001to start with the roll cough we could start with Ross and go around to identify herself good evening Ross Holden School water Journey good evening Dr Rebecca Berlin White Hall District jono alcaro at large Judy lee ravana district Katrina Carlson Rio District Graham Pete Samuel Miller District Ellen Osborne Scottsville District student representative Christine Thompson interim clerk to the board great next up will be the pledge pledge of allegiance if you could please rise indivisible with liberty and justice for all next we'll observe a moment of silence foreign next up Dr Haas who is not in the audience will present the proposed 2023-2024 uh funding request for Elmo County Public Schools thank you very much so I'll just jump right in good evening chair Carlson Vice chair Lee and members of the school board and good
002evening to my colleagues and members of our school Community I'm here tonight to present our draft funding request for the 23-24 school year but before I get started I want to share my deepest and ongoing appreciation for our wonderful students talented and dedicated employees involved families in contributing Community Partners for all that you have done and continue to do in support of our school system father is an extensive list of acknowledgments in section A of our budget book I want to take a moment to especially thank our fiscal services staff for their commitment to supporting our budget goals and producing a balanced and needs-based draft budget members of the fiscal Services team include mayakumisawa Christopher Harper Jackson Zimmerman Dan Chipman Rita Dean Stephanie Grady Amy hottinger Anita Moore Avis Morris and Michelle shifflett our fiscal
003year 24 draft funding request represents our Collective efforts to support the goals of our strategic plan learning for all through fiscally responsible budgeting in alignment with our mission to ensure that every student succeeds our theme this year is we will know every student it reflects our commitment to provide customized services to our students that recognize and celebrate their differences in other words student-centered learning every year our months-long budget development process begins with engaging members of our community from students and staff to families and community members we incorporate the ideas we hear from our stakeholders into our planning and that feedback becomes the foundation on which we develop strategies and proposals and build on our annual budget as you know one of the goals of our strategic plan centers around affirming and empowering communities and that
004really is the Crux of our budget development process as we move toward adoption each spring a few years ago now the school board created and approved five primary goals to guide the board's develop budget development process one develop a budget that advances the school division's mission two provide a plan that supports competitive benefits and salaries and reflects Market adjustments three develop a responsive and systematic approach to operations that reflect the best practices and ensures long-term Financial stability four present budget proposals that align with School Division strategic plan and the school board's priorities and five incorporate metrics such as logic models and performance measures as a management and decision-making tool I've already mentioned our strategic plans several times now and we're only on slide four I hope that really does drive home the point that our
005strategic plan including our vision mission values and goals is the center of our budget development decisions the students are at the heart of our budget the Strategic plan is at the center tonight as we talk through the changes and expenditures we're proposing for next school year we've organized the presentation according to the Strategic goal each investment primarily supports so let's start with Goal one thriving students this goal seeks to ensure both academic and social emotional growth of all students by supporting them to achieve their full potential by implementing structures that support their mental health and encourage them to pursue their personal interests and by developing learning experiences that Inspire engagement this school year we are serving nearly 14 000 diverse Learners in preschool through 12th grade 40 percent of whom are students of color more
006than 1700 of our students or 12.4 percent are eligible for special education services more than 4 300 of our students or 31 percent are economically disadvantaged meaning that their households meet the income eligibility criteria for free or reduced price School meals and greater than 1500 of our students or 11 percent are English Learners meaning that their first language is other than English and they are participating in a special program for learning English our students are also internationally diverse representing nearly 100 countries of origin and more than 70 home languages [Music] every day our students are hard at work in our schools and we're going to focus on students and as we seek to know everyone and they're there engaged in learning we want to take this opportunity to show a compilation of just some of
007the activities in which our students are involved in Alliance with their teachers these learning experiences encourage student collaboration fun and challenging competition and performance connectivity with nature and even their Global impact giving back to the community in various ways creative expression and Discovery social emotional learning and more here's my mouse model Congress is a culmination of about a month and a half of true student collaboration you can sit in the classroom and learn this in a textbook but really being a part of this process and you know I'm not going to forget it I'm learning intuitively how all this works so I think it's really going to help me in favor say aye um so I think I will really be able to take kind of the leadership role that I learned from this in
008order to like use like this knowledge and like kind of having a lot of responsibility um and use that in my future years at College 24 is a card game that was developed in 1988 and it was developed as computational fluency game the challenges you and it teaches you to push through even if you feel like you don't have the answer you should always try they make it a competitive game and everybody likes the competition so I guess that makes it fun I competed in the competition at this school but even after that I want to keep doing 24 for fun because it's just so much fun to practice and learn with the pollinator habitat Club was formed two years ago with just a couple students and a couple teachers kind of interested in planting
009a garden this Garden is supposed to bring more pollinators like butterflies and bees to our garden because like used to be a lot more Barren but we're trying to make it a lot more nice now it's a learning atmosphere definitely I'm not friendly it's just nice to get outside do some like physical labor and get a good result that you know other people can see and other people will be able to appreciate we are having a food drive for the Blue Ridge food bank in a way we're all like helping the community Prosper we're doing this good job because we're helping people in need uh and yeah just helping them out because it's holiday time and we just wanna give them some happy holidays we are putting these in the hands of 800 fourth graders
010and in fourth grade students learn about their role in the solar system eventually what their impact is here on Earth it wasn't for science we wouldn't have a lot of resources we have but I really think Hands-On things in Lake building and like you can do that in the kits our group at Monticello High School the National Art Honor Society sort of came together to figure out you know our action plan what we're going to do to help the community so someone suggested a mural and furthering that another person suggested us doing something at Mountain View we figured that it'd be good to extend art to I guess kids and to sort of show them the importance of it and to help them understand uh sharing and diversity along with it we are very excited
011to open been our brand new Garden I think it's important to plant so you can use vegetables and fruits and stuff to make food we get to get some food and some vegetables and and we get to eat them it's really exciting because our old one was a little bit too big and sometimes animals came in and they munched on the garden plants the plays are great they're just naturally great and part of it is that they write the plays and so rather than just taking somebody else's thoughts they're putting their own thoughts on paper at first I never really thought I was a good actor but Miss Michael she like brought it out of me I feel like in a way it's always been something I feel like every kid kind of dabbles I'm
