[This transcript was generated automatically from audio using AI and hasn't been reviewed by a person -- it can contain mistakes, including plausible-sounding sentences that were never actually said. Treat it as a starting point, not a verbatim record.]

[0:00] Today's agenda.
[0:03] If there's any questions, please let me know. Welcome again to our policies and procedures meeting.
[0:12] 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.
[0:24] basically just give you some updates on where we are and what I'm just saying.
[0:29] But before I really talk about that, I just wanted to reflect a little bit about purchasing
[0:36] and where we've come and where we started, then with the district 10 years now and we've
[0:41] had a lot of change, a lot of change over within the buildings and a lot of change in our
[0:48] to sing and our policies and how we do things and you know the reason why we started this
[0:53] meeting was to help keep everybody informed of those changes and you know I remember
[0:59] clearly one of my meetings telling you changes good we shouldn't be afraid of it it's
[1:05] something we should welcome because it helps us grow and it helps us you know make our processes
[1:10] understand our processes and it makes them easier for us and it gives us a forum this meeting
[1:16] to come together and to talk about the problems and the issues that we have and how to fix them.
[1:23] So I'd like to do a little bit of purchasing housekeeping right now. I know there were some updates to the policy.
[1:31] And I know people are happy about it because there's no longer a thousand dollar rule as everybody stands.
[1:39] Part of things, thresholds now have been up to $10,000, which is great for everybody, especially
[1:46] when we're trying to purchase stuff and we can't get folks and people are not responding
[1:55] to our bids.
[1:57] So the $10,000 with our shelves really, really helps.
[2:00] Does anybody have any questions out there about the new purchasing policy?
[2:08] Okay, I guess if not, you can always call me offline and we can talk about it.
[2:13] Also, I wanted to go over your rents.
[2:16] We're at that point in the school year that it's made.
[2:19] So we have to start closing out wall or open purchase orders.
[2:23] Get all your orders in, get the recorded.
[2:25] Get your receiving copy sent to, you know, accounts pay bills so they can pay the bills.
[2:31] June is just around the corner and with June comes the new year and the new budget.
[2:36] And leading into the new budget we have the vote in May and as soon as the budget passes
[2:41] and in vision is turned over to the 26-27 school year. The business office will be sending out an email
[2:49] to let you know when it's okay to start opening your peos. So the new school year, the new budget,
[2:57] If there's any questions in regards to your allocations or your account codes, et cetera, please reach out to the business office.
[3:05] We've been warm and happy to help Anthony Marcy and I.
[3:08] 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.
[3:17] Now, the new change this year and it's a very important one and it's.
[3:27] district. We are going paperless, which that means as of July 1, all office managers and
[3:34] reposition is will be required to use the line item receiving to pay all invoices on
[3:40] orders except for open purchase orders. In order to prevent the back and forth of the emails
[3:47] for approval to pay these invoices, we are going to go paperless. It's an electronic process
[3:52] And it's easier for accounts payable to just be notified electronically to pay the invoices.
[4:01] We're going to be relying on everyone's cooperation and this transition to the paperless accounts payable.
[4:08] 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.
[4:16] And if you have any questions, we'll walk you through it.
[4:20] So we're going to need you to really, really cooperate with this.
[4:25] It's going to be a mandatory thing to do for next year.
[4:29] It's going to be a big change for most of you because not everybody right now was using line line and receiving,
[4:34] but it's a necessary one.
[4:37] And it's because the auditors are internal auditors did it on the receiving end
[4:44] and we're out of compliance because we're not using line line on receiving.
[4:47] So we have to be in compliance in order to do that. We have to turn over to electronic on that.
[4:54] Now that brings me to line item receiving. Now this is not something that you haven't heard before.
[5:01] Unless you're brand new to the district, maybe you haven't heard it, but that's okay.
[5:06] 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.
[5:17] receiving file attachment page. Now those of you who have been on these meetings before know
[5:25] that line on receiving was something I introduced in a district couple of years ago, not everyone
[5:30] is using it. We need to make sure that everyone this year starts using it. In order us, again,
[5:37] to be compliant with the orders, we need to make sure that we make it effort to make sure that we
[5:42] or use it. Okay. This process of including the attachment indicates to the accounts payable team
[5:49] then the invoice can be paid. The once you receipt your vendor orders in line under receiving
[5:56] and attached the package slip or the resend or the receiving copy. You no longer need to send it
[6:01] via email or snail mail to the accounts payable department. It automatically gets put into
[6:08] In vision and they can bring it up on in vision and they see the attachment.
