3000 - Concepts & Roles in Business & Non-Instructional Operations: Goals and Objectives

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Concepts & Roles in Business & Non-Instructional Operations: Goals and Objectives 
 Number: 3000 
 Status:  Active
 Legal:  
 Adopted: 11/20/2008 
 Last Revised: 11/20/2008 
 Last Reviewed:  

POLICY No. 3000
BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
Instructional Operations
CONCEPTS & ROLES IN BUSINESS & NON-INSTRUCTIONAL OPERATIONS: GOALS AND OBJECTIVES
Fiscal Management 

The Board of Education recognizes that money and money management are a necessary support of the whole school program. To make that support as effective as possible, the Board intends: 

A. To encourage financial planning through the best possible budget procedures; 

B. To explore all practical sources of dollar income; 

C. To guide the expenditure of funds so as to extract the greatest educational returns; 
      D. To expect top-quality accounting and reporting procedures; to adopt and implement sound fiscal procedures. The Business Administrator and/or his/her designee shall prepare a manual of procedures to ensure that all business operations of the District are carried out uniformly, efficiently and in accordance with law and Board policy;

E. To maintain a level of per pupil expenditure sufficient to provide high quality education. 

Support Services 

The Board of Education expects operation and maintenance of the school plant and equipment to set high standards of safety, to maintain the health of pupils and staff, to reflect the aspirations of the community, to support environmentally the efforts of the staff to provide a good education and to preserve the community's major investment. 

In order to provide services that sufficiently support the educational program, the Board establishes as broad goals: 
      A. To provide a physical environment for teaching and learning that is safe and pleasant for pupils, staff, and public;

B. To provide safe transportation for eligible pupils; 

C. To make nutritious meals available to pupils; 
      D. To provide resources, facilities and assistance to meet the needs of the educational program as they develop.

Long-range Plans 

In compliance with law, the Chief School Administrator will develop a five-year comprehensive maintenance plan. The Board will review this plan, and the District's long-range facilities plan annually, and will revise them as necessary with the advice of the Chief School Administrator. 

Legal References: 

N.J.S.A. 2C:30-4 Disbursement of public moneys, or incurrence of obligations in excess of appropriation 
N.J.S.A. 18A:4-14 Uniform system of bookkeeping for school districts 
N.J.S.A. 18A:17-14.1 through -14.3 Appointment of school business administrator; duties; subcontracting; tenure acquisition 
N.J.S.A. 18A:17-24.1 Sharing of superintendent, school business administrator; procedure 
N.J.S.A. 18A:18A-1 et seq. Public School Contracts Law 
N.J.S.A. 18A:20-1 et seq. Acquisition and Disposition of Property 
N.J.S.A. 18A:33-1 et seq. Facilities in general 
N.J.S.A. 18A:39-1 et seq. Transportation to and from schools 
N.J.S.A. 40:8A-1 et seq. Interlocal Services Act 
N.J.A.C. 2:36-1.1 et seq. Child Nutrition Programs 
N.J.A.C. 6A:9-12.1 et. seq. Requirements for administrative certification 

See particularly: 

N.J.A.C. 6A:9-12.1, -12.2,-12.3(d), -12.7 
N.J.A.C. 6A:23-1.1et seq. Finance and Business Services 
N.J.A.C. 6A:26-1.1et seq. Educational Facilities 
N.J.A.C. 6A:27-1.1et seq. Student Transportation 



First Reading: October 23, 2008
Adopted: November 20, 2008

3100 - Budget Planning, Preparation and Adoption

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Budget Planning, Preparation and Adoption 
 Number:  3100
 Status:  Active
 Legal:  
 Adopted: 11/20/2008 
 Last Revised:  
 Last Reviewed:  

POLICY ___ No. 3100
BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
Instructional Operations
BUDGET PLANNING, PREPARATION AND ADOPTION


The budget is the financial reflection of the educational plan for the District. The budget shall be designed to carry out that plan in a thorough and efficient manner and to maintain the facilities and honor the obligations of the District. The budget shall be in accord with statutory and regulatory mandates of the federal government, the state legislature, the state board of education and the board of education. 

The budget shall provide sufficient resources for the designed curriculum and instruction. The budget shall be delivered in such a way that all students have the opportunity to achieve the knowledge and skills defined by the core curriculum content standards and local standards. 

In reviewing budget proposals, the Board will consider priorities to be accomplished during the subsequent year, based on the needs identified through the District's planning process. The budget shall be prepared on forms prescribed by the Commissioner of Education and should be considered critically by each Board member during its preparation. 

In order to ensure adequate time for the preparation and review of the proposed budget, the Board directs the chief school administrator to develop a schedule of events associated with the development, presentation and adoption of the budget by the Board. This calendar of events shall conform to all dates set out in statute and shall be reviewed and adopted by the Board annually. The chief school administrator shall prepare a tentative budget and shall confer with the principals, department heads, board committees and other district personnel, as necessary, to make the tentative budget realistic. 

The Board may call upon key personnel to discuss those portions of the budget that concern their areas of District operations. 

The budget should evolve primarily from the District's goals and schools' current needs, but shall also consider the data collected in long-range budget planning. In preparing budget requests, the responsible administrator shall include the following costs by program area. 

A. Staff 

B. Textbooks, equipment and supplies 

C. Cost and maintenance of facilities and equipment 

D. Other costs associated with the operation of each program 

The District's operating budget, when presented to the Board for review, shall contain: 

A. The proposed expenditure for each line item requested for the ensuing year; 

B. The anticipated expenditure for each existing line item in the current school year; 
      C. The actual expenditure for each then-existing line item from the immediately completed school year;

D. A description of each line item; 

E. An estimate of the pupil population for the coming school year by grade; 

F. The current pupil population by grade; 

G. An estimate of the staff needed for the coming school year by grade and/or by subject; 

H. Actual staff for the current year; 

I. Anticipated revenue by sources and amounts; 
      J. Amount of surplus anticipated at the end of the current school year including accumulated surplus;
      K. All other expenses projected for the coming year, anticipated for the present year, and incurred in the preceding year, on the district level;

L. Projected impact on tax rate. 

The Board may submit a separate budget proposal or proposals to the voters for additional general fund tax levies, which may be in excess to that which has been determined necessary for all students to have an opportunity to achieve the core curriculum content standards and a thorough and efficient education. The Board shall adopt any such questions by a recorded roll call majority vote of the full Board. 

Since the budget is the legal basis on which the school tax rate is established, the annual school budget process is an important means of communication within the school organization and with District residents. 

The community shall be notified of and encouraged to attend all Board meetings at which preliminary budget discussions will be held. The legally required public hearing on the proposed budget shall be held after the budget has been approved by the county superintendent of schools, and within the statutorily prescribed timelines. 

The annual budget proposal must be adopted by a roll call majority vote of the full membership of the Board. Once adopted, the proposal represents the position of the Board, and all reasonable means shall be employed by the Board to present and explain that position to all community residents and taxpayers. 

The proposed budget as accepted by the Board shall be set forth in detail, using the form prescribed by the state department of education, and shall be made available to the public as required by law. A brochure may be published to explain the annual school budget and will be distributed to District taxpayers, if the Board of Education deems it necessary. 

The brochure should include: 

A. A summary of the proposed expenditures and anticipated revenues; 
      B. General information which may enable district taxpayers to understand the proposed budget better; for example, present and projected school enrollments and assessed valuations, state aid, and teachers' salaries;

C. An explanation of significant changes in the budget; 

D. An explanation of the tax impact of the proposed budget. 

All Board members are expected to attend the public hearing on the budget. 


Legal References: 

N.J.S.A. 18A:7F-1 et seq. Comprehensive Education Improvement and Financing Act of 1996 
N.J.S.A. 18A:13-17, -19, -23 Submission of budget; annual regional school election ... 
N.J.S.A. 18A:22-7, -8 through -13 Preparation of budgets ... 
N.J.S.A. 18A:22-8.6 Transportation (budget line item)/hazardous routes 
N.J.S.A. 18A:22-14 Fixing appropriations to be made; notice of intent to appeal (Type I districts) 
N.J.S.A. 18A:22-25 Borrowing against appropriations on notes (Type I districts) 
N.J.S.A. 18A:22-26 through -31 Type II district with board of school estimate; determination; certification and raising of appropriations; notice of intent to appeal amount of appropriation ... 
N.J.S.A. 18A:22-32, -33 Type II districts without board of school estimate; determination of appropriation N.J.S.A. 19:60-1 School elections, adjustments, ballots 
N.J.A.C. 6A:8-1.1 et seq. Standards and Assessment 
N.J.A.C. 6A:23-8.1 et seq. Annual Budget Development, Review and Approval 
N.J.A.C. 6A:23-9.4 Per pupil calculation, notification and caps (charter schools) 
N.J.A.C. 6A:23-9.5 Enrollment counts payments process and aid adjustment (charter schools) 

See particularly: 

N.J.A.C. 6A:23-9.6 Financial requirements (charter schools) 
N.J.A.C. 6A:10A-1.1 et seq. Improving Standards-Driven Instruction and Literacy and Increasing Efficiency in Abbott School Districts 

See particularly: 

N.J.A.C. 6A:10A-8.1 through -8.2 
N.J.A.C. 6A:26-10.1 et seq. Lease Purchase and Lease Agreements 
N.J.A.C. 6A:30-1.1 et seq. Evaluation of the Performance of School Districts 
Abbott v. Burke, 149 NJ 195 (1999) 
Manual for the Evaluation of Local School Districts

First Reading: October 23, 2008
Adopted: November 20, 2008

3160 - Transfer of Funds Between Line Items/Amendments/Purchases Not Budgeted

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Transfer of Funds Between Line Items/Amendments/Purchases Not Budgeted 
 Number: 3160 
 Status:  Active
 Legal:  
 Adopted: 05/29/2008 
 Last Revised: 05/29/2008 
 Last Reviewed:  

POLICY No. 3160
BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
Instructional Operations
TRANSFER OF FUNDS BETWEEN LINE ITEMS/
AMENDMENTS/PURCHASES NOT BUDGETED


Appropriate fiscal controls shall ensure that the Board does not spend more than authorized funds. The School Business Administrator/Board Secretary shall keep the Board informed of the district’s financial status according to law.

Except as otherwise provided by law, the Board of Education designates the Chief School Administrator to approve budget transfers that are necessary between the meetings of the Board. Transfers approved by the Chief School Administrator or his/her designee shall be reported to the board, ratified by a majority of the full board and duly recorded in the minutes at a subsequent meeting of the board, but not less than monthly.

Surplus funds may be transferred into the budget by the same majority vote of the full membership of the Board of Education.

Funds may not be transferred among the major categories without voter approval.

When the necessity arises for an unbudgeted expenditure, and there are no available funds in other line items in the same category, the procedures required by the Administrative Code shall be initiated. 




First Reading: March 27, 2008
Adopted: May 29, 2008


Legal Reference: NJSA 18 A:17-9
NJSA 18 A: 18A-7
NJSA 18 A: 22-8.1
NJSA 18 A: 22-8.2
NJSA 18 A: 24-54
NJAC 6:8-4.3 (a) 10v
NJAC 6:20-2.13

3220/3230 - State Funds/Federal Funds

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: State Funds/Federal Funds 
 Number: 3220/3230 
 Status:  Active
 Legal:  
 Adopted: 11/20/2008 
 Last Revised: 11/20/2008 
 Last Reviewed:  

POLICY No. 3220/3230
BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
Instructional Operations
STATE FUNDS/FEDERAL FUNDS

Each year, when it is believed that the District is eligible for federal and/or state assistance under the provisions of public laws, application for said assistance may be submitted so long as acceptance of the funds does not include conditions contrary to the policies of the Board of Education. The Chief School Administrator shall inform the Board about specific assurances which may be required in addition to those addressed in this policy, and will provide the required language for Board adoption. 

When the law requires the development and implementation of administrative procedures for submitting state and federal financial reports, with specified time schedules, the Chief School Administrator and Business Administrator/Board Secretary shall ensure that the staff has properly completed the reports, and that in each instance, the reports have been submitted within the specified time. 

The regular operating budget must include amounts anticipated to be received from State and/or Federal sources, and a listing of projects describing how this money will be spent. These recommendations for expenditures will be approved by the Board, before projects are submitted. 

If additional amounts become available during the year, additional projects will be recommended to the Board and, with its approval, added to the budget. 

Maintenance of Effort 

The Board of Education will maintain a combined fiscal effort per pupil, or aggregate expenditures of state and local funds, with respect to the provision of the public education for the preceding fiscal year, that is not less than the required amount of the combined fiscal effort per pupil, or the aggregate expenditures for the second preceding fiscal year. 

Equivalence 

To be in compliance with the requirements of federal law, the Board of Education directs the Chief School Administrator to assign staff, and distribute curriculum materials and instructional supplies to the schools in such a way that equivalence of personnel and materials is ensured among the schools. 

Supplement not Supplant 

Federal funds shall be used for supplementary services only, and shall not be used to replace services that the District would supply eligible pupils, if State and Federal funds were not available. 

Parent/Guardian Participation 

The District shall implement parent/guardian consultation and participation, advisory councils, etc., as mandated for the specific program. 

Control of Equipment 

Title to and control over equipment and/or property purchased with federal funds shall be maintained in accordance with the pertinent federal regulations. The Chief School Administrator shall develop written procedures outlining federal ownership and District use, loan, loss and disposal of such equipment/property for public and private/nonpublic schools. 

Special Education Medicaid Initiative (SEMI) Program 

The Chief School Administrator or designee shall ensure that the District follows all required procedures to maximize its revenue from reimbursements under the Special Education Medicaid Initiative (SEMI) Program. This Program allows the District to recover a portion of the cost of certain health-related services considered medically necessary in a student’s Individualized Education Program (IEP), including evaluation services, physical, occupational and speech therapy, and specialized transportation services. 

Procedures to be followed are included in the SEMI Provider Handbook, found at www.state.nj.us/treasury/administration/SemiMac.htm. These procedures include maximizing the return rate of parental consent forms for all SEMI eligible students. 

In accord with the Family Education Rights and Privacy Act (FERPA), the District shall obtain the parent/guardian’s informed written consent prior to any disclosures of personally identifiable information from education records, including health information, to the Medicaid program for Medicaid claim submission. 

All supporting documentation for Medicaid claims shall be maintained on file, and available for State or Federal audit, for at least seven years from the date of service. Records shall fully document the basis upon which claims for reimbursement are made. 

Legal References:

N.J.S.A. 10:5-1 et seq. Law Against Discrimination 
See particularly: 
N.J.S.A. 10:5-31 through -35 
N.J.S.A. 18A:18A-1 et seq. Public Schools Contracts Law 
N.J.S.A. 18A:19-1 et seq. Expenditure of Funds; Audit and Payment of Claims 
N.J.S.A. 52:32-44 Business registration for providers of goods and services (definitions) 
N.J.A.C. 6A:7-1.8 Equity in employment and contract practices 
N.J.A.C. 6A:23-1.2 Definitions 
N.J.A.C. 6A:23-2.6 Supplies and equipment 
N.J.A.C. 6A:23-6.1et seq. Purchase and Loan of Textbooks 
N.J.A.C. 6A:23-7.1et seq. Management of Public School Contracts 
N.J.A.C. 6A:27-9.1et seq. Contracting for Transportation Services 
N.J.A.C. 6A:30-1.1et seq. Evaluation of the Performance of School Districts 
N.J.A.C. 6A:32-14.1 Review of mandated programs and services 
20 U.S.C.A. 1681 et seq. - Title IX of the Education Amendments of 1972 
42 U.S.C.A. 2000e et seq. - Title VII of the Civil Rights Act of 1964 as amended by the Equal Employment Opportunities Act of 1972 
29 U.S.C.A. 794 et seq. - Section 504 of the Rehabilitation Act of 1973 
Manual for the Evaluation of Local School Districts 


First Reading: October 23, 2008
Adopted: November 20, 2008

3250 - Income From Fees, Fines, Charges

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Income From Fees, Fines, Charges 
 Number: 3250 
 Status:  Active
 Legal:  
 Adopted: 11/20/2008 
 Last Revised: 11/20/2008 
 Last Reviewed:  

POLICY No. 3250
BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
Instructional Operations
INCOME FROM FEES, FINES, CHARGES

All charges to elementary and secondary pupils shall be kept at a minimum. Materials used by pupils in art, industrial arts, and home economics in projects that are to be taken home may be charged to the pupils. No pupil shall be caused to suffer embarrassment because of financial inability to participate in any activity or project under control of the District. 

