Santa Maria Joint Union High School District

BETTY T. YEE California State Controller June 19, 2015 Mark Richardson, Ed.D., Superintendent Santa Maria Joint Union High School District 2560 Skyway Drive Santa Maria, CA 93455 Dear Dr. Richardson: The State Controller’s Office performed a desk review of costs claimed by the Santa Maria Joint Union High School District for the legislatively mandated Collective Bargaining and Collective Bargaining Agreement Disclosure Program (Chapter 961, Statutes of 1975; and Chapter 1213, Statutes of 1991) for the period of July 1, 2010, through June 30, 2012. We conducted our review under the authority of Government Code sections 12410, 17558.5, and 17561. Our review was limited to ensuring that direct and indirect costs were properly reported in accordance with program requirements. The district claimed $34,282 for the mandated program. Our review found that $1,248 is allowable and $33,034 is unallowable. The costs are unallowable because the district did not report the Winton Act base-year costs and did not claim indirect costs on contract services, as described in the attached Summary of Program Costs and the Review Results. The State made no payments to the district. The State will pay $1,248, contingent upon available appropriations. We informed Yolanda Ortiz, Assistant Superintendent of Business Services, of the findings via email on June 4, 2015. We did not receive a response from the district. If you disagree with the review findings, you may file an Incorrect Reduction Claim (IRC) with the Commission on State Mandates (Commission). The IRC must be filed within three years following the date of this report. You may obtain IRC information at the Commission’s website at www.csm.ca.gov/docs/IRCForm.pdf. P.O. Box 942850, Sacramento, CA 94250  (916) 445-2636 3301 C Street, Suite 700, Sacramento, CA 95816  (916) 324-8907 901 Corporate Center Drive, Suite 200, Monterey Park, CA 91754  (323) 981-6802 Mark Richardson, Ed.D., Superintendent -2- June 19, 2015 If you have any questions, please contact Jim L. Spano, Chief, Mandated Cost Audits Bureau, by telephone at (916) 323-5849. Sincerely, Original signed by JEFFREY V. BROWNFIELD, CPA Chief, Division of Audits JVB/as Attachments RE: S15-MCC-9035 cc: Yolanda Ortiz, Assistant Superintendent Business Services Santa Maria Joint Union High School District Brenda Hoff, Director II-Fiscal Services Santa Maria Joint Union High School District Denice Cora, Administrator School Business Advisory Services Santa Barbara County Education Office Peter Foggiato, Director School Fiscal Services Division California Department of Education Amy Tang-Paterno, Education Fiscal Services Consultant Government Affairs Division California Department of Education Thomas Todd, Assistant Program Budget Manager Education Systems Unit, California Department of Finance Jay Lal, Manager Division of Accounting and Reporting State Controller’s Office Santa Maria Joint Union High School District Collective Bargaining and Collective Bargaining Agreement Disclosure Program Attachment 1— Summary of Program Costs July 1, 2010, through June 30, 2012 Actual Costs Allowable Review Cost Elements Claimed per Review Adjustment Reference 1 July 1, 2010, through June 30, 2011 Direct costs: Component activities G1 through G3: Salaries and benefits $ 25,695 $ 25,695 $ - Contract services 1,175 1,175 - Subtotal 26,870 26,870 - Less base-year direct costs adjusted by the Implicit Price Deflator - (35,560) (35,560) Finding 1 Subtotal 26,870 (8,690) (35,560) Adjustment to eliminate negative balance - 8,690 8,690 Increased direct costs, G1 through G3 26,870 - (26,870) Component activities G4 through G7: Salaries and benefits 52 52 - Contract services 108 108 - Increased direct costs, G4 through G7 160 160 - Total increased direct costs, G1 through G7 27,030 160 (26,870) Indirect costs 1,447 9 (1,438) Findings 1, 2 Total program costs $ 28,477 169 $ (28,308) Less amount paid by the State - Allowable costs claimed in excess of (less than) amount paid $ 169 July 1, 2011, through June 30, 2012 Direct costs: Component activities G1 through G3: Salaries and benefits $ 4,481 $ 4,481 $ - Subtotal 4,481 4,481 - Less base-year direct costs adjusted by the Implicit Price Deflator - (36,762) (36,762) Finding 1 Subtotal 4,481 (32,281) (36,762) Adjustment to eliminate negative balance - 32,281 32,281 Increased direct costs, G1 through G3 4,481 - (4,481) Component activities G4 through G7: Salaries and benefits 1,023 1,023 - Increased direct costs, G4 through G7 1,023 1,023 - Total increased direct costs, G1 through G7 5,504 1,023 (4,481) Indirect costs 301 56 (245) Finding 1 Total program costs $ 5,805 1,079 $ (4,726) Less amount paid by the State - Allowable costs claimed in excess of (less than) amount paid $ 1,079 1 of 2 Santa Maria Joint Union High School District Collective Bargaining and Collective Bargaining Agreement Disclosure Program Attachment 1 (continued) Actual Costs Allowable Review Cost Elements Claimed per Review Adjustment Reference 1 Summary: July 1, 2010, through June 30, 2012 Total increased direct costs, G1 through G7 $ 32,534 $ 1,183 $ (31,351) Indirect costs 1,748 65 (1,683) Total program costs $ 34,282 1,248 $ (33,034) Less amount paid by the State - Allowable costs claimed in excess of (less than) amount paid $ 1,248 _________________________ 1 See Attachment 2, Review Results. 