EASTERN CENTER FOR ARTS AND TECHNOLOGY JOINT COMMITTEE MINUTES WEDNESDAY, SEPTEMBER 11, 2013

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1 EASTERN CENTER FOR ARTS AND TECHNOLOGY JOINT COMMITTEE MINUTES WEDNESDAY, SEPTEMBER 11, 2013 Dr. Art Levinowitz, President, called the public meeting of the Joint Committee to order at 8:01 p.m. with the following members in attendance: Mrs. Michele Tinsman Mr. James Butt Ms. Deborah Mullen Ms. Carolyn Riley Mr. Elton Richardson Dr. Art Levinowitz Mr. Duval Dougherty Kenneth Roos, Esq. Dr. Michael Pladus Mr. Thomas Allen Abington Bryn Athyn Cheltenham Hatboro-Horsham Jenkintown Lower Moreland Springfield Upper Dublin Upper Moreland Solicitor Superintendent of Record Administrative Director A motion carried unanimously will necessarily, by reference, include each voting member in attendance. SALUTE TO THE FLAG Juan Paulo Figueras led the Joint Committee and audience in a salute to the flag. MINUTES Mr. James Butt moved approval of the Joint Committee minutes of the regular and agenda session meeting August 14, Motion carried unanimously. EXECUTIVE SESSION ANNOUNCEMENT Dr. Art Levinowitz announced that an Executive Session was held before the public meeting to discuss personnel issues

2 PRESIDENT S REPORT Informational: Foundation Meeting Minutes * Dr. Art Levinowitz reviewed the August 26, 2013 Foundation meeting minutes. Practical Nursing Graduation Dr. Levinowitz provided a report on the graduation exercises of the Practical Nursing Class #122 held on August 29, 2013 at Abington Memorial Hospital. PSBA Voting Procedures Dr. Levinowitz provided recommendations for the PSBA officer elections and discussed the new procedures to complete the vote. Those recommendations are: for President Mark Miller, Vice- President Charles Ballard, Treasurer Otto Voit III and for At Large Representative Maura Buri. FINANCIAL REPORT For the Period Ending August 31, 2013 * Informational: The Joint Committee acknowledged receipt of the following: Statement of Revenues and Expenditures as presented Status of the reserves fund revenues for the period ended August 31, 2013 showing investments of $2,316, as presented Status of the capital project fund revenues for the period ended August 31, 2013 showing investments of $1,422, as presented. Action: Treasurer's Report * Mr. James Butt moved acceptance of the Treasurer s Report for the period ended August 31, 2013 showing a General Fund cash and investment balances of $5,605, and total assets of $5,802, and the current status of the Student Activity account. Motion carried unanimously. Disbursements * Mr. James Butt moved approval of accounts payable checks #20910 through #21037 disbursed during the period of 8/1/2013 through 8/31/2013 in the amount of $229, Motion carried unanimously. Mr. James Butt moved approval of expense disbursement checks # through # and wire transfers #WT through #WT disbursed during the period of 8/1/2013 through 8/31/2013 in the amount of $673, Motion carried unanimously

3 Mr. James Butt moved approval of payroll checks #37045 through #37177 disbursed August 10 and August 24, 2013 in the amount of $174, Motion carried unanimously. STUDENT RECOGNITION Action: Mr. Elton Richardson moved to approve the resolution designating Juan Paulo Figueras as EASTERN s Outstanding Student of the Month for September. Motion carried unanimously. Mr. Art Levinowitz presented Juan Paolo Figueras, a senior at Springfield High School and in the Computer Network Administration program at EASTERN, with a resolution, EASTERN shirt, and the Rotary plaque; Mr. Stephen Parke, Educators' Association President, presented him with the Association's gift card. ACADEMIC AFFAIRS Program Review Ms. Nicole Mohrey, Commercial Art Instructor, and SkillsUSA students provided an overview of the Chapter Display and Promotional Bulletin Board Competition held June 24-29, 2013 at the SkillsUSA National Competitions in Kansas City, Missouri, Informational: The Joint Committee acknowledged receipt of the August Activities Reports of the students and staff. Action: Conferences Mr. James Butt moved approval for payment for the Sharepoint Fest DC Conference in August 2013 for Thomas Boutcher. Motion carried unanimously. Program Equipment * Mr. James Butt moved approval to include the attached program equipment recommendations in the budget proposal as recommended by the Executive and Occupational Advisory Committees. Motion carried unanimously

4 Donation Mr. James Butt moved approval for acceptance of a 1992 Nissan vehicle received from Mr. and Mrs. Cain for use in the Automotive Technology and Collision Repair Technology programs. Motion carried unanimously. Strategic Plan External Consultant Mr. James Butt moved approval for acceptance of Meeder Consulting as external support for the development of EASTERN s Strategic Plan during the school year at a cost not to exceed $21, pending solicitor review. Motion carried unanimously. Secondary Program Deferment Mr. James Butt moved to defer for a minimum of one year the implementation of plans and associated renovations for the Veterinary Technology program pending further review and planning of the facilities and physical needs of EASTERN. Motion carried unanimously. POLICY Action: Policy Sections Revision Second Reading * Mr. James Butt moved approval for the adoption of Revised Finances Section comprised of the following policies: G101 Objectives G102 Fiscal Accounting Systems & Reporting Procedures G103 Budget Planning G104 Budget Preparation G105 Budget Adoption G106 Tuition G107 Bank Accounts G108 Investments G109 Purchases to Bid G110 Purchases Budgeted G111 Cooperative Purchasing G113 Vendor Relations G114 Payroll Authorization G115 Payroll Deductions G116 Payment of Claims G117 Business Operations G118 Petty Cash Account G119 Special Purpose Funds G120 School Audit-Public

5 G121 Local Subsidy G122 Capital Items G123 Grants G124 Budgetary Reserves, Fund Types and Fund Balance Reporting G125 Credit Cards G126 Capital Reserve Fund G127 Health Care Premium Conversion Plan G128 Health Care Coverage Opt-Out Motion carried unanimously. Mr. James Butt moved approval for the adoption of Revised Property Section comprised of the following policies: H101 Gifts and Donations H102 Maintenance H103 Property Records H104 Use of School Facilities H105 Lending of EASTERN-Owned Equipment and/or Books H106 Building Security H107 Property Insurance H108 Computer Software & Electronics Media H109 Equipment H110 Capitalization / Fixed Motion carried unanimously. Policy Revision First Reading * Mr. James Butt moved approval for the first reading of Revised Smoking Policy C101 with immediate implementation of Administrator Regulation DC101, also immediate campus-wide prohibition of the Electronic Smoking devices pending the development of policies for staff and community and revision of Policy P301. Motion carried unanimously. PERSONNEL AFFAIRS Action: Professional Substitute Instructor Mr. James Butt moved approval of the following substitute instructors for the school year at the rate of $95 per day in areas qualified in Career and Technical subjects, $85 per day for general assignments, and $105 per day after the 10 th continuous day in the same assignments for those qualified in a Career and Technical subject: Construction Trade Roy Stein Motion carried unanimously Culinary Arts Taylor Landon

6 Classified Mr. James Butt moved approval of the termination of William Goudy, Admissions Coordinator effective. Motion carried unanimously. Practical Nursing Adjunct Faculty Mr. James Butt moved approval of Amanda Wollick BSN, RN as an adjunct faculty member in the Practical Nursing Program for the school year. Motion carried unanimously. Summer Work Mr. James Butt moved approval for Electrical Technology Instructor, Gary Felmey, to work an additional 55 hours on electrical projects. Motion carried unanimously. Mr. James Butt moved approval for Electrical Technology Intern, Robert Harmon, to work an additional 20 hours on electrical projects. Motion carried unanimously. FACILITIES AND FINANCIAL AFFAIRS Informational: Building Report * The August Building Report regarding the school plant and property activities was presented. Action: Facility Use Mr. James Butt moved approval of the facility use of the Seminar Room by Penn Medicine for the following three sessions during the school year. EASTERN to be reimbursed in accordance with the Facility Use Policy: Session I September 24-November 12, 2013, Tuesdays, 6:00-8:30 pm Session II -January 28-March 18, 2014, Tuesdays, 6:00-8:30 pm Session III-April 29 June 17, 2014, Tuesdays, 6:00-8:30 pm Motion carried unanimously

7 NEXT MEETING The next meeting of the Joint Committee is Wednesday, October 9, ADJOURNMENT Mr. James Butt moved to adjourn the meeting of the Joint Committee at 9:00 p.m. Motion carried unanimously. Dr. Art Levinowitz Joint Committee President Mr. Elton Richardson Joint Committee Secretary Recording Secretary: Deborah Burge

8 Foundation Board of Trustees Meeting Monday, August 26, :30 p.m. Seminar Room Minutes Members Present: Tom Allen, Patricia MacDonald, Steve Seu, George Marin, Cynthia Rotelle, Linda Heiberger, John Dougherty; Mark Medvesky; and Gary Felmey EASTERN Staff Present: Amy Shields, Kevin Reilly 1. Meeting was called to order at 4:40 p.m. by George Marin, who chaired the meeting. 2. Approval of July 29, 2013 Minutes: Steve Seu made the motion to approve. The motion was unanimously approved. 3. Financial Report The Foundation Board reviewed the financial reports provided. Tom Allen announced that a new Business Manager has been appointed, Irene Dickinson. Irene will be full time in October, but will be here fairly regularly in the meantime. Tom Allen asked that we have Linda McAlpine take the Murder Mystery under the revenue section, and just leave it under expenses. George Marin asked if there was any further word on the Grainger Award. Amy noted that there has been no communication on their end, but per Steve Seu s request, she will send a final request indicating that we provide our students with a list of potential awards at the beginning of the school year. 4. Form 990 Steve discussed the Form 990, and asked Amy to provide Linda McAlpine an updated list of Foundation Board members. 5. Awards We have not yet received payments from Verizon or Henkles. Amy will ask John McDonald, EASTERN s Automotive Technology instructor, to reach out to Don Shnell, who orchestrated the Verizon award. Amy agreed to ask Pat Kilmartin for a contact at Henkles and follow up. 6. New Award Sandy Woerner Memorial Amy informed the Board about a new memorial award set up by a recent Culinary Arts graduate and his father. This is a $500 annual award that will be given to a Culinary Arts

9 senior who is continuing the pursuit of culinary arts as a career either by going to college or by starting a job in the field. 7. Update on Giant A+ School Rewards Program Kevin Reilly registered EASTERN for the program. Starting August 29, anyone can register their bonus cards at Amy sent this information via to all EASTERN employees and Foundation members, and posted it to EASTERN s Facebook page. Information will also be available at Parent Night on Sept. 18, Plan of Work Amy Shields noted that we are up-to-date on all activities. A news release regarding the Auction is in progress. Linda asked Amy to send her the verbiage from the invitations to her electronically. 9. Wine Baskets for Silent Auction Steve noted that he, John Dougherty, Joe Colaneri, Art Levinowitz, Pat McDonald, Roseann Nyiri, George Marin, and Kevin Reilly will donate to the wine baskets. George also noted that the Laroche family would like to collect items for an entire table in which proceeds would directly benefit the Christopher Laroche Memorial Award for a Culinary Arts or Electrical Technology student. He asked that Amy ask them to have all items collected by Oct. 15, Amy informed the Laroche family of the deadline on Aug. 28. Linda noted that we will also make mention of the Christopher Laroche table during the intermission of the play. 10. October 3, 2013 Happy Hour Fundraiser at Jerzee s in Glenside Amy will devise a flyer for this to be handed out at OAC meetings and Parents Night, and post the information on Facebook. Linda asked if website banners can be created for Jerzee s and the auction. Amy said she would ask Rob Steinbacher to create them. 11. Parent s Night Linda Heiberger, Pat MacDonald, and Steve Seu will be here to represent the Foundation at Parent s Night. Linda suggested asking the Chefs to talk to their visiting parents on Parents night about attending the November 8 fundraiser and the potential of their students winning awards such as the Christopher Laroche Memorial Award, and the new award, the Sandy Woerner Memorial Award. 12. New Business Gary Felmey informed the Foundation Board that a new Weiss is opening up in Huntingdon Valley. He has agreed to research and find out if they offer a program similar to the Giant A

10 Rewards Program. Amy offered to research Target s program, and Steve offered to research Wegman s program. Linda asked that the Foundation be made aware when there is a dual enrollment student with financial difficulty in paying for his or her Montgomery County Community College credits. Tom noted that the cost for is $150 for a three credit class. Linda noted that we will use free lunch as the financial need indicator. Kevin Reilly agreed to bring a list of these in-need students to the next Foundation meeting. 13. Meeting Dates: (all meetings are held at 4:30 p.m. at EASTERN) September 30, 2013 October 28, 2013 November 18, 2013 And please note the following fundraisers October 3, 2013 Foundation Happy Hour at Jerzee s in Glenside November 8, 2013 Foundation Auction/Murder Mystery at 6 p.m

11 A. STATEMENT OF REVENUES AND EXPENDITURES FOR THE PERIOD ENDED AUGUST 31, 2013 GENERAL FUND APPROVED BUDGET ACTIVITY THIS MONTH ACTIVITY TO DATE BUDGET BALANCE ENCUMBER BALANCE TOTAL REVENUE ALL DIVISIONS 10,227,112 1,210,959 1,492,024 8,735, ,735,088 TOTAL FUND BALANCE APPROPRIATED 500, , ,000 TOTAL REVENUE/FUNDS APPROPRIATED 10,727,112 1,210,959 1,492,024 9,235, ,235,088 TOTAL EXPENDITURES ALL DIVISIONS 10,727,112 1,101,909 1,559,274 9,167,838 4,336,844 4,830,994 SECONDARY EDUCATION DIVISION APPROVED BUDGET ACTIVITY CURRENT ACTIVITY TO DATE BUDGET BALANCE ENCUMBER BALANCE EARNINGS ON INVESTMENTS 15, ,153 13,847 13,847 REVENUE FROM STUDENT ACTIVITIES 61, ,852 30,548 30,548 REVENUE FROM LOCAL SOURCES 27, ,845 26,845 REVENUE FROM TUITION/PATRONS 6,377,057 1,117,531 1,311,536 5,065,521 5,065,521 REVENUE FROM STATE SOURCES 653,093 48,125 56, , ,106 REVENUE FROM FEDERAL SOURCES 537, , ,938 TOTAL REVENUE 7,671,488 1,166,480 1,400,683 6,270, ,270,805 FUND BALANCE APPROPRIATED 500, , ,000 ACADEMIC SUPPORT 268,878 12,302 15, , ,972 45,986 SECONDARY INSTRUCTION PROGRAMS 3,475, , ,846 3,270,080 1,800,009 1,470,072 SUMMER PROGRAMS 86,379 5,759 52,266 34, ,113 PUPIL PERSONNEL SERVICES 509,320 35,542 76, , ,675 96,571 INSTRUCTIONAL SUPPORT 53, ,910 16, ,990 STAFF DEVELOPMENT 114,843 1,549 1, , ,044 JOINT COMMITTEE SERVICES 72,698 21,899 23,957 48,741 40,450 8,291 OFFICE OF THE DIRECTOR 433,063 32,949 68, , ,113 81,870 OFFICE OF THE ASSISTANT DIRECTOR 354,858 24,993 53, , ,351 88,343 SUPPORT SERVICES-BUSINESS OFFICE 462,333 37,300 73, , , ,173 SUPPORT SERVICES-SUPPORT SERVICES 62,200 3,221 6,296 55,904 32,406 23,498 SUPPORT SERVICES-PHYSICAL PLANT 1,267, , , , , ,737 PLANNING, RESEARCH & DEVELOPMENT 161,391 5,400 10, ,457 48, ,340 SCHOOLWIDE TECHNOLOGY SERVICES 533,279 30,944 64, , , ,991 PUBLIC RELATIONS 213,753 16,916 29, ,337 89,736 94,601 STUDENT ACTIVITIES 31, ,430 1,850 29,580 OTHER EXPENDITURES/FINANCING USES BUDGETARY RESERVE 70, , ,000 TOTAL EXPENDITURES 8,171, ,059 1,340,211 6,831,277 3,856,076 2,975,200 CONTINUING EDUCATION DIVISION APPROVED BUDGET ACTIVITY CURRENT ACTIVITY TO DATE BUDGET BALANCE ENCUMBER BALANCE REVENUE FROM STUDENT ACTIVITIES 15, ,000 15,000 REVENUE FROM INTERMEDIARY SOURCES REVENUE FROM TUITION/PATRONS 197,831 21,035 21, , ,797 REVENUE FROM STATE SOURCES 28, ,708 27,708 REVENUE FROM FEDERAL SOURCES TOTAL REVENUE 241,258 21,400 21, , ,504 FUND BALANCE APPROPRIATED 0 0 INSTRUCTION PROGRAMS 140,906 2,559 2, , ,801 ADMINISTRATIVE 100,352 5,070 9,673 90,679 28,707 61,973 PUBLIC RELATIONS (354) PASS THROUGH GRANT RECEIPTS TOTAL EXPENDITURES 241,258 7,629 12, ,989 29, ,