012like oh that would be so cool to be on that show or be in that musical or that Play and Learn tactilely and maybe that came from my art but it definitely my brain is wired to I have to do the thing to learn it and that's where art kind of comes in and I love any project where I can make something or create something for it or even if it's just like tests and I have to make flash cards and I make them all fun because that's just how my brain is wired um and art can also be something where you can find out how you learn best I think it's very important now the Charlottesville Cardinals coming here to do a demonstration to our students this is the first time it's been here
013at Walton this opportunities for kids to get in touch with their social emotional learning also get a opportunity to see their peers to go with the inclusion CRT just trying to be inclusive and Jack said try to develop the whole student the whole child I've never heard of them before and I was just like I was wondering like what it was and then once like I like got told about it like I was just like that's like pretty cool like they're professional I got to play in a wheelchair and see what it's like and experience for like a wheelchair might be harder and it's kind of different because setting picks is like playing in a wheelchair like you have to like use the chair and like not your body yeah I thought it was a
014pretty cool opportunity to show how different everything was and how everybody can do anything if they put their mind to it we are doing a benefit concert at the Jefferson Theater for the Haven it's going to be our Jazz Ensemble along with some of the areas of top Jazz musicians from Charlottesville and Richmond it theoretically is an annual thing but with covid that we haven't done in the past two years but we started in 2018 and it's a really great opportunity for us as a band to get this exposure to play for the community in like a public setting so it's just really fun for us and we get the opportunity to play with guest artists I'll tell you we have the most amazing students and it really is an honor and a humbling privilege
015to have the opportunity to serve them model Congress now how does our fiscal year 24 funding requests support our goal of thriving students so if I can get my mouse to cooperate here all right I should quickly mention that you're going to see a slide like this for each of our three strategic goals I'm planning to address each expenditure increase only briefly but please know that you'll hear more about these topics in our upcoming budget work sessions and detailed explanations are included in the budget book with that said 1.2 million dollars of our increase in expenditures is allocated to regular growth based on our staffing standards this supports adding 14.4 ftes in response to changes in projected enrollment and demographics another 1.1 million dollars will allow our office of special education to respond to an
016increase in the level of intensive Support Services currently required by our students with disabilities just under three quarters of a million dollars is proposed to support the addition of eight ftes used to address current and projected enrollment growth in our English learner population this aligns with Virginia Department of education's recommendations to provide increased support at the secondary level for newcomers as well as long-term English learners also in support of thriving students our requests composes just over half a million dollars to expand our safety initiatives by adding security assistance in our secondary schools another 126 thousand dollars supports assigning a school resource officer which is a sworn law enforcement officer to our Northern feeder pattern schools and finally we've included 116 000 to support operationalizing our Mental Health Services as we begin to shift funding for
017our coordinator of mental health from one-time funding to recurring funding I'll note that we will continue to fund our 24 social emotional learning coaches in the FY 24 budget with one-time Monies we'll move to incorporate permanent funding for those positions in fy25 these Investments bring our total expenditure increase in support of thriving students to just under 3.9 million dollars I mentioned a number of demographic shifts so I thought it would be enlightening to compare our student enrollment today to our enrollment numbers from a decade ago compared to fall membership enrollment 10 years ago in 2012-13 our total pre-k through 12 enrollment has grown by 707 students from 13 263 to 13970. that's a 6.9 percent increase in overall enrollment over the same period our enrollment of students with disabilities has increased by 396 students from
0181340 to 1736 a 37 percent increase and 12.4 percent of our current student population our economically disadvantaged student enrollment has grown by 765 students that exceeds the growth in our total number of students and represents a 23.8 percent increase from 3 568 students 10 years ago to four thousand three hundred and thirty three in the current school year 31 percent of our current student population to put that in context our number of economically disadvantaged students is larger than the total enrollment of Charlottesville City Schools the next largest school district in our immediate area most notably we've gained 490 English Learners compared 10 years ago a 45.3 percent increase where we were serving 1048 English Learners 10 years ago we are now serving a population of 1538 English Learners and that's 11 of our current student
019population so before we move on to goal two I wanted to mention our instructional practices audit this is a next step in supporting our goal of thriving students a problem that our division faces is that we have not raised achievement levels for our students of color despite implementation of a variety of evidence-based and state mandated programs and structures aimed to support improved outcomes for all students and yield robust formative data strategies like professional learning communities cultural responsive teaching responsive classroom High School redesign phonics based reading instruction and math investigations just to name a few the extent to which these programs are implemented with fidelity and are impactful remains unclear and so we have initiated an instructional practices audit to obtain consultative services to help us better understand the following one our failure to end the
020predictive value of race in reading and math achievement particularly in K5 reading and math as well as high school algebra one two the root cause of our achievement gap between students of color and their peers and other demographic groups and K-5 reading and math and high school algebra one and three best practices research and specific action steps for improvement that we can take as soon as possible funding needs that may result from the audit will be considered using one-time budgets what we know is that students learn best when they have choices and at stake in their education and future when they can apply what they learn and get feedback from experts in their field when they feel they are making a contribution to their family and community and when they are challenged and coached by
021a high quality teacher in the state-of-the-art facilities with this philosophy as a foundation we're preparing to launch our career learning communities next school year for students in grades 10 through 12. as an initiative that represents a real investment in the division's goal of thriving students our career learning communities will function as small cohorts through which students will explore career opportunities based on their interests from Health Sciences to hospitality and agriculture agriculture to Information Technology there's a career Learning Community for every student we currently as of now have 94 students signed up to participate in these programs next year and we're really excited to be partnering with several Community organizations to help facilitate high quality experiences for our students among the Community Partners currently on board are pvcc the UVA equity center UVA Health Center Martha
022Jefferson Hospital the Charlottesville Mall convention and visitors bureau Blue Ridge Builders and the Charlottesville business Innovation Council to name a few moving on the second goal in our strategic plan supports affirming and empowering empowering communities this goal includes fostering culturally responsive environments that respect and Champion the life experiences of our stakeholders supporting both their physical and mental health and actively empowering our students their families and our employees to engage in our school community affirming and empowering communities is at the center of our budget development process but our work to engage our community extends far beyond budget planning and decision making every school year we connect with our stakeholders and strive to build and strengthen those relationships through a variety of Engagement efforts including Community forums cultural responsive teaching which emphasizes building positive learning Partnerships with
