date: november 16, 2015 robbie cox, director of facilities preparation... · robbie cox, director...
TRANSCRIPT
DATE: November 16, 2015
TO: Lorraine Childs, Principal
Marice Bright, Director of Pupil Personnel Services
Darrin Jock, Transportation Supervisor
Robbie Cox, Director of Facilities
Scott Spillane/Mary Ellen McKane, Food Service Managers
FROM: Susan M. Perkins
Business Manager
SUBJECT: 2016-17 Budget Preparation
Enclosed please find the St. Regis Falls Central School 2016-17 school year Budget
Preparation Information Booklet.
Please return your budget information by Monday, December 21, 2015.
If you should have any questions regarding this budget document, please feel free to
contact me at 856-9421, Ext#1004 (Tuesday/Friday) or 529-7342, Ext#1103 (all other
days).
SMP/rab
Enclosure
Cc: Alan M. Tessier
Superintendent
Budget Preparation Information
Index
Introduction
Budget Responsibilities
Instructions
Samples:
Textbooks
Equipment
Conferences
Field Trip – Admissions
Field Trip – Cost of Driver
Memberships
Contractual Services
Computer Supplies/Hardware
Computer Software
Maintenance Request
Maintenance Request (immediately if possible)
Supplies
Introduction
Thank you for taking the time to determine the budget needs of your department or area of
instruction. It is very important that what is budgeted for the 2016-17 budget can be justified.
With the current unknown environment of State Aid and the State Aid received this current year,
we are working to meet the needs of the students within the restriction of a tight budget.
1. Final budgeted amount will reflect the estimated needs of the district. Adjustments
throughout the budgeting and procurement process may require the reallocation of
resources for the greater needs of the District as a whole.
2. Approved budgets are the reflection of the total District expenditures only. They are
not discretionary funds to be used per teacher, staff, or department. As the budget is
an estimate of expenditures, any savings in one area will be used to offset deficits and
cost overruns in others and allow for additional needs or to increase the fund balance
for next year.
3. We will be planning a zero-based budget. This does not mean you get zero for
your budget, what it does mean is that you will tell the District what you need to be
successful. The District is asking that you do a two-phase budget. Phase-one is what
you absolutely need to teach, the must-haves. Phase-two are those things that would
greatly enhance instruction. Please do separate pages for each and mark them clearly.
4. For phase two of your budget, please include documentation of how these additional
materials will provide support in raising the standards of our students. The better the
supporting documentation, the better the District will be able to make a strong case
for the additional materials.
Budget Responsibilities
District Responsibilities in Budgeting:
1. Provide funds for the procurement of District needs and priorities.
2. Adjust budgeted amounts as needed to provide for under-budgeted authorized
purchases, but based on established District needs and priorities.
3. Code expenditures appropriately.
4. Permit District use of all purchases in light of total District needs and priorities.
Principal’s Responsibility in Budgeting:
1. Establishing priorities with department or teams.
2. Providing teachers with all necessary budget data, such as budget schedule
and forms.
3. Reviewing all teacher budget forms for completeness, accuracy and signing
off on requests.
4. Compiling all budget requests and forwarding to the Business Manager.
5. Submit Tally Sheet for each department or grade level along with requests.
6. Meet Budget Deadline (Requests due: 12/22/15 to the Business Office).
7. Explaining the rationale for budget requests.
8. Budgeting for textbooks needed in the district with a plan for replacement.
Teacher’s Responsibility in Budgeting:
1. Taking an accurate inventory of all textbooks, supplies, materials and equipment
before making budget requests.
2. Ascertaining condition of textbooks to determine replacement needs.
3. Establishing program needs and priorities.
4. Preparing program requisitions consistent with district and department goals and
objectives. Refer to Purchasing Exhibit for verbal and/or written quotes. Please
obtain a quote confirmation good through August 31, 2016.
5. Providing a rationale for budget requests.
6. Complete Requisition Summary Sheet and submit with all requests to Principal and
CSE Chairperson.
7. Meet budget deadlines (requests due: 12/14/15).
8. Maintaining copy of requisitions for future needs.
All requests must be submitted to the building administrator for approval, and then forwarded
to the business office for approval and purchasing. No purchasing is allowed without first
obtaining these approvals.
Note: The budget will be frozen on January 1, 2016. Any requisitions received after this
date will be authorized on a case by case basis.
PURCHASING WITHOUT A REQUISITION WILL BE DEEMED AS UNAUTHORIZED
PURCHASING. THE COST WILL BECOME THE EMPLOYEE’S RESPONSIBILITY.
