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Aiken County Public Schools

This presentation provides an overview of the Aiken County Public Schools budget, including general information, funds, budget types, revenue and expenditures. It also covers topics such as student projections, staffing ratios, budget transfers, flexibility, and tax anticipation notes.

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Aiken County Public Schools

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  1. Aiken County Public Schools Budget 101

  2. PRESENTATION INCLUDES: • Budget calendar • General information • Funds • Budget types • Revenue and expenditures • In$ite • Fund balance • Tax anticipation notes • Student projections • Staffing ratios

  3. PRESENTATION INCLUDES: • Budget transfers • Budget recap • Flexibility • Fund 1 • 8% debt limit • 2014-15 recap • District website • CAFR • Questions and comments

  4. 2014-15 BUDGET MEETINGS • January 20 Budget workshop • February 17 Budget workshop • March 17 Budget workshop • April 21 Preliminary budget • May 12 Tentative budget • June 2 Special called – budget input • June 9 Public hearings – budget/millage • June 23 Final budget

  5. GENERAL INFORMATION • District spans 1,178 square miles • Includes slight portion of Saluda County • Approximately size of Rhode Island • 5 attendance areas • 6th largest district in the State in terms of average daily membership and weighted pupil units (WPUs) for grades K5-12 • Approximately 3,200 employees • 2nd largest employer in Aiken County

  6. GENERAL INFORMATION • District operates • 18 elementary schools • 1 elementary/middle schools • 9 middle schools • 1 middle/high • 6 high schools • Career and technology center • 2 learning centers and parenting center • District sponsors three charter schools

  7. GENERAL INFORMATION • Schools are segregated by level for administrative purposes • Elementary • Middle • High • Elementary schools assigned to one of 2 academic officers • Middle schools and high schools each assigned to an academic officer

  8. GENERAL INFORMATION • Student enrollment by level 2013-14 135th day (grades K5-12) • Elementary 11,175 • Middle 5,592 • High 6,697 • Charter 320 • Total 23,784

  9. GENERAL INFORMATION • Schools often referred to by geographic area • Area 1 Aiken area • Area 2 North Augusta area • Area 3 Graniteville, Warrenville, Clearwater, Gloverville areas • Area 4 Wagener, Salley, Ridge Spring, Monetta areas • Area 5 New Ellenton, Jackson, Beech Island areas

  10. GENERAL INFORMATION • Student enrollment by area 2013-14 135th day (grades K5-12) • Area 1 9,264 • Area 2 5,454 • Area 3 4,708 • Area 4 1,825 • Area 5 2,213 • Charter Schools 320

  11. GENERAL INFORMATION • Enrollment – last 10 years at 135th day

  12. FUNDS • What is a fund? • A separate set of accounting records • Transactions categorized based on the intended purpose or use of resources • Governmental accounting • District uses variety of funds • SDE Funding Manual serves as guide • New funds may be added, old funds maybe removed

  13. FUNDS • General – “Fund 1” • Largest of all funds • Day to day operations • Activity not recorded in another fund is here • Revenues – operating property taxes, Education Finance Act (EFA) allocation, etc. • Expenditures – salaries, payroll taxes, supplies, etc. • Most of focus during budget process • No subfunds

  14. FUNDS • Special Revenue (Funds 2, 8 and 9) • Used to account for federal, state (non-EIA), and local resources designated for special purposes • Examples of subfunds • Title I • IDEA • Lottery • Local donations

  15. FUNDS • Education Improvement Act (Fund 3) • Also a special revenue-type fund • Programs funded with statewide 1% sales tax • Examples of subfunds • At-risk student learning • Teacher supply checks • Aid to districts • CDEP (full-day 4K)

  16. FUNDS • Debt Service (Fund 4) • Used to account for repayment of bond principal and collection of property taxes used to repay that debt • School Building (Fund 5) • Used to account for projects approved as part of the Five Year Facilities Plans • Subfunds for various projects

  17. FUNDS • School Food Service (Fund 6) • Used to account for SFS operations • Dollars cannot supplement District operations • Pupil Activity (Fund 7) • Used to account for school-generated revenue • Transactions at school level, not District level • Not included in approved budget

