2015-16

Sustaining a Future of Excellence: Investing in Our Competitive Edge

Work Session #4 – February 3, 2015

Agenda • Departmental Overview (Jackson)

• Administration, Attendance and Health – School Nurses

– Multiple Departments

• Transfers

• Building Services

• Transportation

• Special Revenue Funds – Food Services

– EDEP

Proposed Budget

Instruction

$127,246,222 76.23%

Technology $2,676,496

1.60%

Admin, Attend and Health $7,359,232

4.41%

Building Services/Fac. $15,809,633

9.47%

Transportation $10,071,651

6.03% Transfers

$3,769,753 2.26%

Total: $166,932,987

Tonight’s Discussion: $37,010,269

22.17%

Tonight’s Discussion

Admin, Attend and Health $5,483,411

14.95%

Build. Svs./Fac. $10,431,814

28.43%

T-Port $10,071,651

27.45%

Transfers $3,769,753

10.27%

School-Based $6,932,691

18.90%

Total: $37,010,269

20 Departmental Fixed Operational Expenses = $10.1M

OBJECT Amount OBJECT Amount

VEHICLE & EQUIP.-FUEL 2,183,871 INSURANCE 292,762

ELECTRICAL SERVICES 2,125,983 SOFTWARE LICENSES 278,000

IVY CREEK TUITION 1,393,918 TRAVEL-MILEAGE 155,413

PREP-CBIP PROGRAM 1,328,763 AUTOMOTIVE INSURANCE 115,027

PREP-ED PROGRAM 780,594 REFUSE REMOVAL 112,150

HEATING SERVICES 688,529 ADAPTED PE GRANT - UVA 110,100

VEHICLE & EQUIP.-SUPPLIES 598,640 TELEPHONE-LOCAL 104,035

PREP-RELATED SERVICES 508,284 CREDIT SUBLET EXPENSES (30,000)

TELECOMM.-DATA LINES 405,000 CREDIT VEHICLE AND EQUIP REP (470,000)

WATER & SEWER SERVICES 304,531 CREDIT VEHICLE & EQUIP FUEL (926,711)

Additional Items over $140K = $3.4M Object Amount

STAFF DEVELOPMENT $565,025

REPAIR & MAINT. SUPPLIES $481,000

MAINT. CONTRACT-SOFTWARE $336,000

CONTRACT SERVICES $328,824

R&M EQUIP.-BUILDINGS $312,034

LAUNDRY/JANITORIAL SUP. $310,000

MATERIALS & SUPPLIES $268,765

MAINT. CONTRACT-BUILDING $258,000

EDUC. & RECREATION SUP. $254,699

TELEPHONE-MOBILE $146,100

R&M EQUIP.-POWER EQUIP. $140,000

Increase School Nurse Hours

Eileen Gomez School Health Coordinator

1. Unfunded mandates - screening for all students in K and 3 and new students

2. Review immunization records, ensure compliance, enter immunizations in SIS

3. No pre-service week meetings with parents, review health records prior to school starting

4. Increased students with serious medical conditions seizures, diabetes and food allergies, medically complex

5. Health promotion / education activities 6. Nurses are called upon to care for employees, parents and

visitors 7. No time for trainings or meetings:

• New laws such as epi-pens, immunizations, reporting requirements • Updates and changes in standards: epi-pens, immunization registry,

SIS, TB screening, lice management, control of communicable conditions including information from health department

Why?

School Pre K K 1 2 3 4 5 New Total Screening Imm

Agnor-Hurt 17 80 90 93 76 69 79 66 504 222 146

Baker-Butler 19 112 99 101 93 96 113 80 624 285 192

Brownsville 29 107 102 129 105 135 127 92 734 304 199

Paul H. Cale 22 137 108 120 84 107 89 83 667 304 220

Greer 53 130 110 90 79 64 78 72 603 266 202

Hollymead 26 75 87 82 78 75 83 66 506 219 141

Enrollment Elementary Schools Screenings and Immunizations

School

Agnor-

Hurt

Baker-

Butler Browns. Cale Greer Holly

Total # Entries on Daily Clinic Log 4514 2839 7589 6033 4202 4286

Total # Entries on Daily Med Log 1299 2248 892 1687 1544 510

Total Daily Clinic Visits 5813 5087 8481 7720 5746 4796

Average # Daily Clinic Visits 33.6 29.4 49.1 44.6 33.2 27.7

Clinic Visit Summary SY 2013-2014 Nurses are Busy

Administration, Attendance and Health

• Departments that have expenses that are primarily admin., attend and health:

