Beruflich Dokumente
Kultur Dokumente
Item
1. Oversight Committee
Recommendation
a. Develop an Oversight Committee. Hold
the first meeting in October.
2. Grants
4. Laptop
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
5. Show Underwriters
6. Schedule E
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
7. Rental Revenue
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
c. Reevaluate the Building Engineer
requirement at SCPA, as well as Districtwide, because the arrangement can be
cost prohibitive for the community.
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
c. Recommend that the Treasurer/CFO
has responsibility for the individuals in
the school offices that collect, record
and deposit the public funds entrusted
to the District and institute cash
collection under dual control along with
proper segregation of duties.
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
11. SCPA Enrichment Fees of
$30
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
13. General Fund and Artistic
Budget
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
14. Out of State School Tuition a. Conduct further review. Appears that
installment functionality has not been set
up nor tuition letters sent out to families.
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
ANONYMOUS G
Item
1. Private Lesson
Scholarships
Recommendation
a. Create written procedures that detail the
selection and award process. The
Oversight Committee will operate in an
advisory capacity to assess how a larger
portion of the student body can benefit
from the need and merit-based
scholarships.
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
3. Productions
10
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
5. Marketing & Promotions
6. Maintenance
7. Discretionary
Item
Recommendation
11
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
1. Spirit Shop
3. Capital Assets
12
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
4. Holding Two District Jobs
at a Premium (Technical
Theatre Duties)
13
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
5. The Friends of SCPA
14
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
6. Arts School Network
Item
1. Suzuki Program
Recommendation
a. Needs immediate further review.
15
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
2. Career Tech
3. Master Schedule
16
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
d. Determine expected quantifiable results
from each show such as what
experience are the students being
provided and does each production
involve all pathways?
4. SCPA Counselor
17
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
c. Provide AP courses which are more
applicable to the population of students
at SCPA. Evaluate the AP offerings,
which teachers are selected to teach
which courses, and how students are
recommended for certain AP courses.
5. SCPA's Evolution
18
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
c. Consider increasing the space at SCPA
to allow for additional programming and
the expansion of successful programs.
7. AdvancED Accreditation
19
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
b. Leverage Junior and Senior students to
serve as mentors and positive examples
for the younger students.
9. Academic Parent
Volunteers
10. Other
b. Student Assembly
20
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
f. Creation of Parent Teacher Organization
by end of 2nd quarter
21
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
INCOME
Responsible Person
Internal Auditor, Interim Budget
Manager
Grant Director
Complete
Hired a Box Office Manager who will go through Board on Monday 10/13/14 and
start work on 10/14/14.
Human Resources
Complete
Grantor
Complete
Contract amendment being reviewed by General Counsel for approval. General CPS Treasurer/CFO, General
Counsel indicated that the review would continue into December due to
Counsel & Interim Budget
litigation.
Manager
12/12/14
Informed that the laptops were ordered back in early October, however, the part
number was discontinued so a new requisition had to be placed, per the
vendor. A new purchase order has been issued, awaiting a delivery date.
12/12/14
22
CIO
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
Meeting with the Mayerson Representative Wednesday 12/10 to discuss their
input for this area. Attended the LSDMC Finance Committee meeting on 10/3
where strong concerns where raised about parents approaching local
companies regarding significant fundraising dollars which could be in direct
conflict with official efforts that are being made in that area. The SCPA
December Newsletter approved by School Administration has a disjointed
approach of soliciting individuals for funds, when the funds are currently
available through the grants received by the school. The school Administration
needs to use the EprOhio requisition system to access the grant/donation
dollars that are available instead of randomly soliciting outside parties for funds.
12/12/14
The Artistic Director has provided General Counsel with a list of all Schedule E
employees. General Counsel has provided guidance on the payment process.
This process needs to be documented and distributed to others who may need
to use it.
Board, Superintendent,
Treasurer, General Counsel,
LSDMC
Complete
23
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
Oversight Committee reviewing current process to provide recommendations
based on industry practices. Need the Boards input/feedback. Sent e-mail to
Treasurer on 12/1 to confirm the fund into which Rental Revenue is deposited.
Per Treasurer: Rental revenue for each school building is deposited into
General Fund (001) with a special cost center for each school. This is a cash
account. Any expenditures out of these funds, ie. custodial, security, etc. are
charged against these funds. The balance is then available for the school to
spend.
Anaylyzed the Master Schedule, identified the hours technical services are
General Counsel, Principal,
needed and who would be assigned. Evaluate the need for a Facilities Manager
Artistic Director, LSDMC
based on the work performed this year.
Finance Committee, Technical
Theater Faculty, ASN
24
12/12/14
12/12/14
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
On 10/7 requested from the Treasurer's Office the Payroll cost for the 2
Building Engineers for FY14 and FY15 year-to-date as the LSDMC begins
reviewing the FY16 budget. Received data, evaluation in process. Will obtain
Facilities input on the basis for this requirement and inquire about any feasible
alternatives.
12/12/14
12/12/14
Including this item as an audit recommendation for the Treasurer's Office Audit.
The manual has not been updated.
12/12/14
Including this item as an audit recommendation for the Treasurer's Office Audit.
Any reorganization of such a key area that impacts the entire district should not
be done lightly or without a specific written strategy and proper oversight.
12/12/14
25
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
Not yet addressed. To ensure operating in accordance with ORC 3313.31 which
states that "...the treasurer shall direct and assign employees directly engaged
in the day-to-day fiscal operations of the district" ORC section 3319.01 states
that "the superintendent shall direct and assign teachers and other employees
of the district or service center, except as provided in division (B) of section
3313.31..."
12/12/14
Still being determined from which source this amount will be repaid. Have
currently used $36.9K of this amount for the productions. Requested the
process for managing these funds from the Treasurer. From August to
November MTD approximately $49K, has been spent of the $45K allotment.
The Interim Budget Manager does not have confidence in the financial oversight
process and is considering asking the Anonymous Donor to withhold or delay
the next installment of $130K. E-mailed the Treasurer on 11/20 requesting that
she please describe how the $45K Emergency Loan to SCPA from the District is
being managed, no response received as of 12/5. E-mailed the Treasurer on
12/1 to obtain clarification on whether efforts were duplicated when the
Principal's credit card account was increased by $45K and general ledger
accounts were also funded with cash of $45K for seemingly the same purpose.
Never received response regarding the purpose of the $45K cash general
ledger accounts. The White Christmas production that was not on the original
schedule, but decided upon in May; however, even with that lead-time the
production rights were paid for by the Emergency Loan funds circumventing the
procedure of using the EprOhio requisition system. It is an issue that the
production rights contract was signed by the Artistic Director in violation of
District Policy.
