Performance Audit of Olympic ESD 114

W
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							                                                                                                                            Red – Declined
              Olympi c                                       Performance Audit of
     Educational Ser vice Dis tric t                                                                                        Yellow – To be completed

                11 4                                           Olympic ESD 114                                              Green – Implemented
                                                           Report on Corrective Action
          Serving Kitsap, Clallam,
     Jefferson & North Mason Counties                             June 30, 2008

     Item                                           Description                                                  Action/Assignment

3.0 Governance and Management And Structure
                              The ESD 114 Superintendent is commended for his integrity and
                              knowledge of public policy and education issues and his
Commendation                  responsiveness to the service needs of the school districts in the
                              region.

                              The ESD 114 Governance team, that includes the superintendent
                              and the board of directors, has an open communication and high-
Commendation                  trust relationship which facilitates decision- making and service
                              delivery.

                              Implement and institutionalize a comprehensive process for long        The ESDs, in response to Global Audit,
                              range strategic planning, engaging all stakeholder groups to define    recommendation 3-5 are vigorously
                              the ESD’s goals and objectives and to delineate the initiatives,       continuing their efforts to developing a
                              strategies, activities, and parameters for accountability of desired   state-wide “system” of ESD. Subsequently,
Recommendation 3-1
                              outcomes.                                                              during 2008-09, OESD will review and
                                                                                                     revise its strategic plan using Strategic
                                                                                                     Planning For Non-Profit Organizations
                                                                                                     as its guide.
                              Establish a new organizational structure that aligns job functions,
                              titles, and salaries to a fair and objective workload distribution     Administrator to staff ratio: 1:7.5
Recommendation 3-2                                                                                   20 administrators supervise 150
                              plan in order to achieve an administrator to staff ratio of 1:6.
                                                                                                     employees
                              Develop, disseminate, and follow a clearly defined communication
Recommendation 3-3            and coordination plan to influence the development and initiation      Contracted with third party to improve
                              of new support services for school districts.                          external communication in accordance with
                                                                                                     plan.
Recommendation 3-4            Act intentionally to create an organizational environment that is      Consider in conjunction with strategic plan.
                              open, caring and respectful of others ideas. Create organizational
                              processes that reward staff for knowledge, expertise and
                              contributions to organizational effective ness.
       Item                                Description                                                   Action/Assignment


4.0 Financial Management, Budgeting, Purchasing & Contract Management

Commendation           ESD 114 is commended for receiving excellent results on its most
                       recent actuarial review of the Workers' Compensation Fund.

Commendation           ESD 114 is commended for achieving a high level of satisfaction
                       from participating members of the Worker’s Compensation
                       Cooperative.

Commendation           ESD 114 is commended an innovative program in the Workers’
                       Compensation pool to encourage injured employees to return to
                       work sooner.

Commendation           ESD 114 is commended for charging consultants for the space
                       used to provide their services helps ensure the consultant is indeed
                       an independent contractor.

Commendation           ESD 114 is commended for using the state credit card program to
                       save processing costs and earn rebates.

Recommendation 4-1     Consider placing all financial activities under one of the assistant      Declined. Impractical at this time.
                       superintendents.

Recommendation 4-2     Link the budgeting process to an ESD 114 Strategic Plan.                  Consider in conjunction with strategic
                                                                                                 plan
Recommendation 4-3     Develop performance measures to help ensure funds are being
                       spent effectively and efficiently to support schools in their effort to   Instituted as part of strategic and
                       deliver high-quality education.                                           annual work plans

Recommendation 4-4     Amend or repeal the 1986 resolution to give the authority to the          Implemented.
                       superintendent alone to issue warrants prior to board approval.           Board Minutes       1/17/2008

Recommendation 4-5     Adopt simple and practical steps for the evaluation of spreadsheet        Implemented.
                       controls.                                                                 Board Minutes       2/21/2008

