2009-2010 IASA New Superintendents Conference

© 2009 by the Illinois Association of School Administrators 1

Illinois Association ofSchool Administrators

2009-2010

New

Superintendents

Conference


• Rick Schmitt, President, Sandwich #430

• Dr. Gary Kelly, President Elect, DuQuoin #300

• Robert Gillum, IASA Past President, Ball-Chatham CUSD #5

• IASA Board of Directors

21 Regions and one At-Large Representative

• Dr. Brent Clark, Executive Director

• Dr. Richard Voltz, Associate Director/Professional Development; Induction/Mentoring

• Sara Boucek, Associate Director/Legal Counsel

• Diane Hendren, Director of Governmental Relations

• Cherry Middleton, Executive Secretary/Office Manager

IASA


Agenda – August 4, 2009

8:00 am Registration, Refreshments

8:15 am Welcome – Dr. Brent Clark

8:30 am Overview of Conference

9:00 am Tips for Success• 365 Day Calendar• 90 Days To Superintendent

Success

9:15 am IASA New Superintendents Services

9:30 am Communication• Superintendent & Board of

Education• Superintendent &

Administrators• Superintendent & Community• Gathering of Essential

Information• Dealing with the Media• Opening Day Institute

10:30 am Break

10:45 am Conversation with three 2008-09 New Superintendents

• Patrick Martin, Illini Central• Laura Nelson, Scales Mound• Mike Riordan, Oak Lawn

11:30 am Working with Your Legislators

• Diane Hendren, IASA• Dr. Calvin Jackson, IASBO

Noon Lunch


12:30 pm Services offered by PMA Financial Network, Inc. and ISDLAF+

• Emmert Dannenberg

12:45 pm Financial Projections by ISBE Financial Consultant

• Brent Appell, ISBE

2:15 pm Use of Charts and Graphs for School Board Meetings

• Dr. Richard Voltz, IASA

2:30 pm Break

2:45 pm Bonds & Borrowing

• Dr. Bill Phillips, UIS

3:15 pm IASB Services

• Conversation between Angie Peifer and Rich Voltz about Board-Superintendent Relationships

4:00 pm Illinois ASBO Services

• Dr. Michael Jacoby, Executive Director

6:00 pm Reception and Dinner at Abraham Lincoln Hotel Sponsored by Chevron Energy Solution Company & SMART

Technologies Corporation



8:00 am Coffee & Refreshments

8:10 am Overview of day two

• Dr. Brent Clark

8:15 am Legal Issues for New Superintendents by

Stephanie Jones, Attorney, HLERK

Employment Contract Issues• When should you call your school

attorney.• Open Meetings Act• Freedom of Information Act• Gift Ban Act• E-Communications Issues• Miscellaneous issues

• Cell phones, car expenses, personal actions

10:15 am Demo on how to use the IASB PRESS Services

10:30 am Break

10:45 am School Board Meetings• Agenda Development• School Board Packet• Effective School Board Meetings• Communicating On-Line

11:45 am Workers’ Compensation Self- Insurance Trust and Illinois School District Agency Services

• James Woodard

Noon Lunch



12:30 pm Technology Use for Administrators

• Dr. Richard Voltz, Associate Director, IASA

• Podcasting• Blogs• Wiki’s

2:00 pm Strategic Planning

• Dr. Tom Bertrand, Rochester School District

3:00 pm Break

3:15 pm Using Data in School Improvement Planning

• Dr. Tom Bertrand, Rochester School District• Dr. Don White, Troy School District


7© 2009 by the Illinois Association of School Administrators

Workshop Objectives and Outcomes

• This workshop is designed for the brand new superintendent and superintendents who are new to Illinois

• Participants will actively participate in the workshop and will design and develop projects that can be used in their own school district.

• Participants will be able to begin their new superintendency with knowledge and information that should help them succeed in their first year.


Participants will know and be able to…

• Communicate with board members, administrators, staff, media and the public using written, oral and technology based sources.

• Prepare effective school board meeting agendas, school board packets, run effective school board meetings, and communicate school board business to the public.

• Use essential concepts for school finance, budgeting, levy preparation, financial forecasting and borrowing.

• Learn effective board-superintendent relationship strategies.

• Interpret important school law concepts such as open meetings act, freedom of information act, gift ban act, and e-communication laws.

• Learn from some of last year’s new superintendents.• Learn how to use technology as a superintendent.• Learn how to work with your legislators.• Learn from an experienced superintendent how to use

IWAS, strategic planning and effective time management skills.


365 Day Calendar

• Tips from an experienced administrator

• Important information from education leadership books and publications

• Quotes from various sources

• Information on IASA and it’s programs


IASA Opportunities for New Superintendents

• Provide continuing support to all new superintendents through a direct line of contact with the IASA Associate Director via cell phone and email. Cell phone is 217-741-0466 Email address is [email protected]

• New Superintendent Update pushed via email to new superintendents each week.

• Mentoring

• ISBE ½ day session

• Triple I – 90 minute session

• Podcasts

• Webinars

• Round Robin discussion with Dr. Voltz


New Superintendent Update


Dr. Voltz Podcast Site


IASA services for all superintendents

• Listserver

• Legal Support

• Return of Dues

• ComPsych Services

• Professional Services

• Professional Development

• Podcasts

• Newsletter


American Association of School Administrators

• AASA Daily News; email sent daily

• AASA New Superintendents publications:

The AASA New Superintendents E-Journal is a quarterly electronic newsletter written specifically for those who are in their first months and years of the superintendency. Even if you are a veteran superintendent who just landed a job in a new district, these e-journal articles provide a refresher course on issues to keep front and center during the early tenure of your new post.

To subscribe to this quarterly electronic newsletter, send your subscription request to [email protected].

