From adam.krein at state.or.us Mon Nov 14 09:18:05 2016 From: adam.krein at state.or.us (KREIN Adam - ODE) Date: Mon, 14 Nov 2016 17:18:05 +0000 Subject: [Busmgrs] November 2016 Payment information Message-ID: Good morning everyone It was great visiting with some of you at the conference last week. There were some great presenters and good conversation surrounding our schools. I was asked by a few people when a new estimate will be available. We should have a new estimate within the next couple weeks which we will post to the web. If you have not already, please submit your estimate of membership and revenue 17-18 which closes on December 12th. The November 2016 payments have been posted to the web at the following links: * District payment statements - http://www.ode.state.or.us/services/ssf/districtwarrant-11-15-16.pdf * ESD payment statements - http://www.ode.state.or.us/services/ssf/esdwarrant-11-15-16.pdf Thank you Adam Krein State School Fund Coordinator | School Finance and Facilities Oregon Department of Education | 255 Capitol Street | Salem, Oregon 97310 503.947.5678 -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.s.elliott at state.or.us Mon Nov 14 13:42:31 2016 From: michael.s.elliott at state.or.us (ELLIOTT Michael S - ODE) Date: Mon, 14 Nov 2016 21:42:31 +0000 Subject: [Busmgrs] Update on Lead Reimbursement information requests Message-ID: Dear Business Managers, As the requests for Lead Testing reimbursements start coming in, we see that a number of them are either unclear or incomplete in terms of the information that we need to satisfy the requirements of the legislature. Among other things, quite a number of requests are not specific enough about the location and usage. (i.e. Classroom sink-Other Human Consumption, West Hallway Fountain-Drinking etc.) We need this information to comply with the legislative requirements. We certainly understand that everyone is busy and we are not trying to create more work for you. Our goal is to make this as quick and easy as possible for all concerned. Please find attached a slightly modified copy of the information template, as well as an example copy in an effort to be clear about what we need. You are NOT required to use our template and we are not asking you to re-enter all of your data, but this is the basic information we need in order to process your requests. We need to be able to track each test performed, and the cost of each test, to the particular fixture tested, as well as the qualified use of each fixture. Qualified uses are Drinking, Food Prep, and Other Human Consumption. In particular, we need the date of each test/retest for each fixture. It is simplest to list the fixture, date of initial test, followed by date(s) of each subsequent retest. Also, when submitting data regarding fixture location, use, test dates etc., if possible, please send as Excel attachments. This is not a huge issue with smaller districts that have a limited number of samples, but with larger sets of samples, the time consumed and the potential for error in retyping all the data is considerable. Thank you again for your submissions and for all your efforts in helping keep our kids safe! Brian French and Michael Elliott Brian.French at ode.state.or.us Michael Elliott School Facilities Coordinator | Office of Finance & Administration|School Finance & School Facilities| Oregon Department of Education Office: 503.947.5627 | Fax: 503.378.5156 | *michael.s.elliott at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Reimbursement Template Example.xlsx Type: application/vnd.openxmlformats-officedocument.spreadsheetml.sheet Size: 14834 bytes Desc: Reimbursement Template Example.xlsx URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Reimbursement Template.xlsx Type: application/vnd.openxmlformats-officedocument.spreadsheetml.sheet Size: 14446 bytes Desc: Reimbursement Template.xlsx URL: From mari.johnson at state.or.us Wed Nov 16 11:57:51 2016 From: mari.johnson at state.or.us (JOHNSON Mari - ODE) Date: Wed, 16 Nov 2016 19:57:51 +0000 Subject: [Busmgrs] 2016 PBAM Webinar Message-ID: Greetings All, Michael Wiltfong and I will be presenting an overview of the changes included in the 2016 edition of the Program Budgeting and Accounting Manual (PBAM) tomorrow, Thursday, November 17th, at 2:00 p.m. Here is the link to access the PowerPoint and Handouts and to join the presentation via GoToMeeting: https://district.ode.state.or.us/search/page/?id=257. From the Video Training page, scroll down to "2016 PBAM - What's New? - November 17, 2016." And here is the link to access the PBAM and the Changes Made summaries: http://www.ode.state.or.us/search/page/?=1605. The PBAM's 2016 edition will replace the 2014 edition on July 1, 2017 and the codes within will be used to build your 2017-18 budgets. I hope you are able to join us tomorrow, but if not, please let me know if you have any questions. Thank you, Mari Sue Mari Sue Johnson Financial Reporting Analyst/School Finance Unit Office of Finance and Administration Oregon Department of Education 503-947-5883 mari.johnson at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: From mari.johnson at state.or.us Thu Nov 17 13:30:51 2016 From: mari.johnson at state.or.us (JOHNSON Mari - ODE) Date: Thu, 17 Nov 2016 21:30:51 +0000 Subject: [Busmgrs] 2016 PBAM Webinar - Today 2:00 Message-ID: Good afternoon, A friendly reminder that this afternoon at 2:00, Michael Wiltfong and I will be presenting an overview of the changes included in the 2016 edition of the Program Budgeting and Accounting Manual (PBAM). Here is the link to access the PowerPoint and Handouts and to join the presentation via GoToMeeting: https://district.ode.state.or.us/search/page/?id=257. From the Video Training page, scroll down to "2016 PBAM - What's New? - November 17, 2016." And here is the link to access the PBAM and the Changes Made summaries: http://www.ode.state.or.us/search/page/?