Recommendation 4-6     Review assessment rates, establish fund balance (pool reserve)            Completed (see attached).
                       guidelines and have an actuary review the unemployment
                       compensation cooperative program periodically.
       Item                               Description                                                 Action/Assignment
Recommendation 4-7     Increase funding to the Workers' Compensation pool or dedicate         Workers’ Compensation Trust Advisory
                       funds from the existing fund balance to provide a funding source to    Committee elected to use $700,000 of
                       further encourage and develop the light-duty return to work            the existing fund balance to offer a one
                       program.                                                               year temporary rate relief program to
                                                                                              participating districts. A light-duty return
                                                                                              to work program is in place currently
                                                                                              and districts are doing their best to offer
                                                                                              alternatives for injured workers.
Recommendation 4-8     Develop a Board of Directors policy addressing the level of
                       unrestricted and undesignated fund balance to be maintained by         Prepare policy for Board consideration
                       ESD 114, and criteria for determining appropriate fund balances for    in January 2009. Carol Kovarnik
                       reserved funds.
Recommendation 4-9     Seek free and reduced meal payments for all eligible children in the   OESD is not eligible for meal payments
                       KATS program.                                                          for KATS because Kitsap County
                                                                                              provides all meals. OESD staff will work
                                                                                              with the County to maximize their
                                                                                              reimbursements.
Recommendation 4-10    Review and revise purchasing policy that requires purchase orders      Policy/Practice review completed and
                       for virtually all purchases.                                           report to Board by April 2009. Carol
                                                                                              Kovarnik.
Recommendation 4-11    Study cell phone usage and determine if there is a cell phone
                       service provider that can meet the needs of ESD 114 and compare        Carol Kovarnik will exam and report
                       the expected costs to what is being paid under the current             findings by April 2009.
                       reimbursement system.

5.0 Program Delivery
Recommendation 5-1     Reorganize all instructional program delivery components under         Considered and declined as impractical
                       one Assistant Superintendent.                                          at this time.

Recommendation 5-2     Develop a model program/project evaluation design that is based        Consider in conjunction with strategic
                       on established and proven techniques.                                  plan.

Recommendation 5-3     Partner with OSPI and other ESDs to develop a statewide proactive      In an evolving partnership with OSPI, all
                       campus level training model for state reform to be delivered by        ESDs are examining together effective
                       ESDs and replicated at the building campus level by building           instructional models and programs in
                       administrators.                                                        core academic subjects that will be
                                                                                              disseminated to school districts.
Recommendation 5-4     Implement a plan for increased online/distance learning                Consider in conjunction with strategic
                       opportunities for both meetings and ESD trainings.                     plan.
       Item                                   Description                                                  Action/Assignment
Recommendation 5-5        Conduct a formal special education needs assessment to identify          Completed (see attached).
                          and implement a comprehensive set of special services to clients.

6.0 Human Resource Management

Commendation         The ESD114 is commended for having well-structured policies and
                     procedures, in the HR department.

Commendation         The ESD 114 is commended for its including staff members in the
                     interview and staff selection process.

Recommendation 6-1   Revise and update the job descriptions so that they include physical
                     demands and/or requirements of the position.                                  Implement by 6/09. Nancy Pittman

Recommendation 6-2   Conduct a study to determine the feasibility of converting the HR             Complete consideration and possible
                     functions from a paper-pencil system to a paperless digitized system.         implementation by 6/09. Nancy Pittman.

Recommendation 6-3   Restructure the ESD's performance evaluation system so that it becomes
                     a system of components linked in such a way as to provide for the      Implement as part of strategic plan.
                     appraisal of employee performance, merit compensation, growth and
                     development of the individual, and growth of the organization.

Recommendation 6-4   Restructure the salaries of the assistant superintendents so that they are    Recent review of ESD Assistant
                     within the realm of other peer assistant superintendents.                     Superintendents shows salaries at
                                                                                                   ESDs 121 and 112 to be higher
Recommendation 6-5   Develop and implement a formalized procedure for conducting an ESD-           Link to 5.5 – to create comprehensive
                     wide needs assessment for internal and external staff development             needs assessment as part of strategic
                     offerings.                                                                    plan.

