Policy 6000 - Program Planning, Budget Preparation, Adoption and Implementations

A school district’s annual budget is tangible evidence of the school board’s commitment toward fulfilling the aims and objectives of the instructional program and providing for the efficient and effective operation of the District. The budget expresses in specific terms the services to be provided, consistent with immediate and long-range goals and resources available and establishes priorities within broad program areas such as basic education, other separately funded programs, and support services. Each year a budget will be prepared for the ensuing fiscal year. The budget will set forth the complete financial plan of the District for the ensuing fiscal year. 

The annual budget submission will be aimed to provide a structurally balanced budget. A structurally balanced budget is a sustainable budget where recurring revenues equal or exceed recurring expenditures. In certain years, fund balance may be used to offset expenditures that exceed revenues. It should be recognized that the use of fund balance to fund recurring expenditures is not sustainable and should be addressed as a temporary solution. 

Prior to presentation of the proposed budget for adoption, the superintendent or designee will prepare for the Board’s study and consideration appropriate documentation supporting his/her recommendations, which will be designed to meet the needs of students within the limits of anticipated revenues consistent with reasonable management practices. Program planning and budget development will provide for staff participation and the sharing of information with community members prior to action by the Board. 

Fund Balance

The unassigned fund balance amount includes an Unassigned to the Minimum Fund Balance account. At the end of the fiscal year, this account should be sufficient to compensate for economic uncertainties and is targeted at five (5) present of the annual General Fund revenues, excluding other financing sources and transfers. Reserves in this category include, but at not limited to: Assigned to Encumbrances Non-spendable – Inventory & Prepaid Items Assigned to Contingencies Unassigned to Minimum Fund Balance 

Should the Board authorize use of the Unassigned to Minimum Fund Balance account which cause it to fall below the minimum five percent reserve, the Superintendent or Executive Director of Financial Services, will prepare a financial plan identifying how to return the fund balance reserves to their minimum amounts. 

Fiscal Year 

The District fiscal year will begin September 1st each year and will continue through August 31st of the succeeding calendar year. 

Budget Preparation, Notice, and Submission to ESD and OSPI

It is the Board’s goal that on or before the tenth day of July in each year, the District shall prepare the budget for the ensuing fiscal year. The annual budget development process shall include the development or update of a four-year budget plan that includes a four-year enrollment projection. The four-year budget plan must include an estimate of funding necessary to maintain the continuing costs of program and service levels and any existing supplemental contract obligations. 

The completed budget must include a summary of the four-year budget plan and set forth the complete financial plan of the District for the ensuing fiscal year. 

Upon completion of the budget, the District will electronically publish a notice stating that the District has completed the budget, posted it electronically, placed it on file in the District administration office, and that a copy of the budget and a summary of the four-year budget plan will be furnished to any person who calls upon the District for it. 

Budget Notice, Hearing, Adoption, and Filing 

The Board of Directors will meet to fix and adopt the budget for the ensuing fiscal year. The District will provide notice of the meeting. The notice will designate the date, time, and place of the meeting. The notice will also state that any person may appear at the meeting and be heard for or against any part of the budget, the four-year budget plan, or any proposed changes to uses of enrichment funding. The District will publish the notice electronically and will publish it at least once each week for two consecutive weeks in a newspaper of general circulation in the District (or if there is none in the District, in a newspaper of general circulation in the county or counties in which the District is a part). The last notice will be published no later than seven days before the meeting. 

On the day given in the notice, the Board of Directors will meet at the time and place designated. At the meeting, the Board will fix and determine the appropriation from each fund contained in the budget separately; will by resolution adopt the budget, the four-year budget plan summary, and the four-year enrollment projection; and will record its action in the official minutes. Copies of the budget as adopted will be filed with Education Service District 123 for review. Copies of the budget will be filed with the Superintendent of Public Instruction (OSPI). 

The dates for adoption and filing are required by law as follows:

• Budget adopted by August 31st
• Budget filed with ESD 123 by September 3rd
• Budget filed with the OSPI by September 10th 

Budget Implementation 

The Board places responsibility with the superintendent or designee for administering the operating budget, once adopted. All actions of the superintendent or designee in executing the programs and/or activities as set forth in the adopted operating budget are authorized subject to the following provisions: 

Legal References:

Adoption:

(Formerly #7000)
(Formally # 7416)