12/12/14
26
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
Assessing the population of students who have yet to pay the enrichment fee . Interim Budget Manager, School
Inquired with School Accounting Technician about how the amount that has
Sr. Accounting Technician
been collected to this point as well as the total amount of what is expected to be
collected based on the number of students. As of 11/20 less than 50%
(700/1,427 students) of the fees had been collected.
12/12/14
Not yet addressed. The ideal approach is to identify the use of these funds and
incorporate that amount into a centralized fundraising effort by the new 501(3).
Superintendent, Board
12/12/14
Complete
12/12/14
27
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
The LSDMC Finance Chair is extremely concerned about the state of the
Board, Treasurer, LSDMC
finances and spending at the school. Exceeding the credit card limit is a main Finance Committee, and School
concern due to the circumvention of two levels of controls, the first being the
Administration
Principal being accountable to stay within established limits and by the District to
not have a control in place to identify and stop the limit from being exceeded. In
addition, the FY 15 School Budget has not been shared with or approved by the
LSDMC. According to Board Policy the LSDMC is the governing body at the
school and for them to be circumvented is a breakdown in internal controls.
There is a Board policy in place but District Administration needs to create
procedures, distribute them and hold school administration accountable to follow
them in regards to having the ILT review the budget and the LSDMC approve
the school budget. From reviewing SCPA's Financial Data prepared by the
Interim Budget Manager based on District figures, it was evident that it would be
beneficial for this level of financial analysis to be performed each month so that
School Administration decisions can be driven off of relevant reporting that
clearly shows changes from month to month as well as year to date. This
review of SCPA Financials has raised broader questions around the District
Budget Process, particularly with the current structure of the Principal being
responsible for the budget but not reporting to the District Treasurer.
28
12/12/14
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
Requested what report management is using to validate that all tuition has been
collected to date. Sent e-mail to Treasurer on 12/1 asking which report the
Treasurer's Office uses to verify tuiton payment dollars are received. The
Treasurer's Office responded that Customer Help handles the out-of-state
tuition now. Made the further inquiry, With the tuition being monies coming into
the District is there any verification that the Treasurer's Office performs to verify
that all tuition payments expected have indeed been received? Instructed to
inquire with Asst. Superintendent, sent an e-mail on 12/5.
29
12/12/14
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
ANONYMOUS GRANT APPROVED EXPENDITURES
Responsible Person
Artistic Director & Interim
Budget Manager, Oversight
Committee, Mayerson
Representative
The Artistic Director has provided General Counsel with a list of all Schedule E
Board, Superintendent,
employees. General Counsel has provided guidance on the payment process.
Treasurer & General Counsel,
District Administration needs to ensure that a written procedure is created for
LSDMC, Artistic Director
this process and that it is distributed or shared in a central location that
employees can access. After School Administration definitively stated that all of
the supplemental staff had background checks, Internal Audit discovered that
background checks were expired for at least 10 instructors, who have one-onone interaction with students. Have been working with Security to have this
corrected. Security is in the process of updating their badging system which will
allow proactive notification of expired background checks. E-mailed Artistic
Director on 12/5 for update on whether 100% of the instructors have their
background check.
30
12/12/14
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
Requested an Inventory List from the Technical Theater Director. At some point
SCPA Artistic Director, Box
when schedules and weather permits, will conduct an independent inventory of Office Manager, Interim Budget
items contained in the off-site trailers.
Manager, Technical Theater
Director, Internal Auditor
12/12/14
Put the shows together in a manner that the production costs are covered by
Box Office receipts. Current Box Office receipts are committed to paying the
$45K Emergency Loan; however, spending has exceeded that amount by $5K.
Need to enforce accountability on how District Adminstrators about how this will
be handled.
12/12/14
12/12/14
Quantified transactions for Q1 and they exceed the agreed upon amount of
$45K. The spending limited needs to be enforced.
31
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
SCPA's website is currently not on a CPS server. Discussed with the Principal Artistic Director, & Public Affairs,
the requirements to have the website placed on CPS servers, as well as
LSDMC Marketing Committee,
assigning a local webmaster. Receiving an update from Mr. Brokamp regarding
Parents of SCPA, Mayerson
what has been done to address the identified issues. The staff directory has
Representative
been included as of 11/20. Facilitated establishing a meeting date between
Public Relations and School Administration to discuss having the SCPA website
placed back on the CPS servers. Meeting is scheduled to occur on 12/12.
12/12/14
Have requested the cost of the custodial and security staff for FY14 and FY15
YTD to ensure a full picture is obtained for the FY16 budget. LSDMC Finance
Committee is conducting their analysis.
12/12/14
Complete
OTHER
Responsible Person
32
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
To be explored during second quarter. Working with the School Staff who
oversaw this process in the past to understand what worked well and where
there are needed improvements. The Principal has decided to open the Spirit
Shop; however, there are currently no written procedures in place. Internal Audit
meeting with Technical Director on 12/5.
12/12/14
12/12/14
12/12/14
Requested an Inventory List from the Technical Theater Director. At some point Technical Theater Instructor,
when schedules and weather permits, will conduct an independent inventory of Internal Auditor, Interim Budget
items contained in the off-site trailers. View instrument rental agreements.
Manager
33
12/12/14
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
Anaylyzed the Master Schedule, identified the hours technical services are
ASN,Artistic Director, Internal
needed and who would be assigned. Evaluate the need for a Facilities Manager
Auditor, General Counsel,
based on the work performed this year. Requested an updated Master
LSDMC
Schedule based on what events have occurred so far this year. To provide
actual data that will be used to inform decisions on possibly hiring a Facilities
Manager and quantify the needs of SCPA. Obtaining best practices from ASN.
E-mailed General Counsel for an update on how these individuals will be paid,
since they were previously paid by the Friends through 1099's which is not
feasible. On 11/25 Technical Director sent an e-mail, detailing the technical
services provided from 8/8-11/24, to General Counsel, School Administration
and Internal Audit requesting information regarding payment. Have not
received direction yet from General Counsel.
34
12/12/14
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
On 11/25 met with the Secretary/Treasurer of Friends to go over their final
accounting documents. The Secretary/Treasurer wrote a check, that was given
to the school cashier for depositing. The school cashier will allocate those funds
to Teacher's based on the amounts they are owed by Friends. On 11/28,
General Counsel communicated to the Friends that they are to have no access
to SCPA and to no longer used the school's address. Internal Auditor plans to
conduct an inventory of the files remaining in the office used by the Friends.