Reasonable charges for admission to school-sponsored athletic events shall be approved by the board on recommendation of the Chief School Administrator. 

The Chief School Administrator shall oversee preparation of a schedule of fines for lost or damaged textbooks and/or equipment. The same schedule shall apply to nonpublic school pupils who lose or damage textbooks loaned to them.

Legal References: 

N.J.S.A. 18A:34-1 Textbooks; selection; furnished free with supplies; appropriations 
N.J.S.A. 18A:34-2 Care and keeping of textbooks and accounting 
N.J.S.A. 18A:37-3 Liability of parents or guardian of minor for damage to property 
N.J.S.A. 18A:58-37.3 Purchase and loan of textbooks 
N.J.A.C. 6A:23-2.14 Student activity funds 
N.J.A.C. 6A:23-2.15 School store business practice 
N.J.A.C. 6A:23-6.6 Charge for textbook loss or damage 
Ballato v. Long Branch Board of Education 1990 S.L.D. (August 20)


First Reading: October 23, 2008
Adopted: November 20, 2008 

3260/3270 - Sale and Disposal of Books, Equipment and Supplies; Sale Licensing and Rental of Property

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Sale and Disposal of Books, Equipment and Supplies; Sale Licensing and Rental of Property 
 Number: 3260/3270 
 Status:  Active
 Legal:  
 Adopted: 11/20/2008 
 Last Revised: 11/20/2008 
 Last Reviewed:  

POLICY No. 3260/3270
BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
Instructional Operations
SALE AND DISPOSAL OF BOOKS, EQUIPMENT AND SUPPLIES;
SALE, LICENSING AND RENTAL OF PROPERTY



The Board believes that the efficient administration of the District requires the disposition of property and goods no longer necessary for the maintenance of the educational program or the operation of the school district. The Board shall direct the chief school administrator to review periodically all District property and shall authorize the disposition by sale, licensing, rental or donation of any property not required for school purposes. 

The school business administrator shall develop rules for the disposition of property that ensure that all sales are conducted in a fair and open manner consistent with the public interest, and in compliance with law. 

Any District property designated for donation or unsold after such offer may be offered without cost to charitable or nonprofit organizations having a use for such property.

Supplies and equipment for specific programs, purchased with funds granted by the state and federal government, shall be disposed of in strict accordance with applicable law and regulations. 

Legal References: 

N.J.S.A. 18A:7F-7(e) Appropriation by school district of undesignated fund balance; amounts allowable 
N.J.S.A. 18A:18A-45 Manner and method of sale (personal property) 
N.J.S.A. 18A:20-2 Purchase and sale of property in general 
N.J.S.A. 18A:20-5 Disposition of property and title of purchaser 
N.J.S.A. 18A:20-6 Sale at public sale; exceptions 
N.J.S.A. 18A:20-7 Sale at fixed minimum prices; rejection of bids 
N.J.S.A. 18A:20-8.1 Transfer of land for vocational school purposes; resolution; procedure 
N.J.S.A. 18A:20-8.2 Lease of land, or part or all of school building not necessary for school purpose 
N.J.S.A. 18A:20-9 Conveyance of unneeded real estate for nominal consideration; qualified recipients; reversion 
N.J.S.A. 18A:20-9.1 Conveyance of certain sewer lines to a municipality 
N.J.S.A. 18A:20-9.2 Sale of school property to nonprofit schools for the handicapped 
N.J.S.A. 54:4-3.6 Exemption of property of nonprofit organizations 
N.J.A.C. 6A:26-7.4 Approval for the disposal of land





First Reading: October 23, 2008
Adopted: November 20, 2008

3280 - Gifts, Grants and Bequests

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Gifts, Grants and Bequests 
 Number: 3280 
 Status:  Active
 Legal:  
 Adopted: 11/20/2008 
 Last Revised: 11/20/2008 
 Last Reviewed:  

POLICY No. 3280
BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
Instructional Operations
GIFTS, GRANTS AND BEQUESTS

Only the Board of Education may accept for the school district any bequest or gift of money, property or goods, except that the Chief School Administrator may accept on behalf of the Board any such gift of less than $250.00 in value. 

The Board reserves the right to refuse to accept any gift that does not contribute to the achievement of district goals or could deplete the resources of the district. 

Any gift accepted by the Board or the Chief School Administrator shall become the property of the Board, may not be returned without the approval of the Board, and is subject to the same controls and regulations as are other properties of the Board. The Board shall be responsible for the maintenance of any gift it accepts. 

The Board will make every effort to honor the intent of the donor in its use of the gift, but reserves the right to use any gift it accepts in the best interest of the educational program of the District. In no case shall acceptance of a gift be considered to be an endorsement by the Board of a commercial product or business enterprise or institution of learning. 

Grants 

Staff members are encouraged to seek out sources of grants and gifts, and bring them to the attention of the Chief School Administrator, who shall investigate the conditions of such grants and make recommendations to the board regarding the advisability of seeking them. 

Educational Foundation 

An educational foundation is created for the purpose of soliciting and raising monetary gifts and donations for the school district. A foundation is governed by a board of directors that shall recommend expenditures of funds in educational areas not ordinarily covered by the school budget and in accordance with criteria in its bylaws. Members of the Brick Township Board of Education and/or the administration shall not serve on the board of directors of an educational foundation for the Brick Township Public Schools. Policies and regulations on gifts to the District shall apply to funds raised by the foundation. 

Legal References: 

N.J.S.A. 18A:6-33.1 through -33.12 Incentive Grants 
N.J.S.A. 18A:18A-15.1 Payment for goods or services; funds received from a bequest, legacy or gift 
N.J.S.A. 18A:20-4 Acceptance and use of gifts 
N.J.S.A. 18A:20-11 through -16 Property devised in trust 
N.J.S.A. 18A:29A-1 through -7 Governor's Annual Teacher Recognition Act 
N.J.S.A. 18A:71A-1 et seq. Authority Structure and General Provisions 
N.J.S.A. 18A:71B-1 et seq. Student Financial Aid 
N.J.S.A. 18A:71C-1 et seq. Student Loans 
N.J.A.C. 6A:26-7.4 Approval of land acquisition

First Reading: October 23, 2008
Adopted: November 20, 2008

3292 - Investments

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Investments 
 Number: 3293 
 Status:  Active
 Legal:  
 Adopted: 04/19/1983 
 Last Revised: 04/19/1983 
 Last Reviewed:  

POLICY __ No. 3292
BRICK TOWNSHIP BOARD OF EDUCATION Business


INVESTMENTS



All funds held in reserve by the Board – including the surplus revenue from the sale of bonds, and loans in anticipation of the sale of bonds – shall be invested by the Board in order to obtain a maximum return without jeopardy to the principal amount.

The School Business Administrator acting within the law, shall purchase certificates of deposit or U.S. Government securities, repurchase agreements, or place district funds in a Board approved interest bearing account and sell such securities or withdraw such funds as she/he deems best suits the interests of the Board. The Secretary shall report monthly to the Board regarding such investments.


(723)
Revised







Reference: 17:9-41, 17:12B-241; 18A:24-47; 40:3-7.1a, 40:5-7.1; 40A:5-14




Date Adopted: April 19, 1983
Date Revised:

3293 - Depository

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Depository 
 Number: 3293 
 Status:  Active
 Legal:  
 Adopted: 04/19/1983 
 Last Revised: 04/19/1983 
 Last Reviewed:  

POLICY __ No. 3293
BRICK TOWNSHIP BOARD OF EDUCATION Business


DEPOSITORY



The Board shall designate one or more local banks, at the annual organizational meeting, as the depository or depositories for school district moneys. Thereafter, all the district’s moneys shall be deposited in named depositories only. Upon depositing therein, the official Custodian shall be relieved from liability for any loss thereof which may be caused by reason of such deposits.


(744)





Date Adopted: April 19, 1983
Date Revised:

3312.2 - Purchasing Jointly

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Purchasing Jointly 
 Number: 3312.2 
 Status:  Active
 Legal:  
 Adopted: 04/19/1983 
 Last Revised: 04/19/1983 
 Last Reviewed:  

POLICY __ No. 3312.2
BRICK TOWNSHIP BOARD OF EDUCATION Business


PURCHASING JOINTLY



The Board encourages the administration to seek advantages in savings that may accrue to this district through the coordinated purchase of work, equipment or supplies with the governing body of this municipality; the use of cooperative or joint purchasing agreements with another school district(s); and the purchase of any supplies or equipment under contracts entered into by the State Treasury Department, Division of Purchase and Property.

Cooperative or joint purchases require an agreement approved by the Board and the participating contracting body(s) which shall specify categories of equipment and supplies to be purchased; the manner of advertising for bids and awarding of contracts; the method of payment by each participating party and such other matters as may be deemed necessary to carry out the purpose of the agreement. Such agreements are subject to legal bidding requirements; however, purchases through state contracts may be made without bid.


(727)


Reference: 18A:18A-10 et seq



Date Adopted: April 19, 1983
Date Revised:

3313.1 - Local Purchasing

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Local Purchasing 
 Number: 3313.1 
 Status:  Active
 Legal:  
 Adopted: 04/19/1983 
 Last Revised: 04/19/1983 
 Last Reviewed:  

POLICY __ _ No. 3313.1
BRICK TOWNSHIP BOARD OF EDUCATION Business


LOCAL PURCHASING



The Board believes in patronizing local businessmen; therefore, in the purchasing procedure, when proposals are equal the contract or purchase order may be awarded to the firm whose location is within the boundaries of the school district when such other factors freight charges, maintenance service or promptness of delivery are a factor..

(728)
Revised

Reference: 18A:18A-15(b)


Date Adopted: April 19, 1983
Date Revised:

3320 - Concepts & Roles in Business & Non-Instructional Operations: Goals and Objectives

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Purchasing Procedures 
 Number: 3320
 Status:  Active
 Legal:  
 Adopted:  11/20/2008
 Last Revised:  11/20/2008
 Last Reviewed:  


POLICY No. 3320
BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-

Instructional Operations
PURCHASING PROCEDURES

The Board of Education wishes to establish and carry out a careful system of purchasing and accounting to help provide an effective program of education while guarding against loss due to carelessness, inefficiency, theft, or improper maintenance of records.

The duties of purchasing are to be centralized under the School Business Administrator, who shall be familiar with and perform all his/her activities within the limitations prescribed by law, Board policy and legal opinions.

The Board of Education encourages the administration to seek advantages in savings through joint agreements for the purchase of work, materials or supplies with the governing body(ies) of other contracting units within this county or adjoining counties or by other cooperative pricing arrangements. The administration shall also evaluate any savings, which may result from the purchase of any materials, supplies or equipment under contracts entered into by the state treasury department, division of purchase and property.

The Board may use competitive contracting instead of public bidding for purchasing specialized goods and services, the price of which exceeds the bid threshold, for the purposes and with the conditions specified in law.

All purchases shall be approved by resolution of the Board.

Nothing is to be ordered independently by school personnel.

The Board of Education shall not knowingly enter into contract with any company that does not subscribe to and implement a policy of non-discrimination. The Board Secretary shall be responsible for so informing all prospective suppliers of work or materials.

Legal References:

N.J.S.A. 10:5-1 et seq. Law Against Discrimination
See particularly:
N.J.S.A. 10:5-31 through -35
N.J.S.A. 18A:18A-1 et seq. Public Schools Contracts Law
N.J.S.A. 18A:19-1 et seq. Expenditure of Funds; Audit and Payment of Claims
N.J.S.A. 52:32-44 Business registration for providers of goods and services (definitions)
N.J.A.C. 6A:7-1.8 Equity in employment and contract practices
N.J.A.C. 6A:23-1.2 Definitions
N.J.A.C. 6A:23-2.6 Supplies and equipment
N.J.A.C. 6A:23-6.1et seq. Purchase and Loan of Textbooks
N.J.A.C. 6A:23-7.1et seq. Management of Public School Contracts
N.J.A.C. 6A:27-9.1et seq. Contracting for Transportation Services
N.J.A.C. 6A:30-1.1et seq. Evaluation of the Performance of School Districts
N.J.A.C. 6A:32-14.1 Review of mandated programs and services
20 U.S.C.A. 1681 et seq. - Title IX of the Education Amendments of 1972
42 U.S.C.A. 2000e et seq. - Title VII of the Civil Rights Act of 1964 as amended by the Equal Employment


Opportunities Act of 1972
29 U.S.C.A. 794 et seq. - Section 504 of the Rehabilitation Act of 1973
Manual for the Evaluation of Local School Districts

First Reading: October 23, 2008
Adopted: November 20, 2008

3321 - Purchases Not Budgeted

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Purchases Not Budgeted 
 Number: 3321 
 Status:  Active
 Legal:  
 Adopted: 04/19/1983 
 Last Revised: 04/19/1983 
 Last Reviewed:  

POLICY __ _ _ No. 3321
BRICK TOWNSHIP BOARD OF EDUCATION Business


PURCHASES NOT BUDGETED



The following policy will be employed for budgeted items that would exceed the amount appropriated, if purchased:
      a. If the amount does not exceed $500, the School Business Administrator may place the order provided a sufficient amount then exists in unencumbered funds.

      b. If the amount is more than $500 but less than $4,500, the School Business Administrator may place the order upon the approval of the Superintendent.



(726)
Revised




Reference: 18A:18A-1 et seq

Date Adopted: April 19, 1983
Date Revised:

3323 - Purchase Subject to Bid

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Purchase Subject to Bid 
 Number: 3323 
 Status:  Active
 Legal:  
 Adopted: 04/19/1983 
 Last Revised: 04/19/1983 
 Last Reviewed:  

POLICY __ _ _ No. 3323
BRICK TOWNSHIP BOARD OF EDUCATION Business


PURCHASE SUBJECT TO BID



The following policy is adopted for the guidance of the administrative staff in identifying those items for which competitive bids must be obtained, to insure compliance with state statutes and to delegate the authority necessary to conduct the bidding procedures in an orderly and efficient manner.

All supplies, equipment and services procured by the district whether by purchase, contract or agreement including acquisition by sale, lease, exchange, discount, negotiation, mortgage, pledge, lien, issue or reissue or any other voluntary transaction for consideration creating an interest in property not made by contract or agreement be subject to bidding whenever the aggregate value of such purchase exceeds $9,000 within one fiscal year unless exempted by law.

Bid specifications may be prepared by the School Business Administrator, or his designee. Each bid specification shall indicate the Board’s right to reject all bids and to re-advertise and to accept reasonable equivalents. The School Business Administrator is authorized to advertise for bids in accordance with statutory procedures without prior approval of the Board whenever she/he deems it necessary, but shall inform the Board of this action at the meeting next following such action. Records shall be kept in sufficient detail to show that a reasonable number of qualified vendors were invited to bid.

The School Business Administrator, or his designee, is authorized to open publicly before one or more witnesses at a time and place designated by him/her, but she/he may not commit the Board to the award of a contract based upon the bids submitted. The School Business Administrator shall report on the bids received at a meeting of the Board. Contracts shall be awarded to the lowest responsible and responsive bidder upon resolution of the Board unless the Board chooses to reject all bids, to re-advertise, or to purchase under a state contract.


(724)
Revised

Reference: 2A:135-6; 18A:18A-1 et seq

Date Adopted: April 19, 1983
Date Revised:

3326 - Payment for Goods and Services

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Payment for Goods and Services 
 Number: 3326 
 Status:  Active
 Legal:  
 Adopted: 11/20/2008 
 Last Revised: 11/20/2008 
 Last Reviewed:  

POLICY No. 3326
BRICK TOWNSHIP BOARD OF EDUCATION Business


PAYMENT FOR GOODS AND SERVICES


Before warrants signed by the President, Board Secretary and Treasurer of School Moneys may be issued in payment of bills or claims, the bill or claim must be properly audited and approved according to law. 

In general, bills or claims shall be audited by the Board Secretary and approved by resolution of the Board. However, in order to provide for the prompt payment to which vendors are entitled, and which leads to more effective competitive bidding and provision of services to the District, claims duly audited by the Board Secretary for items previously approved by the Board or provided for in the budget may be approved by the Chief School Administrator or the Board President. Such payments shall be reported to the Board at the next regular meeting. Items not previously approved by the Board, or provided for in the budget, must be audited by the Board Secretary and presented for Board approval. 