The New Superintendents Journal is published annually each fall and includes articles written by recognized national experts on topics identified by new superintendents as areas where they need help. (IASA will provide you with a copy)


Communication with and from IASA

• E-News and Notes Flash

• Alliance Legislative Reports

• School Year Calendar “To Do” List

• IASA Listserver Documents


Communication Topics

• Divide into groups of four

• Communication between Superintendent and Board of Education

Discuss how you plan to communicate with board members.

Each group will report out one means of communication with school board members.

Each subsequent group may not use a means already mentioned by a prior group.

What is important to communicate to board members?

Case study examples

Rumor of student bringing a gun

Coach arrested for theft day of regional game

What other examples can you think of?


Small Group Activity

• Factors to consider

How often to send?

What information should it contain?

How about closed session information such as personnel?

Is this communication open to disclosure?

Can somebody file a FOI request on these reports and gain access?


Communication with Other Administrators

• Participants will determine the recommended make-up of a Superintendent Cabinet if you choose to use this process.

Will you include district level administrators?

Will you include principals?

Will you include assistant principals?

Will you include the teacher association president?

• The issues of trust and time.

• Book studies for administrators.

• Academy training together on a specified topic.


Opening Teacher Institute Activities

• Addressing staff members for the first time at your opening day activities is very important to your successful start as a school superintendent.

How will you prepare for this speech?

Who will be included in the audience?

Will you invite school board members?

Will you invite support staff?

What will you say?

Will you have completed a planning process with the school board? With the staff? With the community?

• In small groups, develop an outline of topics for the speech you will deliver at the opening teacher institute.


Opening Speech

• Use data gathered from research and talking to others

• Prepare thoughts about themes that emerged in meetings

• Share your thoughts with district office staff and building administrators

• Determine personal and district goals around which you would like to rally stakeholders’ efforts

• Check with Board of Education and interested stakeholders to determine if you are on track

• Deliver your message

• Last year we showed “Did You Know”

• This year we will show “A Vision of K-12 Students Today”


Possible videos to use


Thoughts for Your First Few Months

• You can’t move faster than your community or board will allow.

• Do not criticize the way it has been done in the past.

One of the important tenets of Stephen Covey’s book The 7 Habits of Highly Effective People is to never criticize someone behind his/her back, if you say something state it as if the person is in the room.

• Try to refrain from “in my former district we did…”

• What was the board looking for when they hired you?

• What happened to your predecessor?

• What do you see as the challenges for your new position?


Thoughts continued

• What is the status of labor and contract negotiations?

It takes time to develop trust to build a “Win-Win” conversation.

• Where would you like the district to be in one year? (start with the end in mind)

• Good advise is to concentrate on “student learning”

• “You first must understand to be understood” – Covey

• Gather essential data for all stakeholder groups – school board; administrators; teachers; parents; students; and community members

• What questions would you ask these different groups and how would you use this information to form goals and/or action plans?


Other Communications

• Internal communications such as newsletters to staff, audio podcasts to staff, web pages dedicated to staff

• Superintendent Articles published in daily newspapers

• District Newsletters

• On-line access to the public for school board information


Gathering Essential Information About Your New School District

• Joining community organizations

Chamber of Commerce

Lions Club

Church

Others

• Being involved

Education Foundation

• Attending extracurricular events


Engaging the Media in a Meaningful Way

• Answer promptly

• Answer truthfully

• Know how to answer media questions

• Frame the issue and repeat main goals

• Admit mistakes; if you make a mistake admit it - “Fess up if you mess up”

Randy Pausch says you should do these three things when you mess up

1. “I’m sorry”

2. “It was my fault”

3. “How do I make it right?”


School Board Meeting Organization

• Agenda development

Role of school board president

Role of superintendent

Role of other administrators

• Preparing the board packet and agenda

District office personnel and principal involvement in agenda items

• Consent agenda

• Closed session topics

• Run an effective meeting

Need to have rules for public engagement

• On-line agenda communication to board and public

In today’s digital and information age it is important to keep people informed


Types of Meetings

• Regular School board must annually post a list of their regular

meetings May only act on matters listed on the agenda The school board president must certify that all issues

discussed in closed session were proper

• Organizational Within seven days following the election of the school

board members an organizational meeting of the board must be held. Transfer responsibilities from old to new Elect new officers Establish date & time of regular meetings

• Rescheduled - with 48 hour notice

• Special Can be called by board president or any three members Must be called 48 hours in advance Is limited to agenda

• Emergency - notice as soon as practical

• Reconvened - when volume of business is too great


Activity

Participants will discuss various school board agenda formats, descriptors and recommendations and report out to the group as a whole suggestions for all.


Services offered by PMA Financial Network, Inc. & ISDLAF+


Financial Projections


Charts and Graphs by Dr. Voltz

Fund Balance to Income Percentage

38.28%

50.72%

62.15%

71.96% 70.07% 72.53% 71.97%79.32% 78.65%

74.81% 74.74% 72.53%67.18%

60.05% 56.29%62.97% 66.75% 63.65% 63.92% 61.87%

56.76%

0.00%

10.00%

20.00%

30.00%

40.00%

50.00%

60.00%

70.00%

80.00%

90.00%

1998-1999

Actual

1999-2000

Actual

2000-2001

Actual

2001-2002

Actual

2002-2003

Actual

2003-2004

Actual

2004-2005

Actual

2005-2006

Actual

2006-2007

Estimated

2007-2008

Estimated

2008-2009

Estimated

2009-2010

Estimated

2010-2011

Estimated

School Year

Ra

tio

WATCH LIST FIGURE Watch List minus early taxes


Forecasting

• Need to be able to predict

Future salary increases

Future staff demands

Future major technology purchases

Future supplies, equipment and capital outlay percentage increases

Future special education costs

Allow room for contingencies

• Do any of your counties collect property taxes early and disburse to school district?

