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Today's agenda.

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If there's any questions, please let me know. Welcome again to our policies and procedures meeting.

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But I thank you all for coming. I know it's been, it's been a while since we've been together and we have some stuff that we need to talk about. I want to do some housekeeping.

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basically just give you some updates on where we are and what I'm just saying.

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But before I really talk about that, I just wanted to reflect a little bit about purchasing

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and where we've come and where we started, then with the district 10 years now and we've

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had a lot of change, a lot of change over within the buildings and a lot of change in our

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to sing and our policies and how we do things and you know the reason why we started this

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meeting was to help keep everybody informed of those changes and you know I remember

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clearly one of my meetings telling you changes good we shouldn't be afraid of it it's

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something we should welcome because it helps us grow and it helps us you know make our processes

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understand our processes and it makes them easier for us and it gives us a forum this meeting

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to come together and to talk about the problems and the issues that we have and how to fix them.

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So I'd like to do a little bit of purchasing housekeeping right now. I know there were some updates to the policy.

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And I know people are happy about it because there's no longer a thousand dollar rule as everybody stands.

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Part of things, thresholds now have been up to $10,000, which is great for everybody, especially

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when we're trying to purchase stuff and we can't get folks and people are not responding

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to our bids.

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So the $10,000 with our shelves really, really helps.

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Does anybody have any questions out there about the new purchasing policy?

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Okay, I guess if not, you can always call me offline and we can talk about it.

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Also, I wanted to go over your rents.

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We're at that point in the school year that it's made.

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So we have to start closing out wall or open purchase orders.

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Get all your orders in, get the recorded.

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Get your receiving copy sent to, you know, accounts pay bills so they can pay the bills.

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June is just around the corner and with June comes the new year and the new budget.

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And leading into the new budget we have the vote in May and as soon as the budget passes

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and in vision is turned over to the 26-27 school year. The business office will be sending out an email

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to let you know when it's okay to start opening your peos. So the new school year, the new budget,

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If there's any questions in regards to your allocations or your account codes, et cetera, please reach out to the business office.

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We've been warm and happy to help Anthony Marcy and I.

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We kind of like try to help each other when it's especially the beginning of the new year of anybody who needs any guidance on that.

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Now, the new change this year and it's a very important one and it's.

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district. We are going paperless, which that means as of July 1, all office managers and

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reposition is will be required to use the line item receiving to pay all invoices on

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orders except for open purchase orders. In order to prevent the back and forth of the emails

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for approval to pay these invoices, we are going to go paperless. It's an electronic process

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And it's easier for accounts payable to just be notified electronically to pay the invoices.

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We're going to be relying on everyone's cooperation and this transition to the paperless accounts payable.

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It's going to take some time. They're going to be some bumps like they usually is when we have, you know, we first stuck a process. So bear with us.

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And if you have any questions, we'll walk you through it.

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So we're going to need you to really, really cooperate with this.

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It's going to be a mandatory thing to do for next year.

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It's going to be a big change for most of you because not everybody right now was using line line and receiving,

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but it's a necessary one.

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And it's because the auditors are internal auditors did it on the receiving end

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and we're out of compliance because we're not using line line on receiving.

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So we have to be in compliance in order to do that. We have to turn over to electronic on that.

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Now that brings me to line item receiving. Now this is not something that you haven't heard before.

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Unless you're brand new to the district, maybe you haven't heard it, but that's okay.

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In order to have a clear audit trail, you must attach either the packing slip and or the sign receiving pink copy indicating the order was received to the line item.

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receiving file attachment page. Now those of you who have been on these meetings before know

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that line on receiving was something I introduced in a district couple of years ago, not everyone

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is using it. We need to make sure that everyone this year starts using it. In order us, again,

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to be compliant with the orders, we need to make sure that we make it effort to make sure that we

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or use it. Okay. This process of including the attachment indicates to the accounts payable team

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then the invoice can be paid. The once you receipt your vendor orders in line under receiving

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and attached the package slip or the resend or the receiving copy. You no longer need to send it

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via email or snail mail to the accounts payable department. It automatically gets put into

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In vision and they can bring it up on in vision and they see the attachment.

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It gets attached to the participatory in the payables file.

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Lying on receiving is mandatory for all orders except for open purchase orders.

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And if you do not use the line item receiving,

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then I'll have to reach out to the administrators to keep us all in compliance.

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So it's important that if you do not know how to use it,

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reach out to me, I will sit with you.

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I will show you how to use it.

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It's really relatively easy.

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What you're doing now by emailing the packing slip

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and emailing the receiving copy to AccountsFabel,

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you'll be doing the same thing instead of emailing it,

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you're just attaching it to the PO file.

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Where it automatically stays in envision,

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your approvals there, and it makes the payable process easier

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and it helps AccountsFabel pay the bills

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in a more timely fashion.

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So what this means is there is no back and forth with the emails.

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So if anybody needs training on it, please reach out.

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There's directions on my webpage.

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Instructions.

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There'll be a video posted on my webpage.

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I'm going to be working on getting that on today.

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Like I said, if you are just not comfortable using it, that's fine.

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Call me.

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I'll come and sit with you where you can come here

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and we can walk through the process.

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This is very, very simple. And it's something that is mandatory. And we need to do it. We need to be in compliance with our orders.

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Also, something new that's changing this year is that we're moving from a data to Amazon.

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And everybody is aware that we're doing this move. Guess I've been speaking about it for the past few months.

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Amazon has their user sheets completed. They're busy making the accounts on on Amazon business.

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Once they've set up, you're going to be getting emails from them.

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Coming soon, letters will be sent to the schools where you can post it on your, you know, post it and distribute it out to all teachers and users will be using Amazon.