Purchase Orders 

The District will carefully monitor payments for invoice amounts to insure that payment amounts do not exceed the amount approved on the purchase order. 

Financial Systems to Avoid Over-Payments 

Pursuant to N.J.A.C. 6A:23A-6.10, the District will program its financial systems to avoid over-payments by (1) limiting system access so that only appropriate staff may make purchase order adjustments, (2) reject adjustments in excess of any established approved thresholds, (3) prevent unauthorized changes to be processed, (4) reject payments where the sum of the invoice amount plus any previous invoices charged to the purchase order exceeds the sum of the original purchase order, (5) reject duplicate invoice numbers.

Legal References: 

N.J.S.A. 18A:19-1 Expenditure of funds on warrant only; requisites 
N.J.S.A. 18A:19-2 Requirements for payment of claims; audit of claims in general 
N.J.S.A. 18A:19-3 Verification of claims 
N.J.S.A. 18A:19-4 Audit of claims, etc., by secretary; warrants for payment 
N.J.S.A. 18A:19-4.1 Account or demand; audit; approval 
N.J.S.A. 18A:19-9 Compensation of teachers, etc., payrolls 
N.J.S.A. 18A:22-8.1 Transfer of amounts among line items and program categories 
N.J.A.C. 6A:23-2.9 Petty cash funds 
N.J.A.C. 6A:23A-6.10 Financial system and payment approval process 


First Reading: October 23, 2008
Adopted: November 20, 2008

3326.1 - Payroll Authorization

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Payroll Authorization 
 Number: 3326.1 
 Status:  Active
 Legal:  
 Adopted: 03/09/2006 
 Last Revised: 03/09/2006 
 Last Reviewed:  

POLICY No. 3326.1
BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
Instructional Operations
PAYROLL AUTHORIZATION


The wages and period of performance, whether by the hour, day, week, month or year of each employee shall, when approved by the Board, be entered upon the minutes thereof before the employee shall become eligible for payment. The resignation, nonrenewal, leave without pay, retirement or discharge of any employee during the period of his/her employment contract shall also be entered in the minutes of the Board. This policy shall apply to summer school and adult school as well.

The minute book shall provide sufficient information in the case of contracted personnel to enable the Secretary to calculate the intended gross earning per pay period. The minute book shall provide sufficient information in the case of noncontract personnel to enable the Secretary to determine gross earnings per unit period of time employed.

The Superintendent is authorized to employ substitutes in professional and nonprofessional positions, as so required, provided each such substitute has been placed on an approved list by prior action of the Board.

No employee may claim pay for overtime worked unless the employee received prior approval from the Business Administrator to do such work, and all such pay must be approved by the School Business Administrator.

In the event an employee is overpaid, the Board of Education authorizes the Business Administrator to notify the employee in writing of the overpayment and request a refund of the overpaid monies within 90 days. If an employee fails to refund the said monies to the Board of Education within 90 days of written notice, the Board of Education authorizes the Business Administrator to begin legal proceedings to recoup the amount of overpayment.



Date Adopted: April 19, 1983
Date Revised First Reading: January 19, 2006
Date Adopted: March 9, 2006

3326.2 - Payroll Deductions

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Payroll Deductions 
 Number: 3326.2 
 Status:  Active
 Legal:  
 Adopted: 04/19/1983 
 Last Revised: 04/19/1983 
 Last Reviewed:  

POLICY __ _ _ No. 3326.2
BRICK TOWNSHIP BOARD OF EDUCATION Business


PAYROLL DEDUCTIONS

The Board may in its discretion act in behalf of individual employees to deduct a certain amount from the employee’s paycheck and remit an equal amount to an agent designated by the employee. It is the purpose of this policy to designate those purposes not otherwise mandated by law for which the Board is willing to act in behalf of an employee.

No deduction may be made from the wages of an employee except for federal income tax, social security, N.J. Income Tax, N.J. Unemployment Assistance and N.J. Emergency Transportation Tax without proper authorization by the N.J. Division of Pensions; all other deductions are authorized only by the employee.

The Board declares its willingness to enter into the following voluntary payroll agreements with any of its employees, subject to the below listed conditions, whereby the employee permits a deduction to be made in the employee’s salary for the purpose stated and the Board remits such amounts deducted for one or more of the following purposes to the specified agency:
      a. Organization dues – remitted to the employee organization office, provided such organization has been officially recognized by the Board. (52:14-15.9e)

b. Disability Insurance – remitted to the insurer.
      c. Summer payment plan – remitted to an interest bearing savings account approved annually by the Board.

d. Government bonds – remitted to authorized depository.

e. Tax sheltered annuity – remitted to authorized agent or agents.

f. Employee Federal Credit Union – remitted to credit union.

Any such agreement shall comply with all provisions of the law and may be terminated as the law provides upon notice, in writing, by either party.

It shall be clearly understood that the Board’s responsibility with regard to the above deductions shall be the withholding and remittance of the employee’s funds only.(733)
Revised




Reference: NJAC 6:20-2.9




Date Adopted: April 19, 1983
Date Revised:

3326.3 - Payroll Remittance

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Payroll Remittance 
 Number: 3326.3 
 Status:  Active
 Legal:  
 Adopted: 04/19/1983 
 Last Revised: 04/19/1983 
 Last Reviewed:  

POLICY No. 3326.3
BRICK TOWNSHIP BOARD OF EDUCATION Business



PAYROLL REMITTANCE


The Board authorizes the use of automated procedures for the preparation of the district’s payroll following the approval of such procedures and associated forms by the State Department of Education, Division of Business and Finance.

The Secretary and President of the Board must authorize monthly the payroll for subsequent remittance. One voucher-order check may be drawn for the total amount of each payroll and credited to the payroll account for dispersal by the Custodian.

All contract employees shall be paid on the 15th and 30th of each month during the term of their contract, except as otherwise provided in an agreement of this Board.

Extra pay for extra service will be paid at the nearest pay day at the completion of the services rendered and authorized by the Board.

(734)
Revised


Date Adopted: April 19, 1983
Date Revised:

3327 - Relations With Vendors

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Relations With Vendors 
 Number: 3327 
 Status:  Active
 Legal:  
 Adopted: 11/20/2008 
 Last Revised: 11/20/2008 
 Last Reviewed:  

POLICY No. 3327
BRICK TOWNSHIP BOARD OF EDUCATION Business


RELATIONS WITH VENDORS


The Board of Education wishes to maintain good working relations with vendors who supply materials and services to the school system. Constructive efforts by the Administration to seek the advice and counsel of vendors about how to improve such relationships are encouraged. 

In the schools, vendors shall be seen by appointment only. Vendors who call upon a school shall be governed by policy #1250. Teachers or supervisors of instruction, who have invited vendors to call, should notify the principal's office in advance so that proper courtesies may be extended. 

No agents, canvassers, or vendors shall have access to teachers during their classes. No business concern, which solicits or gains business through the school system, shall use school facilities for this purpose. 

Nondiscrimination 

All vendors shall supply assurances that they do not practice discrimination as described in the administrative code. All vendors shall be informed that harassment of any kind of district pupils or employees by their representatives is prohibited. 

Honest and Ethical Relations with Vendors; Pay-to-Play Restrictions 

The District shall maintain honest and ethical relations with vendors and shall guard against favoritism, improvidence, extravagance and corruption in its contracting processes and practices. The school board will not vote upon, or award a contract in the amount of $17,500 or greater to any business entity, which has made a reportable contribution to a member of the District Board of Education during the previous one-year period. Such contributions, to any member of the school board, from any entity doing business with the District are prohibited during the term of the contract, including contributions by a vendor’s spouse or child, or contributions by any person having an interest in the business entity. Disclosure of contributions shall be made when contracts are required by law to be publicly bid. However, these limitations do not apply when a district emergency requires the immediate delivery of goods or services. 

Strategies to Avoid Excessive Professional Services Expenditures 

The Board will seek to avoid excessive professional services expenditures, such as by: 

A. establishing a maximum dollar limit, for budgetary purposes, 
      B. following state legal requirements and procedures to obtain the highest quality services at a fair and competitive price; and
      C. limiting professional services contracts to non-recurring or specialized work for which the District does not possess adequate in-house resources or expertise.

Prudent Use of Legal Services 

To ensure the prudent and cost-effective use of legal services, the District will limit and designate the 

persons with the authority to request services or advice from contracted legal counsel. Legal counsel will 
not be used unnecessarily to make management decisions, or to obtain readily available information such as District policies. Requests for legal advice shall be made in writing. Contact logs and records shall be kept and reviewed to determine that the requests for legal advice are necessary. Advance payments for legal services are prohibited. Services shall be described in detail and invoices for payment shall be itemized. Payment shall only be for services actually provided. 

Legal References: 
N.J.S.A. 10:5-1 et seq. Law Against Discrimination 

See particularly: 

N.J.S.A. 10:5-31 through -35 
N.J.S.A. 18A:6-8 Interest of school officers, etc., in sale of textbooks or supplies, royalties 
N.J.S.A. 18A:11-1 General mandatory powers and duties 
N.J.S.A. 18A:12-2 Inconsistent interests or office prohibited 
N.J.S.A. 18A:12-21 et seq. School Ethics Act 
N.J.S.A. 18A:18A-1 et seq. Public Schools Contracts Law 
N.J.S.A. 18A:54-20 Powers of board (county vocational schools) 
N.J.S.A. 52:32-44 Business registration for providers of goods and services 
N.J.A.C. 6A:7-1.8 Equality in employment and contract practices 
N.J.A.C. 6A:23A-6.3 Accountability regulations 
N.J.A.C. 6A:28-1.1 et seq. School Ethics Commission 
N.J.A.C. 6A:30-1.1 et seq. Evaluation of the Performance of School Districts 
N.J.A.C. 6A:32-14.1 Review of mandated programs and services 
Manual for the Evaluation of Local School Districts 
Comprehensive Equity Plan, New Jersey State Department of Education 


First Reading: October 23, 2008
Adopted: November 20, 2008

3330 - Payment of Claims

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Payment of Claims 
 Number: 3330 
 Status:  Active
 Legal:  
 Adopted: 04/19/1983 
 Last Revised: 04/19/1983 
 Last Reviewed:  

POLICY No. 3330
BRICK TOWNSHIP BOARD OF EDUCATION Business



PAYMENT OF CLAIMS


It is the policy of the Board that only claims submitted on an approved voucher form, verified by the School Business Administrator that materials have been received or services rendered and duly audited by the Secretary, may be submitted to the Board for authorization to pay, except the Secretary is permitted to make payment of interest on bonds, payment to redeem bonds as they become due, payments for which a discount can be realized and progress payments to contractors upon the approval of the supervising administrator.

The check register showing to whom each check was written, date and amount shall be available at the meeting of the Board for review by the Board or Public.

The Board authorizes the Business Administrator/Board Secretary, the President and the Custodian of School Moneys to utilize a signature plate. Separate signature plates shall be utilized.


Reference: 2a: 135-5; 18A:18A-18, 18A:19-1 et seq



Date Adopted: April 19, 1983
Date Revised:

3400 - Accounts

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Accounts 
 Number: 3400 
 Status:  Active
 Legal:  
 Adopted: 11/20/2008 
 Last Revised: 11/20/2008 
 Last Reviewed:  

POLICY No. 3400
BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
Instructional Operations
ACCOUNTS


Generally Accepted Accounting Principles 

The Chief School Administrator shall ensure that generally accepted accounting principles (GAAP) are applied in preparing the budget and keeping all accounts of the District in accordance with code and statute. 

Legal References: 

N.J.S.A. 18A:4-14 Uniform system of bookkeeping for school districts 
N.J.S.A. 18A:17-8 Secretary; collection of tuition and auditing of accounts 
N.J.S.A. 18A:17-35 Records of receipts and payments 
N.J.S.A. 18A:22-8 Contents of budget; program budget system 
N.J.S.A. 18A:34-2 Care and keeping of textbooks and accounting 
N.J.A.C. 6A:23-2.1 et seq. Double Entry Bookkeeping and GAAP Accounting in Local School Districts 
N.J.A.C. 6A:23-8.1 et seq. Annual Budget Development, Review and Approval 
Manual for the Evaluation of Local School Districts 
Handbook 2R2 - Financial Accounting for Local and State School Systems 



First Reading: October 23, 2008
Adopted: November 20, 2008

3430 - Reports

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Reports 
 Number: 3430 
 Status:  Active
 Legal:  
 Adopted: 04/19/1983 
 Last Revised: 04/19/1983 
 Last Reviewed:  

POLICY No. 3430
BRICK TOWNSHIP BOARD OF EDUCATION Business



REPORTS


The Board takes cognizance of the legal obligation on the part of the Secretary and the Custodian to report to this body monthly on the financial condition of the school district in the manner and form prescribed by the State Department of Education.

It is the policy of the Board that the Secretary furnish each member and the Superintendent within two days prior to the regularly scheduled monthly meeting a summary statement of major line items and revenues received to date in the following form:

Account Number
Description
Encumbered this year ($)
Extended this year ($)
Appropriation ($)
Unencumbered balance ($)

The Secretary shall also report monthly to each principal in the same form with regard to funds allocated to his building.

In the event the Secretary’s Report and the Custodian’s Report differ with regard to cash receipts or expenditures, the Secretary shall take all possible actions within his/her authority to resolve the difference, but if said difference cannot be rectified by the next regular Board meeting, the matter shall be referred to the District Auditor.

(752)


Reference: 18A:17-9



Date Adopted: April 19, 1983
Date Revised:

3434 - Audit

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Audit  
 Number: 3434 
 Status:  Active
 Legal:  
 Adopted: 04/19/1983 
 Last Revised: 04/19/1983 
 Last Reviewed:  

POLICY No. 3434
BRICK TOWNSHIP BOARD OF EDUCATION Business



AUDIT


The Board recognizes the legal requirement for a full annual audit of all funds under its auspices and its obligation to present the audit finding to the public.

It is policy of this Board that the audit findings and recommendations be discussed by the auditor with the Board and its administrative staff, and the Board take prompt action to implement the recommendations of the auditor.

The Secretary shall prepare a summary of the audit for public presentation at the meeting of the Board to take action thereon, which summary shall include: 
      a. Comparison of combined sheet of current and capital funds, current and preceding year

      b. Comparison of expenditures current and preceding year
      b. Auditor’s recommendations.
                                          (753)


Reference: 18A:23-2, 23-3



Date Adopted: April 19, 1983
Date Revised:

3440 - Inventories

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Inventories 
 Number: 3440 
 Status:  Active
 Legal:  
 Adopted:  11/20/2008
 Last Revised:  11/20/2008
 Last Reviewed:  

POLICY No. 3440
BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
Instructional Operations
INVENTORIES


The Board Secretary shall maintain an accurate and complete inventory of all buildings, fixed equipment and contents, and their value, in order to offer proof of loss in the event of an insurance claim and to provide a continuous chain of accountability. 

The inventory shall be updated to reflect new equipment and shall be verified in a cycle to coincide with the re-issuance of insurance policies. Loss of any portable capital equipment of $2,000/unit value or more shall be reported to the Board. Consumable supplies shall be maintained on a continuous inventory basis. 

Major discrepancies in inventories which are not resolved by proper accounting procedures shall be reported to the Board. 

The Board shall determine when it is necessary to hire an outside service to assist in appraisal. 

Legal Reference: 

N.J.S.A. 18A:11-2 Power to sue and be sued; reports; census of school children 
3530 Insurance management 
3570 District records and reports 



First Reading: October 23, 2008
Adopted: November 20, 2008

3450 - Money in School Buildings

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Money in School Buildings 
 Number: 3450 
 Status:  Active
 Legal:  
 Adopted: 11/20/2008 
 Last Revised: 11/20/2008 
 Last Reviewed:  

POLICY No. 3450
BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
Instructional Operations

MONEY IN SCHOOL BUILDINGS



All funds from athletic events or other activities of pupil organizations collected by school district employees and by pupil treasurers under the auspices of the Board shall be handled and accounted for pursuant to prudent business procedures and rules of the state board of education. 

The principal/designee shall be responsible for the receipt and deposit of all funds collected in his/her school and shall administer an accounting system for all such moneys. 

In no case shall money be left overnight in schools except in the school safe provided for safekeeping of valuables. 

Lost money shall be replaced by the person responsible. 

