Budget Planning Process for FY2014-15

Budget Planning Process for FY2014-15

Theresa Wilde, Budget [email protected]

Sara Kohn, Senior Budget [email protected]

Important FY2015 Budget Dates

• Sept. 2013 Board discusses and approves Budget Parameters and Budget Development Calendar to guide the development of the preliminary budget.

• Nov. 2013

– Board discusses and takes action on Budget Assumptions and Staffing Formulas.

– Board approves Strategic Priorities


• Dec 2013 Student projections are established and used to develop campus allocations.

• Jan 2014 Staff conduct campus budget workshops, receive budget submissions, compile and prepare the preliminary budget.

• Feb 2014 Superintendent presents the preliminary budget to the board

• Apr/May 2014 Community meetings are held to vet preliminary proposal.


• May 2014 Travis Central Appraisal District provides preliminary appraisal values to District

• Jun 2014 Superintendent presents the FY2014-15 Revised Budget to the Board based on preliminary appraisal value.

• July 2014 Travis Central Appraisal District certifies appraisal values

• Aug 2014 Superintendent present the Recommended budget to the Board; Board conducts legally required public hearing on the Recommended Budget and wills and adopt the budget and tax rates.

BTO Budget Allocation Sheet• Staffing allocation• Non-Staffing allocation• Both the Staffing and Non-Staffing allocations

are driven by the projected number of students• The projected number of students and the

staffing and non-staffing allocations have a direct relationship with each other; if enrollment increases, allocations increase and conversely, if enrollment decreases, allocations decrease.

Staffing Formulas for a Regular High School

• Regular Classes: Staff for 6 out of 8 classes daily. Class size target of 29 students.

• CATE: Included in the regular HS teacher allocation, with some separate additional allocations, according to need.

• Special Ed: Caseload of 24 to 1 for resource & inclusion. Caseload of 12 to 1 for life skills, PPCD, SBS, SCORES. Additional considerations as required by ARD.

Staffing Formulas for a Regular Middle School

• Regular Classes: Staff for 6 out of 8 classes daily. Class size target of 29 students.

• CATE: Allocated separately, according to need.• Special Ed: Caseload of 21 to 1 for resource &

inclusion. Caseload of 12 to 1 for life skills, PPCD, SBS, SCORES. Additional considerations as required by ARD.

• No. of Student Projection x No. of Classes for Students : 2,560 x 8 = 20,480 Student Contacts

• No. of Classes Taught x No. of Students Per Class: 6 x 29 = 174 Student Load

• Total Teacher Allocation = Student Contacts / Student Load (20,480 / 174 = 118 Teachers)

Regular Teacher Staffing Calculation

Professional FTEs Staffing for a Sample High School

2010-11 2011-12 2012-13 2013-14

Principal 1.00 1.00 1.00 1.00

Asst Principal 5.00 5.00 5.00 5.00

Director 2.00 2.00 2.00 2.00

Librarian 2.00 1.00 1.00 1.00

Counselor 6.00 6.00 6.00 6.00

Athletic Trainer 2.00 2.00 2.00 2.00

Regular Teacher 127.00 115.00 120.00 116.00

Special Ed Teacher 23.00 24.00 23.00 22.00

CATE Teacher 1.00 1.00 3.00 3.00

Bilingual Teacher 3.00 2.50 2.50 2.50

Delta Teacher 2.00 2.00 2.00 2.00

Art Teacher 0.00 0.00 0.00 0.00

Band Teacher 3.00 3.00 3.00 3.00

Orchestra Teacher 1.00 1.00 1.00 1.00

Choir Teacher 1.00 1.00 1.00 1.00

Dance Teacher 0.00 0.00 0.00 0.00

Theater Arts Teacher 0.00 0.00 0.40 0.40

ROTC Teacher 2.00 2.00 2.00 2.00

Total 181.00 168.50 174.90 169.90

Professional FTEs Staffing for a Sample Middle School

2010-11 2011-12 2012-13 2013-14

Principal 1.00 1.00 1.00 1.00

Asst Principal 2.00 2.00 2.00 2.00

Librarian 1.00 1.00 1.00 1.00

Counselor 3.00 3.00 3.00 3.00

Regular Teacher 47.00 45.00 45.00 44.00

Special Ed Teacher 5.00 10.00 10.00 10.00

CATE Teacher 10.00 5.00 5.00 5.00

Bilingual Teacher 2.00 2.00 2.00 2.00

Band Teacher 3.00 3.00 3.00 3.00

Orchestra Teacher 1.00 1.50 2.00 2.00

Choir Teacher 2.00 2.00 2.00 2.00

Total 77.00 75.50 76.00 75.00

Staffing Formulas for a Regular Elementary School

• Pre-K: 19 Max (Full-Day)• Grades K - 4: 22 Cap• Grades 5 & 6: 30 Max• Special Area: Art/Music/PE: 1 special area

teacher for each 7.5 regular K-6 teachers (rounded up to nearest half teacher).

• Special Ed : Caseload of 15 to 1 for resource & inclusion. Caseload of 8 to 1 for life skills, PPCD, SBS, SCORES. Additional considerations as required by ARD.

• Allocated by Grade Levels– Pre-K (19 CAP): 19 students, 1 teacher– K (22 CAP):147 students, 7 teachers– 1st (22 CAP): 156 students, 8 teachers– 2nd (22 CAP): 166 students, 8 teachers– 3rd (22 CAP): 155 students, 8 teachers– 4th (22 CAP) : 161 students, 8 teachers– 5th & 6th (30 Max) : 157 students, 6 teachers

Regular Teacher Staffing Calculation

Professional FTEs Staffing for a Sample Elementary School

2010-11 2011-12 2012-13 2013-14Principal 1.00 1.00 1.00 1.00Asst Principal 1.50 1.50 1.50 1.50Librarian 1.00 1.00 1.00 1.00Counselor 1.00 1.00 1.00 1.00Literacy Teacher - RR 0.50 0.50 0.50 0.50Bilingual Teacher - BL 0.00 1.00 0.34 0.50Special Ed Teacher 7.00 6.00 6.00 6.00Teacher - PreK 1.00 1.00 1.00 1.00Teacher - Kinder 8.00 6.00 8.00 7.00Teacher - First Grade 8.00 7.00 7.00 8.00Teacher - Second Grade 8.00 8.00 8.00 8.00Teacher - Third Grade 8.00 7.00 8.00 8.00Teacher - Fourth Grade 8.00 7.00 8.00 8.00Teacher - Fifth Grade 5.00 6.00 6.00 6.00Teacher - Sixth Grade 0.00 0.00 0.00 0.00Teacher - PE 2.00 1.83 2.00 2.00Teacher - Art 2.00 1.83 2.00 2.00Teacher - Music 2.00 1.84 2.00 2.00Total 64.00 59.50 63.34 63.50

Non Staffing Allocation• Per Pupil Allocation: $71 /$64/$59 x Weighted

Students

Weighted Students = Enrollment + (Enrollment * Free/Reduced % * 20%)

For example: 560 students + (560 x 70.55% * 20%) = 560 + 79 = 639 weighted students

• Staff Development: $500 + ($131 x # of professional Staff). It is recommended that 90% of the staff development be allotted for teacher subs.

• Classified Overtime: $500 per clerical staff

Example: For 12 FTEs for Secretary and Clerical Staff,

Classified Overtime will be 12 x $500 or $6,000

• ROTC allotment: $3,500 (Secondary)

• School Lunch Monitoring (Elementary)

Non Staffing Allocation

Planning for the Coming Year Budget

• Non staff allocations are provided in one lump sum amount. Principals can spread the money to various accounts (supplies, copier rental, refreshments for school functions, or additional professional dev, etc.)

• Detail general reports are available for current and prior years to provide historical spending trend

Planning for the Coming Year Budget• Principals have discretion to purchase

additional FTEs using the non staff allocation

• Principals may exchange positions within their BTO. Guidelines for position exchange must be followed to warrant the existence of certain positions that are critical for the campus operations. Please refer to the guidelines of Position Exchange for reference.

Planning for the Coming Year Budget• The planning process can start as early as

September each year• Unless there is a change in staffing formulas,

regular teacher FTEs will only fluctuate when the number of student projection increases or decreases at your campus

• Special Ed teacher allocations are driven by the types of Special Ed students who will enroll at your campus. Individual student needs are driven by the IEP/ARD process

Planning for the Coming Year Budget• The timeline for the budget process is to guide staff to

finish the budget in a timely manner, yet to allow time to present the budget to the Board, community and meet other legally mandated rules and regulations.

