Facilities Workshop—Wednesday, April 20, 2011 Mohave Community College— 3400 Highway 95—Bullhead City, AZ

Technology Pre-Conference—Wednesday, April 20, 2011

& Spring Conference— Wednesday - Friday, April 20-22, 2011 Aquarius Hotel & Casino—1900 South Casino Drive—Laughlin, NV

WEDNESDAY, APRIL 20, 2011

Pre-Conference – Facilities, Maintenance, Operations and Transportation Workshop 8:00 – 3:30 PM Mohave Community College—Bullhead City Campus Pre-Conference – Inaugural Technology Pre-Conference 8:30 – 4:00 PM Aquarius Hotel and Conference Center Spring Conference – At Aquarius Hotel and Conference Center 4:00 PM – 7:30 PM Hotel and Spring Conference Registration Check-in 6:30 PM – 8:30 PM Welcome Mixer THURSDAY, APRIL 21, 2011

8:00 AM Conference Registration Check-in 8:00 AM Continental Breakfast 9:00 AM General Session Welcome Greetings ADE Update Educational Programs Update 9:30 AM Keynote Address – “Education 3.0 and the Learning Society” Presented by Tim Lake and Ian Temple, Cisco Systems There are many definitions of what encompasses “21st Century Learning.” Education 3.0 defines specific goals and outcomes for a 21st Century Learner and provides a systematic, proven approach towards education transformation. By truly fostering a 21st Century Learning environment and effectively utilizing 21st Century Technology, we empower learners to thrive in the competitive global economy. As we do this we transform both the world of learning and the place of learning in our world; ultimately realizing the vision of The Learning Society. We need a new ethic of learning – one that is collaborative, global, and universal. Every society has a contribution to make, a responsibility to engage, and an opportunity to inspire. Every society can become a Learning Society. 10:30 AM Refreshment Break and Networking 10:55 AM Breakout Session #1

101: Conquering Common Coding Confusion 102: Nutrition Academy – Training Food Service Managers 103: What to Plan for When Closing a School 104: Making E-Rate Applications Easier & More Successful 105: Do You Still Need A Warehouse? (Inventory Reduction Benefits) 106: Transportation Data 107: “It Ain’t Politics As Usual!” Passing Override and Bond Elections in

Times of Political Unrest

THURSDAY, APRIL 21, 2011

12:00 PM Lunch 12:55 PM Breakout Session #2

201: New Requirements and Best Practices for 1099 Processing 202: Food Procurement – Cooperative versus Independent 203: Creating New Funding Sources Through Best Practices 204: Get Your Head in the Cloud 205: Procurement Rules Changes, USFR Memo #248 and Pending Legislation 206: Trip Reduction 207: AASBO Professional Development and Opportunities

1:50 PM Refreshment Break and Networking 2:00 PM Breakout Session #3

301: Basic Grants Accounting 101 302: Child Nutrition Reauthorization – What’s Next? 303: Best Practices in the Payroll Department 304: Flash Drives— Educational Tools or Technology Plague? 305: Standardizing Janitorial Chemicals and Equipment 306: Auditor Generals Transportation Audit 307: Hiring and Firing Employees

2:55 PM Refreshment Break and Networking 3:05 PM Breakout Session #4

401: How to Improve your Internal Controls of Cash Receipts 402: ePARs 403: Time Management 404: iPad’s, Mobile labs, Web Pages, Wireless Access Points—Oh My! 405: Wireless Phone Allowance Program 406: Financial Outlook in the Rural Area Schools

4:00 PM Conference Sessions End 5:30 PM Dinner Buffet—Windows on the River Buffet Evening Free

FRIDAY, APRIL 22, 2011

7:30 AM Breakfast Buffet 9:00 AM General Session Welcome and Call to Order Legal Update of Educational Issues Legislative and Budget Updates 58th Annual Summer Conference Best Practices Awards for 2011 Door Prizes 10:30 AM Adjournment – Conference Ends Hotel Check Out

ACCOUNTING 101 - Conquering Common Coding Confusion Presenter: Cris Cable, Office of the Auditor General Do you have questions on coding revenues and expenditures? Come conquer your coding confusion as we review proper coding for frequently miscoded revenues and expenditures. 201 - New Requirements and Best Practices for 1099 Processing Presenters: Tracy McLaughlin and Heather Jones, Heinfeld, Meech & Co., P.C. Implementation of the new health care legislation will consequently create a huge impact on the way your Accounts Payable personnel will need to operate. In this session you will get an overview of one of the new items listed in the new Patient Protection and Affordable Care Act, such as the new 1099 rules. We will also discuss the new W-9 form and suggest good practices for the 1099 process. 301 - Basic Grants Accounting 101 Presenters: Lupe Bandin, Retired School Business Official Learn about tracking applications and amendments; setting up grants files and budgets; preparing cash management and completion reports; using benefit and indirect cost calculators. 401 - How to Improve your Internal Controls of Cash Receipts Presenters: Shannon Crosier, Student Activities and Auxiliary Manager for Scottsdale Unified School District and Arnold Mortzheim of In Touch Software Is your district receiving audit exceptions for untimely deposits? How do you know you have received all the cash? Student Activities and Auxiliary Operations is the area with greatest risk of fraud in many districts. This session will cover how Scottsdale Unified School District significantly improved internal controls by implementing an automated system for tracking cash receipts and deposits. FOOD SERVICE 102 – Nutrition Academy – Training Food Service Managers Presenters: Kathy Glindmeier and Sandy Rogers, Paradise Valley Unified School District Good help is hard to find and even more difficult to hang on to. This session will share a new training program in Paradise Valley Unified School District. See how PV’s Nutrition Academy is helping take child nutrition employee retention to a new level. 202 – Food Procurement – Cooperative versus Independent Presenter: Geoff Habgood, Deer Valley Unified School District Should you join a food co-op or purchase food on your own? With the cost of food and supplies on the rise, this may be the single most important decision a food service director can make. Hear the “pros and cons” of food purchases. 302 – Child Nutrition Reauthorization – What’s Next? Presenter: Cara Peczkowski, RD, SNS, Arizona Department of Education Food & Nutrition The Comment period for the reauthorization is over, but what happens next? ADE will update Child Nutrition Managers on the meal pattern, meal price requirement and National Nutrition Standards.   

MAINTENANCE 103- What to Plan for When Closing a School Presenter: Dr. Walter (Skip) Brown, Retired Assistant Superintendent Unfortunately many school districts will have to close schools because of dropping enrollment and budget cuts. In this session you will learn about who you need to notify and when, ideas on how to place the students and staff that are still attending the school, and what you can do with the buildings after the school has been closed. 203 - Creating New Funding Sources Through Best Practices (Colorado River Union High SD) Presenters: Mary Anderson, M&V Specialist, APS Energy Services, Steve Frost, Business Development Manager, APS Energy Services and Donna Roach, Business Manager, Colorado River Union High SD Learn how school districts are saving energy and receiving rebates for new HVAC equipment, energy management systems and lighting retrofits. You will hear the success that Colorado River School District has experienced and how they accomplished it. 403 - Time Management—How to Work Less, Produce More and Still get the Job Done in a Sensible School Week Presenter: Tom Rooney, The Break Through Coach and Mike Fisher, Littleton Elem. School District In this session you will get an overview of a way to manage your time better so you can get that overwhelming amount of work done and have more personal time.  