– Executive Services ($709K)

– Community Engagement ($177K)

– Human Resources ($2.2M)

– Division/Planning Services ($1.0M)

– Fiscal Services ($1.2M)

Transfers = $3,769,753

Department Amount Reason

Student Services $1,890,806 Comprehensive Services Act

Computer Technology $1,000,000 Computer Equipment Fund

Media Services $500,000 Textbook Replacement Fund

Fiscal Services $190,677 Transfer to Local Gov’t for SRO’s

Student Services $85,000 SPED Summer School

Summer School $39,621 Summer School

Human Resources $36,149 Local Government IT Support

Federal Programs $27,500 Matching Grant Funds

Transportation

William Deane Assistant Director

Programs and Services

• Home to school transportation

• Special needs transportation

• Athletic trips, field trips

• Maintenance for education and government vehicles

• Planning and analysis

• Training

• County vehicle fuel administration

• Inclement weather road assessment

Key Performance Indicators

• Transportation maintains statistics regarding: – On time arrivals at schools – On time field trip departures – Employee time management – Student conduct referrals – Accidents and injuries – Employee engagement – Bullying on school buses

• One safety-centered DIP goal—Reduce preventable accidents/incidents by 15% vs SY 14 – Currently, we are down approximately 5% vs SY 14

Fuel Update

• Diesel fuel is budgeted at $3.14/gallon – YTD usage is up roughly

5%

– Average price of $2.65 through December

– Current invoice was $1.72/gallon

• Conservatively estimate $100K fuel savings for the current year $2.40

$2.60

$2.80

$3.00

$3.20

$3.40

$3.60

Jul

Au

g

Sep

Oct

No

v

De

c

Jan

Feb

Mar

Ap

r

May Jun

Historical ACPS Diesel Prices

2011-12Diesel $/gal

2012-13Diesel $/gal

2013-14 AverageDiesel $/gal

2013-14Diesel $/gal

2014-15Diesel $/gal

Challenges

• Staffing is Transportation’s biggest challenge – Non-retirement, voluntary turnover is roughly

10% annually (16-20 employees)

– Health insurance benefits drive applications

• Maintaining a balance between cost and service by ensuring resources are as fully utilized as possible

• Promoting the use of Shop services with other governmental departments and entities

Staffing Initiative

• Transportation is requesting funding for: – 2 additional home to School Bus Driver positions,

based on enrollment projections

– 3 additional Specialized Bus Driver positions

– 1 Transit Aide

• Implications of not funding the initiative: – Overcrowded buses

– Inefficient bus routes

– Inability to meet bell schedule time commitments and provide current levels of supplemental transportation

Building Services

Joe Letteri Director

Mission Statement

“The mission of the Building Services Department is to clean, maintain, and create learning environments for the

students, staff and community of Albemarle County. Learning spaces should enhance

the educational experience, while maintaining the health, safety and comfort

of the occupants. Our work is to be completed in an efficient, environmentally-

friendly manner with a student-centered focus and excellent customer service.”

Building Services

The Department is responsible for the School Division’s

26 schools and two service facilities. That is more than

2.3 million square feet and 630 acres.

Maintenance Custodial

Environmental

Management

Capital

Improvement

Program

Maintenance

Over 40 employees of the Maintenance Division work throughout the year on various tasks including:

– Carpentry work

– Building automation

– Electrical work

– Mechanical work

– Mowing/grounds

– Moving requests

– Plumbing work

For the 2014 calendar year, we received 12,814 work requests and 95% were completed.

Custodial Over 130 employees of the Custodial Division work throughout the year on various tasks including:

– Opening and closing the facilities.

– Cleaning 2.3 million square feet daily.

– Vacuuming

– Sanitizing

– Trash/ Recyclables removal.

– Light bulb replacement.

– Moving furniture.

– Rentals and event coverage.

Capital Improvement Program • Our department oversees the budgeting, planning* and

management of the School Division’s Capital Improvement

Program (CIP)

Agnor-Hurt Elementary Addition Henley Middle Auxiliary Gym Addition

*Reorganization: To enhance our strategic facility planning, an existing Building Services position, was reclassified to the Assistant Director of Facilities Planning position.