Instructions
The following forms are to be used to help determine the 2016-17 budgets (more forms are
available on the District’s website). Review the purchasing policy to determine methods of
competition to be used for non-bid procurements (see Purchasing Exhibit 6700-E.1).
Textbooks/Workbooks: Please provide information as requested. Please fill out separate
forms for each vendor (form can also be used for Sheet Music). . All requests, over $1,000
must have 3 quotes or use the state contract. (To obtain State contract price go to
www.ogs.state.ny.us/purchase/Default.asp)
Equipment: Please provide justification for equipment needs. All requests, over $1,000 must
have 3 quotes or use the state contract. (To obtain State contract price go to
www.ogs.state.ny.us/purchase/Default.asp)
Conferences: Please be sure to provide conference cost, hotel cost, mileage cost and
substitute cost if applicable. If conference is not yet determined, please put TBA as vendor
and estimate cost. Please request government rate for lodging and obtain 3 verbal quotes.
Field Trip – Admissions: Use TBA as vendor if unknown, the more information that you
have the better. Estimate cost if unknown (estimate on the high side).
Field Trips – Cost of Driver: Please fill out for all field trips. If the date is unknown please
provide an estimated date, use TBA as vendor if specific destination is unknown. The
approved transportation cost per mile is $4.50.
Memberships: Use for all subscriptions as well as associations. Attach renewal notices if
available.
Contractual Expenses: Provide information as per form.
Computer Supplies/Hardware: All requests will be compiled and reviewed by building
administrator . All requests, over $1,000 must have 3 quotes or use the state contract. (To
obtain State contract price go to www.ogs.state.ny.us/purchase/Default.asp)
Computer Software: All requests must be discussed with building administrator before
submitting an order. All requests, over $1,000 must have 3 quotes or use the state contract.
(To obtain State contract price go to www.ogs.state.ny.us/purchase/Default.asp)
Maintenance Request: Please use Que Centre for requests that need to be completed while
classes are not in session (winter or summer break). Please notify the Maintenance Office
immediately of any emergency requests.
Supplies: Depending on the supplier, we may not have current catalogs. Please do your best
to get up to date prices, if using last years catalog please add 10% to the price. All requests,
over $1,000 must have 3 quotes or use the state contract. (To obtain State contract price go
to www.ogs.state.ny.us/purchase/Default.asp)
Shipping and Handling: Add 20%
***All requests are due back to the principal by: December 15, 2015.***
ST. REGIS FALLS CENTRAL SCHOOL 92 North Main Street
St. Regis Falls, NY 12980
REQUISITION SUMMARY (TOTAL OF EACH CATEGORY IS REPORTED HERE)
TEACHER/EMPLOYEE DATE
GRADE/DEPARTMENT
CATEGORY
TOTALS
TEXTBOOKS/WORKBOOKS/SHEET MUSIC
EQUIPMENT
CONFERENCE
FIELD TRIP-ADMISSIONS
MEMBERSHIPS
CONTRACTUAL SERVICES
COMPUTER SUPPLIES/HARDWARE
COMPUTER SOFTWARE
MAINTENANCE REQUESTS
SUPPLIES
GRAND TOTAL $
Principal's Approval
Superintendent's Approval
PND #____________
FOR OFFICE USE
ST. REGIS FALLS CENTRAL SCHOOL DISTRICT
ST. REGIS FALLS, NEW YORK
BUDGET REQUEST 2016-17
Budget Code: Textbooks/Workbooks/Sheet Music
Vendor: All information must be filled in.
Requisitioned By:_________________________Date:________ Name:__________________________________________
Dept/Grade/Organization:_______________________________ Address:________________________________________
_______________________________________________
Phone:____________________ Fax:__________________
Website: ________________________________________
Quantity Unit Description (ISBN#, Item #, Model#) Unit Price Total Cost
Sub Total
S/H 20%
Page Total Justification:
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
(Quotes are required from three different Vendors for all Supplies over $1,000.00)
Price Vendor
Quote# 1
Quote# 2
Quote# 3 State Contract: www.oas.state.nv.us/purchase/Default.asp
Ordered By: ___________________________________________ Date:_________________
Approved By: __________________________________________ Date:_________________
Approved By: __________________________________________ Date:_________________
Budget Code: __________________________________
(Administrator/Supervisor)
(Signature)
(Superintendent’s Signature)
)
ST. REGIS FALLS CENTRAL SCHOOL DISTRICT
ST. REGIS FALLS, NEW YORK
BUDGET REQUEST 2016-17
Budget Code: Equipment
Preferred Vendor: All information must be filled in.