• Growth in EAV in school district is important to predict

• General State Aid


Forecasting PowerPoint Presentation

• Use LCD Projector if possible

• Keep information simple and easy to understand

• Example of Budget Presentation


Current Finance Issues

• Predicting GSA Listen to the Governor’s Budget Address Historically final Foundation Level increase is seldom less

than Governor reports


2009-2010 Budget

Enter District Name HereEnter Date Here


Total Funds Summary

Total revenue for all funds $34,322,280

Total expenditures for all funds $33,596,055

All funds balance is estimated to increase

+$726,225


Education Fund Revenue Summary

• Total revenue up $859,010 or 3.6%

Local ed fund taxes up $842,000 or 8.9%

State revenue up $296,000 or 3.4%

General State Aid up $235,000 to Ed Fund ADA up 74 students for 2007-08 Foundation level increased by $125/student

Federal funding down $50,500 or –5.89% Medicaid at $375,000 due to uncertainty of

funding

© 2009 by the Illinois Association of School Administrators

40

Remember GSA is

figured on previous year

enrollment

2005-06 6th day

enrollment

Estimated 2006-07 6th

day enrollment

Growth or Loss Summary

K 275 295 201 274 276 22 300 280 -203 277 304 27

Elementary 1,126 1,155 29

4 291 286 -55 270 308 38

Intermediate 561 594 33

6 299 293 -67 325 298 -278 344 331 -13

Middle School 968 922 -469 357 354 -3

10 352 362 1011 329 350 2112 307 322 15

High School 1,345 1,388 43Pre-K; EC 16 16 0

Total K-12 4,016 4,075 59


Education Fund Expenditures

• Continued summer school freshmen advantage program at $10,000

• Continued full time Intervention Coordinator• $150,000 for computer hardware• Salary and fringe benefit increase based on new

contract figures Net two new K-12 regular ed teachers Net two new K-12 special ed teachers

• 3% supplies and materials• Special education budget increase of $334,000 or 15%• CACC tuition down by $70,000


Your District School Enrollment

168

192177

107

59

8

20

59

36

94

4

65 59

33

3 6 12

100

50

0

50

100

150

200

250


General State Aid

$495,068

$622,860

$98,843

$705,421

$280,930

$235,346

$146,844

$325,497

$552,325

$889,874

$524,284

$800,000

$600,000

$400,000

$200,000

$0

$200,000

$400,000

$600,000

$800,000

$1,000,000

School Year

Yea

r to

Yea

r C

han

ge

General State Aid


$495,068

$622,860

$98,843

$705,421

$146,844

$325,497

$552,325

$527,959 $487,484$422,604

$533,468 $500,025

$842,064

$628,568$679,770

$768,936

$135,376

$554,980

$282,817

$863,800

$1,423,342

$524,284

$889,874

$235,346

$280,930

$339,515$456,137 $219,095 $354,273

$481,724

$1,077,410

$216,610

$32,891

$1,000,000

$500,000

$0

$500,000

$1,000,000

$1,500,000

$2,000,000

School Year

Yea

r to

Yea

r C

han

ge

General State Aid Local Ed Fund Revenue Total Rev Year to Year


Four Operating Funds Sources (ISBE)

FOUR OPERATING FUNDS REVENUES SOURCES

$0

$5,000,000

$10,000,000

$15,000,000

$20,000,000

$25,000,000

$30,000,000

1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013

Local

Flow-Through

State

Federal


Education Fund

$5,621,156

$7,587,554$9,546,394

$10,921,227

$15,003,283$14,416,520

$10,927,844

$16,186,932$18,086,381

$19,346,181$19,886,219$19,784,281

$18,042,130

$11,442,888$12,410,570

$13,945,195

$0

$5,000,000

$10,000,000

$15,000,000

$20,000,000

$25,000,000

1998-1999

Actual

1999-2000

Actual

2000-2001

Actual

2001-2002

Actual

2002-2003

Actual

2003-2004

Actual

2004-2005

Actual

2005-2006

Actual

2006-2007

Estimated

2007-2008

Estimated

2008-2009

Estimated

2009-2010

Estimated

2010-2011

Estimated

School Year

Fun

d B

alan

ce

Actual Cash Balance Minus Early Taxes


Graph from ISBE File

$0

$5,000,000

$10,000,000

$15,000,000

$20,000,000

$25,000,000

1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013

EDUCATION FUND BALANCE

Copied from ISBE Excel

Sheet

You will need to resize graphs, copy and paste into your PowerPoint file


O&M Fund Highlights

• Revenue $111,000 additional

local taxes $427,000 tort

deposited in O&M

• Expenditures Salaries up Fringe Benefits up $20,000 BE freezer $15,000 for BE driveway $25,000 for CE phone

system $83,000 for CE windows $26,000 for GIS flooring

and abatement $147,000 for GMS windows $15,000 for GMS hot water

heater $10,000 to fix GMS

intercom system $160,000 for new GMS

track $25,000 for new windows,

fascia and soffit at DO Contingency at $50,000


Operations & Maintenance Fund

$1,044,490

$1,648,454

$2,159,055

$2,555,403$2,647,092

$2,242,616

$1,581,650

$689,135

$348,265

$141,655$6,585 $27,124 $11,022

$0

$500,000

$1,000,000

$1,500,000

$2,000,000

$2,500,000

$3,000,000

1998-1999Actual

1999-2000Actual

2000-2001Actual

2001-2002Actual

2002-2003Actual

2003-2004Actual

2004-2005Actual

2005-2006Actual

2006-2007Estimated

2007-2008Estimated

2008-2009Estimated

2009-2010Estimated

2010-2011Estimated

School Year

Fu

nd

Ba

lan

ce


From ISBE File

$0

$5,000,000

$10,000,000

$15,000,000

$20,000,000

$25,000,000

1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013

EDUCATION FUND BALANCE

From Graph Fund Balance


Transportation Fund

Continue to purchase five new buses every year.