12 PRACTICAL NURSING DIVISION APPROVED BUDGET ACTIVITY CURRENT ACTIVITY TO DATE BUDGET BALANCE ENCUMBER BALANCE REVENUE FROM LOCAL SOURCES 48,000 1,085 2,485 45,515 45,515 REVENUE FROM TUITION/GRANT SOURCES 514,607 12,450 23, , ,394 REVENUE FROM STATE SOURCES 306,159 2,677 5, , ,882 REVENUE FROM FEDERAL SOURCES 1,445,600 6,867 38,613 1,406,987 1,406,987 TOTAL REVENUE 2,314,366 23,079 69,588 2,244, ,244,778 FUND BALANCE APPROPRIATED INSTRUCTION PROGRAMS 1,151,209 63,923 95,662 1,055,547 38,461 1,017,086 SUPPORT SERVICES-PUPIL HEALTH 30,870 2,050 4,088 26,782 18,517 8,265 PASS THROUGH FED'L/PRIVATE RECEIPTS 535, , ,000 SUPPORT SERVICES-PHYSICAL PLANT 25,360 25,032 25, (60) ADMISSIONS/RECRUITMENT 44, ,767 42, ,405 ADMINISTRATIVE 521,755 39,479 80, , ,864 47,678 AWARDS AND SCHOLARSHIPS FEDERAL PERKINS GRANT BUDGETARY RESERVE 6, , ,000 TOTAL EXPENDITURES 2,314, , ,794 2,107, ,198 1,656,374 STUDENT ACTIVITY FUNDS BEGINNING BALANCES CURRENT REVENUE TO DATE REVENUE CURRENT EXPENSES TO DATE EXPENSES CLOSING BALANCES SKILLS USA 17, ,749 TOTAL FUND EQUITIES 17, ,749 B. CAPITAL RESERVE FUND (#30) Balance at 7/29/2013 $ 2,318, Interest Earned-July/August $ Investment Interest-July/August $ Investment Fees $ ( 2,751.37) Accrued Interest $ Balance at 8/31/2013 $ 2,316, Interest Earned Year to Date $ Investment Interest Year to Date $ C. CAPITAL PROJECTS FUND (#31) Balance at 7/29/2013 $ 1,422, Interest Earned-July 2013 $ Interest Earned-August 2013 $ Balance at 8/31/2013 $ 1,422, Interest Earned Year to Date $

13 D. TREASURER S REPORT Balance Sheet GENERAL FUND ASSETS LIABILITIES & FUND EQUITIES CASH ACCOUNT 2,514, ACCOUNTS PAYABLE-INTERFUND 0.00 PETTY CASH ACCOUNT ACCOUNTS PAYABLE-INTERGOVT 0.00 INVESTMENTS 3,090, ACCOUNTS PAYABLE 4, TOTAL CASH AND INVESTMENTS 5,605, ACCRUED PAYROLL DEDUCTIONS 324, DEFERRED REVENUES 683, TOTAL CURRENT LIABILITES 1,012, ACCOUNTS RECEIVABLE-INTERFUND 0.00 ACCOUNTS RECEIVABLE-INTERGOVT 20, YEAR-TO-DATE REVENUE 1,492, ACCOUNTS RECEIVABLE-OTHER 164, YEAR-TO-DATE EXPENDITURES (1,559,274.32) TOTAL CURRENT ASSETS 184, NET REVENUE LESS EXPENDITURES (67,249.95) INVENTORIES 12, FUND BALANCE: NONSPENDABLE FUND BALANCE 200, PREPAID EXPENSES 0.00 COMMITTED-BENEFIT CONTINGENCY 300, COMMITTED-BENEFIT CONTINGENCY 710, COMMITTED-BENEFIT CONTINGENCY 200, ASSIGNED-POST SECONDARY-PN 1,091, ASSIGNED-POST SECONDARY-CE 68, ASSIGNED-BUDGETARY FUND BALANCE 500, UNASSIGNED 1,786, TOTAL FUND BALANCE 4,857, TOTAL ASSETS 5,802, TOTAL LIABILITES & FUND EQUITIES 5,802, STUDENT ACTIVITY FUND ASSETS LIABILITIES & FUND EQUITIES CASH ACCOUNT 17, ACCOUNTS PAYABLE-INTERFUND 0.00 ACCOUNTS PAYABLE-INTERGOVT 0.00 ACCOUNTS PAYABLE 0.00 ACCOUNTS RECEIVABLE-INTERFUND 0.00 YEAR-TO-DATE REVENUE 3.10 ACCOUNTS RECEIVABLE-OTHER 0.00 YEAR-TO-DATE EXPENDITURES (171.34) BEGINNING FUNDS BALANCES 17, TOTAL ASSETS 17, TOTAL LIABILITES & FUND EQUITIES 17,

14 E. DISBURSEMENTS Check Number Vendor Name Department Description Amount AIR-VENT DUCT CLEANING INC MAINTENANCE SERVICES REPAIR & MAINT.OF EQUIP. $2, ALLISON LARSON PUPIL PERSONNEL SERVICES MEALS & REFRESHMENTS $ B.E. PUBLISHING ADM ASST/OFFICE MGMT BOOKS AND PERIODICALS $1, WACO FILTERS CORPORATION MAINTENANCE SERVICES MAINTENANCE SUPPLIES $ DENNEY ELECTRIC SUPPLY MAINTENANCE SERVICES MAINTENANCE SUPPLIES $ DIRECT ENERGY BUSINESS, LLC MAINTENANCE SERVICES ELECTRICITY $22, EILEEN COLLINS PUPIL PERSONNEL SERVICES MEALS & REFRESHMENTS $ GUY M COOPER, INC. MAINTENANCE SERVICES WATER SEWAGE SERVICES $ WILLIS OF PENNSYLVANIA, INC JOINT COMMITTEE SERVICES INSURANCES $75, INDUSTRIAL APPRAISAL COMPANY JOINT COMMITTEE SERVICES PURCH SVCS-PROFESSIONAL $ JANINE LIPINSKI PN ADMINISTRATIVE PROF ED SVS-TRAINING $ MICHAEL BYRNE PAINTING, INC. MAINTENANCE SERVICES CONSTRUCTION SERVICES $ PAETEC COMMUNICATIONS MAINTENANCE SERVICES TRANSPORT/COMMUNICATION $2, SAR AUTOMOTIVE EQUIPMENT AUTOMOTIVE TECHNOLOGY REPAIR & MAINT.OF EQUIP. $ SAUERS TREE & LANDSCAPE SERVICE INC GROUNDS MAINTENANCE LAWN CARE SERVICES $2, SDIC GENERAL FUND WORKERS COMPENSATION $7, SPINIEO INC. MAINTENANCE SERVICES REPAIR & MAINT OF BLDG $2, CENGAGE LEARNING COSMETOLOGY BOOKS AND PERIODICALS $6, VALLEY POWER INCORPORATED MAINTENANCE SERVICES MAINTENANCE SUPPLIES $ WASTE MANAGEMENT OF PA INC. MAINTENANCE SERVICES DISPOSAL SERVICES $ ACTEON NETWORKS, LLC TECHNOLOGY SVC REPAIR & MAINT - TECHNOLO $ SCHOOLWIDE ALL-DATA CORPORATION AUTOMOTIVE TECHNOLOGY SOFTWARE, INSTRUCTIONAL $ AMY SHIELDS PROMOTIONAL ACTIVITIES GENERAL SUPPLIES $ GREATER GIVING GENERAL FUND DUE FROM FOUNDATION $ BCI EQUIPMENT SPECIALISTS COLLISION REPAIR EQUIP, EMERGENCY REPLACE $ VERIZON MAINTENANCE SERVICES COMMUNICATIONS $ BURMAX COMPANY, INC. COSMETOLOGY GENERAL SUPPLIES $ BUY ONLINE NOW.COM JOINT COMMITTEE SERVICES GENERAL SUPPLIES $ CAROL DUELL PN ADMINISTRATIVE PROF ED SVS-TRAINING $2, CCAR COLLISION REPAIR SOFTWARE, INSTRUCTIONAL $ CDW GOVERNMENT, INC. TECHNOLOGY SVC GENERAL SUPPLIES $ SCHOOLWIDE JONES AND BARTLETT LEARNING, LLC AUTOMOTIVE TECHNOLOGY BOOKS AND PERIODICALS $4, COMPUTERPLUS SALES & SERVICES, INC. COMMERCIAL ART REPAIR & MAINT - TECHNOLO $ ELSEVIER ALLIED HEALTH BOOKS AND PERIODICALS $2, GEORGE ALLEN WASTEWATER MAINTENANCE SERVICES REPAIR & MAINT.OF EQUIP. $ MANAGEMENT GRAINGER, W.W. INCORPORATED MAINTENANCE SERVICES EQUIP, EMERGENCY REPLACE $ RICOH USA, INC. DUPLICATING SERVICES PURCH SVCS-OTHER $1, LARMON PHOTO INCORPORATED COMMERCIAL ART EQUIP, EMERGENCY REPLACE $ M&H PROMOTIONS PROMOTIONAL ACTIVITIES GENERAL SUPPLIES $3, MONTGOMERY NEWSPAPERS JOINT COMMITTEE SERVICES ADVERTISING $ OFFICE BASICS INC DUPLICATING SERVICES GENERAL SUPPLIES $1, PANERA BREAD JOINT COMMITTEE SERVICES MEALS & REFRESHMENTS $ PEARSON EDUCATION, INC ADM ASST/OFFICE MGMT BOOKS AND PERIODICALS $1,

15 Check Number Vendor Name Department Description Amount PSBA INC INSURANCE TRUST GENERAL FUND UNEMPLOYMENT $ CONTRIBUTION RAY SUPPLY COMPANY MAINTENANCE SERVICES GENERAL SUPPLIES $ KEVIN REILLY ASSISTANT DIRECTOR TRAVEL $ SDIC GENERAL FUND WORKERS COMPENSATION $ SHERWIN-WILLIAMS MAINTENANCE SERVICES MAINTENANCE SUPPLIES $3, SOCIETY FOR HUMAN RESOURCE MGMT. OFFICE OF THE DIRECTOR DUES AND FEES $ TEMPERATURE SERVICE CO MAINTENANCE SERVICES REPAIR & MAINT - HVAC SYS $2, TOWNSHIP OF UPPER MORELAND MAINTENANCE SUPERVISION DUES AND FEES $ UPPER MORELAND SEWER AUTHORITY MAINTENANCE SERVICES WATER SEWAGE SERVICES $1, VALLEY POWER INCORPORATED MAINTENANCE SERVICES EQUIP, EMERGENCY REPLACE $1, WEX BANK VEHICLE MAINTENANCE GAS & OIL - VEHICLES $ ADVERTISING AGE COMMERCIAL ART SUBSCRIPTIONS $ ADWEEK COMMERCIAL ART SUBSCRIPTIONS $ PN STUDENTS GENERAL FUND DUE FROM FOUNDATION $ AMAZON.COM, INC. SECONDARY HARDWARE SUPPLIES $ APERTURE COMMERCIAL ART SUBSCRIPTIONS $ AUTOTECH EQUIPMENT MAINTENANCE SERVICES REPAIR & MAINT.OF EQUIP. $1, DISTRIBUTORS,INC PN STUDENTS GENERAL FUND PN TUITION REFUNDS $2, VERIZON PN ADMINISTRATIVE COMMUNICATIONS $ PN STUDENTS GENERAL FUND PN TUITION REFUNDS $ CDW GOVERNMENT, INC. TECHNOLOGY SVC EQUIP, REPLACEMENT $79.75 SCHOOLWIDE CHANNING BETE COMPANY CE INSTRUCTIONAL GENERAL SUPPLIES $ COMMUNICATION ARTS COMMERCIAL ART SUBSCRIPTIONS $ EDUCATION TO GO, INC CE INSTRUCTIONAL SUPPLIES & FEES-TECH $ EILEEN COLLINS PUPIL PERSONNEL SERVICES GENERAL SUPPLIES $ FINE HOMEBUILDING CONSTRUCTION TECHNOLOGY SUBSCRIPTIONS $ GRAINGER, W.W. INCORPORATED MAINTENANCE SERVICES MAINTENANCE SUPPLIES $ HESS CORPORATION MAINTENANCE SERVICES HEATING FUEL $ PN STUDENTS GENERAL FUND PN TUITION REFUNDS $1, JOSTENS DIPLOMA DIVISION PN ADMINISTRATIVE GENERAL SUPPLIES $ PN STUDENTS GENERAL FUND DUE FROM FOUNDATION $ KIERAN MCKENNA FLOORING, INC. MAINTENANCE SERVICES REPAIR & MAINT OF BLDG $3, PN STUDENTS GENERAL FUND PN TUITION REFUNDS $ MAIN STREET PIZZERIA & GRILLE, INC. STAFF DEVELOPMENT MEALS & REFRESHMENTS $ PN STUDENTS GENERAL FUND PN TUITION REFUNDS $ MONTGOMERY COUNTY INTERMEDIATE BUSINESS SERVICES DUES AND FEES $ UNIT MY PARKING PERMIT.COM PUPIL PERSONNEL SERVICES PRINTING AND BINDING $ NATIONAL ENERGY CONTROL CORP MAINTENANCE SERVICES MAINTENANCE SUPPLIES $ NICOLE L MOHREY STUDENT ACTIVITY TRAVEL $ NORA M. DOWNEY PN ADMINISTRATIVE PURCH SVCS-PROFESSIONAL $ OFFICE BASICS INC MAINTENANCE SERVICES GENERAL SUPPLIES $ PDN COMMERCIAL ART SUBSCRIPTIONS $ PECO ENERGY MAINTENANCE SERVICES ELECTRICITY $1, PECO ENERGY MAINTENANCE SERVICES HEATING FUEL $

