Board Policy #611/Purchases Budgeted

Purpose
It is the policy of the Board that when funds are available all purchases contemplated within the current budget and not subject to bid be made in a manner that ensures the best interests of the district.

Authority
All purchases that are within budgetary limits and were originally contemplated within the budget may be made upon authorization of the Business Manager, after approval by the Board. All purchase order requests must be referred to the building principal, administrator and Superintendent who shall check as to whether the proposed purchase is subject to bid, whether sufficient funds exists in the budget and whether the material might be available elsewhere in the district. There shall be a reasonable effort made to obtain in writing at least three quotations from independent sources for the supplies, equipment or services desired whenever possible and when the contemplated expenditure is less than $10,000. All quotations received shall be attached to and retained with a copy of the resulting purchase order.

Guidelines
In the interests of economy, fairness and efficiency in its business dealings, the Board requires that items commonly used in the various schools or units thereof be standardized whenever possible.

Opportunity be provided to as many responsible suppliers as possible to do business with the school district. Lists of potential suppliers for various types of supplies, equipment and services will be developed and maintained.

No purchase request will be honored unless made on a district approved requisition form that has the necessary approval.

Upon the placement of a purchase order, the business office shall encumber the expenditure against a specific budget line item to guard against the creation of liabilities in excess of appropriations.

The Board recognizes its position as a major purchaser in this community and while it is the intention of the Board to purchase materials and supplies of quality at the lowest possible cost through widespread competition, if all other considerations are equal, the Board prefers to purchase within the district from established local merchants.

Number:	611
Section:	Finances
Title:	Purchases Budgeted
Date Adopted:	February 12, 1979
Date Reviewed:	October 28, 2003

Purpose It is the policy of the Board that when funds are available all purchases contemplated within the current budget and not subject to bid be made in a manner that ensures the best interests of the district. Authority All purchases that are within budgetary limits and were originally contemplated within the budget may be made upon authorization of the Business Manager, after approval by the Board. All purchase order requests must be referred to the building principal, administrator and Superintendent who shall check as to whether the proposed purchase is subject to bid, whether sufficient funds exists in the budget and whether the material might be available elsewhere in the district. There shall be a reasonable effort made to obtain in writing at least three quotations from independent sources for the supplies, equipment or services desired whenever possible and when the contemplated expenditure is less than $10,000. All quotations received shall be attached to and retained with a copy of the resulting purchase order. Guidelines In the interests of economy, fairness and efficiency in its business dealings, the Board requires that items commonly used in the various schools or units thereof be standardized whenever possible. Opportunity be provided to as many responsible suppliers as possible to do business with the school district. Lists of potential suppliers for various types of supplies, equipment and services will be developed and maintained. No purchase request will be honored unless made on a district approved requisition form that has the necessary approval. Upon the placement of a purchase order, the business office shall encumber the expenditure against a specific budget line item to guard against the creation of liabilities in excess of appropriations. The Board recognizes its position as a major purchaser in this community and while it is the intention of the Board to purchase materials and supplies of quality at the lowest possible cost through widespread competition, if all other considerations are equal, the Board prefers to purchase within the district from established local merchants. The Board recognizes that state mandate waivers give the school administrators the opportunity to negotiate and purchase materials and equipment that are beneficial to the school district. The Board encourages the administrators to bring forth such requests when such opportunities present themselves.