Legal References: 

N.J.S.A. 18A:17-34 Receipt and disposition of moneys 
N.J.S.A. 18A:19-13 Petty cash funds 
N.J.S.A. 18A:19-14 Funds derived from pupil activities 
N.J.S.A. 18A:23-2 Scope of audit 
N.J.A.C. 6A:23-2.9 Petty cash fund 
N.J.A.C. 6A:23-2.14 Student activity funds 
N.J.A.C. 6A:23-2.15 School store business practices


First Reading: October 23, 2008
Adopted: November 20, 2008

3451 - Petty Cash

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Petty Cash 
 Number:  3451
 Status:  Active
 Legal:  
 Adopted:  11/20/2008
 Last Revised:  11/20/2008
 Last Reviewed:  

POLICY No. 3451
BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
Instructional Operations
PETTY CASH



The Board of Education authorizes establishment of imprest petty cash accounts by resolution annually. 

Funds are to be used for emergencies and small purchases only and not to subvert the intent of the regular purchasing procedures or for routine expenditures. No single expenditure shall exceed the amount determined by the Board in its resolution, and all expenditures must be authorized by the designated individual. 

All disbursements from petty cash shall be reported at the next regular monthly meeting of the Board. All petty cash funds shall be established by Board-approved voucher, and all unused cash is to be returned to the depository at the close of each fiscal year.

Legal References: 

N.J.S.A. 18A:19-13 Petty cash funds 
N.J.S.A. 18A:23-2 Scope of audit 
N.J.A.C. 6A:23-2.9 Petty cash fund 



First Reading: October 23, 2008
Adopted: November 20, 2008

3453 - School Activity Funds

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: School Activity Funds 
 Number: 3453 
 Status:  Active
 Legal:  
 Adopted: 11/20/2008 
 Last Revised: 11/20/2008 
 Last Reviewed:  

POLICY No. 3453
BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
Instructional Operations
SCHOOL ACTIVITY FUNDS



School activity funds (funds derived from pupils' activities) shall be audited annually along with other District funds and shall be administered, expended, and accounted for according to rules of the state board of education. 

The pupil activity funds for each school shall be kept in separate accounts, supervised by the building principal*. Separate and complete records shall be maintained for each pupil organization. All receipts from pupil fund-raising projects, athletic events, and other events for which admission is charged will be deposited promptly. Bank deposits shall agree with the receipts in the case receipt book and shall be traceable to definite receipts or groups of receipts. 

Disbursements must be made by check signed by the building principal and supported by a claim, bill or written order to persons supervising the fund. Checks shall bear two or more authorized signatures. All disbursements shall be recorded chronologically showing the date, vendor, check number, purpose and amount. 

Borrowing from the pupil activity accounts is prohibited. 

An account shall be submitted monthly to the Board Secretary and shall include a listing of all receipts and disbursements. Book balances shall be reconciled with bank balances. Cancelled checks and bank statements shall be retained for examination as part of the annual audit required by law and code.



Legal References: 

N.J.S.A. 18A:19-14 Funds derived from pupil activities 
N.J.S.A. 18A:23-2 Scope of audit 
N.J.A.C. 6A:23-2.1et seq. Double Entry Bookkeeping and GAAP Accounting in Local 

See particularly: School Districts 

N.J.A.C. 6A:23-2.14(c) 


First Reading: October 23, 2008
Adopted: November 20, 2008

3510 - Operation and Maintenance of Plant

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Operation and Maintenance of Plant 
 Number: 3510  
 Status:  Active
 Legal:  
 Adopted: 11/20/2008 
 Last Revised: 11/20/2008 
 Last Reviewed:  

POLICY No. 3510
BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
Instructional Operations
OPERATION AND MAINTENANCE OF PLANT


The Board of Education is responsible for providing school facilities that are safe from hazards; sanitary; properly equipped, lighted and ventilated; and aesthetically suited to promoting the goals of the District. School buildings and site accommodations shall include provisions for individuals with disabilities pursuant to law and regulations. 

The Chief School Administrator shall develop and enforce detailed regulations for the safe and sanitary operation of the buildings and grounds. The regulations shall be reviewed and adopted by the Board, and explained to all staff annually at the beginning of each school year and when any changes are made. 

The Chief School Administrator and Board Secretary shall develop a multiyear comprehensive maintenance plan for Board approval, to be updated annually. 

Integrated Pest Management 

The New Jersey School Integrated Pest Management Act of 2002 requires schools to implement a school integrated pest management policy. As per this policy, each local school board of a school district, the Chief Administrator of a public school, and each Principal of a public school as appropriate, shall implement Integrated Pest Management. 

(IPM) procedures to control pests and minimize exposure of children, faculty, and staff to pesticides. 

Brick Township Public Schools has developed and will maintain an IPM plan as part of the school’s policy. 

Integrated pest management procedures in schools 

Implementation of IPM procedures will determine when to control pests and whether to use mechanical, physical, cultural, biological or chemical methods. Applying IPM principles prevents unacceptable levels of pest damage by the most economical means and with the least possible hazard to people, property, and the environment. 

Each school shall consider the full range of management options, including no action at all. Non-pesticide pest management methods are to be used whenever possible. The choice of using a pesticide shall be based on a review of all other available options and a determination that these options are not effective or not reasonable. When it is determined that a pesticide must be used, low impact pesticides and methods are preferred and shall be considered for use first. 

Development of IPM plans 

The school IPM plan is a blueprint of how Brick Township Public Schools will manage pests through IPM methods. The school IPM plan states the school’s goals regarding the management of pests and the use of pesticides. It reflects the school’s site-specific needs. The IPM plan shall provide a description of how each component of the school IPM policy will be implemented at the school. The Chief School Administrator, in collaboration with the school building administrator, shall be responsible for the development of the IPM plan for their school. 

IPM Coordinator 

The Brick Township Board of Education shall designate an integrated pest management coordinator, who is responsible for the implementation of the school integrated pest management policy. 

Education /Training 

The school community will be educated about potential pest problems and IPM methods used to achieve the pest management objectives. 

The IPM Coordinator, other school staff and pesticide applicators involved with implementation of the school IPM policy will be trained in appropriate components of IPM as it pertains to the school environment. 

Students, parents/guardians will be provided information on this policy and instructed on how they can contribute to the success of the IPM program. 

Record keeping 

Records of pesticide use shall be maintained on site to meet the requirements of the state regulatory agency and the school board. 

Records shall also include, but are not limited to, pest surveillance data sheets and other non-pesticide pest management methods and practices utilized. 

Notification/Posting 

The Chief School Administrator of Brick Township Public Schools is responsible for timely notification to students’ parents or guardians and the school staff of pesticide treatments pursuant to the School IPM Act. 

Re-entry 

Re-entry to a pesticide treated area shall conform to the requirements of the School IPM Act. 

Pesticide applicators 

The IPM coordinator shall ensure that applicators follow state regulations, including licensing requirements and label precautions, and must comply with all components of the School IPM Policy. 

Evaluation 

Annually the Chief School Administrator will report to the local school board on the effectiveness of the IPM plan and make recommendations for improvement as needed. 

The Board directs the Chief School Administrator to develop regulations/procedures for the implementation of this policy.

Legal References: 

N.J.S.A. 13:1F-19 through -33 “School Integrated Pest Management Act” 
N.J.S.A. 18A:17-49 through -52 Buildings and grounds supervisors to be certified educational facilities managers 
N.J.S.A. 18A:22-8 Contents of budget; program budgeting system 
N.J.S.A. 34:5A-1 et seq. Worker and Community Right to Know Act 
N.J.S.A. 34:6A-25 et seq. New Jersey Public Employees Occupational Safety and Health Act 
N.J.A.C. 5:23 Barrier free subcode of the uniform construction code 
N.J.A.C. 6A:26-12.1 et seq. Operation and Maintenance of Facilities 

See particularly: 

N.J.A.C. 6A:26-12.2(a)1, 2 
N.J.A.C. 6A:30-1.1 et seq. Evaluation of the Performance of School Districts 
N.J.A.C. 6A:32-12.1 Reporting requirements 
N.J.A.C. 7:30-13.1 et seq. Integrated Pest Management 
Manual for the Evaluation of Local School Districts 


First Reading: October 23, 2008
Adopted: November 20, 2008

3512 - Pest Management

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Pest Management 
 Number: 3512 
 Status:  Active
 Legal:  
 Adopted: 05/20/2004 
 Last Revised: 05/20/2004 
 Last Reviewed:  

POLICY No. 3512
BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
Instructional Operations


PEST MANAGEMENT

The New Jersey School Integrated Pest Management Act of 2002 requires districts to implement a school integrated pest management policy that includes an Integrated Pest Management Plan. In accordance with the requirements of the Act, the Board shall ensure implementation of Integrated Pest Management (IPM) procedures to control pests and minimizing exposure of children, faculty, and staff to pesticides. These procedures shall be applicable to all school property in the Brick Township School District.

IPM Coordinator (IPMC)

The Superintendent of Schools or his/her designee shall be designated as the District’s Integrated Pest Management Coordinator (IPMC) and is responsible for the implementation of school integrated pest management policy.

Integrated Pest Management Procedures in Schools

Implementation of Integrated Pest Management (IPM) procedures will determine when to control pests and whether to use mechanical, physical, cultural, biological or chemical methods. Applying IPM principles prevents unacceptable levels of pest damage by the most economical means and with the least possible hazard to people, property, and the environment.

The Integrated Pest Management Coordinator (IPMC) shall consider the full range of management options, including no action at all. Non-pesticide pest management methods are to be used whenever possible. The choice of using a pesticide shall be based on a review of all other available and a determination that these options are not effective or not reasonable. When it is determined that a pesticide must be used, low impact pesticides and methods are preferred and shall be considered for use first.

Development of IPM Plans

The Superintendent, in collaboration with the school Building principal(s) and the IPMC, shall be responsible for the development of the IPM Plan for the School District. The School District's Integrated Pest Management (IPM) Plan is a blueprint of how the School District will manage pests through IMP methods. The School District's IPM Plan will state the School District's goals regarding the management of pests and the use of pesticides for all School District property. The Plan will reflect the School District's site-specific needs and a description of how each component of the School District's Integrated Pest Management Policy and Regulation will be implemented for all school property.

Education/ Training

The school community will be educated about potential pest problems and IPM methods used to achieve the pest management objectives.

The IPMC other school staff, and pesticide applicators involved with implementation of the district’s IPM policy will be trained in appropriate components of IPM as it pertains top the school environment.

Students and parents/guardians will be provided information on this policy and instructed on how they can contribute to the success of the IPM program.

Record Keeping

Records of Pesticide use shall be maintained on site to meet the requirements of the State regulatory agency and the Board.

Records shall also include, but are not limited to, pest surveillance data sheets and other non-pesticides pest management methods and practices utilized.

Notification/Posting

The Building principal of each school, working with the IPMC, is responsible for timely notification to students, parents or legal guardians and the school staff of, pesticide treatments pursuant to the School Integrated Pest Management Act.

Re-entry

Re-entry to a pesticide treated area shall confirm to the requirements of the School Integrated Pest Management Act.

Pesticide Applicators

The IPMC shall ensure that applicators follow State regulations, including licensing requirements and label precautions, and must comply with all components of the School Integrated Pest Management Policy.

Evaluation

The Superintendent will report annually to the Board on the effectiveness of the IPM plan and make recommendations for improvement as needed.

The School District's Integrated Management Plan, Policy and Regulation shall be implemented not later than June 12, 2004. The Board directs the Superintendent to develop Regulation/Procedures for the implementation of the School Integrated Pest Management Plan.

N.J.S.A. 13:1F-19 through 13:1F-33


First Reading: April 22, 2004
Date Adopted: May 20, 2004


A. Definitions
    1. “Commissioner” means the Commissioner of Environmental Protection.

    2. “Department” means the Department of Environmental Protection.
    3. “Integrated Pest Management Coordinator” or “coordinator” means an individual who is knowledgeable about integrated pest management systems and has been designed by the Board, as the Integrated Pest Management Coordinator (IPMC) pursuant to the New Jersey Integrated Pest Management Act. The IPMC is authorized to perform the statutory IPM responsibilities of the Board of Education.
    4. “Low Impact Pesticide” means any pesticide or pesticidal active ingredient alone, or in combination with inert ingredients, that the United States Environmental Protection Agency has determined is not of a character necessary to be regulated pursuant to the “Federal Insecticide, Fungicide, and Rodenticide Act”, 7 U.S.C.s.136 et seq. and that has been exempted from the registration and reporting requirements adopted pursuant to that act; any gel; paste; bait; antimicrobial agent such as a disinfectant used as a cleaning product; boric acid; disodium octoborate tetrahydrate; silica gels; diatomaceous earth; microbe-based insecticides such as bacillus thringiensis; botanical insecticides, not including synthetic pyrethroids, without toxic synergists; and biological, living control agents.
    5. “Pesticide” means substance or mixture of substances labeled, designed, intended for or capable of use in preventing, destroying, repelling, sterilizing or mitigating any insects, rodents, nematodes, predatory animals, fungi, weeds and other forms of plant or animal life or viruses, except viruses on or in living man or other animals. “Pesticide” shall also include any substance or mixture of substances labeled, designed or intended for use as a defoliant, desiccant or plant regulator.
    6. “Plan” means the school district’s goals regarding the management of pests and the use of pesticides on all school property. The plan shall be developed in accordance with the requirements of N.J.S.A. 13:1f-19 through 33.
    7. “School” means any public or private as defined in N.J.S.A. 18A:1-1.
    8. “School Integrated Pest Management Policy” means a managed pest control policy that eliminates or mitigates economic, health, and aesthetic damage caused by pests in schools; that delivers effective pest management, reduces the volume of pesticides used to minimize the potential hazards posed by pesticides to human health and the environment in schools; that uses integrated methods, site or pest inspections, pest population monitoring, an evaluation of the need for post control, and one or more pest control methods, including sanitation, structural repair, mechanical and biological controls, other non-chemical methods, and when non-chemical options are ineffective or unreasonable, allows the use of a pesticide, with a preference toward first considering the use of a low impact pesticide for schools.
9. “School pest emergency” means an urgent need to mitigate or eliminate a pest that threatens the health or safety of a student or staff.
    10. “School property” means any area inside and outside of the school buildings controlled, management, or owned by the school district.
    11. “Staff member” means an employee of the school district, including administrators, teachers, and other persons regularly employed by the school district, but shall not include an employee hired by the school district or the State to apply a pesticide or a person assisting in the application of a pesticide.
    12. “Universal notification” means notice provided by the school district to all parents or legal guardians of children attending a school, and staff members of the school district.

B. Integrated Pest Management Coordinator (IPMC)

The Chief School Administrator or his/her designee shall be designated the Integrated Pest Management Coordinator (IPMC) of the school district. The Integrated Pest Management Coordinator (IPMC) shall:
    1. Maintain information about individual schools, the school district’s Integrated Pest Management Policy, and about pesticide applications on the school property of the schools within the school district;
    2. Act as a contact for inquiries about the School Integrated Pest Management Policy; and
    3. Maintain material safety data sheets, when available, and labels for all pesticides that are used on the school property or in the schools in the district.

C. Maintenance of Records of Pesticide Application; Notices of Policy

The IPMC shall request from the pesticide applicator and shall maintain records of pesticide applications used on school property or for each school in the school district for three years after the application, and for five years after the application of a pesticide designed to control termites, and on request, shall make the data available to the public for review.

A notice of the school district’s Integrated Pest Management Policy shall be included in school calendars or another form of universal notification to pupils and parent(s) or legal guardian(s). The notice shall include:
    1. The school district’s Integrated Pest Management Policy;
    2. A list of any pesticide that is in use or that has been used in the last twelve months or school district property at each school location;

3. The name, address and telephone number of the Integrated Pest Management Coordinator of (IPMC) of the school district;
    4. A statement that:
        a. The IPMC maintains the product label and material safety data sheet, when available, of each pesticide that may be used on school property;

        b. The label and data sheet is available for review by a parent, legal guardian, staff member, or student attending the school; and 

        c. The Integrated Pest Management Coordinator (IPMC) is available to parents, legal guardians, and staff members for information and comment.