16 Check Number Vendor Name Department Description Amount APA/AQUA PENNSYLVANIA, INC. MAINTENANCE SERVICES WATER SEWAGE SERVICES $ PRESENTA PLAQUE ASSISTANT DIRECTOR GENERAL SUPPLIES $ RICOH USA, INC. DUPLICATING SERVICES PURCH SVCS-OTHER $ PN STUDENTS GENERAL FUND PN TUITION REFUNDS $2, SAM'S CLUB DIRECT GENERAL FUND DUES AND FEES $ SHERWIN-WILLIAMS MAINTENANCE SERVICES MAINTENANCE SUPPLIES $ SHUTTERBUG COMMERCIAL ART SUBSCRIPTIONS $ SNAP-ON-INDUSTRIAL AUTOMOTIVE TECHNOLOGY SOFTWARE, INSTRUCTIONAL $1, STAPLES INCORPORATED MAINTENANCE SERVICES GENERAL SUPPLIES $ PN STUDENTS GENERAL FUND PN TUITION REFUNDS $1, PN STUDENTS GENERAL FUND PN TUITION REFUNDS $ TEMPERATURE SERVICE CO MAINTENANCE SERVICES REPAIR & MAINT - HVAC SYS $8, THE JOURNAL OF LIGHT CONSTRUCTION CONSTRUCTION TECHNOLOGY SUBSCRIPTIONS $ THOMAS ALLEN OFFICE OF THE DIRECTOR TRAVEL $ UNIFIRST CORPORATION MAINTENANCE SERVICES CUSTODIAL SUPPLIES $ UNITED STATES ROOFING CORPORATION MAINTENANCE SERVICES REPAIR & MAINT- ROOFS $1, VERIZON MAINTENANCE SERVICES COMMUNICATIONS $ WIRED COMMERCIAL ART SUBSCRIPTIONS $ AMERICAN TECHNICAL PUBLISHERS, INC. CE INSTRUCTIONAL BOOKS AND PERIODICALS $2, PN STUDENTS GENERAL FUND PN TUITION REFUNDS $3, BURMAX COMPANY, INC. COSMETOLOGY GENERAL SUPPLIES $ CDW GOVERNMENT, INC. MAINTENANCE SERVICES SECURITY/SAFETY SERVICES $ DELCREST MEDICAL SERVICES, INC. ALLIED HEALTH GENERAL SUPPLIES $ J2 TECH TECHNOLOGY SVCS SOFTWARE, INSTRUCTIONAL $39.95 SECONDARY J.C. EHRLICH CO., INC. MAINTENANCE SERVICES EXTERMINATION SERVICES $ GAVSON, INC COSMETOLOGY UNIFORMS $1, GEIGER PROMOTIONAL ACTIVITIES GENERAL SUPPLIES $ JOEL A. GIARDINE GENERAL FUND PURCH SVCS-PROFESSIONAL $1, GROVE SUPPLY COMPANY MAINTENANCE SERVICES MAINTENANCE SUPPLIES $ INCORPORATED GUY M COOPER, INC. MAINTENANCE SERVICES REPAIR & MAINT OF BLDG $1, JOHNSON CONTROLS INC. MAINTENANCE SERVICES REPAIR & MAINT - HVAC SYS $3, JOHNSTONE SUPPLY-WARMINSTER #180 MAINTENANCE SERVICES MAINTENANCE SUPPLIES $ OFFICE BASICS INC DUPLICATING SERVICES PRINTING AND BINDING $ OPI PRODUCTS INC COSMETOLOGY GENERAL SUPPLIES $ ORKIN ELECTRIC SYSTEMS MAINTENANCE SERVICES REPAIR & MAINT.OF EQUIP. $8, PAETEC COMMUNICATIONS MAINTENANCE SERVICES TRANSPORT/COMMUNICATION $2, PACTA OFFICE OF THE DIRECTOR PROF ED SVS-TRAINING $ POCKET NURSE ENTERPRISES ALLIED HEALTH BOOKS AND PERIODICALS $ SCULLY WELDING SUPPLY CORPORATION COLLISION REPAIR EQUIP, EMERGENCY REPLACE $1, VALLEY POWER INCORPORATED MAINTENANCE SERVICES EQUIP, EMERGENCY REPLACE $ WEBSITES MADE EZ PUPIL PERSONNEL SERVICES SUBSCRIPTIONS $ Accounts Payable Total $229,

17 Check Number Vendor Name Department Description Amount GETTHEALTH PREMIUM ACCOUNT GENERAL FUND DENTAL $3, PSBA INC INSURANCE TRUST GENERAL FUND INC PROTECTION INSURANCE $2, AMERICAN HERITAGE LIFE INSURANCE GENERAL FUND MISCELLANEOUS WH PAY $ CO CITY OF PHILADELPHIA - WAGE TAX GENERAL FUND WAGE TAX WH PAYABLE $ COLLECTOR OF OPT TAXES GENERAL FUND MISCELLANEOUS WH PAY $ WT SOUTHEASTERN PA SCHOOLS TRUST - ACADEMIC SUPPORT MEDICAL CONSORTIUM $54, MCIU WT SOUTHEASTERN PA SCHOOLS TRUST - ACADEMIC SUPPORT PRESCRIPTION CONSORTIUM $16, MCIU WT U.S. DEPARTMENT OF EDUCATION GENERAL FUND FEDL LOAN RECEIPTS RETURN $3, WT U.S. DEPARTMENT OF EDUCATION GENERAL FUND FEDL LOAN RECEIPTS RETURN $3, WT COMMONWEALTH OF PENNSYLVANIA GENERAL FUND PSERS WH PAYABLE $14, WT STATE OF NEW JERSEY - GIT GENERAL FUND STATE WH PAYABLE $ WT IRS- 941 PAYMENT GENERAL FUND FEDERAL WH PAYABLE $23, WT ARAMARK EDUCATION MAINTENANCE SUPERVISION CUSTODIAL SERVICES $1.00 WT CBIZ PAYROLL GENERAL FUND MISCELLANEOUS WH PAY $ WT COMMONWEALTH OF PENNSYLVANIA GENERAL FUND STATE WH PAYABLE $2, WT EMPLOYER ADMIN SERVICES, INC. GENERAL FUND TSA WH PAYABLE $2, WT EASTERN EDUCATION FOUNDATION GENERAL FUND MISCELLANEOUS WH PAY $ WT U.S. DEPARTMENT OF EDUCATION GENERAL FUND FEDL LOAN RECEIPTS RETURN $3, WT ARAMARK EDUCATION MAINTENANCE SUPERVISION CUSTODIAL SERVICES $477, WT IRS- 941 PAYMENT GENERAL FUND FEDERAL WH PAYABLE $46, WT CBIZ PAYROLL GENERAL FUND MISCELLANEOUS WH PAY $ WT COMMONWEALTH OF PENNSYLVANIA GENERAL FUND STATE WH PAYABLE $5, WT EMPLOYER ADMIN SERVICES, INC. GENERAL FUND TSA WH PAYABLE $6, WT EMPLOYER ADMIN SERVICES, INC. GENERAL FUND ER PAYABLE $4, WT EASTERN EDUCATION FOUNDATION GENERAL FUND MISCELLANEOUS WH PAY $ WT EASTERN PROCUREMENT JOINT COMMITTEE SERVICES MEALS & REFRESHMENTS $68.98 Expense Disbursement Total $673,

18 RESOLUTION OF RECOGNITION WHEREAS, the Joint Operating Committee is committed to recognizing student achievement, scholarship, citizenship, leadership and skill mastery; and WHEREAS, the Joint Operating Committee has requested the Faculty identify one student each month who exemplifies these traits; and WHEREAS, Juan Paolo Figueras is a student in the Computer Network Administration Program and a senior at Springfield High School; and WHEREAS, Juan Paolo Figueras has been recommended by his teacher, Ms. Karon Crickmore, as having demonstrated superior accomplishment and performance in the Computer Network Administration Program; now therefore BE IT RESOLVED, the Joint Operating Committee takes pride in accepting the recommendation of the Faculty and officially designates Juan Paolo Figueras as Student of the Month for September in honor of his accomplishments and exemplary performance. IN WITNESS THEREOF, I herewith certify that I am the President of the Joint Operating Committee of the, and that the foregoing Resolution was adopted by unanimous vote by the members of the Joint Operating Committee at a duly called meeting held on Wednesday evening,. JOINT OPERATING COMMITTEE EASTERN CENTER FOR ARTS AND TECHNOLOGY Dr. Art Levinowitz Joint Committee President

19 ACTIVITIES REPORT A. STUDENT ACTIVITIES 1. Expanded Learning Opportunity On August 6-8, 2013, six Culinary Arts students, Culinary Arts instructor Joel Marucheck, and Cosmetology instructor Amy Mednick visited the Pentagon, Washington, D.C., to learn how the Pentagon kitchens operate. They shadowed Navy Senior Chief Petty Officer, Derrick Davenport, and were also welcomed into the home of Army General Martin E. Dempsey, the Chairman of the Joint Chiefs of Staff. 2. Career and Technical Student Organization Nicole Mohrey, Karon Crickmore and George Stahl delivered SkillsUSA schoolwide officer training on July 9 and July 10, B. PROFESSIONAL ACTIVITIES 1. In-Service In-service activities took place August 28, 29, and September 3 and 6, Some agenda items were Strategic Planning, Educator Effectiveness Implementation, Safety/Security Procedures, Classmate Training, SkillsUSA, OAC Changes, Marketing Plan, Teacher/Student Handbooks, IEP/SDI Information, KIPS, and Common Core Standards. C. SCHOOL VISITATIONS On August 6, 2013, Amy Shields provided a tour to a Wyncote Academy junior and his parents. He showed a particular interest in Automotive Technology. On August 7, 2013, Amy Shields provided a tour to an Upper Dublin junior and his father. He showed a particular interest in HVAC, and has since registered for the program. On August 26, 2013, Amy Shields provided a tour to an Upper Dublin junior and her mother. She showed a particular interest in Office Management

20 D. OTHER On August 7, 2013, Phillyburbs video journalist, Kimberly Flanders, interviewed Tom Allen for a Back to School feature Phillyburbs is running from late August to early September. Mr. Allen discussed the New Office Management program, and the upcoming Animal Science program. The article and video can be found here

21 INSTRUCTIONAL SUPPORT BUDGET (45'S) PROGRAM ITEM ACCT OAC EAC No. Req. Rec. Allied Health New Equpment/Tools (3) Bedside Cabinets 707 (3) Basic Overbed Tables 224 (1) Linen Cart 460 (1) Linen Hamper 124 (1) Female Manekin 555 (1) Male Manekin 555 (1) Wheelchair 259 Total 2,884 New Equpment/Tools 752 (2) Electric Hospital Beds for Proposed Skills Lab 8,010 (1) Refurbished Stretcher 2,500 Total 10,510 Animal Science New Equipment/Tools 752 Technology Equipment for New Program 30,000 Total 30,000 Automotive New Equipment/Tools 752 Technology Hunter 4-wheel alignment system 35, Total 35,000 Software-Instructional 650 Alldata Computerized Information System Subscription 1,950 Shop Key 5 Computerized Custome Service System 1,175 Snap-on Software Update for "MODIS" 1,775 Snap-on Software Update for "SOLUS" 1,075 Total 5,975 Replacement Equipment/Tools 762 Replacement/Upgrade Shop Hand Tools 3,500 Total 3,500 Collision Repair New Equipment/Tools 751 Technology Chief Pull Down Pulley # Total 136 Replacement Equipment/Tools 761 3/8" Air Reciprocating Saw IRC-42A 120 Victor Torch Kit-250 Medium Duty Outfit WH 270-FL-V #VCT Marson HP-2 Hand Riveter

22 3/8" Air Drill Chicago Pneumatic #CPT DeVilbiss Finishline HVLP Primer Gun DEV-FLG DeVilbiss Plus High Efficiency Gravity Feed Spray Gun DEV-GFG Hutchins Super Sander - Vacuum Assist #3950-VA 6" DA case of 9 ICA Stage 1 Dust Spray Pads for Duster 3000 Downdrafat 83 1 case of 3 ICA Stage 2 Intake for Duster 3000 Downdraft Titan Solar Powered Auto Darkening MIG Welding Helmets 300 Total 2,685 Replacement Equipment/Tools 762 Dent Fix Tram Gauge 1,099 Total 1,099 Commercial Art NONE CNA New Equipment/Tools laptops and bags 2,000 Total 2,000 Replacement Equipment/Tools 762 Cisco Academy Upgrades (routers, switches) 10,000 Total 10,000 Construction Repairs 432 Technology Repair Damaged Power and Hand Tools Total 950 Replacement Equipment/Tools 761 Hand Tool Replacement 950 Power Tool Replacement 950 Total 1,900 Cosmetology Culinary Arts NONE NONE Electrical Technology New Equipment/Tools Greenlee 555 Bender 12,000 Total 12,000 Replacement Equipment/Tools 762 Fluke Fiber OTDR 14,500 Total 14,500 HVAC New Equipment/Tools

23 (3) Power Shears 742 (30) Tool Kits 2,099 Total 2,841 Replacement Equipment/Tools 761 (6) Bending Springs 83 (6) Flaring Tool 323 (4) Cordless Drill 1,216 (5) Tubing Bender 1,111 Total 2,733 Office Management New Equipment/Tools Printer/Fax/Scanner 5,000 Total 5,000 Protective Services Repairs SCBA Units 500 Bench Test aned Hydrostatic Test for all SCBA units 1,600 Total 2,100 Replacement Equipment/Tools 761 Damaged Police/Fire Equipment 500 (3) Training Mats 950 Total 1,450 Welding New Equipment/Tools 751 Technology MIG Runner Cart # Total 547 Replacement Equipment/Tools 762 MIL Pkg Syncrowave 250 DX Complete Pkg 4,740 Hypertherm Powermax Plasma Cutting 1650 G3 Series 4,730 XMT 304 Power Source S-74D Wire Feeder 4,283 Total 13,753 Grand Total 161,

24 Policy Number: G101 Title: Objectives Section: Finances Objectives I. Purpose The Joint Committee recognizes its responsibility to the taxpayers of the participating school districts to be sure that public monies expended by the school districts are utilized for the furtherance of student education in a manner that will ensure full value to the taxpayers, and that adequate constraints and records are established to ensure that end. II. Authority The Joint Committee has the authority and responsibility to prepare the budget, approve bids and pass upon each expenditure of the EASTERN. III. Delegation of Responsibility To meet the goals of this policy, the Joint Committee requires the Superintendent of Record, Director and Business Manager to establish sound accounting procedures based upon State and Federal recommended best practices, institute effective business practices, and recommend suitable accounting equipment where necessary. The Business Manager shall review the financial operations monthly and report to the Joint Committee material weaknesses and corrective actions when necessary. The Director and Business Manager shall also prepare administrative procedures for EASTERN fiscal operations. Adopted: 3/10/82 Revised:

25 Policy Number: G102 Title: Fiscal Accounting System & Reporting Procedures Section: Finances Fiscal Accounting Systems & Reporting Procedures I. Purpose It is the policy of the Joint Committee that the accounting systems used shall conform with all requirements of the Public School Code of Pennsylvania 1949, as amended and with good accounting practices, and shall provide for the appropriate separation of accounts, funds and special monies. II. Authority The Director, in consultation with the Superintendent of Record, shall be ultimately responsible for receiving and properly accounting for all EASTERN funds. III. Delegation of Responsibility The administration shall maintain the accounting system so as to provide the necessary information for the efficient administration of EASTERN. The system shall be so designed as to give assurance to the Joint Committee, its participating school districts and other constituents that participating school district funds are being accounted for and administered in the proper manner. IV. Guidelines The budget shall contain two parts, one reflecting the needs of EASTERN S secondary programs which shall receive support from the participating school districts. The second containing the needs of EASTERN s postsecondary programs which shall contain sources of revenue other than the participating school districts to support their programs and services. The Joint Committee shall also receive a summary budget incorporating these two parts as the total operation of the programs and services provided by EASTERN. The Joint Committee shall receive monthly financial statements showing the financial condition of EASTERN as of the preceding month. Such statements shall reflect obligations incurred as well as those already paid. Such other financial records as may be determined necessary by either the Joint Committee or the administration shall be presented periodically. Adopted: 3/10/82 Revised: 11/13/91 Revised:

26 Policy Number: G103 Title: Budget Planning Section: Finances Budget Planning I. Authority The budget shall be designed to reflect the Joint Committee s goals and objectives for the education of EASTERN S students. Therefore, budget organization and planning must ensure adequate understanding of the financial needs associated with program support and development. The financial requirements of EASTERN S programs shall be reviewed on a continual basis. II. Delegation of Responsibility To meet the objectives of this policy, the Joint Committee directs the Director to: Include in all ongoing studies of the EASTERN s educational programs an estimated annual cost of implementing said programs; Prepare a long-range plan for the annual maintenance and replacement of facilities, technology and equipment; Establish a projected budget of expenditures and income in each financial category for the current year and ensuing year; Prepare an annual estimate of anticipated School and program enrollments; Maintain a plan of anticipated revenues based on changes in state and federal legislation; and Report to the Joint Committee any serious financial implications arising from the budget plan. III. Guidelines In developing the budget, the Administration shall limit any increase in the proposed annual budget for secondary programs to the aggregate percentage increase in the operating budgets of all of the participating districts for the preceding school year. Exceptions such as identifiable new programs or other extraordinary expenses shall be as provided for in the Articles of Jointure. The portion of the budget covering the School's post-secondary programs (which programs are designed to be self-sustaining) shall not be subject to the cap on budget increases. As part of the secondary budget, the Administration shall inform the Joint Committee of the amount expected to be available as fund balance at the close of the current fiscal year. The Joint Committee shall, as part of the budget planning process, determine the amount of fund balance to be appropriated to support the next year's budget. The projected remaining unassigned fund balance is recommended to be between 3% and 12% of the current year's annual secondary budget. Adopted: 3/10/82 Revised: 11/13/91 Revised:

