Appendix A
Status of Recommendations and Savings
Status of Recommendations and Savings
Rec. # Recommendation Implementation Status TSPR's Projected Five-Year Savings (Costs) SPISD's Actual Savings (Costs) to Date SPISD's
Five-Year Savings (Costs) EstimateComments Chapter 1 - District Organization and Management 1 Publish an annual report on the district's educational performance and conduct a public hearing to discuss its contents. p. 19 Complete $0 $0 $0 The district conducted a public hearing to discuss SPISD's educational performance on January 30, 2003. The superintendent said that the annual report wasn't available at the time of the TSPR visit in April 2002. The district will continue to publish the report annually. 2 Establish a system of checks and balances for PEIMS data submissions and ensure that all necessary corrections are completed within the timelines set by TEA. p. 20 Complete $0 $0 $0 The superintendent immediately implemented a check-and-balance system by dividing the responsibilities among three employees instead of one person, and cross-trained the superintendent's administrative assistant, the secretary to the principal and the secretary to the counselor for the PEIMS data submission. The principal, accountant and superintendent review all PEIMS data before submitting to TEA. 3 Develop an organizational structure that illustrates district functions and lines of authority. p. 22 Complete $0 $0 $0 In April 2002, the superintendent prepared a more detailed organizational chart that shifts some authority slightly between principals. Instead of one principal having direct authority over one area such as cafeterias, the principals share that responsibility. The board approved the new organization. 4 Integrate the district's planning documents into a district strategic plan and link it to the budget. p. 24 Complete $0 $0 $0 Although the district did not combine its planning documents into a strategic plan, SPISD did combine three campus improvement plans (CIPs) into one district improvement plan with all special funds identified and linked to the budget. The superintendent advised that the district educational improvement committee (DEIC) continues to review and update the plans and is almost finished linking the general funds to the plans. 5 Establish Site-Based Decision-Making Committees for each campus and develop Campus Improvement Plans. p. 26 Complete $0 $0 $0 The superintendent said that site-based committees for each school have been established; these include the counselor, parents, the principal and teachers. The secondary-level committee also includes students. Campus improvement plans have been developed for each campus and combined with the DIP. 6 Implement a staffing allocation formula. p. 33 In Progress $185,970 $17,000 $800,000 The superintendent said that SPISD is reviewing formulas but finds it difficult to apply a formula because of the district's small size, a drop in student enrollment and a decrease in state funding. The district projects student enrollment based on past history and funding. In 2002-03, the district lost a music teacher and hired a secretary for a savings of $17,000 in 2002-03. In 2003-04, the district eliminated a net of nine positions, including the two positions in 2002-03, for a net annual savings of $200,000 beginning in 2003-04. 7 Amend job descriptions to reflect the duties of current positions. p. 35 Complete $0 $0 $0 The district uses the Texas Association of School Boards (TASB) Human Resource Manual for job descriptions. Although TASB's job descriptions are generic, SPISD revises them to reflect specific job duties of current positions. 8 Develop a comprehensive plan for increasing parent involvement that includes strategies for recruitment of parent volunteers and training for teachers. p. 40 In Progress $0 $0 $0 The district is working on a final plan that uses a point system as an incentive to encourage parents to participate. Students receive one point every time their parent participates. The students receive a reward every six weeks based on the number of points received. The DEIC is ongoing and in the district DIP plan includes strategies for recruiting parent volunteers, training for teachers and increasing parent involvement. The district invites parents to attend school events with speakers and festivals. 9 Develop a quarterly district newsletter for all SPISD families and place it on the district's Web site. p. 41 In Progress $0 $0 $0 District students developed a monthly district newsletter called the Trojan Shield. The district distributed the first edition in February 2003. Although the district hasn't yet posted this newsletter on its Web site, the monthly Gear Up newsletter is on the district's Web site for students, teachers and the community to view. Totals-Chapter 1 $185,970 $17,000 $800,000 Chapter 2 - Educational Service Delivery 10 Include instructional strategies in the District and Campus Improvement Plans that specifically address the needs of students who have been retained. p. 54 Complete $0 $0 $0 District and Campus Improvement Plans have been revised to address the needs of retained students. For example, the Campus Improvement Plan includes instructional strategies of summer school, tutoring, technology and computer labs and adding smaller group instruction to specifically address the needs of students who have been retained. As a result, three to five fewer students have been retained each year. 11 Strengthen English as a Second Language services by using technical assistance offered through Region 1. p. 57 Complete $0 $0 $0 The only recommendation the district received from TEA during a June 2002 ESL review was to correct outdated student files. The district revised forms to keep the data updated. With the assistance of Region 1, the district produced an ESL handbook for teachers and students. The handbook will be revised as the program changes. 