release of funds.  All securities shall be perfected in the name of, or for the account of, the District, MOSIP, MOCAAT,  or another designated external professional organization and shall be held by a third party custodian as evidenced by appropriate safekeeping receipts.

Authorized Investments

Investment types and collateralization will be in accordance with law.  To provide for the safety, liquidity, and yield of the District's funds, in that priority order, the investment portfolio will be subject to the following additional restrictions:

a. Derivative investments or securities, either directly or through a repurchase agreement, and structured notes are prohibited. 

b. Borrowing for investment purposes (“Leverage”) is prohibited.

c. Contracting to sell securities not yet acquired to purchase other securities for the purpose of speculating on developments in the market is prohibited. 

d. No more than five percent of the total market value of the portfolio may be invested in bankers' acceptances issued by any one commercial bank, and no more than twenty-five percent of the total market value of the portfolio may be invested in bankers’ acceptances.

e. No more than five percent of the total market value of the portfolio may be invested in the commercial paper of any one commercial bank, and no more than twenty-five percent of the total market value of the portfolio may be invested in commercial paper. 

Investment Parameters

Investments shall be diversified to minimize the risk of loss resulting from overconcentration of assets in specific maturity, specific issuer, or specific class of securities.  Diversification strategies shall be established and periodically reviewed.

Investments in bankers' acceptances and commercial paper shall mature and become payable not more than 180 days from the date of purchases.  All other investments shall mature and become payable not more than five years from the date of purchase.

Reporting and Performance

The Superintendent or designee will provide an investment report to the Board quarterly, including a management summary that provides an analysis of the status of the current investment portfolio and transactions made over the last quarter.   

The portfolio should obtain a market-average rate of return during a market/economic environment of stable interest rates.  The Superintendent or designee will review commercial paper and bankers' acceptances at least monthly to determine if the rating level has changed and consideration of possible sale if the securities are downgraded below the minimum acceptable rating levels.

Adoption Date(s): July 28, 2020; Updated June 28, 2022; Updated November 15, 2022

The Superintendent or designee will supervise District purchases to ensure compliance with the District’s budget, as well as state and federal law.  Purchases that exceed $15,000 must have prior Board approval unless the Superintendent determines an emergency exists.  District staff members are encouraged to purchase products manufactured, assembled or produced in the United States.  The District will follow all requirements for purchases undertaken with federal funds which are subject to the federal Uniform Grant Guidance (UGG) and other applicable federal law, including but not limited to the Education Department and General Administration Regulations (EDGAR) and the United States Department of Agriculture (USDA) regulations governing school food service programs.  

Purchasing Generally 

The Superintendent or designee will supervise District purchasing to ensure the following:

1. No purchase that may exceed $15,000 will be made without prior Board approval, unless it is an emergency and is approved by the Superintendent.  
2. Purchases may only be made through a purchase order, credit or purchasing card.
3. All purchases must receive approval from the appropriate supervisor responsible for the budget code from which the purchase is made.  
4. The Superintendent or designee must approve travel expenses such as airline tickets and hotel reservations.  
5. All purchases must be appropriately documented consistent with District guidelines.  Documentation related to purchases will be maintained in accordance with the Missouri Secretary of State's retention manual and include an audit trail linking the solicitation, evaluation, award and payment.
6. District staff will provide the District's tax-exempt letter to vendors before making any purchase that may be taxed.  
7. No contract will be entered into or bill paid without the proper documentation and an affirmative vote from a majority of the whole Board.  
8. Any contract to provide the District services in excess of $5,000 to the District must be conditioned on the provider submitting a sworn affidavit and documentation affirming enrollment in E Verify and stating that the provider does not knowingly employ any person who is not authorized to work in the U.S. 

Competitive Purchasing

Unless bidding or other procurement method is required by law for a particular type of product or service, the District will comply with the following:

Purchases Less Than $5,000

Employees will contact multiple providers before making a purchasing decision under $5,000.

Purchases of $5,000 or More but Less than $15,000

If the estimated expenditure is more than $5,000 but less than $15,000, the employee authorized to make the purchase must contact multiple providers using the competitive bid method which includes obtaining documented quotes.  The authorized employee must receive purchase approval from the Superintendent before making a purchasing decision.  