023students families and communities our many advisory groups including our newly operational employee voice and action committee stay interviews conducted by our human resources department superintendent listening tour stops multiple surveys school board meetings and public hearings information sessions and multiple other community events and many many more school-based events such as our annual orientation for military families Technology support nights for multilingual families and our equity and opportunities Fair which is open to the full community and happens to be coming up this Saturday February 18th from 9 A.M to 3 P.M at Burley Middle School just right around the corner I did put a flyer at each of your seats one thing I'm really excited about is that for one thing this is now going to be during the school year rather than after school is over so
024I think we'll have a bigger turnout the other part is that this is a collaborative effort between our community engagement office and our HR department so it's the equity fair but it's also a job fair so we put the word out to the community this is a great opportunity for students that are studying at local colleges to come visit to see if they may want to join us learn about our values learn about the programs we have and hopefully leave excited about applying for a job to work in our school system so I hope to see all the board members there at least for part of the day just to be there and check out what's what's happening and I'll mention specifically specific to culturally responsive teaching that 368 of our Educators and staff have
025earned either certification or micro credential in cultural responsive teaching since 2015-16 and we've seen growth in participation each year Dr Kaiser informed me recently that we have our highest number yet 181 staff members working toward credentials this year so how's this funding request support our goal of affirming and empowering communities 276 000 of our increase is intended to expand access for pre-k students to edep child care services to reduce edep wait lists and to mitigate hiring challenges nearly 170 thousand dollars will be fun will be to fund an executive director to assist in the planning Direction development Administration supervision and implementation of the Albemarle foundation for Education which seeks to expand Partnerships that will lead to sustainable Diversified funding streams and significant philanthropic Investments to empower our strategic plan one hundred and fifteen thousand dollars
026is allocated to hiring a dedicated Title IX coordinator who is responsible for the administration's supervision and monitoring of the school division's compliance with Federal Title IX requirements as well as state and School Division policies and regulations and the last item is a proposal I'm quite excited about our our request includes ten thousand dollars to Pilot a student voice fund this is an initiative that will encourage students to apply for funds to address a problem currently facing our School Division including a mentored learning experience grounded in our portrait of a learner and that brings us to a total increase of about 570 thousand dollars in support of affirming and empowering communities 33 years of working in public schools I've noticed students stepping up in areas of passion to help their peers and the community as a
027whole through creative approaches the student voice fund provides an opportunity for us to be allies to our students by providing resources that enable them to go beyond identifying problems to creating and implementing Solutions a recent example of this kind of work in action is the Empower herb project created by Outlaw High School senior Wayne Ding and sophomore Avery Bruin recognizing the inequitable impact on student well-being and academic success created by poor access to menstrual products waning and Avery sought to help by creating an organization dedicated to mental equality their efforts have resulted in a collection of over twenty thousand menstrual products for Albemarle County and Charlottesville City Public Schools students you can learn more about their work on their website Empower hercyvilleweebly.com and also encourage you to click on the podcast link a few weeks
028ago I recorded about 15 Minute Podcast with Wayne and Avery to learn about their project how they got inspired how they did it but I think equally important how they become the lead how they have become the leaders that they are in in so many ways in addition to serving our division strategic goal of thriving students the Empower her project supports equity one of our four core values as well as social justice and inclusion one of the eight competencies of our portrait of the learner this is the vision we have for our student voice fund which we plan to launch with a pilot amount of ten thousand dollars the fund will offer grants to finance up to eight projects based on student proposals to address problems currently facing the School Division approval will lead to
029a mentored learning experience rooted in one or more competencies of our portrait of a learner including adaptability anti-racism communication creativity critical thinking empathy Learners mindset and social justice and inclusion I realized that our student voice fund is only a ten thousand dollar budget proposal and I've given it uh two slides now but what amounts to much less than one tenth of one percent of our total increase in expenditures but I see this as a much more valuable initiative than the dollars we've attached to it for the pilot I do plan to propose additional funding in future years as we get better at this work with our students most of you have heard me say probably many times more than you want to hear me say that in addition to the almost 2 700 employees we
030have on payroll we have nearly 14 000 students who are are unemployed employees and let's employ them in making our schools community and our world a better place we should let them lead and let us be in Alliance with them as a next step in our efforts toward affirming and empowering communities I'm very interested in building momentum around the concept of Community Schools the idea behind Community Schools is that the school becomes a hub of the community and empowers students staff and families in leadership while providing services that the local community wants and needs through Partnerships examples might include Health Services nutrition programs counseling extended hours of operation perhaps spreading the 108 180 Day School calendar across a full calendar year and family and adult education programs Our intention is to start small this school
031year with a leadership panel tasked with informing the needs and determining how best to structure The Hub to meet those needs the third and final goal of our strategic plan supports Equitable transformative resources this goal is all about attracting develop and retaining high quality staff developing sustainable and modern facilities infrastructure and equipment and equitably distributing resources to transform learning experiences and opportunities we say it every year because it is true and worth repeating our employees are our greatest and most valuable resource in fact I'll repeat it again our employees are our greatest and most valuable resource we all agree on that acps currently employs 2648 staff members half of whom serve the division in a teaching capacity including classroom teachers speech pathologists school counselors and instructional coaches and Librarians about 43 percent of our employees
032hold non-teacher and non-administrative positions such as teaching assistants bus drivers custodians maintenance and Food Service Staff office Associates Human Resources staff and other support staff the remaining seven percent are administrators including principals assistant principals and central office and other leadership personnel you'll notice that our retention rate for teachers as of uh this fall is 82.9 percent the most recent data published by the Virginia Department of Education indicates a Statewide retention rate of 80.5 percent nearly two and a half percentage points below ours our teacher vacancy rate is nearly half the state average 2 percent this fall compared to the Statewide average of 3.86 percent there are multiple School divisions in Virginia that struggle with vacancy rates ranging as high as 10 to 20 percent and that makes me particularly grateful first for our incredible teachers
033all of our employees who who stay with us you cannot have that kind of success with retaining without people that are truly dedicated and passionate about the work they're doing and hopefully understanding the tremendous impact they have positive impact they have on our community just really one child at a time but impacting the whole community but I'm also grateful for our school board support for competitive compensation which bolsters our recruitment hiring and retention efforts and for our Educators Who Remain committed to Albemarle County Public Schools and I would just like to say in the same way that it is an honor and a humbling privilege to serve our nearly 14 000 students I feel equally grateful to work every day to support such passionate competent and dedicated colleagues as we have the biggest chunk of