Transportation Fund

$223,746

$583,576

$931,734$857,361

$1,007,553

$1,869,761

$1,005,969

$560,483 $625,658$700,620

$781,261 $837,315 $869,227

$0

$200,000

$400,000

$600,000

$800,000

$1,000,000

$1,200,000

$1,400,000

$1,600,000

$1,800,000

$2,000,000

1998-1999Actual

1999-2000Actual

2000-2001Actual

2001-2002Actual

2002-2003Actual

2003-2004Actual

2004-2005Actual

2005-2006Actual

2006-2007Estimated

2007-2008Estimated

2008-2009Estimated

2009-2010Estimated

2010-2011Estimated

School Year

Fu

nd

Bal

ance


From ISBE File

$0

$200,000

$400,000

$600,000

$800,000

$1,000,000

$1,200,000

$1,400,000

$1,600,000

$1,800,000

$2,000,000

1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013

TRANSPORTATION FUND BALANCE


Working Cash from ISBE

$0

$1,000,000

$2,000,000

$3,000,000

$4,000,000

$5,000,000

$6,000,000

1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013

WORKING CASH FUND BALANCE


Three Operating Funds from ISBE

$0

$5,000,000

$10,000,000

$15,000,000

$20,000,000

$25,000,000

1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013

THREE OPERATING FUNDS (Ed., O&M, & Trans.) BALANCE


Four Operating Funds from ISBE

$0

$5,000,000

$10,000,000

$15,000,000

$20,000,000

$25,000,000

$30,000,000

$35,000,000

1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013

FOUR OPERATING FUNDS (Ed., O&M, Trans., & WC) BALANCE


ISBE Charts

EDUCATION FUND REVENUE SOURCES - FY 2006

61%

0%

36%

3%

Local

Flow-Through

State

Federal

TRANSPORTATION FUND REVENUE SOURCES - FY 2006

50%

0%

50%

0%

Local

Flow-Through

State

Federal


Ed Fund by Object (ISBE)

