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.
 

7230 - GIFTS TO THE SCHOOL DISTRICT

On behalf of the School Board, the Superintendent may accept gifts or donations of money, equipment, supplies, and materials as indicated below. The Superintendent may accept the terms and conditions of any such gift or donation as appropriate and shall have the discretion to accept or deny the gift or donation on the basis of those terms and conditions. Lists of such gifts or donations shall be compiled quarterly. At the Superintendent's discretion, a gift or donation may be presented to or recognized by the Board.

Any monetary gift or donation shall be properly receipted and processed as follows:

 A.Money
  The principal or director of a school or center is authorized to accept individual gifts or donations of money of up to $15,000 for each such gift. If an individual gift or donation is over $15,000 and up to $50,000, its acceptance must be approved by the Region Center. Gifts over $50,000 must be approved by the Board prior to being accepted.
  Gifts or donations from such groups or organizations as classes, affiliated clubs, and booster groups, shall be accepted and handled according to the Manual of Internal Fund Accounting for Elementary and Secondary Schools, and pursuant to Policy 6610.
  If a donor does not specify how the gift or donation is to be used, the gift shall then be placed in the general donation account.

 B.Equipment

  1.Donor shall provide fair market value per item.

  2.All equipment that is a donation or a gift with a value of $15,000 to $50,000 must be submitted to the Region for approval.

  3.All equipment that is a donation or a gift with a value of greater than $50,000 in aggregate requires Board approval.

  4.All equipment that is a donation or a gift with a value of $1,000 or greater must have the prior approval of the responsible department that maintains or repairs that type of equipment in order to determine the cost/benefit of operating and maintaining the equipment donated. Computers and peripherals are to be evaluated for the feasibility of use and maintenance by the Department of Instructional Technology.

  5.Any equipment consisting of motor vehicles, aircraft, boats, etc., regardless of their value requires approval of the Office of Risk and Benefits Management.

  6.All equipment that is a donation or a gift with a value of $1,000 or greater must be reported to Property Accounting. The "Incoming Control Equipment" Form 1699 should be used for reporting and inclusion into the Districtís Property Master File at fair market value. The form can be obtained through the ERP portal.

  7.Any equipment donated to the District may not be repaired or maintained until it has been formally accepted.

  8.The title of all gifts shall be in the name of the Board.

 C.Supplies and/or Materials
  Principals and/or District personnel may accept donations of supplies and/or materials that are non-instructional in nature and contribute to the operational effectiveness and/or support the learning environment of the work site. Donations of instructional materials and resources should be accepted pursuant to Board policy. Distribution of free materials, especially those donated by special interest groups, is allowed only if the material is directly related to the instructional program. These materials may acknowledge the donor but shall not contain advertising or language that may detract from their effectiveness as instructional aids.

 D.Other
  Permanent structures shall have utilitarian value in the operation of the school or be erected in memory of a person who has been associated with the school either as a student or employee, or an organization which has made some outstanding contribution to the school or District.
  Any PTA, similar interest group or other party desiring to donate a building or site improvement shall obtain approval as follows:

  1.Donations of equipment, including playground equipment, shall be approved by the Facilities Department before acceptance by the school and shall be installed on a charge-back basis. The school shall consider this cost before accepting donations of equipment. All such donations shall become the sole property of the Board.

  2.Each school facility construction project, including donated improvement projects, will have their construction plans reviewed, an appropriate permit obtained, and be inspected according to State Department of Education Rules, State statutes, and the Florida Building Code. Additional inspections shall be provided for as defined in administrative directives or as deemed necessary by the Building Committee for life safety of the building occupants.

  3.All real property accepted by the Board shall be recorded in the financial records and the general fixed assets of the Board at fair market value or a reasonable and equitable estimate of such value on the date of acquisition. The actual cost or estimated equivalent cost of labor and/or materials donated to a capital outlay project shall also be recorded.

  4.No individual, group, or organization shall be permitted to erect an honor roll, memorial, or structure of any kind upon school grounds except by approval of the Superintendent and Board.

Gifts of art shall not be accepted unless the cost of installation, operation, and maintenance is consistent with the value of the gift to the school. This gift will require approval of a committee approved by the Superintendent and shall include at least one (1) person trained in the field of art.

F.S. 112.312, 1001.32(2), 1001.41, 1001.42, 1001.43