2 of 2 Santa Maria Joint Union High School District Collective Bargaining and Collective Bargaining Agreement Disclosure Program Attachment 2— Review Results July 1, 2010, through June 30, 2012 BACKGROUND— In 1975, the State enacted the Rodda Act (Chapter 961, Statutes of 1975), requiring the employer and employee to meet and negotiate, thereby creating a collective bargaining atmosphere for public school employers. The legislation created the Public Employment Relations Board to issue formal interpretations and rulings regarding collective bargaining under the Rodda Act. In addition, the legislation established organizational rights of employees and representational rights of employee organizations, and recognized exclusive representatives related to collective bargaining. On July 17, 1978, the Board of Control (now the Commission on State Mandates [Commission]) determined that the Rodda Act imposed a State mandate upon school districts reimbursable under Government Code section 17561. Chapter 1213, Statutes of 1991, added Government Code section 3547.5. This section requires school districts to publicly disclose major provisions of a collective bargaining effort before the agreement becomes binding. On August 20, 1998, the Commission determined that this legislation also imposed a State mandate upon school districts reimbursable under Government Code section 17561. Claimants are allowed to claim increased costs. For components G1 through G3, increased costs represent the difference between the current- year Rodda Act activities and the base-year Winton Act activities (generally, fiscal year [FY] 1974-75), as adjusted by the Implicit Price Deflator. For components G4 through G7, increased costs represent actual costs incurred. The seven components are as follows: G1 – Determining bargaining units and exclusive representatives G2 – Election of unit representatives G3 – Cost of negotiations G4 – Impasse proceedings G5 – Collective bargaining agreement disclosure G6 – Contract administration G7 – Unfair labor practice charges The program’s parameters and guidelines establish the State mandate and define the reimbursement criteria. The Commission adopted the parameters and guidelines on October 22, 1980, and amended them ten times, most recently on January 29, 2010. In compliance with Government Code section 17558, the State Controller’s Office (SCO) issues claiming instructions to assist school districts in claiming mandated program reimbursable costs. 1 of 3 Santa Maria Joint Union High School District Collective Bargaining and Collective Bargaining Agreement Disclosure Program The current findings are the result of our review of the mandated cost claims filed for the legislatively mandated Collective Bargaining and Collective Bargaining Agreement Disclosure Program for the period of July 1, 2010, through June 30, 2012. FINDING 1— The district did not report the Winton Act direct costs on its mandated cost claims for FY 2010-11 and FY 2011-12. Specifically, the district did not Unreported Winton Act offset the Winton Act base-year costs against the current-year Rodda Act base-year direct costs costs for components G1 through G3, thus understating the Winton Act and related indirect base-year costs by $72,322 for the review period. Unallowable related costs indirect costs total $1,689. The following table summarizes the unreported Winton Act base-year cost adjustments by fiscal year: Fiscal Year 2010-11 2011-12 Total Winton Act base-year costs, FY 1996-97 $ (7,759) $ (7,759) Implicit Price Deflator (IPD) x 4 .583 x 4 .738 Winton Act base-year costs adjusted by the IPD (35,560) (36,762) $ (72,322) Less reported Winton Act base-year costs - - - Unreported Winton Act base-year costs adjusted by the IPD (35,560) (36,762) (72,322) Related indirect cost adjustment (1,444) (245) (1,689) Review adjustment $ (37,004) $ (37,007) $ (74,011) The parameters and guidelines (section H., Supporting Data for Claims – Report Format for Submission of Claim) state: a. For component activities G1, G2, and G3: 1. Determination of the “increased costs” for each of these three components requires the costs of current year Rodda Act activities to be offset [reduced] by the cost of the base-year Winton Act activities. The Winton Act base-year is generally fiscal year 1974-75. Winton Act base-year costs are adjusted by the Implicit Price Deflator prior to offset against the current year Rodda Act costs for these three components. The Implicit Price Deflator shall be listed in the annual claiming instructions of the State Controller. The Winton Act base-year costs were obtained from the FY 1996-97 claim the district submitted to the SCO’s Division of Accounting and Reporting. The Implicit Price Deflator is reported in the SCO’s annual claiming instructions. 2 of 3 Santa Maria Joint Union High School District Collective Bargaining and Collective Bargaining Agreement Disclosure Program Recommendation Commencing in FY 2012-13, the district elected to participate in a block grant program, pursuant to Government Code section 17581.6, in lieu of filing annual mandated cost claims. If the district chooses to opt out of the block grant program, we recommend that the district ensure that all Winton Act base-year costs are adjusted by the Implicit Price Deflator, as listed in the SCO’s annual claiming instructions, and are properly offset against the district’s current-year Rodda Act direct costs claimed. FINDING 2— The district did not claim indirect costs on contract services for FY 2010- Unclaimed indirect costs 11, resulting in an understatement of $6. We determined allowable indirect costs by multiplying allowable contract services by the indirect cost rate on contract services claimed by the district, which agreed to the indirect cost rate approved by the California Department of Education (CDE). The parameters and guidelines allow indirect cost rates provisionally approved by the CDE. The CDE indirect cost rates are applied to total direct costs (salaries and benefits, materials and supplies, and contract services). The following table summarizes the calculation of unclaimed indirect costs on contract services for FY 2010-11: Fiscal Year 2010-11 Allowable contract services $ 108 Claimed indirect cost rate 5.62% Review adjustment $ 6 Recommendation Commencing in FY 2012-13, the district elected to participate in a block grant program, pursuant to Government Code section 17581.6, in lieu of filing annual mandated cost claims. If the district chooses to opt out of the block grant program, we recommend that the district follow the SCO claiming instructions for calculating indirect costs. 3 of 3