27 Policy Number: G104 Title: Budget Preparation Section: Finances Budget Preparation I. Purpose The Joint Committee considers the preparation of an annual budget to be one of its most important responsibilities because the budget is the financial reflection of the educational plan for the EASTERN. The budget shall be designed to support the educational plan in a comprehensive, effective and efficient manner, to maintain EASTERN facilities, and to honor the obligations of EASTERN in a timely manner. The Joint Committee recognizes its responsibility to the taxpayers of the participating school districts to approve only those expenses reasonably required to provide an educational program suitable to meet the needs and goals of EASTERN and its students. II. Authority The Joint Committee has the authority and responsibility to prepare the budget, approve each expenditure of EASTERN and present the budget for approval to the boards of the participating school districts. Each member of the Joint Committee shall study the budget during its preparation. Once adopted, the budget deserves the support of and shall be supported by all members of the Joint Committee regardless of their position when adoption was voted upon. III. Delegation of Responsibility In preparing the budget, the Director and the Business Manager shall set general priorities for expenditures, for new equipment and for supplies for the improvement or expansion of current programs. To meet the objectives of this policy, the Joint Committee directs the Business Manager to: Establish a projected budget of expenditures and income in each financial category for the current year and ensuing year; and Prepare an annual estimate of anticipated school and program enrollments. When presented to the Joint Committee for review, the budget shall contain expenditures in each financial category for the ensuing school year, and an explanation or history, if needed, of each item of expense proposed. IV. Guidelines The budget should evolve primarily from EASTERN's educational program as expressed by the Superintendent of Record and central administration and should be compatible with EASTERN's goals and long-range plans. Adopted: 3/10/82 Revised:

28 Policy Number: G105 Title: Budget Adoption Section: Finances Budget Adoption I. Purpose It is the philosophy of the Joint Committee that the annual budget proposal represent the financial requirements necessary to meet the goals of the Joint Committee and all reasonable means shall be employed by the Joint Committee to present and explain that proposed budget to all participating school districts and to all residents and taxpayers of the participating school districts. II. Authority At least thirty (30) days prior to adoption of the final annual budget, the Joint Committee shall prepare and present a proposed budget of the amount of funds that will be required by EASTERN in its several departments for the following fiscal year. The proposed final budget shall be presented to the members of the boards of school directors of the participating school districts for approval III. Delegation of Responsibility The Director and the Business Manager shall prepare the proposed budget, which shall be set forth in necessary detail using the forms prepared and furnished by the Pennsylvania Department of Education. The proposed budget shall be made available in print form for public inspection at EASTERN s Business Office at least twenty (20) days prior to adoption of the budget by the Joint Committee and shall be made available to the public at all other places required by law. The Joint Committee shall give public notice of its intent to adopt the final proposed budget at least (10) days prior to adoption. The Director and the Business Manager shall act in accordance with all timelines required by law. A simplified form of the proposed budget shall also be prepared annually. This report shall be send to each: 1. Sending district Superintendent, 2. Joint Committee member, and 3. Area Vocational-Technical Board member; and made available to the public at EASTERN S Business office. The simplified proposed budget shall present: 1. The expenditures in each major category of current expenses as well as capital items and debt service; 2. A summary of receipts anticipated; and 3. A letter of transmittal from the Director commenting upon the recommended budget. Approval of EASTERN s annual operating budget shall require an affirmative vote of two-thirds (2/3) of the participating school districts and a majority vote of all the school directors of all participating school districts. The vote of any participating school district shall be determined by a majority vote of all school directors of that participating district. All votes shall be duly recorded and shall show how each member voted. The Joint Operating Committee will approve the proposed budget at its regularly scheduled December meeting. The budget documents will be available for public inspection at EASTERN'S Business Office for the succeeding 30 days after approval by the Joint Committee

29 In the event the increase in EASTERN S Budget will exceed the percentage cap, information concerning the nature and reasons for the amount of increase in anticipated expenditure will be submitted in December to each of the PARTICIPATING SCHOOL DISTRICTS for their concurrence or disapproval. Thereafter, the final budget will be prepared and submitted for adoption by each of the PARTICIPATING SCHOOL DISTRICTS. IV. Guidelines Every member of the Joint Committee and every EASTERN administrator shall be thoroughly familiar with and understand the need for each proposed expenditure so that they can answer any question directed to them. Adopted: 12/8/82 Revised: Cross Reference: Article of Jointure

30 Policy Number: G106 Title: Tuition Section: Finances Tuition I. Authority EASTERN shall equitably assess all students attending EASTERN, whose tuition expenses are not supported by one of the participating school districts, the approximate cost of their education while attending EASTERN. II. Delegation of Responsibility It shall be the responsibility of the Business Manager to invoice the tuition for the approved student/s. The Joint Committee shall authorize the Business Manager to require partial or full pre-payment of tuition in such circumstances as he shall deem necessary. III. Tuition Computation Tuition rates shall be determined annually by dividing an amount equal to the total approved secondary budget for current expenses, debt service and capital outlays by the number of secondary and post-secondary pupils enrolled in secondary programs as of September 30 of the current year. The daily cost is this amount divided by 180 school days. Tuition shall be payable from the student's first day of class for the total annual number of days attended. In addition, tuition shall be owed to EASTERN for all school calendar days remaining in the school year for any student/s officially on the roll as of May 10 of the school year. IV. Billing Tuition billings will be made annually on the last student school day of the year. This tuition bill shall be based upon the official PDE form numbers as certified by the student's resident district. Due date for all tuition payments shall be August 1. Revenues are to be accrued as of June 30th. Adopted: 12/8/82 Revised: 11/13/91 Revised:

31 Director Procedure Number: DG106 Title: Tuition Section: Finances Tuition Tuition Computation Tuition rates shall be determined annually by dividing an amount equal to the total approved secondary participating district revenue by the number of secondary and post-secondary pupils enrolled in secondary programs as of September 30 of the current year. The daily cost is this amount divided by 180 school days. Tuition shall be payable from the student's first day of class for the total annual number of days attended. In addition, tuition shall be owed to EASTERN for all school calendar days remaining in EASTERN year for any student/s officially on the roll as of May 10 of the school year. Billing Tuition billings will be made annually on the last student school day of the year. This tuition bill shall be based upon the official PDE form numbers as certified by the student's resident district. Due date for all tuition payments shall be August 1. Revenues are to be accrued as of June 30th. Adopted:

32 Policy Number: G107 Title: Bank Accounts Section: Finances Bank Accounts I. Authority The Joint Committee shall designate one or more banks or bank and trust companies as depository(ies) for the safeguarding of school funds by a majority vote of the entire Joint Committee at the regular May meeting of the Joint Committee. Absent extraordinary circumstances, any change in depositories shall be made effective July 1 of each year. II. Guidelines Each designated depository shall furnish proper security for such deposits in the amount designated by the Joint Committee and in accordance with law. If the aggregate funds in an account at any time exceed the maximum amount insured by the Federal Deposit Insurance Corporation, the depository shall promptly furnish the appropriate bond in accordance with the requirements of the Public School Code of 1949, as amended. Each designated depository shall be advised not to cash checks payable to EASTERN, but to deposit said checks to EASTERN s accounts. Each designated depository shall furnish a written report monthly to the Treasurer or the Joint Committee on the status of funds, in the manner required by law. The Joint Committee shall obtain quotations for specified banking services prior to designating its depositories for a period not less than three years. Adopted: 3/10/82 Revised:

33 Policy Number: G108 Title: Investments Section: Finances Investments I. Purpose The principal purpose of this policy is to ensure that the Joint Committee invests EASTERN s funds consistent with sound business practice. It is the policy of the Joint Committee to optimize its return through investment of its unencumbered cash balances in such a way as to minimize non-invested balances and to maximize return on investments, while investing EASTERN s funds at minimal risk in accordance with applicable law. The primary objectives of EASTERN s investment activities, in priority order, shall be: Legality All investments shall be made in accordance with applicable laws of Pennsylvania. Safety Safety of principal shall be of highest priority. Preservation of capital in the portfolio of investments shall be ensured through the mitigation of credit risk and interest rate risk. Liquidity Investments shall remain sufficiently liquid to meet all operating requirements that are reasonably anticipated. A fiscal year operations anticipated cash flow shall be developed so that investments can be made as early as possible, with maturities concurrent with anticipated cash demands. Return on Investment Investments shall be made with the objective of attaining a market-average rate of return throughout the budgetary and economic cycles, taking into account the investment risk constraints and liquidity needs. II. Authority All investments made by the Director and the Business Manager of EASTERN shall require Joint Committee approval. The Director and the Business Manager shall be authorized to invest unencumbered funds in accordance with this policy and an investment program approved by the Joint Committee. III. Delegation of Responsibility The management responsibility for the investment program is hereby delegated to the Director and the Business Manager, who shall jointly manage, monitor and review EASTERN s investments in accordance with this investment policy. No person may engage in an investment transaction except in accordance with this policy and any written procedures approved by the Joint Committee for operation of the investment program. EASTERN may delegate its investment decision making and execution authority to an investment advisor. The advisor shall follow this policy and such other written instructions as are provided. Permitted Investments The following are the only permitted investments for School funds: United States Treasury bills. Short-term obligations (12 months or less) of the United States of America or any of its agencies or instrumentalities. Deposits in savings accounts or time deposits or share accounts of financial institutions, to the extent such deposits are insured by the Federal Deposit Insurance Corporation or the Federal Savings and Loan Insurance Corporation or the National Credit Union Share Insurance Fund. To the extent that such deposits described in paragraph 3 above exceed amounts covered by federal deposit insurance, approved collateral as provided by Act 72 (72 P.S ) or other applicable law shall be pledged by the depository

34 Collateral Requirements Where investments are to be secured by approved collateral, the following and any additional requirements as provided by law shall apply: Collateral will be pledged in the name of EASTERN. The market value of collateral will be at least 102% of such deposits in excess of FDIC insurance. Collateral will be valued at least monthly by an independent pricing service. It is the responsibility of the financial institution to provide EASTERN with the market value of the collateral. Collateral will be held by a third-party custodian bank on EASTERN s behalf. Financial institutions and EASTERN will complete a collateral agreement describing Act 72 compliance and required reporting to EASTERN. Reporting Requirements The Director and the Business Manager shall report monthly to the Joint Committee the following: Amount of funds invested. Interest earned and received to date. Types and amounts of each investment and the interest rate on each. Names of the institutions where investments are placed. Current market value of the funds invested. Other information required by the Joint Committee. The Director and the Business Manager shall present at the May meeting of the Joint Committee an annual review of the investment program, based upon the anticipated cash flow of all EASTERN funds, and a comprehensive list of acceptable institutions and vehicles for investment. These financial institutions are to be approved annually by the Joint Committee. The Joint Committee directs the Business Manager to develop written procedures that will ensure compliance with this policy. IV. Guidelines The maturities of the various investments shall correspond to the cash requirements of EASTERN, but, in any event, the maturity of any investment shall not exceed one (1) year. Only the Director and the Business Manager are authorized to invest School funds. All securities shall be purchased in the name of EASTERN and shall be kept in safekeeping at EASTERN or at the specified financial institution or third party custodian. All investment records shall be subject to the annual audit by the School s independent auditors in conjunction with its annual audit of EASTERN s finances. The audit shall include but not be limited to independent verification of amounts and records of all transactions, as deemed necessary by the independent auditors. Adopted: 3/10/82 Revised: 11/13/91 Revised:

35 Policy Number: G109 Title: Purchases Subject to Bid Section: Finances Purchases Subject to Bid I. Purpose It is the policy of the Joint Committee to obtain competitive bids for goods and services where such bids are required by law, or where such bids may be believed to bring about a cost saving to EASTERN. II. Authority All expenditures submitted by the Director and/or the Business Manager to the Joint Committee for approval shall have been reviewed and approved by the Director and/or the Business Manager in accordance with EASTERN s policies and procedures and applicable federal and state law. III. Delegation of Responsibility It shall be the responsibility of the Director to establish, within the below guidelines, a procurement framework that will achieve the objectives of securing those items deemed essential to the operation of EASTERN s program as wisely, cost effectively, and expeditiously as possible while complying with all applicable laws and policies of the Joint Committee. 1. Purchases Budgeted - All purchases of goods and services that are within budgetary limits may be made upon authorization of the Business Manager. 2. Purchases Not Budgeted When funds are not available for a proposed appropriation, a legal transfer from one class of expenditure to another may be made by the Joint Committee by majority vote in the last nine (9) months of the fiscal year if it is apparent that the necessary surplus funds do exist in another appropriation, the procedures specified in the Public School Code of 1949, as amended are followed, and it can be demonstrated that the proposed expenditure would be educationally warranted in the current fiscal year. Budgetary transfers shall be authorized by an affirmative vote of two-thirds of the full number of Joint Committee members when such transfers are initiated by the Business Manager and recommended by the Director. Budgetary transfers may not be made after the end of the budgeted fiscal year. All necessary budget amendments must be formally adopted by the Joint Committee and recorded in the minutes to the Joint Committee meeting. 3. Cooperative Purchasing The Joint Committee authorizes the Business Manager to negotiate appropriate cooperative purchase agreements in accordance with law and School policy. IV. Guidelines Bid specifications shall be prepared by the Business Manager or designee in accordance with the regulations set forth in Director Procedure Number DG109, as amended from time to time. Bid specifications shall provide for alternates wherever possible. The Business Manager shall combine like items of supply and material whenever it is feasible and permissible under statute, and not split purchases to avoid these requirements for bidding. The Director or Joint Committee Secretary is authorized to advertise for bids in accordance with statutory procedures with prior approval of the Joint Committee. Records shall be kept in sufficient detail to show that a reasonable number of qualified vendors were invited to bid

36 Bids shall be opened at a public meeting by the Director or Business Manager before one or more witnesses at a previously designated time and place. The Joint Committee shall award contracts to the lowest responsible bidder meeting specifications upon resolution of the Joint Committee, unless the Joint Committee chooses to reject all bids, or at the discretion of the Joint Committee where permitted by law. Whenever a contractor submits a bid for performance of work and later claims a mistake, error or omission in preparing said bid and, before the bids are open, the contractor makes that fact known to EASTERN, the bid shall be returned unopened. The Joint Committee also recognizes that emergencies may occur when imminent danger exists to persons or property, or the continuance of existing School classes is threatened, and the time required for bidding or for the Joint Committee to act in accordance with regular procedures cannot be provided because of the need for immediate action. In the event of such an emergency, the Joint Committee authorizes the Director and/or Business Manager to seek at least three (3) bids from responsible bidders and to take whatever steps are necessary to satisfy said condition. Special Considerations for Purchase of Supplies In the interests of economy, fairness and efficiency in its business dealings, the Joint Committee requires that opportunity be provided to as many responsible suppliers as possible to do business with EASTERN. Lists of potential suppliers for various types of supplies, equipment and services will be developed and maintained by the Business Manager. The Joint Committee recognizes its position as a major purchaser in the community. While it is the intention of the Joint Committee to purchase materials and supplies of quality at the lowest possible cost through widespread competition, local purchasing from businesses within EASTERN s attendance area, with the exception of pre-existing bids and contracts, will be favored whenever the following factors are equal between local and non-local vendors: Quality of product; Suitability of product; Price; Conformance to specifications; Convenience of delivery; General reputation of business firm; and Past services to EASTERN. Adopted: 3/10/82 Revised: 11/13/91 Revised: 10/12/94 Revised: 3/13/13 Revised:

