Topic Responsible
Person(s)		 Action Item Description Implementation
Timeline
63 Report
Section
  Appendix B
II. Training Advisory Board State Administrator 1 a. Ensure completion of CSBA training 2002-03
Community Involvement   b. Guide ABM through development of budget calendar 2002-03
  c. Assess and enhance as needed ABM participation in budget development 2003-04 and ongoing
  d. Conduct ABM study sessions on key items 2001-02 and ongoing
  e. Provide add'l training to ABM on fiscal recovery 2002-03 and ongoing
  f. Provide ABM opportunities to emulate best practices 2002-03 and ongoing
           
Parent/Guardian
 State Administrator & 2 a.               Articulate student attendance standards to parents                                                   2002-03 and ongoing
 Involvement Principals b. Institute and enforce contracts with out-of-district students 2002-03 and ongoing
  c. Ensure full parent participation at regular school site council meetings 2002-03 and ongoing
  d. Support each school's parent clubs 2002-03 and ongoing
  e. Develop a plan to engage parents of English Learners 2002-03 and ongoing
  f. Conduct outreach to groups that connect with EL parents 2002-03 and ongoing
  g. Maintain and expand web offerings to inform parents 2002-03 and ongoing
  h. Maintain and expand teacher visits to homes to extent funds are available 2002-03 and ongoing
   
Partnership with City State Administrator 3 a. Draft LT lease agreement for wider review and SPI & CC approval 2002-03
  b. Participate in local master plan for youth 2001-02 thru 2003-04
  c. Participate in City School Committee meetings 2001-02 and ongoing
  d. Solicit comments from city officials on state-required plans prepared by SA 2001-02 and ongoing
  e. Work with city to secure other funding for district programs 2002-03 thru 2004-05
           
Community Support for Teaching and Learning State Administrator 4 a.           b. Collaboration with leading community members and groups                                  Convene community wide funding committee-new funding sources 2002-03 and ongoing  2002-03 and ongoing
  c. Regularly inform leading community members and groups 2002-03 and ongoing
           
Community and Other Partnerships State Administrator & Principals 5 a.          b. Maintain commitment to Math, Science, and Technology Initiative                                 Make clear to out-of-district pupils the Initiative's expectations 2002-03 thru 2004-05 2002-03 thru 2004-05
  c. Require and enforce Initiative contracts with out-of-district students 2002-03 thru 2004-05
  d. Expand academic outreach with local IHEs, notably UC, Berkeley 2002-03 thru 2004-05
           
        
64 III. Various State Administrator & CBO 6 a. Fully fund reserve 2004-05 Appendix B
   Financial Management & Operations   b. Implement and monitor MFRP ongoing
  c. Monitor and implement MRRP for consistency with MFRP  
  d. Continue expenditure control, internal financial reporting and monitoring ongoing
  e. Continue internal controls including segregation of duties ongoing
  f. Continue implementation of encumbrance system; reflect in financial statements ongoing
  g. Continue monthly reconciliation of accounts ongoing
   
  CBO 7 a. Second staff person to review all reconciliations and sign-off 2002-03 and ongoing
  b. Develop, implement procedures for budgeting and monitoring revenues 2002-03 and ongoing
  c. Develop, implement strategies to increase enrollment and new revenue sources 2002-03 and ongoing
  c. Analyze actual vs. budgeted P/R costs; reconcile regularly to financial system 2002-03 and ongoing
  d. Maintain position control system; evaluate feasibility of automation 2002-03 and ongoing
           
Board Policies and CBO 8 a. Submit updated set of business and financial policies and regs 2002-03 thru 2003-04
   
Administrative Regulations State Administrator 9 a. Adopt updated set of business and financial policies and regs 2002-03 thru 2003-04
   
Procedures Manual CBO 10 a. Develop comprehensive business services manual for staff use 2002-03 thru 2003-04
  b. Annually update and train staff on use of manual 2003-04 and ongoing
           
Staff Training CBO 11 a. Provide cross-training for staff on all essential functions 2002-03 thru 2003-04
   
  State Administrator 12 a. Ensure Director of Technology completes advanced SASI workshop 2002-03
   
  Director of Technology 13 a. Provide refresher and advanced SASI training to staff 2002-03 and ongoing
           
