From Michael.Wiltfong at ode.state.or.us Fri Jun 4 11:10:52 2010 From: Michael.Wiltfong at ode.state.or.us (WILTFONG Michael) Date: Fri, 4 Jun 2010 11:10:52 -0700 Subject: [Busmgrs] Budget Changes after Approval by Committee Message-ID: Attention District Business Manager: I am forwarding this information on the Business Manager listserv in the event you are not on the OASBO listserv. Please disregard if you have already received this from Angie Peterman. Thank you, Michael Wiltfong Oregon Department of Education Per discussion with Lee Peterson at Oregon Department of Revenue, I wanted to share the various options outlined as ways to address changes to your budget following approval by the budget committee. In those situations where there is a reduction in resources, it would appear there are four (4) options for districts to consider. The options are: 1) The board may revise the budget downward after the hearing and before adopting it by June 30. ORS 294.435(1) 2) The board may wait until after July 1, hold a public hearing on the reduced budget, and then revise appropriations by resolution. ORS 294.435(6) 3) The board may leave the budget unchanged and just spend less than budgeted. 4) If the reduction in resources is less than 10% of the fund total, a supplemental budget process can be used pursuant to ORS 294.480(3). This process would not require the district to hold a public hearing and would allow utilization of the simpler process. You would need to adopt the supplemental budget at a regular board meeting, publish the required public notice at least 5 days prior to the scheduled meeting and include language in the notice such as: "The Sample School District board of directors, at their next meeting scheduled for (date) will adopt a supplemental budget to reduce general fund appropriations by $XXX.XX." I also need to let you know that Lee does not recommend utilization of Option 3, although there is nothing to prohibit you from doing so. I've attached copies of ORS 294.435, 294.480 and 294.483 for your information. Let me know if you have questions. Angie Angie Peterman Executive Director OASBO 707 13th St SE, Suite 100 Salem, OR 97301 503-480-7218 apeterman at oasbo.com ~~~~~~~~~~~~ HOW TO OPT OUT ~~~~~~~~~~~~~ You are subscribed to this list using the following address: Michael.Wiltfong at state.or.us To unsubscribe send a message to Angie Peterman > with a subject of "unsubscribe". ********************************************************************** This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the sender immediately and delete the communication and any attachments. 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Name: ORS 294.435, 480 and 483.doc Type: application/octet-stream Size: 39936 bytes Desc: ORS 294.435, 480 and 483.doc URL: From Michael.Wiltfong at ode.state.or.us Tue Jun 8 09:51:30 2010 From: Michael.Wiltfong at ode.state.or.us (WILTFONG Michael) Date: Tue, 8 Jun 2010 09:51:30 -0700 Subject: [Busmgrs] Recovery and Reinvestment Act - Section 1512 Reporting Due - District Deadline of 6/30/10 Message-ID: TO: Oregon School District Superintendents; School District Business Managers; Grant Managers FR: Sue MacGlashan, Assistant Superintendent - Office of Finance and Administration (ODE) RE: American Recovery and Reinvestment Act - Section 1512 Reporting Due - District Deadline of 6/30/10 By now, all of you are probably well aware of the reporting requirements under the American Recovery and Reinvestment Act (ARRA), which was signed into law by President Obama on February 17, 2009. This law has provided a significant increase in federal support for education at a critical time for states but also requires extensive reporting by entities receiving ARRA funding. Data on the use of ARRA funds by recipients (i.e., the state) and sub-recipients (i.e., local educational agencies and other entities receiving funds through the state) are due to the federal government no later than the 10th day after the end of each calendar quarter. We are approaching the due date for the current quarter's reporting to the federal government - July 10, 2010. No waivers can be granted for Section 1512 reporting; it is mandatory. For the state to meet the federal deadline, ODE's sub-recipients will have to submit their data to ODE by June 30, 2010. ODE's data collection tool titled "Recovery Act Reporting Collection" opened last Thursday, June 4. As with previous rounds of reporting, ODE's reporting system will collect required information for each grant ODE has made to its sub-recipients and the state will report these data to the federal government on your behalf. Your reporting needs to include cumulative data on your ARRA activities from February 17, 2009 through June 30, 2010 - with the exception of the job data. You