37 Director Procedure Number: DG109 Title: Purchases Subject to Bid Section: Finances Purchases Subject to Bid 1. General Guidelines Purchases Budgeted - When funds are available, all purchases contemplated within the current budget and not subject to bid shall be made in a manner that ensures the best interests of EASTERN. Purchases Not Budgeted - When funds are not available for a proposed appropriation, a legal transfer from one class of expenditure to another may be made by the Joint Committee in the last nine (9) months of the fiscal year if it is apparent that the necessary surplus funds do exist in another appropriation, the procedures specified in the Public School Code of 1949, as amended are followed, and it can be demonstrated that the proposed expenditure would be educationally warranted in the current fiscal year. Budgetary transfers shall be authorized by an affirmative vote of two-thirds of the full number of Joint Committee members when such transfers are initiated by the Business Manager and recommended by the Director. Purchases Subject to Bid EASTERN shall obtain competitive bids for products and services where: (1) such bids are required by law, including any waiver of law granted by the Pennsylvania Department of Education; or (2) may result in monetary savings to EASTERN. This includes the use of purchases through consortiums or other bulk purchases, such as the Pennsylvania Education Purchasing Program for Microcomputers (PEPPM) or the Montgomery County Intermediate Unit, which could result in monetary savings to EASTERN. Cooperative Purchasing - EASTERN recognizes the advantages of centralized purchasing. Therefore, EASTERN may seek the benefits and savings that may accrue through joint agreements with other local governments for the purchase of supplies, equipment or services. 2. Purchase Orders Every purchase made on behalf of EASTERN shall be made by an approved purchasing document, issued by authority of the responsible administrative officer, except those purchases made under provision of the petty cash regulations. No orders for goods or services shall be made prior to appropriate purchasing approval, except in emergency situations that pose an immediate threat to the health or safety of occupants of School facilities or to protect EASTERN from substantial legal exposure. All purchases shall be governed by the budget. 3. Purchases Budgeted and Purchases Subject to Bid Note: The bidding thresholds provided below will be subject to adjustment on an annual basis in accordance with the percentage changes of the Consumer Price Index for All Urban Consumers, as determined by the Pennsylvania Department of Labor and Industry. The bidding thresholds for 2013 have increased to $10,200 for telephonic quotes and $18,900 for bidding. EASTERN shall procure the following in accordance with the provisions of the Public School Code or any waiver obtained from those provisions by EASTERN: o furniture, equipment, textbooks, school supplies and appliances; and o contracts for construction, reconstruction, repairs, maintenance or work of any nature on any School building or property. Purchases Costing $18,900 or More All furniture, equipment, textbooks, school supplies and other appliances for the use of EASTERN, costing eighteen thousand nine hundred dollars ($18,900) or more, subject to adjustment as provided above, shall be purchased by the Joint Committee only after due advertisement as provided below: Advertisement once a week for three (3) weeks in not less than two (2) newspapers of general circulation. Purchases Costing $10,200 or More but Less than $18,900 - Written or telephonic price quotations from at least three (3) qualified and responsible vendors shall be requested by the Joint Committee for all

38 purchases of supplies that exceed ten thousand two hundred dollars ($10,200), subject to adjustment as provided above, but are less than the amount requiring advertisement and competitive bidding, or, in lieu of price quotations, a memorandum shall be kept on file showing that fewer than three (3) qualified vendors exist in the market area within which it is practicable to obtain quotations. A written record of telephonic price quotations shall be made and shall contain at least the following: o the date of the quotation; o he name of the vendor and the vendor s representative; o he supplies which were the subject of the quotation; and o he price of the supplies. Written price quotations, written records of telephonic price quotations and memoranda shall be retained for a period of three (3) years. The Joint Committee shall accept the bid of the lowest responsible bidder, kind, quality and material being equal, but shall have the right to reject any and all bids, or select a single item from any bid. Contemplated expenditures of ten thousand two hundred dollars ($10,200) or less are not subject to bidding and advertising requirements. The following are exempt from the above provisions: o maps; o music; o globes; o charts; o educational films; o filmstrips; o prepared transparencies and slides; o pre-recorded magnetic tapes and disc recordings; o textbooks; o games; o toys; o prepared kits; o flannel board materials; o flash cards; o models; o projectuals; and o teacher demonstration devices necessary for school use. Construction Contracts Costing $18,900 or More All construction, reconstruction, repairs, maintenance or work of any nature, including the introduction of plumbing, heating and ventilating, or lighting systems, upon any school building or upon any school property, or upon any building or portion of a building leased, where the entire cost, value, or amount of such work, including labor and material, shall exceed eighteen thousand nine hundred dollars ($18,900), subject to adjustment as provided above, shall be done under separate contracts to be entered into with the lowest responsible bidder, upon proper terms, after due public notice has been given asking for competitive bids. Bid specifications shall be prepared by the Business Manager and shall provide for alternates wherever possible. Construction Contracts Costing $10,200 or More but Less than $18,900 - Written or telephonic price quotations from at least three (3) qualified and responsible contractors shall be requested by the Joint Committee for all contracts that exceed ten thousand two hundred dollars ($10,200), subject to adjustment as provided above, but are less than the amount requiring advertisement and competitive bidding, or, in lieu of price quotations, a memorandum shall be kept on file showing that fewer than three (3) qualified contractors exist in the market area within which it is practicable to obtain quotations. A written record of telephonic price quotations shall be made and shall contain at least the following: o he date of the quotation; o the name of the contractor and the contractor s representative; o the construction, reconstruction, repair, maintenance or work which was the subject of the quotation; and o the price. Written price quotations, written records of telephonic price quotations and memoranda shall be kept for a period of three (3) years

39 EASTERN may use its own maintenance personnel to perform construction or repairs where the entire cost or value, including labor and material, is less than ten thousand two hundred dollars ($10,200), subject to adjustment as provided above. EASTERN may use its own maintenance personnel to perform maintenance work irrespective of the entire cost or value of such work. The Business Manager shall combine like items of supply and material whenever it is feasible and permissible under statute and shall not split purchases to avoid requirements for bidding. In the interests of economy, fairness and efficiency in its business dealings, the Joint Committee requires that: Items commonly used in the School and its buildings be standardized whenever possible. Opportunity to do business with EASTERN shall be provided to as many responsible suppliers as possible. Lists of potential suppliers for various types of supplies, equipment and services will be developed and maintained by the Business Manager. No purchase request will be honored unless made on a School requisition form that has the necessary approval. 4. Purchases Not Budgeted When budgeted funds are allocated on a building basis, the total amount budgeted may not be exceeded without prior approval. No unbudgeted purchases from the budgetary reserve shall be made without Joint Committee authorization. 5. Cooperative Purchasing Cooperative purchases require an agreement approved by the Joint Committee and the participating contracting body(s), which may specify: Categories of equipment or supplies to be purchased. Manner of advertising for bids and awarding contracts. Method of payment by each participating party. Other matters deemed necessary to carry out the purposes of the agreement. All such agreements must conform to relevant provisions of the Public School Code of 1949, as amended. Adopted: 3/13/13 Revised:

40 Policy Number: G110 Title: Purchases Budgeted Section: Finances Purchases Budgeted I. Purpose It is the policy of the Joint Committee that when funds are available all purchases contemplated within the current budget and not subject to bid be made in a manner that ensures the best interests of EASTERN. All purchases should support the educational goals of EASTERN. Goods and services should be obtained at the lowest possible price consistent with the educational standards and objectives of EASTERN. Materials and services must be provided in sufficient quantity and quality to effectively carry out the instructional mission of EASTERN. II. Authority All purchases that are within budgetary limits and were originally contemplated within the budget, and not subject to bid, may be made upon authorization of the Director and/or the Business Manager. Purchases subject to bid requirements shall satisfy the conditions stated in Policy No. G109. III. Delegation of Responsibility All purchase order requests must be referred to the Business Manager, who shall determine whether the proposed purchase is subject to bid, whether sufficient funds exist in the budget, and whether the material might be available elsewhere in EASTERN. Upon the placement of a purchase order the Business Manager shall encumber the expenditure against a specific budget line item to guard against the creation of liabilities in excess of appropriations. IV. Guidelines In the interests of economy, fairness and efficiency in its business dealings, the Joint Committee requires that opportunity be provided to as many responsible suppliers as possible to do business with EASTERN. Lists of potential suppliers for various types of supplies, equipment and services will be developed and maintained by the Business Manager. The Joint Committee recognizes its position as a major purchaser in the community. While it is the intention of the Joint Committee to purchase materials and supplies of quality at the lowest possible cost through widespread competition, local purchasing from businesses within EASTERN attendance area, with the exception of pre-existing bids and contracts, will be favored whenever the following factors are equal between local and non-local vendors: 1. Quality of product; 2. Suitability of product; 3. Price; 4. Conformance to specifications; 5. Convenience of delivery; 6. General reputation of business firm; and 7. Past services to EASTERN. Adopted: 3/19/82 Revised: 10/12/94 Revised:

41 Director Procedure Number: DG110 Title: Purchases Budgeted Section: Finances Purchases Budgeted When a purchase requisition is estimated to be between $10,000 and $18, , the Business Manager shall obtain three (3) written or telephonic quotations from independent sources for the supplies, equipment or services desired. A written record shall be made of these quotations and shall contain: (a) the date of the quotation; (b) name of contractor; (c) name of contractor s representative; and (d) the construction, reconstruction, repair, maintenance or work of the quotation. The written price quotations, records or telephonic price quotations and memoranda shall be attached to and retained with a copy of the resulting purchase order. Adopted: 1 Note: This price range is subject to adjustment on an annual basis in accordance with the percentage changes of the Consumer Price Index for All Urban Consumers, as determined by the Pennsylvania Department of Labor and Industry. The bidding thresholds for 2013 have increased to $10,200 for telephonic quotes and $18,900 for bidding

42 Policy Number: G111 Title: Cooperative Purchasing Section: Finances Cooperative Purchasing I. Purpose It is the policy of the Joint Committee to ensure the purchasing practices of EASTERN will achieve the objectives of securing those items deemed essential to the operation of EASTERN s program as wisely, cost effectively and expeditiously as possible while complying with all applicable laws and School policies. II. Authority The Director and the Business Manager are hereby authorized to negotiate appropriate cooperative purchase agreements with the Montgomery County Intermediate Unit, school districts, other local governments, and the Montgomery County School Entities Joint Purchasing Board in order to save significant time and money in contract production and to lower contract prices through the power of aggregation. III. Guidelines The Director shall present to the Joint Committee a summary of items bid through cooperative purchasing. All other cooperative buying proposals shall be submitted to the Joint Committee for approval. Authorization to engage in such cooperative buying arrangements shall be granted on an individual basis. Adopted: 3/10/82 Revised:

43 Policy Number: G113 Title: Vendor Relations Section: Finances Vendor Relations Sales representatives are not permitted to call on teachers or other School staff members without prior authorization from EASTERN s administration. School Administrators may give permission to sales representatives of educational products to see members of EASTERN staff at times that will not interfere with the educational program. CONFLICTS OF INTEREST AND ENDORSEMENTS The School will not purchase supplies or materials from a staff member of EASTERN, nor from a member of the household of the staff member. Neither will EASTERN purchase supplies, materials, or services from a member of the Joint Committee or from a member of his or her household or from a firm in which he or she holds a major interest. An employee of EASTERN will not endorse products or services in such a manner that will identify him or her as an employee of EASTERN. Any employee or Joint Committee member who is an owner, partner or shareholder in any public or privately held company shall inform the Director prior to the company soliciting or accepting business with EASTERN. This policy is intended to supplement, but not replace, any applicable state laws and regulations governing conflicts of interest, including but not limited to relevant provisions of the Pennsylvania Public School Code and the Pennsylvania Public Official and Employees Ethics Law. Adopted: 3/10/82 Revised:

44 Policy Number: G114 Title: Payroll Authorization Section: Finances Payroll Authorization Employment of all permanent, temporary, and part-time school personnel must be approved by the Joint Committee. Payroll authorization follows approval of employment by the Joint Committee. Actions by the Joint Committee to employ or re-employ on a contractual basis (i.e., for a fixed period of time) shall include the name of the individual, the position title, the salary to be paid over the term of the contract, the period of employment and the rate of payment. Actions by the Joint Committee to employ temporary or part-time personnel (i.e., by the hour or day) shall include the name of the individual, the position title, the rate of pay, the period of time during which such authorization is valid. The Joint Committee shall note in its minutes all actions with regard to resignation, retirement, death or discharge of all employees or the non-retention of a temporary professional employee. Daily sign-in and sign-out procedures adequate to meet wage and hour requirements will be maintained by the Administration. The payroll shall be approved by the Business Manager. Adopted: 3/10/82 Revised:

45 Policy Number: G115 Title: Payroll Deductions Section: Finances Payroll Deductions The Joint Committee may, at its discretion, act on behalf of individual employees to deduct a specified amount from the employee's paycheck and remit an equal amount to an agent designated by the employee as stated in education association contract. It is the purpose of this policy to designate those purposes not otherwise mandated by law for which the Joint Committee is willing to act on behalf of the employee. No deduction may be made from the wages of an employee except for federal or state income tax, PA unemployment, county tax, municipal or school taxes, social security and School Employees Retirement Fund without proper authorization by the employee or otherwise as required by law. The Joint Committee authorizes deductions from an employee's paycheck upon proper authorization on the appropriate school form. Adopted: 3/10/82 Revised:

46 Policy Number: G116 Title: Payment of Claims Section: Finances Payment of Claims I. Purpose It is the Joint Committee s intent to effect the prompt payment of bills, but at the same time to ensure that due care has been taken in the review of EASTERN s bills. II. Authority Each bill or obligation of the Joint Committee must be fully itemized, verified and passed upon by the Joint Committee before a check can be released for its payment, except that the Director or Business Manager is permitted to draw payment orders for: items the prompt payment of which will accrue to the advantage of EASTERN; progress payments to contractors as specified in a contract approved by the Joint Committee; orders to cover approved payrolls and agency account deposits; utility bills in months the Joint Committee does not meet; and payments made pursuant to employment agreements previously approved by the Joint Committee. III. Delegation of Responsibility It shall be the responsibility of the Business Manager, upon receipt of any invoice, to verify that the purchase invoice is in order, the goods were received in acceptable condition or services were satisfactorily rendered, funds are available to cover the payment, the item is one for which the Joint Committee had budgeted, and the invoice is for the amount contracted. Should the invoice vary from the acknowledged purchase order, the Business Manager shall document on the invoice the reason for such variance. The check list shall be submitted to the Joint Committee and recorded in the official minutes of the Joint Committee. The check list shall include the following for each item: Check number Check date Vendor name and comment Amount of remittance. Upon the approval of any order, the Business Manager shall release a check for payment, and cancel the commitment placed against the appropriate account. All checks approved by the Joint Committee shall be signed by the Treasurer and Secretary

47 IV. Guidelines Signatures of the Treasurer and Secretary may be engraved on a signature plate, which shall be secured by the Business Manager and utilized in accordance with Policy No. G117. No check shall be made out to cash. No blank checks shall be signed. Adopted: 3/10/82 Revised:

48 Policy Number: G117 Title: Check-Writing Services Section: Finances BUSINESS OPERATIONS In an effort to maximize the use of EASTERN S funds, the Joint Committee authorizes the Director to develop and promulgate procedures to promote efficient business operations. Adopted:

49 Director Procedure Number: DG117 Title: Business Operations Section: Finances BUSINESS OPERATIONS ELECTRONIC SIGNATURES I. Definitions Attribution An electronic record or electronic signature is attributable to a person if it was the act of the person. The act of the person may be shown in any manner, including a showing of the efficacy of any security procedure applied to determine the person to which the electronic record sound or electronic signature was attributable. Electronic Signature - An electronic, symbol or process attached to or logically associated with a record and executed or adopted by a person with the intent to sign the record. Electronic Record any record created, generated, sent, communicated, received or stored by electronic means. II. III. Statement of Policy Under certain conditions electronic records and signatures satisfy the requirements of a written signature when transacting business. EASTERN wishes to promote effective and efficient use of electronic communications to conduct business. Although all electronic signatures are represented digitally, they can take many forms and can be created using many different types of technology. The authenticity and reliability of electronic records and signatures relating to transactions are dependent on the accompanying processes, supplemental records and the overall context in which records are created, transferred, signed and stored. EASTERN adopts the following policy with respect to the use of electronic records and signatures in connection with the transaction of District business. Electronic Records Electronic records created or received by EASTERN shall be appropriately attributed to the individual(s) responsible for their creation and/or authorization or approval. EASTERN shall utilize available technology to implement reliable methods for generating and managing electronic records. Any electronic record filed with or issued by EASTERN shall be given full force and effect of a paper communication if the following conditions are satisfied: 1. The communication is an electronic filing or recording and EASTERN agrees to accept or send such communication electronically; and 2. If a signature is required on the record or communication by any statute, rule or other applicable law or District policy, the electronic signature must conform to the requirements set forth in this policy governing the use of electronic signatures