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It'll just give them a breakdown as to what to expect.

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There's also going to be a launch letter that's going to be sent out after the next

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couple of weeks when everybody's accounts are ready, so that way everybody will be getting

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emails.

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There's a work around on some of you who have accounts already set up on Amazon Business.

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Amazon will reach out to you separately to show you how to take that account and transfer it into the user accounts that we're using for a wine item ordering.

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So you'll be getting the secondary email from Amazon. Let me know how to switch it and change what you have already.

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Okay. Once the budget is open, please place an open-party sorted Amazon, which includes all

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your teachers and any amount you will need for the year. You will only need to open one purchase

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order for the code. Example, if you have 15 teachers in one department and you pay them on a

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50 code. You can open a purchase order for $100 each teacher for 15 teachers. The open

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PO would be for $1,500. That purchase order once it's done and completed will be put

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on the user sheets that you've already set up and sent back to me. Amazon will record that

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PO number on the allocation for the teacher on the user's account. So that way they can go

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over what their allocation is.

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If they do go over what their allocation is,

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what we need to do is then increase the PO,

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and then we'd have to send an email on an update sheet

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to Amazon, letting them know that you're increasing

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that particular purchase order for that teacher

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and their allocation.

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Similar to how we use the handle and data.

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Now, the benefits of using the Amazon accounts

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Is that anything that the teachers order or is something gets ordered by the teacher and they no longer have it in stock?

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The teacher would be automatically notified and then it automatically comes off of their account that order.

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If they're ordering 15 pencils and the pencils that they wanted are no longer available on Amazon,

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what happens then Amazon will let them know and then doesn't charge them for the 15 pencils.

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So it's automatically done on their account.

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It's live time action.

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So what you're going to be able to see everything on your account,

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live time, which will help with teachers

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and I'm having to worry about, oh my God,

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I ordered something and I never got it,

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because it was just, you know, it was no longer available.

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Well, if it's no longer available,

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the teachers will be notified right away.

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They'll get the email.

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They'll see it on their account,

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and then they can automatically green order something else

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in place of, now.

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As soon as the PO is run, I need you to get me that information

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on the use of seed and send it to me.

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Teachers should be placing their orders before they leave, right?

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The orders are good for 14 days.

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Their cards, if they're not final approved within the 14 days,

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then they automatically go back to the user to resummit.

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They can only hold the pricing for 14 days, more than that, we can't expect them to do.

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Or it must be for $25 a more, similar to, you know, a debtor, as possible,

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of trying to keep the world similar so that way it doesn't completely boggle everybody's minds out there in the world,

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because I know, you know, teachers like to have everything the same.

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Anything under $25 will not be approved and the account, of course, if it's an emergency or it's needed,

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there's always exceptions to the rules, but you'll have to let me know before I disapprove the cart that this,

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this is an emergency we need to get this, they needed tomorrow.

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Okay.

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Order's follow the same approval pass as the approval pass that we set up in

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envisioned. So everybody knows who's getting the orders you're

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administrative to see the orders, the principles and the buildings, the

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poofers, approval is to me. They cannot spend all, they can't over-expend their

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alopecus, there's real money associated with their account. If they order $150 worth of

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And they only have 175 dollar allocation, then they'll see that they have a 25 dollar balance on their account.

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It's automatic, it's done there, they'll see it.

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It's not something that you have to change to find.

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It's something that the use of their account is placed on the user,

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so that way the teacher see everything in real-life time.

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Okay? Well, ordering for teachers should be done and completed by the end of October, October 31st, similar to how we set up a data, all of the uses can place their orders until purchasing closes.

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Once and what it is received, the uses have the ability to receive their order right on their Amazon account.

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If it would have received an option on their account within the week, then the usable run the risk of having their ordering privileges taken away.

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This is important for teachers who do not receive their orders.

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I mean, you know, I can't tell you how many times with consultation teachers

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to give us the approval to pay an invoice that they ordered it in June

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and it's now November.

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You know, they can't.

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The onus is on them.

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If they're not receiving their orders, then the next time they go to place an order,

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they're not going to have the privilege.

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They'll have to go through a different way.

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So, this way, there is a consequence for inaction.

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Correct?

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Okay. So, a receipt of orders is directly on the Amazon account. The account's payable gets the real time approvals for payment.

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This step is mandatory for all users, not just for teachers, but for all users.

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So, if you're placing an order on your Amazon account, you must receive it once it's in.

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It's similar to a line item receiving. You go on your Amazon account. You let everything, you let, you just print or received.

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And that signifies that it's been received.

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It goes through to a countable, and then now a countable knows they can pay the invoice

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as soon as they get it from Amazon.

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Usually it's invoice the same days that receive.

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So that way it gives them the ability to pay it as soon as it comes in.

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If once you've received it on Amazon, you no longer need to go into line item receiving to show that it's been received.

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It's been received on Amazon. It's line item receiving on Amazon. You don't have to do it through your line item receiving module. You just have to do it on Amazon for all Amazon orders.

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Okay? Amazon also has an app that will be distributed out to everybody that you can do on your phone.

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So what was manages? If your teachers are placing orders at the end of June, and they're receded the second week in July,

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you can open that box, pull out the packing slip.

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Take a picture of it on your app, and that app will automatically go into the uses account,

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and say that the item has been received, and that receipt automatically goes to accounts

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playable.

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So you can receive it either on the account or by using the app.

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So it's important that you also understand how to do that and how to do the line item

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receiving on Amazon either by app or by account.

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So, so far does anybody have any questions on the Amazon or the line order receiving?

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Yes, I do.

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Yes, I do.

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So, there's no one here over the summer to go through the, I don't work off the summer.