Purchases of $15,000 or More but Less than $50,000

If the estimated expenditure is more than $15,000 but less than $50,000, the employee authorized to make the purchase must contact multiple providers using the competitive bid method which includes obtaining documented quotes. The authorized employee must receive purchase approval from the Board before making a purchasing decision.

Purchases of $50,000 or More

If the estimated expenditure is more than $50,000, the purchase will be made after receiving sealed bids through the Superintendent or designee.   The Superintendent will submit the purchase to the Board for prior approval unless it is an emergency and is approved by the Superintendent.  

Emergency Purchasing

Unless competitive bidding is required by law, the Superintendent may waive the requirement of competitive bids or proposals when an emergency exists.  

Request for Proposals and Negotiations

Requests for proposals (RFP’s) may be sought in the same manner as competitive bids when competitive bidding is not required.  The District will select the best proposal as determined by the evaluation of the RFP and any negotiations.  The Superintendent or designee shall have the right to reject any or all proposals.

Single Source Providers

The Superintendent or designee may waive the requirement of competitive bids or proposals when there is only one feasible source for the purchase.  

Routine Purchases

The Superintendent or designee may bid or negotiate for the products or services to be routinely purchased throughout the school year.  The Superintendent or designee will approve providers at least annually to ensure that the prices of the products and services provided remain competitive.  

Cooperative Purchasing

Cooperative purchasing, including local and state intergovernmental agreements, may be used as approved by Superintendent or designee. 

Legal Requirements for Specific Types of Purchases

The District will comply with all procurement laws relating to specific types of purchases, including, but not limited to, the following:

1. Auditors:   The District must competitively bid for qualified auditing services.  See 5 C.S.R. 30 4.030. 
2. Construction Projects:  Construction projects that may exceed $50,000 shall be advertised in a newspaper of general circulation and competitively bid.  See Sections 107.170, 177.086, 285.530, 290.210   290.340, 292.675, RSMo.  
3. Construction Managers and Design-Builders:  Construction management, construction manager at risk and design-build contractor services must be advertised, bid and selected in accordance with law.  See Sections 8.675   8.687, 67.5050, 67.5060, RSMo.
4. Depositories:  Depositories of funds will be competitively bid at least every five years.  See Sections 165.201   165.291, RSMo.
5. Design Professionals:  Architectural, engineering or land surveying services must be selected in accordance with law.  See Sections 8.285   8.291, RSMo.
6. Food Service Management:   Food service management companies will be competitively bid in accordance with state and federal law.  See 7 C.F.R. 210.16; 5 C.S.R. 30-680.010.
7. General Liability Insurance:  General liability and other forms of insurance contracts will be competitively bid at least every six years.  See Section 376.696, RSMo.  
8. Health and Life Insurance:  Health and life insurance contracts will be competitively bid at least every three years.  See Section 67.150, RSMo. 
9. E-Rate Purchases:  When purchasing services using federal E-Rate Funds, the District will comply with federal law detailing the competitive bidding process.  See 47 C.F.R. 54.503.
10. Purchases from Board Members or Employees:  Transactions with School Board members or employees, their spouses, dependent children in their custody and businesses they are associated with will only be conducted as required by law and Board policy.  See Sections 105.454, 105.458, 171.181, RSMo. 

Purchasing Preferences

When purchasing, the District will comply with all legal requirements for the preferred selection of providers, products and services.

Credit and Purchasing Cards

The following rules apply to the use of District credit or purchasing cards:

1. The Board will set limitations on the use of the Superintendents credit/purchasing card.  The Superintendent will set the limit on all other credit/purchasing cards.
2. Any employee using a District card shall first sign a card usage agreement and receive training on procedures for card use.
3. Employees issued credit or purchasing cards must reconcile their statements every month.  Documentation, including receipts and the appropriate budget code, will be produced for each item purchased.  
4. The Superintendent or designee will examine all documentation prior to payment.  If any purchase was made by an employee contrary to law, Board policy or administrative procedures, the Superintendent/designee will immediately confiscate the card.  
5. District cards will not be used to purchase personal items, or unauthorized items.

