Time Tracking and Cost Allocation Program

Staff requested the Program Manager develop a tool to accurately track and allocate, time and associated costs to the appropriate funding sources. The program tracks hours on a daily basis by project, and allocates the cost based on each fund¹s participation in the project. Monthly, the expended hours, of all project administrators in the School Construction Department, are totaled and an aggregated percentage is established for fund allocation. This percentage is utilized when allocating the costs across the appropriate funding sources for the salaries of support personnel, materials and equipment, and other general office expenses.

Multipurpose Building Assessment

Due to school consolidation and the resultant shifts in enrollment, it was determined that certain scopes of work, identified in the Implementation Plan, should be reviewed. The goal was to determine if the original findings and recommendations were still justified or if changes to the IP should be made, to better reflect the current and projected enrollments at the remaining school sites. The attached Power Point presentation outline provides the original assessment data as well as the 2005 review which included the current enrollment projections for next year. Through this exercise, four sites were determined to have been changed significantly enough to necessitate a revision to the IP.

1. The enrollment at Allen increased sharply and would justify an enlarged multipurpose building if Allen were not being relocated to the Steinbeck facility.

2. The enrollment at Hacienda is significantly lower than the capacity of the site, and as the capacity is scheduled to be reduced to reflect current enrollment, it was determined that this site no longer met the criteria for the replacement of the Multipurpose Building.

3. The enrollment at Terrell has steadily declined from a previous time when the site was impacted and overloaded by enrollment. Portable classroom buildings have been relocated to other District sites in successive years significantly reducing the capacity of this site. It was determined that Terrell no longer met the criteria for replacement of the Multipurpose Building.

4. The enrollment at Trace has nearly doubled with the consolidation of Cory, rendering the size of the Multipurpose to be significantly undersized for the projected enrollment. It was determined that Trace should be included on the list of sites scheduled for the replacement of the Multipurpose Building.

The paper work for formal revisions to the Implementation Plan reflecting the above referenced work is in process and these changes will be scheduled for Board review and adoption per the requirements of the approved procedures manual.