EDUCATION FUND EXPENDITURES BY OBJ ECT - FY 2006

67%

11%

0%

0%8%

8%

5%

1%

Salaries

Benefits

Purchased Services

Supplies

Capital Outlay

Other

Transfers

Tuition


IMRF & SS Fund

IMRF & Social Security Fund

$1,214,673

$1,549,545$1,700,227

$1,977,017

$2,398,866

$2,963,886 $3,020,456

$2,395,004

$1,793,549

$1,433,639$1,212,309 $1,127,229

$986,019

$0

$500,000

$1,000,000

$1,500,000

$2,000,000

$2,500,000

$3,000,000

$3,500,000

1998-1999Actual

1999-2000Actual

2000-2001Actual

2001-2002Actual

2002-2003Actual

2003-2004Actual

2004-2005Actual

2005-2006Actual

2006-2007Estimated

2007-2008Estimated

2008-2009Estimated

2009-2010Estimated

2010-2011Estimated

School Year

Fu

nd

Bal

ance


Working Cash Fund

Working Cash Fund

$1,472,101$1,562,727$1,734,805

$1,913,154$2,108,018

$2,382,302$2,650,535

$2,987,223

$3,341,723

$3,713,223

$4,102,723

$4,512,223

$4,941,723

$0

$1,000,000

$2,000,000

$3,000,000

$4,000,000

$5,000,000

$6,000,000

1998-1999Actual

1999-2000Actual

2000-2001Actual

2001-2002Actual

2002-2003Actual

2003-2004Actual

2004-2005Actual

2005-2006Actual

2006-2007Estimated

2007-2008Estimated

2008-2009Estimated

2009-2010Estimated

2010-2011Estimated

School Year

Fu

nd

Bal

ance


Financial Watch List Figure

Fund Balance to Income Percentage

38.28%

50.72%

62.15%

71.96% 70.07% 72.53% 71.97%76.41% 77.38% 78.58% 77.33%

73.11%

64.38%60.05% 56.29% 58.88%

0.00%

10.00%

20.00%

30.00%

40.00%

50.00%

60.00%

70.00%

80.00%

90.00%

1998-1999

Actual

1999-2000

Actual

2000-2001

Actual

2001-2002

Actual

2002-2003

Actual

2003-2004

Actual

2004-2005

Actual

2005-2006

Actual

2006-2007

Estimated

2007-2008

Estimated

2008-2009

Estimated

2009-2010

Estimated

2010-2011

Estimated

School Year

Ra

tio

WATCH LIST FIGURE Watch List minus early taxes


ISBE Profile Score

TOTAL PROFILE SCORE

3.80

3.60

3.70 3.70

3.80 3.80 3.80 3.80 3.80

3.90 3.90 3.90 3.90 3.90 3.90 3.90

3.403.503.603.703.803.904.00

1998

2000

**2002

**20

0420

0620

0820

1020

12

TOTAL PROFILE SCORE


Education Fund Year to Year

$2,813,169

$1,900,209 $1,958,840

$1,371,118

$10,332

$3,463,926

$1,770,412 $1,899,449

$1,259,800

$540,038

-$101,938

-$1,742,151

-$3,000,000

-$2,000,000

-$1,000,000

$0

$1,000,000

$2,000,000

$3,000,000

$4,000,000

1998-1999Actual

1999-2000Actual

2000-2001Actual

2001-2002Actual

2002-2003Actual

2003-2004Actual

2004-2005Actual

2005-2006Actual

2006-2007Estimated

2007-2008Estimated

2008-2009Estimated

2009-2010Estimated

School Year

Fu

nd

Sp

end

ing


All Funds Year to Year

$4,059,924

$3,185,935 $3,030,996

$2,181,732

$451,495

$5,592,721

$212,745

$818,924 $726,225$408,764

$589

-$1,343,138-$2,000,000

-$1,000,000

$0

$1,000,000

$2,000,000

$3,000,000

$4,000,000

$5,000,000

$6,000,000

1998

-199

9 Act

ual

1999

-200

0 Act

ual

2000

-200

1 Act

ual

2001

-200

2 Act

ual

2002

-200

3 Act

ual

2003

-200

4 Act

ual

2004

-200

5 Act

ual

2005

-200

6 Act

ual

2006

-200

7 Est

imat

ed

2007

-200

8 Est

imat

ed

2008

-200

9 Est

imat

ed

2009

-201

0 Est

imat

ed

School Year

Fu

nd

Sp

end

ing


ISBE Tax Rate Chart

TAX RATES

$3.78

$4.22 $4.26 $4.22 $4.25 $4.31 $4.35 $4.35 $4.32 $4.27

$3.30

$3.70 $3.65 $3.61 $3.63 $3.68 $3.69 $3.69 $3.66 $3.63

$0.00

$0.50

$1.00

$1.50

$2.00

$2.50

$3.00

$3.50

$4.00

$4.50

$5.00

1996 1997 1998 1999 2000 2001 2002 2003 2004 2005

Total Tax Rate Operating Tax Rate


ISBE EAV Chart

EQUALIZED ASSESSED VALUES (EAV)

$254,374,276

$282,886,143

$306,884,257

$329,042,654

$349,776,143

$368,985,394$384,417,921

$408,666,450

$431,394,863

$469,670,515

$0

$50,000,000

$100,000,000

$150,000,000

$200,000,000

$250,000,000

$300,000,000

$350,000,000

$400,000,000

$450,000,000

$500,000,000

1996 1997 1998 1999 2000 2001 2002 2003 2004 2005


School Finance

• Development of your first budget

• Property tax cycle

• Important variables to make finance projections and how to get information to predict variables

• Making one and five year budget projections

• Making your first levy


Fiscal and Business Management

• The Superintendent is responsible for the School District’s fiscal and business management.

This responsibility includes annually preparing and presenting the District’s statement of affairs to the School Board and publishing it before December 1 as required by State law.

• School Board must

Designate an individual to prepare budget

Secretary of Board must publish a notice of where, when and during what hours the tentative budget will be on display

The tentative budget must be on display 30 days prior to the budget hearing

Hold one public hearing on the budget and public may ask questions

Must roll call vote on budget and file by September 30th

• District must file with County Clerk certified copies of the budget within 30 days of adoption

• Districts that have a web site must post the budget on the site

Make a PDF copy of the ISBE format and post link on web site


Budget Planning

• The District’s fiscal year is from July 1 until June 30.

• The Superintendent shall present to the School Board, no later than the first regular meeting in August, a tentative budget with appropriate explanation.

This budget shall represent the culmination of an ongoing process of planning for the fiscal support needed for the District’s educational program.

The District’s budget shall be entered upon the Illinois State Board of Education’s “School District Budget Form.”

To the extent possible, the tentative budget shall be balanced as defined by the State Board of Education guidelines. The Superintendent shall complete a tentative deficit reduction plan if one is required by the State Board of Education guidelines.


Designation of a Person or Persons to Prepare Tentative Budget

BE IT RESOLVED by the Board of Education of School

District Number ______ in the County of _______________,

State of Illinois, that_______________________________ is

hereby appointed to prepare a tentative budget for said

School District for the fiscal year beginning ___________,

20__, and ending ____________, 20__, which tentative

budget shall be filed with the Secretary of this Board.


Notice of the Availability of Tentative Budget for Public Inspection and Public

Hearing Notice of Public Hearing

NOTICE IS HEREBY GIVEN by the Board of Education of School District Number ____, in the County of _____________, State of Illinois, that tentative budget for said School District for the fiscal year beginning __________, 20__, will be on file and conveniently available to public inspection at_________________________________, Illinois in this School District

Address City

from and after _______o’clock _____m., on the _________day of __________, 20__. Notice is further hereby given that a public hearing on said budget will be held at ______ o’clock ___m., on the _________day of _________ 20__, at ____________________ in this School District Number _____,. Dated this _________day of _________, 20__. Board of Education of School District Number_____, in the County of ___________, State of Illinois.

By _________________________________


Budget Processes

• Reviewing Revenue and Expenditure History

Get this information from past audits, levies, financial annual report and budget forms

It is a very good idea to have someone enter past five years history in a spreadsheet for you to make future predictions

• Analyzing Current Budget Data - Receipts and Expenditures

• Monitoring Monthly/End of Year Revenue and Expenditure Printouts

• Prioritizing Needs from the School Improvement Plan


Important Education Fund Revenue Variables

• Local Revenue Local EAV & property taxes

General Levy Tort Immunity Levy Leasing Levy

CPPRT Tuition Earnings on Investment Food Service Pupil Activities (Athletics) Textbooks

• State Revenue General State Aid

Student enrollment (ADA)

Hold Harmless Restricted Grants

(Categorical Aid) Special Education Vocational Education State Free Lunch Driver Education Early Childhood Reading Improvement ADA Block Grant

• Federal RevenueTitle VNational School Lunch ProgramTitle I Low IncomeTitle IV Safe & Drug Free SchoolsFederal Special EducationMedicaid


GSA Calculation

Formula

(2005 Adjusted Real EAV * Calculation Rate (Unit = .0300; Elementary = .0230; High School = .0105)) + 2004 CPPRT = Available Local Resources

Available Local Resources * (either 2006-07 ADA or Three-Year Average ADA; whichever is higher)

Local Resources / Foundation Level = Local Resources Per Pupil

Foundation Level = (Best three months ADA * Foundation Level)

Foundation Level – Available Local Resources = Foundation Level Claim Amount

Foundation Level Claim Amount + Low Income at $355 per student – Audit Adjustment = Actual General State Aid