Adoption Date(s): December 15, 2020; Updated August 11, 2021; Updated June 28, 2022; Updated September 17, 2024

The Superintendent or designee will administer federally funded programs and projects in accordance with federal laws. The District will follow all requirements for purchases undertaken with federal funds which are subject to the federal Uniform Grant Guidance (UGG) and other applicable federal law.  These laws include federal conflict of interest rules applicable to Board members, employees and agents involved with the selection of contractors and rules regarding the approval and administration of contracts for federal programs and projects.  Each purchase must be authorized in the approved budget for administration of the grant.  Purchases will be identified in District accounts in accordance with the federal program under which the purchase was made.  The District is exclusively responsible, in accordance with good administrative practice and sound business judgment, for the settlement of all contractual administrative issues arising out of procurement.

Bids and Requests for Proposals

Bid specifications and requests for proposals will include an accurate description of all requirements for the material, product or service sought and will identify all requirements and factors that will be used in evaluating bids or proposals.  Bid specifications will not be written in a manner to favor one contractor over another.  Contractors who develop specification requirements, statements of work or invitations for bids or requests for proposals for the District may not bid on the project.

In lieu of local or state purchasing preferences when purchasing goods or services related to a federal contract, the District will ensure that small businesses, minority businesses, women’s business enterprises and Labor Surplus Area (LSA) firms are used when possible.  It will also purchase, to the maximum extent practicable, domestic commodities and products and use solid waste management services in a manner that maximizes energy and resource recovery.

When the purchase price of the item exceeds $10,000, or the value of the quantity acquired during the preceding fiscal year exceeded $10,000, the District will purchase items that contain the highest practicable percentage of recovered materials, as defined by the Environmental Protection Agency (EPA), consistent with maintaining a satisfactory level of competition.

Conflict of Interest

District employees and Board members participating in procurement using federal funds must comply with federal requirements and Missouri laws governing conflicts of interest and financial disclosures.  Federal requirements must be followed when they are more stringent than Missouri requirements.  District employees or Board members who have a real, apparent or potential conflict of interest may not participate in the selection, award or administration of a contract supported by federal funds.  Such individuals will submit, in writing, any real, apparent or potential conflict of interest to the Superintendent who will forward any such disclosures to the awarding state or federal agency.

District employees and Board members cannot solicit or accept gratuities, favors or anything of monetary value from contractors, parties to subcontracts or any vendor who is attempting to be a contractor for a federal program or project, but may accept unsolicited gifts worth a nominal value.

Contracts

The District will not use a time and materials contract unless there is a determination that no other contract is suitable and the District includes a ceiling price and oversees the project to ensure efficiency.  The District may use value engineering clauses in contracts for construction projects of sufficient size to offer reasonable opportunities for cost reductions.

Consequences

District employees and Board members are required to report any violation of this District policy to the Superintendent or Board President.  All violations of federal criminal law involving fraud, bribery or a gratuity violation potentially affecting the federal award, even if no charges have been filed, will be reported to the Superintendent within five days of the violation.  The Superintendent will submit information about the violation to the federal awarding entity.  See 2 C.F.R 200.113.

Violations of this policy or the laws it references may also be reported to law enforcement, the Missouri Ethics Commission, the Attorney General’s Office or DESE.

Adoption Date(s): July 28, 2020; Updated July 1, 2023

The bid process will be utilized for the selection of depositories as established by law.  Sealed bids will be selected from financial institutions in the same or adjoining county of the District.  Depositories selected shall have ten days from the selection to post securities required by law.  Districts may enter into a one to five year agreement with a depository.  The District reserves the right to ask for clarification of bids, or reject any or all bids.

Adoption Date(s): July 28, 2020

For purposes of this policy, “fraud” is the deception of others intended to result in financial gain. A “financial irregularity” means an activity that violates an internal control or District rule involving a financial matter.

Reporting Suspected Fraud or Financial Irregularities

Any person who has reason to suspect fraud or financial irregularities should report that suspicion to the Superintendent or designee as soon as practicable.  Employees or District volunteers who suspect fraud or financial irregularities are required to report it and may be disciplined or dismissed for failing to do so.  If the suspected fraud or financial irregularity directly involves the Superintendent, the report should be made to the Board President.  Reports will be kept confidential to the extent allowed by law.  The person making the report should not communicate directly with the suspected individual or individuals unless specifically authorized to do so.

Investigating Suspected Fraud

The Superintendent or designee will investigate all suspected fraud or financial irregularities.  If the Superintendent is the subject of the investigation, the Board President will designate an appropriate person to conduct the investigation.  The Superintendent or designee will have access to all District records pertinent to the investigation and the authority to examine, copy, or remove all documents on District technology.  No person will be permitted to alter, destroy, conceal, or falsify any record or document with the intent to influence an investigation.

