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Assessment 4 - Principal Financial Interview

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37 views19 pages

Assessment 4 - Principal Financial Interview

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api-547373669
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Assessment #4: The Principal’s Fiscal Duties

Mr. David Yoder, Principal


Northern Garrett Middle School

JACQUELINE HAWKINS
Table of Contents
 Determination of School- Level Budget , Slide 3
 Principal's Fiduciary Responsibilities, Slide 4
 School-Level Budgeting, Slide 5 and Slide 6
 School Activity Funds, Slide 7
 Additional Points of Interest Shared by Mr. Yoder, Slide 8
 Students in Transition, Slide 9
 Who You Call for Help, Slide 10
 School-Level Processing and Management of Supplies, Slide 11
 School-Level Processing and Management of Textbooks, Slide 12
 School’s Work in Bids for Equipment, Slide 13
 School’s Work for Facility Emergency Facility Correction, Slide 14
 School’s Work for Facility Long-Term Planning, Slide 15
 Appendix A: Budget Submission Form for NMS, Slide 17
 Appendix B: NMS Detailed Budget Allocations, Slide 18
 References, Slide 19
How does the Board of Education determine the budget for
Northern Middle School?

 The Board of Education allocates a base amount of $50 per student enrolled at the school.
 Additionally, the school receives $1.50 per student for health services.
 The school also receives an additional $35 per student in Special Education, Levels I-III,
and an additional $60 per student in Special Education, Level IV.
 The Board of Education also allocates $1,500 for service contracts, which Mr. Yoder
explained, is for copier and other services that are contracted other ways, and so this
money is not spent.
 The Board of Education allots the school $2000 for School Improvement Team needs.
Mr. Yoder said he uses it mostly for substitutes when teachers are needed for meetings.
 County Budget 2019-2020
 NMS School Budget 2019-2020
What are your fiduciary responsibilities to
the county?
 Principal is responsible for planning and organizing the financial program of activities,
athletics, food services, and general expenses. (Garrett County Board of Education, Policy
CA, Item I)
 Submit a school budget.
 “Responsible for maintaining internal control procedures that provide for effective
management of school funds” (Garrett County Board of Education Policy 726.64)
 Keep a transaction journal.
 Maintain a bank account.
 Mr. Yoder said that he switched to a sweep account that increased the bank interest on the School Activity
Fund accounts.
 Increased interest gives additional budget money for these accounts.
 Deposits and disbursements in account.
 Reconciliation of accounts.
 Fundraising reports.
On what things do you budget the money?

 The budget is largely centralized, and so is controlled at the district level.


 School budget is mostly for department spending and school office needs.
 NMS detailed school budget (Appendix B)
 As an added note, Mr. Yoder, showed, but cannot release a copy of, next year’s
budget. He wanted to show how it will be changing.
 Increased funding to the schools, more than double this year’s amount.
 School will be required to pay for more things that the central office once took care of.
 Gives principals more control over how the money is spent.
 Giving some money for PBIS incentives and meetings that have previously been
funded out of school activity funds.
How is this money allocated within the school?

 The goals of the School Improvement Plan drive the budget.


 Example: There is a goal to reduce chronic absenteeism that relates to the Guidance
Department. They receive money for needs specific to that goal.
 Money is allotted to departments based on specific needs.
 Example: Science department receives more money than other departments as they
must purchase items to be used up over the year, such as chemicals. Also, new
equipment that must be purchased at the school level.
 Mr. Yoder and Ms. Wilt, the school secretary and book keeper, meet monthly to go over
accounts.
 Send out reminders to departments to spend money by a certain date.
 If money is not spent, Mr. Yoder can transfer the money to other departments through
a budget transfer.
 School-level budget transfers must be approved by Mr. Edwards, Supervisor of
Secondary Schools.
What are School Activity Funds?
 Funds that are raised by specific groups within the school.
 Principal is responsible for control procedures to manage school activity funds. (
Garrett County Board of Education Policy 726.64)
 Each grade level has an account as well as student council, yearbook and several other
groups.
 Northern Middle School had a huge fundraiser this fall for the PBIS account and grade
level accounts to fund field trips.
 Goals of this account:
 All field trips are free for students.
 Fun PBIS incentives.
 Community involvement with the school. They have had movie nights and a JTF community night at
the school this fall.
 Mr. Yoder also has a school activity account that he uses to pay for staff meals and
shirts. He tries to promote staff unity and comradery.
Additional Points of Interest about School
Activity Accounts
 County is changing their accounting system.
 All schools are to have the same School Activity Fund accounts and accounts
must be given the same name.
 Mr. Yoder has worked with the principal at Southern Middle School to come up
with the list of accounts to provide to the finance office.
At the school level, are there funds for students in
transition?
 There are not funds at he school level specifically for this.
 Penny Proudfoot is the county’s Homeless Liaison
 Contact her for student needs
 Garrett County Board of Education Policy JLG and Procedure JLG
 Defines a homeless student
 Procedure describes placement, enrollment, transportation, and assistance with finding
resources.
Who do you call when you have questions?

 Other principals
 Mr. Edwards, Supervisor of Secondary Schools
 Alison Sweitzer, Director of Finance
Processing and Management of Supplies and Textbooks at NMS

 “Principals are responsible for ordering, distributing, and accounting for materials
of instruction and supplies in conjunction with the finance department” (
Garrett County Board of Education, Policy CA, Item J)
 Supplies:
 Ms. Wilt processes the purchase orders for supplies from staff.
 Staff must used approved vendors.
 Ms. Wilt sends purchase orders to the finance office to be ordered.
 When items arrive she, delivers them. She also accounts for the invoice and makes
sure it is paid.
 Staff manages their supplies.
Processing and Management of Supplies and Textbooks at NMS

 Textbooks:
 Garrett County Board of Education Policy IJJ
 Procurement is strictly through the central office. See Policy DJ, #7.
 Textbooks are on a seven year cycle.
 Selection committee is the supervisor of secondary schools and others as appropriate.
 Must be available for review by community.

 School Level:
 New textbooks are distributed to the schools who are required to stamp them.
 Teachers are required to account for the distribution and collection of textbooks.
School’s Work Through District in Requesting of Bids For
Equipment

 School does not participate in the process.


 Equipment bid procedures are based on type and cost of equipment.
 Garrett County Board of Education Policy DJ
 The Garrett County Approved Operating Budget 2020 has line items for
equipment at varying expense levels. (Page 122-129)
School’s Work Through District for Emergency
Facilities Corrections
 Garrett County Board of Education Policy 831.1
 Principal is responsible for physical plant operation.
 Directs staff of custodians
 Custodians may perform minor maintenance
 Supported by central office maintenance crew for major chores and repairs.
 If work cannot be completed by maintenance crew, then the Superintendent is
authorized to award emergency contracts under $25,000. (
Garrett County Board of Education Policy DJ)
 The Garrett County Approved Operating Budget 2020 has line items for repairs.
(Page 122-129)
School’s Work Through District For Facility
Long-Term Planning
 Yearly meetings to discuss capital projects that involves Central Office staff and
all principals.
 The Garrett County Board of Education has be focusing on declining enrollment
and aging buildings that need attention. They have developed a
Comprehensive and Strategic Plan for capital improvements.
 Extensive list to address long-term repairs and remodeling to meet the needs of
overcrowding in some schools and underuse in others.
 Many stakeholders have been consulted to create the plan including supervisors,
principals, teachers, members of the community, and the elected board.
Appendix
Appendix A

Budget Submission Form

- Shows allotment per student is $50


per student.

- Shows Health Services allotment is


$1.50 per student.

- Shows additional Special


Education Funds.

- Bottom line amount to budget for


Mr. Yoder is $20,950.
Appendix B
Northern Middle School Detailed Budget Allocations
Page 1

Continued to Page 2
References:
 

Garrett County Board of Education. (March 2020).Policies and Procedures Handbook.

Retrieved from www.garrettcountyschools.org/resources/gcps/policies/toc_00.htm.

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