    5. The time and place of any Board meetings that will be held to adopt the School Integrated Pest Management Policy; and

    6. The following statement:

    “As part of school pest management plan, the School District may use pesticides to control pests. The United States Environmental Protection Agency (EPA) and the New Jersey Department of Environmental Protection (DEP) register pesticides to determine that the use of a pesticide in accordance with instructions printed on the label does not pose an unreasonable risk to human health and the environment. Nevertheless, the EPA and DEP cannot guarantee that registered pesticides do not pose any risk to human health, thus unnecessary to pesticides should be avoided. The EPA has issued the statement hat where possible, persons who potentially sensitive, such as pregnant women, infants and children, should avoid unnecessary exposure.”

    After the beginning of each school year, the IMPC, in conjunction with the Building Principal(s), shall provide this notice to each new staff member who employed during the school year and to the parent(s) or legal guardian(s) of each new student enrolled during the school year.

D. Permitted use of Certain Pesticides: Notice

It if is determined that a pesticide, other than a low impact pesticide, must be used on school property, the pesticide may be used only in accordance with the requirements of N.J.S.A. 13:1F-25.
    1. The Principal, upon prior notice from the IPMC, shall provide to a parent or legal guardian of each student enrolled a the school and each staff member of school, at least seventy-two hours before a pesticide, other than a low impact pesticide, is used on school property. The notice shall include:
        a. The common name, trade name, and federal Environmental Protection Agency registration number of the pesticide;

        b. A description of the location of the application of the pesticide; 

        c. The date and time of application, except that, in the case of outdoor pesticide applications, one notice shall include three dates, in chronological order, on which the outdoor pesticide applications may take place if the preceding date is cancelled;

        d. A statement that the Office of Pesticide Programs of the United States Environmental Protection Agency has stated: “Where possible, persons who potentially are sensitive, women infants, and children, should avoid any unnecessary pesticide exposure”:

        e. A description of potential adverse effects of the pesticide on the material safety data sheet, if available, for the pesticide:

        f. A description of the reasons for the application of the pesticide;

        g. The name and telephone number of the school district’s IPMC; and

        h. Any additional label instruction and precautions related to public safety.

    2. The school district’s Integrated Pest Management Policy;
        a. Written notice sent home with the pupil and provided to each staff member;

        b. A telephone call; 

        c. Direct Consent;

        d. Written notice mailed at least one week before the application: or

        e. Electronic mail.

    3. If the date of the application of the pesticide must be extended beyond the period required for notice under this section, the Board shall reissue the notice required under D.1. above for the new date of application.

E. Posting of Sign to Use of Certain Pesticides

At least seventy-two hours before a pesticide, other than a low impact pesticide, is used on school property, the IPMC shall post a sign that provides notice of the application of the pesticide in a prominent place that is in or adjacent to the location to be treated and at each entrance to the building or school ground to be treated.

A sign required for the application of a pesticide shall:
    1. Remain posted for at least seventy-two hours after the end of the treatment

    2. Be at least 8-1/2 inches by 11 inches; and

    3. State the same information as that required for prior notification of the pesticide application pursuant to Section D.1. of this Regulation.
In the case of outdoor pesticide applications, each sign shall include three dates, in chronological order, on which the outdoor pesticide application may take place if the preceding date is canceled due to weather. A sign shall be posted after an outdoor pesticide application in accordance with 1, 2 and 3 above.

The requirement imposed pursuant to this section shall be in addition to any requirements imposed pursuant to the “Pesticide Control Act of 1971,”P.L. 1971, c. 176 (C13:1F-1 et seq.), and any rules or regulations adopted pursuant thereto.

F. Applicability of Notice and Posting Requirements

The provisions of Sections D and E of this Regulation shall apply if any person applies a pesticide, other than a low impact pesticide, on school property, including a custodian, staff member, or commercial applicator. These provisions shall apply o a school during the school year, and during holidays and the summer months, only if the school is in use by children during those periods. During those periods, notices shall be provided to all staff members and the parents or legal guardians of the students that are using the school in an authorized manner.

G. Emergency Use of Certain Pesticides

A pesticide, other than a low impact pesticide, may be applied on school property in response to an emergency, without complying with the provisions of Sections D and E of this Regulation, provided the following requirements are met:


    1. The Building Principal shall, upon prior notice from the IMPC and within twenty-four hours after the application or on the morning of the next school day, provide to each parent or legal guardian of pupils enrolled a the school, and staff members of the school, notice of the application of the pesticide for emergency pest control that includes:
        a. The information required for a notice under Section D of this Regulation;

        b. A description of the problem and the factors that qualified the problem as an emergency that threatened the health or safety of a student or staff member; and

        c. If necessary, a description of the steps that will be taken in the future to avoid emergency application of a pesticide to this section.

The district may provide notice required in G.1 above by:
    1. Written notice sent home with the pupil and provided to staff members:.

    2. A telephone call;
    3. Direct contact; or

    4. Electronic mail.

When a pesticide is applied pursuant to this section, the IPMC shall post a sign warning of the pesticide application at the time of the application of the pesticide in accordance with the provisions of Section E of this Regulation.

If there is an application of a pesticide pursuant to this section, the IPMC shall modify the School Integrated Pest Management Plan of the school district if necessary, to minimize the future emergency applications of pesticides under this section.

A pesticide, other than a low impact pesticide, shall not be applied on school property where students are expected to be present for academic instruction or for organized extracurricular activities prior to the time prescribed for re-entry to the application site by the United States Environmental Protection Agency on the pesticide label, except that if not specific numerical re-entry time is prescribed on a pesticide label, such a pesticide, other than a low impact pesticide, shall not be applied on school property where pupils are expected to be present for academic instruction or for organized extra-curricular activities within seven hours of the application.

A pesticide, other than a low impact pesticide, shall not be applied in a school building when students are present. Students may not be present in an untreated portion of a school building being treated unless the area being treated with a pesticide, other than a low impact pesticide, is served by a separate ventilation system and is separated from the untreated area by smoke or fire doors.


A low impact pesticide may be applied in areas of a school building where pupils will not contact treated areas until sufficient time is allowed for the substance to dry or settle, or after the period of time prescribed for re-entry or ventilation requirements on the pesticide label has elapsed.

The requirements of this section shall not apply when pesticides are applied on school property for pupil instructional purposes or by public health officials during the normal course of their duties.

H. Immunity from Liability Commercial Pesticide Applicator

A commercial pesticide applicator shall not be liable to any person for damages resulting from the application of a pesticide at a school if the damages are solely due to the failure of the IPMC to provide the notice required prior to the application of a pesticide pursuant to the provisions of sections 7, 8, 9, or 10 of P.L. 2002, c. 117 (C.13;1F-25, C.13:1F-26, C.13.1F-27 or C.13:1F-28).

I. Development, Availability of Form for Certifying Compliance

The Department of Environmental Protection shall develop and make available to commercial pesticide applicators a form that a commercial pesticide applicator may request an Integrated Pest Management Coordinator (IPMC) to sign prior to the application of a pesticide, other than a low impact pesticide, on school property. The form developed pursuant to this section shall set forth a certification by the Integrated Pest Management Coordinator (IPMC) that the notice and posting requirements for the application of a pesticide established pursuant to Sections D and E of this Regulation, or the posting requirement pursuant to Section G of this Regulation, as appropriate, have met compliance requirements. Upon being presented by a commercial pesticide with a form pursuant to this section, the signatures of the Integrated Pest Management Coordinator (IPMC) shall be required as a condition application of the pesticide.

The Department of Environmental Protection may issue an administrative order against a local School Board that fails to adopt and implement a pesticide use and school Integrated Pest Management Policy in compliance with the provisions of N.J.S.A. 13:1F-32.

The Commissioner shall adopt, pursuant to the provisions of the “Administrative Procedure Act,” P.L. 1968, c410 (C52:14B-1 et seq.), such rules or regulations as are necessary to implement the provisions of the School Integrated Pest Management Act.

3514 - Equipment

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Equipment 
 Number: 3514 
 Status:  Active
 Legal:  
 Adopted: 11/20/2008 
 Last Revised: 11/20/2008 
 Last Reviewed:  

POLICY No. 3514
BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
Instructional Operations
EQUIPMENT


Equipment purchased by the Board of Education is intended for support of the educational program. 

The Chief School Administrator shall oversee the maintenance of all district educational and non-educational equipment in safe working condition. No employee or pupil shall use equipment found unsafe. Equipment use during school hours shall be properly supervised by appropriate teaching staff. 

Specific items of equipment may be loaned or rented for community use after a written request is made to and approval granted by the Chief School Administrator. The user of district-owned equipment shall be fully liable for any damage or loss occurring to the equipment during the period of its use. He/she shall be responsible for its safe return. 

When equipment authorized for loan requires the services of an operator, the user shall employ the services of a person designated by the district and shall pay such costs as have been set for his/her hire. 

The Board shall not be responsible for any loss, damage or injury liability or expense that may arise during or be caused in any way by such use of district equipment. 

School equipment may be removed from school property by pupils or staff members only when such equipment is necessary to accomplish tasks arising from their school or job responsibilities. The consent of the principal is required for such removal. 

Removal of school equipment from school property for personal use is prohibited. 

Legal References: 

N.J.S.A. 18A:11-1 General mandatory powers and duties 
N.J.S.A. 18A:20-34 Use of schoolhouse and grounds for various purposes 
N.J.S.A. 18A:54-20 Powers of board (county vocational schools) 
N.J.A.C. 6A:26-12.2 Policies and procedures for school facility operation 


First Reading: October 23, 2008
Adopted: November 20, 2008

3515 - Smoking Prohibition

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Smoking Prohibition 
 Number: 3515 
 Status:  Active
 Legal:  
 Adopted: 11/20/2008 
 Last Revised: 11/20/2008 
 Last Reviewed:  

POLICY No. 3515
BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
Instructional Operations
SMOKING PROHIBITION


To promote the health and safety of all students and staff and to promote the cleanliness of school grounds, the Board prohibits all smoking or use of tobacco products in all school facilities and on all school grounds at all times. Definitions of "school facilities" and "school grounds" shall be in accord with definitions in the administrative code. 

Notice of this policy shall be given at each school entrance and at appropriate locations on school grounds in accordance with law. Smoking shall not be permitted at any time in classrooms, lecture halls, auditoriums or anywhere else on school grounds. 

The principal of each school building is authorized to report violations, in accordance with law, to the board of health. Pupils and District employees who violate the provisions of this policy shall be subject to appropriate disciplinary measures. The Chief School Administrator shall prepare and the Board shall adopt regulations prohibiting smoking in all district buildings and on school grounds. 

Definition: For purposes of this policy, "smoking" means the burning of a lighted cigar, cigarette, pipe or any other matter or substance which contains tobacco. Chewing tobacco is also specifically prohibited by this policy. 

Legal References: 

N.J.S.A. 26:3D-55 et seq. New Jersey Smoke-Free Air Act 
N.J.S.A. 30:5B-5.3 Smoking in child care centers prohibited 
N.J.A.C. 6A:16-1.3 Definitions 
N.J.A.C. 6A:16-3.1(a)7 Establishment of comprehensive alcohol, tobacco and other drug abuse programs 
N.J.A.C. 6A:26-1.2 Definitions 
N.J.A.C. 6A:26-12.2(a)4 Policies and procedures for school facility operation 
No Child Left behind Act of 2001, Pub. L. 107-110, 20 U.S.C.A. 6301 et seq.


First Reading: October 23, 2008
Adopted: November 20, 2008

3515.1 - Use of School Telephones

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Use of School Telephones 
 Number: 3515.1 
 Status:  Active
 Legal:  
 Adopted: 04/19/1983 
 Last Revised: 04/19/1983 
 Last Reviewed:  

POLICY __ _ No. 3515.1
BRICK TOWNSHIP BOARD OF EDUCATION Business


USE OF SCHOOL TELEPHONES



The Superintendent or his/her designee shall establish regulations governing the use of telephone, such regulations restrict telephones to school use only, except for emergencies.

All “long distance” telephone calls (toll calls) shall be placed through the district’s switchboard operator, with the caller identifying him/herself and giving the date, the call destination, and number.

All personal outgoing calls shall be made through coin telephones, when available. When this is not possible, the person telephoning shall inform the switchboard operator, the office clerk or the secretary that a personal call is being made. All personal calls mus be paid for by the person telephoning and a record thereof made. It is preferred that personal calls be billed to the individual’s home telephone.

(773)

Date Adopted: April 19, 1983
Date Revised:

3516 - Safety

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Safety 
 Number: 3516 
 Status:  Active
 Legal:  
 Adopted: 08/10/2009 
 Last Revised: 08/10/2009
 Last Reviewed:  

POLICY No. 3516
BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
Instructional Operations
SAFETY

The Chief School Administrator shall develop rules governing school safety which shall include, but not be limited to: pupil safety in school; care of injured pupils; vehicle safety programs; plant safety including removal and/or encapsulation of asbestos; labeling and storage of hazardous substances; emergency procedures; pupil safety in transit to and from school; and eye protection. In addition, pupils shall be provided with safety instruction in accordance with the law. 

SAFETY COMMITTEE

The Chief School Administrator shall appoint a District Safety Coordinator and Safety Committee (including the Loss Control Representative from the Insurance provider), who shall:

1. Develop a Safety Manual which will be updated and published annually for the staff.

2. Review Administrative safety controls annually, with input sought from employees or experts on safety, and replaced if found to be ineffective.

3. Develop a schedule and name participants of self-inspection for the District. 

4. Follow up on hazard remediation. 

5. Review safety audits and comparisons to other districts at Committee meetings. Suggest improvements and analyze implementation.

6. Send the Minutes of the Committee to the Board of Education members and posted in all buildings of the District. 

7. Monthly safety newsletters shall be forwarded to the staff and an on-going Safety Awards Program shall be maintained. 

EMPLOYEE TRAINING

1. Essential functions of the position and physical requirements, based on the job description, shall be reviewed with all applicants.

2. All employees shall be trained within one month of hiring.

3. New jobs shall be evaluated for hazards and training conducted. 

4. Training drills shall be held as necessary and alterations made when appropriate.

5. Training documentation shall be maintained for each employee on proper safety measures, and a follow up with disciplinary procedures when employees do not conform to requirements.

6. Yearly training in the use of fire extinguishers shall be documented.

7. Physical Education staff shall have both First Aid and CPR certification.

8. A First Aid and CPR certified individual should be assigned to cafeteria/playground at all student occupied times.

9. Safety plans shall be reviewed yearly and the training of vital employees documented. The Board of Education shall review this plan each year.


PREVENTATIVE MEASURES

1. A PEOSH log shall be maintained for each building at all times.

2. A system for preventive maintenance for safety-sensitive equipment shall be in place and actively managed.

3. Documentation of weekly inspections of control valves shall be maintained.

4. Documentation of testing of all alarm systems shall be maintained.

5. The Community Use of School District facilities shall include the requirement for insurance with the appropriate indemnification.

6. All accidents shall be investigated by the supervisor. Directive details shall be disseminated regarding what to do if an accident occurs when the nurse or supervisor is not present.

7. Follow up with injured claimants shall be conducted to ensure that the best care is made available.

8. "Light duty" as a result of workers’ compensation shall be established. Light duty job descriptions shall be shared with the Insurance provider.

9. Students shall be reminded, as needed, during morning announcements and assemblies about safety concerns.


USE AND STORAGE OF HAZARDOUS SUBSTANCES

The Board shall not allow the use of any hazardous substances in or on any of the buildings or grounds of this District when children are present, except in emergencies. A list of substances that are legally exempted from this requirement can be obtained from the Chief School Administrator. 

The Chief School Administrator shall inform the Board when hazardous substances may be used when children are present, and the Board shall determine if an emergency situation exists and such use is warranted. 

If any hazardous substance is stored on any school site, the Chief School Administrator shall make available the hazardous substance fact sheet for that substance to any one who requests it. 

At least two days prior to the start of any construction activity involving hazardous substances, the Chief School Administrator shall post on a bulletin board at the school a notice that such construction will take place. The notice will state the activity to be conducted and the hazardous substance(s) to be used. 

The Chief School Administrator shall ensure that all parents/guardians receive a notice at least once a year informing them of the following: 

A. Any construction or other activities involving hazardous substances; 

B. Hazardous substances that may be stored at the school at various times throughout the year; 

C. Hazardous substance fact sheets for any of the hazardous substances being used or stored are available at the school. 

IMPLEMENTATION 

Rules and procedures implementing this policy shall be reviewed and adopted by the Board as required by law and shall be disseminated to staff and pupils annually, and whenever any changes are made. 