Adoption Date(s): July 28, 2020

The Superintendent or designee will establish inventory controls for all District property.  District inventory will only be utilized for District use, unless specifically authorized by the Superintendent or designee.  District inventory acquired by federal funds will be handled as prescribed by District and federal requirements.  The Superintendent or designee will establish administrative procedures to maintain, protect and insure District property.

Adoption Date(s): July 28, 2020

When the District’s real or personal property is no longer needed for school purposes, the Board, by an affirmative vote of a majority of the whole Board, may vote to authorize the sale or lease of the property.  Real property may be sold or leased by listing the property with one or more real estate brokers and paying a commission upon such sale or lease.  Alternatively, real property may be sold or leased to the highest bidder meeting Board approval.  Personal property may be sold or leased to the highest bidder or otherwise disposed of as allowed by law.  Property may also be sold or leased for public purposes to a city, state agency, municipal corporation or other governmental subdivision located within the boundaries of the District. The Board reserves the right to reject all bids.

Adoption Date(s): July 28, 2020; Updated August 11, 2021

The Board authorizes the Superintendent or designee to pursue grant opportunities that align with the Strategic Plan of the District.  No employee may seek any type of grant or alternative funding opportunity without the approval of the Superintendent.  All grant applications must be approved by the Board prior to submission.

Grant funds shall be deposited in District accounts.  If the District is only one of the participants in a grant, then another entity may be the fiscal agent of the grant, with approval of the Board.  All District polices will be followed, regardless of the source of funds.

Adoption Date(s): July 28, 2020

Voluntary Deductions

The District may authorize voluntary payroll deductions from compensation earned by employees if ten or more employees so request.  The employee must authorize all voluntary deductions in writing.  In addition to the deduction of amounts authorized by the employee, the District may deduct the administrative cost of compliance.  The amount deducted will be remitted to the organization, company or association authorized by the employee.

Involuntary Deductions

The District may make deductions when an employee owes the District money and the deduction does not otherwise violate the law.  The District may make deductions from an employee’s pay for unauthorized absences.  The District will also make deductions when presented a garnishment, wage attachment or other legal order.  The District may deduct damages owed by an employee in exchange for the early release of the employee from his or her employment contract, as provided in the District’s Employee Manual and/or the employee’s contract. The District may charge an administrative fee for processing such deductions when allowed by law.  Salary deductions for exempt employees shall be computed by dividing the salary, excluding extra-duty pay, by the number of days in the contract period.  Deductions for nonexempt employees shall be based upon the hourly rate of the individual employee.

Improper Deductions

Employees who believe that pay deductions have been improperly made should immediately report the concern to the Superintendent or designee.

Adoption Date(s): July 28, 2020

No District funds may be expended to advocate, support or oppose the passage or defeat of any ballot measure or the nomination or election of any candidate for public office.  No District funds may be expended to, or pay any debts or obligations of, any committee supporting or opposing such ballot measures or candidates. District funds may be utilized to provide information regarding ballot measures that could impact the District.  Board members and administrators may make public appearances and issue written information concerning ballot measures, in accordance with law.

Adoption Date(s): July 28, 2020; Updated June 28, 2022

The Superintendent or designee will appointment one individual in the District as the coordinator of Asbestos Management.  This individual will be provided all necessary training, and will be responsible for compliance with all Asbestos laws and regulations.  In addition to the Coordinator of Asbestos Management, the District may contract with an outside agency to provide assistance in fulfilling all requirements and laws for Asbestos Management.  The District will maintain a copy of the Asbestos Management Plan in the Superintendent’s office, and a copy in each District building.  The Coordinator of Asbestos Management will ensure the District in in compliance with the Asbestos Hazard Emergency Response Act of 1986.

Adoption Date(s): July 28, 2020

The Superintendent or designee is responsible for developing an Emergency Preparedness Plan.  This plan will be developed with input from both internal and external stakeholders.  Officials experienced in various forms of emergency preparedness will be utilized to help prepare this plan.  The plan will cover all anticipated areas of Emergency Preparedness at the District and building level, and it will be reviewed by the Board on an annual basis.