[6:12] It gets attached to the participatory in the payables file.
[6:18] Lying on receiving is mandatory for all orders except for open purchase orders.
[6:23] And if you do not use the line item receiving,
[6:26] then I'll have to reach out to the administrators to keep us all in compliance.
[6:30] So it's important that if you do not know how to use it,
[6:35] reach out to me, I will sit with you.
[6:37] I will show you how to use it.
[6:39] It's really relatively easy.
[6:41] What you're doing now by emailing the packing slip
[6:44] and emailing the receiving copy to AccountsFabel,
[6:48] you'll be doing the same thing instead of emailing it,
[6:51] you're just attaching it to the PO file.
[6:54] Where it automatically stays in envision,
[6:57] your approvals there, and it makes the payable process easier
[7:00] and it helps AccountsFabel pay the bills
[7:04] in a more timely fashion.
[7:05] So what this means is there is no back and forth with the emails.
[7:10] So if anybody needs training on it, please reach out.
[7:13] There's directions on my webpage.
[7:16] Instructions.
[7:16] There'll be a video posted on my webpage.
[7:18] I'm going to be working on getting that on today.
[7:22] Like I said, if you are just not comfortable using it, that's fine.
[7:26] Call me.
[7:26] I'll come and sit with you where you can come here
[7:28] and we can walk through the process.
[7:30] 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.
[7:40] Also, something new that's changing this year is that we're moving from a data to Amazon.
[7:45] And everybody is aware that we're doing this move. Guess I've been speaking about it for the past few months.
[7:49] Amazon has their user sheets completed. They're busy making the accounts on on Amazon business.
[8:00] Once they've set up, you're going to be getting emails from them.
[8:03] 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.
[8:14] It'll just give them a breakdown as to what to expect.
[8:18] There's also going to be a launch letter that's going to be sent out after the next
[8:23] couple of weeks when everybody's accounts are ready, so that way everybody will be getting
[8:29] emails.
[8:30] There's a work around on some of you who have accounts already set up on Amazon Business.
[8:37] 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.
[8:50] So you'll be getting the secondary email from Amazon. Let me know how to switch it and change what you have already.
[8:56] Okay. Once the budget is open, please place an open-party sorted Amazon, which includes all
[9:05] your teachers and any amount you will need for the year. You will only need to open one purchase
[9:10] order for the code. Example, if you have 15 teachers in one department and you pay them on a
[9:18] 50 code. You can open a purchase order for $100 each teacher for 15 teachers. The open
[9:26] PO would be for $1,500. That purchase order once it's done and completed will be put
[9:33] on the user sheets that you've already set up and sent back to me. Amazon will record that
[9:39] PO number on the allocation for the teacher on the user's account. So that way they can go
[9:45] over what their allocation is.
[9:47] If they do go over what their allocation is,
[9:50] what we need to do is then increase the PO,
[9:53] and then we'd have to send an email on an update sheet
[9:57] to Amazon, letting them know that you're increasing
[10:03] that particular purchase order for that teacher
[10:05] and their allocation.
[10:08] Similar to how we use the handle and data.
[10:11] Now, the benefits of using the Amazon accounts
[10:14] Is that anything that the teachers order or is something gets ordered by the teacher and they no longer have it in stock?
[10:23] The teacher would be automatically notified and then it automatically comes off of their account that order.
[10:30] If they're ordering 15 pencils and the pencils that they wanted are no longer available on Amazon,
[10:36] what happens then Amazon will let them know and then doesn't charge them for the 15 pencils.
[10:41] So it's automatically done on their account.
[10:44] It's live time action.
[10:47] So what you're going to be able to see everything on your account,
[10:50] live time, which will help with teachers
[10:54] and I'm having to worry about, oh my God,
[10:56] I ordered something and I never got it,
[10:57] because it was just, you know, it was no longer available.
[11:02] Well, if it's no longer available,
[11:04] the teachers will be notified right away.
[11:06] They'll get the email.
[11:07] They'll see it on their account,
[11:08] and then they can automatically green order something else
[11:13] in place of, now.
[11:16] As soon as the PO is run, I need you to get me that information
[11:20] on the use of seed and send it to me.
[11:22] Teachers should be placing their orders before they leave, right?