Capital Improvement

Program • Key capital projects in FY 15/16 will include:

– HVAC Replacement Projects at 5 schools that will total nearly $2.5 million.

– Comprehensive Maintenance Program (including roof replacements, parking lot paving/sealing and minor capital improvements, etc.) that will total nearly $3.2 million.

– Western Albemarle High School Environmental Sciences Academy Greenhouse and Lab: $650,000.

– Gym Floor Replacements at 6 Elementary Schools.

Budget Summary

2015/16

• Personnel (61.30 FTE*) $2,896,826

• Benefits $1,400,063

• Operations $5,636,584

• Total Request $9,933,473

2015/16 Initiatives: 1)Baseline increase for anticipated utility costs: $110,662 2)Growth for Agnor -Hurt Addition: .50 Custodial FTE, consumables and services: $45,993

*Building Services provides direct supervision of ~168 FTE to efficiently manage and protect the School Division’s capital investments. For 2015/16, custodial staffing was distributed amongst the individual schools in order to capture actual resources at each location.

Environmental Management The Building Services Department

is responsible for the Division’s

Environmental Management

System, including:

– Environmental compliance,

– Asbestos management,

– Well water testing,

– Energy and conservation,

– Indoor air quality,

– Recycling collection,

– Integrated Pest

Management, and

– Hazardous waste disposal.

Utility Consumption Trends

*Oil has been multiplied by 100 for visual affect.

0

5

10

15

20

25

30

Electricity(KWh)

Gas(cf)

Oil *(gal)

Water(gal)

Irrigation(gal)

Units

Mill

ion

s FY09/10

FY10/11

FY11/12

FY12/13

FY13/14

Projected FY15/16

FY15/16 Utilities Projection

Electric,

$2,161,573

Gas ,

$245,602

Fuel Oil,

$430,659

Water ,

$288,360

Projected Rates:

Electric: $0.0973/kWh (3.5% increase)

Gas: $0.011/cf (no increase)

Fuel Oil: $3.61/gal (no increase)

Water: $0.016/gal (3% increase)

Irrigation: $0.013/gal (3% increase)

Total of $3,126,194 includes initiative for baseline increase for anticipated utility costs.

Baseline Increase for

Anticipated Utility Costs • Budget initiative submitted for additional line item funding

in the amount of $110,662 to offset anticipated utility cost increases, additional building area, and increased community usage of facilities

• Initiative for projected electricity, water & sewer rate increases

• Only projected consumption increase accounts for Agnor-Hurt and Henley gym additions (~$25,000 annual cost)

• If initiative is not funded: – Postpone filling of fuel oil tanks until July 1, 2016 if the heating

services account is depleted – impacts budget for FY16/17 – Limit after-hours building usage – Change to more conservative building set points

30

Thank you for your continued

support!

Questions ?

Child Nutrition Program

Christina Pitsenberger Director

The mission of the Child Nutrition Program, in partnership with our school community, is

to provide healthy and balanced meals by offering excellent service, while promoting

nutrition and wellness.

2015-16 Budget

• Revenue: • 50% Federal and State Funds

• 50% Sales

• Expenditures: • 49% Personnel/benefits

• 53% Operating costs

• 2% Capital

• 2% Fund transfer

• Budget includes an increase in breakfast and lunch price • $ .05 breakfast

• $ .10 lunch

• Last meal increase was in 2013-14

• The USDA mandated meal price tool is used to determine meal prices. Food cost and meal participation is also considered when determining a price increase.

Student breakfast $1.40

Student lunch, primary $2.40

Student lunch, secondary $2.65

Adult breakfast $1.70

Adult lunch $3.25

Updates 2015-16

• National School Breakfast Program available at Broadus Wood Elementary School.

• Eye on USDA updates and revisions

• Nutritional Standards

• Fresh Fruit and Vegetable Grant

Extended Day Enrichment Program (EDEP)

Kelvin Reid Director

Questions

Budget Review Schedule

FEBRUARY

Thursday, Feb. 5 Special Budget Work Session Instructional Coaches

Review 60/40 Revenue Split

General Revenue Update

Expense Adjustments

List of Potential Reductions

Additional Discussion and info as needed

Thursday, Feb. 12 School Board Business Meeting Finalize School Board’s Request