12 Develop goals, objectives and strategies for improving the gifted and talented program. p. 59 Complete $0 $0 $0 Region 1 helped develop a G/T handbook that includes goals, objectives and strategies that were added to the campus improvement plan. 13 Use the distance learning lab to offer advanced courses. p. 60 Complete $0 $0 $0 The distance learning lab created a program that provides students access to college courses. Students who participate get a taste of college and are able to compare the differences between high school and college workload and responsibilities. The district encouraged students to sign up for the program. Students may participate for free. UT Pan American, Texas State Technical College and UT Brownsville participate and offer Psychology, Government I and II, English I and II and basic courses for students. District students who take the college courses can leave high school with 15-18 hours of college credit. This program also allows students to enter into college earlier. The junior class, which has 14 students, has six students enrolled in college at the University of Texas at Pan American in Edinburg. 14 Expand the CATE program to include computer and technology courses that will prepare students for careers or continued education. p. 62 Complete $0 $0 $0 The district CATE program has always offered business computer courses; in 2002-03, it added webpage development and computer programming course. No students were interested in the computer programming class, however, an integrated software package course and a computer repair course also are available if enough students enroll. 15 Update and expand the library's book collection to meet state recommended "acceptable" standards. p. 64 Complete ($21,500) ($6,000) ($30,000) Although student enrollment has decreased, the district has updated and expanded its library collection by purchasing new books. SPISD increased its annual library budget from $9,000 to $15,000, allowing the district to purchase 2,000 more books. Now it has a ratio of 30 books per student, placing it above the state-recommended Exemplary level of 20:1. SPISD will not purchase any more books until the library has been demolished and the new library is completed in December 2003. 16 Conduct exercises of the district's emergency management plan. p. 69 In Progress $0 $0 $0 SPISD will be conducting exercises of its emergency management plan on an ongoing basis. District schools have monthly fire drills. The superintendent said that a sequence of rings signify when drills occur. 17 Explore disciplinary alternative education program options. p. 71 Complete $0 $0 $0 At the time of the original review, the district's Disciplinary Alternative Education Program (DAEP) was located on campus. In September 2002, SPISD began renting a space off campus at San Perlita City Hall for $50 per month. The DAEP uses a full-time teacher as needed. Generally only one or two students are in DAEP at a time, with placements up to 30 days depending on the offense. The superintendent said that keeping DAEP students off campus so they cannot mingle with the general student population has been an improvement for students and faculty. 18 Secure the cafeteria walk-in freezer and all facilities when unattended. p. 72 Complete $0 ($20) ($20) In April 2002, the district installed locks on the cafeteria walk-in freezer doors as well as its maintenance and transportation facilities building where equipment is stored. The one-time cost was $20 for two locks. The cafeteria manager and maintenance supervisor have the only keys. 19 Inspect all playground equipment on district property for compliance with safety requirements and create a plan to correct any deficiencies. p. 73 In Progress $0 $0 $0 Although the district has not created a written plan, SPISD periodically has the principals, teachers, aides on duty, students and Maintenance staff perform visual inspections of the district's one playground. SPISD refilled the gravel and inspected equipment to determine if swivels or chains were loose. The district intends to redo the whole playground in summer 2003 for $2,000, an amount already included in the annual budget. 20 Conduct a survey to determine high-traffic areas for students walking to school and have the county designate and mark them as school crossing areas. p. 74 Complete $0 $0 $0 SPISD has only one crossing area. In February 2002, the superintendent requested that the county install stop signs on each side of the crossing area and paint stripes on the road to indicate the path as a crossing area. In addition, the district assigns one adult daily to serve as the crossing guard. Totals-Chapter 2 ($21,500) ($6,020) ($30,020) Chapter 3 - Financial Management 21 Develop internal control procedures for the business office and transfer business management duties to the accountant. p. 82 Complete $0 $0 $0 The superintendent transferred his accounting duties (monitoring investments and reconciling bank statements) to a full-time degreed accountant hired in 2001-02. The district developed and uses internal control procedures for the business office. 