Budget and Salary/Compensation Transparency Reporting

Section 18 (2) of the Public Act 94 of 1979, The State School Aid Act, was amended, requiring each school district and intermediate school district to post certain information on its website within 15 days after a board adopts it annual operating budget or any subsequent revision to that budget. The Annual Budget & Transparency Reporting is an opportunity to communicate to our community on how we utilize the resources that are provided to us.

Also see the Annual Website Report for more information.

Annual Operating Budget

Section 18 (2) of the Public Act 94 of 1979, The State School Aid Act, was amended, requiring each school district and intermediate school district to post certain information on its website within 15 days after a board adopts it annual operating budget or any subsequent revision to that budget. The Annual Budget & Transparency Reporting is an opportunity to communicate to our community on how we utilize the resources that are provided to us.

Fiscal Year Board Approved Budget and Subsequent Revisions

The Ottawa Area Intermediate School District is a regional educational service agency created by the legislature in 1962 to bring about quality and equitable educational opportunities to students and schools throughout the state. We provide leadership, programs, and services which complement and enhance the efforts of constituent school districts in extending educational opportunities to all students. Together we maximize resources, share best practices, solve problems, and save time and money.

The Ottawa Area ISD, which is comprised of 742 square miles of primarily Ottawa and parts of Allegan and Muskegon counties, currently serves eleven K-12 public school districts, six public charter schools and 23 non-public schools. Our programming reflects a system of lifelong learning which serves children from birth to age 26, and adult students of all ages.

Because the OAISD serves the educational needs of our constituent local districts, local school board members elect OAISD board members. The OAISD budget is adopted by the board of education no later than June 30 of each year. This budget is then posted on our website within 15 days of adoption. Any subsequent budget amendments are also posted within 15 days.

PDF Document General Fund Budget (opens new window)

PDF Document Special Education Fund Budget (opens new window)

PDF Document Vocational Education Fund Budget (opens new window)

PDF Document Cooperative Fund Budget (opens new window)

PDF DocumentEnhancement Fund Resolution (opens new window)

PDF DocumentStudent Activity Fund Resolution (opens new window)

Amendment Resolutions

Fiscal Year 2018-19, Final Amendments

PDF Document Final Amendment Resolution (opens new window)

Summary of Expenditures - Expressed in Pie Charts

Personnel Expenditures

The largest share of the OAISD's personnel expenditures are "Remaining Expenditures" which are primarily made up of "Other Transactions" that include reimbursements to local districts for their expenditures. Retirement costs are state mandated. To lower costs, the OAISD has increased co-pays for health insurance and reduced benefit programs for health insurance for all staff. Insurance costs include health, dental, vision, long-term disability, and life.

PDF Document Personnel Expenditures (opens new window)

Current Operating Expenditures

The largest share of OAISD actual expenditures are, in fact, monies that are dispersed to local schools through state and federal grants. The OAISD operates the Careerline Tech Center, the Ottawa Area Center and its satellite Community Based Instruction Programs, Sheldon Pines School, the Juvenile Services Center Education Program, the Juvenile Justice Institute, the Work Readiness Program, Community-based Autism Programs, the Educational Services Building, and classes and services offered through Thompson M-TEC.

The OAISD pays for utilities, technology, facility maintenance, insurance, personnel, and office supplies. Support services are provided for centralized accounting, student records, education/training, consulting, technology, and special education.

PDF Document Current District Operating Expenditures (opens new window)

Employee Sponsored Health Care Plans

Health Plans

Health benefits for Careerline Tech Center (CTC), Juvenile Detention Center (JDC) Teachers, Juvenile Justice Institute (JJI), Ottawa Area Center (OAC), Sheldon Pines School (SPS), Administrators, Supervisors, Support Staff and Technical Staff.

PDF Document Yellow Plan - Health Savings Account with $3,000/$6,000 Deductible (opens new window)

PDF Document Purple Plan - Health Savings Account with $1,000/$2,000 Deductible (opens new window)

PDF Document Orange Plan - Health Savings Account with $500/$1,000 Deductible (opens new window)

PDF Document Green Plan - Health Savings Account with $250/$500 Deductible (opens new window)

Cash Benefit

Annual cash benefit may be used to purchase medical, dental or vision insurance or taken as cash.

  • OAC Aides hired after September 1, 2007, receive $6,560.52 for the 2018-2019 contract year
  • Behavior Assistants, Support Staff: Shared Business Services Unit, Adult Ed Certificate Instructors, and Early On Service Coordinators receive $7,500 for the 2018-2019 contract year

Dental Plan

Dental benefits for Administrators, Instructional Support, Supervisors, Support Staff, Teachers and Technical Staff.

PDF Document Dental Benefits Package (opens new window)

Vision Plan

Dental benefits for Administrators, Supervisors, Support Staff, Teachers and Technical Staff.

PDF Document Vision Benefits Package (opens new window)

Long Term Disability Plan

PDF Document For Administrators (opens new window)

PDF Document For Non-Administrative Staff (opens new window)

Life Insurance

PDF Document For Administrators, Supervisors, Teachers and Technical Staff (opens new window)

PDF Document For Aides, Paraprofessionals and Support Staff (opens new window)

PDF Document For Superintendent (opens new window)

Accidental Death and Dismemberment

PDF Document For Administrators, Supervisors, Teachers and Technical Staff (opens new window)

PDF Document For Aides, Paraprofessionals and Support Staff (opens new window)

PDF Document For Superintendent (opens new window)

Audited Financial Statements

Each year the Ottawa Area Intermediate School District is required to secure an independent auditor to complete a comprehensive audit which evaluates and reports on the financial condition of the district. The audit includes a thorough analysis of all business operations as well as a compliance review for the requirements of the many programs we operate.

For Year Ending June 30, 2019

PDF Document Audited Financial Statements (CAFR) (opens new window)

Medical Plan Bids

We currently have no medical plan bids.

Procurement Policy

Bid and Quotations Requirements and Administrative Leeway

The Board requires a minimum of three (3) price quotations on all purchases exceeding

$5,000.00 except in emergencies or when the materials purchased are of such a nature that price negotiations would not result in a savings to the District.

All supplies, materials, and equipment shall be purchased by the superintendent or his/her designee.

In general, the superintendent or his/her designee is authorized to proceed with purchases as set forth in the budget adopted by the Board. However, purchases of an item or group of items in a single transaction costing more than the current Competitive Bid Threshold established by the Revised School Code Sections 623a, 1267 and 1274 will require that competitive bids be obtained and approved by the Board prior to purchase. This amount will be communicated annually by the Business Office.

Exceptions to the competitive bid requirement may be permitted in order to standardize items which will result in a lower long term cost to the District, or if there is only one supplier of a particular item.

Administrative Leeway

In the event of an emergency such as a power failure, severe cold weather or other such natural disasters, the Superintendent or his/her designee shall have the authority to purchase capital equipment needed to keep the facilities of the District operational. Any such purchases shall be approved by the Board at a special or regular meeting as soon as appropriate after the purchase is made.

Such purchases shall not be made so as to circumvent the purposes of the competitive bid law.

The superintendent or his/her designee will establish rules and regulations which implement the provisions of this policy.

Expense Reimbursement Policy

Travel Policy Guidelines

The following information has been provided as a reference guide on travel policies.

Employee travel expenses should be incurred at a reasonable expense to the organization with pre- approved authorization by employee’s supervisor (Pre-Conference Form attached). By signing the Pre- Conference Form, the approver certifies that he/she has reviewed the employee’s estimated travel expenses and that the expenses appear to be reasonable and in compliance with OAISD travel policies. It is the traveler’s (employee) responsibility to research the most cost-effective manner of transportation.

It is the traveler’s (employee) responsibility to report his/her actual travel expenses in a timely and ethical manner. After the conference/overnight travel is completed, the employee must fill out the “Post-Conference/Overnight Travel Reimbursement Form” (attached), signed by their supervisor and submitted to OAISD Accounting Department with the approved pre-conference form attached (even if there is no reimbursement to the employee).

In the event of a cancelled trip, the traveler is responsible for canceling any reservations in compliance with the cancellation terms established by the hotel, airline, etc.

Authorized forms of travel payments are employee credit card (P-card) or pre-payment by OAISD Accounting Department. If these are not an option, then reimbursement will be made of the personal funds spent that are submitted on the Post-Conference form. DETAILED RECEIPTS AND THE CHARGE TOTAL RECEIPT MUST BE SUBMITTED FOR EMPLOYEE REIMBURSEMENT. If receipts are lost and cannot be obtained, the charge cannot be reimbursed to the employee. If the charge for which there is no receipt is on the employee purchasing card, the employee must write a check to the OAISD.

Airfare

Plane tickets should be purchased “coach” class, using non-refundable tickets whenever possible. Employee should be diligent in checking the viability of taking an earlier flight or choosing a flight with a connection in order to get a lower fare. Employee should also research what other means of transportation would be needed and are available once he/she reaches destination.

If using a taxi or shuttle from the airport to your conference location, a receipt can be obtained if asked for. Also, many taxi services will accept employee credit cards (P-cards). These expenses may be reimbursed with receipts.

Luggage handling charges may be reimbursed with receipt.

Personal Automobile Usage

If employee chooses to drive vs. fly, the OAISD will pay mileage at the effective IRS rate up to the cost of a plane ticket (determined on the date of the pre-conference form). It is the traveler’s (employee’s) responsibility to research the most cost-effective manner of transportation.

Gasoline, routine repairs, tires or other automobile expense items are not allowed when a personal vehicle is used. Such expenses are included in the mileage reimbursement rate. When two or more persons on OAISD business share a vehicle, only the driver may claim reimbursement for mileage. Gasoline may not be charged to the employee’s purchasing card.

Toll charges may also be reimbursed with a receipt.

Rental Cars

Under normal practice the OAISD does not pay for rental cars; however, a vehicle may be rented when renting would be more cost-effective to the OAISD than other means of commercial transportation. All rentals must be pre-approved on the pre-conference form.

Situations that may permit a car rental are:

  • Grounded in Detroit, Chicago, etc., may rent to get home vs. spending another night (must include written explanation)
  • Cost of rental car and fuel would be less than mileage reimbursement
  • Cost of rental car and fuel would be less than taxi fares to/from conference

If planning to rent a car, employee may use online rental places or contact car rental companies directly. Examples of online rental places are priceline.com, orbitz.com, or any of the major car rental company’s websites.

Lodging

Reimbursement of lodging expense is generally allowable for travel:

  • If more than one day and travel of more than 70 miles each direction
  • If a single day and travel of more than 140 miles each direction (i.e. Tuesday evening lodging is acceptable for an 8:00 AM Wednesday event in Detroit)

The reimbursement of actual expenses must be supported by receipts. The cost of lodging must be estimated and approved on the pre-conference form.

Internet usage may be reimbursed with pre-approval.

Meals

Both a detailed receipt and the charge total receipt must be submitted with the Post Conference Reimbursement Form. For audit purposes, the detailed receipt shows what food was ordered (alcohol not allowed).  The charge total receipt shows the purchase total plus tip for your grand total.

REMINDER:  ALCOHOL SHOULD BE PUT ON A SEPARATE BILL AND NEVER ON EMPLOYEE’S RECEIPT (purchasing card or reimbursement receipt).

Food limits as listed on the Post Conference Reimbursement Form are as follows, including tips:

  • Breakfast:  $10 Maximum
  • Lunch:  $15 Maximum
  • Dinner:  $30 Maximum
  • Daily:  $55 Maximum

If meal overages for a day occur, a deduction of the meal overage will need to be listed on the “other” line.

Tips

Reasonable tipping is recommended for both meals and cab fares. All other tipping (i.e. valet parking attendant, maid service, bell hop, etc.) are the employee’s responsibility.