  18. BUDGET TYPES • Classified as operating or non-operating • Operating budgets account for day-to-day operations • General, Special Revenue, EIA, School Food Service • Non-operating budgets are associated with activities that are long-term in scope • Debt Service, School Building

  19. REVENUES AND EXPENDITURES • Three sources for revenue

  20. REVENUES AND EXPENDITURES • Examples of revenue by source • Local – property taxes, bond proceeds, interest earnings, donations • State – EFA allocation, EIA allocations, lottery funds, student health & fitness allocations • Federal – IDEA, Title I, Impact Aid • Federal revenue is lower in percentage and amount compared to recent years (loss of Stimulus, reductions)

  21. REVENUES AND EXPENDITURES • Tax rates – Aiken vs. State average (2012-13 data)

  22. REVENUES AND EXPENDITURES • 2012-13 tax rates are most recent posted by SDE • 81 school districts • 64 school districts had higher operating millage than Aiken • 66 school districts had higher overall millage than Aiken • Year 2013-14 information not yet available • While the value of a mill varies by district, the per-mill cost to the taxpayer is the same.

  23. REVENUES AND EXPENDITURES • Expenditures often categorized as follows • By function • The purpose of the expenditures • Broad categories • By object • Specific service or good obtained • Function/object for operating expenditures – In$ite categories • Function/object for total expenditures

  24. REVENUES AND EXPENDITURES • Operating expenditures by function

  25. REVENUES AND EXPENDITURES • Operating expenditures by object

  26. REVENUES AND EXPENDITURES • Total salaries by function

  27. IN$ITE • In$ite is used by the SDE • Provides a district’s breakdown of expenditures and allows for apples to apples comparison to other districts • Categories include sub-categories • Instruction • Instructional support • Operations • Other commitments • Leadership

  28. IN$ITE • Based on most recent information (FY 2013) • “Operating only” does not include debt service/capital outlay • Aiken’s annual spending would be $21 million higher if it were on par with districts like ours

  29. FUND BALANCE • What is fund balance? • Assets minus liabilities; not equal to cash on hand • Net inflows less net outflows over time • $26 million at June 30, 2014 • Why it is important – • “Rainy day” or emergency funds • Demonstrates financial stability • Can reduce or eliminate short-term borrowings (TANs) • Fund balance policy adopted by the Board

  30. TAX ANTICIPATION NOTES • What are TANs? • Short term financing • Repaid with interest before year end • Why issue TANs? • Outflows consistent throughout the year, inflows are not • Most property tax revenue received mid-year • Cannot operate on cash basis at current fund balance level

  31. TAX ANTICIPATION NOTES • Why does Aiken County Schools issue TANs?

  32. STUDENT PROJECTIONS • One of first tasks on budget calendar • Largely the foundation for the budget • Will be used to determine teacher allocations and school staffing ratios • Used to estimate EFA allocation • Preliminary figures based on 45th day counts • Use historical data and birth rates • Consider significant spikes and dips • Kindergarten and 1st grade generally most difficult

  33. STUDENT PROJECTIONS • Feeder school splits sometimes difficult • Important to be conservative • Review for reasonableness • Receive feedback from principals and school officials • Generally reasonable, but not exact • Review class-by-class counts at days 3 and days 11 • Shift staff within a school or between schools • Additional hires, if necessary

  34. STUDENT PROJECTIONS

  35. STAFFING RATIOS • Enrollment projections used to allocate most school staff • Assistant principals • Clerical • Guidance • Media specialists and aides • Exceptions • Each school has a principal and one clerical staff member regardless of size • Custodial allocation based on square footage

  36. STAFFING RATIOS

  37. BUDGET TRANSFERS • Schools/departments are provided some budget discretion by Board policy • Principals/department heads can transfer up to $1,500 • School transfers between $1,500 and $3,000 also require approval of Academic Officer • Budget transfer between $3,000 and $5,000 require Superintendent approval • The above must have no net budget effect and cannot affect salaries, fringe, or utilities. • Transfers in excess of $5,000 require Board approval