Legal References: 

N.J.S.A. 18A:6-2 Instruction in accident and fire prevention 
N.J.S.A. 18A:11-1 General mandatory powers and duties 
N.J.S.A. 18A:17-42 et seq. Public School Safety Law 
N.J.S.A. 18A:40-12.1, -12.2 Protective eye devices required for teachers, pupils and visitors in certain cases 
N.J.S.A. 18A:41-1 et seq. Fire Drills and Fire Protection 

See particularly: 

N.J.S.A. 18A:41-5 
N.J.S.A. 18A:42-1 Safety patrol by pupils 
N.J.S.A. 18A:54-20 Powers of board (county vocational schools) 
N.J.S.A. 34:5A-1 et seq. Worker and Community Right to Know Act 

See particularly: 

N.J.S.A. 34:5A-10.1 through -10.5 
N.J.S.A. 34:6A-25 et seq. New Jersey Public Employees Occupational Safety and Health Act 
N.J.A.C. 5:23 Barrier free subcode of the uniform construction code 
N.J.A.C. 6A:16-1.4 District policies and procedures 
N.J.A.C. 6A:19-10.1 et seq. Safety and Health Standards 
N.J.A.C. 6A:26-1.1et seq. Educational Facilities 


First Reading: July 23, 2009
Adopted: August 10, 2009

3517 - Damage and Vandalism

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Damage and Vandalism 
 Number: 3517 
 Status:  Active
 Legal:  
 Adopted: 04/19/1983 
 Last Revised: 04/19/1983 
 Last Reviewed:  

POLICY __ _ No. 3517
BRICK TOWNSHIP BOARD OF EDUCATION Business


DAMAGE AND VANDALISM



The Board believes that students should respect property and take pride in the schools of this district. Whenever a student has been found to have done willful and malicious damage to property of the Board the principal of the school shall notify the Superintendent. The Board will hold the student or his/her parents liable for the damage caused by him/her.

Should the police authorities report the names of any person or persons found responsible for damage to any property of the Board during hours school is not in session, the Secretary shall file, on behalf of the Board, a formal complaint against such person or persons, unless such complaint shall have already been filed by the police authorities.

(728)
Revised


Reference: 2A:122-10; 18A:34-2, 37-2, 37-3


Date Adopted: April 19, 1983
Date Revised:

3518 - Property Records

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Property Records 
 Number: 3518 
 Status:  Active
 Legal:  
 Adopted: 04/19/1983 
 Last Revised: 04/19/1983 
 Last Reviewed:  

POLICY __ _ No. 3518
BRICK TOWNSHIP BOARD OF EDUCATION Business


PROPERTY RECORDS



The School Business Administrator and Secretary shall develop procedures for conducting periodic inventories of school property and for maintaining a system of permanent records that accurately reflect the replacement value and location of the equipment.

The Board shall employ a professional appraisal firm about every ten (10) years, to conduct a complete physical survey of the replacement value of school property for insurance purposes and for record keeping. In the intervening years, the fixed assets records shall be updated by reference to purchase orders and inventory cards.

(763)

Reference: 18A:11-2b; NJAC 6:20-2.1, 6:20-2.4


Date Adopted: April 19, 1983
Date Revised:

3532 - Insurance

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Insurance 
 Number: 3532 
 Status:  Active
 Legal:  
 Adopted: 04/19/1983 
 Last Revised: 04/19/1983 
 Last Reviewed:  

POLICY __ _ No. 3532
BRICK TOWNSHIP BOARD OF EDUCATION Business


INSURANCE



The Board recognizes its responsibility under law to keep all insurable property of this school district, real and personal, insured for its replacement value against loss or damage by fire and has adopted as policy the extension of that coverage to windstorms, explosion, smoke, vandalism, boiler, burglary, and water damage as well.

It is the intention of the Board with respect to the insurance on all of its buildings and the contents thereof, to obtain the best possible protection, accurate accounting procedures, and to be as fair as possible to all insurance agencies. Quotations shall be received for the desired coverage’s and a writing agent or agents shall be selected on the basis of such quotations and other pertinent factors.

The foregoing policy shall also be employed as far as practical in securing the various other types of insurance coverage necessary for the legal and proper operation of the school system, including but not limited to: workmen’s compensation, insurance, automobile insurance, student accident insurance, employee bonds, liability insurance in an amount not less than $10,000,000 and multi-peril insurance at 90% insurance based on replacement value of buildings and equipment.

(754)
Revised


Reference: 18A:12-20; 16-6, 18A:-42(e), 20-25


Date Adopted: April 19, 1983
Date Revised:

3533 - Bonding

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Bonding 
 Number: 3533 
 Status:  Active
 Legal:  
 Adopted: 04/19/1983 
 Last Revised: 04/19/1983 
 Last Reviewed:  

POLICY __ _ No. 3533
BRICK TOWNSHIP BOARD OF EDUCATION Business


BONDING



In compliance with the law and in conformance with the business practices of the district, the surety bond requirements for employees shall be:

Custodian – Minimum specified in N.J.A.C. 6:3-1.5

Secretary – $10,000

All other employees – $5,000 (blanket bond)

(755)


Reference: 18A:17-6; 17-32, NJAC 6:3-1.5


Date Adopted: April 19, 1983
Date Revised:

3541.1 - Transportation Routes and Services

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Transportation Routes and Services 
 Number: 3541.1 
 Status:  Active
 Legal:  
 Adopted: 11/20/2008 
 Last Revised: 11/20/2008 
 Last Reviewed:  

POLICY No. 3541.1
BRICK TOWNSHIP BOARD OF EDUCATION Business


TRANSPORTATION ROUTES AND SERVICES

The Board of Education directs the Superintendent to supervise development of bus routes to provide safe, economical and reasonably expeditious transportation for: 

A. Pupils who live remote from the schoolhouse as defined by New Jersey law 
B. Educationally disabled pupils in accordance with their IEP 
C. Pupils participating in Board-approved extracurricular activities or field trips 
D. Pupils whose route to the school is deemed hazardous by the Board 
E. Other pupils as required by law. 

The criteria to be used in designing routes and assigning pupils to them shall include: 
A. The distance to be traveled to and from school 
B. The age and state of health of the child
C. The requirements of the instructional program 
D. The hazards involved on the route to be traveled. 

Transportation to and from school shall be provided as required by law to eligible non-public school pupils and to pupils attending charter schools. All pupils riding on District buses shall be required to observe the District's bus conduct regulations, or risk loss of the privilege of such transportation.

Students living more than one mile from their school of attendance, but who are not deemed remote as defined by New Jersey Law, shall receive courtesy bussing, when budget resources allow.

Bus stops shall be planned so that no child walks more than 1500 feet to their designated stop from their legal place of residence.

Routes for K-12 public school transportation shall not exceed 50 minutes in duration and routes for K-12 non-public school transportation shall not exceed 90 minutes in duration. Routes extending beyond county lines are permitted to exceed previously allowed maximums. 

The Chief School Administrator shall develop procedures for the safe drop-off of PreSchool and Kindergarten students so that a responsible party is available to accept delivery of the child. When no responsible party is available, the bus driver will contact the school and Transportation Office and return the child to school or Transportation Office where the child will need to be picked up by the parent/guardian. 

Buses, whether contracted or District-owned, shall be kept in optimum condition and shall conform to all state safety regulations. 

Bus routes must be acted upon by the Board and submitted to the county office. 

Transportation Along Hazardous Routes 

The Brick Township Board of Education is concerned with the safety of students who walk to and from school along roadways determined to be hazardous routes. The Superintendent shall work in conjunction with municipal officials to determine the criteria necessary for the classification of a hazardous route, and shall maintain a list of all hazardous routes in the District. The Superintendent shall develop rules and regulations to supply transportation for students who must walk to and from school along routes designated by the Brick Township School District to be hazardous routes. The criteria used to determine hazardous routes may include, but shall not be limited to, the following: 

A. Population density 
B. Traffic volume 
C. Average vehicle velocity
D. Existence or absence of sufficient sidewalk space
E. Roads and highways that are winding or have blind curves
F. Roads or highways with steep inclines and declines 
G. Drop-offs that are close proximity to a sidewalk 
H. Bridges or overpasses that must be crossed to reach the school 
I. Train tracks or trestles that must be crossed to reach the school 
J. Busy roads and highways that must be crossed to reach the school. 


Students who would otherwise be required to walk to and from school along routes designated as hazardous shall be included in the calculation of the District's regular vehicle capacity utilization. 

The current list of hazardous routes is as follows:

Listing of Right Side Restriction Streets (No Cross Roads)

Adamston Road Jordan Road
Brick Boulevard Lanes Mill Road
Burnt Tavern Road Laurel Avenue
Burrsville Road Mantoloking Road
Cedarbridge Avenue Maple Avenue
Chambers Bridge Road Midstreams Road
Cherry Quay Road Newton's Corner Road
Church Road Princeton Avenue
Coolidge Road Rt. 35 N/S
Drum Point Road Rt. 70
Herbertsville Road Rt. 88
Herborn Avenue Sally Ike Road
Hooper Avenue Van Zile Road
Jack Martin Boulevard

Legal References:
N.J.S.A. 18A:7F-25 Transportation aid 
N.J.S.A. 18A:22-8.6 Transportation (budget line item) 
N.J.S.A. 18A:36A-13 Transportation services (charter schools) 
N.J.S.A. 18A:39-1 et seq. Transportation To and From Schools
See particularly: 
N.J.S.A. 18A:39-1.2 through -1.9 
N.J.S.A. 18A:46-19.6 Transportation to location or maintenance of vehicular classrooms to obtain services; payment of cost 
N.J.S.A. 18A:46-23 Transportation of pupils; special classes; handicapped children; state aid 
N.J.S.A. 39:3-10.9 et al. New Jersey Commercial Drivers License Act 
N.J.S.A. 39:3-27 Free registration of certain vehicles; transfer to other motor vehicles 
N.J.A.C. 6A:27-1.1et seq. Student Transportation 
See particularly: 
N.J.A.C. 6A:27-1.1(b), -2.1, -3.1, -5.1, -6.2, -6.3, -6.4, -9.1(e), -11.1, -13.3 
N.J.A.C. 6A:30-1.1 et seq. Evaluation of the Performance of School Districts 
Parents for Student Safety, Inc., v. Morris Bd. of Ed., 1986 S.L.D. (February 5), St. Bd. rev'g 1984 S.L.D. (August 24), aff'd App. Div., unreported decision (docket no. A-3257-85-T7, decided February 17, 1987) certif. den. 108 N.J. 180 (1987) 
Wayne Board of Education v. Kraft et al., 139 NJ 597 (1995) 
Policies and Procedures Manual for Pupil Transportation, N.J. State Department of Education 
Manual for the Evaluation of Local School Districts 

First Reading: October 23, 2008
Adopted: November 20, 2008

3541.3 - Non-School Use of District Vehicles

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Non-School Use of District Vehicles 
 Number: 3541.3 
 Status:  Active
 Legal:  
 Adopted: 11/20/2008 
 Last Revised: 11/20/2008 
 Last Reviewed:  

POLICY No. 3541.3
BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
Instructional Operations
NON-SCHOOL USE OF DISTRICT VEHICLES


The Board has made the buildings and grounds of the District's public schools available for use, provided that in the opinion of the Chief School Administrator such use would not conflict with, impede or negatively affect the operation of any school-related activities, as per the Community Use of School Facilities Policy #1330. 

Further, the Board will make District buses available to groups of children and adults for transportation to and from municipal programs or events. 

The Chief School Administrator shall formulate administrative regulations in conformity with N.J.A.C. 6A:27-7.8 and all other pertinent law. These regulations shall provide for payment by the group of all or part of the costs incurred by the District in such use of its vehicles. The regulations will also refer to, without duplicating, all current regulations governing conduct of the public on and/or using school facilities. 

The Board shall approve the use of buses for all non-school purposes. 

Legal References: 

N.J.S.A. 18A:20-34 Use of schoolhouse and grounds for various purposes 
N.J.S.A. 18A:39-22 School buses; use by senior citizens, handicapped, and children and adults in certain municipal programs 
N.J.S.A. 18A:39-22.1 Use of school buses owned, leased or contracted by school district for transportation of certain handicapped adults 
N.J.A.C. 6A:27-7.2 Capacity 
N.J.A.C. 6A:27-7.8 Use of school buses other than to and from school and school related activities 



First Reading: October 23, 2008
Adopted: November 20, 2008

3541.31 - Privately Owned Vehicles

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: Privately Owned Vehicles 
 Number: 3541.31 
 Status:  Active
 Legal:  
 Adopted: 11/20/2008 
 Last Revised: 11/20/2008 
 Last Reviewed:  

POLICY No. 3541.31
BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
Instructional Operations
PRIVATELY OWNED VEHICLES


In recommending arrangements for pupil transportation to and from school-related activities, the Chief School Administrator shall consider the type of activity, the total number of pupils involved, and the availability of appropriate vehicles. Groups of pupils too small in number to make economical use of Type I or Type II vehicles may be transported in privately owned passenger vehicles driven by qualified school personnel, state employees and parents/guardians. 

Transportation by Volunteer Drivers 

The School Business Administrator shall supplement the transportation resources of the District by identifying qualified school personnel, state employees and parents/guardians who are willing to provide transportation for district pupils to and from school-related activities. 

Qualifications shall include: 

A. A valid New Jersey (or other) driver's license with no convictions for moving violations; 

B. A private passenger vehicle of eight or fewer capacity, with a current New Jersey or other inspection sticker; and 

C. Evidence of at least the statutorily required insurance coverage. The School Business Administrator shall develop and the Board shall adopt detailed regulations to ensure: 

A. District approval of activities involved; 
B. District determination of drivers and assignment of pupils to them; 
C. Pupil safety in pickup, transit and drop-off; 
D. Adequate supervision of pupils at the activity. 

Transportation of Pupils by District Employees as Part of Assigned Duties 

District employees who transport pupils in a private vehicle during working hours as part of their assigned duties shall: 

A. Have a current New Jersey (or other) driver's license with no convictions for moving violations; 

B. Use a privately owned passenger vehicle of eight or fewer capacity with evidence of at least the statutorily required insurance coverage. The vehicle must have a current inspection sticker; 

C. Conform to all safety practices set forth in the regulations to this policy. 


Implementation of this section shall be in conformity with applicable negotiated agreement. 


Legal References: 

N.J.S.A. 18A:16-6 Indemnity of officers and employees against civil actions 
N.J.S.A. 18A:39-20.1 Transportation to and from related school activities in private vehicle with capacity of eight or less; authorization of qualified school personnel, state employees or parents 
N.J.A.C. 6A:27-7.6 Transportation to and from related school activities 
N.J.A.C. 6A:27-7.7 Parent transporting his or her own child or children 


First Reading: October 23, 2008
Adopted: November 20, 2008

3541.32 - District-Owned Vehicles

 Book: Brick Township Board of Education Policy 
 Section: 3000 Business and Non-Instruction
 Title: District-Owned Vehicles 
 Number: 3541.32 
 Status:  Active
 Legal:  
 Adopted: 11/20/2008 
 Last Revised: 11/20/2008 
 Last Reviewed:  

POLICY No. 3541.32
BRICK TOWNSHIP BOARD OF EDUCATION Business


DISTRICT-OWNED VEHICLES

For efficiency of operations, the Board of Education directs the Chief School Administrator to oversee school district vehicles and to develop regulations to govern vehicle tracking, maintenance, accounting, assignment and usage. 

Vehicle Tracking, Maintenance, and Accounting 

The District will maintain records of the following information: 

A. Vehicle inventory control record including: 
1. Vehicle make, model and year 
2. Vehicle identification numbers (VIN)
3. Original purchase price 
4. Date purchased 
5. License plate number 
6. Person assigned or pool if not individually assigned
7. Driver license number of person assigned and expiration date
8. Insurer and policy number of person assigned, and 
9. Usage category such as regular business, maintenance, security or pupil transportation

B. Driving record of operators of district vehicles including: 

1. Name of driver
2. Driver license number and expiration date 
3. Insurer and policy number of person assigned 
4. Motor vehicle code violations 
5. Incidents of improper or non-business usage
6. Accidents, and 
7. Other relevant information. 

C. Record of maintenance, repair and body work for each district vehicle including: 

1. Vehicle make, model and year
2. Vehicle identification numbers (VIN) 
3. Original purchase price 
4. Date purchased 
5. License plate number 
6. Usage category such as regular business, maintenance, security or pupil transportation

    7. Manufacturer’s routine maintenance schedule
        8. Category of work performed (routine maintenance, repair or body work)
    9. Purchase order number
    10. Date work was performed 
    11. Detailed description of Work performed 
    12. Mileage on date work was performed, and 
    13. Cost of work performed. 