=1605. If you are not able to join us today, an audio of the presentation should be posted with the handouts by next week. As always, please let me know if you have any questions. Thank you, Mari Sue Mari Sue Johnson Financial Reporting Analyst/School Finance Unit Office of Finance and Administration Oregon Department of Education 503-947-5883 mari.johnson at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.s.elliott at state.or.us Mon Nov 21 14:52:19 2016 From: michael.s.elliott at state.or.us (ELLIOTT Michael S - ODE) Date: Mon, 21 Nov 2016 22:52:19 +0000 Subject: [Busmgrs] Message for Business Officials and School Facilities Managers Message-ID: Dear Business Managers, Please find a message from OHA below. If you could forward to your school facilities staff as well, that would be much appreciated. Thank you, Michael SUBJECT: Request for information: Oregon Health Authority school lead testing database to launch early December Dear Superintendents, Principals and School Facilities Professionals: The Oregon Health Authority (OHA) has completed and will launch a statewide database of school district lead testing results in early December. OHA has compiled these results into an accessible and transparent map tool that allows the public, media and community to access lead testing results for schools throughout the state. OHA has made great progress in compiling as many results as possible and appreciate the statewide engagement and coordination in making this tool valuable for everyone in the next two weeks. We appreciate the many districts that have submitted testing results to OHA and we look forward to increasing that number to ensure that all school districts are represented. To ensure a successful and inclusive launch, if you have not already done so, please send your lead test results to OHA as soon as possible. Please forward all tests that you have completed since January 2016. You can help OHA's recordkeeping process by sending in the following format: 1. Electronic file (PDF or Word) for each school--or a combined file for the school district (preferred)--emailed to Healthyschool.facilities at state.or.us 2. Combined package for the school district faxed to 971-673-0979. Please note some schools are considered as public water supplies. Results of testing performed to meet Safe Water Drinking Act regulations are typically sent to the regulatory Drinking Water Services Program, and may not meet the goals for testing from the EPA 3T's for Reducing Lead in Drinking Water in Schools: Revised Technical Guidance. Please ensure that you've sent available testing results using one of the two methods above, in addition to meeting regulatory requirements. Thank you in advance for ensuring the accessibility and transparency of your test results. It is recommended that you also post your results on your own website. Together, we are working hard to ensure that the right steps are in place for school facilities to provide a safe and healthy learning environments. Should you have additional questions, please take a moment to review the OHA-hosted Healthy School Facilities website: www.healthoregon.org/healthyschools or email Healthyschool.facilities at state.or.us. You can also reach Curtis Cude, OHA, at curtis.g.cude at state.or.us or 971-673-0975. Michael Elliott, J.D. School Facilities Coordinator | Office of Finance & Administration|School Finance & School Facilities| Oregon Department of Education Office: 503.947.5627 | Fax: 503.378.5156 | *michael.s.elliott at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: From sely at grantspass.k12.or.us Mon Nov 28 08:03:37 2016 From: sely at grantspass.k12.or.us (Sherry Ely) Date: Mon, 28 Nov 2016 16:03:37 +0000 Subject: [Busmgrs] Update on Lead Reimbursement information requests In-Reply-To: References: Message-ID: Hi Michael, Attached are our bills and the spreadsheet completed for our District. Please let me know if there is anything we missed. Thank you! Sherry From: busmgrs [mailto:busmgrs-bounces at listsmart.osl.state.or.us] On Behalf Of ELLIOTT Michael S - ODE Sent: Monday, November 14, 2016 1:43 PM To: busmgrs at listsmart.osl.state.or.us Cc: FRENCH Brian - ODE; KELLY Michael T - ODE Subject: [Busmgrs] Update on Lead Reimbursement information requests Dear Business Managers, As the requests for Lead Testing reimbursements start coming in, we see that a number of them are either unclear or incomplete in terms of the information that we need to satisfy the requirements of the legislature. Among other things, quite a number of requests are not specific enough about the location and usage. (i.e. Classroom sink-Other Human Consumption, West Hallway Fountain-Drinking etc.) We need this information to comply with the legislative requirements. We certainly understand that everyone is busy and we are not trying to create more work for you. Our goal is to make this as quick and easy as possible for all concerned. Please find attached a slightly modified copy of the information template, as well as an example copy in an effort to be clear about what we need. You are NOT required to use our template and we are not asking you to re-enter all of your data, but this is the basic information we need in order to process your requests. We need to be able to track each test performed, and the cost of each test, to the