22 Establish a general fund balance management policy and require the superintendent to report to the board on the status of the fund balance at every meeting. p. 84 In Progress $0 $0 $0 The superintendent is updating, streamlining and reformatting all board reports. The superintendent provides the board with information on the balances on all accounts, including tax collections, accounts payable and fund balance information. The board has not yet set a fund balance policy. Although the superintendent has not worked with the board to set a policy, he intends to discuss this with the board in 2003-04. 23 Develop a budget calendar and include key stakeholders in the budget development process. p. 87 Complete $0 $0 $0 In 2002-03, SPISD began using the budget calendar example in TEA's Financial Accountability System Resource Guide. Everyone on the district's educational improvement committee is included and has input in the process. The process asks principals to review their needs and submit recommendations to the campus and district improvement committees, which decide whether to accept or reject them. The district educational improvement committee has final decision-making authority over the requests. The board and superintendent provide input on funding during the budget workshop meetings. 24 Develop an implementation strategy for GASB Statement No. 34. p. 89 Complete $0 $0 $0 External auditors assisted SPISD to ensure full compliance with implementation of GASB Statement No. 34. The librarian, who received GASB 34 training, performs bar coding, scanning and input for the fixed-asset system. SPISD conducted an inventory and received no external audit findings in its report. 25 Develop a Request For Proposal for auditing services and require the external auditing firm to include a management letter and schedule of findings with audited financial statements. p. 90 Complete $0 $0 $0 The superintendent requested and received board approval to submit a request for proposal for auditing services at the end of June 2003, including a request for a management letter. The district approved an external auditor in August 2003. 26 Create an insurance committee to evaluate the state employee health insurance plan and determine its impact on the district and its employees. p. 94 Complete $0 $0 $0 Because of the district's number of employees, SPISD had to join the state plan beginning in 2002-03. A district insurance committee evaluated the state health insurance plan's options. In addition, the superintendent conducted staff meetings and individual meetings with employees. The state provided the district $75 per month per covered employee. Each employee received an additional $1,000 annually to help pay for additional employee coverage, dependent coverage, compensation or a combination. Each employee signed a form on how to distribute these funds, because higher levels of coverage required additional district and employee contributions. 27 Develop and maintain a comprehensive fixed-asset management system. p. 96 Complete $0 ($5,000) ($5,000) The district inventories all fixed assets and stores them during the summer. SPISD has the system, software and people to account for assets and conducted an inventory in summer 2003. Before teachers leave for summer vacation, they check everything back in and store all audiovisual items over the summer. The district spent $5,000 for the tags, wand and software training. The district plans to conduct an annual inventory each summer and does not anticipate any future out-of-pocket costs beyond the $5,000 already spent. 28 Create an investment strategy to increase interest earnings. p. 100 In Progress $18,785 $0 $0 SPISD reviewed TexPool and LoneStar interest rates and decided to continue working with its local depository bank because the bank has matched TexPool's interest rate. The district will monitor rates to determine if this continues to be the best strategy. No savings have been recognized because of reduced interest rates since the time of the original review. Totals-Chapter 3 $18,785 ($5,000) ($5,000) Chapter 4 - Operations 29 Create a comprehensive facilities master plan. p. 112 Not
Implemented$0 $0 $0 SPISD does not have a written formal facilities plan but intends to prepare one during 2003-04. The district does have annual inspections conducted by TASB Environmental Services staff to determine facility issues that need addressing. The library and cafeteria building had asbestos, so the district demolished that building in summer 2003 and is constructing a new building that will house the library and cafeteria. 30 Develop a capital improvement plan and consider applying for a Qualified Zone Academy Bond. p. 114 Not