[11:28] The orders are good for 14 days.
[11:30] Their cards, if they're not final approved within the 14 days,
[11:33] then they automatically go back to the user to resummit.
[11:37] They can only hold the pricing for 14 days, more than that, we can't expect them to do.
[11:44] Or it must be for $25 a more, similar to, you know, a debtor, as possible,
[11:52] of trying to keep the world similar so that way it doesn't completely boggle everybody's minds out there in the world,
[11:58] because I know, you know, teachers like to have everything the same.
[12:01] Anything under $25 will not be approved and the account, of course, if it's an emergency or it's needed,
[12:10] there's always exceptions to the rules, but you'll have to let me know before I disapprove the cart that this,
[12:17] this is an emergency we need to get this, they needed tomorrow.
[12:21] Okay.
[12:21] Order's follow the same approval pass as the approval pass that we set up in
[12:26] envisioned. So everybody knows who's getting the orders you're
[12:30] administrative to see the orders, the principles and the buildings, the
[12:33] poofers, approval is to me. They cannot spend all, they can't over-expend their
[12:39] alopecus, there's real money associated with their account. If they order $150 worth of
[12:47] And they only have 175 dollar allocation, then they'll see that they have a 25 dollar balance on their account.
[12:54] It's automatic, it's done there, they'll see it.
[12:57] It's not something that you have to change to find.
[13:00] It's something that the use of their account is placed on the user,
[13:06] so that way the teacher see everything in real-life time.
[13:10] 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.
[13:23] Once and what it is received, the uses have the ability to receive their order right on their Amazon account.
[13:30] 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.
[13:40] This is important for teachers who do not receive their orders.
[13:44] I mean, you know, I can't tell you how many times with consultation teachers
[13:47] to give us the approval to pay an invoice that they ordered it in June
[13:52] and it's now November.
[13:54] You know, they can't.
[13:56] The onus is on them.
[13:57] If they're not receiving their orders, then the next time they go to place an order,
[14:01] they're not going to have the privilege.
[14:02] They'll have to go through a different way.
[14:04] So, this way, there is a consequence for inaction.
[14:09] Correct?
[14:09] Okay. So, a receipt of orders is directly on the Amazon account. The account's payable gets the real time approvals for payment.
[14:18] This step is mandatory for all users, not just for teachers, but for all users.
[14:24] So, if you're placing an order on your Amazon account, you must receive it once it's in.
[14:29] It's similar to a line item receiving. You go on your Amazon account. You let everything, you let, you just print or received.
[14:37] And that signifies that it's been received.
[14:41] It goes through to a countable, and then now a countable knows they can pay the invoice
[14:46] as soon as they get it from Amazon.
[14:48] Usually it's invoice the same days that receive.
[14:50] So that way it gives them the ability to pay it as soon as it comes in.
[15:00] 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.
[15:10] 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.
[15:23] Okay? Amazon also has an app that will be distributed out to everybody that you can do on your phone.
[15:31] So what was manages? If your teachers are placing orders at the end of June, and they're receded the second week in July,
[15:39] you can open that box, pull out the packing slip.
[15:43] Take a picture of it on your app, and that app will automatically go into the uses account,
[15:49] and say that the item has been received, and that receipt automatically goes to accounts
[15:54] playable.
[15:55] So you can receive it either on the account or by using the app.
[15:59] So it's important that you also understand how to do that and how to do the line item
[16:08] receiving on Amazon either by app or by account.
[16:13] So, so far does anybody have any questions on the Amazon or the line order receiving?
[16:23] Yes, I do.
[16:24] Yes, I do.
[16:26] So, there's no one here over the summer to go through the, I don't work off the summer.
[16:32] There's no one here to go through all the teachers' packages.
[16:35] So, how is that going to work?
[16:38] All right.
[16:38] So, then your administrator will have to make the decision
[16:42] as to whether or not they want the packages delivered or they want the orders to be done prior to the
[16:48] teacher leaving or not. So that's that's an administrative question. No way to right so there's
[16:57] no way to place the order and say please don't deliver until September August 15. We can do that but what
[17:06] happens and then turns off all order, for all receding, okay? It turns off all deliveries to
[17:13] the building. Okay. The only way to do that is to turn off all the building, you know,
[17:19] order. So if you order other stuff from Amazon, you know, what is there? If Connie's there
[17:22] over the summer, and she's placing a, you know, supply order through Amazon,
[17:29] then she's
[17:29] not going to get it. So you signify when you want them to deliver the packaging. Okay. And
[17:35] And you were talking about an app, so let's say I came in like one day a week and I went
[17:42] for the packages.
