Budget Process and Miscellaneous Q&A ESD 113 Superintendent’s Mtg. 3/24/2009.

Budget Processand Miscellaneous Q&A

ESD 113 Superintendent’s Mtg.3/24/2009

Budget Calendar• December 2008 – Governor’s Budget Released• January 6, 2009 – School Board Budget Work Session

– 1st District Budget Projection Released• March 19, 2009 – State Revenue Forecast• April 13, 2009 – School Board Budget Work Session

– Budget Projection utilized for Financial Reduction Plan• April 14 -17, 2009 – Town Meetings – Budget Impact• April 27, 2009 – Board Meeting

– Adoption of plan for Programs, Services and Staffing Levels used for Budget Development– Hold Initiative 728 Public Hearing as required– Final day of the Regular Legislative Session

• June 1, 2009 – Board Meeting– Draft Budget Presented to School Board for Comment

• June 22, 2009 – Board Meeting– Draft Budget Released for Public Review and Submitted to ESD 113 for Review and Comment

• August 10, 2009 – Board Meeting– Public Hearing on Budget

• August 24, 2009 – Board Meeting– Budget Adoption

How Significant is a $17.5 Million Reduction?

Travel Equipment Supplies/ Services Non-Teaching Staff Costs

Teachers

Total Budget $165,000

Total Budget $100,000

Total Budget $16.4 Million

Total Budget $28.1 million

Mileage ($75,000)

Bus Equip. ($10,000)

Utility Costs ($3.3 Million)

Safety/Health ($6.6 million)

Grant Req. ($30,000)

Grant Funded ($75,000)

Grant Funded ($1.8 Million)

Grant Funded ($1.3 million)

Food ($2.2 million)

Food Service ($1.8 million)

Bus Supplies ($700,000)

Minimum Bus ($2.6 million)

Safety/Mandatory($3.1 million)

Mandatory ($10.6 million)

Amt. Possible $60,000

Amt.Possible $15,000

Amt. Possible $5.3 Million

Amt. Possible $5.2 million

BALANCE $6.9 million

Categories for ConsiderationA High school intervention services and programs

All comprehensive high schools offer a variety of intervention services for academically at-risk students. In addition, the District offers an alternative High School Program at South Sound High School that provides intervention services to meet a variety of student learning needs. Examples of reductions could include elimination of summer school, the Choice for Change program, South Sound High School, and basic math and reading support classes at high schools.

B Vocational/elective program offerings at high schools

Our high schools currently provide a variety of vocational and elective offerings during the school day. While many of our vocational programs have been eliminated over the past several years, we continue to have one of the strongest vocational programs in the state. We also offer a significant number of elective programs including foreign languages and advanced placement courses. The end result of this type of reduction involves having fewer teachers, fewer program offering and therefore higher overall class sizes.

C Elective courses and programs at middle schools

Our middle schools currently provide a variety of elective offerings during the school day. Some of these courses are extension opportunities and some are focused at helping students who are academically at-risk. The end result of this type of reduction involves having fewer teachers, fewer program offering and therefore higher overall class sizes. The Challenge Academy program is also included as a program that could be impacted in this reduction area.

D Current elementary configuration with only one grade per classroom

Currently, elementary classrooms serve only one grade level at a time. Many districts save money by combining two grades of students into the same classroom while not exceeding the maximum class size. In reality, some class sizes decrease and others increase when utilizing multi-age classrooms. Overall, this model results in the need for fewer teachers and classrooms and district wide average class sizes increase.

E Band and Orchestra offerings at elementary schools

Band and Orchestra offerings begin in 5th grade and continue through high school. Students have the opportunity to learn to play an instrument, which studies show can support learning in the basic classroom. Reductions in this area are focused at the elementary level as they are considered as electives in categories above.

F Specialist and special programs at elementary schools

The district offers Art, Music and PE programs at the elementary level throughout the District. The District utilizes levy resources to offer these programs within the school day using a separate teacher who is trained and skilled in delivering these programs. In addition, the district offers some special programs at the elementary level which serve certain student populations - but are optional programs. The Talented and Gifted Program (TAG) is an example of an optional student program that could be impacted in this reduction area. Reductions in these areas result in fewer programs being offered by specialized staff and may lead to a shortened school day.

G Special education support for students

The District offers a comprehensive program for students in need of specially designed instruction due to a condition that qualifies them for special education services. Any change in support models ultimately involves the reduction of special education teachers and instructional assistants where they are not required by law. Students will continue to receive the services that are required by their individual plan, but class sizes will increase and/or the number of adults available to support their learning will go down.

H Levy support for grant funded programs

Federal funding provides resources to our district through grants but these grants are either decreasing in amount or are not keeping pace with mandatory cost increases. Limiting services to the amount available within the grant impacts our most at-risk students. Reductions in this area result in fewer teachers and support staff in the programs impacted - specifically Title I, Learning Assistance Program, and the Safe Schools Healthy Students program. Other programs are also impacted, but to a much lesser extent due to program size.

I Certified support staff at schools

All our schools have a number of non-classroom certificated staff that support students, families and teachers and ultimately assist in the student learning process. This reduction area considers reducing or eliminating librarians, counselors, interventionists, and other support positions at all school levels.

J Extracurricular opportunities for middle and high school students

The District offers both athletic and activity programs at middle and high schools and some activity programs at the elementary level as well. There is a fee collected associated with sports participation, but it does not cover a significant amount of the costs of the sports programs. Reductions in this area would likely result in additional fees and significant reductions in athletic and activity offerings at all levels. Reductions to extracurricular offerings reduces revenue, but the savings in terms of costs of coaches, athletic trainers, activity advisors, other staff and transportation far exceed the losses in revenue.