particular fixture tested, as well as the qualified use of each fixture. Qualified uses are Drinking, Food Prep, and Other Human Consumption. In particular, we need the date of each test/retest for each fixture. It is simplest to list the fixture, date of initial test, followed by date(s) of each subsequent retest. Also, when submitting data regarding fixture location, use, test dates etc., if possible, please send as Excel attachments. This is not a huge issue with smaller districts that have a limited number of samples, but with larger sets of samples, the time consumed and the potential for error in retyping all the data is considerable. Thank you again for your submissions and for all your efforts in helping keep our kids safe! Brian French and Michael Elliott Brian.French at ode.state.or.us Michael Elliott School Facilities Coordinator | Office of Finance & Administration|School Finance & School Facilities| Oregon Department of Education Office: 503.947.5627 | Fax: 503.378.5156 | *michael.s.elliott at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: GPSD Water Lab billing.pdf Type: application/pdf Size: 301882 bytes Desc: GPSD Water Lab billing.pdf URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Reimbursement GPSD Lead Reporting Results 6-2016.xlsx Type: application/vnd.openxmlformats-officedocument.spreadsheetml.sheet Size: 15227 bytes Desc: Reimbursement GPSD Lead Reporting Results 6-2016.xlsx URL: From michael.s.elliott at state.or.us Tue Nov 29 22:37:40 2016 From: michael.s.elliott at state.or.us (ELLIOTT Michael S - ODE) Date: Wed, 30 Nov 2016 06:37:40 +0000 Subject: [Busmgrs] Healthy and Safe Schools Plans Message-ID: Dear Business Managers, I wanted to reach out and touch base with the districts regarding the progress with the Healthy and Safe Schools plan (HASS). For many of you, I know it may seem like your drafts were submitted and have been forgotten. This is not the case. I have recently been brought onboard to assist with the program and the Lead Testing reimbursement program. I appreciate your patience as I have been getting up to speed. We see the HASS plan as an important document, not just busy work, and believe its primary function as a tool to provide clarity and transparency of school safety issues to the public. To that end, as you craft your plans we would like to see plans that not only adhere to the rules, but are as user friendly as possible. To date, I have received and examined 203 plans. The instruction I was given was to evaluate whether all required elements were addressed, not whether it was or wasn't a good plan. I understand that this is just a draft, but only something in the neighborhood of 10% of them are satisfactory as submitted. Given the high level of problems with the plans I thought it would be better to let every district know about common problems. This would enable districts to address these problems and work collaboratively on solving them. 1. Lead in Drinking Water Testing The largest difficulty is with planning for dealing with lead in drinking water. As most of you are aware, this has become a high profile, hot button issue that has drawn much attention from the public and the media. What I find in the plans is that often they have directly copied the sample information we provided, with absolutely no changes. Because the language provided contained wording saying that plans "should" do one thing or another, it is completely meaningless as a plan without changing should to will. Quite a number state that testing has been done or will be done but lack specificity as to when. But probably the largest issue is that most do not address any kind of ongoing testing for the future or lack in sufficient specificity to actually be a "plan". Please be clear, we are NOT telling districts that they must test or retest on any particular schedule. However, districts need to tell their communities what the future plans will be. 2. Communications There are also quite a number of plans that have difficulty with the Communication section. There seems to be reluctance to include some of the required forms of communication, particularly email. Because ORS 581-022-2223 (Rule 22) requires test results to be made available by posting on their website, through their email system, AND hardcopy at the main administration office, within 5 days, many plans fail. 3. Missing/Inactive Webpages/Links A significant number of plans where the links are missing or inactive. In most cases I suspect that districts are aware and intend to correct this. Once again, I realize this was only a draft. I also have some concern that many plans direct users to their website, but the information is often either missing or difficult to find. In a few cases, the websites required authorization or a password to obtain access to the information. Again, we believe the focus should be on clarity and transparency. Beyond that, there are an assortment of issues, most requiring only minor changes in wording or just basic proofreading. And yes, I remember, these are just drafts. I am happy to work with districts individually to help ensure that your HASS plans are satisfactory. Please forward this message on to those that re responsible for maintaining the HASS plans. Thank you for your devotion to keeping kids safe. Brian French Brian.French at ode.state.or.us 503-947-5968 Michael Elliott, J.D. School Facilities Coordinator | Office of Finance & Administration|School Finance & School Facilities| Oregon Department of Education Office: 503.947.5627 | Fax: 503.378.5156 | *michael.s.elliott at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: