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How to Develop an Award Winning Budget

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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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Presentation Transcript
welcome introductions
Welcome & Introductions


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

  • 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 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 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

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



MBA Award

  • The award is granted for only one year.
  • Encourages applicants to apply every year.



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.
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
mba award winning budgets

MBA Award Winning Budgets

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

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

Reston, VA 20190

(703) 708-7067

ASBO International