Presentation Title

September 22, 2010Secretary Meeting1Lakeshore LearningTexas Regional ManagerChris AbernathyOffice: 1-800-521-5354 ext. 7673Cell: (817) 239-7234Email: cabernathy@lakeshorelearning.comLakeshore Website

Integrated Pest Management for SchoolsEnvironmental Safety Manager/IPM CoordinatorBill KnightExt. 0216Email: bknight@dentonisd.org

1981 School IPM in Texas Chillicothe ISD

1991 HB 2751 required school districts in Texas to practice IPM

1995 Enforcement by Texas Structural Control Board

2008 Enforcement by Texas Department of Agriculture

3 year audit schedule (DISD audited 11/2009)Integrated Pest Management (IPM) in Texas SchoolsAn environmentally sound approach to pest control

Quality pest control using the least hazardous chemicals and techniques

Best management practice for pestsWhat is IPM?IPM is a strategy using multiple control tactics to ensure that:pest populations are managed at acceptable levelsrisks to people, other non-target organisms, and the environment are minimizedthe pest control program is practical and economicalIPM Defined:Available on the Operations webpageFour Pest Management Objectives:Manage pests to prevent interference with the learning environmentEliminate injury to staff, students and othersPreserve the integrity of buildings and structuresProvide safest playing or athletic surfaces possible.DISD IPM PolicyPest Identification

Action Thresholds

Inspections/Monitoring

Use of multiple control tactics

Teamwork

Essential Ingredients for IPM

The Pest TriangleFOODWATERHARBORAGE

The IPM Triangle

PESTICIDES

BIOLOGICALCONTROLS

PHYSICAL/MECHANICAL CONTROLS

PEST PREVENTION/SANITATION

The Pest TriangleFOODWATERHARBORAGE

The Pest Triangle

FOODWATERHARBORAGE

Reduce a requisite - reduce a pestPermanent Notice in various places around the campus

Temporary Notice posted for 48 hours before the treatment

Needs to be removed the day after treatment

Pest Treatment NoticesStored in a central location on campusMaintained by a single individualAll pest control problems are noted in the logAdams will check the log upon arriving on campus for the scheduled monthly visitAll pest control requests need to be directed to the IPM CoordinatorNo one on campus should contact Adams Exterminating directly

Campus Pest Sighting LogBiting or stinging insects can be dealt with immediatelyAll other pest control applications occur after 48 hoursIncidental Use applications: Fire ants on playgrounds WaspsContact person who maintains campus Pest Sighting Log to notify IPM CoordinatorA limited number of DISD Maintenance Personnel can apply pesticides for Incidental UseResponding to Pest Control RequestsReport all pest sightings to the pest control contact person on your campus as soon as possibleDo not keep food in classroomsFood in lounge areas should be kept in plastic sealed containersAny pet food in classrooms should be kept in sealed plastic containersClean out any clutter in your classroom or officeIPM: A Cooperative EffortReport any cracks or crevices around the building that could yield access to pests

Report any shrubs or trees that are in contact with a building or roof

Report any ant mounds on school grounds

IPM: A Cooperative EffortProcedures and Guidelines Manual UpdatesNew Contact List/Important Dates (xv-xxii)Purchasing Updates (1.3.5)Transportation Rate Changes (2.12.3.1)New Account Codes (Chapter 3)New Records Management Forms (Chapter 4)Expenditure audit trail/Revenue audit trail procedures (5.4)Facility Rental procedures (6.7)Returned check procedures (8.3)Fund raiser procedures (8.7)Donation procedures (8.9)Activity Fund procedures (Chapter 9)Publication procedures for PTAs/Booster Clubs (10.3)Notary Public procedures (10.4)

A few remindersT-shirts can be purchased for fund raising purposes only.

All original add/change vendors forms can be sent directly to the purchasing agent, with a completed Conflict of Interest Questionnaire, when required.

