date: december 5, 2016 - brushton-moira · pdf file3. establishing program needs and...

DATE: December 5, 2016

TO: Todd LaPage, Building Principal 7-12/Director of Special Education

Dean Yando, Building Principal PreK-6

Darrin Jock, Transportation Supervisor

Mike Malette, Director of Facilities

Michelle Richer, Food Service Manager

FROM: Susan M. Perkins

Shared Business Manager

SUBJECT: 2017-18 BMC Budget Requisitions/Requests

Enclosed please find the Brushton-Moira Central School 2017-18 school year Budget

Preparation Information Booklet.

Please return your budget information by Friday, February 3, 2017.

If you should have any questions regarding this budget document, please feel free to

contact me at 529-7342, Ext#1103 or 856-9421, Ext#1004 (Tuesday and Friday).

SMP/rab

Enclosure

Cc: Donna Andre

Superintendent

Brushton-Moira Central School

2017-2018 School Year

Budget Preparation

Information Booklet

Budget Preparation Information

Index

Introduction

Budget Responsibilities

Instructions

Samples:

Textbooks

Equipment

Conferences

Field Trip – Admissions

Field Trip – Cost of Driver

Memberships

Contractual Services

Computer Supplies/Hardware

Computer Software

Maintenance Request

Maintenance Request (immediately if possible)

Supplies

Introduction

Thank you for taking the time to determine the budget needs of your department or area of

instruction. It is very important that what is budgeted for the 2017-18 budget can be justified.

With the current unknown environment of State Aid and the minimal State Aid estimated to be

received in the upcoming year, we are working to meet the needs of the students within the

restriction of a tight budget.

1. Final budgeted amount will reflect the estimated needs of the district. Adjustments

throughout the budgeting and procurement process may require the reallocation of

resources for the greater needs of the District as a whole.

2. Approved budgets are the reflection of the total District expenditures only. They are

not discretionary funds to be used per teacher, staff, or department. As the budget is

an estimate of expenditures, any savings in one area will be used to offset deficits and

cost overruns in others and allow for additional needs or to increase the fund balance

for next year.

3. We will be planning a zero-based budget. This does not mean you get zero for

your budget, what it does mean is that you will let administration know what you

need to be successful. Administration is asking that you do a two-phase budget.

Phase-one is what you absolutely need to teach, the must-haves. Phase-two are those

things that would greatly enhance instruction. Please do separate pages for each and

mark them clearly.

4. For phase two of your budget, please include documentation of how these additional

materials will provide support in raising the standards of our students. The better your

supporting documentation, the better able Administration will be to make a strong

case for the additional materials.

Budget Responsibilities

District Responsibilities in Budgeting:

1. Provide funds for the procurement of District needs and priorities.

2. Adjust budgeted amounts as needed to provide for under-budgeted authorized

purchases, but based on established District needs and priorities.

3. Code expenditures appropriately.

4. Permit District use of all purchases in light of total District needs and priorities.

Principal Responsibility in Budgeting:

1. Establishing priorities with department or teams.

2. Providing teachers with all necessary budget data, such as budget schedule

and forms.

3. Reviewing all teacher budget forms for completeness, accuracy and signing

off on requests.

4. Compiling all budget requests and forwarding to the Business Manager.

5. Submit Tally Sheet for each department or grade level along with requests.

6. Meet Budget Deadline (Requests due: Friday, February 3, 2017, to Business Office).

7. Explaining the rationale for budget requests.

8. Budgeting for textbooks needed in the district with a plan for a replacement

schedule.

Teacher’s Responsibility in Budgeting:

1. Taking an accurate inventory of all textbooks, supplies, materials and equipment

before making budget requests.

2. Ascertaining condition of textbooks to determine replacement needs.

3. Establishing program needs and priorities.

4. Preparing program requisitions consistent with district and department goals and

objectives. Refer to Purchasing Exhibit for verbal and/or written quotes. Please

obtain a quote confirmation good through June 30, 2017.

5. Providing a rationale for budget requests.

6. Complete Tally Sheet and submit with all requests to Principal.

7. Meet budget deadlines (requests due: Friday, January 27, 2017).

8. Maintaining copy of requisitions for future needs.

All requests must be submitted to the building principal/supervisor for approval, and then

forwarded to the business office for approval and purchasing. No purchasing is allowed

without first obtaining these approvals.

Note: The budget will be frozen on January 1, 2017. Any requisitions received after this

date will be authorized on a case by case basis.

PURCHASING WITHOUT A REQUISITION WILL BE DEEMED AS UNAUTHORIZED

PURCHASING. THE COST WILL BECOME THE EMPLOYEE’S RESPONSIBILITY.

Instructions The following forms are to be used to help determine the 2017-18 budgets (more forms are

available on the District’s website under the heading 2017-18 Budget Documents). Review

the purchasing policy to determine methods of competition to be used for non-bid

procurements.

Textbooks/Workbooks: Please provide information as requested. Please fill out separate

forms for each vendor (form can also be used for Sheet Music). . All requests, over $2,500

must have 3 quotes or use the state contract. (To obtain State contract price go to

www.ogs.state.ny.us/purchase/Default.asp)

Equipment: Please provide justification for equipment needs. All requests, over $2,500 must

have 3 quotes or use the state contract. (To obtain State contract price go to


Conferences: Please be sure to provide conference cost, hotel cost, mileage cost and

substitute cost if applicable. If conference is not yet determined, please put TBA as vendor

and estimate cost. Please request government rate for lodging and obtain 3 verbal quotes.

Field Trip – Admissions: Use TBA as vendor if unknown, the more information that you

have the better. Estimate cost if unknown (estimate on the high side).

Field Trips – Cost of Driver: Please fill out for all field trips. If the date is unknown please

provide an estimated date, use TBA as vendor if specific destination is unknown.

Memberships: Use for all subscriptions as well as associations. Attach renewal notices if

available.

Contractual Expenses: Provide information as per form. All requests, over $2,500 must have

3 quotes or use the state contract. (To obtain State contract price go to


Computer Supplies/Hardware: All requests will be compiled and reviewed by building

administrator. All requests, over $2,500 must have 3 quotes or use the state contract. (To

obtain State contract price go to www.ogs.state.ny.us/purchase/Default.asp)

Computer Software: All requests must be discussed with building administrator before

submitting an order. All requests, over $2,500 must have 3 quotes or use the state contract.

(To obtain State contract price go to www.ogs.state.ny.us/purchase/Default.asp)

Maintenance Request: Please go to Que Centre for requests that need to be completed while

classes are not in session (winter or summer break). Please notify the Maintenance Office

immediately of any emergency requests.

Supplies: Depending on the supplier, we may not have current catalogs. Please do your best

to get up to date prices, if using last years catalog please add 10% to the price. All requests,

over $2,500 must have 3 quotes or use the state contract. (To obtain State contract price go

to www.ogs.state.ny.us/purchase/Default.asp. See Ed Data bid information on the following

page.

Shipping and Handling: Add 15%

***All requests are due back to the principal by: January 27, 2017.***

http://www.ogs.state.ny.us/purchase/Default.asp






ED-DATA Bid Process

Before you make new requisitions, please modify your 16-17 requisitions that were brought

into 17-18. There may be items that will not be carried over due to non-availability. IF there is a

discontinued item from a vendor, that will appear at the bottom of your requisition in red. Go

back into the bid and find a similar item and order that one.

The district is a member of the New York Cooperative bid administered by Educational Data

Services (Ed-Data Co-op). This cooperative offers its members discounted prices on commonly

ordered school supplies. Prices in the Ed-Data Co-op are in effect from 12-1-2016 thru 11-30-

2017.

All district staff will receive an email with instructions from Ed-Data on/about 12-15. This will

include login information. This will mark the start of the 2017-2018 bulk ordering season. When

logging into the Ed-Data system, you will notice that your requisitions from last year have been

“brought forward.” This will allow you to see what was ordered last year. You can still

add/remove/modify items on these requisition and create new requisitions in additional

categories.

Vendor catalogs will be provided to schools on/around 12-15. Catalogs are in the process of

being published and are sent as soon as available. You can use the catalog for last year as most

item numbers stay the same and item pricing is irrelevant as we receive the discounted co-op

pricing.

Items in the “most popular item” category carry the greatest discount in the bid. Look for a

yellow star next to items as that indicates a “most commonly ordered” item. These items are

heavily discounted off of catalog price.

Should you need to place an order for an item in the 2016-2017 budget, you can still use the Ed-

Data system to attain pricing. You can use the Ed-Data system to obtain discounted pricing. You

would then print the requisition and attach to a PO indicating “as attached.”

Please note that there is NO SHIPPING from vendors for orders during the bulk ordering season.

If you need to create an incidental order (an order before or after the bulk ordering season),

vendors reserve the right to charge shipping for any PO under $50.00.

This is the schedule for our district’s 2017-2018 bulk ordering season:

-Receive Ed-Data login information and access Ed-Data System—on/about 12-15-2016 via E-

mail

-Catalogs sent to district—on/about 12-15-2016

-Requisitions submitted by users to approvers—1-27-2017

PO #____________

FOR OFFICE USE

BRUSHTON-MOIRA CENTRAL SCHOOL DISTRICT

BRUSHTON, NEW YORK

BUDGET REQUEST 2017-18

Budget Code: Textbooks/Workbooks/Sheet Music

Vendor: All information must be filled in.

Requisitioned By:_________________________Date:________ Name:__________________________________________

Dept/Grade/Organization:_______________________________ Address:________________________________________

_______________________________________________

Phone:____________________ Fax:__________________

Website: ________________________________________

Quantity Unit Description (ISBN#, Item #, Model#) Unit Price Total Cost

Sub Total

S/H 15%

Page Total Justification:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________ (Quotes are required from three different Vendors for all Supplies over $2,500.00)

Price Vendor

Quote# 1

Quote# 2

Quote# 3 State Contract: www.oas.state.nv.us/purchase/Default.asp

Ordered By: ___________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Budget Code: __________________________________

(Administrator/Supervisor)

(Signature)

(Superintendent’s Signature)

)

http://www.oas.state.nv.us/purchase/Default.asp


BRUSHTON, NEW YORK


Budget Code: Equipment

Preferred Vendor: All information must be filled in.