Recommendation 6-6   Eliminate the Certification Specialist position (not the services) and form   Position reduced to half time in
                     a Cooperative with other ESDs to provide certification services.              September, 2007
       Item                                   Description                                                Action/Assignment


7.0 Facilities Use and Management
Recommendation 7-1   Develop a facilities master plan to address the immediate space needs,      Complete by August, 2008. Carol
                     future space needs, facilities use, capacities, building conditions, and    Kovarnik
                     projections.

Recommendation 7-3   Develop standards and costs for use of training space at the ESD.           Develop a Facility Use policy. (See
                                                                                                 attached)
Recommendation 7-4   Implement a preventive maintenance program with a simple written plan       Complete by August, 2008. Carol
                     that both prompts the activity and documents its completion.                Kovarnik


8.0 Management Information Systems

Commendation         ESD 114 should be commended for its statewide leadership
                     demonstrated by entering into an exclusive statewide agreement for Just
                     5 Clicks data-analysis software to support data-driven decisions in
                     Washington schools.

Recommendation 8-1   Develop a technology planning process that is integrated into the agency-
                     wide ESD114 strategic planning process and produces a plan that             Assign to Rosemary Ziara and
                     addresses technology support of agency business and instructional           coordinate with strategic plan
                     goals.

Recommendation 8-2   Implement web publishing software that distributes web maintenance          Implemented.
                     workload to ESD 114 education technology and program staff.

Recommendation 8-3   Increase the amount of E-Rate funding school districts in the region        According to consultant Jim Bennett, all
                     receive.                                                                    districts in OESD 114 are participating
                                                                                                 in the rebate program .
                                         Olympic Educational Service District 114
                                               105 National Avenue North, Bremerton, WA 98312
                                                     (360) 479-0993 – FAX (360) 478-6869



                                           360) 479-0993                 FAX (360) 478-6869


                                                         MEMORANDUM

TO:           Walt Bigby

FROM:         Carol Kovarnik

DATE:June 11, 2008

RE:           Performance Audit Recommendation 4-6
              Review assessment rates, establish fund balance (pool reserve) guidelines and have an actuary review the unemployment
              compensation cooperative program periodically.


Performance audit recommendation 4-6 is unnecessary for the following reasons that were explained to the auditors when they were on site:

   1. The Unemployment Cooperative agreement between the member districts and the ESD, the trustee for the pool, defines specifically how
      the rate for each member is to be calculated and reviewed. The rate is calculated according to the agreement.

       The agreement requires that the rate be reviewed annually by the Executive Committee and approved by the Cooperative Advisory Board.
       The Executive Committee and the Cooperative Advisory Board meet annually to review and approve the rate.

   2. The Unemployment Cooperative agreement also defines the reserve requirement for the pool. The reserves have been revised at the
      direction of the members (see below).
   3. In August 2004 the ESD’s jointly paid for an actuarial review of their Unemplo yment Cooperatives.
          • The Executive Committee reviewed the actuarial report, financial statements and the pool reserves. The majority of the committee
            was concerned about having stable rates. They recognized that reserves were higher than they needed to be but also knew that the
            investment earnings from those reserves offset claims costs and helped keep rates down. They recommended reducing the reserve
            requirement from 3% to 2%. This recommendation was approved by the Cooperative Advisory Board and the Unemployment
            Cooperative agreement was revised to reflect the change.
          • The calendar year 2005 rates were calculated based upon the lower reserve requirement.
          • In 2006 the Executive Committee reviewed the financial statements, pool reserves and the rate calculation. They decided to not
            recommend further reductions in the reserve requirement because no members were contributing to reserves and the investment
            earnings were helping mitigate rate increases.
          • In 2007 the Executive Committee reviewed the financial statements, pool reserves and rate calculation. They were not as
            concerned about the pool’s fund balance as they were they were about the economy. They did not believe that members could
            afford a rate jump and were concerned about claims costs increasing as districts had layoffs in the future. They decided to revisit
            the issue of reducing reserve requirements when claims costs began to increase.

              They also discussed whether or not to have another actuarial review and decided that the estimated $4,000 cost was not warranted.