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There's no one here to go through all the teachers' packages.

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So, how is that going to work?

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All right.

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So, then your administrator will have to make the decision

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as to whether or not they want the packages delivered or they want the orders to be done prior to the

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teacher leaving or not. So that's that's an administrative question. No way to right so there's

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no way to place the order and say please don't deliver until September August 15. We can do that but what

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happens and then turns off all order, for all receding, okay? It turns off all deliveries to

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the building. Okay. The only way to do that is to turn off all the building, you know,

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order. So if you order other stuff from Amazon, you know, what is there? If Connie's there

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over the summer, and she's placing a, you know, supply order through Amazon,

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then she's

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not going to get it. So you signify when you want them to deliver the packaging. Okay. And

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And you were talking about an app, so let's say I came in like one day a week and I went

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for the packages.

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So I put a nap on my phone, I snap a picture and it just automatically goes in.

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And they'll send me information on how to put that up on my phone.

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As soon as it's all set up, I will be distributing that app also and it's not it's very

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easy.

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00:18:00,140 --> 00:18:02,340
It's just down low the app on your phone.

216
00:18:02,680 --> 00:18:04,680
It's going to be four white planes.

217
00:18:06,100 --> 00:18:08,220
So you'll know which app it is.

218
00:18:09,100 --> 00:18:11,040
And it's like we're seeing your own packages.

219
00:18:11,240 --> 00:18:13,140
You just click it when you're done.

220
00:18:13,840 --> 00:18:14,720
And that helps.

221
00:18:15,040 --> 00:18:18,160
I mean, you know, especially people like the high school, right?

222
00:18:18,160 --> 00:18:19,260
I mean, big time.

223
00:18:19,300 --> 00:18:21,000
You know, especially large waters.

224
00:18:21,560 --> 00:18:23,700
And a lot of people, I mean, at the high school,

225
00:18:23,780 --> 00:18:27,160
I know a lot of people go crazy, just trying to open the packages.

226
00:18:27,320 --> 00:18:28,220
Where are the packages?

227
00:18:28,940 --> 00:18:36,260
Part of the app, part of the app, you know, shows and signifies once you get it in and

228
00:18:36,260 --> 00:18:39,860
you open it and you, what amount of people open that box, you click the app, that's what

229
00:18:39,860 --> 00:18:40,720
is in.

230
00:18:40,900 --> 00:18:43,720
There's no denying that that order that has been received.

231
00:18:44,060 --> 00:18:47,180
So no, you can't say, oh, I never got up my pocket, yeah, you did.

232
00:18:47,340 --> 00:18:52,480
We got it on this date and then you can, you know, you can put it in a lock closet.

233
00:18:52,720 --> 00:18:56,740
You can put it in the teaches, teaches desk and lock it in the desk.

234
00:18:56,740 --> 00:19:00,600
But, however, you are building decides that they want it done.

235
00:19:00,980 --> 00:19:02,720
You know, it can only give you the product

236
00:19:02,720 --> 00:19:04,740
I can't tell you how to use it, right?

237
00:19:04,940 --> 00:19:07,460
I can show you how to use it, but I can't tell you how.

238
00:19:08,800 --> 00:19:11,780
It's building administrative decision as to

239
00:19:11,780 --> 00:19:16,880
how they want that app or the receivable part to function.

240
00:19:17,340 --> 00:19:19,640
I know some people in the high school

241
00:19:19,640 --> 00:19:22,880
they signified to get from the department that one person

242
00:19:22,880 --> 00:19:26,020
is responsible for collecting all those orders for that department.

243
00:19:26,020 --> 00:19:31,540
over the summer. That person takes all those orders. She counts everything in. She, you know,

244
00:19:31,620 --> 00:19:36,940
makes sure that the packing slip gets, you know, sent over to account stable, that she takes

245
00:19:36,940 --> 00:19:41,140
it. She rerbs it. She puts the teachers name on it, and she puts it in a locked closet. So

246
00:19:41,140 --> 00:19:44,880
she knows when the teacher comes back, they go to see how she gives them their package.

247
00:19:45,420 --> 00:19:50,600
You know, so there's, they have a flow in certain buildings already. I don't want to

248
00:19:50,600 --> 00:19:55,680
disturb that flow. Just trying to help you with that flow. You know, long a half to count

249
00:19:55,680 --> 00:20:01,960
you should have everything, you know, every package you're opening, you pull it out, you make sure

250
00:20:01,960 --> 00:20:06,420
that things are that boot, you slip it, and you're done. You don't have to do anything further.

251
00:20:07,260 --> 00:20:13,060
Save some time. Hopefully. It doesn't create more time. It saves you some time.

252
00:20:14,480 --> 00:20:16,660
Other questions, then I'll barbe you how to question.

253
00:20:21,140 --> 00:20:23,260
You mentioned accept blanket purchase orders,

254
00:20:23,520 --> 00:20:27,700
so I just want to make sure that we're clear on that, right? As well as services, correct?

255
00:20:27,700 --> 00:20:33,500
Well, I'll talk to you next week and we go over how to do open-purchase orders.

256
00:20:34,020 --> 00:20:36,400
There's a workaround for it right now.

257
00:20:36,880 --> 00:20:44,940
I'm working with the Creators of Invision FM to make it a clearer process for open-purchase orders.

258
00:20:45,260 --> 00:20:49,720
That's coming. We don't have it now. There is a workaround for it.

259
00:20:50,660 --> 00:20:52,500
But I can discuss that with you all.

260
00:20:52,500 --> 00:20:53,980
I know when I come and see you next week.

261
00:20:53,980 --> 00:20:55,900
and we'll see if it works for your department.