Implemented$0 $0 $0 The district has not completed a comprehensive capital improvement plan and did not apply for QZAB because it received an Instructional Facilities Allotment (IFA) award of $1.6 million in June 2002. The award will pay to build a new library and cafeteria. The district is not planning to complete a comprehensive capital improvement plan at this time. 31 Maintain detailed records for all work performed by the Maintenance Department to facilitate the district's planning and budgeting. p. 116 In Progress $0 $0 $0 The Maintenance supervisor implemented a web-based request form for teachers and all staff to complete. Once the request form is entered, it is e-mailed to the Maintenance supervisor, accountant and their supervisor. The Maintenance supervisor tracks the form and identifies what action to take. The Maintenance supervisor uses the records itemized of all work performed, materials used and associated costs. These records will assist the district in the budget process and in determining equipment replacement needs. 32 Develop an equipment replacement plan based on priority and Food Services funds availability. p. 121 Complete $0 $0 $0 In December 2001, SPISD developed a Food Services equipment plan to replace outdated equipment with new equipment when the new cafeteria is built. The new cafeteria should be complete in December 2003, when the new equipment will be purchased. The district will better monitor the use of the equipment in new facility. 33 Develop procedures to ensure compliance with Texas Department of Health requirements. p. 122 Complete $0 $0 $0 Region 1 provided training for the cafeteria manager to help develop procedures so employees will know what is expected of them and what TDH will look for in its annual inspections. Region 1 visited the district four times in 2002-03 to verify that the cafeteria complies with TDH requirements, which it did. Also, the cafeteria manager performs a monthly inspection to ensure the cafeteria complies with TDH requirements. 34 Train the cafeteria manager in the financial operations of the Food Services Department. p. 123 Complete $0 $0 $0 Region 1 assisted with training the accountant and cafeteria manager on the Food Services Department's financial operations. The training was provided at no additional cost to the district since SPISD pays to be a member of Region 1. The training included nutritional content and food production to help control costs. 35 Improve the nutritional content of meals. p. 124 Complete $0 $0 $0 At no cost to the district, Region 1 assisted the cafeteria manager with menu/meal planning and nutritional content of the food served. 36 Conduct annual surveys to assess customer satisfaction with cafeteria services and the quality, appearance and taste of the food. p. 125 Not
Implemented$0 $0 $0 The superintendent said that administrative staff monitors the cafeteria service regularly. The district did not conduct surveys because there are no restaurants in the city and the only place to eat is the cafeteria. 37 Report eligible special education program mileage to increase state reimbursements. p. 129 Complete $37,324 $7,591 $37,955 In 2002-03, SPISD began including special education mileage in TEA-required transportation reports. The accountant submits the required reports and maintains a log of special education mileage to ensure that the correct information is reported. For 2002-03, the district received an additional $7,591 in special education transportation reimbursement and expects the same reimbursement annually. 38 Develop a formal school bus replacement plan. p. 131 In Progress $30,564 $0 $0 SPISD has not developed a formal bus replacement plan. SPISD has four regular buses and one special education bus. Three of the buses are from five to 10 years old, and one is older. The superintendent and Maintenance supervisor informally monitor the condition of the buses. SPISD had planned to auction the two oldest buses in summer 2003, but has not done so yet, so no savings are recognized. 39 Develop a schedule for the maintenance of the district's bus and vehicle fleet. p. 132 Complete $0 $0 $0 In November 2001, the Maintenance supervisor began maintaining a log of repairs for each bus and vehicle, replacement of parts and maintenance performed. The Maintenance supervisor has developed a maintenance schedule based on the number of miles driven. 40 Provide expanded driver training opportunities for SPISD bus drivers. p. 134 Complete $0 $0 $0 Region 1 provides driver training for bus drivers as needed. Region 1 provides only limited training throughout the year. SPISD's five drivers receive annual updates to remain in compliance with its bus drivers' certification. 41 Finalize and implement the district technology plan. p. 138 Complete $0 $0 $0 In November 2001, SPISD submitted its technology plan for 2001 through 2003 to TEA. The district technology committee then updated the plan and returned it to TEA for final approval, which was granted in March 2002. SPISD's technology plan has been implemented. 42 Develop a disaster recovery plan and test it periodically. p. 139 In Progress $0 $0 $0 SPISD does not yet have a disaster recovery plan. District administrators are working on a plan during 2003-04. In the interim, the district's information is backed up on a daily basis. Totals-Chapter 4 $67,888 $7,591 $37,955 Total Savings $251,143 $13,571 $802,935