Requisitioned By:_________________________Date:________ Name:__________________________________________
Dept/Grade/Organization:_______________________________ Address:________________________________________
Approved:_______________________________Date:________ _______________________________________________
Phone:____________________ Fax:__________________
Website: ________________________________________
Quantity Unit Description (ISBN#, Item #, Model#) Unit Price Total Cost
Sub Total
S/H 20%
Page Total Justification:
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
(Quotes are required from three different Vendors for all Equipment over $1,000.00)
Price Vendor
Quote# 1
Quote# 2
Quote# 3 State Contract: www.oas.state.nv.us/purchase/Default.asp
Ordered By: ___________________________________________ Date:_________________
Approved By: __________________________________________ Date:_________________
Approved By: __________________________________________ Date:_________________
Budget Code: __________________________________
PND #____________
FOR OFFICE USE
(Administrator/Supervisor)
(Signature)
(Superintendent’s Signature)
)
ST. REGIS FALLS CENTRAL SCHOOL DISTRICT
ST. REGIS FALLS, NEW YORK
BUDGET REQUEST 2016-17
Budget Code: Conferences
Vendor: All information must be filled in.
Requisitioned By:_________________________Date:________ Name:__________________________________________
Dept/Grade/Organization:_______________________________ Address:________________________________________
_______________________________________________
Phone:____________________ Fax:__________________
Website: ________________________________________
Quantity Description Price Additional
Expenses
Total
Cost
Total
Justification:
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
Ordered By: ___________________________________________ Date:_________________
Approved By: __________________________________________ Date:_________________
Approved By: __________________________________________ Date:_________________
Budget Code: __________________________________
PND #____________
FOR OFFICE USE
(Administrator/Supervisor)
(Signature)
(Superintendent’s Signature)
)
ST. REGIS FALLS CENTRAL SCHOOL DISTRICT
ST. REGIS FALLS, NEW YORK
BUDGET REQUEST 2016-17
Budget Code: Field Trip - Admissions
Vendor: All information must be filled in.
Requisitioned By:_________________________Date:________ Name:__________________________________________
Dept/Grade/Organization:_______________________________ Address:________________________________________
_______________________________________________
Phone:____________________ Fax:__________________
Website: ________________________________________
Number Destination Admission
Cost
Extra
Cost
Total
Cost
Total
Cost of Driver
Date Destination Approximate
Time Away
Hrs x $12 =
Total
Estimated
Mileage
Miles x $4.5
= Total
Total
Cost
Total
Ordered By: ___________________________________________ Date:_________________
Approved By: __________________________________________ Date:_________________
Approved By: __________________________________________ Date:_________________
Budget Code: __________________________________
PND #____________
FOR OFFICE USE
(Administrator/Supervisor)
(Signature)
(Superintendent’s Signature)
)
ST. REGIS FALLS CENTRAL SCHOOL DISTRICT
ST. REGIS FALLS, NEW YORK
BUDGET REQUEST 2016-17
Budget Code: Membership – (Attach Renewal Notice)
Vendor: All information must be filled in.
Requisitioned By:_________________________Date:________ Name:__________________________________________
Dept/Grade/Organization:_______________________________ Address:________________________________________
_______________________________________________
Phone:____________________ Fax:__________________
Website: ________________________________________
Description Total Amount
Justification:
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
Ordered By: ___________________________________________ Date:_________________
Approved By: __________________________________________ Date:_________________
Approved By: __________________________________________ Date:_________________
Budget Code: __________________________________
PND #____________
FOR OFFICE USE
(Administrator/Supervisor)
(Signature)
(Superintendent’s Signature)
)
ST. REGIS FALLS CENTRAL SCHOOL DISTRICT
ST. REGIS FALLS, NEW YORK
BUDGET REQUEST 2016-17
Budget Code: Contractual Services
Vendor: All information must be filled in.