As a part of this plan, emergency drills will be practiced and recorded, to at least the minimum standards of law.  District officials are encouraged to work with local emergency management officials during the planning and practice of drills.

A component of the Emergency Preparedness Plan will be the potential utilization of District facilities for community access in emergency situations.  The District may adopt a community emergency plan, which allows the use of school resources to provide relief to the community, with the approval of the Superintendent or designee, in the event of a community emergency.  If school resources are used for a community emergency, the Board must review the occurrence within 30 days, or as soon as possible.

Adoption Date(s): July 28, 2020

Weapons may only be possessed on school property by commissioned law enforcement officers, other specifically trained individuals, or for the purpose of a school-sanctioned firearm related event.  Examples of school sanctioned events include gun safety courses for students, military student programs, or school sponsored club shooting team.

A weapon is defined as a device readily capable of lethal use, or device designed to mimic a weapon.  Unless exempted by this policy, weapons are banned from all District property and District related events, as allowed by law.  The District will follow all state and federal law that addresses the discipline of individuals that violate this policy.

Adoption Date(s): July 28, 2020

Medical information of students and employees is highly confidential, and the District will take necessary steps to protect the medical information of individuals, except as provided by law on a need to know basis.

Employees are not allowed to work if they have a medical condition that is communicable, unless they have a written statement from their physician clearing them to work, and the appropriate school personnel have agreed with the precautionary measures, as necessary, offered by the treating physician, as permitted by law.

Students with a communicable disease that exhibit behaviors that increase the chances of their condition being spread to other individuals, may be disciplined according to the student discipline policy, and state and federal law.  Parents/guardians will notify District personnel about students with a communicable disease, and provide the written approval from the treating physician for the student to attend school.  The District reserves the right to prevent student attendance until clarification or implementation of precautionary measures are in place, as permitted by law.

Parents or guardians are required to notify the District if they are enrolling or have a student attending school that is HIV infected.  The District is entitled to notification from the Missouri Department of Health and Senior Services regarding a District student that is infected with a communicable disease, including HIV.

The Superintendent or designee will work with local agencies and the State Health Department on identifying categories of potential risk, procedures for cleaning body fluids, and procedures for dealing with communicable disease in individuals.  District funds will be utilized for the purchase of equipment and supplies necessary to appropriately clean body fluids.  The Superintendent or designee is permitted to communicate personally identifiable health information of students and employees with other governmental agencies, as permitted by law.

Students, employees, and volunteers may not be present on school property unless they have received the appropriate immunizations required by law, unless they are appropriately exempted.

Adoption Date(s): July 28, 2020

Generally, animals are not allowed on District property, including on District transportation and in outdoor spaces. Eligible students or adults with disabilities may utilize a service animal on District property or District events as required by law and the conditions of this policy.  The District will not discriminate based on an individual’s disability.

The definition of a service animal will be based upon state and federal law.  The task of a service animal must be based upon the disability of the individual.  The “deterrent of crime” effect of a service animal’s presence and the provision of emotional support, well-being, comfort, or companionship does not constitute work or task for the purpose of this definition.

The definition of a service animal applies to a dog and in some cases a miniature horse.  If a miniature horse, the District will determine if the presence of the horse compromises facility safety requirements, and what modifications might need to be made because of the weight and size of the horse.  The District may inquire what task or work the animal has been trained to perform, and whether the animal is required because of a disability.  The District will not request documentation to determine whether the animal has been trained or certified as a service animal.

Service animals will not be allowed on District property if they present a safety risk or a health threat to students, employees or visitors.  The District is permitted to make additional inquiries of the individual or service animal as permitted by law.

Adoption Date(s): July 28, 2020

The Superintendent or designee is responsible for the transportation services of the District.  All transportation services will be in compliance with law, and guided by the School Administrator’s Handbook, produced by the Missouri Department of Elementary and Secondary Education (DESE).  Initial school bus routes will be approved by the Board on or before the end of October of each year, and the final report no later than June. Bus routes will be determined for the purposes of safety and efficiency.

Resident students will not be offered transportation if they live within one (1) mile of their home school.  The District offers an optional pay-to-ride student transportation program for elementary, middle school and high school students who live within one (1) mile of their assigned school. For safety reasons, however, the pay-to-ride fee may be waived for some students that live less than one (1)  mile from their home school.  The primary reason for this exception would be a highway, Interstate or major safety barrier between the residence of the student and the school.  Students may be transported in leased vehicles, private vehicles, or contracted vehicles in accordance with law.