  Financial Oversight - BOE CBO 14 a. Processes in place to ensure adherence to financial reporting RQs 2002-03 and ongoing
    b. Monitor expenditures monthly, flag and reflect variances and revisions 2002-03 and ongoing
    c. Hire payroll technician 2002-03 and ongoing
    d. Implement formal review process for high-risk analyses and reports 2003-04 and ongoing
             
  Budget Calendar CBO 15 a. Develop and disseminate budget calendar; begin budget development Nov. - Dec. each year
             
  Budget Priorities & Standards CBO 16 a. Develop staffing standards and expenditure allocations 2002-03
             
  Budgetary Detail CBO 17 a. Prepare simplified budget reports 2002-03 and ongoing
    b. Develop a detailed budget report in addition to other required reports 2002-03 and ongoing
             
  Attendance State Administrator 18 a. Staff and principals to attend training on attendance accounting; SASI 2002-03 and ongoing
    b. Ensure that principals review, verify, & sign attendance reports 2002-03 and ongoing
    c. Collect initial data and begin process to accurately project enrollment 2002-03 and ongoing
    d. Ensure that sites use and maintain proper source attendance docs 2002-03 and ongoing
    e. Submit documentation to clear 1999-00 ss attendance audit finding October 2002
             
  Time Sheets for Federally Funded Employees CBO
 19
 a.
 Ensure program and accounting staff are trained on OMB A-87 and establish compliance procedures 2002-03
    b. Develop personnel activity report.  Monthly compare actual:budget costs 2002-03
             
             
              Appendix B
65 III. Cont Associated Student Body CBO 20 a. Draft comprehensive ASB policy; establish related operating procedures 2003-04 and ongoing
   Financial Management & Operations   b. Ensure monthly reconciliation, review of general ledger; check discrepancies 2003-04 and ongoing
  c. Implement ASB training program for appropriate site and district staff 2003-04 and ongoing
    d. Account for ASB as fiduciary fund and reflect on financial statements 2003-04 and ongoing
  e. General oversight of ASB for legal compliance and ensure internal controls 2003-04 and ongoing
           
Food Services State Administrator 21 a. Adopt policy to pay salaries from federal reimbursement before anything 2002-03
   
  CBO 22 a. Reflect above policy in PERS reduction schedule for the RL calculation 2002-03
   
  Food Services Director 23 a. Consider need and cost of lead person to "float" and oversee production 2002-03  
  b. Increase breakfast, lunch, and a la carte sales 2002-03  
  c. Develop portion and production standards to minimize food waste 2002-03
  d. Offer after-school snack program to increase revenues 2002-03
  e. Adopt nutritious only options 2002-03
  f. Develop single catering brochure for district and student menus 2002-03
  g. Provide food services to other schools at net positive revenue 2002-03
  h. Centralize food production in one kitchen 2002-03
    i. Evaluate pest control requirements at high school 2002-03
    j. Initiate food safety training for staff 2002-03
    k. Develop standards for production, oven temperatures, other food prep. 2002-03
    l. Train staff in salad bar production to minimize labor costs 2002-03
     
    Food Services Director 24 a. Notify and work with parents on program changes 2002-03 and ongoing
    b. Gather feedback and suggestions from students on menu and food items 2002-03 and ongoing
    c. Work with CBO to ensure that food services operation is self supporting 2002-03 and ongoing
    d. Verify income status of approved application for NSL&BP per federal RQs 2002-03 and ongoing
     
    Food Services Director 25 a. Request, follow through on point-of-sale software program for MS and HS 2003-04
             
  Compliance with State Requirements State Administrator 26 a. Establish policy to date & post instructional materials public hearing notices 2002-03
    CBO 27 a. Resubmit J-7 CSR form to fully claim K-3 CSR funding 2002-03
    b. Ensure posting date is on public hearing notices to document compliance 2002-03 and ongoing
    c. Est. system and calendar to ensure completion of cat. financial reporting 2001-02 thru 2002-03
     
    State Administrator & CBO 28 a. Submit revised bell schedule to CDE for compliance with LD/LY 2002-03 and ongoing
     
    Director of C & I 29 a. Ensure supporting documentation is maintained for staff devel. funding 2002-03 and ongoing
    b. Ensure teachers receive CSR training and that this is documented 2002-03 and ongoing
             
  Inventory CBO 30 a. Implement GASB 34, in doing so, maintain complete records of GFAs 2003-04
    b. Continue to value inventory in conformance with GAAP 2001-02 and ongoing
             