Requisitioned By:_________________________Date:________ Name:__________________________________________
Dept/Grade/Organization:_______________________________ Address:________________________________________
_______________________________________________
Phone:____________________ Fax:__________________
Website: ________________________________________
Quantity Unit Description (ISBN#, Item #, Model#) Unit Price Total Cost
Sub Total
S/H 20%
Page Total Justification:
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
(Quotes are required from three different Vendors for all Services over $1,000.00)
Price Vendor
Quote# 1
Quote# 2
Quote# 3 State Contract: www.oas.state.nv.us/purchase/Default.asp
Ordered By: ___________________________________________ Date:_________________
Approved By: __________________________________________ Date:_________________
Approved By: __________________________________________ Date:_________________
Budget Code: __________________________________
PND #____________
FOR OFFICE USE
(Administrator/Supervisor)
(Signature)
(Superintendent’s Signature)
)
ST. REGIS FALLS CENTRAL SCHOOL DISTRICT
ST. REGIS FALLS, NEW YORK
BUDGET REQUEST 2016-17
Budget Code: Computer Supplies and Hardware
Vendor: All information must be filled in.
Requisitioned By:_________________________Date:________ Name:__________________________________________
Dept/Grade/Organization:_______________________________ Address:________________________________________
_______________________________________________
Phone:____________________ Fax:__________________
Website: ________________________________________
Quantity Unit Description (ISBN#, Item #, Model#) Unit Price Total Cost
Sub Total
S/H 20%
Page Total Justification:
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
(Quotes are required from three different Vendors for all Supplies over $1,000.00)
Price Vendor
Quote# 1
Quote# 2
Quote# 3 State Contract: www.oas.state.nv.us/purchase/Default.asp
Ordered By: ___________________________________________ Date:_________________
Approved By: __________________________________________ Date:_________________
Approved By: __________________________________________ Date:_________________
Budget Code: __________________________________
PND #____________
FOR OFFICE USE
(Administrator/Supervisor)
(Signature)
(Superintendent’s Signature)
)
ST. REGIS FALLS CENTRAL SCHOOL DISTRICT
ST. REGIS FALLS, NEW YORK
BUDGET REQUEST 2016-17
Budget Code: Computer Software
Vendor: All information must be filled in.
Requisitioned By:_________________________Date:________ Name:__________________________________________
Dept/Grade/Organization:_______________________________ Address:________________________________________
_______________________________________________
Phone:____________________ Fax:__________________
Website: ________________________________________
Quantity Unit Description (ISBN#, Item #, Model#) Unit Price Total Cost
Sub Total
S/H 20%
Page Total Justification:
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
(Quotes are required from three different Vendors for all Software over $1,000.00)
Price Vendor
Quote# 1
Quote# 2
Quote# 3 State Contract: www.oas.state.nv.us/purchase/Default.asp
Ordered By: ___________________________________________ Date:_________________
Approved By: __________________________________________ Date:_________________
Approved By: __________________________________________ Date:_________________
Budget Code: __________________________________
PND #____________
FOR OFFICE USE
(Administrator/Supervisor)
(Signature)
(Superintendent’s Signature)
)
ST. REGIS FALLS CENTRAL SCHOOL DISTRICT
ST. REGIS FALLS, NEW YORK
BUDGET REQUEST 2016-17
Budget Code: Maintenance Requests – Please post through Que Centre
Requisitioned By:_________________________Date:________
Dept/Grade/Organization:_______________________________
Description of Work Required
Justification:
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
Ordered By: ___________________________________________ Date:_________________
Approved By: __________________________________________ Date:_________________
Approved By: __________________________________________ Date:_________________
Budget Code: __________________________________
PND #____________
FOR OFFICE USE
(Administrator/Supervisor)
(Signature)
(Superintendent’s Signature)
)
ST. REGIS FALLS CENTRAL SCHOOL DISTRICT
ST. REGIS FALLS, NEW YORK
BUDGET REQUEST 2016-17
Budget Code: Supplies
Vendor: All information must be filled in.
Requisitioned By:_________________________Date:________ Name:__________________________________________
Dept/Grade/Organization:_______________________________ Address:________________________________________
_______________________________________________
Phone:____________________ Fax:__________________
Website: ________________________________________
Quantity Unit Description (ISBN#, Item #, Model#) Unit Price Total Cost
Sub Total
S/H 20%
Page Total Justification:
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
(Quotes are required from three different Vendors for all Supplies over $1,000.00)
Price Vendor
Quote# 1
Quote# 2
Quote# 3 State Contract: www.oas.state.nv.us/purchase/Default.asp
Ordered By: ___________________________________________ Date:_________________
Approved By: __________________________________________ Date:_________________
Approved By: __________________________________________ Date:_________________
Budget Code: __________________________________
PND #____________
FOR OFFICE USE
(Administrator/Supervisor)
(Signature)
(Superintendent’s Signature)
)