Transportation for students with disabilities and homeless students will be provided in accordance with law.  The student discipline code of the District applies to conduct related to school transportation services.  Any instance of trespass on a school bus will be reported to District administration and the appropriate law enforcement officials.  The Superintendent or designee is authorized to pursue trespass charges against any individual trespassing on school transportation vehicles.  District transportation will only be used for District transportation purposes, except in the potential of a community emergency as determined by the Superintendent or designee.

Adoption Date(s): July 28, 2020

The Superintendent or designee will delegate responsibility for the District’s technology system to a school employee.  In addition, the District may contract with one or more vendors to assist in the overall operation of the technology system of the District.  The District’s technology system shall be considered a closed forum to the extent allowed by law.

The technology resources of the District may only be utilized by individuals authorized by the District.  Students, employees and Board members are required to sign a User Agreement prior to utilization of the technology resources of the District.  Users do not have an expectation of privacy in utilizing any District technology resources.  

Users of District technology are subject to necessary review of data accessed or stored on District technology and technology equipment, as allowed by law.  The District will utilize a content filter system to help prevent minors from accessing inappropriate information and the District will retain data stored electronically as required by law.  In accordance with law, the content filter system will be used to protect against access to visual depictions that are obscene, harmful to minors, or child pornography. The District will monitor the online activity of students in compliance with the Children’s Internet Protection Act (CIPA).

Adoption Date(s): July 28, 2020; Updated July 1, 2023

The District may need to access, record, and keep confidential information to comply with District policy, procedures and law.  The District will store information that is critical to the operation of the District. The District will take the necessary precautions to protect this information, as allowed by law.  Personally identifiable information and critical information will only be accessed on a need to know basis.  All individuals granted privilege to confidential and critical information are required to protect this information from all inappropriate or unauthorized access.

Any person that believes confidential or critical information has been inappropriately accessed shall immediately notify the Superintendent or designee of their concern.  District personnel will promptly launch an investigation into all concerns or allegations.  District employees may utilize outside personnel in the investigation and resolution of any concerns regarding Data Governance and Security.

The District will seek legal recourse against individuals who violate this policy.  District employees may be disciplined up to termination of employment for recording, altering or inappropriately accessing confidential or critical information.

Adoption Date(s): July 28, 2020

The Board will purchase insurance to cover the Board, Board members and agents of the Board for their official actions as related to their service to the District.  Insurance will be provided for coverage of professional liability and other types of insurance to indemnify Board members and agents of the Board acting in their official capacity to the fullest extent of the law.  The Board will also purchase insurance coverage for all property owned by the District.  This policy does not waive any immunity granted to individuals or the Board as allowed by law.

Adoption Date(s): July 28, 2020

The Superintendent or designee is responsible for the implementation and monitoring of the food service program of the District.  The District food service program will be in compliance with all state and federal food and meal requirements, and applicable law.

The Board will annually establish prices for milk and meals, for students, employees and visitors in compliance with the requirements of the United States Department of Agriculture (USDA).

The District will participate in the National School Lunch program and National School Breakfast Program, as outlined by the USDA.  The Board may take action to opt out of the Summer Food Service Program.  The District will annually distribute the eligibility standards that outline assistance for participation in the free and reduced meal program.  Students will only be identified as participants in the program on an as needed basis.  The District may contract for the food service management of the District.

The following is the non-discrimination statement required by the USDA: “In accordance with federal civil rights law and USDA civil rights regulations and policies, this institution is prohibited from discriminating on the basis of race, color, national origin, sex (including gender identity and sexual orientation), disability, age, or reprisal or retaliation for prior civil rights activity, in any program or activity conducted or funded by the USDA.” 

Adoption Date(s): July 28, 2020; Updated October 17, 2023

The Superintendent or designee is responsible for a District wellness plan that addresses the federal requirements of the National School Lunch Program and School Breakfast Program, and the Healthy, Hunger-Free Kids Act of 2010.  The designee will ensure that the District promotes student wellness, preventing and reducing childhood obesity, and providing assurance that school meal nutrition guidelines meet or exceed the minimum federal school meal standards.  The District wellness plan will support good nutrition, physical exercise and positive lifestyle practices that promote the overall health of students and employees, and provide transparency to the public on the content and implementation of the District wellness plan.

