The School Board of Miami-Dade County
Bylaws & Policies
Unless a specific policy has been amended and the date the policy was revised is noted at the bottom of that policy, the Bylaws and Policies of the Miami-Dade County Public Schools were adopted on May 11, 2011 and were in effect beginning July 1, 2011.
 

6233 - DISTRICT BUDGETS

 

A.

Implementation of Budget

     
   

Implementation of the official District budget shall give appropriations and reserves the force and effect of fixed appropriations and reserves, and the same shall not be altered, amended, or exceeded except as authorized. Expenditures may exceed the amount budgeted by function or object of the School Board approves the expenditures and amends the budget no later than the annual due date established by the State Department of Education for submitting the District's annual financial report.

     
 

B.

General Fund Reserve

     
   

The Florida Constitution requires that the District operate under a balanced budget. Because there may be unforeseen circumstances that result in increases or decreases in revenue and/or expenditures, the annual adopted budget shall include a reserve for contingencies.

     
   

The Superintendent will target five and one-half percent (5.5%) of Unreserved General Fund Balance including Designated for Rebudgets/Obligations and Undesignated, as a percentage of Total General Fund Revenues at Fiscal Year End.

     
   

The General Fund Reserve use shall be limited to funds unanticipated and for non-recurring emergency needs such as, but not limited to, natural disasters, extraordinary weather events such as hurricanes, floods, tornadoes or unforeseen revenue shortfalls that occur within the yearís budget cycle. The General Fund Reserve may not be used to fund settlements or judgments against the District or to fund collective bargaining contracts.

     
 

C.

Annual Budget

     
 

1.

The Districtís tentative budget shall be prepared and submitted according to State law provided that the date of its submission (to the Board) should occur no later than twenty-four (24) days after certification of property value which is approximately July 1st of each year.

 

2.

The District shall advertise its intent to adopt a tentative budget in a newspaper of general circulation within twenty-nine (29) days of certification of property value.

   

3.

Two (2) to five (5) days after the advertisement appears, the District shall hold a public hearing on the tentative budget.

   

4.

A millage levy resolution must be adopted prior to the adoption of the Tentative Budget.

   

5.

The District shall advise the property appraiser of its proposed millage rate, of its rolled-back rate computed pursuant to law and the date/time/place at which a public hearing will be held to consider the proposed millage rate and the tentative budget within thirty-five (35) days of certification of property value.

   

6.

The District shall hold a public hearing to finalize the budget and adopt a millage rate within eighty (80) days of certification of property value but not earlier than sixty-five (65) days after certification.

   

7.

The Superintendent prepares the tentative annual budget and submits it to the Board each year. This tentative budget is comprised of the following fund groups:

   
 

a.

General Fund

   

b.

Debt Service Funds

   

c.

Capital Outlay Funds

   

d.

Special Revenue Funds

   

e.

Proprietary Funds

   

f.

Trust & Agency Funds

     
 

The Board examines the tentative budget submitted by the Superintendent and, following a public hearing may require changes to be made to the budget.

 

8.

Following the public hearing, the Board shall approve the budget, including any changes it has authorized, and the Superintendent shall transmit the budget to the State Commissioner.

   

9.

Expenses may not be incurred in excess of Board-approved appropriations. The following systems and procedures to assure that expenditures do not exceed the approved budget:

   
 

a.

A computerized position control system prevents full-time personnel from being hired unless a vacant, authorized staff position exists.

   

b.

A computerized financial system uses encumbrance accounting to verify the availability of a budget authorization before a purchase order is processed for most non-salary transactions. Non-salary items which are not subject to this control, such as utilities and employee benefits, are subject to frequent projections and monitoring on a system-wide basis.

   

c.

Projections of revenues and expenditures are prepared monthly, beginning in November of each year, in order to provide an early warning of any potentially serious budget problems.

     
 

D.

The School Districtís budget, financial records and Board minutes are subject to audit by the Office of the Auditor General.

 

E.

Budget Amendments

     
 

1.

Amendments to the budget are subject to Board approval whenever total revenues or appropriations within a fund contained in the original budget approved by the Board and submitted to the Department of Education are changed. The Board shall facilitate decentralized budget decisions, both at school and non-school levels. Principals and department heads are authorized to approve expenditures in excess of the amount budgeted for functions and objects if they do not exceed the total budget by fund for a school or non-school cost center. However, the Office of Budget Management may restrict expenditures by function, program or object in order to comply with restrictions of grants, State or Federal requirements, or specific restrictions approved by the Board or the Superintendent.

   

2.

If, as a result of decentralized budget decisions, total District expenditures exceed the budget by function and object as adopted or previously amended by the Board, a budget amendment reflecting such excess expenditures shall be submitted to the Board for approval, not later than the deadline established by State law for amending the budget.

   

3.

Amendments in the Contracted Programs Fund shall be considered approved at the time that the grant application is approved, provided that a budget summary shall accompany the request for Board approval of the grant application, subject to approval of the grantor. The effect of such grant approval shall be reflected in the next District financial report for the month in which the grant application was approved.

F.S. 1001.42, 1001.43, 1011.01
F.A.C. 6A-1.002, 6A-1.006