K Teacher training, time, and support

Teachers receive training opportunities throughout the year. Costs associated with the training includes the costs of trainers, instructional coaches, teacher time outside the school day and other supplies and materials.

L Curriculum support, school supplies and other costs of educational programs

The district has several scheduled curriculum adoptions that are designed to improve student learning which could be put on hold in the event of a levy loss. In addition, the district financially supports a variety of programs for equipment, supplies and materials. Programs that could be impacted include high school graduation projects, middle and high school vocational programs, fine and performing arts, physical education, etc.

M Building and district administrative and support staff

Throughout the district, non-teaching staff provide a number of services to our teachers, community and our students. These individuals serve as school secretaries, instructional assistants, administrators, financial services and human resources support staff, warehouse delivery personnel, custodians, printing and office professionals, supervisors and coordinators of various support programs. Reductions in this area result in fewer services being available to staff, families and students.

N Subsidized facility rentals for community groups use of facilities and grounds

The District currently offers its facilities for use by the community. These facilities include the district pools, the performing arts center, and gymnasiums. While the District does charge fees for the use of these facilities, the fees generally do not cover the full cost of keeping these facilities open. The savings in this area depend on whether the facilities continue to be available for student use and the extent to which user groups are willing and able to pay additional costs for the use of the facilities.

O Maintain current bus stops and start and end times of school day

By changing start and end times of the school day, the costs of operating the transportation system could reduced. This would involve some schools starting earlier and some starting later. In addition to changing start and end times, school bus stops could be eliminated and more children required to walk wherever safe conditions exist. These reductions could result in fewer staff needed to transport students and other support staff in the transportation department.

How the Process Works

High school intervention services and programs

Vocational/ elective program offerings at high schools

Elective courses and programs at middle schools

Current elementary configuration with only one grade level per classroom

Band and Orchestra offerings at Elementary Schools

A B C D E

High school intervention services and programs A


B

Elective courses and programs at middle schools C


D

Band and Orchestra offerings at Elementary Schools E

Specialists and special programs at elementary schools

F

Special education support for students G

Choose Your Highest Priority






A B C D E



B



D



F


Begin Filling Out All Non-Shaded Boxes






A B C D E



B



D



F


When Complete – All White Boxes will have a letter






A B C D E



B



D



F


Please Count the Number of Times Each Letter was Used

Curriculum support, school supplies and other costs of educational programs

L

Building and district administrative and support staff

M

Subsidized facility rentals for community groups use of facilities and grounds

N

Maintain current bus stops and start and end times of school day

O

Total For Each Category

A B C D E

• Complete Forced Choice Worksheet– Please give completed form to Table Facilitator

• Provide feedback regarding budget– What would you like Superintendent and Board to

consider when evaluating the budget reduction proposals?– What information do you believe needs to be clarified or

provided to the public regarding the budget?– What methods of communication would work best to

inform you of future discussions and decisions?

• Facilitators will present major themes

Table Group Work Instructions

Important Non CoreInitiative 728 TeachersEnrichment/Elective TeachersProf. developmentHalf day KindergartenSpecial EDTransportation for Students within 1 mile of schoolAssistant PrincipalsArt Music and PE SpecialistsMusicNursesTechnology – Middle School

Important CoreBasic Education Classroom Teachers Teachers required for Graduation RequirementsTransportation for students over 1 mile from schoolOne Principal per schoolTechnology - Teachers and High SchoolCounselorsFull Day KindergartenUtilitiesMaintenance

Not Important – Not CoreTechnology – Elementary SchoolBusiness/HR OfficeGrounds

Not Important - CoreExtracurricularSummer SchoolBandLibrariansRecess SupportAfter school support programs

Priority Matrix Example

Online Survey Format Example

• As an alternative to a paper and pencil forced choice process – online survey tools will also allow you to prioritize budget areas.

• http://www.surveymonkey.com/s.aspx?sm=XV80T4D_2f6WN_2b_2b3rs4JPVwg_3d_3d

Special Education MOEThere are exceptions to MOE rules: • High-cost student graduates or moves • Significant capital outlay • Voluntary departure of special education personnel: Used to say high-cost

staff replaced with lower-cost staff, now only says departure of special education personnel.

• Districts may use, as local funds, up to 50% of the increase in federal flow-through funding from the prior year to meet the maintenance of effort requirements of IDEA. The maximum amount that District A may use for local maintenance of effort (MOE) reduction: – Prior Year’s Allocation: $900,000 – Current Year’s Allocation: $1,000,00 – Increase: $100,000 – Maximum Available for MOE

Reduction (50%): $50,000

Title 1 (Supplant vs. Supplement) The U.S. Dept. of Education presumes supplanting has occurred if: • The district used federal funds to provide services that it was required to

make available under other federal, state, or local laws. • The district used federal funds to provide services that it provided with

non-federal funds in the prior year. • The district used Title I (Parts A or C) funds to provide a service for Title I

students that it provided with non-federal funds for non-Title I students.

• Supplanting presumptions are rebuttable if the district can demonstrate that it would not have provided the services in question with non-federal funds had the federal funds not been available. – The District should make the reduction as part of their formal budget process

and be very transparent that without the additional federal funds received the services would have been otherwise reduced.

– Board resolution to that effect could be considered as documentation that services would have been eliminated. As an auditor, I would look to future years for evidence (if funding ultimately is reduced in Title 1).

Budget Process and Miscellaneous Q&A ESD 113 Superintendent’s Mtg. 3/24/2009.

Documents

Transcript of Budget Process and Miscellaneous Q&A ESD 113 Superintendent’s Mtg. 3/24/2009.