  38. BUDGET RECAP • 2008-09 • No step increase for non-teachers • Eliminated two coordinator positions at Brookhaven • Phased out CAI lab aide positions • No longer contributed to Camp Long project • Fund 1 no longer allocated to parenting program • Reduced vehicle replacement budget • Cut supplies and travel mid-year • Avoided furloughs

  39. BUDGET RECAP • 2009-10 • No step or cost of living increase for non-teachers • Increased pupil-teacher ratios • Eliminated signing bonuses for new teachers • Eliminated playoff supplements • Eliminated 17 positions at Brookhaven • Reduced Fund 1 travel by 50% • Reduced band matching fees by 50% • Phase out of International Baccalaureate commenced

  40. BUDGET RECAP • 2009-10 Continued • Reduced drivers education to one period • Modified alternative education program • Eliminated intramural supplement • Reduced budgets for technology and maintenance • Furloughed employees • Increased taxes by 4.3 mills net

  41. BUDGET RECAP • 2010-11 • No step or cost of living increase for any employees • No furloughs • Suspended drivers education program • Increased 1st grade PTR while decreasing 4th and 5th • Funded full-time registrars at each high school • No longer paying half of PSAT • Last full year of Federal stimulus dollars • Decreased taxes by 3.5 mills net

  42. BUDGET RECAP • 2011-12 • Step increase for teachers, 1% cost of living for other employees • Continued funding of reading interventionists • Closed area offices • Eliminated one administrator and one clerical position • Fund 1 travel budgets restored • Increased janitorial allocation • Increased Fund 1 technology budget

  43. BUDGET RECAP • 2011-12 - Continued • Funding 9th grade academies at three high schools • Funding in-school suspension supervisors at middle schools • Absorbed reductions in certain State allocations • Net tax increase of 2.1 mills • Tax increase enabled to restructure debt service payments and issue additional $2 million for capital projects

  44. BUDGET RECAP • 2011-12 - Continued • Approved additional mid-year expenditures resulting from growth in fund balance and need at schools • $500,000 for furniture replacement • $400,000 for instructional supplies • $50,000 for custodial supplies • $25,000 for athletics • $25,000 for band • All are of above were non-recurring

  45. BUDGET RECAP • 2012-13 • Step + 2% increase for teachers, 4% increase for assistant principals, 2% increase for all others • Funding shifts in 4 instructional and 1.5 instructional support positions • Funding for a fourth 9th grade academy • Creation of 3 curriculum coach positions • Additional allocations for CATE • Loss of Education Foundation Supplement • Net tax increase of 4.2 mills

  46. BUDGET RECAP • 2012-13 - Continued • Created new technology position • Additional teacher allocations for strings and East Aiken School of the Arts • Upgraded a vacant, classified accounting position • Provided full-time attendance clerks at 3 high schools • Non-recurring technology dollars • Non-recurring dollars for advanced placement program

  47. BUDGET RECAP • 2013-14 • Step for teachers • 4% increase for SFS managers (SFS Fund) • 1% one-time bonus for employees not receiving raises • $50,000 for high school athletics transportation • Model school costs at North Aiken • Building closure during winter break • Additional homebound teacher (approved after original adoption)

  48. BUDGET RECAP • 2014-15 • Step for all employees • Funding for Freshman Academy at Aiken High • Creation of science curriculum specialist • Funding for a drama and a dance teacher at East Aiken Elementary • Two additional ESOL teachers • Revision of formulas for allocating assistant principals and middle and high schools

  49. BUDGET RECAP • 2014-15 - Continued • Increased bus driver pay by 2% (plus step) • Funding for additional HR department position • Funding for Read to Succeed literacy coordinator • Increased substitute teacher pay by $2 per day • Increased budgets for janitorial supplies by $4 per pupil (one year only) • Increased budgets for copier supplies by $4 per pupil (one year only)

  50. BUDGET RECAP • 2014-15 - Continued • Allocated $250,000 for athletics (one-time only) • Will participate in Child Development Education Program (CDEP), shifting from half-day 4K program to full-day program [State funded] • No change in operating or debt service millage

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