For Meals
  • A 15% tip is standard for breakfast and lunch
  • A 20% tip is acceptable for dinner
  • When with a large group or if a table is occupied for along period, a 20% tip may be appropriate (i.e. a lunch or breakfast meeting that lasts 2 hours with 6 or more guests)
For Taxi or Cab Fares
  • A 15% of the fare, no less than 25 cents is standard

Mileage

Mileage reimbursement is paid at the IRS approved rate. All mileage for travel from a starting location other than the office (home, etc.) must be calculated by taking the distance you are traveling and deducting your normal commute.   For example:

The travel from home to the conference is 100 miles.  The normal commute to the office is 10 miles.  The requested reimbursement is 90 miles in each direction.

 

Accounts Payable Check Register

Employee Compensation Information

All employees of the Ottawa Area Intermediate School District (OAISD) are categorized by classification of position held. All classifications are established according to demands of the position, level of responsibility, job functions performed, credentials and skills required, etc. Each classification falls into an established wage and salary system, which takes into account such factors as experience, skills, market demand, cost-of-living factors, etc. The OAISD Board of Education approves both employment and compensation recommendations.

PDF Document Salary and Benefit Description of Superintendent and Employees with Salaray Exceeding $100,000 (opens new window)

District Paid Association Dues

These are district paid association dues on qualifying expenditures for the fiscal year 2017-2018.

PDF Document District Paid Association Dues (opens new window)

District Paid Lobbying Costs

These are the district paid lobbying costs for qualifying expenditures for the fiscal year 2017-2018.

District Paid Lobbying Costs
Professional Association Amount
West Michigan Talent Triangle $76,953.00
Total Amount $76,953.00

 

Approved Deficit Elimination Plan

The District has not incurred a deficit.

District Credit Card Information

Purchasing cards and credit limits issued to staff.

PDF Document Purchasing Card Information (opens new window)

District Paid Out-of-State Travel Information

Out-of-State Travel Information for fiscal year 2017-2018

PDF Document Out-of-State Travel Information (opens new window)

Educator Evaluation Postings and Assurances

Marzano's Art and Science of Teaching is the tool used within the OAISD to evaluate educators.

The documents below include: a) The research base for the Marzano evaluation framework, b) Identity and qualifications of the author, c) Evidence of reliability, validity, and efficacy, and d) evaluation framework and rubrics with descriptors for each performance level on key summative indicators.

PDF Document Marzano District Leader (opens new window)

PDF Document Marzano School Leader (opens new window)

PDF Document Marzano Educator/Teacher (opens new window)

PDF Document Marzano Non-Classroom Instructional Support (opens new window)

The documents below include the process for collecting evidence, conducting evaluation converences, developing performace ratings and developing performance improvement plans and a description of the plan for providing evaluators and evaluatees with training.

Evaluation Process

Evaluators will conduct formal, informal and/or walkthrough observation(s) throughout the school year, including (for instructional staff) reviewing the lesson plan(s), identifying the state curriculum standard(s) used and conducting an assessment of pupil engagement within the lesson(s) as appropriate.

  • Evidence will be collected using the iObservation System
  • Evaluation conferences will be conducted using the iObservation System, other web-based supported applications and/or in person
    • Performance ratings and performance improvement plans will be developed in accordance with the Marzano evaluation models (Teacher, Instructional Support, School Leader and/or District Leader, as appropriate) and/or the iObservation System and Board of Education Policies pertaining to the evaluation of employees

Evaluation Training

Teacher Evaluation Training

  • All evaluators received an initial day of training from Learning Sciences International on the Marzano Teacher Evaluation Tool on August 12, 2016.
  • An additional four days of training by Learning Sciences International for evaluators will take place on December 13, 2016, March 8, 2017 and between April – August, 2017.

Educator Training

  • At the beginning of the 2016-2017 school year, all staff were introduced to Domain 1 and portions of Domains 2-4 of the Art and Science of Teaching/Marzano Educator Evaluation tool. Professional development was provided that covered language, scales, creation professional growth plans and system implementation.
  • Additional training throughout the course of the 2016-2017 year will be provided to staff.