262
00:20:56,420 --> 00:20:59,800
Like not every department's going to be able to do it.

263
00:20:59,980 --> 00:21:00,960
Certain departments, man,

264
00:21:01,120 --> 00:21:02,560
and certain purchasers that you have,

265
00:21:02,640 --> 00:21:05,660
you might be able to use with open purchasers.

266
00:21:05,780 --> 00:21:08,040
This is a way to do it, and I'll explain it to you.

267
00:21:09,700 --> 00:21:09,980
But, um...

268
00:21:09,980 --> 00:21:10,660
Wait, wait, wait, wait.

269
00:21:12,920 --> 00:21:13,360
Facilies.

270
00:21:13,540 --> 00:21:16,180
We can talk about the multiple files.

271
00:21:16,560 --> 00:21:19,800
The little perspective that the head custodians

272
00:21:19,800 --> 00:21:21,820
don't have access to envision.

273
00:21:21,820 --> 00:21:26,400
and they don't have access to an accountings module.

274
00:21:28,080 --> 00:21:29,620
Right. How's that going to work?

275
00:21:29,860 --> 00:21:31,480
They have access to Amazon.

276
00:21:31,820 --> 00:21:34,120
They're not talking, I understand Amazon.

277
00:21:34,380 --> 00:21:35,160
We're not talking about Amazon.

278
00:21:35,520 --> 00:21:38,480
I'm telling you, we're talking about all their other purchases that they make.

279
00:21:38,600 --> 00:21:39,820
That's under $5,000.

280
00:21:41,000 --> 00:21:44,240
How are they going to use line nine that we're receiving for that?

281
00:21:44,680 --> 00:21:48,220
Well, figure it out.

282
00:21:48,700 --> 00:21:49,280
Well, figure it out.

283
00:21:49,740 --> 00:21:50,500
Well, that's great.

284
00:21:50,500 --> 00:21:59,620
But I would think that you would want to figure that out before you roll it out. That's all I'm saying from well for your department for your facilities department

285
00:21:59,620 --> 00:22:07,300
That's why I'm meeting with you next week to go over all the bumps and hiccups and make sure we iron it out before we roll it out and rely on

286
00:22:07,300 --> 00:22:16,480
So we'll have a process this a solidified process for you don't worry about it. Take care of it. You'll be taking care of it. I'm kind of

287
00:22:16,480 --> 00:22:24,940
best right to help you all out. I have a question yes fam. Just there's a lot that you just

288
00:22:24,940 --> 00:22:29,640
said yes and I want to make sure that I can follow this and it's gonna all be inviting.

289
00:22:30,000 --> 00:22:36,720
Yes, ma'am, because I want to be able to be for back, you know, this is the piece of my job.

290
00:22:37,120 --> 00:22:42,940
I know. Everything I've said to you today will be posted on the webpage, so you have everything

291
00:22:42,940 --> 00:22:48,920
I'm writing. Like I said, I'll come to you. I'll sit with you. I'll walk you through it. I'll show you.

292
00:22:49,060 --> 00:22:56,260
If there's people that need training, I will sit with you and do the training with you. The Amazon rollout is not really difficult. It's kind of easy.

293
00:22:56,260 --> 00:22:57,680
if you've ever ordered on Amazon,

294
00:22:58,000 --> 00:22:59,120
which everybody has,

295
00:22:59,840 --> 00:23:02,220
it's just the nuances that have to be learned.

296
00:23:02,960 --> 00:23:05,540
And I don't expect anybody to know it right away.

297
00:23:05,780 --> 00:23:07,380
I mean, you know, it's a process.

298
00:23:07,680 --> 00:23:08,220
Like everything.

299
00:23:08,660 --> 00:23:10,580
Like I talk about change and change is good

300
00:23:10,580 --> 00:23:13,060
and it helps us evolve and it helps us manage

301
00:23:13,060 --> 00:23:14,220
what we're doing, right?

302
00:23:14,220 --> 00:23:17,460
And it helps us give us us better people,

303
00:23:17,760 --> 00:23:19,860
makes us better work is make, you know,

304
00:23:20,000 --> 00:23:22,020
helps us get where we need to be.

305
00:23:22,300 --> 00:23:24,260
Okay, change is always good.

306
00:23:24,260 --> 00:23:27,140
Change the spantastic. Change the spantastic.

307
00:23:27,520 --> 00:23:28,840
The technology is fantastic.

308
00:23:29,320 --> 00:23:30,860
But we have to have you today.

309
00:23:31,940 --> 00:23:34,360
Of course. And Barbara, you know.

310
00:23:35,080 --> 00:23:41,340
And you know me and you know I'm a procedure gal and you know I will come to you and we will figure it out for your department.

311
00:23:41,760 --> 00:23:44,180
Not just me, not just me across the district.

312
00:23:44,340 --> 00:23:46,020
I think that's of course.

313
00:23:47,200 --> 00:23:52,840
Yes, of course. This is not something that's, you know, that hasn't been thought of.

314
00:23:52,840 --> 00:24:13,400
I have my notes and I have processes that I'm trying to put into place, but I need to meet with certain departments, so that way we make sure that it's often running and as of July 1, it should be, I'm not saying it's not going to be bumpy, it will be bumpy, but we will get there, you know, we have to, we have to move forward.

315
00:24:14,060 --> 00:24:14,400
Of course.

316
00:24:14,980 --> 00:24:15,580
Yes, yeah.

317
00:24:16,760 --> 00:24:19,000
Tony, I have two questions for you.

318
00:24:20,000 --> 00:24:30,820
One of them is if you're not using the app and I open a box, I can still go into the teachers to receive it.