The President of Friends who is being investigated by the OAG has been hired
as a substitute teacher by the Principal. The Friends President is now filing the
report with Dater Foundation about how that $10K was spent. The Friends
deposited this $10K check into their account on 8/29 after the 7/28 dissolution
meeting. They stated that the funds were used to pay for the production rights
for Joseph, when in fact Joseph rights were paid by the Friends on July 3 as
evidence by a check from The Friends President to Rogers and Hammerstein in
the amount of $7,333.50. The difference between the $10K grant amount and
the production amount left a remainder of $2,666.50 that was committed to be
given to the school which did not occur.
35
12/12/14
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
Sent correspondence in August, following up to obtain next steps and directions
on how to proceed. Two ASN representatives will be coming from 11/23-11/25.
They are not charging a fee for this visit, but are only asking that their travel
costs be taken care of - so the cost is minimal. There is an tentative itinerary
that is being finalized for those dates and will be shared by 11/20. Visit
occurred, deemed successful by all involved. Awaiting Executive
Summary/Report that will be sent to the Board and the Superintendent and cc to
the SCPA Administration and the Oversight Committee.
12/12/14
ACADEMIC RELATED
36
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
Have established standing meetings with Career Tech Manager and Asst.
Superintendent to understand how Career Tech initiatives and funding can be
maximized. Have asked for ASN's perspective in this area.
TBD by
Superintendent
TBD by
Superintendent
TBD by
Superintendent
TBD by
Superintendent
37
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
Meeting with Asst. Superintendent on 10/28 to discuss this strategy and
establish a method and timeframe of reporting progress. Have asked for ASN's
perspective in this area.
TBD by
Superintendent
TBD by
Superintendent
TBD by
Superintendent
Meeting with every student and in many cases parents as well. Sharing the
benefits of Naviance. Started with seniors and working way backwards to other
grades. Based on Special Meeting held on October 20, the Superintendent
indicated that she would provide a list of items to address. Relying on
Superintendent and her staff for updates to the Oversight Committee and
LSDMC on any updates in this area.
TBD by
Superintendent
38
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
Provide listing of all AP courses to ILT to obtain their input and
ASN, Superintendent, Principal,
recommendations. Based on Special Meeting held on October 20, the
Counselor, ILT, Asst.
Superintendent indicated that she would provide a list of items to address.
Superintendent
Relying on Superintendent and her staff for updates to the Oversight Committee
and LSDMC on any updates in this area.
TBD by
Superintendent
Meet with Grant Director to understand the structure and requirements that
determine Title I feasibility. Discovered that there are a lot of factors that go
into the Title I designation. Learned that the IRN is tied to a physical building.
More discussion required.
TBD by
Superintendent
Not yet addressed. Based on Special Meeting held on October 20, the
Superintendent indicated that she would provide a list of items to address.
Relying on Superintendent and her staff for updates to the Oversight Committee
and LSDMC on any updates in this area.
Board
TBD by
Superintendent
Not yet addressed. Based on Special Meeting held on October 20, the
Superintendent indicated that she would provide a list of items to address.
Relying on Superintendent and her staff for updates to the Oversight Committee
and LSDMC on any updates in this area.
Board
TBD by
Superintendent
39
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
Not yet addressed. Based on Special Meeting held on October 20, the
Superintendent indicated that she would provide a list of items to address.
Relying on Superintendent and her staff for updates to the Oversight Committee
and LSDMC on any updates in this area.
Board, Superintendent,
Principal, Artistic Director
TBD by
Superintendent
Not yet addressed. Based on Special Meeting held on October 20, the
Superintendent indicated that she would provide a list of items to address.
Relying on Superintendent and her staff for updates to the Oversight Committee
and LSDMC on any updates in this area.
Board, Superintendent,
Principal, Artistic Director
TBD by
Superintendent
The Artistic Director has documented this process, obtain Board input? Based
Board, Superintendent,
on Special Meeting held on October 20, the Superintendent indicated that she
Principal, Artistic Director, ILT,
would provide a list of items to address. Relying on Superintendent and her
ASN
staff for updates to the Oversight Committee and LSDMC on any updates in this
area.
TBD by
Superintendent
The 11AP English instructor is facilitating this review for the school. Based on
Board, Superintendent,
Special Meeting held on October 20, the Superintendent indicated that she
Principal, Guidance Counselor,
would provide a list of items to address. Relying on Superintendent and her
ILT
staff for updates to the Oversight Committee and LSDMC on any updates in this
area.
TBD by
Superintendent
Board, Superintendent,
Principal, English 11AP
Instructor, ILT
TBD by
Superintendent
TBD by
Superintendent
Not yet addressed. Based on Special Meeting held on October 20, the
Superintendent indicated that she would provide a list of items to address.
Relying on Superintendent and her staff for updates to the Oversight Committee
and LSDMC on any updates in this area.
40
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
Not yet addressed. Based on Special Meeting held on October 20, the
Superintendent indicated that she would provide a list of items to address.
Relying on Superintendent and her staff for updates to the Oversight Committee
and LSDMC on any updates in this area.
TBD by
Superintendent
TBD by
Superintendent
Not yet addressed. Based on Special Meeting held on October 20, the
Superintendent,
Superintendent indicated that she would provide a list of items to address.
Principal,Guidance Counselor,
Relying on Superintendent and her staff for updates to the Oversight Committee
APV, Dr. White, Ms. White
and LSDMC on any updates in this area.
TBD by
Superintendent
Not yet addressed. Based on Special Meeting held on October 20, the
Superintendent indicated that she would provide a list of items to address.
Relying on Superintendent and her staff for updates to the Oversight Committee
and LSDMC on any updates in this area.
TBD by
Superintendent
Superintendent, Principal,
Board, Asst. Superintendent,
Guidance Counselor
TBD by
Superintendent
Not yet addressed. Based on Special Meeting held on October 20, the
Superintendent indicated that she would provide a list of items to address.
Relying on Superintendent and her staff for updates to the Oversight Committee
and LSDMC on any updates in this area.
Superintendent, Principal,
Security, LSDMC, ILT
TBD by
Superintendent
TBD by
Superintendent
Have space allocation information from Robin Brandon. Joining the building
walk-through with ASN.
41
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
Not yet addressed. Announced plans to establish a PTO at each school in
accordance with Board Policy. Looking to mirror LSDMC process for PTOs
district-wide.
TBD by
Superintendent
TBD by
Superintendent
42
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
43
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
44
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
District's policy/philsophy about bldg usage?
People understand policy need enforcement to
have it followed. Resource Coordinator
facilitating rentals. Can't make it cost prohibitive
to use. Bldg Engineer/Plant Operator have to be
present instead of custodian. Charging union
rate in this bldg. v. other bldg. GV: Mktg asset
by renting them. Per Treasurer: Rental revenue
for each school building is deposited into
General Fund (001) with a special cost center for
each school. This is a cash account. Any
expenditures out of these funds, ie. custodial,
security, etc. are charged against these funds.