should report your job data for the fourth quarter only (i.e., not cumulatively). To assist you with reporting, there is a button entitled "Pre-Populate with Previous Quarter's Data and Save" that - when selected - will pre-populate the collection and save with the previous quarter's data on job impact, infrastructure and vendors. If there are no changes from your previous submission, your data have been saved and you can exit the collection. Or, the pre-populate feature can be used as your starting point if you need to make changes; i.e., you can pre-populate and then simply update only those fields needing revisions such as "Jobs Impact Methodology." When you are finished with your edits, hit the "Save" button when ready to submit and this will overwrite any previous data entries. The date and time stamp will be updated each time the "Save" button is pushed. Please Note the Following Updates to ODE's Collection Tool: 1. When discussing our reporting with the federal government, they inquired which methodology was used to calculate jobs data. To be able to answer this question, we needed to enhance the data collection tool and you must now select the methodology you used to calculate jobs created and retained. The new feature is very simple. The tool has a drop-down menu with two options - General or Definite Term - and you simply need to select the methodology you are using. Section 3 of ODE's FAQ document addresses job reporting and questions 3.5, 3.6 and 3.7 specifically address the general and definite term methodology. 2. As noted in last quarter's communication, there was to be a change to how vendor data are reported; consequently, ODE added a "Payment Date" field to the data collection tool. This will assist us in our review of the discreet individual vendor payments reported. The completion of this field is required when reporting new vendor payments. You are not required to complete this field for those vendor payments that were pre-populated using the "Pre-Populate with Previous Quarter's Data and Save" button. For your reference, here is a link to the ODE's FAQ document on Section 1512 reporting. http://stimulus.k12partners.org/content/frequently-asked-questions-about-reporting-under-american-recovery-and-reinvestment-act-200-0 Also for your reference, listed below are the ODE contacts for each ARRA grant. For more information, please contact (to search the staff directory, click http://www.ode.state.or.us/search/staff/staff.aspx). Grant Title Grant Manager ODE Contact IDEA Part B, Section 611 Eric Richards Steve Smith IDEA Part B, Section 619 Nancy Johnson-Dorn Nancy Johnson-Dorn IDEA Part C Nancy Johnson-Dorn Nancy Johnson-Dorn SFSF Michael Wiltfong Michael Wiltfong CNP Heidi Dupuis Heidi Dupuis Title IA Janet Bubl Janet Bubl Title IID Technology Carla Wade Carla Wade Homeless Dona Bolt Dona Bolt As always, thank you for your assistance in helping the State of Oregon comply with the reporting requirements of ARRA. Without you, we would not be successful! ********************************************************************** This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the sender immediately and delete the communication and any attachments. This footnote also confirms that this email message has been swept by MIMEsweeper for the presence of computer viruses. ********************************************************************** -------------- next part -------------- An HTML attachment was scrubbed... URL: From Michael.Wiltfong at ode.state.or.us Wed Jun 16 11:45:30 2010 From: Michael.Wiltfong at ode.state.or.us (WILTFONG Michael) Date: Wed, 16 Jun 2010 11:45:30 -0700 Subject: [Busmgrs] A message from Eric Richards Message-ID: Dear friends and colleagues, I am writing to inform you that I have accepted a position with Salem-Keizer School District effective July 1, 2010. My 7.5 years of employment at ODE ends on June 30, 2010. I have thoroughly enjoyed working with all of you, and greatly appreciate the patience and kindness you've afforded me as I've tried to answer your calls and e-mails. Though I look forward to my new position with great excitement, I will miss those calls and interactions with you. I have leave time on June 18 and June 21. Otherwise, I am here to respond to your needs until my departure. At this time I am not sure who will be fielding your inquiries when I leave. If that is determined before I leave I will be sure to provide you with the appropriate name, phone number, and e-address. It has been my pleasure serving you. I wish all of you the very best and thank you for your excellent work on behalf of Oregon's children. Most sincerely, Eric Eric A. Richards, Director of Operations Oregon Department of Education Office of Student Learning and Partnerships 503-947-5786 Messages