Asbo international s meritorious budget awards program
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ASBO International’s Meritorious Budget Awards Program. How to Develop an Award Winning Budget. Welcome & Introductions. Presenters Donna Peterson, MBA Review Coordinator Bob Horwath, MBA Advisory Commitee Chair Gary Frisch, MBA Advisory Committee Vice-Chair George Lingel, MBA Reviewer

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How to Develop an Award Winning Budget

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Asbo international s meritorious budget awards program

ASBO International’s

Meritorious Budget Awards Program

How to Develop an Award Winning Budget


Welcome introductions

Welcome & Introductions

Presenters

Donna Peterson, MBA Review Coordinator

Bob Horwath, MBA Advisory Commitee Chair

Gary Frisch, MBA Advisory Committee Vice-Chair

George Lingel, MBA Reviewer

Paul Kelly, Member

David Means, Member

Samuel Rippin, Member

Lee Legutko, Retired, Member

Scott Kies, Review Coordinator

Ketul Thaker, ING, MBA Sponsor

Shirley Broz, Brian Mee, Board Liaisons

Vee Boehringer, Michelle Williams, ASBO Staff


Agenda

Agenda

  • Review MBA Criteria

  • Application Process

  • Independent Study

  • Group Budget Review

  • Q & A Criteria

  • Review Process-Reviewer Expectations

  • Evaluation/Wrap-Up

  • Roundtable For Questions


Overview of mba criteria

Overview of MBA Criteria

(Page numbers on following slides tie to

the ASBO Publication

“Standards of Excellence in Budget Presentation”)


General criteria

General Criteria

The budget document cover contains:

  • The title “Budget”

  • Fiscal year

  • Full name of the entity

  • City/County of the entity

  • State/Providence of the entity

  • Website address if available


General criteria1

General Criteria

  • Budget Document is divided into the four major MBA sections

  • Consecutive page numbers

  • Table of Contents


General criteria2

General Criteria

  • Budget document contains Graphs and Charts

  • Cover letter identifies any information required by criteria that is not relevant to the school entity.

  • Written response to previous year review team comments.


General criteria final points

General CriteriaFinal Points

  • Technically well prepared

    • No spelling, grammar or math errors

  • Easy to read

    • Clear understandable language

  • Flow in logical sequence

    • Follow MBA criteria


Introductory section executive summary

Introductory SectionExecutive Summary

The Executive Summary can be a stand alone document and presents the budget in narrative, numeric, and graphical form.

Pages 3-14


Executive summary

Executive Summary

Make sure to include:

  • All funds

  • Key issues

  • Budgeting process

  • Lead-in to other budget sections

    Pages 3-14


Introductory section mba certificate

Introductory Section MBA Certificate

Include a copy of the Meritorious Budget Award certificate if received for the prior year.

Page 16


Introductory section school board members and administrators

Introductory SectionSchool Board Members and Administrators

Include a listing of members of the school board and first level administrative personnel.

Page 15


Introductory section other information

Introductory SectionOther Information

  • Build a picture of the district using varied methods

  • Sustain reader interest, highlight major points

  • Explain budget decisions and recommendations Pages 3-16


Organizational section

The document should provide an explanation of the school entity which includes the following:

Legal autonomy, fiscal independence/dependence

Level of education provided

Geographic area served Pages 17-18

Organizational Section


Organizational section1

Organizational Section

  • Number of students and number of schools

  • Number of funds and fund types and titles

    Page 17


Organizational section2

Organizational Section

  • Explanation of classification of revenues/expenditures

  • Explanation of measurement basis for budget revenues/expenditures

    Pages 23-25


Organizational section budget and financial policies

Organizational Section Budget and Financial Policies

Include significant budget and financial policies, rules, procedures, and regulations at the legal, board, and administrative levels.

Pages 21-33


Organizational section organizational chart

Organizational Section Organizational Chart

Include an organizational chart which includes the administrative staff by position or title.

Page 20


Organizational section mission statement

Organizational Section Mission Statement

Include a coherent statement of the mission of the school entity.

Page 19


Organizational section major goals and objectives

Organizational Section Major Goals and Objectives

Include the major goals for the school entity. If the cost of a goal or objective is significant and measurable, include the cost.

Pages 21-22


Organizational section operating and capital budget process

Organizational Section Operating and Capital Budget Process

Describe the budget development process and timeline including capital.

Pages 26-27


Organizational section budget administration and management process

Organizational SectionBudget Administration and Management Process

Describe the budget administration and management process.

Pages 26-27; 32-33


Financial section

Financial Section

The “Heart” of the Budget Document


Financial section1

Financial Section

  • All governmental funds

  • All proprietary funds

  • Level of detail required by law or adopted by the governing body

    Pages 34-116


Financial section2

Financial Section

  • Revenues by source

  • Expenditures by function and object

  • Comparative

    Pages 40-41; 43-47


Financial section3

Financial Section

A pyramid approach should be used. This is a summary of all funds, followed with the presentation of individual funds.


Financial section4

Financial Section

Pyramid Approach

Optional: The presentation may be followed by program, location, and/or administrative unit budgets.

Pages 48-116


Financial section5

Financial Section

  • Fund balances

  • Revenues

  • Expenditures

  • Changes in Fund balances

    Pages 35-36


Financial section6

Financial Section

  • Other financing sources/uses

  • The current year budget or estimated current year actual

  • The proposed budget year

    Pages 34-116


Financial section7

Financial Section

Three prior years of actual data is preferred in the Financial Section. The information may be presented in the Informational Section in a form and format which is comparable to the current year and proposed year.

Page 38


Financial section8

Financial Section

  • Budgeted capital expenditures

  • Major capital projects for the budget year (whether authorized in the operating budget or in a separate capital budget).

    Pages 98-99; 137


Financial section9

Financial Section

Describe to what extent capital improvements or other major capital spending will affect the school entity’s current and future operating budgets.

Page 98


Financial section10

Financial Section

Focus on reasonably quantifiable additional costs and savings (direct and indirect) or other service impacts that result from capital spending.

Pages 98-99


Financial section11

Financial Section

  • Include financial data on current debt obligations.

  • Describe the relationship between current debt levels and legal debt limits.

    Pages 96-97


Financial section12

Financial Section

Explain the effects of servicing debt levels on current and future budgets.

Pages 96-97


Informational section

Informational Section

Present the assessed value of taxable property and the market value of taxable property for:

  • A minimum of three years actual

  • Current year budget and/or estimated current year actual

  • The proposed budget year

    Pages 119-120


Informational section1

Informational Section


Informational section2

Informational Section

Include property tax rates and collections for:

  • A minimum of three years actual

  • The current year budget and/or estimated current year actual

  • The proposed budget year

  • Describe the tax rate relationship versus taxable value

    Pages 119-120


Informational section3

Informational Section

Include an analysis of the budget’s effect on taxpayers for:

  • Minimum of three years actual

  • Current year budget and/or estimated current year actual

  • Proposed budget year

    Page 119


Informational section4

Informational Section

Provide five-year summary comparison of revenues and expenditures (three prior years actual, current year budget and/or estimated actual, and the proposed budget year). If the three prior years actual data is presented in the Financial Section, this presentation is not required.

Pages 123-126


Informational section5

Informational Section

All years must be presented in a comparable form and format, whether presented in the Financial or Informational Section


Informational section6

Informational Section

Five-year summary must bepresented for all governmental funds. (Presentation of similar data for other funds is optional.)

Pages 123-126


Informational section7

Informational Section

Three years of budget forecasts for all governmental funds.

  • Three year history

  • Current budget

  • Three year forecasts

    Page 122


Informational section8

Informational Section

Include revenues, expenditures and beginning and ending fund balances. Forecasts for non-governmental funds is optional.

Page 122


Informational section9

Informational Section

The document should present:

  • A minimum of three years of actual student enrollment history by school

  • Current budget and/or estimated current year enrollment

  • Proposed budget year enrollment

  • A minimum of three years of enrollment projections

  • Enrollment forecasting methodology and techniques

    Pages 129-130


Informational section10

Informational Section

Present personnel resource allocations for:

  • Minimum three prior years actual

  • Current year budget and/or estimated current year actual

  • Proposed budget year

    Page 128


Informational section11

Informational Section

Include the bond amortization schedule(s) of the school entity.