Approved:_______________________________Date:________ _______________________________________________

Phone:____________________ Fax:__________________

Website: ________________________________________


Sub Total

S/H 15%

Page Total

Justification:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________ (Quotes are required from three different Vendors for all Equipment over $2,500.00)

Price Vendor

Quote# 1

Quote# 2


Ordered By: ___________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Budget Code: __________________________________

PO #____________

FOR OFFICE USE


(Signature)


)



BRUSHTON, NEW YORK


Budget Code: Conferences




_______________________________________________

Phone:____________________ Fax:__________________

Website: ________________________________________

Quantity Description Price Additional

Expenses

Total

Cost

Total

Justification:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

Ordered By: ___________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Budget Code: __________________________________

PO #____________

FOR OFFICE USE


(Signature)


)


BRUSHTON, NEW YORK


Budget Code: Field Trip - Admissions




_______________________________________________

Phone:____________________ Fax:__________________

Website: ________________________________________

Number Destination Admission

Cost

Extra

Cost

Total

Cost

Total

Cost of Driver

Date Destination Approximate

Time Away

Hrs x $12 =

Total

Estimated

Mileage

Miles x

$4.50 =

Total

Total

Cost

Total

Ordered By: ___________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Budget Code: __________________________________

PO #____________

FOR OFFICE USE


(Signature)


)


BRUSHTON, NEW YORK


Budget Code: Membership – (Attach Renewal Notice)




_______________________________________________

Phone:____________________ Fax:__________________

Website: ________________________________________

Description Total Amount

Justification:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

Ordered By: ___________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Budget Code: __________________________________

PO #____________

FOR OFFICE USE


(Signature)


)


BRUSHTON, NEW YORK


Budget Code: Contractual Services




_______________________________________________

Phone:____________________ Fax:__________________

Website: ________________________________________


Sub Total

S/H 15%

Page Total

Justification:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________ (Quotes are required from three different Vendors for all Services over $2,500.00)

Price Vendor

Quote# 1

Quote# 2


Ordered By: ___________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Budget Code: __________________________________

PO #____________

FOR OFFICE USE


(Signature)


)



BRUSHTON, NEW YORK


Budget Code: Computer Supplies and Hardware




_______________________________________________

Phone:____________________ Fax:__________________

Website: ________________________________________


Sub Total

S/H 15%

Page Total

Justification:

___________________________________________________________________________

___________________________________________________________________________


Price Vendor

Quote# 1

Quote# 2


Ordered By: ___________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Budget Code: __________________________________

PO #____________

FOR OFFICE USE


(Signature)


)



BRUSHTON, NEW YORK


Budget Code: Computer Software




_______________________________________________

Phone:____________________ Fax:__________________

Website: ________________________________________


Sub Total

S/H 15%

Page Total

Justification:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________ (Quotes are required from three different Vendors for all Software over $2,500.00)

Price Vendor

Quote# 1

Quote# 2


Ordered By: ___________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Budget Code: __________________________________

PO #____________

FOR OFFICE USE


(Signature)


)



BRUSHTON, NEW YORK


Budget Code: Maintenance Requests (Enter into Que Centre)

Requisitioned By:_________________________Date:________

Dept/Grade/Organization:_______________________________

Description of Work Required

Justification:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

Ordered By: ___________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Budget Code: __________________________________

PO #____________

FOR OFFICE USE


(Signature)


)


BRUSHTON, NEW YORK


Budget Code: Supplies




_______________________________________________

Phone:____________________ Fax:__________________

Website: ________________________________________


Sub Total

S/H 15%

Page Total

Justification:

___________________________________________________________________________

___________________________________________________________________________


Price Vendor

Quote# 1

Quote# 2


Ordered By: ___________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Budget Code: __________________________________

PO #____________

FOR OFFICE USE


(Signature)


)


BRUSHTON-MOIRA CENTRAL SCHOOL 758 County Route 7

Brushton, NY 12916

REQUISITION SUMMARY FOR 2017-18 (TOTAL OF EACH CATEGORY IS REPORTED HERE)

TEACHER/EMPLOYEE DATE

GRADE/DEPARTMENT

CATEGORY

TOTALS

TEXTBOOKS/WORKBOOKS/SHEET MUSIC

EQUIPMENT

CONFERENCE

FIELD TRIP-ADMISSIONS

MEMBERSHIPS

CONTRACTUAL SERVICES

COMPUTER SUPPLIES/HARDWARE

COMPUTER SOFTWARE

MAINTENANCE REQUESTS

SUPPLIES

GRAND TOTAL $

Principal's Approval

Superintendent's Approval