From michael.s.elliott at state.or.us Thu Feb 1 16:06:27 2018 From: michael.s.elliott at state.or.us (ELLIOTT Michael S - ODE) Date: Fri, 2 Feb 2018 00:06:27 +0000 Subject: [Busmgrs] Updates to 2018 TAP Program - Please Read Message-ID: Dear Business Managers, This email is a gentle reminder about the Technical Assistance Program (TAP) program and also provides a clarification regarding the TAP program. Reminder Please remember that the TAP program application period closes at the end of the day on February 15, 2018. We will need to have your completed application by that date if your district would like to apply for a TAP program grant for the 2018-19 school year. We have quite a bit of funding available so chances would be good for the district to receive funding. Clarification On another note, we have received several inquiries about a change to the TAP program. Specifically, several districts have asked whether the TAP program can be used to reimburse costs for work that was previously done. We would like to provide some clarification and updates to that issue. In general, the TAP program is not designed to reimburse districts for assessment work that was completed prior to receiving a grant from the TAP program. The program has limited resources and in order to be as efficient with those resources as possible, it is better for the grants to be awarded before the work begins. This also allows ODE to better track the work and ensure that standards are being met. Additionally, the TAP program recognizes that facility assessment data and long-range plans age. It is important that as districts contemplate holding a local general obligation bond election that they have the most recent data available. The goal of not reimbursing past work is to ensure that districts have the most recent data available to provide the best information to their communities. During the 2015-17 biennium, the TAP program waived that requirement for several reasons. First, the TAP program was developed and implemented during the 2015-17 biennium and we wanted to provide assistance to districts who could not wait for the TAP program to start. Secondly, because of the late start, and knowing that assessments and plans would be due as part of the OSCIM Program grants starting in 2017, we wanted to get as many districts moving forward as possible. Finally, we wanted to provide flexibility to districts as we implemented the new program. In order to facilitate this waiver, the administrative rules for the TAP program specifically allowed work that was completed before the application to be a basis for reimbursement during the 2015-17 biennium. That provision was not continued moving forward. Although the rule is silent, the intent was not to continue that practice. Additionally, we recognize that we could have done a better job of ensuring that districts were aware of this change. These two factors have combined to create confusion among districts. Some districts conducted assessment work, specifically to apply for the OSCIM program, before the 2018-19 TAP program opened. The confusion resulted in the understanding that because the work was done for the OSCIM Program, the work would be reimbursed even though it was completed before the TAP program application period opened. On the other hand, many districts have not started work ahead of the opening of the application period. They have waited to see if they have received a grant before beginning the work. They have met the intent of the TAP program. We acknowledge a lack of clarity on our part regarding when work should be started to qualify for reimbursement from the TAP program. In order to be fair to all districts, ODE is proposing a change to the 2018-19 TAP application period. Please note that this change will only affect the current TAP application period. For all of those districts that have not done work prior to applying for a TAP grant, please proceed per normal. We look forward to your application and potentially providing funding to your district for this work. The application period closes on February 15th. For those districts that have already completed work and would like to seek reimbursement through the TAP program, we are providing this option: 1. The district shall submit an email request for reimbursement to ode.schoolfacilities at state.or.us. a. Requests must be made by the close of the 2018 TAP application period on Thursday, February 15, 2018. 2. In the email, please state for which election the long-range facility plans and facility assessments were submitted as part of an OSCIM Program application. 3. If, after all regular TAP applications have been fully funded and there are 2018 TAP funds leftover, districts that are seeking reimbursement for previous work will be funded. 4. If there are not enough funds to fully fund all districts seeking reimbursement, then a lottery system will be instituted for those districts. 5. Districts will be notified of the decision at the same time as the other 2018 TAP applicants. The following requirements will also apply: 1. Only long-range facility plans and facility assessments are eligible for reimbursement. No seismic assessments done prior to the 2018-19 TAP application period are eligible for reimbursement. 2. Districts seeking reimbursement for previous work must have used the long-range facility plan, or facility assessment as a basis for an OSCIM Program application for the November 2017, May 2018, or November 2019 election cycles for the OSCIM Program. 