319
00:24:30,960 --> 00:24:42,620
Yes, yes, because you're an administrator. You'll be made an administrator on their accounts so you can access all accounts the same way you can access all accounts for reports, right?

320
00:24:42,620 --> 00:24:51,960
So, you should be able to go on it and I'll make sure that I, when I send out the letters,

321
00:24:52,160 --> 00:24:56,120
I'll make sure that everybody knows that you guys are administrators on the accounts.

322
00:24:58,280 --> 00:25:06,620
And then the other one is Amazon most times just sends a small piece of paper.

323
00:25:06,620 --> 00:25:12,500
That's their thing. And it's not in every package. Some packages come with nothing.

324
00:25:13,540 --> 00:25:19,160
Well, they're going to have to, they assured me that they'll have packing slips in the boxes

325
00:25:19,160 --> 00:25:27,900
that are more cold on them. Okay. That's what they tell me. If they don't, then then that's a

326
00:25:27,900 --> 00:25:34,280
different story. And I need to know. And for those of us that already have an Amazon app on our

327
00:25:34,280 --> 00:25:41,160
personal phone, because it is our personal phone, our accounts, is this kind of, it's a fear.

328
00:25:42,800 --> 00:25:51,420
They said it shouldn't, they've already said that it shouldn't interfere, that it should be okay to use with your Amazon business account for school.

329
00:25:52,140 --> 00:25:54,040
So I would have two different Amazon.

330
00:25:55,120 --> 00:26:00,840
I believe it's going to set up, I believe it's going to be set up as a separate app just for white claims.

331
00:26:01,460 --> 00:26:08,160
Okay, because the other thing would be if we all, because I know me as an office manager at George Washington,

332
00:26:08,840 --> 00:26:12,920
because of our dismissal procedures, I have an iPad.

333
00:26:13,260 --> 00:26:16,980
Could it be on that iPad instead of being on our personal phones?

334
00:26:17,740 --> 00:26:18,080
Sure.

335
00:26:18,300 --> 00:26:19,980
Can you download apps on an iPad?

336
00:26:20,480 --> 00:26:20,740
Yes.

337
00:26:21,360 --> 00:26:22,620
That's what I want to know.

338
00:26:22,940 --> 00:26:26,060
Like I'm not working on the same platform as an iPhone.

339
00:26:26,060 --> 00:26:32,660
Yeah, and download apps. Can you shoot and download a business, a district app on your personal iPhone?

340
00:26:33,020 --> 00:26:41,060
I don't believe you should. No. I mean, no, what you can speak to that, I know that's your own choice if you want to shoot.

341
00:26:41,160 --> 00:26:42,760
There's no problem here in the park.

342
00:26:44,320 --> 00:26:44,760
Okay.

343
00:26:47,260 --> 00:26:51,460
Any more questions about Amazon? Any more questions about why not in receiving?

344
00:26:57,440 --> 00:27:04,880
Always you can call me and we can set up a time to go through it if need be just so that you're aware.

345
00:27:05,840 --> 00:27:08,860
Here, Mindy, myself, we can come and train you.

346
00:27:09,400 --> 00:27:19,720
Amazon is setting up a special customer service reps that handle just the changeover and the online information.

347
00:27:20,500 --> 00:27:28,500
information how to set up your accounts so that there will be one person just for that and then there will be one person just for account issues.

348
00:27:28,700 --> 00:27:37,980
If you have a package that never got me seen or a package that needs to go back that will be a separate number but we have dedicated staff that's going to help us.

349
00:27:40,020 --> 00:27:48,940
And the setting up of all the business accounts there are some people in district that already have a business account or an account.

350
00:27:49,560 --> 00:27:52,300
with their email from work.

351
00:27:52,880 --> 00:27:56,300
Those people will be getting a separate email

352
00:27:56,300 --> 00:27:58,420
because there's a different way to set them up

353
00:27:58,420 --> 00:28:01,180
because you have to disconnect from the account

354
00:28:01,180 --> 00:28:03,220
that you have right now and you have to then

355
00:28:03,220 --> 00:28:06,520
add a new account with your business email address

356
00:28:06,520 --> 00:28:08,260
and the address.

357
00:28:08,980 --> 00:28:11,320
So there's going to be a couple of hiccups with that.

358
00:28:11,340 --> 00:28:13,580
This shouldn't be that many, you know,

359
00:28:14,640 --> 00:28:18,320
in the vast world out there in the district

360
00:28:18,320 --> 00:28:23,300
if there's like 25 to 50 people that are going to get these emails, they'll be a special account

361
00:28:23,300 --> 00:28:23,800
rep.

362
00:28:24,080 --> 00:28:28,760
Just associated to help you walk through that and transition with that turnover.

363
00:28:30,220 --> 00:28:37,380
So if there's no other questions about line-on and receiving and or Amazon, okay, I

364
00:28:37,380 --> 00:28:43,760
did want to give you a little house cleaning memo from FNO, they asked me to go over in-house

365
00:28:43,760 --> 00:28:50,020
events versus facility use events. We didn't speak about this the last time we

366
00:28:50,020 --> 00:28:55,160
together. There is a difference between in-house events and facility use events.

367
00:28:55,860 --> 00:29:02,100
In-house events are paid by district funds and require a district PO contract

368
00:29:02,100 --> 00:29:07,820
and event insurance. Examples of some in-house events are in-house field trips or

369
00:29:07,820 --> 00:29:16,020
visit presentation presenters or performances. Now, facility use events are the public use of

370
00:29:16,020 --> 00:29:23,680
district facilities. If an outside agency is paying for the event, the PTA, then the event is

371
00:29:23,680 --> 00:29:30,120
considered facilities use and the organization will be responsible for completing the facility's

372
00:29:30,120 --> 00:29:37,300
application on our F&O website. There are specific rules and instructions that must be filed for,

373
00:29:37,300 --> 00:29:43,300
of facilities use events and they can find these requirements on the F&O web page facilities

374
00:29:43,300 --> 00:29:49,260
use insurance requirements. We can also be found on the F&O web page. Now, Barbara, did you

375
00:29:49,260 --> 00:29:57,140
have anything else that you wanted to add to what I just said? Yes, so I think it's caused

376
00:29:57,140 --> 00:29:59,980
A bit of confusion at the school level when you...