Appendix B
66 IV. Human Resources Office HR Director & CBO 31 a. Fill payroll technician position 2002-03
    Personnel  Management   b. Cross-train accounts payable clerk to perform basic payroll functions 2002-03
  c. Cross-train HR associate to perform basic personnel procedures 2002-03
  d. Discuss w/ SA feasibility of CBO managing the HR function 2002-03
  e. Undertake classification review of all position performing HR duties 2003-04
           
Employee Evaluation State Administrator 32 a. Ensure annual evaluation of central office employees and key site employees 2002-03 and ongoing
  b. Identify needs and develop annual staff development plans 2002-03 and ongoing
   
Policy Administration State Administrator 33 a. Contract for update board policy manual 2002-03 thru 2003-04
  (Contracts paid from b. Contract for development of related administrative regulations; adoption 2002-03 thru 2003-04
  FCMAT funds) c. Contract for development of personnel operations manual for mgrs & sups 2002-03 thru 2003-04
  d. Contract for development of payroll operations manual 2002-03 thru 2003-04  
             
Position Request and Authorization HR Director 34 a. Create job requisition form with specified content 2002-03
Recruitment HR Director 35 a. Expand recruiting on internet and physical locations as specified 2002-03 and ongoing
   
Employment Application Process HR Director 36 a.          b. Secure formal application, letter of interest and resume from all candidates             Set up recruitment fill for each job opening; maintain contents for two year 2002-03 and ongoing 2002-03 and ongoing
    c. Maintain "job interest" file and notify when vacancies occur 2002-03 and ongoing
    d. Revise application forms to conform with state and federal RQs 2002-03 and ongoing
             
  Screening and Testing HR Director 37 a. Notify all candidates of their application status 2002-03 and ongoing
    b. Develop formal reference checking form and maintain refs for 2 years 2002-03 and ongoing
    c. Develop questions and an interview rating form 2002-03 and ongoing
    d. Review clerical skills exam for relevancy 2002-03 and ongoing
             
  Employment Status HR Director 38 a. Hire classified staff as probationary; 3-mo and 5-mo appraisals 2002-03 and ongoing
    b. Hire credentialed as probationary; hire emergency & waiver as temporary 2002-03 and ongoing
    c. Conduct 20-factor IRS test on contract positions & maintain documentation 2002-03 and ongoing
     
  Exempt/Nonexempt Classification State Administrator & HR Director 39 a.          b. Apply FLSA criteria to delineate employees of the district office                     Establish written p & p for prior approval of OT for nonexempt employees       2002-03 and ongoing 2002-03 and ongoing
    c. Pay OT to nonexempt employees who work >8 hrs/day or >40 hrs/wk 2002-03 and ongoing
             
  Hiring Checklist HR Director 40 a. Provide statutorily-required information to new hires 2002-03 and ongoing
    b. Complete form DE-34 monthly to report new and separated employees 2002-03 and ongoing
    c. Maintain completed forms I-9 in employee personnel files 2002-03 and ongoing
             
  Employee Access to Other District Policies HR Director 41 a. Provide other specified policies to new hires ongoing
             
              Appendix B
67 IV. Cont. Payroll Documents HR Director 42 a. Develop source document for new hire data entered into payroll database 2001-02 thru 2003-04
  Personnel Management   b. Develop personnel change form to record changes for entry in database 2001-02 thru 2003-04
  c. Develop personnel separation form, as specified 2001-02 thru 2003-04
  d. Develop family and medical leave form with specified check-offs 2001-02 thru 2003-04
  e. Develop classfied salary schedules as specified 2001-02 thru 2003-04
           
Record-Keeping HR Director & Payroll 43 a.          Maintain employee medical records separate from personnel records                                          2002-03 and ongoing
  Technicial b. Create confidential files for info. not to be kept in regular personnel files 2002-03 and ongoing
  c. Destroy criminal background records after review and action 2002-03 and ongoing
  d. Section personnel files for easy retrieval and monitoring for completeness 2003-04  
             
Classification Plan State Administrator & HR 44 a.          Conduct classification study on all classified positions                                       2003-04                           
  Director b. Write job descriptions that comply with ADA standards 2003-04
           
Health and Safety HR Director 45 a. Arrange for initial safety training for staff during orientation 2003-04 and ongoing
  b. Complete and post OSHA Log 200 annually 2003-04 and ongoing