034our expenditure increase is invested in supporting Equitable transformative resources starting with nearly nine and a half million dollars to fund a five percent salary increase for all employees and adjustments to our step scale for teachers additionally our request includes 1.4 million dollars to support continued improvements to our substitute program improvements to date include the hiring of school-based substitutes as regular employees a pay increase for daily substitute teachers and the hiring of a substitute coordinator this proposal supports a second phase of improvements including an increase in operational funding and the addition of 10 school-based substitutes to serve schools with an average substitute fill rate below 40 percent 1.2 million dollars of our request supports a restructure of differentiated Staffing traditionally schools have used differentiated Staffing allocations to reduce class size and provide intervention services our proposed
035restructure adds Staffing to ensure consistent and transparent allocations to schools to support lower class sizes in our most at risk School at-risk schools a full-time reading specialist for each school which exceeds the requirements of the new Virginia literacy act and extra Staffing to support tiered services nearly 250 000 of our requests supports additional Building Services staff to maintain continued use of HEPA air purifiers in our classrooms clinics and school buses our request also proposes sixty one thousand dollars to hire a records analyst responsible for establishing and maintaining a digitally secure student record storage system and forty three thousand to permanently fund half an FTE management analyst in our fiscal Services Department that was initially added using one-time Federal pandemic relief funding in total our expenditure increase in support of Equitable transformative resources is 12.4 million
036dollars in the current school year we've worked to improve the salaries of our employees through multiple efforts started with a six percent compensation increase for all employees last July then in December our school board approved a one-time one thousand dollar bonus for all regular employees 0.7 FTE or more and 750 dollars for regular employees who were less than that also in December we implemented the first phase of recommendations that came out of our spring 2022 compensation study we increased starting pay for bus drivers to 21.50 per hour and implemented a step scale that provides annual compensation increases based upon years of experience as it is for teachers we also improved pay for School nurses who hold an RN license and increase compensation for positions identified as hard to fill that is positions that attract small
037candidate pools remain unfilled for an extended period of time or have a higher than average turnover rate this spring we will move forward with the second phase of recommendations from our compensation study including increased pay for all positions identified as four to ten percent below Market midpoint we're also planning to make adjustments to positions that weren't reclassification based on ongoing review looking forward our fiscal year 24 draft funding request supports a five percent salary increase for all employees plus adjustments to the teacher step scale and recognizing the value of our health benefits as part of a competitive employee compensation package our request also incorporates employer rate increases of seven percent for health insurance premiums in the 2024 plan year while I do not have the numbers at this time we are in the process of
038analyzing the health care fund to determine if it increased for employees will be warranted in the new plan year I'd be remiss in presenting a needs-based budget that supports Equitable transformative resources if I didn't address our Capital needs this five-year summary is not new to our board members but I will bring your attention to the color coding we're in projects shown in green are fully funded projects shown in yellow are partially funded and projects shown in red remain unfunded this is an opportune time to thank our Albemarle County Partners and I did notice a supervisor Diana Mikhail is here tonight so thank you Liz McKeel uh as the current capital Improvement program includes an expansion and improvements at Mountain View Elementary the construction of the second High School Center and two elementary schools so thank
039you Albemarle County however we consider all of these projects to be critical needs over the next five years while the operating budget we are proposing moves us forward in many ways our work will be severely hindered in the absence of an infrastructure that provides adequate capacity and optimal learning environments funding the renovations we've requested through a phased multi-year approach would Elevate the school division's aging schools to Modern standards including electrical updates to accommodate technology improved access to natural light in classrooms adherence to the American Disabilities Act updates to Outdoor Learning spaces and reconfiguration of spaces to improve function efficiency and safety speaking of Aging buildings half of our schools are more than 50 years old now including two that are more than 80 years old the other half range from 20 to 49 years in
040age on top of the renovation needs that are a normal consequence of Aging buildings our current capacity needs require the use of nearly 80 mobile classrooms across the division for classroom instruction auxiliary Services Flex spaces and storage nearly 50 percent of our students about 7 000 students attend schools that fail to meet their current capacity needs and that percentage is projected to an increase as Regional planners advise us that Albemarle County's population will expand by 30 percent over the next 30 Years the combined strategy of continually expanding facilities built in the early years of the 20th century and adding more mobile classrooms to meet capacity needs is not sustainable it is neither in the best interest of our educational program or of our students nor does it represent a thriving prosperous Community which we are
041so we've now reviewed our proposed increases according to the Strategic goal they primarily support look at our total increase in expenditures organized by expense types including a baseline adjustment that reduces our increase by more than 10 million most of which is the result of eliminating one-time costs that are currently included in our adopted budget four million dollars for Technical and non-discretionary expenses including an employer rate increase for health care premiums a half million dollar transfer to the Children's Services act an increase in our transfer to K-Tech a payment to Outlaw County for shared licensing services that includes our employee time and attendance system and an overall increase in the cost of goods and services due to inflation we've talked about the proposed 9.5 million dollar investment in employee compensation as well as the 4.3 million
042dollar increase due to enrollment growth and demographic shifts the 680 thousand dollars allocated to transitioning from one-time funding also includes items we've discussed full-time teaching and EDP assistance filter replacement Mental Health Services and half an FTE for fiscal services new proposals totally nearly 2.5 million Which is less than one percent of our total funding request included the second phase of our sub second phase of our substitute program improvements security assistance and executive director for AFE a school resource officer a Title IX coordinator a records analyst and last but not least ten thousand dollars to Pilot a student voice fund with the Baseline adjustment our proposed increase in expenditures totals just over 10.9 million dollars the increase of nearly 10.9 million dollars brings our total funding request for the 2023-24 school year to 257.3 million dollars
043we are currently balanced based on anticipated revenues that include an 8.8 percent increase in local funding and a 6.9 percent increase in state funding however our balanced scenario faces some uncertainties and potential challenges that we should all be aware the timeline for the state budget approval is an unknown last year the Virginia General Assembly did not pass a budget until June 1st and the governor didn't sign it until June 21st a mere 10 days before the start of the new fiscal year before the governor signed that budget keeping in mind that we are scheduled to adopt our FY 24 budget at the end of April the point is we can't rely too heavily on the funding numbers we're getting from the state right now another area of uncertainty and possible significant challenge concerns the state's