I believe that the issues raised by the performance auditor were all addressed and their recommendation unnecessary.
                               2007-2008 OESD 114 SPECIAL SERVICES EVALUATION LOGIC MODEL
                                                              (revised 3/24/08)
            OUTCOMES                             INDICATORS                       DATA COLLECTION            DATA COLLECTION        SAMPLE
                                                                                   METHODS/TOOLS                SCHEDULE         SIZE/STRATEGY
1. Improved customer satisfaction     1.1. Average level of participant    Post only; Satisfaction       At least annually at All Special
(Special Education Directors) with      satisfaction with SS services      Survey                        year-end             Education
department services                   1.2. # and % of customers            “                                                  Directors
                                        report satisfaction with SS                                      “
                                        services.
                                                                           Post only; Program
2. Increased functioning and                                               Evaluation Form (Clock hrs)   Immediately             All
effectiveness through department      2.1. A majority of participants      Post only; Program            following each          participants
sponsored professional                  report gaining new knowledge       Evaluation Form (Clock hrs)   offering                in
development offerings                   and/or skills as a result of                                                             department
                                        participation.                     Post only; Program            Immediately             sponsored
                                      2.2. A majority of participants      Evaluation Form (Clock hrs)   following each          offerings
                                        report opportunities to learn                                    offering
                                        from peers as a result of
                                        participation.                     Post only; Program            Immediately             All multiple
                                      2.3. Multiple session                Evaluation Form (Clock hrs)   following end of 1 st   session
                                        participants (3 or more                                          and last sessions       participants
                                        sessions) report higher gains
                                        in knowledge and/or skills as      Post-post only; Follow Up
                                        compared to single session         Survey                        Immediately             “
                                        participants.                                                    following end of 1 st
                                      2.4 Multiple session participants                                  and last sessions
                                        report practicing knowledge        Official records; tracking
                                        and/or skills gained during PD     form (CCTS data)
                                        offerings at higher levels as                                    At least 3-months       All multiple
                                        compared to single session                                       post final offering     session
                                        participants.                      “                                                     participants
3. Improved transition from school    2.5. At follow up, participants
to adult life for Special Education     report relevant skills were        “
students                                gained or enhanced as a                                          Annually at year-       All applicable
                                        result of PD offerings.            Follow up contact; tracking   end                     IEP students
                                                                           form (CCTS data)
                                      3.1. # and % of students who
                                        transition from high school to                                                           “
                                        post secondary or vocational                                     “
  education
3.2. # and % of students who                            “
  transition from high school to   Annually at year-
  supported employment             end                  All applicable
3.3. # and % of students who                            IEP students
  transition from high school to   At 6 and 12
  live independently               months post
3.4. # and % of students who       graduation (or age
  remain in higher education,      22)
  vocational education,
  employed, or live
  independently at 6 and 12
  months post graduation (or
  age 22)
                         2007-2008 OESD 114 SPECIAL SERVICES EVALUATION LOGIC MODEL page 2
                                                    (revised 3/24/08)
           OUTCOMES                       INDICATORS                   DATA COLLECTION       DATA COLLECTION      SAMPLE
                                                                        METHODS/TOOLS           SCHEDULE       SIZE/STRATEGY
4. Improved collaboration       4.1. # and % of participants       Program records;      At each meeting       All
between Special Services        from diverse                       attendance                                  participants
department and stakeholders     backgrounds/interests at
                                planning meetings                  Stakeholder Survey    Annually at year-     All
                                4.2. # and % of participants who                         end                   stakeholders
                                agree group members work
                                toward a common goal               “
                                4.3. # and % of participants who                         “                     “
                                report communication among
                                participants is frequent and
                                characterized by mutual trust      Stakeholder Survey
                                4.4. # and % of participants who                         Annually at year-     “
                                agree that decisions are based                           end
                                upon group consensus
                                              OESD 114 SPECIAL EDUCATION DEPARTMENT
                                                  STAKEHOLDER SURVEY: RESULTS
                                                              MAY 2008

Twelve (12) responses to the Stakeholder Survey distributed in May 2008 were received. These included responses from six (6) school district
representatives, three community agency representatives, and two other area agency representatives. One respondent’s position was unknown.
School representatives included two directors, three teachers, and a program coordinator. Community agencies represented included two
members of the Transition Council, and one from Olympic College. In addition, two respondents represented local government.