    District Vehicle Assignment and Use 

    A. District vehicles will be assigned in accordance with OMB Circular 08-16-ADM or any superseding circulars. 

    B. The Board, upon the recommendation of the Chief School Administrator may authorize, by an affirmative vote of the Board’s full membership, the lease, lease-purchase or purchase and assignment of district vehicles for the conduct of official district business. The vehicles may be assigned either to individuals, or to units within the District for pool use, according to the following classifications: 

    1. Vehicles may be assigned permanently and individually to the Chief School Administrator, School Business Administrator, head of facilities who, based on their job duties, may be called upon on a 24 hour, seven-day a week basis. No individual assignment shall be made for the primary purpose of commuting. 
        2. A unit may be permanently assigned one or more district pool vehicles only if employees of the unit will collectively use the vehicle or each vehicle for more than an average of 750 miles per month on official district business. Pool vehicles shall not be used for the purpose of commuting and shall remain at a district facility when not in official use.

    C. Board members or employees may be temporarily assigned a district vehicle for travel events. 

    D. The Chief School Administrator shall ensure that an employee, such as the School Business Administrator, insurance or risk management staff member, head of facilities or other appropriate employee is assigned the functions of district vehicle coordinator. 



    E. Vehicle use logs shall be maintained for all individual and pool assignments in order to accurately record all usage of each vehicle, including the driver, mileage, and starting and destination points. 

    F. All complaints of a potential misuse shall be investigated and appropriate disciplinary action taken. 

    G. All changes to vehicle assignment, whether pool or individual, shall require prior written approval of the Chief School Administrator and the authorization of an affirmative majority vote of the full Board.
      H. No luxury vehicle, one which exceeds the greater of $30,000 or any current dollar limit established in IRS law or regulation, shall be purchased, lease-purchased or leased by the district. If a vehicle is assigned to the Chief School Administrator, it may be a full size or intermediate, four-door sedan of the non-luxury class. All other vehicles shall be compact sedans, unless special passenger, cargo, equipment, or use requirements make the standard vehicle unsuitable for documented district needs. 

      I. The district vehicles shall be used primarily for business purposes, however, incidental and reasonable personal use is permitted. 

      J. All damage to district vehicles, regardless of cause, shall be reported within 24 hours to the vehicle coordinator and the employee assigned to file insurance claims. 

      K. No physical alterations shall be made to a vehicle without prior Board approval. 

      L. Drivers of district vehicles shall possess a valid driver's license to operate a vehicle in New Jersey. 

      M. When a vehicle is due for routine maintenance in accordance with the manufacturer’s schedule, the driver of an individually assigned vehicle or, in the case of a pool vehicle, the vehicle coordinator shall be responsible for ensuring that the vehicle receives the scheduled service. 

      N. A driver assigned a district vehicle shall be responsible for the security of the vehicle and its contents. 

      O. Drivers shall be personally responsible for all fines accrued as a result of traffic violations related to operation of district vehicles. 

      P. The driver, or the driver's supervisor, if the driver is incapacitated, of a district vehicle involved in an accident resulting in damage to the district vehicle or other vehicle shall file, within 24 hours of the accident, a detailed written report with the vehicle coordinator and the district staff member responsible for making insurance claims. 

      Q. Police shall be immediately notified of an accident by the driver or vehicle coordinator, if the driver is incapacitated. A copy of the police report shall be submitted to the vehicle coordinator and the district staff member responsible for making insurance claims as soon as possible. 

      R. If a district vehicle is misused in any of the following ways, the driver's driving privileges for district vehicles shall be suspended or revoked, and additional disciplinary action shall be taken as appropriate: 

      1. Frequent violation of traffic laws
      2. Flagrant violation of the traffic laws
          3. Operation of a vehicle which the police or insurance company determined was the cause of an accident 
          4. Use of a vehicle for unauthorized use whether personal use, business use, or commuting 
          5. Violation of these rules or District policy governing the assignment, use, operation, repair, and/or maintenance of vehicles. This includes the failure to submit a vehicle for routine maintenance as called for in the manufacturer’s routine maintenance schedule 
          6. Operation of a vehicle while impaired to any degree, or under the influence of alcohol or narcotics as defined by State statutes 
          7. Use of a district vehicle by an unauthorized individual while assigned to an employee 
          8. Use of a district vehicle to transport any person or child, other than in the course of their assigned duties and responsibilities
      9. Use of radar detectors in district vehicles 

      S. The board shall apply progressive, uniform, and mandatory disciplinary actions to violations of these requirements. 


      Legal References: 
      N.J.S.A. 18A:20-34 Use of schoolhouse and grounds for various purposes
          N.J.S.A. 18A:39-22 School buses; use by senior citizens, handicapped, and children and adults in certain municipal programs 
          N.J.S.A. 18A:39-22.1 Use of school buses owned, leased or contracted by school district for transportation of certain handicapped adults
      N.J.A.C. 6A:27-7.2 Capacity
          N.J.A.C. 6A:27-7.8 Use of school buses other than to and from school and school related activities

      First Reading: October 23, 2008
      Adopted: November 20, 2008

      3541.33 - Transportation Safety

       Book: Brick Township Board of Education Policy 
       Section: 3000 Business and Non-Instruction
       Title: Transportation Safety 
       Number: 3541.33 
       Status:  Active
       Legal:  
       Adopted: 11/20/2008 
       Last Revised: 11/20/2008 
       Last Reviewed:  

      POLICY No. 3541.33
      BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
      Instructional Operations
      TRANSPORTATION SAFETY


      The safety and welfare of pupils shall be the first consideration in all matters pertaining to transportation. 

      The Board directs the Chief School Administrator to oversee development of regulations to govern: 

      A. Pupil conduct on buses; 

      B. In-service education for bus drivers to include: 

      1. Management of pupils; 

      2. Safe driving practices; recognition of hazards; 

      3. Special concerns in transporting pupils with disabilities; 

      4. Emergency procedures on the road; accident report; 

      5. Information on required drug and alcohol testing. 

      6. Ban on the use of cell phones while driving. Bus drivers are prohibited from using a cell phone while driving a school bus. They may only use a cell phone when the bus is parked in a safe area off a highway, or in an emergency situation. 

      Accidents 

      Forms shall be provided for the immediate reporting of all incidents involving a District-owned or contracted vehicle that include any of the following: 

      A. Physical injury to anyone concerned, no matter how minor 

      B. Property damage of any kind, even if the financial loss is negligible 

      C. Failure of any mechanical function of a District-owned or contracted vehicle during operation, even if no injury or damage results 

      It shall be the responsibility of the Chief School Administrator to direct an investigation on the report and to comply with the law. The information gained shall be considered in evaluating personnel performances, and in scheduling inspection of vehicles. 

      Drills 

      Emergency evacuation drills shall be conducted regularly throughout the school year to acquaint the pupil riders thoroughly with emergency situations. An emergency evacuation drill shall be held as soon as possible after the opening day of school and then at least twice a year. All pupils must receive evacuation instruction at least once within the school year. 

      Vehicles and Equipment 

      All District-owned or contracted vehicles used to transport children shall be maintained in such condition as to provide safe and efficient transportation service with a minimum of delays and disruption due to mechanical or equipment failure. 

      All District-owned or contracted vehicles used to transport children shall conform with state standards for such vehicles and shall be equipped with all safety devices required by code and statute. 

      All passengers on buses equipped with seat belts shall wear properly adjusted and fastened seat belts or other child restraint systems at all times while the bus is in operation. 

      Bus Drivers 

      Drivers of all Type I and Type II school vehicles used to transport district pupils shall be licensed by the State of New Jersey as bus drivers. They shall comply with all state requirements on physical condition, criminal history clearance, etc. The District shall be in compliance with all drug and alcohol testing requirements of the Omnibus Transportation Employee Testing Act and implementing regulations and shall provide all bus drivers with required information on them. Bus drivers are responsible for the safety of pupils entering, riding, and departing their vehicle. Bus drivers are prohibited from using a cell phone while driving a school bus. 

      Legal References: 

      N.J.S.A. 18A:6-7.1 Criminal history record; employee in regular contact with pupils; grounds for disqualification from employment; exception 
      N.J.S.A. 18A:25-2 Authority over pupils 
      N.J.S.A. 18A:39-1 et seq. Transportation To and From Schools 

      See particularly: 

      N.J.S.A. 18A:39-17, -18, -19, -20 
      N.J.S.A. 18A:39-25 Prohibits cell phone use while driving a bus 
      N.J.S.A. 39:3-10.9 et seq. New Jersey Commercial Driver License Act 
      N.J.S.A. 39:3B-1.1 et seq. School Buses, Equipment and Regulations 
      N.J.S.A. 39:3B-10 through -12 
      N.J.A.C. 6A:27-1.1et seq. Student Transportation 
      N.J.A.C. 6A:27-11.1, -11.2, -12.2, -13.3 
      34 CFR Part 85.100 et seq., Governmentwide Debarment and Suspension (nonprocurement) and Governmentwide Requirements for Drug-Free Workplace (Grants) 
      49 U.S.C. § 31306 et seq.- Omnibus Transportation Employee Testing Act of 1991 
      49 C.F.R. Part 40.1 et seq. - Procedures for Transportation Workplace Drug Testing Programs 
      49 C.F.R. Part 382.101 - Controlled Substance and Alcohol Use and Testing 
      49 C.F.R. Part 391.1 et seq. - Qualification of drivers 
      Policies and Procedures Manual for Pupil Transportation, N.J. State Department of Education Manual for the Evaluation of Local School Districts 

      First Reading: October 23, 2008
      Adopted: November 20, 2008

      3542 - Food Service

       Book: Brick Township Board of Education Policy 
       Section: 3000 Business and Non-Instruction
       Title: Food Service 
       Number: 3542 
       Status:  Active
       Legal:  
       Adopted: 11/20/2008 
       Last Revised: 11/20/2008 
       Last Reviewed:  

      POLICY No. 3542
      BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
      Instructional Operations
      FOOD SERVICE


      The school lunch program shall make a nutritionally adequate lunch available to every pupil and shall operate on the most economically feasible basis. 

      It shall be operated in strict compliance with all laws and regulations pertaining to health, sanitation and safety; internal accounting; employment practices; nutritional standards; costs of lunches; and periodic reporting required by New Jersey law. 
      The Chief School Administrator is responsible for the administration and operation of the school lunch program in keeping with federal and state laws and the policies and directives of the board.


      Legal References: 

      N.J.S.A. 18A:11-1 General mandatory powers and duties 
      N.J.S.A. 18A:18A-5 Exceptions to requirement for advertising 

      See particularly: 

      N.J.S.A. 18A:18A-5a(6) 
      N.J.S.A. 18A:18A-6 Standards for purchase of fresh milk; penalties; rules and regulations 
      N.J.S.A. 18A:33-3 through -5 Cafeterias for pupils 
      N.J.S.A. 18A:54-20 Powers of board (county vocational schools) 
      N.J.S.A. 18A:58-7.1 through -7.2 School lunch program ... 
      N.J.A.C. 2:36-1.1 et seq. Child Nutrition Programs 
      N.J.A.C. 6A:23-2.6 Supplies and equipment 
      N.J.A.C. 6A:30-1.1 et seq. Evaluation of the Performance of School Districts 
      N.J.A.C. 6A:32-12.1 Reporting requirements 
      N.J.A.C. 6A:32-14.1 Review of mandated programs and services 
      Manual for the Evaluation of Local School Districts


      First Reading: October 23, 2008
      Adopted: November 20, 2008

      3542.1 - Local Wellness/Nutrician

       Book: Brick Township Board of Education Policy 
       Section: 3000 Business and Non-Instruction
       Title: Local Wellness/Nutrician 
       Number: 3542.1 
       Status:  Active
       Legal:  
       Adopted: 11/20/2008 
       Last Revised: 11/20/2008 
       Last Reviewed:  

      POLICY No. 3542.1
      BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
      Instructional Operations

      LOCAL WELLNESS/NUTRITION



      The Board believes that children need access to healthful foods and opportunities to be physically active in order to grow, learn, and thrive, and that good health fosters student attendance and education. 

      Obesity rates have doubled in children and tripled in adolescents over the last two decades, and physical inactivity and excessive calorie intake are the predominant causes of obesity. Heart disease, cancer, stroke, and diabetes are responsible for two-thirds of deaths in the United States, and major risk factors for those diseases, including unhealthy eating habits, physical inactivity, and obesity, often are established in childhood. Further, the items most commonly sold from school vending machines, school stores, and snack bars include low-nutrition foods and beverages, such as soda, sports drinks, imitation fruit juices, chips, candy, cookies, and snack cakes. 

      To promote healthful behavior in the school, the Board is committed to encouraging its students to consume fresh fruits, vegetables, lowfat milk and whole grains. The Board is also committed to encouraging students to select and consume all components of the school meal. 

      In order to promote and protect children’s health, well-being, and ability to learn, the Board is committed to providing school environments that support healthy eating and physical activity and will ensure that: 

      A. All students will have opportunities, support, and encouragement to be physically active on a regular basis. 

      B. Foods and beverages sold or served at school will meet the nutrition recommendations of the U.S. Dietary Guidelines for Americans, and the USDA nutrition standards for National School Lunch, School Breakfast and/or After School Snack Programs. The District will regulate the types of food and beverage items offered outside the federal meal requirements, such as ala carte sales, vending machines, school stores, and fund raisers. 

      C. All students will be provided with adequate time for student meal service and consumption in a clean, safe, and pleasant dining environment. Lunch and recess or physical education schedules will be coordinated with the meal service. 

      D. To the maximum extent practicable, all schools in our District will participate in available federal school meal programs (including the School Breakfast Program, National School Lunch Program including- After-School Snack Programs, Summer Food Service Program, and Child and Adult Care Food Program). 

      E. Schools will provide nutrition education and physical education to foster lifelong habits of healthy eating and physical activity, and will establish linkages between health education and school meal programs, and with related community services. 

      F. The Board will engage students, parents, teachers, food service professionals, health professionals, and other interested community members in developing, implementing, monitoring, and reviewing district-wide nutrition and physical activity policies. 



      Page 1 of 4 


      All Schools 

      The following items shall not be served, sold or given out as free promotion anywhere on school property at anytime before the end of the school day: 

      A. Foods of minimal nutritional value as defined by the United States Department of Agriculture 

      B. All food and beverage items listing sugar, in any form as the first ingredient 

      C. All forms of candy 

      Schools shall reduce the purchase of any products containing trans fats. All snack and beverage items sold or served anywhere on school property during the school day, including items sold in a la carte lines, vending machines, snack bars, school stores and fundraisers or served in the reimbursable After School Snack Program, shall meet the following standards: 

      A. Based on manufacturers nutritional data or nutrient facts labels: 

      1. No more than eight grams of total fat per serving, with the exception of nuts and seeds. 

      2. No more than two grams of saturated fat per serving. 

      B. All beverages shall not exceed 12 ounces, with the following exceptions: 

      1. Water. 

      2. Milk containing two percent or less fat. 

      C. Whole milk shall not exceed eight ounces. 

      Elementary Schools 

      A. 100 percent of all beverages offered shall be milk, water or 

      B. 100 percent fruit or vegetable juices. 

      Middle and High Schools 

      A. At least 60 percent of all beverages offered, other than milk and water, shall be 100 percent fruit or vegetable juices. 

      B. No more than 40 percent of all ice cream/frozen desserts shall be allowed to exceed the above standards for sugar, fat, and saturated fat. 

      General School District Requirements 

      Food and beverages served during special school celebrations or during curriculum related activities shall be exempt from this policy, with the exception of foods of minimal nutritional (FMNV) value as defined by USDA regulations. 

      This policy does not apply to: medically authorized special needs diets pursuant to federal regulations; school nurses using FMNVs during the course of providing health care to individual students; or special needs students who’s Individualized Education Plan (IEP) indicates their use for behavior modification. 

      Adequate time shall be allowed for student meal service and consumption. Schools shall provide a pleasant dining environment. The board recommends that physical education or recess be scheduled before lunch whenever possible. 

      The District’s curriculum shall incorporate nutrition education and physical activity consistent with the New Jersey Department of Education Core Curriculum Content Standards. 