The District is committed to providing an environment that enhances the development of lifelong wellness.  The goals outlined in this policy are the result of review and consideration of evidence-based strategies.

District Goals

Goals for Nutrition Promotion and Education

The District will collaborate with public and private entities to promote student wellness.

The District will promote healthy food and beverage choices for all students, as well as encourage participation in school meal programs.

The health curriculum will include information on good nutrition and healthy living habits.

As appropriate, teachers will incorporate information on nutrition and wellness into the classroom curriculum.

Water will be made available to students throughout the school day.

Goals for Physical Activity

The District’s curricula will include instruction on physical activity and habits for healthy living.

Students will be encouraged to engage in physical activities throughout the school day.

The District will encourage parents and guardians to support their children’s participation in physical activity, to be physically active role models, and to include physical activity in family events.

Goals for Other School-Based Activities Designed to Promote Student Wellness

The District will participate in state and federal child nutrition programs as appropriate.

The District will use evidence-based strategies to develop, structure, and support student wellness.

The District will provide professional development, support, and resources for staff about student wellness.

Students will be provided sufficient time in which to eat school-provided meals.

The District will strive to provide physical activity breaks for all students, recess for elementary students, and before and after school activities, as well as encourage students to use active transport (walking, biking, etc.)

District Standards

Standards for All Foods and Beverages Sold to Students at School and During the School Day

The District will ensure that student access to foods and beverages meet federal, state and local laws and guidelines including, but not limited to, USDA National School Lunch and School Breakfast nutrition standards and USDA Smart Snacks in School nutrition standards.

The District will offer students a variety of age-appropriate, healthy food and beverage selections with plenty of fruits, vegetables, and whole grains aimed at meeting the nutrition needs of students within their calorie requirements in order to promote student health and reduce childhood obesity.

Standards for All Foods and Beverages Provided, But Not Sold to Students during the School Day

The District may provide a list of healthy party ideas or food and beverage alternatives to parents, teachers, and students for classroom parties, rewards and incentives, or classroom snacks.

Food and Beverage Marketing

Marketing and advertising is only allowed on school grounds or at school activities for foods and beverages that meet or exceed the USDA Smart Snacks in School nutrition standards. This rule does not apply to marketing that occurs at events outside of school hours such as after school sporting or any other events, including school fundraising events. The District will not immediately replace noncompliant products or logos to comply with the new USDA Smart Snacks in Schools nutrition requirements. All previously purchased products will be used, and all existing contracts honored. Similarly, all equipment that currently displays noncompliant marketing materials will not be removed or replaced (e.g., a score Board with a Coca- Cola logo). However, as the District reviews and considers new contracts, and as scoreboards or other such durable equipment are replaced or updated over time, any products that are marketed and advertised will meet or exceed the USDA Smart Snacks in School nutrition standards.

Public Participation

District stakeholders and members of the general public will be encouraged to provide their input to the District during the wellness policy adoption and review process.

Competitive Foods and Beverages

All foods and beverages sold during the school day as part of a fundraiser or for any other purpose in competition with the National School Lunch and Breakfast Programs must meet the nutrition standards of those programs unless otherwise allowed by the Missouri Department of Elementary and Secondary Education (DESE).

If food is sold as a fundraiser, it will not be sold in competition with school meals in the food service area during the meal service. Food sold as a fundraiser will not be sold or otherwise made available to students anywhere on school premises during the period beginning one half hour prior to the serving period for breakfast and/or lunch and lasting until one half hour after the serving of breakfast and/or lunch.

Assessment

The District will assess and review this policy at least every three years to evaluate compliance with this policy, how this policy compares to DESE model wellness policies, and District progress towards goals of this policy. Based upon this evaluation, the District will update and amend this policy as appropriate.

Public Notice

The District will provide notice of this policy at least annually to the public by one or more of the following methods: on its webpage, in its newsletter, in the student handbook and employee manual, newspaper advertisements, direct mailings, electronic mail, and public postings. The District will provide notice of the Triennial Assessment and progress reports towards meeting the goals in this policy using one or more of those same methods.

Recordkeeping

The District will retain records to document compliance with the requirements of this policy.

Adoption Date(s): July 28, 2020