Budget Variance Report. Month Ending August 31, 2018
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1 Budget Variance Report Month Ending August 31, 2018
2 Overview Reviewed by CFOC on October 2nd % of the Fiscal Year has transpired. We have received 48.79% of our expected annual revenue. Year to date expenditures are at 16.85% and 18.32% including encumbrances.
3 Additional Details Credit card transactions totaled $8, % of the carryover funds from previous budget years have been spent or encumbered as of August 31st.
4 Citizen Finance Oversight Committee A member of the committee will address the board.
5 Questions?
6 BUDGET VARIANCE REPORT As of August 2018 Prepared By: Colonial School District Business Office Budget Oversight Committee Review: 2-Oct-18 Board of Education Approval: 8-Oct-18 Portion of Fiscal Year Expired: 16.67%
7 SUMMARY OF REVENUE Board Approved Receipt Percent Budget to Date Received Variance DISCRETIONARY STATE REVENUE Division II Costs, AOC 2,143, , % (1,870,695.00) Division III Equalization 4,878,773 4,386, % (492,031.00) Educational Sustainment 2,088,786 1,879, % (208,879.00) Excellence/Admin Option 235, , % (24,580.00) SUBTOTAL 9,346,289 6,750, % (2,596,185.00) RESTRICTED STATE REVENUE State formula salaries 66,972,459 59,384, % (7,588,012.85) Cafeteria Salaries 2,248,659 1,174, % (1,073,934.00) Division II Costs, AOC - Voc 194, , % (48,583.00) Division II Costs, Energy 2,064,893 1,651, % (412,979.00) State Transportation 6,450,000 3,133, % (3,316,791.00) Drivers Ed 39,746 31, % (7,949.00) Unique Alternative 963, , % (85,110.70) Related Services 429, , % (45,627.00) Professional Development 110,644 55, % (55,322.00) Technology Block Grant 166, , % 84, Student Success Block Grant 650, % (650,481.00) Opportunity Grants 573, , % (286,947.50) Other State Revenue 50,000 4, % (45,247.23) John G. Leach 7,182,736 6,242, % (940,215.04) ECAP (Pre-K State grant) 287, , % 1, Minor Capital Improvements 943, % (943,163.00) SUBTOTAL 89,328,668 73,913, % (15,414,719.32) Operational Budget Reduction (1,948,482) TOTAL STATE REVENUE 96,726,475 80,664, % (16,062,422.32)
8 SUMMARY OF REVENUE Board Approved Receipt Percent Budget to Date Received Variance DISCRETIONARY LOCAL REVENUE Current Expense Tax Receipts 46,281, , % (45,730,555.41) Interest 175,000 17, % (157,337.45) Athletics 20, % (20,000.00) Indirect Costs 350, % (350,000.00) CSCRP 145, % (145,000.00) Building Rental 26,000 3, % (22,535.00) SUBTOTAL 46,997, , % (46,425,427.86) RESTRICTED LOCAL REVENUE Debt Service Tax Receipts 4,863,557 52, % (4,810,966.22) Tuition Receipts (excl. Leach) 7,215, , % (7,094,512.23) John G. Leach (tuition revenue) 3,750, % (3,750,000.00) Match Tax Receipts 1,616,202 20, % (1,595,889.74) Technology Maintenance Match 447, % (447,125.00) Cafeteria 6,450, , % (6,285,818.52) Donations 100, % (100,000.00) E3 Grant 1,500, % (1,500,000.00) Other Local Revenue 515,000 39, % (475,937.76) SUBTOTAL 26,456, , % (26,060,249.47)
9 SUMMARY OF REVENUE Board Approved Receipt Percent Budget to Date Received Variance OTHER LOCAL FUNDS Charter (Reduction) (5,685,442) % 5,685, Choice (Reduction) (1,042,091) % 1,042, Reserve funds (4,122,368) % SUBTOTAL (10,849,901) % 10,849, TOTAL LOCAL REVENUE 62,604, , % (61,635,776.33) FEDERAL REVENUE IDEA Part B 2,689, % (2,689,190.00) IDEA Pre-K 100, % (100,025.00) Title I 4,094, % (4,094,316.00) Title II 697, % (697,328.00) Title III 97, % (97,148.00) Perkins 262, % (262,365.00) Title IV 431, % (431,126.00) Other Federal Funds 115, , % 131, TOTAL FEDERAL REVENUE 8,486, , % (8,239,748.00) TOTAL REVENUE 167,817,673 81,879, % (85,937,946.65)
10 Board Approved Remaining Percent Percent EXPENDITURES Budget Encumbrance Expenditures Balance Obligated Spent Operating Unit Program Code COLONIAL SCHOOL DISTRICT SUMMARY OF EXPENDITURES DISCRETIONARY SCHOOL BUDGETS A Carrie Downie Library 2,880-2, % 0.00% A Carrie Downie Elementary 45,063 24, , % 1.18% A Castle Hills Library 4, , % 0.00% A Castle Hills Elementary 64,103 30, , % 1.37% A Pleasantville Library 3, , % 0.00% A Pleasantville Elementary 46,796 21, , , % 8.76% A Wilmington Manor Library 2, , % 0.00% A Wilmington Manor Elementary 32,607 5, , % 2.35% A Wilbur Library 8, , % 0.00% A Wilbur Elementary 124,839 29, , , % 2.49% A Southern Library 6,264 6, % 0.00% A Southern Elementary 89,375 27, , , % 4.38% A New Castle Library 4,111 4, % 0.00% A New Castle Elementary 62,564 12, , , % 14.36% A Eisenberg Library 3,712 3, % 0.00% A Eisenberg Elementary 51,125 9, , % 0.57% A Gunning Bedford Library 7,870 7, % 0.00% A Gunning Bedford Middle 119,966 31, , , % 5.61% A George Read Library 5,393 5, % 0.00% A George Read Middle 89,600 1, , , % 2.85% A McCullough Library 5,234 5, % 0.00% A McCullough Middle 87,777 8, , , % 3.64% A Wallin (Regular Ed) 1,800 1, % 0.00% A William Penn - ROTC 4, , % 1.74% A William Penn - Music Choir 26,100 14, , % 0.53% A William Penn - Library 18,000 1, , % 7.84% A William Penn - Summer School 9,000 9, % 0.00% A William Penn - Athletics 155,000 65, , , % 8.88% A William Penn High School 234,734 85, , , % 3.99% SUBTOTAL 1,316, , , , % 4.54%
11 Board Approved Remaining Percent Percent EXPENDITURES Budget Encumbrance Expenditures Balance Obligated Spent Operating Unit Program Code COLONIAL SCHOOL DISTRICT SUMMARY OF EXPENDITURES DISCRETIONARY DIVISION/DEPARTMENT BUDGETS Board of Education 29, , % 0.00% Legal 40, , % 0.00% Substitutes & Homebound 850,000 80, , , % 0.44% Community & Schools 20, , % 0.00% Teacher of the Year 7, , % 0.00% General District Expenses 942, , % 0.00% Marketing 60,000 27, , , % 12.43% Public Communications 20,000 4, , , % 5.34% Copy Center 240,000 74, , , % 9.72% District Administration 90,000 6, , % 7.72% District Choice 4, , % 0.00% Superintendent 18, , % 5.02% Preschool Expansion 141,300 42, , , % 2.27% Elementary Wellness 85, , % 0.00% Assistant Superintendent 1 15, , % 0.00% Assistant Superintendent 2 15, , % 0.00% Curriculum/Instruction 115,000 3, , , % 1.62% Common Core/Curriculum 250,000 4, , % 0.00% Music/Art Curriculum 45,000 1, , % 0.00% Discipline Programs/SRO 175, , , , % 2.40% Security/Constables 505,000 3, , , % 1.88% Athletics 50, , % 0.00% Special/Student Services 45,000 11, , , % 32.14% Business Office 42,300-3, , % 7.23% Facilities Maintenance 450, , , , % 34.87% Local Salaries & Benefits 35,748, , ,518, ,924, % 18.23% Personnel 36,000-3, , % 8.47% Custodial Services 410,000 86, , , % 7.92% Operations 9,500 5, , % 1.02% School Supervision 60,000 10, , , % 1.72% Visiting Teachers 4, , % 6.29% SUBTOTAL - DISCRETIONARY 40,523, , ,791, ,790, % 16.76%
12 Board Approved Remaining Percent Percent EXPENDITURES Budget Encumbrance Expenditures Balance Obligated Spent Operating Unit Program Code COLONIAL SCHOOL DISTRICT SUMMARY OF EXPENDITURES RESTRICTED FUNDING WITH LOCAL INVESTMENT Tech Equipment & Repair 1,498,526 77, , , % 29.36% Energy/Utilities 2,064, , , ,330, % 27.52% Transportation 7,466, , ,027, ,235, % 13.76% SUBTOTAL - RESTRICTED/LOCAL 11,030, , ,035, ,546, % 18.45% OTHER RESTRICTED BUDGETS Contractual Services 429, , , , % 11.80% Extra Time 270,000-15, , % 5.93% Professional Development 110, , % 0.20% Drivers Education 10,000-1, , % 15.59% Division I Salaries 66,972,459-12,402, ,569, % 18.52% Division II Vocational 174,899 2, , , % 1.73% Immersion Funding 60, , % 0.00% Competitive Grants - State 50, , % 1.46% Federal Funds 8,486, ,486, % 0.00% Private Grants/Donations 100,000-1, , % 1.30% Child Nutrition Operations 8,698,659 3, ,126, ,567, % 12.95% Debt Service 4,863,557-2,601, ,262, % 53.49% Opportunity Grants 573, , % 0.00% Student Success Block Grant 1,084, ,084, % 0.00% E3 Grant 1,500,000-99, ,400, % 6.62% Minor Capital 1,571, ,571, % 0.00% ECAP (State Pre-K grant) 287,140-37, , % 13.10% SUBTOTAL - RESTRICTED 95,244, , ,341, ,566, % 17.16% RESTRICTED TUITION FUNDED BUDGETS Preschool 54,000 9, , % 0.92% PreK Payroll 561,706-64, , % 11.54% A Carrie Downie Exceptional Children 2,880 1, , % 0.00% A Castle Hills Exceptional Children 9, , % 0.00% A Pleasantville Exceptional Children 3, , % 0.00% A Wilmington Manor Exceptional Childr 3, , % 0.08%
13 SUMMARY OF EXPENDITURES Board Approved Remaining Percent Percent EXPENDITURES Budget Encumbrance Expenditures Balance Obligated Spent Operating Unit Program Code A Wilbur Exceptional Children 7, , % 0.00% A New Castle Exceptional Children 4, , % 0.00% A Eisenberg Exceptional Children 7, , % 0.00% A George Read Exceptional Children 4, , % 0.00% A McCullough Exceptional Children 9, , % 1.18% A Southern ILC 66,600 6, , , % 4.46% A Southern ILC Payroll 417, , % 0.00% A Southern CASL 44,100 5, , % 0.52% A Southern CASL Payroll 314, , % 0.00% A Southern Exceptional Children 5, , % 13.51% A Gunning Bedford ILC 44,100 35, , % 1.35% A GB ILC Payroll 268, , % 0.00% A Gunning Bedford CASL 36,000 35, , (502.60) % 2.78% A GB CASL Payroll 250, , % 0.00% A Gunning Bedford Exceptional Children 1,680 1, % 0.00% A WPHS CASL 36, , % 0.00% A WPHS CASL Payroll 126, , % 0.00% A William Penn Exceptional Children 22,800 34, , (16,239.00) % 18.97% A Wallin General Expenses 880,000 3, , , % 18.94% A Wallin Principal 43,200 2, , , % 9.63% LEP/ESL 590,000 53, , % 9.01% Private Placement 1,376, , ,215, % 11.75% In State Tuition 3,045,000 93, , ,912, % 1.28% Exceptional Children Payroll 500, , % 0.00% Assistive Technology 36, , % 1.95% SUBTOTAL - TUITION 8,773, , , ,044, % 5.71% See detailed budget Leach - Special School 10,929, , ,544, ,232, % 23.28% TOTAL EXPENDITURES 167,817,678 2,474, ,273, ,070, % 16.85%
14 DETAIL COST CENTERS Board Approved Remaining Percent Percent EXPENDITURES Budget Encumbrance Expenditures Balance Obligated Spent Operating Unit Program Code General District Expenses - Summarized on page 6 - Detail of budget Audit 10,000 10, % 0.00% Insurance 185,000 12, , % 6.70% Data Service Center 447, , % 0.00% One Time Items 200, , , % 0.00% Contingency 100, , % 0.00% TOTAL EXPENDITURES 942, , , , % 1.32% Child Nutrition Operations - Summarized on page 7 - Detail of budget TOTAL EXPENDITURES 8,698,659 3, ,126, ,567, % 12.95% Transportation - Summarized on page 7 - Detail of budget TOTAL EXPENDITURES 7,466, , ,027, ,235, % 13.76% (2) Fuel expense was used to bill for NCLB $154,254
15 DETAIL COST CENTERS Board Approved Remaining Percent Percent EXPENDITURES Budget Encumbrance Expenditures Balance Obligated Spent Operating Unit Program Code Leach Special School - * Summarized on page 8 - Detail of budget A Southern Integration Program 19,187 3, , % 3.26% A George Read Integration Program 27, , % 0.00% A William Penn Integration Program 18, , % 4.65% A Leach Principal's Budget 66,256-1, , * 2.59% 2.59% A Vocational Expenses 21,420-21, % 0.00% A Related Services 10, , % 0.26% A Assistive Technology 15,000 15, * 0.00% 0.00% A Summer School 10,000 10, * 0.00% 0.00% Substitutes 35,000-1, , % 3.51% General 850,000 8, , , % 0.53% Division I Salaries 6,834,000-1,768, ,065, % 25.87% Local Salaries * 2,958, , , ,055, % 25.76% Energy/Utilities 55,000-5, , % 9.09% Minor Capital 9,316 9, % 0.00% TOTAL EXPENDITURES 10,929, , ,544, ,232, % 23.28% * Includes local Benefits ** State funds needed to be spent
16 LOCAL TAX COLLECTIONS Current Debt Month Expense Service Tuition MCI July 77, , , , August 473, , , , September October November December January February March April May June Transfers to Leach Sr Citizen Prop Relief Total Collected 551, , , , Budget 46,281,607 4,863,557 7,215,110 2,063,327 % Collected 1.19% 1.08% 1.67% 0.98% Receipts are recorded in the month in which they are received.
17 COMPARISON OF LOCAL FUND PROPERTY TAX RECEIPTS FOR CURRENT OPERATIONS WITH THE PRIOR TWO FISCAL YEARS Month Fiscal Year 2017 Fiscal Year 2018 Fiscal Year 2019 July 43, , , August 134, , , September 4,522, ,147, October 16,822, ,561, November 12,941, ,443, December 127, , January 295, , February , March 262, , April 129, , May 84, , June 97, , Senior Citizens' Tax Rebate 1,569, ,086, Year To Date Receipts $37,009, $43,255, , Projected Tax Receipts $34,668, $42,608, ,281,607 % of Annual Tax Collections % % 1.36%
18 CREDIT CARD PURCHASES Credit cards are issued to Colonial employees under special circumstances and only with the approval of the CFO and Superintendent. Cards are used when Purchase orders and/or checks are not accepted or feasible and for travel. Name Trans Date Merchant Amount Description Nutrition Supervisor Angelucci,A Paula 8/6/2018 CHAMPION TROPHIES INC Supplies Angelucci,A Paula 8/7/2018 AMZN MKTP US Credit Angelucci,A Paula 8/13/2018 RESTAURANTSTORE.COM Supplies Angelucci,A Paula 8/15/2018 RESTAURANT STORE Supplies Angelucci,A Paula 8/15/2018 BJS WHOLESALE # Supplies Angelucci,A Paula 8/15/2018 BJS WHOLESALE # Supplies Angelucci,A Paula 8/19/2018 AMAZON.COM Supplies Angelucci,A Paula 8/20/2018 DUNKIN # Q Supplies Angelucci,A Paula 8/21/2018 BJS WHOLESALE # Supplies Angelucci,A Paula 8/21/2018 CURRENT CATALOG Supplies Superintendent Blakey,Dolan D 7/26/2018 KITE KEY GASTRO PUB Meal - out of State travel Blakey,Dolan D 7/27/2018 LOGAN SQUARE Meal - out of State travel Blakey,Dolan D 8/13/2018 SOUTHWES Airfare Business Office Miller,Cindy L 7/29/2018 GETFLOW.COM Districtwide purchases Miller,Cindy L 7/29/2018 INTERNATIONAL TRANSACTION 0.45 Miller,Cindy L 7/31/2018 DORNEY PARK GROUP SALES Student Trip Miller,Cindy L 7/31/2018 FACEBK *9WTJKFES Marketing Miller,Cindy L 8/1/2018 COSCHEDULE ESS PRFL MO Marketing Miller,Cindy L 8/1/2018 AMAZON.COM Supplies Miller,Cindy L 8/1/2018 AMZN MKTP US Supplies Miller,Cindy L 8/1/2018 EMA*EMMA MARKETING Marketing Miller,Cindy L 8/2/2018 PENSKE TRK LSG Truck rental Miller,Cindy L 8/16/2018 SSC - MIDDLETOWN, Supplies Miller,Cindy L 8/22/2018 DNH*GODADDY.COM Marketing
19 CREDIT CARD PURCHASES Credit cards are issued to Colonial employees under special circumstances and only with the approval of the CFO and Superintendent. Cards are used when Purchase orders and/or checks are not accepted or feasible and for travel. Name Trans Date Merchant Amount Description Business Office Papanicolas,Leslie Fay 7/30/2018 SLEEP INN & SUITES Lodging Districtwide travel Papanicolas,Leslie Fay 8/1/2018 MCIU COURSE TUITIO Registration Papanicolas,Leslie Fay 8/1/2018 FAIRMONT AUSTIN Lodging Papanicolas,Leslie Fay 8/1/2018 FAIRMONT AUSTIN Lodging Papanicolas,Leslie Fay 8/2/2018 UNIVERSITY PLAZA HOTEL & Lodging Papanicolas,Leslie Fay 8/20/2018 PAYPAL *PAMHARRISCO Registration Papanicolas,Leslie Fay 8/21/2018 NCHSE Registration Technology Supervisor Smallwood,Philip Lee 7/30/2018 AMAZON MKTPLACE PMTS Supplies Smallwood,Philip Lee 7/31/2018 SP * BLOXELS Instructional materials Smallwood,Philip Lee 8/1/2018 DIGITALOCEAN.COM Web services Smallwood,Philip Lee 8/1/2018 AMZN MKTP US Supplies Smallwood,Philip Lee 8/1/2018 AMAZON.COM Supplies Smallwood,Philip Lee 8/1/2018 IN *FAMILYID, INC Software Smallwood,Philip Lee 8/7/2018 AMAZON PRIME 1.99 Subscription Smallwood,Philip Lee 8/7/2018 AMZN MKTP US Supplies Smallwood,Philip Lee 8/11/2018 AMAZON PRIME Refund Smallwood,Philip Lee 8/14/2018 STAPLES Supplies
20 Amount Encumbered & Grantor/Donor School Date Received Received Spent to Date Received in Fiscal Year 2019 COLONIAL SCHOOL DISTRICT #VALUE! GRANTS AND DONATIONS Grants and Donations are budgeted under The funds are received and expended according to the grantor or donor guidelines. There is no impact to the district budget or district funds. Total
21 CARRY OVER BUDGET ITEMS BALANCE ON JULY 1, 2018 Encumbered Expended Remaining Balance Percent Carryover Obligated BUDGET FY Major Cap Renovate John G. Leach , , % TOTAL 425, , % - - MCI- Local (24) 150% MCI- Local ,218 1,516 1, % MCI- Local , , ,149 MCI- State % MCI- State ,399 29,653 4,746 86% MCI- State , ,207 92,022 68,266 TOTAL 521, ,932 92, ,168 52% State Funds Division II AOC , , , % World Language Immersion ,997 6, ,468 14% Energy ,611 91, , ,077 48% Unique Alternatives ,801 27,458 50,719 38,624 Standards & Assessment % Transportation ,835 30,835 0% Division II Vocational ,163 66,832 12, % Education Opportunity ,273 2,428 19,137 10,708 67% Drivers Education ,217 4,217 0% Professional Development ,393 10,281 33,443 14,669 75% TOTAL 1,190, , , ,725 68%
22 CARRY OVER BUDGET ITEMS BALANCE ON JULY 1, 2018 Encumbered Expended Remaining Balance Percent Carryover Obligated BUDGET FY Federal Funds Title II ,535 8, ,470 72% Title II ,474 51, , ,715 35% Title I ,769 26, ,948 54% Title I ,143, , , ,670 53% Title III (ELL) , % Title III (ELL) , ,102 85,940 2% IDEA B , ,937 15% IDEA B ,094, , , ,386 58% IDEA Preschool ,175 1,668 18,920 47,587 30% IDEA Preschool ,806 1, ,750 16% Career Tech (Perkins) % Career Tech (Perkins) ,651 10,132 1,674 1,845 86% TOTAL 4,057, ,887 1,455,092 2,001,764 51% John G. Leach (State Funds) Energy , ,019 53,114 12% Division II AOC ,776 11, ,995 59% Division II Voc , ,148 0% TOTAL 102,644 12,451 7,935 82,258 20% GRAND TOTAL 6,298,632 1,577,140 2,003,809 2,699,915 57%
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