3. The work must be approved by ODE using the standards of the OSCIM Program. Moving forward, ODE will provide clarity and transparency about how to address this issue. We will be working with our advisory group and are happy to get input from districts about recommendations moving forward. Thank you for bringing this to our attention and your work with Oregon's children in providing them healthy, safe, and warm school facilities. If you have any questions, please let me know. Michael [cid:image003.jpg at 01D31115.819753C0] Oregon achieves . . . together! Michael Elliott Office of School Facilities Team Lead Office of Finance and Administration | Office of School Facilities 503-947-5627 | 503-551-9227 Michael.s.elliott at state.or.us | www.oregon.gov/ode -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.jpg Type: image/jpeg Size: 5209 bytes Desc: image001.jpg URL: From adam.krein at state.or.us Mon Feb 12 07:48:10 2018 From: adam.krein at state.or.us (KREIN Adam - ODE) Date: Mon, 12 Feb 2018 15:48:10 +0000 Subject: [Busmgrs] 2017-18 Common School Fund Message-ID: Good Morning The first payment for the 2017-18 Common School Fund (CSF) has been released and you should see the deposits in your accounts soon. The published report can be viewed HERE. You will likely notice the amount received is less than what we had forecast for this year's CSF payments. We had initially estimated approximately $70 million in distributions, similar to what was received last year, but the first payment from State Lands indicates the total payment for this year will be closer to $59 million. The payments from the CSF are based on a running three-year average of the earnings, never touching the corpus of the fund, so sometimes preliminary estimates don't always align with actual disbursements. We will be adjusting your local revenue forecasts soon and will be rebalancing the State School Fund (SSF) for March's payment to account for this and other updates. The good news is there are higher than expected property tax revenues at the mid-year, which will offset the decrease in the CSF revenues and will help to maintain the funding ratio at current levels. This ebb and flow of revenue and ADMw adjustments are common in the SSF, so this is not of major concern. We're just trying to identify what happened and what we're doing to resolve this issue moving forward to mitigate concern around the state. Thank you and let me know if you have any questions. [cid:image003.jpg at 01D3A3D5.CFFD6C90] Oregon achieves . . . together! Adam Krein State School Fund Coordinator OFA | School Finance 503-947-5678 Adam.krein at state.or.us | www.oregon.gov/ode -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image003.jpg Type: image/jpeg Size: 5301 bytes Desc: image003.jpg URL: From adam.krein at state.or.us Tue Feb 13 14:54:06 2018 From: adam.krein at state.or.us (KREIN Adam - ODE) Date: Tue, 13 Feb 2018 22:54:06 +0000 Subject: [Busmgrs] February State School Fund Message-ID: Good afternoon I hope you are all doing well and staying healthy. The February State School Fund payment has been processed. You can view your statements on the web. District Statements ESD statements The Facility grant applications are rolling in and I'm processing them now. I will be posting the results in the next couple weeks. As a reminder the High Cost Disability Collection is open right now. These are kiddos on an IEP that have over $30,000 in expenses annually and are not being reimbursed through another source. More information can be found on the district site or training area of the interweb. Finally your data is being imported and verified from the estimate of membership and revenue, SECC, poverty etc... I will be posting a new estimate next week which will reflect on the March payment. As well I will be getting the 18-19 SY estimate posted. Let me know if you have any questions or concerns. Adam [cid:image003.jpg at 01D3A4DA.7DEDF950] Oregon achieves . . . together! Adam Krein State School Fund Coordinator School Finance 503-947-5678 www.oregon.gov/ode -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image003.jpg Type: image/jpeg Size: 8616 bytes Desc: image003.jpg URL: From mari.johnson at state.or.us Wed Feb 14 14:21:08 2018 From: mari.johnson at state.or.us (JOHNSON Mari - ODE) Date: Wed, 14 Feb 2018 22:21:08 +0000 Subject: [Busmgrs] 2106 PBAM Link Message-ID: Hi All, I am finding that many of you have lost your link to the PBAM in ODE's conversion to its new website. Following is the new link and the steps to get there: http://www.oregon.gov/ode/schools-and-districts/grants/Pages/Financial-Budgeting-and-Accounting.aspx The steps to get there: >From ODE's homepage click on Schools & Districts >From that dropdown click on Finance Scroll down and click on State School Fund In the right column click on Financial Budgeting and Accounting Scroll down to find the Financial Memos then PBAMs Please let me know if you have any questions. Thanks for being my "coding" heroes!! Mari Sue [cid:image003.jpg at 01D3A59F.0D1F1400] Oregon achieves . . . together! Mari Sue Johnson Financial Reporting Analyst School Finance | Office of Finance and Administration 503-947-5883 mari.johnson at state.or.us | www.oregon.gov/ode -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image003.jpg Type: image/jpeg Size: 5301 bytes Desc: image003.jpg URL: From michael.s.elliott at state.or.us Thu Feb 22 11:07:17 2018 From: michael.s.elliott at state.or.us (ELLIOTT Michael S - ODE) Date: Thu, 22 Feb 2018 19:07:17 +0000 Subject: [Busmgrs] OSCIM Program Message-ID: Dear Business Managers, This is a quick reminder that if your district would like to apply for the OSCIM Program for the November 2018 election, then long-range facility plans and facility assessments must be submitted by 5:00 pm March 1, 2018. If the plans are large, please use our secure file transfer protocol to transfer: https://district.ode.state.or.us/home/. Thank you and please let me know if you have any questions. Michael [cid:image003.jpg at 01D31115.819753C0] Oregon achieves . . . together! Michael Elliott Office of School Facilities Team Lead Office of Finance and Administration | Office of School Facilities 503-947-5627 | 503-551-9227 Michael.s.elliott at state.or.us | www.oregon.gov/ode -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.jpg Type: image/jpeg Size: 5209 bytes Desc: image001.jpg URL: