Escolar Documentos
Profissional Documentos
Cultura Documentos
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
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
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.
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
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.
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.
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
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
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.
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
10
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
11
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.
12
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
13
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
14
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.
15
TBD
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
d. School Resource Officer and A.L.I.C.E. training
16
TBD
TBD
TBD
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
17
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
19
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
20
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
21
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
22
16. Other
SCPA Income, Expenditures and Other - Time, Action and Responsibility Matrix
b. Student Assembly
Supportive data.
23
TBD
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.
24
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.
26
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
27
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
28
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
29
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