Education Fund Expenditure Variables

• Instruction

Regular Programs

Special Education Programs

Educationally Deprived/Remedial Programs

Adult/Continuing Education Programs

Vocational Programs

Interscholastic Programs

Summer School Programs

Gifted Programs

Bilingual Programs

Truant Alternative & Optional Programs

• Support Services - Students

Attendance & Social Work

Guidance

Health Services

Psychological

Speech Pathology

• Support Services – Instructional Staff

Improvement of Instructional Services

Educational Media Services

Assessment & Testing


Education Fund Expenditure Variables

• Support Services - General Administration Board of Education Executive Administrative

Administrative Cost Cap Special Area

Administrative

• Support Services - School Administration Office of the Principal

• Support Services - Business Direction of Business

Support Fiscal O & M of Plant Services Pupil Transportation Food Internal

• Support Services - Central Director of Central

Support Planning, Research Information Services Staff Services Data Processing

• Payments to other Govt. Units For regular education For Special Education For Adult/Continuing

Education For Vocational Education For Community College


Operations & Maintenance Fund

• Local Revenue

Local EAV & property taxes

General Levy

Tort Immunity Levy

Leasing Levy

Earnings on Investment

Rentals

Payments from other LEA’s

Permanent transfer from other funds

• State Revenue

Can deposit GSA

• Expenditures

Support Services – Business

Direction of Business Support

Facilities Acquisition & Construction Services

O & M of Plant Services

Pupil Transportation

Food Services

Payments to other Govt. Units

For Special Education

For Vocational Education


Bond & Interest Fund

• Local Revenue


General Levy


• Expenditures

Debt Services

Tax Anticipation Warrants

Tax Anticipation Notes

Bonds

CPPRT Notes

State Aid Anticipation Certificates


Transportation Fund

• Local Revenue


General Levy

Tort Immunity Levy


Rentals

Payments from other LEA’s

• State Revenue

Regular Transportation

Special Education Transportation

• Expenditures

Support Services – Business Pupil Transportation

Payments to other Govt. Units For Regular Education For Special Education For Adult/Continuing For Vocational

Education For Community College

Debt Services Tax Anticipation

Warrants Tax Anticipation Notes CPPRT Notes State Aid Anticipation

Certificates


Municipal Retirement/Social Security Fund

• Local Revenue


SS & IMRF Levy


• Expenditures

Instruction Programs

Support Services – Pupil

Support Services – Instructional Staff

Support Services – General Administration

Support Services – School Administration

Support Services – Business

Support Services – Central

Payments to Sp Ed Programs

Payments for Voc Ed Programs

For Debt Services


Fire Prevention & Safety Fund

• Local Revenue


General Levy


• Expenditures

Facilities Acquisition & Construction Services

Operations & Maintenance of Plant Services


Possible Finance Resources

• Mechanics of a School District Budget

http://www.isbe.net/sfms/pdf/mechanics.pdf

• Illinois Program Accounting Manual

http://www.isbe.net/sfms/pdf/ipam.pdf

• The State, Local and Federal Financing for Illinois Public Schools

http://www.isbe.net/sfms/pdf/slf01.pdf

• The School District Annual Financial Report (ISBE Form 50-35)

http://www.isbe.net/sfms/ABCsofAFR/AFRComponents.htm

• School District Budget Form

http://www.isbe.net/sfms/budget/2008/SDB2008FORM.xls


Bond Issues for Illinois School Bond Issues for Illinois School DistrictsDistricts

Dr. Bill PhillipsDr. Bill Phillips

Associate ProfessorAssociate Professor

Educational Leadership Educational Leadership ProgramProgram

University of Illinois at University of Illinois at SpringfieldSpringfield


General Indebtedness General Indebtedness LimitationsLimitations

• Unit DistrictsUnit Districts 13.8% of Assessed Valuation13.8% of Assessed Valuation

• Dual DistrictsDual Districts 6.9% of Assessed Valuation6.9% of Assessed Valuation


General Indebtedness General Indebtedness (Continued)(Continued)

• ExceptionsExceptions For referendum that pass by 2/3 margin all For referendum that pass by 2/3 margin all

Districts may go to 15%Districts may go to 15% Super high growth Districts may qualify for 15%Super high growth Districts may qualify for 15% For referendum where there is a school For referendum where there is a school

construction grant, the debt limit may be construction grant, the debt limit may be exceeded by the amount the CDB certifies as the exceeded by the amount the CDB certifies as the local District’s sharelocal District’s share

Legislative ExceptionLegislative Exception


Bonds for Capital Bonds for Capital PurposesPurposes

• Building BondsBuilding Bonds• Fire Prevention and Safety Bonds (Life/Safety Fire Prevention and Safety Bonds (Life/Safety

Bonds)Bonds)• Lease Certificates/ Debt CertificatesLease Certificates/ Debt Certificates• Energy Conservation Contract CertificatesEnergy Conservation Contract Certificates


Bonds for Cash Flow PurposesBonds for Cash Flow Purposes

• Working Cash Fund Bonds Working Cash Fund Bonds (WCF)(WCF)

• Funding BondsFunding Bonds• Tort Judgment Funding Tort Judgment Funding

BondsBonds• Insurance Reserve BondsInsurance Reserve Bonds• Alternate Revenue BondsAlternate Revenue Bonds


Miscellaneous Bond TypesMiscellaneous Bond Types

• Refunding BondsRefunding Bonds These bonds are These bonds are

issued to prepay the issued to prepay the outstanding bonds of a outstanding bonds of a District.District.


Other Issues to ConsiderOther Issues to Consider

• Structure of the IssueStructure of the Issue• The Effect of the Bond The Effect of the Bond

Notification Act on Notification Act on Proposed IssuesProposed Issues


Bond Issues for Districts Subject to Bond Issues for Districts Subject to PTELLPTELL

• Limited BondsLimited Bonds• Debt Service Extension BaseDebt Service Extension Base


What Are The Short-Term Debt/ Borrowing What Are The Short-Term Debt/ Borrowing Alternatives?Alternatives?

• When borrowing becomes necessary, care When borrowing becomes necessary, care must be given to understand:must be given to understand: The applicable debt instrument(s) given the district’s The applicable debt instrument(s) given the district’s

unique needsunique needs The amount of time such borrowing may be The amount of time such borrowing may be

necessarynecessary How borrowing will impact the district’s overall How borrowing will impact the district’s overall

borrowing authorityborrowing authority


Interfund LoansInterfund Loans

• The Illinois School Code authorizes school The Illinois School Code authorizes school districts to make interfund loans…districts to make interfund loans… Operations and Maintenance Fund (1,2,3)Operations and Maintenance Fund (1,2,3) Educational Fund (2,3,4)Educational Fund (2,3,4) Transportation Fund (1,3,4)Transportation Fund (1,3,4) Working Cash Fund (5)Working Cash Fund (5)

1-Educational Fund1-Educational Fund 2-Transportation Fund2-Transportation Fund 3-Fire Prevention and Safety Fund3-Fire Prevention and Safety Fund 4-Operations and Maintenance4-Operations and Maintenance 5-Any fund of the district for 5-Any fund of the district for

which taxes are leviedwhich taxes are levied

Pete

Paul


Tax Anticipation Warrants Tax Anticipation Warrants (TAWs)(TAWs)

• When there is no money When there is no money in the treasury to pay the in the treasury to pay the necessary expenses of necessary expenses of the district, a school the district, a school board may issue board may issue warrants…warrants…


General Obligation Tax General Obligation Tax Anticipation WarrantsAnticipation Warrants

• General Obligation Tax Anticipation General Obligation Tax Anticipation Warrants are authorized by the Debt Warrants are authorized by the Debt Reform Act.Reform Act.


Issuance of Notes, Bonds, or Other Issuance of Notes, Bonds, or Other Obligations in Lieu of Tax Anticipation Obligations in Lieu of Tax Anticipation WarrantsWarrants

• In lieu of issuing tax anticipation warrantsIn lieu of issuing tax anticipation warrants NotesNotes BondsBonds Other obligationsOther obligations

• ““Moneys thus borrowed shall be applied to the Moneys thus borrowed shall be applied to the purposes for which they were obtained and no purposes for which they were obtained and no other purpose.”other purpose.”


Tax Anticipation Notes (TANs)Tax Anticipation Notes (TANs)

• School districts are authorized to issue general School districts are authorized to issue general obligation notes in an amount not to exceed obligation notes in an amount not to exceed 85% of the taxes levied, less the amount 85% of the taxes levied, less the amount available for loan-in or loaned-from the Working available for loan-in or loaned-from the Working Cash Fund.Cash Fund.


State Aid Anticipation State Aid Anticipation CertificatesCertificates

• Using certificates, money is loaned to a district Using certificates, money is loaned to a district against anticipated General State Aid payments.against anticipated General State Aid payments.


Revenue Anticipation Notes Revenue Anticipation Notes (RANs)(RANs)

• RANs authorize units of local government RANs authorize units of local government and school districts to issue obligations to and school districts to issue obligations to anticipate revenue from any sources anticipate revenue from any sources including, but not limited to…including, but not limited to… Federal aidFederal aid State revenue sharingState revenue sharing Local taxesLocal taxes FeesFees

• Severe penalties are provided if notes are Severe penalties are provided if notes are issued in excess of the limitations.issued in excess of the limitations.


Personal Property Replacement Personal Property Replacement Tax NotesTax Notes

• Personal property replacement tax notes may Personal property replacement tax notes may be issued in an amount not to exceed 75% of be issued in an amount not to exceed 75% of the entitlement of replacement taxes the entitlement of replacement taxes anticipated for the year less the amount anticipated for the year less the amount available for loan in or loaned from the Working available for loan in or loaned from the Working Cash Fund.Cash Fund.


Teacher/Employee* OrdersTeacher/Employee* Orders

• Teachers' orders are, in effect, promissory notes Teachers' orders are, in effect, promissory notes for wages due, paid in lieu of cash or a check to for wages due, paid in lieu of cash or a check to a teacher.a teacher.


Board – Superintendent Problems

• Top ten communication problems between superintendents and school boards:

No common goals Failure to communicate important issues School finances going south Election of new school board members Superintendent gone from school district too much Somebody’s relative gets fired Superintendent gets caught lying about a situation Superintendent has some sort of moral breakdown Communication with board members is not two way Poor negotiations resulting in a work stoppage


Common School Board Member Problems

• Pursuing single issues

• Pursuing personal gain

• Pursuing personal power

• Rejecting professional status of superintendent

• Failing to maintain confidentiality

• Causing factionalism

• Intruding into administration


Common Superintendent Problems

• Lacking integrity

• Lacking respect for board members

• Failing to maintain confidentiality

• Failing to lead

• Failing to manage

• Failing to be accessible

• Failing to communicate

• Failing to comply with ethical and moral standards


Activity

• In small groups – discuss three problems you have observed as a non-superintendent participant at school board meetings. Write the problem on the supplied poster paper.

• Then discuss how these problems could have been resolved and write a recommended solution below the problem on the poster paper.