044contemplation of a seven percent salary increase a decision that would have a large impact on our budget another challenge worth mentioning is the standards of quality for soq funding roughly half of our positions in the school operating budget are soq positions that doesn't mean though that those positions are fully funded for example more than 200 of our teaching positions have zero dollars of State funding attached to the positions on top of that the teacher positions that are supported by the soq funding are underfunded by about seven thousand dollars each because the state uses lower salary assumptions than we do I will point out that the state is currently deliberating potential changes in the soq formula and funding that may benefit us later in the budget process another unknown is what actions the Virginia General Assembly
045might take to address the formula mistake that the video we originally made for basic Aid and sales tax funding there's some movement to make up for this mistake through other funding streams finally as we move forward with our financial planning it is fiscally responsible to consider that we may face a recession in the next few years we need to ensure that our decisions are financially sustainable through a potential downturn in the economy while we're fairly confident that fiscal year 24 will be a good year we're not as sure about the years to come in closing I would like to thank you members of the board for the opportunity this evening to present our draft funding request for the next school year more importantly I want to recognize your ongoing efforts to Champion the interests of
046each of our students getting to know each student and supporting our work to getting to know each student so we can support them and and challenge them and enrich their lives their families our employees and our community and your continued partnership with the local government and the Albemarle County Board of Supervisors to advocate for the needs of our School Division I want to acknowledge the superintendent's cabinet and the executive leadership team for their strategic support throughout the budget development process and the communications team for their contributions to both the budget book and tonight's presentation thank you Jennifer Butler Jennifer couldn't be here tonight her son is um is ill tonight so she's she's with him hopefully she's listening on the stream thank you for working on your 16th funding request presentation and while I listed
047her name earlier I want to include a special thank you to Maya kumasawa our director of budget planning for first class leadership of our budget development process now according to our schedule I believe there is a break and I believe next up tonight is the first budget work session thank you for your time and attention thank you for that presentation Dr Haas that is correct we do have a break I say we keep it to 10 minutes which then leaves us 40 minutes for the work session when we return what time did you say 9 30. hello everyone nine to three we're going to be resuming our meeting here with budget work session number one um Miss kumazawa will be leading this are you ready good evening I'm Maya kumazawa director of budget and planning
048and I will be facilitating your first budget work session to follow up on the superintendent's presentation just so that you're aware here's a summary of the topics that we plan on covering this evening and the topics that we plan on covering over the next few weeks tonight I'll walk you through the budget book so I hope you all have your copies sitting in front of you and provide you some more information about the anticipated expenditure changes for next year we'll dig into some of the proposals that are related to enrollment and demographics and organizational development and at work session number three we'll cover some of the other proposals in particular those related to health and safety and at that work session we can also present any additional requests for information that you have these are
049working sessions designed for youth that you can so that you can understand what's in the funding request and so that you're prepared to approve a request in March if you have any questions during the presentations I'll pause between sections if you have questions later after tonight at any point over the next few weeks please email them to budget k12 albemarle.org and staff will provide Consolidated responses either in writing or address them at future work sessions any questions about this as you've heard many times this evening our work is Guided by our learning for all strategic plan as we focus on budget development I'm reminding you that the purpose of the work is to distribute all resources in an equitable manner to transform learning experiences and opportunities as stated in goal three Dr Haas 157 million
050dollars while there are a lot of numbers on the slide the plan for this evening is to ensure that you walk away knowing what these numbers mean and how to find them in your budget books I'll first begin with an overview of what you can find where so please use your books to take notes flag items and flip through along with me the budget book is available to the public on the fy24 budget development website at K12 albemarle.org budget hyphen 23 hyphen 24. so this is a list of the major items that you can find in the book I'll first draw your attention to section A this contains the message from the superintendent General School Division information an introduction an overview on the process and school fund summaries as we presented earlier this evening one
051of our budget goals is to incorporate metrics such as logic models and performance measures as a management and decision making tool so these metrics are located in the back half of section A to accompany each of the new budget proposals so if you get if you're waiting through Section A don't stop the really good meaty stuff is towards the end so keep going another G supplemental materials this is where you'll find data like enrollment projections Staffing standards and allocations of those standards and school-based budget allocations and we will spend more time in that section later to dig into some of those are there any questions about these overall areas foreign so the way the agenda is structured this evening is by the way our funds and our budget book is structured so at the top
052is our total school budget that's made up of our school fund and our special Revenue funds these are two distinctly separate accounting funds and your final adopted budget appropriation will reflect these two separate funds but our budget development largely focuses on the school fund as this fund represents the day-to-day operating funds of our division and as you know the draft funding request is balanced meaning that school fund revenues equal School fund expenditures School fund expenditures can be broken down even further by school-based expenses and department-based expenses so if you follow along the orange numbers this is the order in which we'll review the budget which is the order that the sections are in your book we'll first start with school fund revenues section B then discuss school fund expenditures section c d and e and
053then finally we'll review the special Revenue funds in section F before ending with expenditure changes coming back to section A so everyone should flip over now to section B School fund revenues if you look at Pages B2 and B3 you'll find summary level information about the revenues including five-year data 72 percent of budgeted revenues come from local Revenue sources this primarily comprises the local government transfer but we do have other local school revenues that are detailed further in this section about 28 of fy24 revenues are projected to come from the state six hundred eighteen thousand dollars is budgeted from the federal government as part of the school fund when compared to the current Year's adopted budget you can see there is an 8.8 percent change in local revenues and a 6.9 percent change in state
054revenues combined we're looking at an 8.2 increase in recurring Revenue as part of this draft funding request if you go further down the table you can see in FY 23 we budgeted about 8.7 million dollars in one-time use of fund balance um you can see in this draft budget for FY 24 we're not currently budgeting any use of fund balance as a one-time use when taking this into consideration the overall budget to budget increase stands at an increase of 4.4 percent and the revenue dollar change is the 10.9 million dollars so you're probably asking right now why the big swing and the one-time revenues here's a quick recap of what's been happening since the pandemic Landing us to where we are today in fy20 when the pandemic impacts began in March County government staff advise
055it was possible there could be a revenue shortfall and the transfer may not be able to be made in full as it turned out the total fy20 general fund revenues exceeded the budget by 0.1 percent so the transfer was made in full that year at that point though we paused spending where we could in March and we saw savings throughout that year in FY 21 we continued to see savings as a result of significant operational changes during the pandemic participated and during FY 22 we received a 10 million dollar mid-year transfer adjustment all of these factors played into the buildup of our fund balance and in the FY 22 and 23 adopted budgets we include one-time uses of that balance currently we don't have this budgeted for use in fy24 but this may change as