Informational section12

Informational Section

Provide performance measures for three prior years such as:

  • Standardized test scores

  • Drop-out rates

  • Accomplishment of goals and objectives

  • Parent/student satisfaction surveys

  • Other performance measures

    Pages 131, 132-136


Informational section13

Informational Section


Informational section14

Informational Section

Include other information that would help the reader understand the past and future directions of the school entity.


Informational section15

Informational Section

Include a glossary of terms to improve understanding.

Pages 142-145


Application process

Application Process


Applicants of the program

Applicants of the Program

  • Any school entity

  • Educational service agency

  • Private school

  • College or university

  • Membership with ASBO International not required


Criteria location checklist

Criteria Location Checklist

The final document is not complete until applicants review their budget against the criteria using the checklist and adjust if necessary.


Criteria location checklist1

Criteria Location Checklist

  • Applicant lists the page number(s) where each of the criteria are satisfied

  • Reviewers rely on checklist to evaluate the budget


Application materials

Application Materials

  • Application and Payment

  • Cover letter explaining criteria not relevant to the school entity

  • Four copies of the budget if hard copy

  • Four copies of the checklist if hard copy

  • Four copies of written response to each of the previous year reviewer comments


Application materials1

Application Materials

  • Budgets should be submitted in the same form in which they are approved

  • Applicants are discouraged from submitting supplemental materials


Application deadline

Application Deadline

  • Submitted within 90 days of FINAL legal adoption date

  • Adoption processes may include several dates

  • May not be submitted prior to final adoption


Receiving the award

Receiving the Award

  • Notification of the award and confidential comments.

  • Continuing education credit in ASBO’s Professional Registration Program.


Receiving the award1

Receiving the Award

  • Notification sent to the Superintendent and School Board.

  • A personalized award plaque and certificate.


Receiving the award2

Receiving the Award

  • Recognition in ASBO Membership Directory, Accents Online, ASBO Affiliate newsletters and ASBO’s Web site

  • News release for the local media


How to develop an award winning budget

Presented

To

MBA Award

  • The award is granted for only one year.

  • Encourages applicants to apply every year.


How to develop an award winning budget

Presented

To

MBA Award

  • Criteria and budget documents are not static.

  • Real excellence is achieved through the perennial award.


Denial of the award

Denial of the Award

Notification is sent only to the applicant with confidential comments.


Conditional award

Conditional Award

  • Warning that they have not followed program criteria

  • Still receive recognition of award

  • Must make reviewer changes or may not receive award in the future


Appeal process

Appeal Process

  • Within 30 days, a school entity may appeal the decision.

  • Materials sent to Appeal Review Team.

  • Process takes approximately 90 days.


Questions and answers regarding general criteria and budget document sections

Questions and Answers Regarding General Criteria and Budget Document Sections


Independent study of budget

Independent Study of Budget


Group budget review

Group Budget Review


Questions and answers regarding criteria

Questions and Answers Regarding Criteria


Mba review process

MBA Review Process

“The reviewer comments rank as the number one benefit of participation”


Budget reveiw

Budget Reveiw

  • Reviews take 3-4 months

  • Completed by professionals skilled in evaluating school budgets

  • Includes comprehensive comments

  • Reviewers make final recommendation


What reviewers expect

What Reviewers Expect

  • Document satisfies MBA criteria (not all budgets satisfy every criteria)

  • A cover letter to include:

  • List and explain any exceptions to the MBA criteria

  • If any previous year reviewer recommendations were not incorporated in the current document and why


Mba reviewers responsibilities

MBA Reviewers’ Responsibilities

  • Follow criteria, make written comments

  • Evaluate whether failure of document to meet any one or a combination of criteria is sufficient to deny an award

  • Detail reasons for conditional award or denial

  • Refrain from personalized comments


Complete workshop evaluations

Complete Workshop Evaluations


Roundtable for questions

Roundtable for Questions


Mba award winning budgets

MBA Award Winning Budgets

Sample budgets are available. Visit ASBO’s Web site for more information.

www.asbointl.org


11401 north shore drive reston va 20190 703 708 7067 williamsmd@asbointl org

11401 North Shore Drive

Reston, VA 20190

(703) 708-7067

[email protected]

ASBO International


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