The balance is then available for the school to
spend.
Provide incentive for funds to go back to the
school. Students should be operating functions
v. Technical Theater. No cushion or reserve for
sound boards, etc...Set specialized rate for
specialized items, part of rental fee if using
sound boards etc. Full-time person to run this
(pay for out of fundraising funds)...in scope of
larger work, marketing. Facility rental handled
by Resource Coordinator. For example, AD gate
receipts, renting fields, etc. Good business
manager. Box Office Mgr/Resource Coordinator
& 501(c)(3). Elevate school treasurer to more of
a business mgr?
45
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
46
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
47
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
Prefer raising money v charging fees
48
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
49
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
50
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
51
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
52
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
53
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
Not clear rules about trademark, logo, etcwhat
is the current best practices. Fulfillment
company, guarantee 15%, write to school or
district. On the website, provide list of inventory
sold. Cons - have to carry inventory. Obtain list
of internet vendors, contract (General Counsel).
Model - Pleasant Hill Academy. Special event.
54
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
Teacher's contract. Job Descriptions.
Addendums for specialities?
55
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
56
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
57
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
Kelly Broscheid talking with Finance committee
on 12/12/14. Must be licensed, certified teacher,
stronger recruitment needed. State/federal
funds. List of clusters, what qualifies as career
tech pathway - OBTAIN. Arts Management.
58
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
59
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
Insight from ASN of what other schools are
offering.
60
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
61
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
Service Learning Program works with HS
(Mayerson). Claire Blankmeier(sp?) Contact
Breta with connection for Claire.
62
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
Announce at November 12 meeting.
63
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
INCOME
Item
1. Oversight Committee
Recommendation
a. Develop an Oversight Committee. Hold the first
meeting in October.
2. Grants
a.
Responsible Person
Internal Auditor, Interim Budget
Manager
Grant Director
Complete
Human Resources
Complete
Grantor
Complete
11/27/14
CIO
11/27/14
4. Laptop
5. Show Underwriters
11/27/14
6. Schedule E
Board, Superintendent,
Treasurer, General Counsel,
LSDMC
Complete
64
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
7. Rental Revenue
b. Review the FY15 Master Facilities Usage Calendar Anaylyzed the Master Schedule, identified the hours
and existing requested rental contracts to assess technical services are needed and who would be assigned.
where modifications are warranted.
Evaluate the need for a Facilities Manager based on the
work performed this year. Audit requested a updated
Master Schedule based on the events that have occurred
so far to help inform the decisions regarding a Facilities
Manager or other alternatives.
11/27/14
11/27/14
On 10/7 requested from the Treasurer's Office the Payroll Treasurer & LSDMC, Facilities,
cost for the 2 Building Engineers for FY14 and FY15 yearGeneral Counsel
to-date as the LSDMC begins reviewing the FY16 budget.
Received data, evaluation in process. Will obtain Facilities
and General Counsel's input on this requirement.
11/27/14
11/27/14
11/27/14
11/27/14
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SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
c. Recommend that the Treasurer/CFO has
Not yet addressed. To ensure operating in accordance
responsibility for the individuals in the school offices with ORC 3313.31 which states that "...the treasurer shall
that collect, record and deposit the public funds
direct and assign employees directly engaged in the dayentrusted to the District and institute cash collection to-day fiscal operations of the district" ORC section
under dual control along with proper segregation of 3319.01 states that "the superintendent shall direct and
duties.
assign teachers and other employees of the district or
service center, except as provided in division (B) of section
3313.31..."
11/27/14
11/27/14
10. CPS $45K Emergency Loan a. Establish and document a written repayment plan
that includes terms & conditions, particularly about
the purpose of the loan, how it will repaid and
when.
Assessing the population of students who have yet to pay Interim Budget Manager, School
the enrichment fee . Inquired with School Accounting
Sr. Accounting Technician
Technician about how the amount that has been collected
to this point as well as the total amount of what is expected
to be collected based on the number of students.
a. Promote use of Payforit.net to collect fees by check Have communicated the functionality of a Payforit.net link
and credit card which will reduce the amount of
being added to the PowerSchool with ITM, who agrees and
cash in the building.
is working to prioritize this with other initiatives.
Superintendent, Board
11/27/14
Complete
11/27/14
Ongoing
11/27/14
a. Recommend implementing a more thorough budget The LSDMC is beginning their review of budget
review process. Recommend that the budget
information in preparation for FY16.
expenditures be approved by the LSDMC to ensure
that the expenditures align with school initiatives
such as The One Plan.
66
11/27/14
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
Item
1. Private Lesson
Scholarships
Recommendation
Action Item as of 11/20/14
a. Create written procedures that detail the selection Request guidance from the Arts School Network review on
and award process. The Oversight Committee will best practices regarding how this is handled at other arts
operate in an advisory capacity to assess how a
schools.
larger portion of the student body can benefit from
the need and merit-based scholarships.
3. Productions
a. Assess the feasibility to repurpose costumes and Inventory to be conducted. Using this year as a baseline
involve students in costume creation for the annual for identifying vendor relationships that can be leveraged.
productions. Leverage vendor relationships for
Will be conducting an analysis at month-end.
effective pricing. Charge admission for elementary
productions to at least break-even.
Responsible Person
Artistic Director & Interim
Budget Manager, Oversight
Committee, Mayerson
Representative
Board, Superintendent,
Treasurer & General Counsel,
LSDMC
11/27/14
11/27/14
11/27/14
11/27/14
a. Identify best practices and apply those in creating SCPA's website is currently not on a CPS server.
Artistic Director, & Public Affairs,
an informative, interactive and comprehensive
Discussing with Mr. Brokamp the requirements to have the LSDMC Marketing Committee,
website. Assess how students can play an integral website placed on CPS servers, as well as assigning a
Parents of SCPA, Mayerson
role in the design and other aspects. Conduct a
local webmaster. Receiving an update from Mr. Brokamp
Representative
gap analysis of what information is currently
regarding what has been done to address the identified
included on the website versus what is desired,
issues. The staff directory has been updated.
then generate a strategic plan to address the needs
of all stakeholders.
11/27/14
6. Maintenance
11/27/14
67
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
7. Discretionary
11/27/14
OTHER
Recommendation
a. Develop written procedures related to inventory,
cash handling, and ordering. Identify hours of
operation and who would monitor the operations.
11/27/14
3. Capital Assets
11/27/14
11/27/14
11/27/14
11/27/14
4. Suzuki Program
a. Ensure that school employees are not paid off book Anaylyzed the Master Schedule, identified the hours
or receive compensation from vendors.
technical services are needed and who would be assigned.
