Business Advisory Group Meeting Business Advisory Group
Business Advisory Group Meeting Meeting Notes June 14, 2016 PRESENT BCOE: Lisa Anderson Adrian Barron Jan Sorenson Allison Bubier Tad Alexander Mary Sakuma Regina Storey DISTRICTS: Jaclyn Kruger Chico USD David McCready, Paradise Marie Hartman, Chico
Julie Bruce Karen Finley Christy Patterson, JPA Travis Haskill Nic Hoogeveen Jeannette Spencer
Susan Watts, Oroville Hi Connie Cavanaugh, Chico Ron Sherrod, Durham
Business Advisory Group 1. Additions to Agenda a. Purchasing b. Negotiation tools 2. HR Updates – Mary Sakuma a. HR is very busy hiring. Superintendent searches are being worked on. Feel free to ask for help with specific searches. 3. SELPA – Rusty Gordon (Absent) a. Billback uniformity (Postpone) 4. Year End Memo - Adrian a. Memo was sent out 5/13/16. If anyone needs a copy, let Adrian know and he will be sure to get it to you. b. Still okay to call System Support @ BCOE after hours. If someone is available, they will answer the call. 5. LCAP – Tad Alexander a. Ideally, LCAP is a collaborative. b. Should encourage budget, Funding Source, $ amount. c. Where in your budget is LCAP funding. d. Use words for transparency e. Discussion on #’s vs. Words f. CBO’s asked, when communicating with the Superintendents, please also communicate with CBO’s. (Keep them in the loop) g. Crosswalk: Adrian’s form is pretty easy. Send in your own if it gives the same needed information. h. Breakout individual items that outsiders will understand. Auditors will [probably also want to see the detail. i. Any Questions, please call Tad. 530-532-5720 j. AB 1200 – same person will talk to you as always. k. Get Adrian 3A,B before approval or will have to go back to the board with corrections if it was needed. 6. Cashflow Accrual/Variance – Adrian Barron a. Nice to be able to take away some lines. b. Some don’t have accrual columns – Please create at the end of your cash flow. c. Get in the practice of doing this. 7. Forest Reserve – Adrian Barron (Handout) a. Got more money. Everyone should have it by now. b. Don’t budget for it next year. 8. STRS on Behalf Payments – Adrian Barron a. Are they all done and in the budget? 9. Timing of Public Hearing Notices – Adrian Barron a. In the newspaper, 10 calendar days before public hearing; no more than 45 days before. st b. In the future, BCOE pays for 1 time and only 1 day publishing. c. If changes, Auditors may make it a finding if less than 10 days.
10. Courier - Summer Schedule – Adrian Barron a. Starting next week – Monday and Wednesday – NO FRIDAYS b. Back to 3 days/wk in August 11. BCOE – Summer Staffing – Adrian Barron a. Doors will be locked. b. Call if you need to come in. 12. Form CEA – Adrian Barron a. Shouldn’t be a problem for anyone. b. If you claim hardship, it may help you. 13. Who’s Open Fridays? Butte County Schools Summer Schedule – Adrian Barron a. Discussion 14. Audit Findings Summary – Regina Storey (Handout) a. Review 15. Purchasing policies – Connie Cavanaugh (Addition) a. Would like others to share any policies that they might in place. Signing limits, purchasing limits? 16. Negotiation tools – Adrian Barron (Addition – Handout) a. Adrian created a spreadsheet that may be helpful. b. After discussion, changes to be made and Adrian will email it to all. 17. RFQ Discussion – Lisa Anderson a. Bids on software – Need to go to RFQ process b. Committee: Connie Cavanaugh, Lisa Anderson, David McCready, Julie Bruce, Susan Watts, Karen Finley, Allison Bubier
HANDOUTS/UPDATES 1. 2. 3. 4. 5.
Agenda Year End Memo Forest Reserve Allocation 2016-17 BAG Calendar Audit Findings
BUSINESS PLUS ADVISORY GROUP 1. 7.9.9 Update – Julie Bruce a. Business Plus is back to normal c. Employee Online check stub still not available d. Time card screen – Developer is reviewing 2. ACA – Julie Bruce a. Julie sent email to all. b. Verify counts are correct, before it is mailed to IRS (By Friday)
Next Meeting Scheduled for Thurs.,
July 28, 8:30 A.M. (BCOE Board Room)
Julie Bruce Karen Finley Christy Patterson, JPA Travis Haskill Nic Hoogeveen Jeannette Spencer
Susan Watts, Oroville Hi Connie Cavanaugh, Chico Ron Sherrod, Durham
Business Advisory Group 1. Additions to Agenda a. Purchasing b. Negotiation tools 2. HR Updates – Mary Sakuma a. HR is very busy hiring. Superintendent searches are being worked on. Feel free to ask for help with specific searches. 3. SELPA – Rusty Gordon (Absent) a. Billback uniformity (Postpone) 4. Year End Memo - Adrian a. Memo was sent out 5/13/16. If anyone needs a copy, let Adrian know and he will be sure to get it to you. b. Still okay to call System Support @ BCOE after hours. If someone is available, they will answer the call. 5. LCAP – Tad Alexander a. Ideally, LCAP is a collaborative. b. Should encourage budget, Funding Source, $ amount. c. Where in your budget is LCAP funding. d. Use words for transparency e. Discussion on #’s vs. Words f. CBO’s asked, when communicating with the Superintendents, please also communicate with CBO’s. (Keep them in the loop) g. Crosswalk: Adrian’s form is pretty easy. Send in your own if it gives the same needed information. h. Breakout individual items that outsiders will understand. Auditors will [probably also want to see the detail. i. Any Questions, please call Tad. 530-532-5720 j. AB 1200 – same person will talk to you as always. k. Get Adrian 3A,B before approval or will have to go back to the board with corrections if it was needed. 6. Cashflow Accrual/Variance – Adrian Barron a. Nice to be able to take away some lines. b. Some don’t have accrual columns – Please create at the end of your cash flow. c. Get in the practice of doing this. 7. Forest Reserve – Adrian Barron (Handout) a. Got more money. Everyone should have it by now. b. Don’t budget for it next year. 8. STRS on Behalf Payments – Adrian Barron a. Are they all done and in the budget? 9. Timing of Public Hearing Notices – Adrian Barron a. In the newspaper, 10 calendar days before public hearing; no more than 45 days before. st b. In the future, BCOE pays for 1 time and only 1 day publishing. c. If changes, Auditors may make it a finding if less than 10 days.
10. Courier - Summer Schedule – Adrian Barron a. Starting next week – Monday and Wednesday – NO FRIDAYS b. Back to 3 days/wk in August 11. BCOE – Summer Staffing – Adrian Barron a. Doors will be locked. b. Call if you need to come in. 12. Form CEA – Adrian Barron a. Shouldn’t be a problem for anyone. b. If you claim hardship, it may help you. 13. Who’s Open Fridays? Butte County Schools Summer Schedule – Adrian Barron a. Discussion 14. Audit Findings Summary – Regina Storey (Handout) a. Review 15. Purchasing policies – Connie Cavanaugh (Addition) a. Would like others to share any policies that they might in place. Signing limits, purchasing limits? 16. Negotiation tools – Adrian Barron (Addition – Handout) a. Adrian created a spreadsheet that may be helpful. b. After discussion, changes to be made and Adrian will email it to all. 17. RFQ Discussion – Lisa Anderson a. Bids on software – Need to go to RFQ process b. Committee: Connie Cavanaugh, Lisa Anderson, David McCready, Julie Bruce, Susan Watts, Karen Finley, Allison Bubier
HANDOUTS/UPDATES 1. 2. 3. 4. 5.
Agenda Year End Memo Forest Reserve Allocation 2016-17 BAG Calendar Audit Findings
BUSINESS PLUS ADVISORY GROUP 1. 7.9.9 Update – Julie Bruce a. Business Plus is back to normal c. Employee Online check stub still not available d. Time card screen – Developer is reviewing 2. ACA – Julie Bruce a. Julie sent email to all. b. Verify counts are correct, before it is mailed to IRS (By Friday)
Next Meeting Scheduled for Thurs.,
July 28, 8:30 A.M. (BCOE Board Room)