50 IV. Electronic Signature An electronic signature may be used if the law requires a signature unless there is a specific statute, regulation, or rule of law that requires records to be signed in non-electronic form. The issuance and/or acceptance of an electronic signature by EASTERN shall be permitted in accordance with the provisions of this policy and all applicable state and federal law. Such electronic signature shall have the full force and effect of a manual signature only if the electronic signature satisfies all of the following requirements: 1. The electronic signature identifies the individual signing the document by his/her name and title; 2. The identity of the individual signing with an electronic signature is capable of being validated through the use of an audit trail; 3. The electronic signature and the document to which it is affixed cannot be altered once the electronic signature has been affixed; 4. The electronic signature conforms to all other provisions of this policy. V. Acceptance, Use and Issuance of Electronic Records and Signatures 1. EASTERN shall develop and maintain an electronic recordkeeping system that can receive, store, and reproduce electronic records and signatures relating to transactions in their original form. Such system shall include security procedures whereby EASTERN can (a) verify the attribution of a signature to a specific individual, (b) detect changes or errors in the information contained in a record submitted electronically, (c) protect and prevent access, alteration, manipulation or use by an unauthorized person, and (d) provide for nonrepudiation through strong and substantial evidence that will make it difficult for the signer to claim that the electronic representation is not valid. 2. EASTERN shall ensure that all electronic records and signatures are capable of being accurately reproduced for later reference and retained until such time as all legally mandated retention requirements are satisfied. 3. EASTERN shall designate individuals who are authorized to utilize an electronic signature in connection with District business and shall require each designated individual to sign a statement of exclusive use. 4. EASTERN shall maintain a secure hard copy log of the PIN/password or actual signature of any individual authorized to provide an electronic signature in connection with District business. 5. EASTERN will receive and accept as original, electronic records and signatures so long as the communication, on its face, appears to be authentic. 6. EASTERN will retain in its records this policy and all statements of exclusive use, until such time as all legally mandated retention requirements are satisfied. Legal References: Pennsylvania Electronic Transactions Act, 73 P.S et seq. U.S. Electronic Signatures in Global and National Commerce Act, Public Law , 15 U.S.C et seq

51 Policy Number: G118 Title: Petty Cash Account Section: Finances Petty Cash Account I. Purpose Petty cash funds may be used for designated purposes, provided that such funds are subject to adequate controls and safeguards. II. Authority The Joint Committee authorizes the establishment of a petty cash fund in the amount of $ under the control of the Business Manager to facilitate minor purchases and refunds. III. Delegation of Responsibility The Business Manager shall ensure that petty cash funds are spent only for designated purposes. Adopted: 3/10/82 Revised:

52 Director Procedure Number: DG118 Title: Petty Cash Account Section: Finances Petty Cash Account Guidelines Funds are not to be used to circumvent regular purchasing procedures. The petty cash box shall be secured daily. All petty cash funds will be audited periodically and, in any event, at the end of the school year. The Business Manager shall be responsible for the accounting and safeguarding of petty cash funds. Expenditures against this fund shall be carefully itemized by the Business Office and listed on the list of bills for Joint Committee approval under Director Name, Petty Cash Fund. No expenditure from petty cash funds is to exceed $ Each request for funds shall be made in writing and signed by the requestor, with any confirming papers attached. Receipts are required for all expenditures. Petty cash funds may not be used to accommodate the cashing of personal checks. Adopted:

53 Policy Number: G119 Title: Special Purpose Funds Section: Finances Special Purpose Funds I. Purpose It is the purpose of this policy to establish financial supervision and controls for the administration of the various activities that involve Special Purpose Funds. II. Authority The Special Purpose Funds of the School are: (1) Proprietary Fund: Production Control; and (2) two Fiduciary Funds: Student Activity, and Scholarship. III. Delegation of Responsibility In order to ensure proper supervision of all Special Purpose Funds using the name of the School, the Joint Committee delegates the authority to the Director to establish procedures for the collection, maintenance and disbursement of Special Purpose Funds, in accordance with the below guidelines. Funds of any school sponsored activity must be deposited or invested in banks whose accounts are insured by the Federal Deposit Insurance Corporation. Funds collected shall be turned in to the Business Office before the end of each school day, to be safeguarded until they can be deposited as soon thereafter as possible. Records shall be maintained of the receipt and disbursement of all such funds in designated accounts according to the activity involved. No expenditures of a general fund nature shall be made from the Special Purpose Funds. All checks shall be signed by two of three administrators as follows: Director, Assistant Director, Business Manager. IV. Guidelines All funds should be of a revolving nature and large balances should not be permitted to accumulate. Money should not be raised or collected unless there is a definite purpose for doing so. The Director may request the Joint Committee to terminate, at any time, an inactive Special Purpose Account in which the funds remain unused or uncommitted for a period of one (1) year or more. The request must be in writing and shall specify the planned transfer of any monies in the account for any proper school-related purposes. The Joint Committee may, upon recommendation of the Administration and comment from the student government, approve the transfer of funds from any inactive Student Body Activity Account. No Student Activity funds shall be expended without the approval of the faculty advisor of the organization, a student representative of the organization, and the Business Manager. All funds accumulated in the name of a specific activity must be summarized, closed out annually and any residual funds shall be the beginning balance of the next year

54 A financial report of the condition of each Special Purpose Fund shall be submitted to the Joint Committee each month, and an annual statement shall be rendered at the close of the fiscal year. Adopted: 3/10/82 Revised: 11/13/91 Revised: 3/12/97 Revised:

55 Policy Number: G120 Title: School Audit-Public Section: Finances School Audit-Public I. Purpose The Joint Committee recognizes the importance of the right of the public to have access to the public records of EASTERN. This includes public financial records. The public has the right under law to inspect and procure copies of the annual audit conducted by EASTERN's accountants, and the audit conducted by the Commonwealth Auditor General's office. II. Authority The Joint Committee recognizes its obligation as an elected body to represent the best interests of all of its constituents. Therefore, the Joint Committee will make the results of both EASTERN's accountant's audit and the Auditor General's audit available to the public at the business office of EASTERN. III. Delegation of Responsibility An audit of the accounts of EASTERN shall be made annually by an independent certified public accountant engaged by the Joint Committee in conformance with the prescribed and all applicable legal standards. The completed audit shall be presented to the Joint Committee for its examination and approval. Each participating school district shall be provided a copy of the annual audit. The Joint Committee believes that the two available audits provide adequate safeguards for the public interest. Therefore, special audits by special interest groups shall not be permitted. IV. Guidelines The audit examination shall be conducted in accordance with generally accepted auditing standards and shall include all funds over which the Joint Committee has direct or supervisory control. An auditor s fee shall be established annually by the Joint Committee. The Joint Operating Committee recognizes that certain areas of information will not be made available to the public as provided in the Pennsylvania Right-to-Know Law, such as personnel records, student records, labor relations negotiation records, property acquisition negotiation information, records regarding actions of a criminal justice nature and other records not considered public records as specified in the Right-to-Know Law. A request for proposal for audit services shall be issued at least once every five years with the goal of maintaining efficiency, independence and objectivity. Adopted: 3/10/82 Revised:

56 Policy Number: G121 Title: Local Subsidy Section: Finances Local Subsidy I. Purpose EASTERN shall equitably assess all participating school districts for the operational costs of EASTERN. The proportional share allocated to each participating school district shall be part of the budgetary process for the School and the participating school districts so that all institutions can plan for EASTERN's support in an orderly fashion. II. Authority The Articles of Jointure establish the procedures for determining the level of local support by the participating school districts. The Articles also provide for the procedure leading to the development and recommendation of an annual operating budget. In accordance with the Articles of Jointure, the Joint Committee, as the agent responsible for the development and recommendation of an annual operating budget to the participating school districts, hereby adopts procedures for the apportionment of operating expenses to participating school districts. III. Delegation of Responsibility The Joint Committee delegates responsibility for the collection of local funding from the participating school districts to the Business Manager and directs that the receipt of these revenues be included in the regular monthly financial statements presented to the Joint Committee. IV. Procedures A. Operating expenses shall be divided among the participating school districts in the same proportion as the average daily membership of students enrolled in EASTERN from each of the participating school districts during the three (3) school years immediately preceding the coming budget year and including the current year. B. Daily membership of students shall be determined by identifying the number of students on the rolls residing in each of the participating school districts as of the 30th day of September each year. Calculation of enrollment figures and weighting of enrollments shall be in accordance with procedures approved by the Joint Committee. C. Each participating school district's proportional cost shall be included in the annual budget proposal submitted to the Area Vocational-Technical Board for adoption. D. Each participating school district shall pay its proportional share to EASTERN in accordance with the following schedule: Adopted: 8/13/86 Revised: 11/13/91 Revised: August 1 10% September 1 20% November 1 20% January 1 20% March 1 15% May 1 15%

57 Policy Number: G122 Title: Capital Items Section: Finances Capital Items I. Purpose The School shall assess capital expenses among the participating school districts in accordance with the Articles of Jointure. II. Authority The Articles of Jointure establish the procedure for determining the participating school districts' support for the School's capital expenses. III. Definitions The following terms are defined as follows: IV. Guidelines A. Capital Item - A capital item is any of the following: 1. Real estate 2. Buildings 3. Additions or extensions to existing buildings 4. Fixed assets 5. Lease rentals (as defined in the Local Government Unit Debt Act) B. Fixed Asset - A fixed asset is equipment which is: 1. An integral part of a building; that is, it is permanently fastened to the building, and causes appreciable damage to the building if it is removed; or 2. It is permanently attached to a site and functions as part of the site (except buildings or other structures). A. All costs for capital items shall be divided among the participating school districts on the basis of the current market value of all property for each of the participating school districts as determined by the State Tax Equalization Board for the year immediately preceding the year the payment for such obligation or such capital outlays are budgeted, in the proportion that the same bears to the total current market value of real property of all participating school districts. B. The acquisition and installation costs for equipment which meets the definition of fixed asset shall be treated as a capital expense, as opposed to a current operating expense. The acquisition costs of all other equipment not qualifying as a fixed asset shall be a current operating expense. In addition, the costs associated with retaining, maintaining, and disposing of capital items shall be a current operating expense. C. The revenue, if any, received in connection with disposing of capital items shall be apportioned to the participating school districts on the same basis that capital costs are assessed. Adopted: 11/13/91 Revised:

58 Policy Number: G123 Title: Grants Section: Finances Grants I. Purpose It is the policy of the Joint Committee to encourage EASTERN s administration to seek state, local, federal and private funds that will enhance EASTERN's ability to meet the needs of its students. II. Authority The Joint Committee recognizes the right of the School to apply for and receive state, local, federal and private grants and funds to support its programs and operations. The Joint Committee authorizes the Director to apply for such grants and funds for the benefit of EASTERN. III. Delegation of Responsibility The Director shall inform the Joint Committee of EASTERN's intent to pursue external funds, the purpose of the grant, how it will support EASTERN's mission, the amount of funds requested and any immediate or long term costs or liabilities to EASTERN associated with acceptance of the grant. The Director shall inform the Joint Committee about specific assurances which may be required in addition to those in this policy and will provide the required language for Joint Committee consideration and adoption. To provide for grant funds, the Director shall arrange to implement the grant within EASTERN's annual budget. The grant revenue shall be identified as a discrete revenue source. The regular operating budget must include amounts anticipated to be received from state and/or federal sources, a listing of projects and a description as to how the money will be spent. The Director shall provide the Joint Committee with the official response to all grant proposal applications. Based upon such response, the Joint Committee shall act upon the request for acceptance of the grant and authorization to implement the grant provisions. If additional amounts become available during the year, additional projects may be recommended to the Joint Committee and, with its approval, added to the budget. The Business Manager shall retain copies of all grants and amendments when approved and shall monitor the expenditure of all funds associated with grants to ensure their compliance with all contract terms. The Business Manager shall ensure that all equipment and residuals of grants are acquired, inventoried, maintained and disposed of in accordance with all contractual requirements. The Business Manager, with the assistance of the program administrator, shall be responsible for the completion of any reports required by grant contracts. IV. Guidelines The Joint Committee will demonstrate a maintenance of effort for all grant projects by maintaining the level of per pupil fiscal support in effect during the fiscal year in which grant funds are received, as well as in the succeeding fiscal year. Adopted: 11/13/91 Revised:

59 Policy Number: G124 Title: Budgetary Reserves, Fund Types and Fund Balance Reporting Section: Finances Budgetary Reserves, Fund Types and Fund Balance Reporting I. Purpose The Joint Committee acknowledges the need for the budget to be designed to reflect the Area Vocational- Technical Board s objectives for the education of the students of EASTERN consistent with the budget practices in the participating school districts. The maintenance of a budgetary reserve is recognized by the Pennsylvania Department of Education to be a sound management practice given that there are certain variables over which control is not possible regardless of the care with which the budget is prepared. These variables include unpredictable changes in the cost of goods and services as well as the occurrence of events which are vaguely perceptible during the time of budget preparation, but which, nevertheless, may require expenditures by the School during the year for which the budget is prepared. The Joint Committee also recognizes that the maintenance of a fund balance is essential to the preservation of the sound financial condition of EASTERN. II. Authority The Joint Committee, in accordance with Sections and of the Public School Code of 1949, as amended, may establish a budgetary reserve in the amount of at least one-half of one percent (1/2%) of total budget operating expenditures in order to provide for operating and budgetary contingencies as a sound management practice. Determinations as to fund balance allocation will be made by the Joint Committee on a periodic basis as part of the budget development process. III. Definitions Fund balance is a measurement of available financial resources. Fund balance is the difference between total assets and total liabilities in each fund. The standards and definitions of EASTERN s fund balance reporting shall interpret and apply the standards set forth in GASB Statement No. 54, as amended. GASB Statement 54 classifies fund balances based on the relative strength of the constraints that control the purposes for which specific amounts can be spent. Beginning with the most binding constraints, fund balance amounts shall be reported in the following classifications: Non-spendable fund balance represents amounts that are not in a spendable form (such as inventory, prepaid, long-term receivables, property held for sale) or are required to be maintained intact (such as the corpus of an endowment fund). In essence, non-spendable is the term to indicate that the resources are not available to be spent due to their very nature and/or their lack of availability. Restricted fund balance represents any amount that is restricted in its use to specific purposes by: (a) external parties (such as grantors, bondholders, and higher levels of government); (b) constitutional provisions; or (c) enabling legislation (i.e., Debt Service Funds). Committed fund balance represents amounts for which the Joint Committee itself, using its highest level of decision-making authority, imposes constraints on how funds may or may not be used. In such a case, the only way a constraint can be removed or changed is by the same type of action of the Joint Committee

60 Assigned fund balance represents amounts intended by the Joint Committee to be used for specific purposes. The intent can be expressed by the Joint Committee or by an official or body to which the Joint Committee delegates the authority. With the exception of the General Fund, amounts in all other governmental funds that are not non-spendable, restricted or committed will be considered to be assigned. Unassigned fund balance represents amounts that are available for any purpose. It is anything that does not meet the above definitions and is reported only in the General Fund. IV. Delegation of Responsibility Expenditures made from the budgetary reserve must be ratified by the Joint Committee. The expenditures will not be made through the budgetary reserve, but only against the line items, which appear throughout the functional appropriations. The transfer from the budgetary reserve to the functional line item will be approved by the Joint Committee and may only be made during the last nine (9) months of the fiscal year. In accordance with the Articles of Jointure, EASTERN shall limit any increase in the proposed annual budget for secondary programs to the aggregate percentage increase in the operating budgets of all of the participating districts for the preceding school year. Exceptions such as identifiable new programs or other extraordinary expenses shall be as provided for in the Articles of Jointure. The portion of the budget covering EASTERN s post-secondary programs (which programs are designed to be self-sustaining) shall not be subject to the cap on budget increases. V. Guidelines The following guidelines shall govern the establishment of reasonable Budgetary Reserves and appropriation during the fiscal year in which the reserve is used. A. EASTERN will maintain non-spendable, restricted, committed, assigned and unassigned fund balance classifications in the amounts annually authorized by the Joint Committee by a formal action to consider funds committed and to rescind any prior authorization. B. EASTERN will annually designate a portion of the fund balance classified as unassigned during the budget approval process to Budgetary Reserve to provide for contingencies identified and authorized by the Joint Committee, including: 1. Additional staffing needs; 2. Program growth; 3. Facility needs; and 4. Post-employment benefits. C. If the budgetary reserve fund balance, in conjunction with the current annual budget, should fall below the fund balance reserve guideline, additional monies may be added to the budgetary reserve in order to meet the minimal fund balance guideline. D. Fund balance classified as either restricted or committed shall be calculated based on estimates and other statistical information available at the time of budget preparation. E. Funds transferred from the Budgetary Reserve to the General Fund Operating Budget for appropriation shall be considered part of that year's basic budget for the purpose of Budget Cap calculations for the ensuing budget year. F. At the end of each fiscal year, up to twenty percent (20%) of the unassigned Secondary General Fund Balance, as certified by the local auditors, may be transferred to the Capital Reserve Fund or such other reserve fund as authorized by the Joint Committee upon recommendation of the Director