The procedures have been added to section 5.4 on running an expenditure audit trail and revenue audit trail report. These reports are helpful to view individual entries for each account.eFinancePLUS example

All check requests must have CR in the comment field from now on, and there cannot be any other information listed in that field. If there are special instructions, that information should be entered in the freight field. A check request will not be processed until it has CR in the comment field.AP Workflow ProcessAnytime a requisition is converted, an electronic copy is stored in a network folder, that Laserfiche pulls from.When the electronic documents are pulled into Laserfiche, a quick fields session runs to pull the following information from the purchase order:Vendor Number/NamePurchase Order NumberThere is no longer a yellow copy of the purchase order produced the AP department receives it electronically.Once the corresponding invoice and pink receiving copy of a purchase order are received, they are scanned in and attached to the original copy of the purchase order and are ready to be paid.Once a check is cut for a purchase order, the system automatically matches the purchase order and back-up documentation up with the check.AP Workflow ProcessA quick fields session also runs on the incoming check documents, and pulls the following information:Vendor Number/NamePurchase Order NumberCheck NumberBudget Unit

The AP department then double-check the information, and mark the document complete, where it is stored according to its record retention schedule.

New Secretary?If you are new to the district or need a refresher on the steps for proper Records Management please pick up a copy of last years PowerPoint presentation.

All of the Records Management Forms are located under the Business Office website.

Quick ChecklistIs this a copy or a record?

Check Retention Schedule for proper length of time to keep the record.

Place records for storage in proper Records Box. (Submit box request to Sandy Garza.)

Properly label boxes when storing. (Keep a log.)

When records have met their retention, submit a Request to Destroy Form.

Records will be destroyed at the warehouse by a shredding company.

HighlightsSchool Year 2009-2010 approx. 34,568 lbs. of documents were shredded through Records Management.1st school to call me Ginnings Elementary. One of the bigger cleanings Calhoun Middle School.Other schools visited Hodge, Houston, Providence, Rivera, Crownover, Harpool and ATC.Offices visited Special Ed., HR Central, HR Annex, Testing, Health Services & Business Office. THANK YOU to those campuses and offices that have been consistent throughout the years with Records Management.

Whats New?After 17 Years. the School District Retention Schedule from the Texas State Library and Archives Commission (TSLAC) has been updated!! Woo Hoo! Oh Yeah!!

What does this mean for you?Must confirm that retention periods are accurate.Many of the records are changing from a 7 Year to a 5 Year retention, with the exception of a couple of records increasing in time.All records will fall under the new schedule's retention period, even those created while the other schedule was in effect. (Per TSLAC) The new schedule will be emailed to you.

Examples of New Records Listed

NotesQuick List will be mailed to each campus.

New Retention Schedule will be emailed.

All destruction of Records needs to be documented and destroyed through the Records Management process.

Schedule an AppointmentI have been directed to visit every campus this school year. Therefore, I will email my calendar to you so that you may choose your date. If I dont hear from you, I will give you a call.

You may schedule a morning or afternoon appointment.

I will be happy to spend as much time with you as necessary.

Contact Information:Sandy GarzaExt. 0035 sgarza@dentonisd.org Budget AmendmentsTeacher Lounge Accounts If your campus had a balance remaining at the end of school year 2009/2010, you may submit a budget amendment to move the funds from 4611-11-00-XXX-99-000-6000 to 4611-23-TL-XXX-99-000. To check the balance remaining in the TL account, run an expenditure audit trail report (5.4.3). Be sure to use 4610 and period 13. This report will give the remaining balance for that account.

Budget AmendmentsSpecial Accounts Prepare budget amendments for any funds that were in special accounts. The business office only moves prior year textbook money to the current year. Example: If the library had a remaining balance in 2009/2010, you will need to submit a budget amendment to transfer the funds from 4611-11-00-XXX-99-000-6000 to 4611-12-00-XXX-99-000-6000.

