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9400 R1 - Guidelines for Donation, Use and Ultimate Disposal of Gift Items



1. Installation and Maintenance
If the district cannot afford to install or maintain donated equipment, the donating individual or organization may agree in writing to pay for installation and/or maintenance, subject to district acceptance.

2. Exceptions for Parent-Organization Equipment and Award
Equipment such as gravel, carnival booths, or button makers, which are used by a parent organization to conduct its business or assist in Fund-raising activities may be kept at the school and disposed of as the organization sees fit in accordance with its own legal status and purpose.

3. Use of Donated Items Outside the School Building
When the building administrator determines it would be beneficial to the instructional program of the school, staff or volunteers may be allowed to take donated items out of the building on the same basis as district-purchased items.

4. Reassignment of Donated Items for Reasons Other Than Closure or Conversion of the School
If situations other than closure or conversion of the school seem to indicate that donated items could be most effectively used in another school (e.g., a teacher who is the sole used of the item(s) is transferred to another school in the district), either the building administrator or president of the donating parent organization may call a meeting to determine whether the item should be temporarily or permanently assigned to another building. The reassignment of donated items will be processed as outlined in regulation 9400-R2.

5. Sale or Trade-in of Surplus Items
Donated items will be designated as surplus on the same basis as district-purchased items. However, when a parent organization donation is due to be designated as surplus, the building administrator will notify the president of that organization to arrange for a meeting to discuss the use of any funds or trade value accruing from those items. The district will credit all funds from the sale of donated items to the building budget of the school where they were last assigned. Items purchased by such funds will not be listed on the donated equipment list unless at least half of the cost is paid from newly donated funds.

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