61 G. The remaining portion of the unreserved, unassigned fund balance shall respect the limitations on certain unreserved fund balances as provided in Section of the Public School Code of 1949, as amended. It shall not be utilized as a revenue source to offset current operating expenditures. Adopted: 11/8/95 Revised: 04/14/04 Revised: 06/14/2006 Revised: 06/11/2008 Revised: 03/09/2011 Revised:

62 Policy Number: G125 Title: Credit Cards Section: Finances Credit Card Payments I. Purpose It is the policy of the Joint Committee to authorize Business Manager to accept payments and gifts made for the benefit of EASTERN from students, faculty, staff, alumni, donors and others in various forms, including cash, checks and credit card payments in accordance with a centralized and standardized policy. The purpose of this policy is to efficiently facilitate financial transactions in a secure, convenient and timely manner. II. Authority The Business Manager is authorized to negotiate a single-source, school-wide contract for merchant credit card services and is charged with the administration of this contract. The Business Manager must ensure compliance of the contract with the applicable Bank Card Merchant Rules and Regulations and other applicable laws. III. Delegation of Responsibility The Business Manager shall be responsible for identifying the conditions for acceptance of credit cards, for identifying the credit cards to be accepted and for identifying one depository with which to enter into a Merchant Agreement for the purpose of processing credit card transactions. Credit card transactions may be processed for any School-related payment or donation. IV. Guidelines 1. Supervisor(s) of EASTERN s programs shall be responsible for notifying the program participants of the acceptance of credit cards. 2. The Business Manager shall be responsible for establishing guidelines and procedures to ensure the security of all credit card transactions to both the customer and EASTERN. 3. All fees charged by the merchant for the processing of credit card transactions will be charged directly to the EASTERN program receiving payment. 4. Each month the Business Manager shall be required to reconcile the account. 5. The depository selected shall be approved by a majority vote of the entire Joint Committee. Adopted: 12/10/1997 Revised: 05/09/2007 Revised:

63 Policy Number: G126 Title: Capital Reserve Fund Section: Finances Capital Reserve Fund I. Purpose The Joint Committee acknowledges the need to provide for the long-term investment of and stabilization of the financial resources of EASTERN by establishing a Capital Reserve Fund for the purposes of purchasing equipment and maintaining and renovating facilities. II. Authority The Joint Committee, in accordance with Section of the Public School Code of 1949, as amended, may establish a Capital Reserve Fund as a sound management practice to provide for the appropriation of any unencumbered funds remaining from the current and/or prior years' General Fund. III. Guidelines The Capital Reserve Fund may consist of: (a) monies transferred during any fiscal year from appropriations made for any particular purpose which may not be needed; and (b) surplus monies in the General Fund at the end of any fiscal year to the extent said surplus exceeds funds transferred from the unassigned Secondary General Fund Balance into the Capital Reserve Fund pursuant to the Budgetary Reserves Policy and Guidelines. The following guidelines shall govern the establishment and maintenance of the Capital Reserve Fund and the appropriation of funds therein: A. Money may be accumulated in the Capital Reserve Fund during a period not to exceed five (5) years from the date when the first payment was made into the fund, for the purpose of purchasing equipment or maintaining and renovating facilities. B. The money in the Capital Reserve Fund shall be kept separate and apart from any other fund by the Business Manager of EASTERN. The money in the fund may be invested in securities legal for the investment of sinking fund money of school districts. The interest earnings on these investments shall be paid into the Capital Reserve Fund. C. Money in the Capital Reserve Fund may only be expended during the period of time for which the fund was created. D. Money in the Capital Reserve Fund may be expended only for equipment purchases and facilities maintenance projects and for no other purpose. E. Expenditures from the Capital Reserve Fund shall be included in the list of payments submitted for approval by the Joint Committee. F. EASTERN shall annually show in its financial report the amount of money in the Capital Reserve Fund which shall at all times be properly identified as to purpose. G. The Joint Committee will annually show in its budget the amount of money in the Capital Reserve Fund. Adopted: 05/12/04 Revised:

64 Policy Number: G127 Title: Health Care Premium Conversion Plan Section: Finances Health Care Premium Conversion Plan I. Purpose The Joint Committee acknowledges the benefit to maintain a Section 125 Premium Conversion Plan that permits employee contributions for medical insurance coverage to be made on a before-tax basis as opposed to an after-tax basis. II. Delegation of Responsibility The Business Manager shall be responsible for identifying the conditions for notification of the program to all employees and for identifying procedures for implementation and continuation of the plan. Adopted: 10/13/2004 Revised:

65 Policy Number: G127 Title: Health Care Premium Conversion Plan Section: Finances Health Care Premium Conversion Plan IRS-sanctioned Premium Only Plans were created by the Revenue Act of 1978 and are governed by Internal Revenue Code Section 125 and corresponding regulations, allowing an employee to convert certain payroll deductions to tax-free salary reductions. Under current legislation Employees don't pay FICA, federal, state or local taxes on salary reduction amounts used to pay for their portion of employer-sponsored insurance premiums. Income tax and social security tax are applied only to the amount of salary remaining after the employee contribution has been deducted from gross salary. In the event of changes to the law or corresponding regulations and guidance, this policy may be revised by the Administration. Premium conversion plans allow employees to pay their share of premiums for health coverage, life insurance and other qualified benefits such as disability insurance on a pre-tax basis. This normally is done through payroll deduction. Employees must elect to convert otherwise taxable income to pre-tax contributions prior to the beginning of the plan year. EASTERN defines the plan year to be concurrent with the normal school year, July 1 through June 30. An employee s election is in effect for the entire plan year unless the employee experiences a change in family status event under applicable law and the Section 125 Premium Conversion Plan. A new election must be made for each subsequent plan year

66 Policy Number: G128 Title: Health Care Coverage Opt-Out Section: Finances Health Care Coverage Opt-Out I. Purpose The Joint Committee acknowledges the benefit to offer eligible employees the opportunity to opt-out of employer provided health care insurance as per employee agreements while maintaining a Section 125 Premium Conversion Plan in accordance with Policy G127. II. Delegation of Responsibility The Business Manager shall be responsible for identifying the conditions for notification of the program to all employees and for identifying procedures for implementation and continuation of the plan. Adopted: 10/13/2004 Revised:

67 Director Procedure Number: G128 Title: Health Care Coverage Opt-Out Section: Finances Health Care Coverage Opt-Out Internal Revenue Code Section 125 allows an employer to offer eligible employees the opportunity to opt-out of employer provided health care insurance. Under Section 125, the employer-sponsored medical insurance premiums remitted on behalf of all employees not choosing to opt-out of offered coverage shall remain tax-free. In the event of changes to the law or corresponding regulations and guidance, amendments to this policy may be instituted by the Administration. The Health Care Coverage Opt-Out allows eligible employees who have coverage through another source to waive coverage under the health insurance plan and receive a taxable cash incentive. Employees waiving coverage shall receive the incentive designated within the applicable employee agreement. Employees electing to receive a cash incentive in lieu of medical insurance coverage must notify the Business Office prior to June 1st of each school year on a form provided by the Business Office. Such election shall be effective July 1 through June 30th. Subject to applicable law and employee agreements, employees who elect to waive medical insurance coverage shall provide verification of other medical coverage on a form provided by the Business Office. Election to waive medical insurance coverage is irrevocable through the school year except upon a change in family status as provided under applicable law and the terms of the Section 125 Premium Conversion Plan. A new election must be made each school year. If an employee re-enrolls in medical insurance coverage before the next open enrollment period as permitted under the terms of the Section 125 Premium Conversion Plan or ceases to be an employee of EASTERN, the pro-rated balance of the cash incentive is due to EASTERN and shall be remitted through a payroll deduction. Payments are made in one installment in September and are taxable wages to the employee and all applicable taxes and other deductions shall be withheld. New employees may enroll in the Health Care Coverage Opt-Out program within 31 days of becoming eligible for benefits. Adopted:

68 Policy Number: H101 Title: Gifts, Grants, Donations Section: Property Gifts and Donations I. Purpose The Joint Committee recognizes that individuals and organizations in the community may wish to contribute additional supplies or equipment to enhance or extend the instructional program. II. Definitions Gifts, grants or donations shall mean anything presented without cost to EASTERN, including money, services and other non-monetary contributions. A Commemorative Gift is any non-monetary donation made by any party other than EASTERN that is intended to memorialize an individual or group. A Commemorative Fund is any donation of money for the benefit of EASTERN students made by any party other than EASTERN that is intended to memorialize an individual or group. Naming Rights means the granting by EASTERN to a group or individual of the right to name an EASTERN facility in honor of an individual or group for a prescribed period of time or in perpetuity in return for a gift or donation. III. Authority The Joint Committee has the authority to accept such gifts and donations as may be made to the school. The Joint Committee reserves the right to refuse to accept any gift which does not contribute toward the achievement of the goals of this school, and the ownership of which would tend to adversely affect the school. Any gift accepted by the Joint Committee shall become the property of the school, may not be returned without the approval of the Joint Committee, and is subject to the same controls and regulations as are other properties of the school. The Administration shall be responsible for the maintenance of any gift it accepts, unless otherwise stipulated. The Joint Committee will make every effort to honor the intent of the donor in its use of the gift, but reserves the right to utilize any gift it accepts in the best interest of the educational program of the school. In no case shall acceptance of a gift be considered to be an endorsement by the Joint Committee of a commercial product or business enterprise or institution of learning. IV. Additional Requirements for Naming Rights The Joint Operating Committee may grant to donors Naming Rights as part of the acceptance of a gift, grant or donation. The Joint Operating Committee shall grant Naming Rights for a defined period of time or for perpetuity. Naming Rights may only be granted pursuant to a written instrument which establishes specific requirements and contingencies for the donor s continued entitlement to the Naming Rights

69 The Joint Operating Committee also reserves the right to remove or otherwise discontinue the recognition of an individual or group if determined that the individual or group has engaged in any act of moral turpitude, regardless of whether such act violates any criminal statute or results in a criminal indictment or charge. The Joint Operating Committee may require the donor of services to execute a written document setting forth the scope and nature of the service and to make provision for insurance. The Joint Operating Committee reserves the right to discontinue services donated to EASTERN at its discretion. V. Additional Requirements for Accepting Technology Equipment Donations All donated technology equipment must meet technical requirements as established and updated periodically by the Director. Criteria for measuring the technology equipment's ability to perform the essential functions will be established by the Director. All accepted donations will become the property of EASTERN to be used exclusively in the school program. Methods for the collection of any donated technology equipment will be at the discretion of EASTERN. Upon request, EASTERN will provide receipts for donated technology equipment. No value will be estimated or provided on the receipt. VI. Additional Requirements for Commemorative Funds All Commemorative Funds must: 1. Be in concert with EASTERN mission statement 2. Be in accordance with all federal, state, and local laws. 3. Be in accordance with all EASTERN policies 4. Specify duration of gift. 5. Exist independent of instructional time or EASTERN resources and public funds. VI. Additional Requirements for Commemorative Gifts All Commemorative Gifts must: 1. Be in concert with EASTERN mission statement 2. Conform to community tastes and values 3. Be in accordance with all federal, state, and local laws. 4. Be in accordance with all applicable zoning regulations. 5. Be in accordance with all EASTERN policies. 6. Itemize initial costs and estimate fixed and long-term costs. 7. Identify financial resources to be used to pay for construction/maintenance. 8. Exist independent of instructional time or school/eastern resources and public funds. VII. Delegation of Responsibility The Director shall: A. Counsel potential donors as to the appropriateness of gifts;

70 B. Encourage individuals and organizations considering a contribution to a school to consult with the principal before appropriating funds to that end; C. Acknowledge the receipt and value of any gift accepted by the Joint Operating Committee; D. Prepare fitting means for recognizing or memorializing gifts to EASTERN; and E. Record gifts which have been accepted in the appropriate inventory listing and property records. F. Establish an application process for Commemorative Gifts. G. Establish an application process for Commemorative Funds that require the applicant to provide the following: 1. Statement of educational relevance; 2. The conditions and qualification to become a recipient; 3. The extent EASTERN will be involved in the decision-making process as to awarding of fund monies; and 4. Clear delineation of how funds/gift will be dispersed and who will be accountable. H. Establish an application process for Naming Rights pursuant to which the Director shall receive nominations and all pertinent information needed to evaluate a candidate. Adopted: 3/10/82 Revised: 10/12/94 Revised:

71 Director Procedure Number: DH101 Title: Gifts and Donations Section: Property Gifts and Donations Guidelines for All Corporate Entity and Individual Recognitions A recognition of a gift acceptance, whether for naming rights to EASTERN facilities or for a permanent or nonpermanent plaque or similar type of recognition, may not: 1. advocate or campaign for a particular candidate or political party; 2. promote or encourage hostility toward any ethnic, religious or racial group; 3. promote or denigrate a particular religion or religious practice in a manner that suggests that EASTERN is endorsing a particular set of religious beliefs; 4. be derogatory towards or incite discrimination against any group or person based upon race, color, age, creed, religion, gender, ancestry, national origin or handicap/disability of the group or person; 5. promote or encourage hostility, disorder, violence, or disregard for violation of legal obligations; 6. be libelous, or interfere with or advocate interference with the rights of any individual or the operations of EASTERN; 7. promote the use of tobacco products, smoking accessories, alcoholic beverages, illegal substances or related paraphernalia; 8. promote the use of firearms or other forms of weaponry; 9. promote obscenity or pornography in the context of being inconsistent with prevailing standards such as adult publications or videos; 10. use sexual content, sexual overtones, or any material that is otherwise not suitable for children; 11. be associated with promotion of birth control products or programs, abortion, or any other related services; 12. actively promote, as a significant part of its business or other primary functions, other activities which are not in the best interest of the students, staff or schools, in the opinion of EASTERN in concert with established Joint Operating Committee policy and in consultation with the Director and Solicitor or other legal counsel. Tax Considerations 1. The EASTERN Business Manager will be informed of the specifics of a proposal as soon as a corporate naming rights agreement is contemplated. 2. The EASTERN Business Manager will perform all necessary research and calculations in order to determine: a. whether a private use situation is created pursuant to the Internal Revenue Service regulations; and

72 b. whether such private use interferes with the tax-exempt status of an EASTERN finance arrangement. 3. The EASTERN Business Manager will also advise the EASTERN in regard to any other necessary steps, procedures, or factors to be considered in regard to the tax implications of a corporate naming rights agreement. Written Instrument Required for Naming Rights Naming rights may only be granted pursuant to a written instrument which established specific requirements and contingencies for the donor s continued entitlement to the naming rights. Such requirements and contingencies may include, among others: a. time limits and good conduct restrictions for duration of naming rights; b. licenses, consents, conditions or similar approvals which may be required by any governmental authority; c. the right to use the name when referring to the facility which is the subject of the naming rights in various manners or materials, whether written, electronic, oral or in any other media; and d. the right and license to the name to use, reproduce, display, distribute internally or externally, incorporate into other works, including products which may be sold by EASTERN. Application Process for Naming Rights: 1. When naming rights are to be granted as part of the acceptance of a gift, grant or donation, the Director shall receive nominations and pertinent information needed to evaluate the persons after whom the facility shall be named. This information shall include the suggested person s or group s name, background information about the person or group including a detailed description of how the person or group is relevant to the EASTERN. At the Director s discretion, a criminal background check may be elicited. 2. The person whose name will be utilized, if living, must consent in writing to the use of their name before it is offered for approval. If the person whose name will be used is deceased, consent should attempt to be obtained from family members. The use of a corporate name may not extend longer than the life of the corporate entity. 3. The President of the Joint Operating Committee shall appoint a committee who, with the Director, shall review the information and report its findings to the Joint Operating Committee which shall make a final decision. Procedure for Acceptance of Gifts, Grants and Donations Offers of gifts of property or money by individuals or organizations to the EASTERN shall be directed to the Office of the Director. Following review by the Business Manager, such offers shall be presented to the Joint Operating Committee for acceptance. Gifts of property or equipment in any amount which cause recurring maintenance expenses must be approved by the Joint Operating Committee. Other gifts valued at less than $500 may be accepted by the Director without formal Joint Operating Committee approval. The Director shall notify the Joint Operating Committee of any such gift acceptances. Gifts may not be made directly to the EASTERN without the approval of the Director. The Director may place restrictions on or refuse acceptance of a gift not made in furtherance of the goals and conditions of Policy H