      The Chief School Administrator will specifically address the issue of biosecurity for the school food service. Biosecurity may be part of the plans, procedures and mechanism for school safety. 

      The Board is committed to promoting the nutrition policy with all food service personnel, teachers, nurses, coaches and other school administrative staff so they have the skills they need to implement this policy and promote healthy eating practices. The Board will work toward expanding awareness about this policy among students, parents, teachers and the community at large. 

      The Chief School Administrator shall develop regulations consistent with this policy, including a process for measuring the effectiveness of its implementation, and designating personnel within each school with operational responsibility for ensuring the school is complying with the policy.

      Legal References: 

      N.J.S.A. 18A:11-1 General mandatory powers and duties 
      N.J.S.A. 18A:18A-4.1 f.,h. Use of competitive contracting in lieu of public bidding; boards of education 

      See particularly: 
      N.J.S.A. 18A:18A-5a(6) 
      N.J.S.A. 18A:18A-6 Standards for purchase of fresh milk; penalties; rules and regulations 
      N.J.S.A. 18A:33-3 through -5 Cafeterias for pupils 
      N.J.S.A. 18A:33-9 through -14 Findings, declarations relative to school breakfast programs.. 

      See particularly: 
      N.J.S.A. 18A:33-10 
      N.J.S.A. 18A:33-15 Improved Nutrition and Activity Act (IMPACT Act) through -19 
      N.J.S.A. 18A:54-20 Powers of board (county vocational schools) 
      N.J.S.A. 18A:58-7.1 through -7.2 School lunch program ... 
      N.J.A.C. 2:36-1.1 et seq. Child Nutrition Programs 

      See particularly: 
      N.J.A.C. 2:36-1.7 Local school nutrition policy 
      N.J.A.C. 6A:16-5.1(b) School safety plans 
      N.J.A.C. 6A:23-2.6 Supplies and equipment 
      N.J.A.C. 6A:30-1.1 et seq. Evaluation of the Performance of School Districts 
      N.J.A.C. 6A:32-12.1 Reporting requirements 
      N.J.A.C. 6A:32--14.1 Review of mandated programs and services 
      Sec. 204 at the Federal Child Nutrition and WIC Reauthorization Act of 2004 (P.L. 108-265) 
      42 U.S.C. 1751 et seq. Richard B. Russell National School Lunch Act 
      42 U.S.C. 1771 et seq. Child Nutrition Act of 1966 
      7 C.F.R. Part 210 Medically authorized special needs diets 
      7 C.F.R. Part 210.10 Foods of minimum nutritional value 


      First Reading: October 23, 2008
      Adopted: November 20, 2008

      3542.31 - Free or Reduced-Price Lunches/Milk

       Book: Brick Township Board of Education Policy 
       Section: 3000 Business and Non-Instruction
       Title: Free or Reduced-Price Lunches/Milk 
       Number: 3542.31 
       Status:  Active
       Legal:  
       Adopted: 11/20/2008 
       Last Revised: 11/20/2008 
       Last Reviewed:  

      POLICY No. 3542.31
      BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
      Instructional Operations
      FREE OR REDUCED-PRICE LUNCHES/MILK


      It is the policy of the Board of Education that this school district participate in any federal or state subsidized food program for the benefit of eligible pupils. Pupil eligibility shall be as determined by the guidelines of the subsidizing agency. The Board requires that all regulations of the subsidizing agency be observed including especially those which preserve the privacy of eligible pupils. 

      The Board hereby adopts as its own the free and reduced-price policy developed by the bureau of child nutrition programs pursuant to federal regulations.

      The Chief School Administrator will be responsible for developing a program whereby students are aggressively identified for these services.

      Legal References: 

      N.J.S.A. 18A:33-3 Cafeterias for pupils 
      N.J.S.A. 18A:33-4 School lunch; availability to all children 
      N.J.S.A. 18A:33-5 Exemptions 
      N.J.S.A. 18A:33-10 Establishment of school breakfast program in certain schools 
      N.J.S.A. 18A:33-11 Implementation of school breakfast program by district 
      N.J.S.A. 18A:58-7.1 through -7.2 School lunch program ... 
      N.J.A.C. 2:36-1.2 Policy and agreement for school nutrition programs 
      N.J.A.C. 2:36-1.8 Review and evaluation 



      First Reading: October 23, 2008
      Adopted: November 20, 2008

      3542.42 - School Lunch Monies

       Book: Brick Township Board of Education Policy 
       Section: 3000 Business and Non-Instruction
       Title: School Lunch Monies 
       Number: 3542.42 
       Status:  Active
       Legal:  
       Adopted: 04/19/1983 
       Last Revised: 04/19/1983 
       Last Reviewed:  

      POLICY __ _ No. 3542.42
      BRICK TOWNSHIP BOARD OF EDUCATION Business


      SCHOOL LUNCH MONIES



      All moneys derived from the operation, maintenance or sponsorship of the food service facilities shall be deposited in the food service account, a special bank account, in the same manner as other moneys belonging to the school district. Such moneys shall be expended in such manner as may be approved and directed by the Board, but no amount shall be transferred from the food services account to any other account or fund, except in the manner authorized by the Board.

      It is the policy of the Board that the Cafeteria Supervisor be authorized to purchase cafeteria supplies in accordance with the statutes.

      (743)

      Date Adopted: April 19, 1983
      Date Revised:

      3542.44 - Purchasing

       Book: Brick Township Board of Education Policy 
       Section: 3000 Business and Non-Instruction
       Title: Purchasing
       Number: 3542.44 
       Status:  Active
       Legal:  
       Adopted: 11/20/2008 
       Last Revised: 11/20/2008 
       Last Reviewed:  

      POLICY No. 3542.44
      BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
      Instructional Operations
      PURCHASING




      The Board of Education authorizes and directs the School Business Administrator or designee to execute contracts with proper vendors in accordance with state law to purchase subsistence amounts of perishable foods without competitive bids. This policy shall be published annually as required by law, along with the procedures by which authorized vendors may become eligible to submit quotations. 

      The School Business Administrator is authorized to purchase not more than $4,350 worth of food supplies in any month for the cafeterias or food preparation classes without soliciting quotations. Such purchases must be documented according to law.

      Legal References: 

      N.J.S.A. 18A:18A-5 (a)6 Exceptions to requirements for advertising 
      N.J.S.A. 18A:18A-6 Standards for purchase of fresh milk; penalties; rules and regulations 
      N.J.A.C. 6A:23-2.6 Supplies and equipment


      First Reading: October 23, 2008
      Adopt: November 20, 2008

      3570 - District Records and Reports

       Book: Brick Township Board of Education Policy 
       Section: 3000 Business and Non-Instruction
       Title: District Records and Reports 
       Number: 3570 
       Status:  Active
       Legal:  
       Adopted: 11/20/2008 
       Last Revised: 11/20/2008 
       Last Reviewed:  

      POLICY No. 3570
      BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
      Instructional Operations
      DISTRICT RECORDS AND REPORTS



      The operation of a school district results in the generation of numerous documents and official records. These must be maintained in compliance with the NJ Open Public Records Act and other laws and regulations. Members of the public have the right under law to inspect and copy (with certain exceptions) the public records of the district. 

      The District plans to preserve these records by (1) appointing the Business Administrator as records custodian, (2) periodically reviewing records retention with the Chief School Administrator and the school Board or a committee thereof, and (3) retaining records according to the schedule for educational institutions promulgated by NJDARM (NJ Division of Archives & Records Management). A partial schedule, for key classes of records, is shown at the end of this policy. 

      Availability to the Public 

      For the protection of the public interest, the Board believes that members of the community have a right to inspect, copy or examine district records, with certain exemptions as specifically described in statute. Any limitations on this right shall be construed in favor of the public’s right to access. Requests for district records shall be submitted to the records custodian (or designee) in writing on the appropriate form. The custodian shall reply to all requests promptly and shall grant access or deny the request as soon as possible, but within seven days, provided that the record is currently available and not in storage or archived. 

      The custodian shall permit district records to be inspected, examined or copied during the hours that the board office is open Immediate access ordinarily must be granted for budgets, bills, contracts and collective negotiations agreements. Copies may be made at fees not to exceed those set by statute. Anonymous requests for government records are permitted by law. If an anonymous request is made and the estimated cost of producing copies exceeds $5.00, a deposit may be required. Anonymous requests for personal information will not be fulfilled. 

      Access shall be granted in the medium requested or some other meaningful medium, unless the request is for a record in a medium not routinely used by the district; not routinely developed or maintained by the district; or requiring a substantial amount of manipulation or programming of information technology. In these cases, the board may add a special reasonable charge. The custodian shall ensure that statements are prominently posted in district offices that describe the specific terms of the public’s right to appeal a denial of access and procedures for filing an appeal. 

      Records Exempted from Public Access 

      Records exempted by law include: security and emergency response procedures; purchase, lease or acquisition of real property; pending or anticipated litigation; reports of investigations in progress; matters for which disclosure would impair the right to receive federal funds; pending negotiations toward a collective bargaining agreement; most personnel and pension records of an individual; questions and answer keys (for personnel or academic examinations and job interviews); records concerning individual pupils and staff, their home addresses and telephone numbers (unless waived by the individual); reports and recommendations that involve unwarranted invasion of privacy; medical and psychological records. 

      The records custodian will keep confidential and edit out information in records that disclose social security numbers, credit card information and drivers’ license numbers. 

      Record Retention 

      Record retention periods in conformance with state and federal codes, regulations, and statutes of limitation may be accessed through the New Jersey Division of Archives and Records Management (NJDARM) in the School District Records Retention and Disposition Schedule located athttp://www.state.nj.us/state/darm/links/retention.html#eds. The records custodian will ensure that records are retained and appropriately stored in accordance with state and federal statute and regulation. A partial schedule of retention periods for pertinent school record categories is listed below (Note: the School District Records Retention and Disposition Schedule should be consulted before any record is destroyed). 

      Partial Record Retention Schedule 

      1. Financial records: 7 (seven) years 

      2. Agendas and minutes: Permanent for originals; 1 year for copies 

      3. Resolutions of the school board: Permanent 

      4. Administrative policy and advisory statements: Permanent 

      5. Correspondence, including emails: 3 (three) years for general external correspondence; one year for internal correspondence 

      6. Official public meeting notice: 3 (three) years 

      7. Legal notice in newspaper: 7 (seven) years 

      8. Publisher’s affidavits: 10 (ten) years 

      9. Tape recordings of school board meetings (audio tape and video): 45 (forty-five) days or until summary or verbatim transcripts have been approved as minutes 

      10. Election file: 5 (five) years for bonding election report, certificate and voting authority 

      11. Other election materials: 1 (one) year 

      12. Master publications file of school newsletters, yearbooks, student handbooks, etc.: Permanent 

      13. School monitoring file (with school monitoring annual plan): Permanent 

      14. Internal monitoring guide and action plan: 14 (fourteen) years 

      15. Academic master plan (updated every seven years): Permanent 

      16. Support file for the academic master plan, including school evaluations: 10 (ten) years. 

      17. Fall and statistical report file: 5 (five) years 

      18. Settlements (original): Permanent 

      19. Agency copy of routine settlements: 3 (three) years after final settlement 

      School District Retention Schedule: Active Records – Administration, can be found at NJDARM School District Records Retention and Disposition Schedule reference number M7000101-999. For all other items the district will consult NJDARM School District Records Retention and Disposition Schedule for retention and disposal information. 

      Implementation 

      The Chief School Administrator shall periodically review the work of the records custodian with the school Board or a committee thereof, to ensure that necessary steps are being taken to gather, record, disseminate, copy, store and ultimately to destroy school district records in accordance with applicable laws. Particular attention shall be paid to implementing the public’s right to access records and to protecting from public access those records specifically exempted by law. If deemed necessary, the board will adopt additional rules, regulations and procedures to implement this policy. 

      Legal References: 

      N.J.S.A. 10:4-6 et seq. Open Public Meetings Act 
      N.J.S.A. 18A:4-14 Uniform system of bookkeeping for school districts 
      N.J.S.A. 18A:7A-11 Annual report of local school district; contents; annual report of commissioner; report on improvement of basic skills 
      N.J.S.A. 18A:11-2 Power to sue and be sued; reports; census of school children 

      See particularly: 

      N.J.S.A. 18A:11-2b 
      N.J.S.A. 18A:17-7 through -12 Secretary to give notices and keep minutes, etc. 
      N.J.S.A. 18A:17-28(e) Duties of business manager 
      N.J.S.A. 18A:17-35 Records of receipts and payments 
      N.J.S.A. 18A:17-36 Accounting; monthly and annual reports 
      N.J.S.A. 18A:17-46 Act of violence; report by school employee; notice of action taken; annual report 
      N.J.S.A. 18A:36-19 Pupil records; creation, maintenance and retention, security and access; regulations; nonliability 
      N.J.S.A. 47:1A-1 et seq. Examination and copies of public records (“Open Public Records Act”) 


      See particularly: 

      N.J.S.A. 47:1A-1.1, -5 
      N.J.S.A. 47:3-15 et seq. Destruction of Public Records Law 
      N.J.A.C. 2:36-1.1 et seq. Child Nutrition Programs 
      N.J.A.C. 6A:16-5.3 Incident reporting of violence, vandalism and substance abuse 
      N.J.A.C. 6A:23-2.1 et seq. Double Entry Bookkeeping and GAAP Accounting in Local School Districts 
      N.J.A.C. 6A:27-7.9 Vehicle records 
      N.J.A.C. 6A:30-1.1 et seq. Evaluation of the Performance of School Districts 
      N.J.A.C. 6A:32-7.1 et. seq. Student Records 

      See particularly: 

      N.J.A.C. 6A:32-7.1(g), -7.8 
      N.J.A.C. 6A:32-12.1 Reporting requirements 
      N.J.A.C. 6A:32-12.2 School level planning 
      N.J.A.C. 15:3-2.1 et. seq. Records Retention 
      Annual Data Collection Plan, New Jersey State Department of Education 
      Records Retention Schedule, New Jersey State Department of Education 
      Matawan Regional Teachers Association v. Matawan-Aberdeen Bd. of Ed., 212 N.J. Super. 328 (Law Div. 1986) 
      Laufgas v. Barnegat Twp. Bd. of Ed., 1987 S.L.D. 2442, aff'd St. Bd. 1988 S.L.D. 2496 
      Horner v. Kingsway Regional, 1990 S.L.D. 752 
      Beatty v. Chester Bd of Ed, 1999 S.L.D. (Sept.) 
      Manual for the Evaluation of Local School Districts 


      First Reading: October 23, 2008
      Adopted: November 20, 2008

      3571.4 - Audit

       Book: Brick Township Board of Education Policy 
       Section: 3000 Business and Non-Instruction
       Title: Audit 
       Number: 3572.4 
       Status:  Active
       Legal:  
       Adopted: 11/20/2008 
       Last Revised: 11/20/2008 
       Last Reviewed:  

      POLICY No. 3571.4
      BRICK TOWNSHIP BOARD OF EDUCATION Business and Non-
      Instructional Operations
      AUDIT


      An audit of the accounts of the school district shall be made annually by a public school accountant selected by the Board of Education. The audit examination shall be conducted in accordance with statute and generally accepted auditing standards and shall include all funds over which the board has direct or supervisory control. 

      An auditor's fee shall be established in each fiscal year. The Board of Education shall select an auditing firm experienced in school accounting and willing to perform the required services for the established fee. 

      Within 30 days following the receipt of the annual audit, the Board of Education will, at a regular meeting, cause the recommendations of the auditor to be read and to be discussed, and the discussion noted in the minutes of the meeting. The Board will direct the implementation of the auditor's recommendations.

      Legal References: 

      N.J.S.A. 18A:6-68 Bookkeeping and accounting system (educational services commission) 
      N.J.S.A. 18A:18A-1 et seq. Public School Contracts Law 
      N.J.S.A. 18A:23-1 et seq. Audits and auditors 
      N.J.A.C. 6A:23-1.2 Definitions 
      N.J.A.C. 6A:23-2.2(i) Principles and directives for accounting and reporting 
      N.J.A.C. 6A:30-1.1 et seq. Evaluation of the Performance of School Districts 
      N.J.A.C. 6A:32-12.2 School level planning 
      Manual for the Evaluation of Local School Districts 

      First Reading: October 23, 2008
      Adopted: November 20, 2008
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