cfo/ federal programs partnership - esc16.net · focus, student learning outcomes, campus presence,...
TRANSCRIPT
CFO/ Federal Programs Partnership
Plan your work, work your plan!
Jeff Collum, Superintendent of Hallsville Schools Summary since April of 2016
FINANCIAL SOLUTIONS● Overcame a $1.6 million reduction in expenditures and deficit budget combination in June ‘16● Overcame a $2.24 million reduction in ASATR funding in September ’17● Made all changes and reductions in staff without cutting any teaching or campus leadership positions
CHANGE Personnel, Programs, Systems, Mindsets, Financial
IMPROVEMENTSCentral office efficiency, district staffing, leadership team development and meeting focus, academic and attendance focus, student learning outcomes, campus presence, leadership support
CHALLENGESMaintaining academic standards in the midst of change, keeping the eye on the ball, evaluating old systems and mindsets of instructional model delivery, preparing for the growth of our district, evaluating the long range facility plans for the next 8-10 years and beyond
FUTURE The future is very bright, the district continues to grow, our students and staff excel in so many areas, our students have so many opportunities to be involved, parents want their children in our district
T.E.A.M. (Together Everyone Achieves More)It’s all about the TEAM, we are coming together, the dynamics are improving daily, stability, communication, focus
Superintendent’s CABINET
John MartinAssistant Superintendent
Gwen WalkerExex. Assistant to the Superintendent
Mary BrownInterim Chief Financial Officer
Dr. Amber DaubExecutive Director of C&I/PD
Jason Black Director of Federal Programs
IT’S ALL ABOUT THE TEAM!!!
21 years in education various roles; been fortunate to play on some great teams; now building a great team
Husband, Father, Son, Brother, Friend
Student Advocate (Adult Challenger)
Two words: “Streamline and Maximize”
Does the left hand even know where the right hand is???
A good player makes themselves better ; a CHAMPION makes his entire TEAM better!! - Payton Manning
Mary Brown - Interim Chief Financial Officer
● I enjoy staying very busy with all of my families – at home, at church and at HISD.
● I strive to grow and build upon the foundations, perspectives and experience I have gained by working in private industry accounting, public accounting/governmental auditing, and now in the public education finance sector.
● My goal is continue to build upon this experience, as we all work together to be united in focus to provide the highest quality learning environment for all of our students.
Jason Black
Family First! As a fortunate father of three awesome kiddos I love spending time with my family and making sure they know how important they are to my life! My beautiful,awesome wife is also in education as an AP!
Career in education:
● Teacher/Coach ● AP ● Principal ● Federal/Special Programs Director
PA+E=P!!
Thanks for sharing your time with us!
What should you be prepared for?
Some examples:● TEA Monitoring Review● Annual Audit● Compliance
Are you ready?!?!
Our Experience & Status of TEA Monitoring Review for Title II federal funds
TEA requested roughly 20 items pertaining to our current year’s Title II grant funds.
Communication and planning were key as we were only allotted 10 days for gathering information and for submission.
Submission confirmation received - No further response from TEA as of now.
Involving your ESCCommunication and rapport with your ESC is crucial for timely assistance and team work.
Our ESC (Region 7) helped internally audit our information and provided valuable feedback from their more varied experiences and perspectives.
Don’t be the copy guy!Proactive planning, communication, adjustments, and problem solving as a team!
Today's Takeaways:
● Year-at-a-Glance● Sample Documents● Process for communication● Staying positive and being a great
teammate!● Lessons Learned● Ownership & Leadership● Contact Info● Q & A
Year-at-a-GlanceSpring
● Finalizing current budget year and preparing next year’s budget
● DEIC-Begin next year’s CNA process (what works vs. what does not?)- programs, personnel, district initiatives, compliance documents
● Begin personnel, programs & supply budgets- comparability, step increases, changes from prior year,check for compliance
● Ensure compliance documentation is up to date and ready for submission
● DIP/CIP Formative reviews (Feb, May)
Year-at-a-GlanceSummer
● Gather, request and file all SCE/Title notebooks/ documentation and record for 7 yr. filing (May/June)
● Prepare compliance documents for Federal grants (ESSA application and review)
● Ensure compliance documentation is up to date for other federal grant programs and file as well
● Regularly scheduled Fed Prog/CFO meetings● DIP/CIP Summative review (June)● DEIC- Finalize DIP/CIP and budget planning for Fed
Prog/SCE (July), aligned with District budget preparation
● Make adjustments to documentation processes and procedures where needed, prepare new folders, spreadsheets,parent compacts/involvement, etc. (share changes w/ those affected) principal and secretary meeting (Aug)
● Set meeting dates for upcoming year with CFO, Principals, Curriculum Dir., etc.
Year-at-a-GlanceFall/Winter
● August/Sept- Principal Meetings to discuss personnel, Title/SCE budgets and purchasing reminders (EDGAR, 1% Parental involvement, allowable purchases, documentation, etc.)
● Present CNA/DIP/CIP for board approval (Sept/ Oct)
● DEIC/DEIC subcommittee meeting to discuss formative evals, etc. (Oct)
● Monthly Fed Prog/CFO meetings● DIP/CIP Formative review (Oct)
Compliance Toolkit● Sample Fed Prog/ Principal meeting agendas● SCE/ Title Spreadsheet template● Title I Compliance Documentation notebook● DEIC & DEIC Subcommittee agenda and
process- making it relevant to DIP/CIP● Formative Eval sample● TEA Special Programs Monitoring● Grant Expenditures Worksheet ● Sample grant drawdown documentation● TEA Summary of Finance● Special Program Compliance Monitoring● Special Programs required spending and PICs
Communication Processes/ Meetings
● DEIC/DEIC Sub Committee- CNA/ DIP/ CIP (alignment and consistency) (Oct, Feb, June)
● Fed Prog/Principal meetings- Personnel and SCE/Title I Binder Review (Oct, Feb, May)
● DIP/CIP formative and summative review(s) for Fed/SCE program, personnel effectiveness (Oct, Feb, May, June- summative)
● Curriculum Dept/Fed Prog dept meetings to align Title II funds to CNA/district initiatives (June, Aug, Mar/April) or as needed
● CFO/Fed Prog monthly meetings● Superintendent/CFO communication and
Federal/SCE programs impact on the district-planning, etc
Lessons Learned ● Expect changes and differing opinions (a lot of them)
● Be supportive as you keep accountability
● Set expectations proactively and schedule follow up meetings vs. reactively
asking for information needed
● When planning, take time and think through each program (Summer School,
DAEP, etc.)
● Update EDGAR manual annually and include Supt. signature
● Find ways to be visible and help in any campus endeavor you can (it's the things
you do that you don't have to do that garner buy-in)
● Keep it simple!
Building Teams and Developing Ownership! JC?
2016 2017 2018
April 2016Became HISD Superintendent
Principals/ AP’s
Teachers/All Staff
School Board
DLT/ILT
HAVE A GREAT PROCESS? HAVE MORE QUESTIONS? PLEASE SHARE YOUR INFO IN THIS GOOGLE DOC. Let’s visit!
Please leave your email and name for us or email us at: [email protected],
Good luck!We hope these tips will help you in your role and please feel free to contact us anytime!
● Jeff Collum- [email protected]● Mary Brown- [email protected]● Jason Black- [email protected]
Thanking you for visiting with us today!!