to and from this e-mail address may be made available to the public under Oregon Law. ********************************************************************** This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the sender immediately and delete the communication and any attachments. This footnote also confirms that this email message has been swept by MIMEsweeper for the presence of computer viruses. ********************************************************************** -------------- next part -------------- An HTML attachment was scrubbed... URL: From Michael.Wiltfong at ode.state.or.us Wed Jun 16 17:06:16 2010 From: Michael.Wiltfong at ode.state.or.us (WILTFONG Michael) Date: Wed, 16 Jun 2010 17:06:16 -0700 Subject: [Busmgrs] Follow-up message from Eric Richards Message-ID: Hello again, I have been told that my original message has caused some confusion. So I am writing to clarify a misunderstanding. I will be working at Salem-Keizer as a Coordinator of Student Services. Apparently, the Director of Operations position at Salem Keizer was open concurrent to the position I accepted. Because I am Director of Operations in my office at ODE, some thought I had accepted a similar position at Salem-Keizer. I hope this note clarifies that and I apologize for any confusion. Thanks, again, for the opportunity to have worked with you. Best wishes to you all. Eric Eric A. Richards, Director of Operations Oregon Department of Education Office of Student Learning and Partnerships 503-947-5786 Messages to and from this e-mail address may be made available to the public under Oregon Law. ********************************************************************** This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the sender immediately and delete the communication and any attachments. This footnote also confirms that this email message has been swept by MIMEsweeper for the presence of computer viruses. ********************************************************************** -------------- next part -------------- An HTML attachment was scrubbed... URL: From Michael.Wiltfong at ode.state.or.us Fri Jun 25 10:46:45 2010 From: Michael.Wiltfong at ode.state.or.us (WILTFONG Michael) Date: Fri, 25 Jun 2010 10:46:45 -0700 Subject: [Busmgrs] A message from Eric Richards regarding ARRA reporting Message-ID: Good morning, all With summer upon us and the fiscal year about to close out, I have no doubt you are all very busy. I am writing about the ARRA IDEA Part B 611 quarterly report that your district/program is required to complete before June 30, 2010. As of this writing, 87 districts/programs have not completed the report. While there are 3.5 working days left to complete the report, I just wanted to communicate with the remaining 87 districts/programs. Completion of the report is required to retain ARRA IDEA Part B 611 funds. Knowing you all need this money, I am sending this out in a good spirit to make sure you do what is needed to retain it. For those of you who have already completed the report, please disregard this message. As always, if you have any question about this particular ARRA funding stream report, please feel free to call me. Thanks, in advance! Eric Eric A. Richards, Director of Operations Oregon Department of Education Office of Student Learning and Partnerships 503-947-5786 Messages to and from this e-mail address may be made available to the public under Oregon Law. ********************************************************************** This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the sender immediately and delete the communication and any attachments. This footnote also confirms that this email message has been swept by MIMEsweeper for the presence of computer viruses. ********************************************************************** -------------- next part -------------- An HTML attachment was scrubbed... URL: From Michael.Wiltfong at ode.state.or.us Mon Jun 28 13:45:38 2010 From: Michael.Wiltfong at ode.state.or.us (WILTFONG Michael) Date: Mon, 28 Jun 2010 13:45:38 -0700 Subject: [Busmgrs] ARRA SFSF 2009-10 4th quarter reporting Message-ID: Good afternoon everyone, If you have already completed your ARRA SFSF 2009-10 4th quarter report and your collection identifies a submission date and time, please disregard the following note - thank you. I know everyone is working very hard to get everything taken care of before June 30, and this is just a friendly reminder to let you know where we stand for the 4th quarter SFSF report. As of noon today, 71 districts have not submitted their 4th quarter data and I'm starting to get a little concerned. If you have questions or need help, please let me know by responding to this email. Please remember that if there are not any changes to your data, simply use the "Pre-Populate with Previous Quarter's Data and Save" button. You'll need to update and identify which one of the two job impact methodologies you're using and hit the Save button, but hopefully the data submission should only take a few minutes. Information about definite term and general methodologies can be found in the Need Help? section just below your data entry section. For your convenience, I have included two highlights from our FAQs to help with your understanding: 3.6 What is the definition of "definite term"? "Definite term" for purposes of Recovery Act reporting means "a term defined by the recipient during which the recipient plans to pay for a position for a given time. For a school district, this may be the school year. In the case of a government entity, this may be a fiscal year. In some cases, this term could be a calendar year or another term as set by the recipient." 3.7 What do I report for jobs created or retained if my district has not determined the impact of Recovery Act funds (i.e., it cannot use the definite term methodology)? In this case, USED recommends use of the general methodology, illustrated as follows: A school district does not decide at the beginning of the school year how to use its funds; instead, it uses the funds on an as-needed-basis throughout the school year. In quarter 1, the district buys textbooks; in quarter 2, the district pays 100 teacher salaries; in quarter 3, the district pays 100 teacher salaries; and in quarter 4, the district pays for a new roof for one of its schools. Because the use of funds was decided on a rolling basis and there was no way to determine the job impact at the beginning of the school year, the district will report only on the jobs it funded in any given quarter. In quarters 1 and 4, the district will report zero jobs (assuming no vendor jobs were reported) because no funds were used to pay for salaries. In quarters 2 and 3, the district will use the job calculations to determine the total number of FTEs funded by Recovery Act funds for those quarters and report 100 FTEs for quarter 2 and for quarter 3. The following is a list of districts that have not submitted their 4th Qtr data. If you are on this list, but believe your data has already been submitted, please respond to this email. Oregon Department of Education Office of School Finance 6/28/2010 Report: Districts that have not submitted 2009-10 4th Qtr ARRA SFSF data Count Dist_ID Dist_Nm 1 1923 Lake Oswego SD 7J 2 1925 Molalla River SD 35 3 1926 Oregon Trail SD 46 4 1928 Oregon City SD 62 5 1948 St Helens SD 502 6 1949 South Coast ESD 7 1964 Coquille SD 8 8 1966 North Bend SD 13 9 1967 Powers SD 31 10 1973 Port Orford-Langlois SD 2CJ 11 1974 Brookings-Harbor SD 17C 12 1977 Redmond SD 2J 13 1978 Sisters SD 6 14 1992 Glide SD 12 15 1993 Douglas County SD 15 16 2000 Glendale SD 77 17 2001 Reedsport SD 105 18 2005 Arlington SD 3 19 2014 Harney County SD 3 20 2015 Harney County SD 4 21 2022 South Harney SD 33 22 2023 Harney County Union High SD 1J 23 2024 Hood River County SD 24 2043 Eagle Point SD 9 25 2047 Pinehurst SD 94 26 2048 Medford SD 549C 27 2050 Culver SD 4 28 2054 Grants Pass SD 7 29 2062 Plush SD 18 30 2063 Adel SD 21 31 2082 Eugene SD 4J 32 2084 Fern Ridge SD 28J 33 2093 Oakridge SD 76 34 2094 Marcola SD 79J 35 2097 Lincoln County SD 36 2104 Santiam Canyon SD 129J 37 2117 Willamette ESD 38 2139 Cascade SD 5 39 2141 North Marion SD 15 40 2142 Salem-Keizer SD 24J 41 2143 North Santiam SD 29J 42 2144 St Paul SD 45 43 2146 Woodburn SD 103 44 2148 Multnomah ESD 45 2181 Parkrose SD 3 46 2186 Corbett SD 39 47 2187 David Douglas SD 40 48 2188 Riverdale SD 51J 49 2190 Dallas SD 2 50 2197 Tillamook SD 9 51 2199 Nestucca Valley SD 101J 52 2200 Umatilla-Morrow ESD 53 2201 Helix SD 1 54 2206 Hermiston SD 8 55 2209 Stanfield SD 61 56 2210 Ukiah SD 80R 57 2212 La Grande SD 1 58 2213 Union SD 5 59 2215 Imbler SD 11 60 2223 Columbia Gorge ESD 61 2229 Dufur SD 29 62 2230 Northwest Regional ESD 63 2241 Forest Grove SD 15 64 2242 Tigard-Tualatin SD 23J 65 2248 Fossil SD 21J 66 2251 Yamhill Carlton SD 1 67 2252 Amity SD 4J 68 2253 Dayton SD 8 69 2256 McMinnville SD 40 70 2262 Knappa SD 4 71 3997 Ione SD R2 Thank you for your time and efforts to comply with this very import federal reporting requirement. Regards, Michael Wiltfong SFSF Grant Manager ODE ********************************************************************** This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the sender immediately and delete the communication and any attachments. This footnote also confirms that this email message has been swept by MIMEsweeper for the presence of computer viruses. ********************************************************************** -------------- next part -------------- An HTML attachment was scrubbed... URL: