Local District Northeast Principals Meeting May 6 2020

Local District Northeast Principals’ Meeting May 6, 2020 Budgets Under Extraordinary Circumstances

Presentation Objectives Learners will review: relevant guidance and budget timelines for both General Funds and Categorical Funds information about which funds carryover to 2020 -2021 updated Title 1 and PACE information, including creating Budget Adjustments and holding SSC Zoom Meetings

Fiscal Resources Budget Meeting with Fiscal Specialist o Budget Availability Report – review overdrafts and underutilized funds o Position With Incumbent Report - check vacancies for possible salary savings o Payroll Expenditures Report – review detailed charges by program or commitment item Budget Adjustment o The principal communicates with his/her LDNE Fiscal Specialist to confirm budget availability and to determine how funds can be repurposed. o The Fiscal Specialist completes the School Budget Signature Forms as per the principal’s indications and then emails them to the principal.

Fiscal Resources Continued Donation Checks o Email a photo or scanned copy of the check with the completed/signed donation form to the Fiscal Specialist o Once the Fiscal Specialist has emailed back the completed donation form, send the original check and the completed donation form from the Fiscal Specialist to: LAUSD Cash Receipts Unit 333 South Beaudry Avenue, 26 th Floor Los Angeles, CA 90017 Attention: Tessie Pagtalunan

Fiscal Reminders Open Purchase Orders (POs) – Goods Receipt (GR) o Here is the LRP link to check for open POs https: //psd. lausd. net/lrp_shopping_cart/ o Review the report and make sure to process a Goods Receipt (GR) for POs where items/services were received/provided. Carryover Programs – Refer to Carryover Memo MEM-2464. 16 Procurement Year End-Closing Timelines – Refer to MEM-6016. 7 (Revision 2) o 05/15/20 (8: 00 pm) - Low Value Purchase Orders for Goods/Services (Up to $25, 000) o 05/20/20 – Shopping Cart for Books and Instructional Materials Orders o 06/12/20 – Imprest Fund Claim Reimbursement Requests o 06/19/20 – P-Card and T-Card Purchases o 06/24/20 – P-Card, T-Card, and Toshiba Ghost Card Reconciliation o 06/30/20 – Online Goods Receipts (Receivers)

Fiscal Contacts LDNE Fiscal Unit -Chris Iya, Fiscal Services Manager, chris. iya@lausd. net -Jo. Ann Jackson, Fiscal Specialist, joann. jackson@lausd. net -Michael Devera, Fiscal Specialist, michael. devera@lausd. net -Sue Shu, Fiscal Specialist, sue. shu@lausd. net -Jeri Reed, Procurement Buyer, jeri. reed@lausd. net -Nennet Paulino, Coordinating Financial Manager, maelisa. paulino@lausd. net

PACE Resources NEW Agenda Requirements • MUST have Zoom meeting information including the URL, meeting ID, mobile conference number, and password/code • MUST be posted on the school website at least 72 hours in advance along with any documents needed for the meeting • MUST contain Public Comment information - # of speakers and # minutes per speaker • Must contain details about how voting will take place – voice or show of hands with video or only on the chat

PACE Resources NEW Minute Requirements • MUST have Zoom meeting information including the URL, meeting ID, mobile conference number, and password/code • MUST include a summary of attendance – who attended by video conference and who attended by phone (audio) • Must include details about voting for EVERY Action ITEM Reminders • Minutes should reflect the agenda • Use the sample minutes as a reminder of procedures for the meeting

PACE Resources NEW Sign-in Requirements • MUST sign-in on Chat feature for Zoom – save the chat and print • Optional – Use a Google Document – all stakeholders must have access to Google Document • MUST include a summary of attendance – who attended by video conference and who attended by phone (audio) in the minutes and Chat

PACE Resources Zoom for SSC – Best Practices • Review the Zoom for SSC – Best practices prior to a meeting • Reach out to members and make sure they know how to join a Zoom – don’t assume every stakeholder group knows how to use Zoom • Expect technical difficulties – they are inevitable, but they can be resolved • Zoom Host has too many responsibilities on the Chat – they should not be a member or translator