056we continue to evaluate and manage our financial position in the current year we'll first discuss the local transfer the local transfer from the general fund for acps is 182 million dollars in fy24 an increase of 14.6 million dollars or 8.7 percent this transfer amount is set by Albemarle County after adjustments are made from projected local shared revenues the remainder of the increase is split sixty percent for acps and 40 for Albemarle County the initial adjustments that are made off the top include transfers to the capital Improvement program and for Debt Service which include many of our school capital projects this year in addition to operating budget considerations acps and County staff have been collaborating on strategies for the FY 24 to 28 CIP as a follow-up to the Joint board meeting that we had on
057December 7th the results of those updates will be shared next week on February 22nd as part of the county executive's recommended budget historically here's a look at the local government transfer year to year growth has been strong each year a testament to our strong local economy and the financial team at the county typically budgeted transfer amounts are not adjusted mid-year so the dip you see in FY 21 was a lower budgeted amount that was planned at the beginning of the pandemic in Spring of 2020. that year actually turned out to have strong local revenues what you don't see in this chart though as Dr Haas mentioned are projections after fy24 the county is expecting a recessionary period in FY 25 and 26 as presented in the five-year forecast presentation this past fall so we do
058still anticipate seeing growth during that time just not at the levels we've experienced in these recent years next we'll turn to State revenues you can find information about State revenues starting on page B7 there's a lot of details several Pages included about State revenues in this section but this slide just pulls out some of the highlights and the items that are contributing to the projected increase from this year to next our enrollment is growing and that increases our funding levels and in some areas per pupil amounts are increasing so even if enrollment were to stay constant funding levels per pupil increase in addition sales tax has been strong and we're anticipating an increase in our share of that sales tax the state is providing a hold harmless amount to offset a decrease in sales taxes
059as a result of policy changes that took effect this January and finally they're providing a portion of funding to cover a five percent salary increase on July 1st 2023. these items are part of the additional 4.6 million dollars that we're anticipating from the state or an increase of 6.9 percent here's a historical view of state revenue since f-19 the last five years have seen increases per year between four percent and 14 percent and for fy24 as I mentioned we're projecting a 6.9 percent increase but again this figure is still largely subject to change summarizes some of the key changes that are included in both the House and Senate amendments to the governor's introduced budget both of both of these versions propose an additional two percent salary increase and if this moves forward it would impact
060us significantly with our budget as you know we would have to bear most of that cost and while only in the Senate amendments I have shown the proposed change in the support cap meaning that this version of the budget supports eliminating the cap on state funding for support staff for 271 million dollars but that's Statewide and our share of these budgets were just released earlier tonight so we'll continue providing you with updates so that's the end of the revenue section in section B do you have any questions refresh my memory about the support cap what is that exactly um many years ago during a recession this in order to reduce their budgets the state put a cap on the number of support positions that could be funded the money that's distributed to divisions so the
061proposal in the Senate budget is to remove that cap which comes at a cost of 271 million thank you right so we'll turn next to our projected expenditures section c so if you turn to the next tab over section c um this section is fairly short it provides summary level overviews of our expenditures and also assumptions used so historical compensation assumptions with regards to salary increases or Health Care rates you can find those in this section and as I mentioned in the beginning we do have expenditures and the school funds separated by school-based budgets so here you can see about 73 percent are school-based and 27 are department-based as a reminder school-based expenditures are those expenses that you can track to a specific School building so this would include principals nurses teachers custodians and department-based
062budgets are expenses that serve our schools but you can't link it to a specific School building and examples of this are central office which is pretty straightforward but more significantly positions like bus drivers and maintenance workers those positions serve the division as a whole and they're not assigned to specific locations and then separately on the right we have a budget for special Revenue funds but this next section will largely focus on just the school fund so this is a summary overview of expense types including both our school and department-based budgets salary benefits and other wages make up 85 percent of the budgets and the remaining 15 is split between operating and transfer expenses and when so when we talk about being a people business it's because 85 percent of our entire budget is going towards
063paying people I often get questions about our school fund transfers so here's a detailed breakdown of transfers both this year and next the largest transfer is a transfer to our technology replacement fund which is one of our special Revenue funds this is the fund for computer replacement program for our students and staff and other transfers that are coming out of the school fund include transfers to Bright Stars learning resources special education idea and vehicle replacement and overall in fy24 our total projected transfer amount is 8.6 million right the next section keep flipping one tab over this one then comes one level down to school based expenditure so those expenses that you can link to our school buildings so on this slide you can see all of the schools on that we budget for they include
064our elementary middle and high schools as well as our centers and multi-school services we'll focus tonight's discussion on our comprehensive schools Center one and Community lab school this pyramid that you see here represents three major categories that we use to build up the budget for these schools on average 93 percent of school budgets are for ftes full-time equivalents or compensation paid to people three percent are Division allocations and four percent are School operations so we'll go through each of these parts of the pyramid over the next few slides first we'll talk about the 93 percent of school budgets that go towards supporting a school's FTE count um there are certainly nuances and complexities to how that's calculated but at the simplest level it's mostly straightforward so one input we use are enrollment projections K-12 as
065you know K-12 enrollment projections are developed have been developed for the next school year by school and by grade level most of the Staffing standards are based on projected enrollment the purpose of the Staffing standards is to Foster Equity across schools by Distributing resources equitably as we have established in our strategic plan there are specific page numbers listed on this slide here so if you kind of flip over to section g take a look at these Pages for a few minutes if you'd like turn to your neighbor and see if you can back into the Staffing allocation for regular classroom teachers or base teachers at agner hurt Elementary School so the purpose of this is to consolidate your knowledge of these contents in section g so I'll pause for just a few moments so you
066can turn to those pages and see if you can [Music] so we're starting on page G2 and we're looking at agner Hertz enrollment mmm [Music] so nice [Music] oop I see calculators that's good [Music] I still have real languages [Music] 101. [Music] oh yeah yeah yeah I actually thought you calculated [Music] it's just complicated thing [Music] you would do it so the pages you should be looking at are G2 G9 G5 and G18 no no this is in general no Elementary School Jesus Maya I get what you're saying conceptually so what does general education mean when you also have the counseling staff and standards the health Staffing standards that we just don't need to worry about you're just asking us to do the general that's what I don't know oh yeah I think you guys
067are getting way ahead of me um all right so um I think you all basically got it so on page G2 he looked at agnehurst's projected enrollment and then when you look at our staffing standard we have different ratios for kindergarten through third grade versus fourth through fifth grade that's why we do projections by grade level so if you add up the K3 enrollment at agna hurt and the four or five enrollment you get to their total enrollment but because we're using different ratios for those grades we have 13.04 ftes for K3 and 6.34 ftes for four or five and together that makes up the base classroom teacher allocation to agner hurt to equal 19.39 um and the reason why I realized the table is really tiny font but on page G18 and 19 that
068is a full comprehensive look at if you're curious as to know what their Staffing is what is a school allocated in terms of Base classroom teachers we'll talk about differentiated Staffing at a different work session but you can see in each of the columns what the Staffing is I know we've had some questions from the school board about the number of resources dedicated for each of the schools I noticed on G18 there's no numbers in the elementary intervention slash prevention yes um so when we have [Music] do you want me okay um we this is the way we allocate funding for um teachers so for example as part of um tiered services or other areas they can um choose to staff for the intervention services and schools also will talk about a little bit more
069in their operating budgets get funding for intervention services so we have provide intervention services in different areas of the budget but there's no there's nothing in that column because it's not a specific allocation so whereabouts in budget which section would I find I'll I'll point that out when we get to the operating budgets as well yep all right so are there any questions about um how these Pages work I'm sure you can spend more time with it later I had uh not questioned but just thank you for doing that that's actually been it was really helpful to actually have to sit and think through how is this done so that's good your good teaching moment for us thank you and other random thing which probably shouldn't happen but we always put our schools alphabetically but
070honestly for comparison I think in some of these charts it might be helpful to see it by size because I always find myself comparing when we're looking at numbers you know Baker Butler to Mountain View so I can better understand how our school's stacked up if it's just a random little point that I'm always like trying to compare by size thank you so that was sort of that big 93 of the pyramid um we'll go to the top of the pyramid pyramid now which is the school operations so this is um these are funds provided to schools in terms of monetary amounts not ftes and they're generally budgeted at the discretion of the principal each School receives a base budget allocation that's a flat amount and then they get a per pupil allocation that's variable
071and that's determined by enrollment and demographics there are also funds called program allocations that are intended for specific programs such as Miss Osborne intervention so that's where those funds live for some of the schools common expense items here include supplies and materials intervention wages Contract Services and copiers but again they differ across schools this is where you'll find the most variability there's the fact that we pull out that sort of thing is that any indicator of the priority we put on these things hmm I don't think so it's it's we could pull the money out that's dedicated for intervention and say this is your FTE amount um I guess it's one of those things that yeah yeah just because we had that long work session on all of that I think that's why it's on
072my mind okay and that can be found on page G23 um you can see the program allocations and intervention is the largest amount there I think also it just you know when you look at that list it's very much one of these things it's not like the other yeah that's something do you want to copier or do you want to enter an interventionist the program allocations aren't discretionary they have to be spent within those programs it's sort of that base budget and the poor people that is more discretionary I have a question about G22 what is the per pupil variable number that's the per pupil allocation so if you look at the little boxes at the bottom of the page we allocate um 80 for each Elementary School students that's the per pupil variable so
073then Albemarle it's just 140 times however many people are enrolled in that school gives us that per pupil variable yes okay and then do you add on um because of the number of economically disadvantaged is that what that the second box is there a figure anywhere in here that has a per pupil expenditure by school I remember we talked about that a few years ago yeah we'll have it in a following slide okay yeah thank you right so the middle green part of the pyramid equals about 5.8 million dollars for the entire division they represent division allocations these are funds that are budgeted in the schools but are more centrally managed so a great example of this is budgets for substitutes since this is a change we're implementing for next year currently schools have had
074to use their operating budgets to pay for substitute wages which is highly variable and difficult to predict from year to year so beginning next year we're shifting that responsibility centrally so that we can fully fund the program and provide relief to schools and as part of the substitute program improvements proposal which we'll discuss next week we're adding about one million dollars in new funding to account for higher usage and higher pay rates for our substitutes and that's where this would live so coming back to agner hurt if you let's come back to section D and if you flip to page D13 you'll see you'll not necessarily see the pyramid breakdown that's just how the budget is developed what you'll see is their budget summarize in two additional ways so the top of the table breaks
075down their budgets by expense type including salary benefits and operations and the bottom table breaks out the same 5.6 million dollars by state reporting category so the pyramid and both tables show an fy24 budget at that school for 5.6 million dollars so this is a summary of all of our school budgets the blue columns are the elementary schools the green columns are the middle schools and the orange columns are the budgets for our high schools as you can see typically the larger the school the more ftes they have and their budgets are larger with Albemarle High School budgeted at 22 million dollars next year so if you take those school-based budgets and divide by the school's projected enrollment we can compare schools in a different light per people expenditures generally fall between ten thousand and
076fifteen thousand for the schools across the different levels note that these per people expenditures are different from how divisions and or the vdoe reports per people expenditures because these are only these only consider the school-based budget so not the entire acps budget are there any questions about section d is the FTE summary as page is that new I know we've had that in Prior years but again the um that kind of more detailed table of section g i find more useful this is more of that summary level okay so moving on to section e department-based expenditures [Music] it's our last formulaic than our school budgets because each department is unique in the services that they provide generally though here's how their budgets are developed Staffing and operational allocations are kept flat from one year to
077the next compensation is updated for turnover and reclassifications and any other department changes are Justified and detailed and summarized in section A one of our largest departments is Building Services you can find their budget on page 335. the 63 positions in this department make up about 38 percent of their budget for next year there are example positions listed on the slide and although our custodial staff is managed by The Building Services Department they're not included in this budget because they're in the school-based budget since custodians are assigned to specific schools other expenses for the Department are services to the schools such as utilities repair and maintenance of school buildings lighting furniture and fixtures chart will look different for every Department here's a list of all of our department budgets and they're organized by oversight area
078budgets range from thirty thousand dollars per year to 16 million dollars per year and as a group I make up 27 percent of our school fund expenditures and there's a page for each of these budgets in section e there any questions about Department budgets [Music] right so keep keep going to the next tab if you turn to section F that's our special Revenue funds and we'll just spend a couple minutes here we have three major categories in our special Revenue funds fee Based Services that include our Child Nutrition program and extended day enrichment programs or edep our grant programs are located here and as well as our Capital replacement funds as I mentioned earlier the school fund has expenditure transfers to our Capital replacement funds to maintain those programs so they are overlapping since the
079pandemic began we've included Federal pandemic relief funds as part of our special Revenue funds the grants we have remaining are listed here with a rough estimated balance and their planned uses these generally need to be spent down by September 2024 and then the last one listed here is a local fund that we've built up during the pandemic for our learning recovery efforts for example if needed recommendations resulting from the instructional audit could be budgeted here are there any questions about special Revenue funds to increase Staffing for each extended day educational programming but that's always been a self-funded program so what's different so um this year we piloted some full-time positions where the TA is split half time at edep and half time at a school for various purposes and that halftime portion is funded within
080the edep program so that is self-sustaining still the other half where the TA spends at the school is being funded by what this learning Recovery Fund in the current year that's one-time funding so what we want to do is transfer that School portion of the TA to our school fund so the edep portion would still stay in the edep funded program so they would still continue to be self-sustaining it would just be a shift in the funding source for that half of the their their teaching half of the TA day does that make sense okay so that's the Breakout it's in the budget yes it's the portion that the school fund has to bear just because it's listed here what services do we provide for homeless students is that federally mandated service or what are
081we doing with that money um I don't know that offhand we can follow up with you on that okay okay I noticed um some of the things in this section mentioned things like this but there's no data on like how many and that would just be a nice information point to like how many homeless students did we serve and that sort of thing so that's where we can put more information that'd be great if it's not too much trouble okay [Music] did we serve I mean can you imagine I just when I was looking at the school of nutrition budget a lot a lot is it in there yeah [Music] which of the categories would include the um pdep person when they are not in the dep program which one of these categories oh um
082right now it's they're being funded from this learning Recovery Fund but the idea The Proposal is for the schools to operationalize that and make that part of a school's allocation fruit I mean it's in a different place in the notebook but it's a12 that has the numbers for homeless children and how many meals things like that but it does it would make sense to have them closer to where those items are too we're flipping back to section A anyway to review so what are those changes that are happening from budget to budget because when you look at the section c d e and f you don't really know well what how can I digest this so that's what section 8 does it provides an overview of what's changing from year to year so I'll touch
083on that a little bit um our total expenditure changes as you've seen a couple times now equal about 10.9 million dollars these changes include Baseline adjustments Technical and non-discretionary costs compensation enrollment and demographics transitioning from one-time funding and new proposals most of these will be covered in detail at future work sessions so tonight I will just review some of the more technical items the Baseline budget for fy24 which is the first version of the budget that we developed that we developed assumes that the budgeted number of ftes and services remain flat from FY 23. and that's updated for actual compensation and benefits costs for the current employees that we have these updates such as employee turnover and employee benefit plan changes we also make an adjustment to eliminate one-time costs that we budgeted in FY
08423 which was about 10.8 million dollars as we see increases in compensation we also see increases in lapse savings from year to year those are savings that we have when positions are vacant during the year next we budget in any approved mid-year changes most notably the compensation study recommendations for the current year once we make all these adjustments our starting point for building up the fy24 draft funding request is about 10 million dollars less than the adopted FY 23 amount other non-discretionary changes changes transfer to the Children's Services act contribution to K-Tech Building Services operating impacts licensing costs and inflationary increases these amount to the four million dollars in the technical and non-discretionary changes category we will hear more about health care and CSA at next week's work session are there any questions about non-discretionary
085and Technical changes I have one quick question just best practice for the laps every year do we count on a certain percentage on that or do we just see what we get every year or does it like best practice to say oh we're going to recoup this percentage what we do is we look at about five years of historically what has been the savings by salary and benefit type and then we project out what next year might look like based on historical Trends okay thank you um if you actually look on in section e on page E30 the assumptions are laid out there and they do shift a little bit you have E30 lapse Factor so for fy24 we estimated Savings of 1.5 of Baseline salaries oh that actually needs to be corrected though it's
086the bullet points that I believe are correct 1.3 percent of Baseline salaries and then we also did an analysis and saw that we had 3.6 in the retirement budget so those are the two variables we use when projecting labs for FY 24. thank you and I am impressed by your ability to point to the exact position s and that's it that's the budget book um so here's our timeline and just a quick recap on we do have further proposals I know you may have questions about want to discuss further at work session number two and number three and then here's sort of a longer timeline to prepare you to approve the funding requests on March 9th so if there are questions and requests for information this would be a great time to put them out
087there um a question I know that Dr Haas included Capital needs over the next five years you have in the operating budget inflation you know increase due to inflation are we going to build that into or at least have a caveat on the on the slide talking about Capital about increase in costs yes um we've been working in partnership with County staff to apply inflationary assumptions for each of the next five years so that we're sort of on the same page so that projects the current projects in the CIP are the their costs are updated they're going to be updated in the funding request package in the recommended budget yeah yes thank you thank you are there any other questions just a comment it's a very good budget book just need to get my my
088magnifying glass to read some of the slides and we can work on some of the formatting we'll just put two pairs of glasses on it usually works at home no just a huge compliment to you and your staff I mean it's unbelievable the amount of work that goes into this the amount of calculations but also more impressively I think is all the context and it is so helpful to see how the context around each of the schools each of the Departments to which whether we fully understand the complexity of the the children and the teachers and the staff and the administration that what they face every day so I so appreciate it I do have a a question you probably know this but maybe it's speculation what would be the financial impact of general assembly
089approves the seven percent rather than a five percent salary increase yep and um since the calculation tools were released tonight we'll be able to follow up with some more numbers to that state budget slide thank you I have a follow-up question what is the accessibility of this funding request for people who might be listening or might be curious or you know want to know what we're looking at great question um so on this slide there's kind of a easy URL to get to the fy24 budget development site and that site includes both presentations from tonight the detailed budget book and sort of results from the budget survey and other inputs that have gone into the process that start in the fall so it's just kind of all in one place right there voice noticeably raised
090and you got a lot happier when you said and that's it happy to be done thank you so much and I think that that concludes it um did you want to say something Dr Haas no I just want to say thank you Maya yes thank you thank you very much and we will see you next week and every week thereafter the End of Time are there any comments from the school board members anything no we have a lot to look at okay I call this meeting adjourned that's a bad time reading all right