[17:43] So I put a nap on my phone, I snap a picture and it just automatically goes in.
[17:49] And they'll send me information on how to put that up on my phone.
[17:53] As soon as it's all set up, I will be distributing that app also and it's not it's very
[17:59] easy.
[18:00] It's just down low the app on your phone.
[18:02] It's going to be four white planes.
[18:06] So you'll know which app it is.
[18:09] And it's like we're seeing your own packages.
[18:11] You just click it when you're done.
[18:13] And that helps.
[18:15] I mean, you know, especially people like the high school, right?
[18:18] I mean, big time.
[18:19] You know, especially large waters.
[18:21] And a lot of people, I mean, at the high school,
[18:23] I know a lot of people go crazy, just trying to open the packages.
[18:27] Where are the packages?
[18:28] Part of the app, part of the app, you know, shows and signifies once you get it in and
[18:36] you open it and you, what amount of people open that box, you click the app, that's what
[18:39] is in.
[18:40] There's no denying that that order that has been received.
[18:44] So no, you can't say, oh, I never got up my pocket, yeah, you did.
[18:47] We got it on this date and then you can, you know, you can put it in a lock closet.
[18:52] You can put it in the teaches, teaches desk and lock it in the desk.
[18:56] But, however, you are building decides that they want it done.
[19:00] You know, it can only give you the product
[19:02] I can't tell you how to use it, right?
[19:04] I can show you how to use it, but I can't tell you how.
[19:08] It's building administrative decision as to
[19:11] how they want that app or the receivable part to function.
[19:17] I know some people in the high school
[19:19] they signified to get from the department that one person
[19:22] is responsible for collecting all those orders for that department.
[19:26] over the summer. That person takes all those orders. She counts everything in. She, you know,
[19:31] makes sure that the packing slip gets, you know, sent over to account stable, that she takes
[19:36] it. She rerbs it. She puts the teachers name on it, and she puts it in a locked closet. So
[19:41] she knows when the teacher comes back, they go to see how she gives them their package.
[19:45] You know, so there's, they have a flow in certain buildings already. I don't want to
[19:50] disturb that flow. Just trying to help you with that flow. You know, long a half to count
[19:55] you should have everything, you know, every package you're opening, you pull it out, you make sure
[20:01] that things are that boot, you slip it, and you're done. You don't have to do anything further.
[20:07] Save some time. Hopefully. It doesn't create more time. It saves you some time.
[20:14] Other questions, then I'll barbe you how to question.
[20:21] You mentioned accept blanket purchase orders,
[20:23] so I just want to make sure that we're clear on that, right? As well as services, correct?
[20:27] Well, I'll talk to you next week and we go over how to do open-purchase orders.
[20:34] There's a workaround for it right now.
[20:36] I'm working with the Creators of Invision FM to make it a clearer process for open-purchase orders.
[20:45] That's coming. We don't have it now. There is a workaround for it.
[20:50] But I can discuss that with you all.
[20:52] I know when I come and see you next week.
[20:53] and we'll see if it works for your department.
[20:56] Like not every department's going to be able to do it.
[20:59] Certain departments, man,
[21:01] and certain purchasers that you have,
[21:02] you might be able to use with open purchasers.
[21:05] This is a way to do it, and I'll explain it to you.
[21:09] But, um...
[21:09] Wait, wait, wait, wait.
[21:12] Facilies.
[21:13] We can talk about the multiple files.
[21:16] The little perspective that the head custodians
[21:19] don't have access to envision.
[21:21] and they don't have access to an accountings module.
[21:28] Right. How's that going to work?
[21:29] They have access to Amazon.
[21:31] They're not talking, I understand Amazon.
[21:34] We're not talking about Amazon.
[21:35] I'm telling you, we're talking about all their other purchases that they make.
[21:38] That's under $5,000.
[21:41] How are they going to use line nine that we're receiving for that?
[21:44] Well, figure it out.
[21:48] Well, figure it out.
[21:49] Well, that's great.
[21:50] 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
[21:59] 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
[22:07] 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
[22:16] best right to help you all out. I have a question yes fam. Just there's a lot that you just
[22:24] said yes and I want to make sure that I can follow this and it's gonna all be inviting.