TECHNOLOGY 104 - Making E-Rate Applications Easier & More Successful Presenter: Brett Hinton, Director of Educational Technology, Arizona Department Education This session will cover important strategies for helping districts and schools to successfully apply for E-Rate to maximize funding. It will cover topics such as making the E-Rate procurement process easier, using the state master contracts for E-Rate, how to “audit-proof” your E-Rate applications, and important considerations and strategies for applying for priority 2 funding. Updates on recent E-Rate rule changes will also be provided. 204 - Get Your Head in The Cloud Presenter: Miguel De Zubeldia, Cisco Systems Everyone is talking about using “The Cloud” to accomplish IT goals. In this session designed for IT planners, we’ll look at what options there are for cloud strategies – which range from on-demand online services like e-mail and collaboration delivered via the Internet, to districts creating their own private clouds to deliver applications quickly and efficiently. No matter the size of the district, there is room for The Cloud in your organization. 304 – Flash Drives—Educational Tools or Technology Plague? Presenter: Corey Todd, Mesa Public Schools Providing safety for your network while supporting student initiatives. This session will cover best practices, communication and tech-tips to safeguard your network from virus threats. 404 – iPad’s, Mobile labs, Web Pages, Wireless Access Points—Oh My! How to maximize your effectiveness in the educational setting utilizing emerging technology. Strategies for using what, when and where and the associated security risks.

PURCHASING 105 - Do You Still Need A Warehouse? (Inventory Reduction Benefits) Presenter: Caroline Brackley, Director, Professional Group Public Consulting Has your District looked at the real costs of running a warehouse? Given these lean times where options are few and choices are necessary, is closing your warehouse a viable option? Let’s explore “all” the costs and some of the unnamed benefits. 205 - Procurement Rules Changes, USFR Memo #248 and Pending Legislation Presenter: Bill Munch, Director of Purchasing, Mesa Public Schools On September 22, 2010, the Auditor General and Department of Education released USFR Memorandum No. 248. The memo has historic significance for Arizona School District Procurement. It is by far the most concise and comprehensive guideline on school district procurement released to date. Come for a complete overview of the memorandum and an update on pending school district procurement legislation that should make all our procurement lives a bit easier. 305 - Standardizing Janitorial Chemicals and Equipment Presenter: Bonnie Gonzalez, Division Manager—Supply and Property, Phoenix Union High School District Learn how standardizing custodial supplies and equipment can help with your tight budgets. 405 - Wireless Phone Allowance Program Presenter: Bill Brannen, Director of Materials and Contract Management, Flagstaff Unified School District Does your district have a wireless (cell) phone program in place? If so, do you have written policies and procedures? Who’s eligible? Does the district act as the liaison between its employees and carrier(s), or does it provide stipends and allowances? If you don’t have a program in place, have you thought about developing a program? How does your current program affect eligibility requirements for E-rate reimbursements or discounts? This session will cover the pros and cons regarding district run wireless phone services and district provided allowances. Which method is best for your district?

TRANSPORTATION* 106 - Transportation Data Presenter: Dean Humphrey, Pendergast Elementary School District Learn about collecting the right data in transportation and how to use the data to make your transportation department more cost effective and save your district money. 206 - Trip Reduction Presenters: Darci Trautman and Robert Jacobson, Avondale Elementary School District and Thelma Whitbeck, Littleton Elementary School District Is your district required to cut back the number of single occupied vehicles that your students and staff are driving to your sites? Come and learn how to have a successful car pool program and what information you need to keep so you can have a successful audit every year. 306 - Auditor Generals Transportation Audit Presenters: Anthony Glenn, Senior School District Performance Auditor and Briton Baxter, Senior School District Performance Auditor Transporting students to and from school in a safe and cost-effective manner can be challenging. Common transportation findings, characteristics of efficient transportation programs and how to prepare for a performance audit will be discussed. *The Arizona Risk Retention Trust Simulator will be available in the downstairs parking lot all day Thursday if you’d like to fine-tune your defensive driving skills.

ADMINISTRATIVE SERVICES 107 – “It Ain’t Politics As Usual!” Passing Override and Bond Elections in Times of Political Unrest Presenter: Dr. Jay St. John, Retired Superintendent This presentation will focus on the things a district has to do to be successful in bond and override elections, including pre-planning, changes to bond and override election laws, strategies for mail-in ballots and traditional methods of voter get-out. 207 – AASBO Professional Development and Opportunities Presenters: Jeff Gadd, AASBO’s Director of Professional Development and Shari Zara, Chief Financial Officer, Queen Creek Unified School District What can AASBO do for you? Find out what opportunities are available to you: one-day workshops, four-day classes, college credits, certifications, as well as two-year and four-year college degrees. AASBO's professional development courses have something for everyone, from business managers to business office, maintenance, food service and transportation staff. 307 – Hiring and Firing Employees Presenter: Patti Davis-Tussey, Cave Creek Unified School District Do’s and Don’ts of the personnel file: Have you ever wondered why so much documentation is required for hiring? How about why documenting employee behavior is sometimes included and why other documents should not be included? In this session you will get an overview of those items necessary to comply with various employment rules for what should be included in a personnel file from the time of initial hire and throughout employment, while learning some of the pitfalls of items that do not belong in a personnel file. 406 – Financial Outlook in the Rural Area Schools Presenters: Donna Horton, Sierra Vista Unified and Bill Blong, Arizona Rural Schools Association Open discussion on the financial outlook for the rural area schools. What disadvantages do they have with the economic conditions and what you can do?

PAYROLL/HUMAN RESOURCES 303 - Best Practices in the Payroll Department Presenters: Linda Robertson, Payroll Director, Buckeye Elementary School District and Tracy McLaughlin, Heinfeld, Meech & Co. Join us for a candid conversation about the day-to-day functions in the payroll department. Making sure your payroll is in balance and ready to post, dealing with making sure the payroll employee file contains all of the necessary and required documents and what steps should be followed when working with a new hire or an employee that is leaving the district will all be included in this session. How do we work with the human resources department and make sure that the line of communication is open and that everyone has the same and correct information? Does payroll need to worry about segregation of duties? We will also discuss the practical uses of the IRS Circular E, Publication 15-B and Fringe Benefit Guide.

402 – ePARs Presenters: Karla Soto, Business Manager, Nogales Unified School District and Kim Balletine, Windsor Management Are you ready to go paperless? Learn about streamlining electronic personnel action forms (ePARs) using Infinite Visions' web portal. This session will discuss best practices for implementation, and tips & techniques for existing users.

 

AASBO FACILITY OPERATIONS, MAINTENANCE & TRANSPORTATION WORKSHOP Wednesday – April 20, 2011

Mohave Community College—Bullhead City, AZ  

8:00 am – 8:30am Registration and Continental Breakfast 8:30 am – 8:45 am Workshop Welcome & Overview – Tim O’Brien 8:45 am – 10:00 am First General Session - “An Ounce of Different is Worth a Pound of Same”

A recognized salesman, raconteur and teamster, Brett V. Barker has over 27 years of selling and training experience of people, horses and bird dogs. He has leveraged his strengths and passions to connect his customers, acquaintances and passers-by with horses and the cowboy way. His story has appeared in several Western publications. He currently owns and operates Brett’s Desert Adventures, a Western entertainment, team building, wagon ride and chuck wagon cookout business.

10:10am – 11:00am Breakout Session #1

1A. Come and fine-tune your defensive driving skills by using the TRUST driving simulator, it’s better than a sheet metal test. Shanna Bailey from Arizona School Risk Retention Trust Inc. will be operating the simulator.

1B. Grounds presented by Anthony Griego from Glendale Elementary School District. Anthony will share the latest ideas in ways to save money in your grounds department.

1C. The Role of the Facilities Department presented by Robert Jacobson from Avondale Elementary School District. Robert will explain the importance of having an efficient Operations Department.

1D. Insurance Claims—David Frandsen, Loss Control Manger and Ray Valencia, Claims Adjuster from The AZ. School Risk Retention Trust Inc. and Ernie Meza from Isaac Elementary School District will share ways to properly follow up when you have a claim and ways to avoid having claims.

11:10am – 12:00pm Breakout Session #2

2A. Come and fine-tune your defensive driving skills by using the TRUST driving simulator, it’s better than a sheet metal test.

2B. Motivating Your Transportation Staff in a Positive way. Thelma Whitbeck from Littleton Elementary School District and Ernie Meza from Isaac Elementary School District will present ideas to help keep your staff motivated and on the bus.

2C. Pest Control—the IBM Program, presented by Tony Scarfo from Phoenix Union High School District. Tony will explain how to keep the bugs out of your buildings with minimal use of chemicals.

2D. Saving Energy presented by David Peterson from Scottsdale Unified School District and Tim O’Brien, Valley Schools. This presentation will update you on the latest ways to save energy at your buildings.

12:00pm – 12:40pm Lunch

12:45pm – 1:35pm Breakout Session #3

3A. Come and fine-tune your defensive driving skills by using the TRUST driving simulator, it’s better than a sheet metal test.

3B. Hot Topics in Transportation hosted by Dean Humphrey from Pendergast Elementary School District, Robert Jacobson from Avondale Elementary School District and Thelma Whitbeck from Littleton Elementary School District. Come and join in this discussion and get feed-back on current issues in Transportation.

3C. Rebates for HVAC presented by Terry Crosier from Phoenix Elementary School District and Rhonda Bishop and Chuck Hink from Pueblo Mechanical. We will learn how to maximize the rebates from your power company when installing new HVAC systems or a new Energy Management System.

3D. Preventive Maintenance presented by Terry Crosier from Phoenix Elementary School District. Terry will present to everyone on the things to look for before they become a problem and how this will save your district money and down- time.

1:45pm – 3:00pm Second General Session Leonard Byrd from APS Energy Services and Bob Thomas from Marana Unified School District will give a presentation titled, “How to Use Stimulus Dollars to Maximize Project Benefits. The Marana Unified School District has successfully leveraged Federal Recovery and Reinvestment Grant Funding to implement a Self Funding $2.26 M Facilities Renovation project at Mountain View High School that replaced major equipment throughout the facility that, in many cases, would have required capital funding. All of the improvements pay for themselves through the energy savings and fully cover the costs of the construction project and the ongoing measurement and verification of savings over a 15 year term. 3:05pm – 3:30pm Evaluation, Door Prizes, and Wrap-Up

AASBO’s Strategic Partners

AASBO’s Alliance Partners

AASBO INAUGURAL TECHNOLOGY PRE-CONFERENCE Wednesday – April 20, 2011

Aquarius Hotel & Casino—Laughlin, NV

8:30 am – 9:00am Registration and Continental Breakfast 9:00 am – 11:00 am First Session - The Architecture of a Network—A Blueprint for Schools Presented by Miguel De Zubeldia & Jeremy Stanley. Cisco Systems We will look at strategies to design architectures to help your district to create 21st century learning environments to prepare the workforce of the future. Designing, implementing, and maintaining effective district networks is more critical today as everything from voice, video, safety systems, and more all ride on one network. With limited resources and increasing demands being placed on networks and IT teams, how can you create an effective wired, wireless, and highly available network? As this network becomes more crucial to the operation of the school district-due to the additional essential services that utilize it-it is important to create an architecture that addresses the growing complexities and criticality of the network. 11:00 am – 11:15am Break 11:15am – 1:15pm Second Session—Electronic Document Management Presented by Dale Belcourt, Information Systems A discussion centered on the creation of a document management system within your organization, including tips and guidance in planning and implementation. This discussion will highlight common misconceptions and will bring to the surface fresh ideas and solutions applicable to all organizations. 1:15pm – 2:00pm Lunch 2:00pm—4:00pm Third Session—Tech Tricks—How To’s and Best Practices for School District Technology Panel Discussion with various levels of support personnel from different school districts and vendors across the state .

Space is Limited.

Register Today!

 

Name________________________________________  Title___________________________________________  

District/Employer________________________________________________________________________________  

Address____________________________________     City__________________     State______    Zip____________  

Phone________________________     Fax_______________________    E‐Mail______________________________ 

MAINTENANCE OPERATIONS AND TRANSPORTATION WORKSHOP BREAKOUT SESSIONS Please do not deviate from your session selections as adequate seating and handouts must be determined in advance. 