Using the scale provided, indicate the extent to which you agree with the following statements (Circle the number of one answer).
                                          Strongly                                                            Strongly
                                                          Disagree       Neutral            Agree                           Mean
                                          Disagree                                                             Agree
Q-2. Group members work toward a
common goal. N=12                             --              --          8% (1)           25% (3)            67% (8)        4.58

Q-3. Communication is frequent, with
group members often sharing
                                              --              --          8% (1)           33% (4)            58% (7)        4.50
information, resources, and ideas.
N=12
Q-4. Group members respect and
trust one another. N=11                       --           8% (1)         8% (1)           17% (2)            58% (7)        4.36

Q-5. All group members have an
opportunity to provide feedback.              --              --          8% (1)           25% (3)            67% (8)        4.58
N=12
Q-6. Decisions are made through a
consensual process. N=12                      --              --          8% (1)           25% (3)            67% (8)        4.58

Q-7. Group members consistently
follow through on assigned tasks.             --              --          8% (1)           50% (6)            42% (5)        4.33
N=12
Q-8. Group members represent
diverse backgrounds and interests.          8% (1)            --          8% (1)           17% (2)            67% (8)        4.33
N=12
Overall Level of Collaboration                                                                                               4.47


Q-9. We’d like to hear more about how you feel about the collaborative work being facilitated by the Special Education Department -- more about
what’s working, and also anything about the process that you think doesn’t work well or could use some improvement. Please use the space
below to tell us what you think.

       The Transition Council addressing needs of students with disabilities transitioning from high school to adult services has been an
       invaluable resource and extremely productive group. Several subcommittees have been formed to address the needs of students and
       families. The relationships that have been developed have enabled us as a county to move forward in addressing student and family
       needs in this area more effectively. ESD staff most specifically Carl Pacheco and her support staff have been an integral part in the
success of this group and all of the wonderful work that has resulted. We are now at a point based on the established relationships to
really examine in depth the challenges/barriers our systems face and develop strategies to address. Again, without the support and
participation of the ESD Special Services department [I] don’t believe we would have been able to accomplish what we have nor have
plans for future projects that I feel will be successful.

Transition Council is taking on some big challenges and making headway. I’m disappointed that we generally don’t get full participation
from all school districts. We can’t make it happen without all them! Thanks for your efforts.

Additional intentional focus on [Learning Disabled] population.

Thank you for all you do.

I am totally satisfied with the way various groups I have participated in function. Groups interact well and make well thought out
decisions.

The Transition Council is one of the most meaningful and productive workgroups with which I’ve had the pleasure to serve. I believe the
process and outcomes of this council could save as a model for others!
                                           OLYMPIC EDUCATIONAL SERVICE DISTRICT 114
                                           CUSTOMER SATISFACTION SURVEY: RESULTS

Twelve (12) district representatives completed the Customer Satisfaction Survey distributed in May 2008. Four (4) surveys were completed by
Program Directors, three (3) Superintendents or Assistant Superintendents, one (1) School Administrator, one (1) Program Coordinator, one
teacher, and two (2) were other school staff.

The following questions ask you about the level of satisfaction you experienced with OESD 114 services. On a scale of 1 to 5, with 1=low
satisfaction and 5=high satisfaction, how would you rate OESD 114 on:

                                                                       Low…..………………………………High                                    Mean
Q-2. How courteously you were treated. N=12                      --         --        --           --          100% (12)          5.0
Q-3. How well the staff understood needs. N=11                   --         --        --           --          100% (11)          5.0
Q-4. How promptly your calls were returned. N=12                 --         --        --         8% (1)         92% (11)         4.92
Q-5. How well the staff responded to your request. N=12          --         --      8% (1)         --           92% (11)         4.83
Q-6. The staff was knowledgeable. N=12                           --         --        --        17% (2)         83% (10)         4.83
Q-7. The usefulness of the information you received.
                                                                 --         --      8% (1)       8% (1)         83% (10)         4.75
N=12
Q-8. The staff was competent. N=12                               --         --      8% (1)       8% (1)         83% (10)         4.75
Overall Level of Satisfaction                                                                                                    4.87

Your comments are important to use. Please let us know what you think about our services by answering the following questions.