377
00:30:00,000 --> 00:30:29,980
Introduces the last time. And I now that you just read what you said, I think I know why. You mentioned field trips, author visits, presentations, that's an in-house event, but so when the schools and guys, you're on the video, probably dealing more with Yasmin, but when they schools call or have a presenter call, and we say, you have to fill out a facility use agreement and you need, I don't know, $3 million general aggregate, and they say, what are you talking about?

378
00:30:30,000 --> 00:30:36,660
just a speaker, it was very confusing. And some speakers or presenters actually dropped and didn't

379
00:30:36,660 --> 00:30:44,000
come to the schools as a result of this. The reason that happened is because the event was sponsored

380
00:30:44,000 --> 00:30:51,500
by the PTA, for the event was paid for. So guys, even though, and again, this is from purchasing,

381
00:30:51,680 --> 00:30:57,740
this change came from Tony's office. You know, it is an in-house event that pulls under a

382
00:30:57,740 --> 00:31:04,760
But if you're coming, if it's falling under facility use, then we have a facility use agreement, and those are our guidelines.

383
00:31:05,240 --> 00:31:12,040
And I think that's what caused a lot of confusion in people saying we've never done this before. Why is this happening now?

384
00:31:12,760 --> 00:31:17,440
And lots of frustration and unfortunately loss of events, I think.

385
00:31:18,220 --> 00:31:21,640
So is that clear for everyone other office managers?

386
00:31:22,500 --> 00:31:27,720
I just want to make sure, you know, if you have any questions or because I know that you've experienced some of that.

387
00:31:27,720 --> 00:31:29,980
stuff, or at least your vendors,

388
00:31:32,220 --> 00:31:32,380
anybody?

389
00:31:37,220 --> 00:31:37,540
OK.

390
00:31:38,180 --> 00:31:41,020
The distinction is who's paying for the event?

391
00:31:41,380 --> 00:31:44,220
If it's a school event, we get a participatory.

392
00:31:44,580 --> 00:31:46,920
We do it through our general fund.

393
00:31:47,400 --> 00:31:49,360
We do it through the federal funds.

394
00:31:50,020 --> 00:31:51,840
It's a keel from the district.

395
00:31:51,840 --> 00:31:53,000
It's a district event.

396
00:31:53,120 --> 00:31:54,120
It's an in-house event.

397
00:31:54,540 --> 00:31:59,960
If it's not being paid, please understand that if it's being

398
00:31:59,960 --> 00:32:06,400
by an outside organization. They are going to be required to do a facility's use form.

399
00:32:07,160 --> 00:32:13,840
It's unfortunate, but that's the only way that this could work. So if there's a donation

400
00:32:13,840 --> 00:32:21,100
and you're doing the participatory, they don't need facility's use, it would be considered an

401
00:32:21,100 --> 00:32:27,560
in-house event. Just throwing that out there. And if you have any questions about exactly what it is,

402
00:32:27,560 --> 00:32:34,980
just call me. Okay. I will see if we can work through. I think we just, I think we, we're, we're experiencing

403
00:32:34,980 --> 00:32:39,740
probably because the end of the years coming in lots of events and, you know, the, the change

404
00:32:39,740 --> 00:32:44,780
with this work, some of the schools have committees and they run programs through committees

405
00:32:44,780 --> 00:32:52,040
and then these programs are renting a plate of bowls or doing this or doing that. So the committees

406
00:32:52,040 --> 00:32:59,540
are not district employees. So who is responsible? Because on the facility side we're saying

407
00:32:59,540 --> 00:33:05,980
wait a minute, you have an inflatable, we need a COI, we need a facility use agreement. But

408
00:33:05,980 --> 00:33:12,880
who is responsible for putting this event in the system on master library and coordinating

409
00:33:13,400 --> 00:33:17,560
with their vendors. And I think there's there's there's a whole right there.

410
00:33:19,160 --> 00:33:23,220
I don't, if it doesn't have a purchase order, this district is not involved, they have

411
00:33:23,220 --> 00:33:27,480
to do it from an outside organization, then the organization is responsible for it.

412
00:33:27,700 --> 00:33:32,720
What I've just paid for it would be the one I think responsible for going to use do the

413
00:33:32,720 --> 00:33:34,260
facilities use form.

414
00:33:35,380 --> 00:33:38,340
So it works, I don't know, I don't know that end of it.

415
00:33:38,620 --> 00:33:44,600
Well, so because things have changed to facilities, I'm going to guess that things maybe

416
00:33:44,600 --> 00:33:48,980
happen differently in the past. So we're becoming aware of events, for example.

417
00:33:49,740 --> 00:33:54,380
Well, you have to understand now a lot of the PTA events are being paid directly by the

418
00:33:54,380 --> 00:33:55,900
years ago. We used to have a nation.

419
00:33:56,480 --> 00:34:03,520
No, I get it. When it's a PTA organization, right. This is not a PTA organization, but

420
00:34:03,520 --> 00:34:09,200
maybe we need to talk separately. This is a big great committees. Who's who's in charge

421
00:34:09,200 --> 00:34:11,960
of them? I don't know. Who's paying for it?