 

SESSION #1:  1A_______       SESSION #2:  2A_______      SESSION #3:  3A_______       1B_______          2B_______          3B_______     1C_______          2C_______          3C_______     1D_______          2D_______          3D_______ 

SPRING CONFERENCE BREAKOUT SESSIONS (Please select one from each time slot) 

Please do not deviate from your session selections as adequate seating and handouts must be determined in advance.  

SESSION #1:  101_______   SESSION #2:  201_______  SESSION #3:  301_______  SESSION #4:  401_______      102_______      202_______      302_______      402_______     103_______      203_______      303_______      403_______     104_______      204_______      304_______      404_______     105_______      205_______      305_______      405_______     106_______      206_______      306_______      406_______     107_______      207_______      307_______       

Maintenance Workshop  AND Spring Conference  

(Lodging for 3 nights—Tues., Wed. & Thurs.) Before April 4th — $240 After April 4th —$260 

CONFERENCE REGISTRATION FEES 

Spring Conference ONLY  (Lodging for 2 nights—Wed. and Thurs.) 

Before April 4th — $175 After April 4th —$195 

Maintenance, Operations &  Transportation Workshop ONLY  

(No Lodging) Before April 4th — $75 After April 4th —$90 

Inaugural Technology Pre‐Conference ONLY  (No Lodging) 

Before April 4th — $75 After April 4th —$90 

Inaugural Technology Pre‐Conference  AND Spring Conference  

(Lodging for 3 nights—Tues., Wed. & Thurs.) Before April 4th — $240 After April 4th —$260 

ONLINE REGISTRATION: (PREFERRED)  Registration is available online, both to members and non‐members, at www.aasbo.org   

Non‐members: If you would like to attend this conference, but do not wish to become a member, please go to www.aasbo.org and click on the “Join Now” link at the top. Then, select the “Non‐Member” option. This will take you through the steps to register with our website. This will enable you to register for any event we have, but will not give you access to the members only pages. Once you have registered with our website, please log‐in and follow the steps below in the “Members” instructions.    (If you have ever attended anything with AASBO before, you already have a log‐in, so please DO NOT create another account. Also, please DO NOT log in as yourself and change your information over to another person within your dis‐trict to register them. If you do this, your account will be lost. If you need help with your log‐in and password, please call the AASBO Office at 602‐253‐5576.)  

Members:  Go to www.aasbo.org and log‐in. Click on the Quick Link for “Event Schedule & Registration.” Then scroll down to April 20th and click the “Register” link next to the listing for Spring Conference.   

CANCELLATION POLICY: Cancellations will be accepted up to five (5) business days prior to the day of the conference, with refunds being issued minus a $25 processing fee. CANCELLATIONS MUST BE SUBMITTED VIA E‐MAIL TO: wschultz@aasbo.org or  asanchez@aasbo.org NO REFUNDS FOR NO SHOWS.  

HOTEL LODGING: AASBO will make your hotel reservation as part of your registration fee. A standard room will be booked in your name and specifications will be handled at the Aquarius Front Desk when you arrive. You will be asked for a credit card upon arrival for all additional room fees.  Please note all rooms are standard.  Room upgrades will be at your own expense and handled at the front desk at time of check‐in.  ($10/person fee applies to rooms with more than 2 guests)   NOTE: If you do not require lodging, please register, then call the AASBO Office 602‐253‐5576 and they will adjust your registration and fees.  Registration must be completed and check or purchase orders must be sent to the AASBO office to qualify for the early bird rate. Registration with payment must be received or postmarked by Monday, April 4th, 2011.  

Upcoming AASBO Calendar of Events  

 May Bi-Monthly Membership Meeting

Wednesday, May 11, 2011 Glendale Civic Center—5750 West Glenn Drive—Glendale, AZ

58th Annual Summer Conference

Wednesday through Saturday July 20-23, 2011

JW Marriott Starr Pass Resort & Spa—Tucson, AZ