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Attendance, Inventories, Insurance Valuations, Estimate of Needs

Attendance, Inventories, Insurance Valuations, Estimate of Needs

Attendance and Child Counts

As the calendar turns to September, remember that the October 1st child counts are only thirty calendar days away. This year, more than any other year since the inception of the State Aid formula, it is crucial to verify that every student count possible is present in the count. To ensure that all the numbers are counted, we must have the correct documentation, the correct open meetings and the correct procedures for identifying the student counts.  

A major factor in the first quarter statistical report is the actual number of students per grade level. We have started calling this the “Bellybutton Report” because it is the actual number of bellybuttons that have come through our doors each day. Don’t count the actual Average Daily Membership (ADM) to define how many students you have; that is simply the average number of students who have the right to attend your LEA. It is far better to count how many students you have in attendance and not lean on the roll since you will lose the roll members if they fail to appear for ten consecutive school days. The LEA should be able to anticipate what the actual attendance roll will say at the end of the first quarter.  

Inventories

As LEAs receive items that have been purchased with ESSER or ARP revenues, we suggest those items be assigned to a location and a complete inventory of that location is prepared. Most LEAs have an inventory of classrooms, various offices, gyms and other areas of equipment storage. It is a good idea to have the current inventories checked and updated by the personnel who use those areas. A strong compilation of assigned equipment form ESSER and ARP will be central to any desk audit or in-person audit of the LEA’s equipment purchases through these programs. It is more than likely this may be one of the most closely audited set of programs we have dealt with in quite some time.  

Insurance Valuations

We are currently two months or 1/6th of the way through FY 2022. Since the start of the pandemic, we have seen an unprecedented increase in construction costs. You might consider an evaluation of the replacement costs of your buildings, buses, insured equipment inside the buildings and transportation equipment. It’s important to remember that replacement of a bus fleet will be difficult due to the lack of computer chips and could be extremely expensive. The current litigious climate makes it necessary to evaluate the amount of liability insurance for the board and district employees.  

Estimate of Needs (EON)

There may be some decreases in EON valuations due to changes in property within the district. We expect to see an increase in valuations due to the active real estate market, but we would like to know if you had a drop in valuation this year. Please email me if your total valuation decreased for this fiscal year.

The deadlines and considerations for LEAS leaders seem to multiply each month.  If we can help you with any of these items please don’t hesitate to contact us.

Andy Evans

Director, Finance

Andy serves as the Finance Director for OPSRC. In this role, he provides help in financial and business-related areas for schools. This includes budgets, managing cash flow, Estimate of Needs, federal programs and general service to aid in the effective use of district resources. Additionally, Andy serves as a resource in customizing budget spreadsheets, projection sheets, and other financial tools essential to administrators in maintaining their district’s financial health.

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