Evaluate the need for a Facilities Manager based on the
work performed this year. Requested an updated Master
Schedule based on what events have occurred so far this
year. To provide actual data that will be used to inform
decisions on possibly hiring a Facilities Manager and
quantify the needs of SCPA. Obtaining best practices
from ASN. E-mailed General Counsel for an update on
how these individuals will be paid, since they were
previously paid by the Friends through 1099's which is not
feasible.
68
Responsible Person
Interim Budget Manager &
LSDMC Finance Committee
Item
1. Spirit Shop
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
6. The Friends of SCPA
7. Career Tech
8. Master Schedule
9. SCPA Counselor
11/27/14
11/27/14
11/27/14
b. Seek out opportunities to use flex credit which can Meeting with Asst. Superintendent on 10/28 to discuss this
be used even with a non-Career Tech certified
strategy and establish a method and timeframe of
instructor.
reporting progress. Have asked for ASN's perspective in
this area.
11/27/14
11/27/14
11/27/14
a. Include the counsel information prominently on the Sent e-mail on 10/27 to Dr. Rudnick and Mr. Brokamp to
SCPA webpage for students and parents to easily inquire about SCPA website strategy. See marketing and
access.
promotion strategy above.
69
11/27/14
11/27/14
9. SCPA Counselor
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
b. Maximize Naviance use for students and parents.
Meeting with every student and in many cases parents as ASN, Superintendent, Principal,
well. Sharing the benefits of Naviance. Started with
SCPA Counselor, Asst.
seniors and working way backwards to other grades.
Superintendent
Based on Special Meeting held on October 20, the
Superintendent indicated that she would provide a list of
items to address. Relying on Superintendent and her staff
for updates to the Oversight Committee and LSDMC on
any updates in this area.
11/27/14
Provide listing of all AP courses to ILT to obtain their input ASN, Superintendent, Principal,
and recommendations. Based on Special Meeting held on
Counselor, ILT, Asst.
October 20, the Superintendent indicated that she would
Superintendent
provide a list of items to address. Relying on
Superintendent and her staff for updates to the Oversight
Committee and LSDMC on any updates in this area.
11/27/14
a. Explore the feasibility of obtaining Title I funding for Meet with Grant Director to understand the structure and
lower grades.
requirements that determine Title I feasibility. Discovered
that there are a lot of factors that go into the Title I
designation. Learned that the IRN is tied to a physical
building. More discussion required.
11/27/14
a. Revisit the mandatory sibling enrollment currently in Not yet addressed. Based on Special Meeting held on
place at the school to align with all other schools in October 20, the Superintendent indicated that she would
the district.
provide a list of items to address. Relying on
Superintendent and her staff for updates to the Oversight
Committee and LSDMC on any updates in this area.
Board
11/27/14
Board
11/27/14
c. Consider increasing the space at SCPA to allow for Not yet addressed. Based on Special Meeting held on
additional programming and the expansion of
October 20, the Superintendent indicated that she would
successful programs.
provide a list of items to address. Relying on
Superintendent and her staff for updates to the Oversight
Committee and LSDMC on any updates in this area.
Board, Superintendent,
Principal, Artistic Director
11/27/14
Board, Superintendent,
Principal, Artistic Director
11/27/14
Board, Superintendent,
Principal, Artistic Director, ILT,
ASN
11/27/14
70
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
12. AdvancED Accreditation
11/27/14
Board, Superintendent,
Principal, English 11AP
Instructor, ILT
11/27/14
a. Collaborate with the Arts School Network to have a Sent correspondence in August, following up to obtain next
review completed before the end of the school year. steps and directions on how to proceed. Two ASN
representatives will be coming from 11/23-11/25. They are
not charging a fee for this visit, but are only asking that
their travel costs be taken care of - so the cost is minimal.
There is an tentative itinerary that is being finalized for
those dates and will be shared by 11/20.
11/27/14
11/27/14
11/27/14
In-process. Based on Special Meeting held on October 20, Superintendent, Principal, Dr.
the Superintendent indicated that she would provide a list White, Ms. White, ILT, Guidance
of items to address. Relying on Superintendent and her
Counselor, APV
staff for updates to the Oversight Committee and LSDMC
on any updates in this area.
16. Other
Superintendent,
Principal,Guidance Counselor,
APV, Dr. White, Ms. White
11/27/14
b. Student Assembly
11/27/14
Superintendent, Principal,
Board, Asst. Superintendent,
Guidance Counselor
11/27/14
71
11/27/2014
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
d. School Resource Officer and A.L.I.C.E. training
f. Creation of Parent Teacher Organization by end of Not yet addressed. Announced plans to establish a PTO
2nd quarter
at each school in accordance with Board Policy. Looking
to mirror LSDMC process for PTOs district-wide.
72
Superintendent, Principal,
Security, LSDMC, ILT
11/27/14
11/27/14
11/27/2014
11/27/2014
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
INCOME
Item
1. Oversight Committee
2. Grants
3. Box Office Receipts
Recommendation
Action Item as of 11/20/14
a. Develop an Oversight Committee. Hold the first meeting in Communicated with community members to assess
October.
interest. Scheduled meeting.
a.
Moved and approved by the Board.
Move the anonymous donor funds to a Fund 19.
Hired a Box Office Manager who will go through Board on
a. Hire a Box Office Manager.
Monday 10/13/14 and start work on 10/14/14.
b. Hire an Interim Budget Manager.
Responsible Person
Internal Auditor, Interim Budget
Manager
Grant Director
Human Resources
Complete
Grantor
Complete
11/27/14
CIO
TBD
4. Laptop
5. Show Underwriters
Ongoing
6. Schedule E
TBD
73
Comments
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
7. Rental Revenue
TBD
TBD
Request complete,
evaluation in
process.
TBD
c. Reevaluate the Building Engineer requirement at SCPA, as On 10/7 requested from the Treasurer's Office the Payroll
well as District-wide, because the arrangement can be cost cost for the 2 Building Engineers for FY14 and FY15 yearprohibitive for the community.
to-date as the LSDMC begins reviewing the FY16 budget.
TBD
TBD
TBD
74
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
10. CPS $45K Emergency Loan
a. Create a tracking mechanism to identify students that have Assessing the population of students who have yet to pay Interim Budget Manager, School
& have not paid. Document written procedures that
the enrichment fee by 10/31/14. Inquiry about how
Sr. Accounting Technician
include what actions are taken when a child has not paid Powerschool can be used for this purpose.
and is not eligible to attend a fieldtrip. Promote use of
Payforit.net.
Item
1. Private Lesson Scholarships
3. Productions
a. Assess the feasibility to repurpose costumes and involve Inventory to be conducted. Using this year as a baseline
students in costume creation for the annual productions.
for identifying vendor relationships that can be leveraged.
