ADMINISTRATIVE COUNCIL RETREAT August 29, 2012

1. ORANGE BOARD OF EDUCATION ADMINISTRATIVE COUNCIL RETREATAugust 29, 2012 Adekunle James, Business Administrator/Board Secretary Akin Ayodele Asst. Business Administrator/Asst. Board Secretary

2. TABLE OF CONTENTS The 2013-14 Budget is on X-Drive, budget calendar will soon be posted. Budget & Expenditures Tracking (NJ Uniform Chart of Accounts-Budget Prep Worksheets) Purchasing/Requisition System (a) General purchasing (b) Use of Students Activity Funds Cost Controls: (a) Substitute Teachers Costs (b) Monitoring of Stipends (c ) Time Sheets-(checking & approval) (d) Supplies (e) Direct Deposit – Paperless Voucher System Facilities Maintenance & Repairs Maintenance requests: (work order system – SchoolDudes) Facilities Improvement Projects Upcoming Initiatives Biometric Time Clock-In System Environmental, Health & Safety Issues 2

3. Budget & Expenditures Tracking NEW JERSEY UNIFORM CHARTS OF ACCOUNTS: All expenditures are budget driven (i.e.: amount expended are based on what was budgeted for). All Districts are required by NJDOE to establish and maintain their records using the Uniform Chart of Accounts. (a.) The Uniform Chart of Accounts facilitates the uniform treatment of similar expenditures across districts. (b.) Chart of Accounts – have been designed to maintain accountability over all individual grants in one fund, through the use of Programs and Project/Reporting. (c.) By assigning the same unique code to the grant and revenue and its related expenses, all grant’s financial activity becomes segregated from other grants. (d.) Administrators should be very familiar with the codes in the Uniform Chart of Accounts (i.e. fund, program, function, and object). - See Appendix A. 3 3

4. Budget & Expenditures Tracking 4 4

5. Budget & Expenditures Tracking(cont’d) Each Principal and Departmental Heads must manage their own budget. Purchase Order Review – (90 days or older, or if not needed should be cancelled). Budget line transfers are available upon board approval; if over 10% of budget line, will be available after Department of Ed.’s approval). 5 5

6. Purchasing/Requisition System The District implemented the paperless requisition system in order to ease and streamline the purchasing procedures, and specifically reduce the lead time between actual requisition and when items are received. Please refer to the Business Office Procedures Manual on the District’s website for details of the requisition process and the threshold established for approval. Appropriate supporting documentations (i.e. : quotes, contracts, etc. ) must be scanned and attached to requisitions. The state and statutory auditors require all these supporting documentations to validate the reasonableness and authenticity of all expenditures. The state requires that the District bids for expenditures of $26,000 and above and obtain three (3) quotes for expenditures that are substantial but below $26,000 (Administrators should adhere to this requirement). Administrators should be familiar with the SMART system, particularly with aspects relating to purchase order and requisition. 6 6

7. Purchasing/Requisition System(cont’d) • Use of Students Activity Funds: The funds should be strictly used for • the intended purposes as specified by the district’s policies. The • student activity funds should not be commingled with the district’s • funds. • Adequate records should be maintained, all supporting documentations • (ie: vouchers, invoices, receipts etc.) should be properly safeguarded • and attached to the checkbook folder in the Business Office (for audit purposes). 7 7

8. Cost Controls In view of the tight fiscal and regulatory environment, it is imperative that the district adopts some cost control measures in order to maximize the use of its scarce resources. The focus areas for the 2012-2013 school year, consist of: Keeping substitute teachers’ costs under control: In prior school years, an average of over $1 million was spent on substitute teachers. In order to keep this cost under control and improve students achievement, the district plans to develop an incentive program for teachers. To benefit from this program, principals are encouraged to monitor and implement procedures to ensure that the attendance of classroom teachers is greatly improved and maximized. Monitoring of Stipends: Principals are required to monitor stipends and ensure that monies spent do not exceed the budgeted amounts. To effectively do this, Principals are encouraged to prepare an excel worksheet to be used as a tool in monitoring all categories of stipends on an ongoing basis. 8 8

9. Cost Controls (cont’d) • Time Sheets: All time sheets should be properly checked for accuracy, and Principals/Directors must ensure that time reflected on time sheets correspond to actual time worked before approval. • Principals/Directors should encourage their staff to submit timesheets on time according to payroll schedule. • Supplies:Principals should ensure that items requisitioned are those actually needed. Also, efforts should be made to minimize waste of supplies (ie.: cross checking with other schools). • Direct Deposit – Paperless Voucher System (Existing employees are encouraged to enroll in direct deposit, while all new hires are mandated to enroll). • Food Service Updates & Breakfast In Classroom 9 9

10. Facilities Maintenance & Repairs The main goal of the Business Office as it relates to facilities is to provide a clean, orderly, healthy, safe and instructionally supportive environment that is conducive to learning for our students. Routine and unexpected maintenance demands are bound to occur, hence there is need for us to proactively develop and implement a plan for dealing with these inevitabilities. Facilities maintenance planning is not only the responsibility of the facilities department. Effective facilities planning requires coordination of resources and commitment at all levels in the district. In planning your facilities repairs, administrators should identify repairs requiring immediate attention and those that can be deferred to periods when schools are on break or holidays. Administrators should always use the (SchoolDudes.com) work order system for their maintenance requests. 10 10

11. Environmental, Health & Safety Issues In order to maintain safe, clean and healthy school facilities, the school administrators should work collaboratively with facilities department in the areas relating to: Integrated Pest Management (IPM) Safety Indoor Air Quality and other PEOSH related matters Right to Know (RTK) Training will be conducted for administrators and selected individuals that work on facilities on all the areas identified above. 11 11

12. OTHER UPDATES Updated School Based Emergency Evacuation Plan for 2012-13 school year . Retirement Notification should be sent to the Superintendent, Human Resources and Business Administrator 60 days in advance (prior to retirement). Substitutes e-mail addresses set up (requires Tech coordinators assistance), hence Tech coordinators should be informed when new subs are coming into the system. 12 12

13. NEW PROJECTS/ Upcoming Initiatives Biometric Time Clock-In System Green House Projects: The District is coordinating the design and construction of three outdoor instructional science Green Houses at OHS, Forest and Heywood Avenue Elementary schools. Smart Labs: The District is renovating certain rooms at OPA and OHS to provide a 21st century, specialized technology education smart labs. Areas of focus are computer graphics, structures, engineering and designs, multimedia, publishing and robotics. Culinary Program: The District is renovating the old Home Economics classroom at OHS into a state of the art, fully equipped instructional culinary space. 13 13