422
00:34:13,080 --> 00:34:14,360
I don't know.

423
00:34:14,700 --> 00:34:17,240
If it is great to be able to infer it, it's a different story.

424
00:34:17,500 --> 00:34:19,340
The district's not paying for it.

425
00:34:19,560 --> 00:34:20,320
It's a committee.

426
00:34:20,360 --> 00:34:22,080
The committee is paying for it.

427
00:34:22,080 --> 00:34:25,240
So it's an outside organization and then let's get to the conclusion.

428
00:34:25,560 --> 00:34:28,040
Go before the Board to be approved as a fifth grade committee.

429
00:34:28,040 --> 00:34:32,120
I believe, however, however it works, I'm not sure.

430
00:34:33,120 --> 00:34:33,860
I'm not sure.

431
00:34:34,240 --> 00:34:36,000
But this is a facility facilities use.

432
00:34:36,000 --> 00:34:37,700
So I don't know what I'm doing.

433
00:34:37,700 --> 00:34:40,660
I have a plan that I know how facilities use works.

434
00:34:40,660 --> 00:35:07,240
But the fifth grade committee, which is I'm going to guess parents put together to celebrate the fifth graders, so this is something that's always happened in the past, prior to it coming to facility use to our desk, but now that it's our desk, we require a facility use agreement for approval, all that stuff, so is that where you're saying that that's how we're going to handle the fifth grade committee.

435
00:35:07,240 --> 00:35:11,980
know how it's going to be handled. We have to discuss it with the business office because I don't have any

436
00:35:11,980 --> 00:35:18,000
involvement with it. If it's not a purchase order, I don't know. How was it handled before?

437
00:35:18,000 --> 00:35:23,380
I don't know how it was handled before. Does anybody know? I don't, I've never

438
00:35:24,180 --> 00:35:28,420
didn't know what a purchase order. I don't know how it was handled previously.

439
00:35:29,760 --> 00:35:36,140
Tony? Yes, Sam. I know that the fifth grade committee, at least at George Washington,

440
00:35:36,140 --> 00:35:38,980
and does work closely with our PTA.

441
00:35:39,600 --> 00:35:41,380
So I don't know if it's another,

442
00:35:41,620 --> 00:35:44,660
if it's a subcommittee under that,

443
00:35:45,060 --> 00:35:47,780
which might be something to think about.

444
00:35:48,200 --> 00:35:50,000
Right, so we'll set these other things then.

445
00:35:50,000 --> 00:35:51,300
We're gonna have to discuss Barbara.

446
00:35:51,600 --> 00:35:52,980
I will find out from the business office

447
00:35:52,980 --> 00:35:54,520
how they want to handle it,

448
00:35:54,980 --> 00:35:57,100
but previously we have the discussion

449
00:35:57,100 --> 00:35:59,700
that if it's not being paid with a purchase order,

450
00:36:00,120 --> 00:36:01,400
then it's facilities use.

451
00:36:01,840 --> 00:36:03,520
And that's how it has to be handled.

452
00:36:03,520 --> 00:36:08,580
Howdy, Marcy and I are here, repeat the question again.

453
00:36:09,820 --> 00:36:18,640
Barbara wants to know how to handle a fifth-grade committee having an organization having a fifth grade.

454
00:36:18,720 --> 00:36:22,020
I guess you're in the party or whatever they're doing.

455
00:36:23,520 --> 00:36:28,980
She wants to know how it's going to be handled, whether it's facilities use or it gets handled as an in-house event.

456
00:36:28,980 --> 00:36:49,900
Well, the CIA follows our facility use procedures, but they are ranked very high in the order of what's permissible, so it's, it's, it's in, you know, it's jointly done with our, our staff is right, Barbara, that's what you're saying.

457
00:36:50,880 --> 00:36:53,140
No, actually, a lot.

458
00:36:53,860 --> 00:36:57,180
The fifth grade committee is a group of parents.

459
00:36:57,820 --> 00:37:03,260
They're not under the PTA, as least that's, and if they are under the PTA, then why is

460
00:37:03,260 --> 00:37:07,220
the PTA not handling the same events like this?

461
00:37:07,460 --> 00:37:07,720
I can't.

462
00:37:08,140 --> 00:37:10,200
Can I just tell you guys one thing?

463
00:37:10,820 --> 00:37:17,860
I've dealt with a lot of PTA events, because of allergies.

464
00:37:17,860 --> 00:37:29,640
And I have to say that it's usually a fifth grade teacher, with the PT experience, that plan.

465
00:37:30,000 --> 00:37:59,140
In the year 5th grade part party, they're all involved. It's not just, it's a subcommittee. It's a subcommittee generally. There are some outliers, where there are some, some groups have broken away to deform their own 503C. But I would say to you in this case, Maggie's right, it's a subcommittee of the PTA, it should be treated like the PTA.

466
00:37:59,140 --> 00:38:03,300
and if you need clarification, go back to the Administrator. That's what I'm going to say.

467
00:38:04,280 --> 00:38:09,960
So, Administrators are responsible, right for all of this, and they have to give us, you know,

468
00:38:10,060 --> 00:38:16,820
the best direction along with ourselves and the business office. But I would assume that it is just

469
00:38:16,820 --> 00:38:23,320
a subcommittee of the PTA, and I would just question maybe that back to them. But yeah.

470
00:38:23,320 --> 00:38:42,240
Yeah, because anybody that has questioned me has been a PTA member trying to clarify safety things because of the fifth grade events that they're having and that are involved as well.

471
00:38:42,680 --> 00:38:42,700
Okay.

472
00:38:42,700 --> 00:38:49,820
Tom, I mean, is there was there anything else that you presented on that you needed me to weigh in on or are we good?