• Though the Preliminary Budget is submitted in February, the Recommended Budget is not finalized until July 20 when the TCAD provides the District certified value, principals, therefore, can still submit changes up to July 10.

Additional Budget Office ContactsMelissa Gidley - [email protected]

Beverly Salazar - Special [email protected]

Teresa Marie Rodriguez - Area 1 & 3 [email protected]

Travis Houston – Area 2 [email protected]

Susie Thompson – Budget Transfers, General [email protected]

State & Federal Accountability

Federal Grants

State & Federal Accountability StaffDr. Nancy Phillips, Director 414-3280

[email protected]

Dr. Mary Thomas, Project Director, District Shepherd [email protected]

Nichelle Williams, Administrative Assistant [email protected]

Annette Ruback, Accounting Tech Central [email protected]

Area I Coordinator: Peggy Mays 414-9519

Accounting Tech Christy Davis 414-3472

Area IICoordinator: Alan Towler 414-9965

Accounting Tech Lisa Barrett 414-9972

Area IIICoordinator: Hellen Bedgood 414-0012

Accounting TechDedrick Epps 414-4567

• All Title Funds are supplemental

• These funds cannot replace district support to campuses

• All federal guidance must be followed or the district could be required to return funds

• These funds are designed to support the most in need and assist students in meeting state and federal standards

Federal Funding

• Title I funds are given to campuses based on the number of students residing in an attendance area that are on free/reduced lunch.– The campuses are then ranked from the highest percentage of those identified

students to the lowest

– The district formula provides an allocation until all funds are distributed.

• Allocation Process– Preliminary planning amounts are given to the campus in January

– Adjusted planning amounts are give to campuses in late May/June based on TEA opening Title I application for the coming year.

– Allocations are revised after TEA designates Roll Forward in Nov/Dec.

Campus Title I

• The campus needs assessment determines the grant expenditures.

• CAC begins the planning process

• Parents are involved, in an organized, ongoing, and timely way, in the planning, review, and improvement of programs, including the planning, review, and improvement of the school parental involvement policy and the joint development of the schoolwide program plan

• The campus plan describes the services, activities, and expenditures related to Title I

• The plan also describes how the services, activities, and expenditures will be evaluated as to their effectiveness

Title I Campus Plan Process

Campus DateRevision # Date

This table provides an executive summary of Title I, Part A expenditures, and ties them directly to improving student performance, as identified in the Needs Assessment and corresponding strategies of the Action Plan.. As appropriate to ensure clarity, please provide a brief description for line items). Please insert additional rows in the table as needed.

Type of ExpenditureHow will Expenditure Improve Student

Performance? Amount of Summative Needs Assessment Action Plan Strategy Expenditure Assessment of Impact

Personnel $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Instructional Supplies, Materials, and Equipment $0.00 $0.00 $0.00 $0.00 $0.00 Staff Training

Explanation of Expenditures

Explains how the campus will spend it’s Title I funds. If it is not in the EOE the campus has submitted the campus has to amend.

• The district must reserve funds for”– Parental Involvement

– Homeless student support

– Children in local institutions for neglected and delinquent students

– Highly Qualified recruitment/retention

– Professional Development

– Participating Private School

– Evaluation, Accountability

• District Initiatives– Childcare at identified Title I HS

– Summer school – Title I students, ELL students

– Prekindergarten

– Learning Support Services

Reservation of Funds

• Title II Funds are used for:– Recruitment and Retention of Highly Qualified Staff– Professional Development– SEL– Educator Quality– CTE– Evaluation/Accountability

• Title III Funds are used for:– Additional teaching positions assigned to campuses based on the number of ELL

students– Professional Development– Supplemental supplies/materials for ELL students

Title II and Title III Funds

• Expenditures must support student achievement – student services, activities, teacher quality

• Services are research based

• Expenditures are documented

• Expenditures are reasonable and necessary

• Expenditures are supplemental

• State & Federal Accountability provides technical assistance and support

General Guidelines

Budget Planning Process for FY2014-15

Documents

Transcript of Budget Planning Process for FY2014-15