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CISD 2003/11/14f COPPELL INDEPENDENT SCHOOL DISTRICT 200 S. DENTON TAP ROAD • COPPELL, TEXAS 75019 November 14, 2003 Mr. Jim Witt City of Coppell P. 0. Box 9478 Coppell, TX 75019 Dear Jim; Attached are quarterly reports for the 2003 -04 grant programs funded through the half -cent sales tax. I have included a financial report as well as copies of purchase orders and payment information on supplies and equipment purchased. If you need additional information or have any questions, please contact me. Sincerely, Cc: Dr. Jeff Turner Jennifer Armstrong Ralph Seeley I p Y Assistant Superintendent for Business • 214- 496 -6000 DR. JEFF TURNER SUPERINTENDENT OF SCHOOLS SHERRYE DOTSON ASSISTANT SUPERINTENDENT OF INSTRUCTIONAL PROGRAMS RALPH SEELEY ASSISTANT SUPERINTENDENT FOR BUSINESS Glossary & Explanatory Notes CEDC Sales Tax Grants 2003 -04 School Year 1. Expenditures are accounted for in almost 200 line -item accounts for four grants received to date. Sub - object identifiers have been assigned to line -item accounts as follows: • Sub - object 81 - ESL Grant - 196- xx- 6xxx.81- xxx -4 -xx • Sub - object 82 - Literacy Grant - 196- xx- 6xxx.82- xxx -4 -xx • Sub - object 83 - Spanish Grant - 196- xx- 6xxx.83- xxx -4 -xx • Sub - object 84 - Library Books - 196- xx- 6xxx.84- xxx -4 -xx Account code structure is a Texas Education Agency (TEA) defined requirement. TEA dictates that we utilize the accounts defined in this report. 2. TRS (Teacher Retirement System) on- behalf revenues and expenditures are required by TEA. This is a paper entry only with revenues equaling expenditures. Revenue code structure is 196- 00- 5831.xx- 000 -4 -00. Expenditure code structure is 196- xx- 6144.xx- xxx -4 -xx. Revenues and expenditures for these accounts are calculated in August, the last month of the fiscal year. 3. Column descriptions for the Budget/Expenditure Comparison report are as follows: a. Appropriated - For personnel expenditures, this is the amount calculated by the personnel software module for each employee. This includes salary plus related payroll costs. The total appropriation for the sub - objects shown in number 1 above will not equal the total grant award. b. Expended - This column reflects the actual dollars paid to employees or payroll costs charged as of the date shown on the report. c. Encumbered - This column shows amounts encumbered by purchase orders issued but unpaid as of the report date. d. Accrued - This is the amount of salary earned, but unpaid, for the positions approved for the grant. For example, teachers are paid from September through August for the 2003 -04 school year. Through November 30th, they have worked 73 days of their 187 day contract (39 %). They have been paid for two months or 16.7% of their contract. e. Balance - This column shows the appropriated amount less amounts in the expended, encumbered and accrued columns. 4. The CEDC Grant Financial Summary report summarizes the detail information presented in the above report. Report for Period Ending: October 31, 2003 This report reflects amounts actually paid as of this date. Grant Sub -Object Grant Amounts Approved Personnel Costs 816,300.00 453,327.00 259,385.57 507,594.44 Supplies 26,134.00 460.00 129,390.00 155,984.00 Training 3,150.00 3,150.00 Total Grant Award 816,300.00 482,611.00 259,845.57 129,390.00 1,688,146.57 Expenditures To Date Personnel Costs Salaries & Wages Social Security (FIMM) Health & Life Ins. Workers' Comp. Teacher RetirementlTrs Care Travel Allowance Total Personnel Supplies & Materials Training Expenses Total Expenditures to Date Unexpended Balance CEDC Grant Financial Summary Library ESL Literacy Spanish Book Grant Grant Grant Grant .81 .82 .83 .84 125,881.98 66,705.85 37,866.66 1,682.76 920.36 538.25 9,053.86 3,990.00 2,493.00 1,098.92 582.36 330.62 1,486.61 640.73 425.26 100.00 139,204.13 72,839.30 41,753.79 677,095.87 1,572.00 139,204.13 74,411.30 41,753.79 6,427.41 408,199.70 218,091.78 6,427.41 6,427.41 122,962.59 Total 230,454.49 3,141.37 15,536.86 2,011.90 2,552.60 100.00 253,797.22 1,572.00 261,796.63 1,426,349.94 H:CEDC Doc unents103 -04 CEDC Grant Financial Reportads, Sheet1 11/7/2003, 424 PM Coppell ISD Library Quarterly Report November 13, 2003 No. 2003 -LO1 According to the terms and conditions of the CEDC GRANT AGREEMENT, the Coppell ISD librarians submit the following statistics and copies of purchase orders for review by the CEDC committee as evidence of compliance with the general provisions of the grant. Quantitative data is included for the quarterly library report showing the key areas detailed in the initial grant proposal and agreement. The literacy level of every student residing in the city of Coppell and attending one of the thirteen CISD schools is being positively impacted. The statistics reflect the implementation of the CREW method of expanded guidelines for collection evaluation and weeding, collaboration among students, teachers, and librarians, and purchase of meaningfully selected print resources. To ensure consistent compliance with the grant provisions, the thirteen participating Coppell schools use identical spreadsheets with accompanying definitions to compile monthly statistical data. At the end of the quarter, the quantitative monthly data is compiled into an elementary and secondary spreadsheet, complete with totals in each category. Monthly Library Report definitions: 1. Number of books weeded: Number reflects print items that have been discarded according to CREW standards. 2. Number of classes taught: Number of classes taught includes the classes that are in the library for instruction and research based on collaborative planning between classroom teacher and librarian. This number does not include the "fixed schedule" classes that come each week for book checkout. Intensive direct instruction transpires at the point of need in this type of library visit. 3. Number of classes for checkout: Number reflects the classes that come regularly, especially on the elementary level, for book checkouts. A short lesson may be taught or a story read but the emphasis is on book selection and readers' advisory. 4. Number of books circulated: Number of books circulated is the total circulation reflected on the Follett monthly statistics report. 5. Number of students served: Number reflects total number of students served through collaboration between teacher and librarian, not including walk -in tally. This number is not the school population but an actual number of students who were influenced by library media Total numbers reported for Quarter: November, 2003 # of books weeded # of classes taught # of classes for checkout # of books circulated #of students served #of TEKS covered #of walk- ins #of books added to collection Elementary 2,251 861 1,252 73,497 45,015 2,203 17,556 496 Secondary 575 695 308 21,405 22,766 659 8,806 452 services. Actual school populations in January 2003, the date of the grant proposal, were: secondary -- 5145 and elementary -- 4344. 6. Number of TEKS covered: Number reflects TEKS (Texas Essential Knowledge and Skills) taught during instruction administered in the Library Media Center. Working cooperatively with classroom teacher, the librarian facilitates delivery of curriculum at point of need, providing an optimum, meaningful learning experience. 7. Walk -Ins: Number reflects individual students using the Library Media Center at point of need. 8. Number of books added to collection: Number reflects books purchased and received using CEDC grant funds. Purchase orders which have not been received have not been included in this column. Respep • lly submitted: Lex Anne Seifert Librarian, Denton Creek El entary Librarian, CMS North Doreen Newcomb Librarian, Coppell High School &Pala_ Dr. Paul Lupia Director of Student Services /i/3 November 13, 2 3 /7 November 13, 2003 I//i3/03 November 13, 2003 / November 13, 2003