Leverage vendor relationships for effective pricing. Charge Will be conducting an analysis at month-end.
admission for elementary productions to at least breakeven.
75
TBD
10/31/14
Superintendent, Board
TBD
TBD
TBD
Ongoing
TBD
Responsible Person
Artistic Director & Interim
Budget Manager, Oversight
Committee, Mayerson
Representative
Due Date
TBD
Board, Superintendent,
Treasurer & General Counsel
TBD
TBD
3. Productions
Ongoing
TBD
TBD
6. Maintenance
TBD
7. Discretionary
a. Have a documented trail of how the discretionary funds are The LSDMC is beginning their review of budget
used.
information in preparation for FY16.
TBD
Recommendation
a. Develop written procedures related to inventory, cash
handling, and ordering. Identify hours of operation and
who would monitor the operations.
Responsible Person
Interim Budget Manager &
LSDMC Finance Committee
Due Date
TBD
2. Summer Camps: Summer Dance a. Charge an appropriate fee for for-profit summer camps
To be explored during second quarter.
Intensive & Technical Theater
that includes SCPA and non-SCPA students, in accordance
with Board Policy 7510 - Use of District Facilities &
Property.
TBD
a. Create written procedures for the proper handling of capital To be explored during second quarter.
assets.
TBD
TBD
TBD
3. Capital Assets
4. Suzuki Program
76
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
5. Holding Two District Jobs at a
Premium
TBD
a.
TBD
7. Career Tech
TBD
TBD
b. Seek out opportunities to use flex credit which can be used Meeting with Asst. Superintendent on 10/28 to discuss this
even with a non-Career Tech certified instructor.
strategy and establish a method and timeframe of
reporting progress.
TBD
c. Reframe the production mindset from quantity to increased Meeting with Asst. Superintendent on 10/28 to discuss this
quality, allowing greater focus for teachers and students. strategy and establish a method and timeframe of
reporting progress.
TBD
TBD
Meeting with Asst. Superintendent on 10/28 to discuss this Asst. Superintendent, Career
strategy and establish a method and timeframe of
Tech Manager, Principal, Artistic
reporting progress.
Director, ILT, Drama Teacher Liaison
TBD
TBD
TBD
TBD
8. Master Schedule
9. SCPA Counselor
77
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
10. SCPA's Evolution
TBD
a. Revisit the mandatory sibling enrollment currently in place Not yet addressed.
at the school to align with all other schools in the district.
Board
TBD
Board
TBD
Not OC
Board
TBD
Not OC
TBD
TBD
TBD
b. Discuss the approach for working with AdvancED with the Setup meeting with the English 11AP instructor's approach
English 11AP instructor who is facilitating the AdvanceED - Mary Morgan
accreditation review for SCPA.
TBD
a. Collaborate with the Arts School Network to have a review Sent correspondence in August, following up to obtain next
completed before the end of the school year.
steps and directions on how to proceed. - UPDATE
TBD
TBD
b.
TBD
Ongoing
e. Create a written enrollment and audition process based on Not yet addressed.
best practices and that clearly addresses the most
frequent concerns.
12. AdvancED Accreditation
16. Other
TBD
b. Student Assembly
TBD
Supportive data.
78
TBD
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
d. School Resource Officer and A.L.I.C.E. training
79
TBD
TBD
TBD
TBD
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
Item
1. Oversight Committee
2. Grants
3. Box Office Receipts
INCOME
Recommendation
Action Item as of 10/10/14
a. Develop an Oversight Committee. Hold the first meeting in Communicated with community members to assess
October.
interest. Scheduled meeting.
a.
Moved and approved by the Board.
Move the anonymous donor funds to a Fund 19.
a. Hire a Box Office Manager.
Hired a Box Office Manager who will go through Board on
Monday 10/13/14 and start work on 10/14/14.
b. Hire an Interim Budget Manager.
4. Laptop
5. Show Underwriters
6. Schedule E
7. Rental Revenue
a. Enforce Board Policy 7510 - Use of District Facilities and Not actively pursuing these options until proper
Property along with the rental application process detailed accountability achieved to enforce current Board Policies
in the Facilities section of the CPS website and Staffnet.
and applicable procedures.
Responsible Person
Internal Auditor, Interim Budget
Manager
Grant Director
Due Date
Complete
Human Resources
Complete
Grantor
Complete
10/17/14
CIO
10/31/14
Ongoing
10/17/14
TBD
TBD
c. Reevaluate the Building Engineer requirement at SCPA, as Requested from the Treasurer's office the payroll for the 2
well as District-wide, because the arrangement can be cost Building Engineers for FY14 and FY15 year-to-date as the
prohibitive for the community.
LSDMC begins reviewing the FY16 budget.
80
Complete
Ongoing
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
9. Student Activity Funds
CPS Treasurer
TBD
Board
TBD
c. Recommend that the Treasurer/CFO has responsibility for Not yet addressed.
the individuals in the school offices that collect, record and
deposit the public funds entrusted to the District and
institute cash collection under dual control along with
proper segregation of duties.
Board
TBD
TBD
a. Create a tracking mechanism to identify students that have Assessing the population of students who have yet to pay
& have not paid. Document written procedures that
the enrichment fee by 10/31/14.
include what actions are taken when a child has not paid
and is not eligible to attend a fieldtrip. Promote use of
Payforit.net.
10/31/14
Superintendent
TBD
TBD
TBD
Item
Being reviewed.
Ongoing
TBD
Responsible Person
Due Date
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
1. Private Lesson Scholarships
3. Productions
a. Assess the feasibility to repurpose costumes and involve Inventory to be conducted. Using this year as a baseline
students in costume creation for the annual productions.
for identifying vendor relationships that can be leveraged.
Leverage vendor relationships for effective pricing. Charge Will be conducting an analysis at month-end.
admission for elementary productions to at least breakeven.
Put the shows together in a manner that the production
costs are covered by Box Office receipts.
6. Maintenance
7. Discretionary
a. Have a documented trail of how the discretionary funds are The LSDMC is beginning their review of budget
used.
information in preparation for FY16.
TBD
Board, Superintendent,
Treasurer & General Counsel
TBD
TBD
TBD
TBD
TBD
TBD
TBD
Responsible Person
Interim Budget Manager &
LSDMC Finance Committee
Due Date
TBD
TBD
OTHER
Item
1. Spirit Shop
Recommendation
a. Develop written procedures related to inventory, cash
handling, and ordering. Identify hours of operation and
who would monitor the operations.
82
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
3. Capital Assets
a. Create written procedures for the proper handling of capital To be explored during second quarter.
assets.
TBD
TBD
4. Suzuki Program
TBD
TBD
a.