[22:30] Yes, ma'am, because I want to be able to be for back, you know, this is the piece of my job.
[22:37] I know. Everything I've said to you today will be posted on the webpage, so you have everything
[22:42] 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.
[22:49] 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.
[22:56] if you've ever ordered on Amazon,
[22:58] which everybody has,
[22:59] it's just the nuances that have to be learned.
[23:02] And I don't expect anybody to know it right away.
[23:05] I mean, you know, it's a process.
[23:07] Like everything.
[23:08] Like I talk about change and change is good
[23:10] and it helps us evolve and it helps us manage
[23:13] what we're doing, right?
[23:14] And it helps us give us us better people,
[23:17] makes us better work is make, you know,
[23:20] helps us get where we need to be.
[23:22] Okay, change is always good.
[23:24] Change the spantastic. Change the spantastic.
[23:27] The technology is fantastic.
[23:29] But we have to have you today.
[23:31] Of course. And Barbara, you know.
[23:35] 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.
[23:41] Not just me, not just me across the district.
[23:44] I think that's of course.
[23:47] Yes, of course. This is not something that's, you know, that hasn't been thought of.
[23:52] 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.
[24:14] Of course.
[24:14] Yes, yeah.
[24:16] Tony, I have two questions for you.
[24:20] 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.
[24:30] 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?
[24:42] So, you should be able to go on it and I'll make sure that I, when I send out the letters,
[24:52] I'll make sure that everybody knows that you guys are administrators on the accounts.
[24:58] And then the other one is Amazon most times just sends a small piece of paper.
[25:06] That's their thing. And it's not in every package. Some packages come with nothing.
[25:13] Well, they're going to have to, they assured me that they'll have packing slips in the boxes
[25:19] that are more cold on them. Okay. That's what they tell me. If they don't, then then that's a
[25:27] different story. And I need to know. And for those of us that already have an Amazon app on our
[25:34] personal phone, because it is our personal phone, our accounts, is this kind of, it's a fear.
[25:42] 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.
[25:52] So I would have two different Amazon.
[25:55] 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.
[26:01] Okay, because the other thing would be if we all, because I know me as an office manager at George Washington,
[26:08] because of our dismissal procedures, I have an iPad.
[26:13] Could it be on that iPad instead of being on our personal phones?
[26:17] Sure.
[26:18] Can you download apps on an iPad?
[26:20] Yes.
[26:21] That's what I want to know.
[26:22] Like I'm not working on the same platform as an iPhone.
[26:26] Yeah, and download apps. Can you shoot and download a business, a district app on your personal iPhone?
[26:33] 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.
[26:41] There's no problem here in the park.
[26:44] Okay.
[26:47] Any more questions about Amazon? Any more questions about why not in receiving?
[26:57] 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.
[27:05] Here, Mindy, myself, we can come and train you.
[27:09] Amazon is setting up a special customer service reps that handle just the changeover and the online information.
[27:20] 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.
[27:28] 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.
[27:40] And the setting up of all the business accounts there are some people in district that already have a business account or an account.
[27:49] with their email from work.
[27:52] Those people will be getting a separate email
[27:56] because there's a different way to set them up
[27:58] because you have to disconnect from the account
[28:01] that you have right now and you have to then
[28:03] add a new account with your business email address
[28:06] and the address.
[28:08] So there's going to be a couple of hiccups with that.
[28:11] This shouldn't be that many, you know,
[28:14] in the vast world out there in the district
[28:18] if there's like 25 to 50 people that are going to get these emails, they'll be a special account
[28:23] rep.
[28:24] Just associated to help you walk through that and transition with that turnover.
[28:30] So if there's no other questions about line-on and receiving and or Amazon, okay, I
[28:37] did want to give you a little house cleaning memo from FNO, they asked me to go over in-house
[28:43] events versus facility use events. We didn't speak about this the last time we
[28:50] together. There is a difference between in-house events and facility use events.
[28:55] In-house events are paid by district funds and require a district PO contract
[29:02] and event insurance. Examples of some in-house events are in-house field trips or
[29:07] visit presentation presenters or performances. Now, facility use events are the public use of
[29:16] district facilities. If an outside agency is paying for the event, the PTA, then the event is
[29:23] considered facilities use and the organization will be responsible for completing the facility's
[29:30] application on our F&O website. There are specific rules and instructions that must be filed for,
[29:37] of facilities use events and they can find these requirements on the F&O web page facilities
[29:43] use insurance requirements. We can also be found on the F&O web page. Now, Barbara, did you
[29:49] have anything else that you wanted to add to what I just said? Yes, so I think it's caused
[29:57] A bit of confusion at the school level when you...