Remember that the host account for Fund 461 and 890 is 6000.Educational LeaveThe procedures for educational leave are located in the Procedures and Guidelines manual, starting at section 7-17. Activity FundsThere are two types of activity funds:Campus Activity Funds (CAF)Student Activity Funds (SAF)Accounting for these funds may be centralized with all financial activity flowing through a centralized acctg sys., decentralized with all financial activity flowing through a separate campus acctg sys. Or a combo of the two sys. Denton ISD uses a combo of acctg sys.32Campus Activity FundsThe Campus Activity Funds (CAF) benefit the campus, and the decisions are made by adults.

Fund 461Acctg is performed through the e-Finance + sys. With all deposits recorded through the cash receipts sys. And all disbursements going through A/P. An example is a campus wide cooke dough fundraiser that benefits the entire student body.33Student Activity FundsStudent Activity Funds (SAF) benefit a specific student group, and the decisions are made by the members of that student group.

Fund 890 and Campus CheckbookAcctg is performed through the e-Finance + system and the cmapus checkbook. Secondary campuses use the QB acctg software and elem. Campuses use a manual acctg system. An example is cheerleaders sponsoring a car wash to raise $ for spirit supplies. Band fundraiser for their annual trip. T-shirt sales can be a fundraiser for the student groups. STUCO sponsoring a Howdy Dance. DJs are paid through A/P in the e-finance + system so the campus must make a deposit to their 890 account so the check can be processed through an 890 expenditure acct. We have 5 elem. Campuses that do not have checkbooks. Are there any questions or comments regarding CAF and SAF?34Did you knowIt is a felony to misuse public funds regardless of the dollar amount.

The following procedures and guidelines related to CAF and SAF are being implemented to protect everyone involved with cash handling.35Responsibilities in relation to Activity FundsPrincipal

Secretary/Bookkeeper

Activity Sponsor

District Accounting DepartmentPrincipal-has ultimate responsibility for SAF and CAF transactions; safekeeping of $; proper acctg/admin; approval of disbursements. Secretary/bookkeeper-records all activity; reconciles bank acct and individual accts on a monthly basis;assists sponsors; maintains annual list of student clubs, sponsors, officers; keeps the principal informed of any problems/concerns. Sponsors-attends annual info mtg; safekeeping of $; spends $ within guidelines; maintains records; reconciles account to P & L monthly a dn questions discrepancies;maintains copies of mtg minutes, attendance, etc. District acctg dept.- trains secr/bookkeepers;distributes rpts;review QB and sales tax rpts; reviews fundraising rpts and put the budget in place for fundraisers so that the $ are available for POs, monitors profit margin.36Deposit ProceduresSecurityVerificationDeposit Reconciliation FormDISD Website Sign-InDepartmentsBusiness OfficeFormsDeposit Reconciliation Form listed under AccountingDeposits are to be made on a weekly basis.

This procedure is referred to in several sections in the manual. I am referring to section 9.1.2.1 Security--$ kept in a secure location during the day and locked up in a vault at end of day. Verificationsecr/bookkeeper and sponsor count $ together, verify total deposit amt, and sign off on the totals. Complete example of Deposit Recon Form. Deposits are to be made on a weekly basis or more frequentlyl during a fund raiser.37Payments to IndividualsPayments to individuals for services need to go through the 461 or 890 fund.

DO NOT PAY INDIVIDUALS FOR SERVICES through your checkbook. This causes a 1099 issue at the end of the year.An example is a clinician and a DJ. If a DJ is paid by more than one campus, they could have an income of more than $600 which is the threshhold for sending a 1099 MISC at the end of the calendar year.38Financial RecordsFinancial record keeping example notebook.Future training details to be sent via Weekly Tips.

Bank Reconciliation ExpectationsFuture training details to be sent via Weekly Tips.

If you need help reconciling your campus checkbook, please contact Sharon Harris at ext. 0012.Show E.P. Rayzor notebook. Tabs and running ledger balance. Check register should be current with balance showing in the register.39Internal AuditsThe Business Office will be conducting periodic surprise audits of each campus/departments financial records. The audit may include, but is not limited to:Checkbook ReconciliationsTimeliness of DepositsLocation/Access to VaultPetty Cash Accuracy The internal audits will begin in October.40Any Questions???