TBD
7. Career Tech
TBD
TBD
b. Seek out opportunities to use flex credit which can be used Not yet addressed.
even with a non-Career Tech certified instructor.
TBD
c. Reframe the production mindset from quantity to increased Not yet addressed.
quality, allowing greater focus for teachers and students.
TBD
8. Master Schedule
83
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
d. Determine expected quantifiable results from each show
such as what experience are the students being provided
and does each production involve all pathways?
TBD
TBD
TBD
TBD
TBD
TBD
a. Revisit the mandatory sibling enrollment currently in place Not yet addressed.
at the school to align with all other schools in the district.
Board
TBD
Board
TBD
Board
TBD
TBD
TBD
TBD
9. SCPA Counselor
e. Create a written enrollment and audition process based on Not yet addressed.
best practices and that clearly addresses the most
frequent concerns.
12. AdvancED Accreditation
84
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
b. Discuss the approach for working with AdvancED with the Setup meeting with the English 11AP instructor's approach
English 11AP instructor who is facilitating the AdvanceED
accreditation review for SCPA.
TBD
a. Collaborate with the Arts School Network to have a review Sent correspondence in August, following up to obtain next
completed before the end of the school year.
steps and directions on how to proceed.
TBD
TBD
TBD
Ongoing
TBD
b. Student Assembly
TBD
TBD
TBD
TBD
b.
16. Other
85
TBD
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
INCOME
Item
1. Oversight Committee
Recommendation
a. Develop an Oversight Committee. Hold the first meeting in
October.
a.
Move the anonymous donor funds to a Fund 19.
a. Hire a Box Office Manager.
4. Laptop
5. Show Underwriters
6. Schedule E
7. Rental Revenue
a. Enforce Board Policy 7510 - Use of District Facilities and Talked with Facilities Management about the current
General Counsel, Interim
Property along with the rental application process detailed process and received all of the rental applications for prior Budget Manager, Internl Audit,
in the Facilities section of the CPS website and Staffnet.
periods. Contacting the school to determine if other
Oversight Committee, Principal
required documentation is available. Oversight Committee
and LSDMC Finance
reviewing current process to provide recommendations
Committee
based on industry practices.
TBD
TBD
2. Grants
3. Box Office Receipts
Responsible Person
Internal Auditor, Interim Budget
Manager
Grant Director
Due Date
Complete
Human Resources
Complete
Grantor
Complete
10/24/14
CIO
10/31/14
Ongoing
10/24/14
86
Complete
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
c. Reevaluate the Building Engineer requirement at SCPA, as On 10/7 requested from the Treasurer's Office the Payroll
well as District-wide, because the arrangement can be cost cost for the 2 Building Engineers for FY14 and FY15 yearprohibitive for the community.
to-date as the LSDMC begins reviewing the FY16 budget.
Outstanding
10/24/14
TBD
TBD
TBD
TBD
a. Create a tracking mechanism to identify students that have Assessing the population of students who have yet to pay
& have not paid. Document written procedures that
the enrichment fee by 10/31/14. Inquiry about how
include what actions are taken when a child has not paid Powerschool can be used for this purpose.
and is not eligible to attend a fieldtrip. Promote use of
Payforit.net.
10/31/14
Superintendent, Board
TBD
TBD
TBD
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
13. General Fund and Artistic Budget a. Recommend implementing a more thorough budget review The LSDMC is beginning their review of budget
process. Recommend that the budget expenditures be
information in preparation for FY16.
approved by the LSDMC to ensure that the expenditures
align with school initiatives such as The One Plan.
Item
1. Private Lesson Scholarships
3. Productions
a. Assess the feasibility to repurpose costumes and involve Inventory to be conducted. Using this year as a baseline
students in costume creation for the annual productions.
for identifying vendor relationships that can be leveraged.
Leverage vendor relationships for effective pricing. Charge Will be conducting an analysis at month-end.
admission for elementary productions to at least breakeven.
Put the shows together in a manner that the production
costs are covered by Box Office receipts.
Ongoing
TBD
Responsible Person
Artistic Director & Interim
Budget Manager, Oversight
Committee, Mayerson
Representative
Due Date
TBD
Board, Superintendent,
Treasurer & General Counsel
TBD
TBD
Ongoing
TBD
88
TBD
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
6. Maintenance
7. Discretionary
a. Have a documented trail of how the discretionary funds are The LSDMC is beginning their review of budget
used.
information in preparation for FY16.
TBD
TBD
Responsible Person
Interim Budget Manager &
LSDMC Finance Committee
Due Date
TBD
OTHER
Item
1. Spirit Shop
Recommendation
a. Develop written procedures related to inventory, cash
handling, and ordering. Identify hours of operation and
who would monitor the operations.
TBD
3. Capital Assets
a. Create written procedures for the proper handling of capital To be explored during second quarter.
assets.
TBD
TBD
4. Suzuki Program
TBD
TBD
a.
TBD
89
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
7. Career Tech
8. Master Schedule
9. SCPA Counselor
TBD
TBD
b. Seek out opportunities to use flex credit which can be used Meeting with Asst. Superintendent on 10/28 to discuss this
even with a non-Career Tech certified instructor.
strategy and establish a method and timeframe of
reporting progress.
TBD
c. Reframe the production mindset from quantity to increased Meeting with Asst. Superintendent on 10/28 to discuss this
quality, allowing greater focus for teachers and students.
strategy and establish a method and timeframe of
reporting progress.
TBD
TBD
Meeting with Asst. Superintendent on 10/28 to discuss this Asst. Superintendent, Career
strategy and establish a method and timeframe of
Tech Manager, Principal, Artistic
reporting progress.
Director, ILT, Drama Teacher Liaison
TBD
TBD
TBD
TBD
90
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
10. SCPA's Evolution
TBD
a. Revisit the mandatory sibling enrollment currently in place Not yet addressed.
at the school to align with all other schools in the district.
Board
TBD
Board
TBD
Board
TBD
TBD
TBD
TBD
b. Discuss the approach for working with AdvancED with the Setup meeting with the English 11AP instructor's approach
English 11AP instructor who is facilitating the AdvanceED - Mary Morgan
accreditation review for SCPA.
TBD
a. Collaborate with the Arts School Network to have a review Sent correspondence in August, following up to obtain next
completed before the end of the school year.
steps and directions on how to proceed. - UPDATE
TBD
TBD
b.
TBD
Ongoing
TBD
e. Create a written enrollment and audition process based on Not yet addressed.
best practices and that clearly addresses the most
frequent concerns.
12. AdvancED Accreditation
16. Other
91
16. Other
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
b. Student Assembly
Supportive data.
92
TBD
TBD
TBD
TBD
TBD
Item
Oversight Committee
1. Grants
2.
Issue
a. The Friends have not provided source
documents to validate the amounts of grants
that are to be received for the benefit of the
students.
Recommendation
Action Item
a. All grants and donations should be directed to Contact donors to ensure funds earmarked for
the Director of Grants, not to the schools or the student use are routed to and deposited with
Dissolved Friends of SCPA.
the District and used in accordance with the
designated purpose.
Responsible Person
Due Date
As of 10/10/14
10/17/14
Human Resources
Complete
a. The Friends did not provide source documents a. Hire a Finance Director that reports to the
that substantiated the Box Office Receipts so a
Finance Committee that would handle all
calculation was performed to provide a
Financial aspects such as the Box Office
reasonable basis for a budgeted amount.
Receipts, Show Underwriters, Rentals,
Repayment of Emergency Loan, Parent
Donations, Scholarships and Supplemental
Payroll.
Confirmed with Grantor that a Finance-focused Grantor & Internal Auditor Complete
position was needed to properly facilitate the
grant and provide fiscal accountability.
CPS Treasurer
TBD
Identify what ticket database is used. Identify Showclix the current ticketing system will
what data can be obtained and create relevant continue to be used for consistency, and
reporting for decision-making.
reporting purposes. A/R Supervisor has been
setup in the system to facilitate proper
reconciliation and checks & balances.
CPS Treasurer
10/17/14
Identify current show underwriters, reach out to Focusing on other initiatives currently, but this
them, share the season events and ways/levels will be revisited for the FY16 season. The
of participation. Create a strategy to engage LSDMC Finance Committee has discussed
potential show underwriters and gauge their
reaching out informally to potential Show
interest level.
Underwriters as opportunities arise.
LSDMC Finance
Committee
Ongoing
wk of
10/13
General Counsel
10/17/14
3.
Show Underwriters
4.
Career Tech
a. Be strategic and proactive in hiring Career Tech Evaluate how the Career Tech ODE Standards
personnel to maximize Career Tech funding
related to media arts, visual design and
that could be received.
performing arts can be optimized at SCPA.
5.
Schedule E
The ILT has made a recommendation regarding General Counsel is preparing the necessary
a. Instructional Leadership Team (ILT) make a
recommendation regarding the budget for this the budget amount for Schedule E or privately documentation for these employees.
privately funded amount.
funded instruction, awaiting Board approval.
6.
Rental Revenue
a. Renters of the school facility were slow to pay, a. Enforce Board Policy 7510 - Use of District
if they paid at all. Don't have confidence that
Facilities and Property along with the rental
all source documents to support rental receipts
application process detailed in the Facilities
were received from The Friends.
section of the CPS website and Staffnet.
7.
Confirm how these funds are collected and the Communicated at the Community Meeting held Interim Business Manager Ongoing
sources. Identify PTO organization involvement on 10/2 to change allocations to CPS instead of
and Principal
in light of Board Policy 9140 Parent/Family
the Friends. In this year of transition a PTO has
Engagement.
not be established yet, but a non-financial
parent volunteer group is active to help support
teacher and student needs.
8.
a. Opportunities exist to enhance internal controls a. Update the entire Student Activity Fund (SAF)
through segregation of duties and collection of
Manual to provide updated guidance on
cash using dual controls.
operation standards, particularly on proper
cash handling procedures.
9.
CPS Treasurer
9/30/14
TBD
11.
Determine whether the Enrichment Fees should Assessing the population of students who have
a. Create a tracking mechanism to identify
students that have & have not paid. Document be waived for students that receive free lunch yet to pay the enrichment fee by 10/31/14.
written procedures that include what actions
in the same manner that Instructional Fees are
are taken when a child has not paid and is not waived for those students.
eligible to attend a fieldtrip. Promote use of
Payforit.net.
a. Promote use of Payforit.net to collect fees by
check and credit card which will reduce the
amount of cash in the building.
b. Conduct comprehensive training to address all Identify individuals that are involved in the SAF Not yet scheduled.
operational aspects of SAFs.
processes and coordinate training with them
and/or their supervisors.
12.
General Fund
An annual General Fund budget is submitted to The LSDMC is beginning their review of budget
the Treasurer's Department and reviewed for
information in preparation for FY16.
reasonableness.
13.
a. Unclear how the tuition is handled and where it a. Conduct further review.
is allocated.
Superintendent
10/31/14
TBD
10/17/14
Ongoing
Item
Issue
Recommendation
1. Private Lesson Scholarshi a. It seems that not as many students as possible a. Create written procedures that detail the
are benefitting from the scholarships.
selection and award process.
Action Item
Assess how the benefit to a larger portion of
Being reviewed.
the student body can be achieved for the need
& merit based scholarships.
2.
Staffing: Administrative
& Private/Supplemental
a. Appears that some staff are receiving premium a. Board approval is now required for these
pay.
positions. Manage their payroll through the
applicable channel either the CPS payroll or
requisition process.
10/31/14
3.
Productions
10/31/14
4.
5.
6.
Maintenance
7.
Discretionary
The LSDMC is beginning their review of budget Interim Business Manager 9/30/14
information in preparation for FY16.
& LSDMC Finance
Committee
1.
Item
Spirit Shop
Issue
a. No source information available to support the
Spirit Shop revenue. There are no written
procedures regarding the Spirit Shop
operations.
Recommendation
a. Develop written procedures related to
inventory, cash handling, and ordering.
Identify hours of operation and who would
monitor the operations.
a. Develop written procedures that detail in which Establish a clear decision-tree regarding when
circumstances the PNC Card and the $45K
to used the PNC card and when to use the CPS
Emergency Loan should be used for a purchase requisition process.
instead of the normal CPS requisition process
which requires lead-time.
Conduct a gap analysis of what information is
currently included on the website vs. what is
desired then generate a strategic plan to
address the needs of all stakeholders.
LSDMC Finance
Committee
10/31/14
OTHER
2.
3.
Capital Assets
a. Charge an appropriate fee for for-profit summer Needs further review under the direction of the To be explored during second quarter.
camps that includes SCPA and non-SCPA
Finance Committee.
students, in accordance with Board Policy 7510
- Use of District Facilities & Property.
Interim Business
11/30/14
Manager, LSDMC Finance
Committee and Oversight
Committee
Action Item
Explore other options for Spirit Wear such as
using an online fulfillment center that can be
accessed from the school website.
Interim Business
11/30/14
Manager, LSDMC Finance
Committee and Oversight
Committee
4.
Suzuki Program
5.
Holding Two District Jobs a. Need to clearly understand the roles school
at a Premium
personnel are performing and determine
whether it is appropriate.
6.
11/30/14