[30:00] 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?
[30:30] just a speaker, it was very confusing. And some speakers or presenters actually dropped and didn't
[30:36] come to the schools as a result of this. The reason that happened is because the event was sponsored
[30:44] by the PTA, for the event was paid for. So guys, even though, and again, this is from purchasing,
[30:51] this change came from Tony's office. You know, it is an in-house event that pulls under a
[30:57] But if you're coming, if it's falling under facility use, then we have a facility use agreement, and those are our guidelines.
[31:05] 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?
[31:12] And lots of frustration and unfortunately loss of events, I think.
[31:18] So is that clear for everyone other office managers?
[31:22] I just want to make sure, you know, if you have any questions or because I know that you've experienced some of that.
[31:27] stuff, or at least your vendors,
[31:32] anybody?
[31:37] OK.
[31:38] The distinction is who's paying for the event?
[31:41] If it's a school event, we get a participatory.
[31:44] We do it through our general fund.
[31:47] We do it through the federal funds.
[31:50] It's a keel from the district.
[31:51] It's a district event.
[31:53] It's an in-house event.
[31:54] If it's not being paid, please understand that if it's being
[31:59] by an outside organization. They are going to be required to do a facility's use form.
[32:07] It's unfortunate, but that's the only way that this could work. So if there's a donation
[32:13] and you're doing the participatory, they don't need facility's use, it would be considered an
[32:21] in-house event. Just throwing that out there. And if you have any questions about exactly what it is,
[32:27] just call me. Okay. I will see if we can work through. I think we just, I think we, we're, we're experiencing
[32:34] probably because the end of the years coming in lots of events and, you know, the, the change
[32:39] with this work, some of the schools have committees and they run programs through committees
[32:44] and then these programs are renting a plate of bowls or doing this or doing that. So the committees
[32:52] are not district employees. So who is responsible? Because on the facility side we're saying
[32:59] wait a minute, you have an inflatable, we need a COI, we need a facility use agreement. But
[33:05] who is responsible for putting this event in the system on master library and coordinating
[33:13] with their vendors. And I think there's there's there's a whole right there.
[33:19] I don't, if it doesn't have a purchase order, this district is not involved, they have
[33:23] to do it from an outside organization, then the organization is responsible for it.
[33:27] What I've just paid for it would be the one I think responsible for going to use do the
[33:32] facilities use form.
[33:35] So it works, I don't know, I don't know that end of it.
[33:38] Well, so because things have changed to facilities, I'm going to guess that things maybe
[33:44] happen differently in the past. So we're becoming aware of events, for example.
[33:49] Well, you have to understand now a lot of the PTA events are being paid directly by the
[33:54] years ago. We used to have a nation.
[33:56] No, I get it. When it's a PTA organization, right. This is not a PTA organization, but
[34:03] maybe we need to talk separately. This is a big great committees. Who's who's in charge
[34:09] of them? I don't know. Who's paying for it?
[34:13] I don't know.
[34:14] If it is great to be able to infer it, it's a different story.
[34:17] The district's not paying for it.
[34:19] It's a committee.
[34:20] The committee is paying for it.
[34:22] So it's an outside organization and then let's get to the conclusion.
[34:25] Go before the Board to be approved as a fifth grade committee.
[34:28] I believe, however, however it works, I'm not sure.
[34:33] I'm not sure.
[34:34] But this is a facility facilities use.
[34:36] So I don't know what I'm doing.
[34:37] I have a plan that I know how facilities use works.
[34:40] 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.
[35:07] know how it's going to be handled. We have to discuss it with the business office because I don't have any
[35:11] involvement with it. If it's not a purchase order, I don't know. How was it handled before?
[35:18] I don't know how it was handled before. Does anybody know? I don't, I've never
[35:24] didn't know what a purchase order. I don't know how it was handled previously.
[35:29] Tony? Yes, Sam. I know that the fifth grade committee, at least at George Washington,
[35:36] and does work closely with our PTA.