Q-9. Overall, how satisfied were you with the services you received? N=12
               a. Very satisfied 83% (10)
               b. Mostly satisfied 17% (2)
               c. Dissatisfied 0%
               d. Very dissatisfied 0%

       Monthly meetings could be a little streamlined.

       ESD staff over stretched and can’t respond/support to the extent needed

       Throughout the year, I have attended various meetings, and trainings, which are always informative and well-organized.

       Carol and her team are very responsive and informative.

       Three years ago I was brand new to the position of Special Ed teacher. I had a million questions and the staff always wrote back very
       quickly.
       Each time I phone or meet with ESD staff I am treated with respect and provided immediate assistance.
       Always there when needed.

       I have always received prompt and accurate information.

Q-10. What do you like most about OESD 114’s program services?

       OESD supervisors are always available to answer questions and contacting outside sources when necessary.

       Ready! For Kindergarten grant financial support.

       Carol.

       I like having someone to call if I am stuck on something.

       Provide services through monthly meetings. Offer many varied in-service opportunities.

       I like the friendly response to my questions. No one ever made me feel that my questions were simplistic or elementary.

       Technology services. Media services. Financial support.

       Easily accessed.

       That this position pulls the directors together.

       For the various meetings I attend I appreciate timely reminders about meetings, access to agendas when available and the
       dissemination of information about various training, meetings, etc. The ESD does a nice job of informing staff about trainings and other
       information that is often helpful to share. The availability of clock hours is another benefit.

       Very well informed; convenient location and prompt response; comfortable setting; high quality presenters; easy accessibility.

Q-11. Is there anything you would change about our services? If yes, what would that be?

       Additional support for business and finance on the west end of the Clallam County.

       Sometimes hard to know who to start with when looking for something new.

       More time to know what’s happening/needed in districts. More practical experience from district level.

       No, everything is highly satisfactory

       Sponsor SLP trainings and collaboration sessions. Sponsor OT/PT trainings and collaboration sessions. Sponsor Pysch trainings and
       collaboration sessions. Scheduled site visit at least twice a year.
                                                                    BOARD POLICY

                                                                                                                                                       4200

SUBJECT:        Use of OESD 114 Facilities

The board subscribes to the belief that use of OESD 114 facilities should be consistent with the mission of OESD 114. Use of the facilities by others
will not interfere with the use of the facility by OESD 114 departments and programs.

The superintendent is authorized to establish procedures for use of facilities, including rental rates, supervisory requirements, restrictions, and security.
Those using OESD 114 facilities shall maintain insurance for accident and liability covering persons using the district’s facilities under the
sponsorship of the organization. For rental rate purposes, organizations seeking the use of OESD 114 facilities have been divided into three
categories:

I. Educational Affiliated Entities

OESD 114 Departments, school districts, other ESDs, State Board of Education, OSPI, Department of Early Learning, Educational Organizations
such as WASA, WASBO, WSSDA, AWSP, WAMOA, WSPA, WSIPC will not be charged room use fees. When facilities are used outside of
regular work hours or OESD 114 incurs extra utility, cleaning, or supervision costs, a fee, to be established by the superintendent, shall be charged to
recoup those costs.

II. Government Entities

City, County, State (except OSPI & DEL), Federal, Colleges and Universities. These groups may want to use OESD 114 facilities for meetings,
lectures, or other activities for which public halls or commercial facilities generally are rented or owned. The district shall charge a rental rate, except
that such charges may be waived when a service club or other nonprofit group is raising funds for charitable purposes. To be granted this exception,
the charitable organization must be recognized by the Philanthropic Division of the Better Business Bureau. Professional fund raisers representing
charities must provide evidence that they are registered and bonded by the state of Washington. Such fund-raisers must provide evidence that the
charity will receive at least sixty (60) percent of the gross revenues received from the public prior to approval to use the facilities.