473
00:38:49,960 --> 00:38:54,280
We were just going through a line on and receiving. We went through Amazon.

474
00:38:54,760 --> 00:38:58,000
You know, we done all the housekeeping, you know, here and stuff.

475
00:38:58,420 --> 00:39:02,200
And then I was just literally going to hand it over to transportation.

476
00:39:02,560 --> 00:39:03,360
I had a couple of things.

477
00:39:03,360 --> 00:39:05,980
I mean, I'm here on listening, whatever anybody has got.

478
00:39:06,200 --> 00:39:12,680
I'm happy to jump in and clarify, you know,

479
00:39:12,680 --> 00:39:15,120
meeting, whatever, whatever helps you all.

480
00:39:15,160 --> 00:39:15,400
Right.

481
00:39:15,480 --> 00:39:18,740
It's around house table when we need to bid now to be a table.

482
00:39:19,540 --> 00:39:25,760
Yeah, but I love these meetings and, you know, Tony promised me,

483
00:39:25,800 --> 00:39:29,320
he's going to keep doing them quarterly and invite whatever topics everybody

484
00:39:29,320 --> 00:39:33,380
needs, clarification on or want more to live or whatever.

485
00:39:33,800 --> 00:39:37,360
So we're here to support so whatever you guys need.

486
00:39:38,180 --> 00:39:38,720
That's great.

487
00:39:39,760 --> 00:39:40,220
Thank you.

488
00:39:40,220 --> 00:40:05,400
Well, Tony mentioned she's going to come over to facilities to go over line-eyed receiving and a work around for blanket purchase orders as well as services for the district here for the facilities office, which is mandatory for July 1 so that that I'm concerned about and I want to make sure that we, you know, we have those procedures in place, we will, no, I know.

489
00:40:07,540 --> 00:40:15,760
And I'll be with you next week and we can go over all the concerns at that point and we'll make sure that the procedure is buttoned down so that way.

490
00:40:16,200 --> 00:40:20,300
We're all in agreement and we're all happy with the outcome, right?

491
00:40:23,420 --> 00:40:29,480
While we are still online, Sergio does have a couple of things that he would like to speak about Sergio.

492
00:40:30,160 --> 00:40:33,220
We're going to be handing it off to you.

493
00:40:33,220 --> 00:40:37,900
Okay, thank you, Tony. I just do have two quick items and then

494
00:40:38,400 --> 00:40:44,380
Happy to take questions at the end. So this is the timing here where the team is hard at work

495
00:40:44,380 --> 00:40:49,740
Apparent for the summer, but it's also the timing here that we start to look at next full year

496
00:40:49,740 --> 00:40:55,060
So for those of you at the buildings you should have received our time logs that we sent out last month

497
00:40:55,660 --> 00:40:59,780
You know that data's important for us when we start to look at areas where we can improve

498
00:41:00,340 --> 00:41:12,920
Logistically, and identify an area as any areas of systemic issues, not only delays, for example, if there's a bus that's there daily 20, 25 minutes late, and that's a problem for us, right?

499
00:41:13,580 --> 00:41:22,800
So we need to know, and if you could continue to submit those locks to us, that'd be fantastic, not all of you have, so just a reminder if you can just

500
00:41:24,040 --> 00:41:29,660
Make sure you identify a person at a rival and dismissal to get those lives back to us.

501
00:41:30,260 --> 00:41:35,000
The other item is you should have also received a new Microsoft form from our office.

502
00:41:36,000 --> 00:41:38,500
That's a bus tracker for.

503
00:41:39,060 --> 00:41:44,620
What that's going to allow us to do is to track the bus passes that are issued at the building's daily.

504
00:41:47,060 --> 00:41:54,020
Just a quick reminder, those bus passes are intended to be used for emergency purposes only.

505
00:41:55,040 --> 00:41:56,500
So a play date is going to be denied.

506
00:41:57,760 --> 00:42:01,260
And that is it, if anyone has any questions.

507
00:42:05,310 --> 00:42:09,050
And I'll allow the team to add anything that I miss.

508
00:42:12,040 --> 00:42:12,560
Oh, good.

509
00:42:12,600 --> 00:42:12,840
Thank you.

510
00:42:16,200 --> 00:42:17,340
Thank you all.

511
00:42:18,040 --> 00:42:24,580
Sergei, do you have any questions that you want me to answer to the meetings, pages, or is there any

512
00:42:24,580 --> 00:42:27,820
write-ups or bus time logs or anything that they need?

513
00:42:28,020 --> 00:42:30,040
I can send, I can send you those forms.

514
00:42:30,240 --> 00:42:34,540
If you can send me those forms, I'll post it on the web page, along with today's agenda, so that

515
00:42:34,540 --> 00:42:36,320
where everybody has everything in one place.

516
00:42:37,580 --> 00:42:41,980
As always, if there's any questions or problems, or if we need to go through everything, we're

517
00:42:41,980 --> 00:42:46,000
here for you, just give us a reach out, give us a haul, give us a call.

518
00:42:46,940 --> 00:42:51,680
don't mind coming over to visit with you to walk you through wherever we have to walk through.

519
00:42:52,040 --> 00:42:58,540
If there's any hiccups in the future we will get past it. Like I said, change is good and there's going to be a lot of change this year.

520
00:42:59,260 --> 00:43:11,680
So if I don't speak with you in the next couple of weeks, have a great day, enjoy your mother's days, have a good weekend now that the summer is coming, it's beautiful out, get out there, walk around, get some fresh air.

521
00:43:12,360 --> 00:43:19,500
Okay, no more questions, then I will be seeing you when I see you. Bye bye, cool. Thank you. Bye bye.