[35:39] So I don't know if it's another,
[35:41] if it's a subcommittee under that,
[35:45] which might be something to think about.
[35:48] Right, so we'll set these other things then.
[35:50] We're gonna have to discuss Barbara.
[35:51] I will find out from the business office
[35:52] how they want to handle it,
[35:54] but previously we have the discussion
[35:57] that if it's not being paid with a purchase order,
[36:00] then it's facilities use.
[36:01] And that's how it has to be handled.
[36:03] Howdy, Marcy and I are here, repeat the question again.
[36:09] Barbara wants to know how to handle a fifth-grade committee having an organization having a fifth grade.
[36:18] I guess you're in the party or whatever they're doing.
[36:23] 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.
[36:28] 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.
[36:50] No, actually, a lot.
[36:53] The fifth grade committee is a group of parents.
[36:57] They're not under the PTA, as least that's, and if they are under the PTA, then why is
[37:03] the PTA not handling the same events like this?
[37:07] I can't.
[37:08] Can I just tell you guys one thing?
[37:10] I've dealt with a lot of PTA events, because of allergies.
[37:17] And I have to say that it's usually a fifth grade teacher, with the PT experience, that plan.
[37:30] 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.
[37:59] and if you need clarification, go back to the Administrator. That's what I'm going to say.
[38:04] So, Administrators are responsible, right for all of this, and they have to give us, you know,
[38:10] the best direction along with ourselves and the business office. But I would assume that it is just
[38:16] a subcommittee of the PTA, and I would just question maybe that back to them. But yeah.
[38:23] 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.
[38:42] Okay.
[38:42] 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?
[38:49] We were just going through a line on and receiving. We went through Amazon.
[38:54] You know, we done all the housekeeping, you know, here and stuff.
[38:58] And then I was just literally going to hand it over to transportation.
[39:02] I had a couple of things.
[39:03] I mean, I'm here on listening, whatever anybody has got.
[39:06] I'm happy to jump in and clarify, you know,
[39:12] meeting, whatever, whatever helps you all.
[39:15] Right.
[39:15] It's around house table when we need to bid now to be a table.
[39:19] Yeah, but I love these meetings and, you know, Tony promised me,
[39:25] he's going to keep doing them quarterly and invite whatever topics everybody
[39:29] needs, clarification on or want more to live or whatever.
[39:33] So we're here to support so whatever you guys need.
[39:38] That's great.
[39:39] Thank you.
[39:40] 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.
[40:07] 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.
[40:16] We're all in agreement and we're all happy with the outcome, right?
[40:23] While we are still online, Sergio does have a couple of things that he would like to speak about Sergio.
[40:30] We're going to be handing it off to you.
[40:33] Okay, thank you, Tony. I just do have two quick items and then
[40:38] Happy to take questions at the end. So this is the timing here where the team is hard at work
[40:44] Apparent for the summer, but it's also the timing here that we start to look at next full year
[40:49] So for those of you at the buildings you should have received our time logs that we sent out last month
[40:55] You know that data's important for us when we start to look at areas where we can improve
[41:00] 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?
[41:13] 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
[41:24] Make sure you identify a person at a rival and dismissal to get those lives back to us.
[41:30] The other item is you should have also received a new Microsoft form from our office.
[41:36] That's a bus tracker for.
[41:39] What that's going to allow us to do is to track the bus passes that are issued at the building's daily.
[41:47] Just a quick reminder, those bus passes are intended to be used for emergency purposes only.
[41:55] So a play date is going to be denied.
[41:57] And that is it, if anyone has any questions.
[42:05] And I'll allow the team to add anything that I miss.
[42:12] Oh, good.
[42:12] Thank you.
[42:16] Thank you all.
[42:18] Sergei, do you have any questions that you want me to answer to the meetings, pages, or is there any
[42:24] write-ups or bus time logs or anything that they need?
[42:28] I can send, I can send you those forms.
[42:30] If you can send me those forms, I'll post it on the web page, along with today's agenda, so that
[42:34] where everybody has everything in one place.
[42:37] As always, if there's any questions or problems, or if we need to go through everything, we're
[42:41] here for you, just give us a reach out, give us a haul, give us a call.
[42:46] don't mind coming over to visit with you to walk you through wherever we have to walk through.
[42:52] 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.
[42:59] 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.
[43:12] Okay, no more questions, then I will be seeing you when I see you. Bye bye, cool. Thank you. Bye bye.