Similar treatment may be granted to public universities and colleges when offering college courses within the community or when any
university/college is offering a course for staff at the request of OESD 114.

III. Profit Making Organizations and Business-Related Enterprises

While OESD 114 would prefer these organizations use commercial or private facilities, facilities may be rented for nonregular use at the prevailing
rate based upon commercial facilities in the area.


Policy 4200 – Use of OESD 114 Facilities
Page 2

Public universities and colleges will be treated as profit making organizations when offering college courses not requested by OESD 114.

Authorization for use of OESD 114 facilities shall not be considered as endorsement of or approval of the activity group or organization nor for the
purposes it represents.




DATE ADOPTED: September 20, 2007
                                                                          BOARD POLICY

                                                                                                                                                                  4200P

SUBJECT:         Use of ESD Facilities

Application for use of ESD facilities shall be made to the superintendent’s office.

Professional fund raisers representing charities must provide evidence that the fund raiser:
        1. Is recognized by the Philanthropic Division of the Better Business Bureau.
        2. Is registered and bonded by the state of Washington; and
        3. Will give the charity at least sixty (60) percent of the gross revenues.

The superintendent shall develop a fee schedule applicable for use of ESD facilities. The fee schedule shall be evaluated on a biennial basis.

Sponsoring organizations shall provide sufficient, competent adult and/or special supervision, and the amount of adequate supervision shall be agreed upon at the
time the authorization is issued.

Alcoholic beverages and illegal drugs shall not be permitted in ESD facilities or an ESD property at any time. Tobacco use is prohibited in ESD facilities but is
allowed in designated areas on ESD property.

All applicants for use of ESD facilities shall hold the ESD free and without harm from any loss or damage, liability or expense that may arise during or be caused in
any way by such use or occupancy of school facilities. Also, in the event that property loss or damage is incurred during such use or occupancy, the amount of
damage shall be decided by the superintendent and approved by the board and a bill for damages shall be presented to the group using or occupying the facilities
during the time the loss or damage was sustained.

All applicants for use of school facilities sha ll maintain accident and liability insurance for person using district facilities under the applicant’s sponsorship in an
amount not less than $50,000 due to bodily injury or death of one person or at least $100,000 due to bodily injury or death of two or more persons in any incident. If
use of the district’s facilities is to be ongoing, the applicant shall provide evidence to the district once every thirty days that the insurance remains in effect.

The superintendent possesses the authority to make the decision on use of school facilities by a group. The group may appeal such decision to the board.

A custodian or other authorized staff member must be on the premises when any group is using ESD facilities. ESD staff will be responsible for building security
and ensuring the security of employee workstations.
Use of ESD Facilities                                                                                                   4200P
Page 2


                                                                  Fee Schedule
                                                Fees are effective September 2007 – August 2009

       Room Used/Services                        Category I                       Category II           Category III
                                                                                $100/Day/Room          $300/Day/Room
201, 202, 203, 204, A&B                              $0                     Minimum $50/Day/Room   Minimum $150/Day/Room

                                                                                 $50/Day/Room          $150/Day/Room
Board Room                                            $0                        Minimum $25/Day       Minimum $75/Day
Coffee                                                $0                              $20                    $20
Pastries                                          Cost + $5                      User Provided          User Provided
Meals                                          User Provided                     User Provided          User Provided
Clean Up by Custodian                                 $0                              $50                    $50
                                      (unless extra ordinary clean up is
                                        required, then $20 per hour)

After Hours/Saturday Use (in                      $20/Hour                          $20/Hour             $30/Hour
addition to rental fee)
Computer Lab or Video
Teleconference Support,                           $40/Hour                          $40/Hour             $90/Hour
 after hours support


Fee Distribution:
Rental Fees and Coffee & Pastry Service          ESD Rental Income Account
Clean-Up Fee                                     ESD Rental Income Account
After Hours/Saturday Use Fees                    Department Providing the Service
Computer Lab & Video Tele conference Fee         Department Providing the Service


5/08

						
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