Lloydminister Public School Division

(780) 875-5541 Fax: (780) 875-7829

5017 - 46 Street
Lloydminster, Alberta T9V 1R4

Administrative Procedures

Administrative Procedure 517

Goods and Services Budget Allocations

Background

Periodically, purchases of good and services involve multiple departments.  It is not always clear which department budget pays for certain goods and services.  When staff turnover occurs, corporate memory is lost unless procedures are documented.  This Administrative Procedure is intended to clarify and guide the coding of these expenditures to the appropriate budget.  This will allow for more accurate budgeting and less time being spent determining what budget an item should be charged to.

Procedures

  1. Repair of Equipment 
    1. Which budget pays for equipment repair depends on its use.  In general, if the piece of equipment is used in instruction, the school budget pays for repairs, otherwise the plant budget pays.  For example:
      1. Fire extinguishers are not used in instruction so the plant budget would pay  for their inspection or repair.
      2. An automotive hoist in the automotive shop is used in instruction, so the school should pay the inspection fee or other repair costs.
      3. Dust collectors in school shops keep the air clean but are not used in instruction. The replacement of bags, repair of the motor, etc. would be a plant expense. The school caretaker is responsible to empty the bags similar to emptying waste receptacles or paper shredders.
      4. Sewing machine repair is a school budget item while repair of the stand the sewing machines sit on would be a plant budget.
      5. Modification of lighting and electrical in the drama lab is a plant budget item. Constructing of props for the drama lab is a school budget item, with the exception of electrical wiring which must meet code and is a plant  responsibility and budget item.
    2. If a very costly piece of equipment breaks down and is not repairable, assuming it is
        still needed, the Lloydminster Public School Division furniture and equipment 
        budget would pay for it. The equipment that qualifies under this
        understanding would be determined on a case by case basis.
  2. Installation of Data or Electrical Hook ups
    1. When a classroom requires a new electrical or data hook up, the understanding is that if it is “inside the wall”, the plant budget covers it. If the repair or the installation is “outside the wall”, either the Information Technology department or a grant covers the cost.
    2. The exception to this would be wireless labs and smart boards because they require a substantial amount of labour (see item 3 below).
    3. Moving a pack pole is a school budget cost unless it is part of returning a computer lab to a classroom by providing a wireless lab.
  3. Installation of Smart Boards, Projectors, and Wireless Labs
    1. For smart boards and/or projectors, if the maintenance department does the install, labour and materials for the install are charged to the school. If a grant is financing the purchase, the installation is charged to the grant.
    2. A standardized rate shall be used for smart board installations. A corresponding internal transfer of funds will be made, crediting the contracted maintenance budget. Smart board bulb replacement is a school budget cost item whether or not the smart board was purchased from a grant or a school based budget.
    3. If power needs to be run to a different location in the room, this would be included in the standardized rate for smart board and/or projector installations.
    4. The cost of equipment for wireless computer labs is charged to the Lloydminster Public School Division.  Installation labour costs are absorbed by the Information Technology budget.
  4. Computer Equipment
    1. Computer equipment installation initiated under a Lloydminster Public School Division refresh will be charged to the Technology Evergreening reserve budget.
    2. Computers being added, due to growth, (including wireless labs needed to free up classrooms) will be charged to the Lloydminster Public School Division’s Information Technology budget.
    3. In between refresh years, purchases of computers, monitors, and peripherals will be charged to the department or school requesting the items. Repairs and replacement of these items are the responsibility of the Information Technology department. Costs arising from vandalism or abuse will be charged to the school.
    4. Black and white printers (additions, repairs, cartridges, and replacement) are paid for out of the Lloydminster Public School Division Information Technology budget.
    5. The capital cost of colour printers will be paid out of the Information Technology budget. The maintenance contract, cost per copy, will be borne by the school or department budget, similar to photocopier costs.
  5. Installation of Other Instructional Equipment
    1. Instructional equipment requiring installation, such as washing machines, will be installed by the Maintenance department.
    2. Normally, the labour and materials required for these installations will be absorbed by the Maintenance department unless a significant modification to the room is required.
    3. When this is required, a request for a minor renovation should be submitted to the Facilities Manager.
    4. Washing machines, required by the caretaker, are paid for out of the Maintenance equipment budget.
  6. Millwork built by Lloydminster Public School Division 
    1. Millwork such as cupboards and shelves, that are attached to the wall are a plant maintenance supplies budget item or a minor renovations budget item.
    2. Movable millwork, as well as furniture, is a school budget item charged to the school.
  7. Desks, Tables, and Furniture
    1. The Maintenance department maintains an inventory of desks to replace existing desks or to provide a few additional desks, required due to minor growth in the school. This inventory is budgeted under the plant school equipment budget.
    2. If a relocatable or school addition is provided for a school, classroom sets of desks are funded out of the Provincial grant.
    3. If a school needs desks or furniture, arising from a significant increase in enrolment, then the Lloydminster Public School Division instructional furniture budget, would pay for these purchases.
    4. These large orders should be requested by the Principal to the Facilities Manager.
    5. Classroom tables, filing cabinets, and other furniture are normally school budget expenditures unless associated with significant enrolment increase as described above for desks.
    6. Principals should consult with the Facilities Manager in order to ensure an acceptable quality of item is obtained. If built by the Maintenance department, the school will be charged at the standard rate.
    7. The Maintenance department is responsible to provide or replace wheels on furniture as required, but has the right to not repair or add wheels to inferior quality furniture.
  8. Staffroom Furniture
    1. Staffroom furniture (chairs, tables, refrigerators, sofas, etc.) are a Facilities budget item. Requests should be made to the Facilities Manager.
    2. Items not considered to be a normal part of staffroom furnishings require the Facilities Manager approval and will be charged to the school budget.
  9. Chalkboards, Whiteboards, and Bulletin Boards,
    1. These items are attached to the wall, as opposed to moveable equipment, and are therefore paid for by the plant budget.
    2. Additional chalkboards/whiteboards/bulletin boards requested by the school (above the standard configuration for a classroom) are a school budget item. Facilities may decline requests for boards that are not the standard size (bulletin boards 4′ x 4′ and 4′ x 8′, chalkboards/whiteboards 4′ x 8′, 4′ x 10′, or 4′ x 12′).
    3. Facilities may also decline requests for chalkboards/whiteboards/bulletin boards that exceed the fire regulation of 20% wall coverage. Again, all orders for items in these categories should be placed through the Facilities department to ensure consistency and quality throughout the schools.
  10. Telephone Systems
    1. Telephone system repair, maintenance, and replacement is the responsibility of the Facilities department.  Problems with systems and requests for repairs should be referred to the Facilities Manager.
    2. This equipment is budgeted under maintenance equipment or minor renovations, depending on the costs involved.

Reference
Section 85, 344 Education Act, 1995

Revised
August 2014
August 2023