73 Ownership of Gifts, Grants and Donations Gifts, grants or donations to a specific staff member or members in their capacity as staff members and which are for classroom use on behalf of students are the property of the EASTERN. Application Process for Commemorative Gifts 1. When a potential donor inquires about making a Commemorative Gift, he or she shall be directed to the Director. The Director shall elicit the following information from the potential donor either through the use of a form or other procedure: a. Name of the donor and contact information. b. Who or what the gift intends to commemorate. c. The form of the gift. d. Description of how the form of the gift appropriately commemorates the intended person(s) or event(s). e. A statement of how the gift is educationally relevant. f. The value of the gift or approximate value if there is not an exact value. g. Itemized initial, fixed and long-term maintenance costs to the EASTERN if the gift is accepted. The Director shall consult with the potential donor or direct the potential donor to consult with a person in the EASTERN with relevant knowledge to ascertain this information. h. The source of resources to pay for construction/maintenance. i. How the gift will exist independently of instructional time or school/eastern resources and public funds. j. The potential donors suggestion for how the gift can be presented to the EASTERN. k. Date the donor intends to make the gift. The Director shall review the application to ensure the gift is in concert with the EASTERN mission statement, community tastes and values, all federal, state and local laws, all applicable zoning ordinances and all EASTERN policies. The Director shall then present the offer to the Joint Operating Committee at a public meeting for approval and acceptance. Application Process for Commemorative Funds: 1. When a potential donor inquires about setting up a Commemorative Fund, he or she shall be directed to the Director. The Director shall elicit the following information from the potential donor either through the use of a form or other procedure: Adopted: a. Name of the donor and contact information. b. The purpose for the fund. c. A statement of how the gift/fund is educationally relevant. d. The amount donated to start the fund and any amounts pledged to be donated in the future. e. The extent the EASTERN will be involved in the decision-making process as to awarding of fund monies. f. A clear delineation of how the fund will be dispersed and who will be accountable. g. How the gift will exist independently of instructional time or school/eastern resources and public funds. h. Date the donor intends to make the gift. i. The duration of the fund

74 Policy Number: H102 Title: Maintenance Section: Property Maintenance I. Purpose Adequate maintenance of buildings, grounds and property is essential to efficient management of EASTERN. II. Delegation of Responsibility The Joint Committee directs a continuous program of inspection and maintenance of all EASTERN buildings and equipment. Wherever possible, maintenance shall be preventive. The Director shall develop and implement a maintenance program which shall include: 1. A regular program of facilities repair and conditioning. 2. Critical spare parts inventory. 3. A long-range program of building modernization and conditioning. 4. Guidelines as may be necessary for the maintenance and repair of the physical plant. The Director shall report monthly to the Joint Committee regarding the current maintenance and improvement program. Adopted: 3/10/82 Revised:

75 Policy Number: H103 Title: Property Records Section: Property Property Records The Joint Committee directs that adequate property records and inventory records be maintained on all land, buildings and physical property under the control of EASTERN. The Joint Committee directs that a complete inventory be maintained by physical count of all EASTERN-owned equipment. It further directs that property records be maintained of all buildings and grounds under the control of EASTERN. Such records shall be updated annually. For purposes of this policy, "equipment" shall mean a unit of furniture or furnishings, an instrument, a machine, an apparatus or a set of articles which retains its shape and appearance with use, is nonexpendable, and does not lose its identity when incorporated into a more complex unit. It shall be the duty of the Business Manager to ensure that inventories of equipment are systematically and accurately recorded and are updated and adjusted annually by reference to purchase orders and withdrawal reports. Property records of facilities shall be maintained on an ongoing basis which shall show, as appropriate to the item recorded: 1. Description and identification. 2. Manufacturer. 3. Year of purchase. 4. Initial cost. 5. Location. 6. Condition and depreciation. 7. Current valuation, in conformity with insurance requirements. No equipment shall be removed for personal or non-school use except in accordance with Joint Committee policy. Adopted: 3/10/82 Revised:

76 Policy Number: H104 Title: Use of School Facilities Section: Property Use of EASTERN Facilities I. Purpose EASTERN s facilities of should be made available for community purposes, provided that such use does not interfere with EASTERN s educational program. The Joint Committee will provide for the use of EASTERN s facilities when permission has been requested in writing and has been approved by the Joint Committee upon the recommendation of the Director. II. Restrictions on Use of Facilities The use of EASTERN s facilities shall not be granted for: 1. Any commercial or profit-making organization, except for training programs which are consistent with the school's mission and the goals and objectives of the Continuing Education Department 2. Partisan political activity 3. Private social functions or private interest groups 4. Any purpose which is prohibited by law Any EASTERN equipment that is to be used in conjunction with requested facilities shall be identified at the time that the request for use of facilities is made. The users of EASTERN equipment must accept liability for any damage or loss to such equipment that occurs while it is in their use. Where rules so specify, no item of equipment may be use except by a qualified operator. The Joint Committee shall be held harmless by the user for any liability that arises from the use of EASTERN facilities by any non-eastern related organization, individual or activity. III. Leasing of EASTERN Facilities The Joint Committee may, at its discretion, enter into leases, licensing agreements or other contractual relationships with for-profit and not-for-profit organizations with respect to EASTERN facilities as determined to be in the best interests of the EASTERN. All such agreements must be in writing and approved by the Joint Committee pursuant to Joint Committee resolution at a public meeting. IV. Delegation of Authority The Business Manager shall develop procedures for the granting of permission to use EASTERN S facilities and shall promulgate rules and regulations readily available to the public implementing this policy which provide for the following: 1. A process for approval of permit applications including procedures for rules of use for EASTERN facilities by individuals. 2. Evidence of adequate insurance as determined by the Business Manager in consultation with the District s insurance broker and Solicitor. 3. Supervision of facilities use. 4. Availability of facilities. 5. A schedule of fees. 6. Limitations on the ability of one group to overuse EASTERN facilities. 7. Differentiation between access during evenings as opposed to during the school day. 8. Rules for decorum and behavior by users

77 9. Prohibition of political campaigning while permitting a. current and past political figures to speak on issues outside of campaigning context to preserve EASTERN s status as non-partisan, b. use of EASTERN facilities for partisan political forums sponsored by nonpartisan groups, and c. campaigning on Election Days in the portion of EASTERN facilities specifically designated as polling places by the Board of Elections, pursuant to rules established by law. Adopted: 3/10/82 Revised: 8/3/99 Revised:

78 Director Procedure Number: DH104 Title: Use of School Facilities Section: Property Use of EASTERN S Facilities EASTERN S facilities should be made available for community purposes provided that such use does not interfere with EASTERN S educational program EASTERN-sponsored activities. A. LEASING OF EASTERN S FACILITIES In determining whether to recommend to the Joint Committee a lease of school facilities by a third party, the administration will apply the following criteria: 1. Preference for not-for-profit organizations over for-profit organizations. 2. Whether the lease will generate revenue for the lessee. 3. Impact on the EASTERN community. 4. Whether the lease requires the EASTERN to incur more than incidental costs. 5. The availability of the facility sought to be leased. 6. The potential for wear and tear of the leased facility 7. Whether the intended use of the facility is consistent with EASTERN S mission and policies. Notwithstanding these criteria, the Joint Committee retains sole discretion as to whether and to whom it leases EASTERN facilities. B. GENERAL POLICIES ON USE OF SCHOOL FACILITIES The rules and regulations pertaining to facility use are contained in the document attached as ATTACHMENT A Facility Use Regulations. This document shall be provided to all users at the time a permit for use is issued. Consequences of Failure to Abide by Rules and Regulations Failure to abide by all policies rules and regulations regarding the use of EASTERN facilities property will result in the revocation of an organization's permit and may result in denial of future permit applications by the organization in the future. Unauthorized use of school facilities a. The unauthorized use of school facilities will be prosecuted to the fullest extent allowed by Pennsylvania law. Under Pennsylvania law, entering and/or remaining on posted school property without authorization is a misdemeanor of the third degree. Refusing to leave EASTERN property after being asked to do so by a school employee, agent or official or a law enforcement official is a misdemeanor of the first degree. 18 Pa. C.S.A b. Individuals or groups engaging in the unauthorized use of EASTERN s facilities will be responsible for any and all damage that results from the unauthorized use, including all replacement and repair costs, and will be responsible for any applicable fines. Such individuals or groups may also have their user privileges suspended or permanently revoked. c. Unauthorized Use means the use of EASTERN s facilities by a group that a) has not registered and filed an application for the specific date and time of the use of the facility and b) has not obtained prior, actual approval for the use

79 FACILITIES USE REGULATIONS Use of School Facilities The Joint Operating Committee may permit use of the buildings and grounds of, and may make such school property available for public use for civic or public purposes as the Board deems reasonable. Such use shall not interfere with the primary use of such school property for school purposes. The board shall reserve the right to cancel the use of any school property at any time. The Director or his/her Designee shall see that appropriate procedures and fee schedules are established and maintained. FEES ARE TO BE DETERMINED BASED ON THE ATTACHED SCHEDULE. RENTAL GUIDELINES Applications for use of the facilities should be made at least thirty (30) days in advance and applications made less than thirty (30) days in advance may not be accepted. Cancellations must be made 48 hours in advance or the permit holder may be held responsible for all charges. For any Non-School or Non-School related usage a Contract is necessary for the use of school property. This contract must be signed by the Director or his/her Designee and lessee and sent to the Business Office not less than twenty-one (21) days prior to event. The Joint Committee reserves the right to reject a contract for the use of school facilities and/or equipment. The permit holder agrees to save and hold harmless and agrees to assume responsibility for all liabilities arising incident to school facility use. The person or group must provide proof of insurance listing the as an additional insured. The amount of coverage must be a minimum limit of $1,000,000 combined single limit bodily injury/property damage. All programs shall be in strict accordance with the building rules of Arts and Technology, and not in violation of the laws of Pennsylvania or of the United States. The Director or his/her Designee on duty shall be in full authority. Smoking, gambling, and use of intoxicants within the premises of the building are strictly prohibited. The use of school equipment is permitted only through special requests and approval and when operated by a school employee or other persons authorized by EASTERN or its representatives. All contracts issued are subject to cancellation with or without due notice for violation of the terms of the original contract as determined by the Director or his/her Designee. The use of the building will be strictly confined to areas and activities designated or included in the contract. The applicant and his/her organization will be responsible for the compliance of these rules by all persons participating in or pertaining to the activity. In case of doubt, the school custodian or

80 other representative of the school system on duty shall have immediate authority to stop the activity. Failure to comply with the rules and regulations will be sufficient reason to cancel future privileges of school facilities. No furniture or equipment shall be used or moved without express approval in the contract or consent of the Director or his/her Designee. EASTERN and its employees shall not be responsible for damage to or loss of property upon school premises sustained by applicant, participant in a program, or patron of any program held on school property. No signs, displays, or materials may be attached to or nailed against the wall, window glass, woodwork, draperies, blinds, curtains, grounds, drives, etc., without expressed approval on the contract or consent of the Director or his/her Designee. When event is over, dismantle and remove everything from the premises. The right of all concessions and sales of refreshments, sale of programs, pictures, etc., must be approved by the Director or his/her Designee. Media and computer equipment may not be used by the lessee unless the expressly permitted by terms of the contract. If granted, there must be a EASTERN technology staff member on-site for the entire time. Culinary Arts equipment may not be used by other school organizations without written approval by the Director or his/her Designee. When the food service has been requested, at least one EASTERN employee is to be on duty. The size and nature of the event will determine the number of employees required. The organization using the facilities is billed for the wages of said employee(s). School facilities will not be rented if there is a probability of damage to the school facility by the lessee's use. School facilities cannot be available free of cost to any non-school organization of unless special permission is granted by the Joint Operating Committee. All rental of school facilities must stipulate that custodial or school employee services be provided by EASTERN and must be paid by the lessee. Custodial services will be charged by the hour with a two (2) hour minimum. Lessee must pay the rental, two (2) hour minimum custodial, and other charges as stated in the contract. The payment for rental and custodial charges must accompany the contract sent to the Business Office. Any charges for custodial services over two (2) hours, charges for employees who operate equipment, and equipment use fees will be billed after the contract period. These additional charges must be paid within seven (7) days of receipt of the invoice. Payment for these services must be made payable to the and presented to the Business Office. Any right or privilege granted to an organization shall not be transferred to any other organization or individual

81 FEE STRUCTURE for building usage during HOURLY RATE normal school hours as established annually by the Joint Operating Committee Use of Assigned Meeting Area $20.00 Additional Fee for Technology staff $10.00 FEE STRUCTURE for building usage at times HOURLY RATE other than normal school hours as established annually by the Joint Operating Committee Use of Assigned Meeting Area $25.00 Additional Fee for Technology staff $

82 APPLICATION PROCESS 1. The Facility Use Application form should be completed by all users whose activities are not school-system sponsored and submitted to the Assistant Directors Office. The Assistant Director will prepare the monthly Joint Committee agenda request for approval of all facility rentals. 2. Applicants shall clearly and accurately specify the sponsoring organization; the purpose of the activity; the number and ages of the expected attendees and/or participants; and the name, address, and phone number of the individual/group s designated representative on Facility Use Application Form. 3. A Certificate of Liability Insurance is required for all activities. A $1,000,000 general liability coverage, with a $5,000 medical payment endorsement is required. 4. The Assistant Director, through the Continuing Education department, approves the Application and submits any request(s) to Culinary Art and / or Technology as needed to support the requesting group. 5. The Assistant Director forwards the application, attachments and processing fees should be completed and turned in to the Business Office at least twenty-one (21) days prior to the beginning date of the activity. 6. The Business Office reviews the request, staffs the custodial needs, and, if approved, creates the invoice and the contract to be sent to the user. 7. The user group returns the executed contract, certificate of insurance, and all appropriate documentation with payment ten (10) business days prior to the first scheduled date of the activity

83 FACILITY USE APPLICATION FORM TO BE COMPLETED BY USER Room Request: Seminar Room Theory Room Shop Exact Dates and Hours Needed: Name of User/Organization: User/Organization is: (check one) Participating District Profit Non-profit Federal tax I.D.# User/Organization requests to use the technology available in the designated room Yes No Applicant (Please Print) (1) Name: Day Phone Number Address: Evening Phone Number Address: FAX Number: Number of Persons Expected (include audiences) per day: Adults Children Purpose: Group Scheduled Beginning Time: Arrival Time: Group Scheduled Ending Time: Departure Time: The following attachments must be submitted with this application: (Incomplete Requests Will Be Returned For More Information before Processing) Seminar Room Rental Checklist, if applicable Signed Facility Use Guidelines for Community Users Signed Food Service Request Current Certificate of Liability Insurance: $1,000,000 for General Liability coverage, with a $5,000 medical payment endorsement is required, with listed as Certificate Holder. Signature of Applicant Date Continuing Education will process the application when all information has been received. TO BE COMPLETED BY EASTERN PERSONNEL REQUIRED (check all appropriate): None Custodian # hours/day Cafeteria Employee # hours/day Staff Technician # hours/day Student Technician # hours/day EASTERN staff member COMMENTS/Special Instructions Approval of Assistant Director

84 Seminar Room Rental Check List Event Name: Group Name: Event Date: Address: Start Time: End Time: Phone Number: Number of Guests: Are any audio visual aids needed? If yes, please check the appropriate box for the item(s) requested: Flip Chart and Markers Overhead Projector and Markers Laptop or Computer Crestron Microphone (circle table-top or hand-held) Registration Table Outside Room Other On-site Technology Support Required Room Arrangements: Classroom Setup 24 seats Large Classroom Setup 33 seats Work Group Setup 12 seats Large Workgroup Setup 16 seats Presentation Setup 38 seats Theater Arrangement 64 seats Horse Shoe Arrangement 38 seats Large Group 24 seats

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