PACE Resources Zoom instructions for Parents • Visit the LDNE Continuity of Learning for resources to help parents join a Zoom meeting • Instructions are available in English, Spanish, and Armenian https: //sites. google. com/lausd. net/ldne-resources-for-parents/home

Title 1 Resources LDNE Title 1 Webpage (includes links to all resources listed below) FSEP: Frequently Asked Questions-COVID 19 Budget Adjustment Request Process-COVID 19 SPSA Modification Template and Sample SSC Zoom Meeting Agenda and Minutes Important Deadlines

Budget Adjustment Process-COVID 19 1. Once the principal has communicated with the Fiscal Specialist, secured the School Budget Signature Forms, and met with the SSC, a SPSA Modification also needs to be completed, aligned to the funds that have been re-purposed. 2. The principal emails these 2 documents, the School Budget Signature Forms and the completed SPSA Modification, to the LDNE Title I Coordinator; the SSC Agenda and SSC Minutes from the Zoom meeting must also be attached to this email. 3. The LDNE Title I Coordinator will secure the necessary electronic signatures; once all the approval signatures have been obtained, the Fiscal Specialist will process and then post the BAR (this is the Hello. Sign Process explained later). 4. The LDNE approved BAR will be sent to the principal for future Title I transactions or for school files. These documents will also be uploaded on the 2019 -2020 Online SPSA.

Budget Adjustment Request - Reminders For a future Shopping Cart with 7 S 046 funds, the LDNE approved SPSA Modification, the SSC Agenda and SSC Minutes from the SSC Zoom meeting, and any quotes & principal emails(for technology) must be attached to the Cart. Equipment Purchase Orders will now be allowed if placed by MAY 15 and must follow strict guidelines. See COVED-19 Title 1 FAQ #7 at the following link: https: //achieve. lausd. net/Page/16662 Supplemental Instructional Materials/SIM that are Title I approved can be purchased from the LAUSD District warehouse; the link for that information is: https: //achieve. lausd. net/Page/13485 Other Books for the school library or for Teacher PD is an allowable item Teacher X-time (Non-tutor) can be used for teachers to meet on Saturdays or beyond the regular assignment to analyze data and to plan for instruction Tutor Teacher X-Time can be used as at long as it takes place beyond the regular assignment BARs must be submitted to LDNE by the deadline: Wednesday, June 3, 2020.

Contact Information for Technology Providers Arey Jones 800 -998 -9199 Apple Vendor Contact Jamie Perez @ 213 -841 -9296 The quote must include that the equipment can be delivered by June 30 th The principal must also be flexible regarding purchases; if, for example, Dell Chromebooks were requested, but only HP devices are available, then the provider would first notify the principal to proceed. Please note that in this example, laptops could not be switched out for the Chromebooks.

Important Title 1 Deadlines 5/15: Purchase order deadline for Goods/services under $25 K 5/15: Deadline for Shopping Cart purchases for Equipment 5/20: Deadline for Shopping Cart purchases for Other Books, SIM (non Warehouse) 6/3: Deadline for Title 1 Budget Adjustments 6/19: Deadline for Regular Warehouse Shopping Carts 6/19: Deadline for P-Card and T-Card Purchases

Securing E-Signatures: The Hello. Sign Process Step 1: You will receive a “Heads Up” email

Step 2: A second email will arrive. Click on the “Review and Sign” link.

Step 3: Click on “Get Started” link

Step 4: Click on “Click to Sign”

Step 5: 5 A-Select method of signing on menu bar to the left. (“Type it in” is recommended). 5 B-Then type your name in the box. 5 C-Click on “Insert”. 5 A 5 B 5 C

Step 6: Your signature will appear after inserted. Then click “Continue”

Step 7: Click “I agree” to the Hello. Sign Terms of Service. An automatic email will be sent to show that you have finished signing the document.

Questions & Answers