Chevron Energy Solutions


Legal Issues for Superintendents

• Legal issues for new superintendents by IASA HLERK Attorney Stephanie Jones Contract issues When should you call your school attorney Open Meetings Act Freedom of Information Act Gift Ban Act E-Communications Issues Miscellaneous issues

Cell phones, Car expenses, Personal actions


Illinois Open Meetings Act

• Definition Any gathering of the majority of a quorum of the members

of a public body held for the purposes of discussing public business. Applies to committee meetings also. (This means three school board members cannot meet to discuss public school business)

• Exceptions Appointments, employment, compensation, discipline

performance, or dismissal of specific employees Collective bargaining negotiations Selection of a person to fill a public office Student disciplinary hearing Purchase or lease of real property Setting of price for sale or lease of property Sale or purchase of securities, investments Emergency security procedures Special education placement Pending, probable or imminent litigation Settlement of insurance claims Board self evaluation when meeting with a representative of

statewide org. Discussion of closed session minutes

• SB 1756 (2002) requires public bodies that have websites to post meeting notices, agendas, and minutes on its website.

5 ILCS 120

Chapter 5 Article 120


Closed Session

• The Superintendent, or the Board Secretary when the Superintendent is absent, shall record audio for all closed meetings.

• After 18 months have passed since being made, the audio recording of a closed meeting is destroyed provided the Board approved: (1) its destruction, and (2) minutes of the particular closed meeting.

• Written minutes still need to be kept, approved by board members in closed session and reviewed every six months to determine if the closed session minutes can be made public.


Public Records

• The District’s “public records” are those documents, tapes, photographs, letters, and any other recorded information or material, regardless of physical form or characteristics, that were prepared, used, received, or possessed by, or under the control of, the District, a school, a school official, or an employee.

• Public records, including email messages, shall be preserved and cataloged, if they: (1) are evidence of the District’s organization, function, policies, procedures, or activities, or (2) contain informational data appropriate for preservation

• Public records that are required to be preserved and cataloged may be destroyed when authorized by the Local Records Commission.


Gift Ban Act

• The State Officials and Employees Ethics Act prohibits State employees from engaging in certain political activities and accepting certain gifts.

• The Act requires all school districts to adopt an "ordinance or resolution" "in a manner no less restrictive" than the Act's provisions.

• Districts may not inhibit or prohibit employees from petitioning, making public speeches, campaigning for or against political candidates, speaking out on public policy questions, distributing political literature, making campaign contributions, and seeking public office. An employee may not use his/her position of employment to coerce or inhibit others in the free exercise of their political rights or engage in political activities at work. Id.


Gift Ban Act continued

"Gift" means any gratuity, discount, entertainment, hospitality, loan, forbearance, or other tangible or intangible item having monetary value including, but not limited to, cash, food and drink, and honoraria for speaking engagements related to or attributable to government employment or the official position of a Board Member or employee.


The following are exceptions to the ban on accepting gifts from a prohibited source

• Opportunities, benefits, and services that are available on the same conditions as for the general public.

• Anything for which the Board Member or employee, or his or her spouse or immediate family member, pays the fair market value.

• Educational materials and missions

• Travel expenses for a meeting to discuss business

• Food or refreshments not exceeding $75 per person in value on a single calendar day; provided that the food or refreshments are: (a) consumed on the premises from which they were purchased or prepared; or (b) catered. "Catered" means food or refreshments that are purchased ready to consume which are delivered by any means.

• Any item or items from any one prohibited source during any calendar year having a cumulative total value of less than $100.

Gift Ban Act continued


Important Resources

• Keep within arms reach of your desk

The School Code of Illinois

Illinois School Law Survey by Brian Braun

Open Meetings Act Summary

Illinois Administrative Code

Teacher Association – School Board Contract

Contracts with any other district groups

School District Policy Manual

Student – Parent Handbooks

Employee Handbook


Demo on IASB PRESS Services


Small Group Activity

• Practice accessing IASB On-Line Policy Services information (username = iasbpolicyservices) (password = update2008)

Look up student discipline procedures7:200 Suspension Procedures

Look up vacancies on school board2:70 Vacancies on school board

Look up school board meeting procedures2:220


Expulsion

ILCS 5/10-22.6

• Gives school boards the authority to expel students who are guilty of gross disobedience or misconduct.

• Must conduct a hearing.

• Request for hearing shall be made by registered or certified mail and shall state the time, date, place and purpose of the meeting.

• Board must state reasons for dismissal and date it becomes effective.

• Board may expel for up to two years.

• Weapon violations are for two years

Can be adjusted by Board on a case by case basis.

• Expulsion may include from school and all school activities and a prohibition from being present on school grounds.

• Review a student’s permanent and temporary file prior to recommending expulsion to see if the parent can make a claim for special education services.


Factors to Consider in Expulsion

• Courts in Illinois will look at these five factors in expulsion cases:

The egregiousness of the misconduct;

The history or record of the student’s past conduct;

The likelihood that such conduct will affect the delivery of educational services to other students;

The severity of the punishment;

The interests of the student.


Use of Hearing Officer

• School boards in Illinois can use hearing officers to conduct student disciplinary hearings.

Can be attorney, school employee, or independent third party

Or can be a committee of the board

• Hearing officer or committee must conduct the expulsion hearing in essentially the same fashion as the school board would.

• The hearing officer makes a report to the board and the full school board acts.


IASBO Services to Superintendents


Workers’ Compensation Self-Insurance Trust and Illinois School District Agency

Services

Jim Woodard


Activity

• What do you think should be on a district’s web site?

• What do you think should be on a superintendent’s web

site?


Technology at School Board Meetings

• Video record school board meetings

• Use LCD projector to project information related to school board agenda items


Working with Your Legislators by Diane Hendren and Dr. Calvin Jackson


RV Suggestions

• Read Alliance Legislative Update• Also read State School News Service


Listservers

• IASA Listserver The IASA Listserver is a fast and easy way to

communicate with your colleagues. After subscribing to the service, you will receive a confirmation message from IASA. As soon as you receive this message, you can begin posting questions. Go to the IASA website to subscribe.

2009-2010 IASA New Superintendents Conference

Education

Transcript of 2009-2010 IASA New Superintendents Conference