Board special meeting

Transcription

1 Board special meeting rd Avenue South, Seattle WA Oversight Work Session: Enrollment & Planning Work Sessions: Budget, Series 1000 Policies Discussion Wednesday, January 28, 2015, 4:30 PM 87:00 PM Auditorium, John Stanford Center Agenda 1. Call to order 4:30 PM 2. Work Sessions: Oversight Work Session: Enrollment & Planning 4:30 PM o Presentation Budget Presentation (page 20 edited) 5:30 PM * o Superintendent Nyland s Opening Remarks o Status of FY14-15 Budget o Status of FY15-16 Budget Development o Legislative Update o Superintendent's WSS School Funding Model o Central Services Budget o List of Unfunded Needs o Appendices Series 1000 Policies Discussion 7:00 PM * o Policy No. 1005, Responsibilities & Authority of the Board o Policy No. 1010, Board Oversight of Management o Policy No. 1220, Board Officers & Duties of Board Members o Policy No. 1225, Legislative Program & Advocacy o Policy No. 1240, Committees 3. Adjourn 87:00 PM (*times given are estimated)

2 Photos by Susie Fitzhugh Board Oversight Work Session Enrollment Planning January 28, 2015

3 Agenda Organization Organizational Structure Current Functional Areas & Key Stakeholders Budget and Staffing Major Contracts IT Systems SWOT Performance Department Objectives and Performance Indicators Benchmarking Controls Guiding Laws, Regulations, Policies & Procedures Key Internal Controls Vision for the Department Every Student. Every Classroom. Every Day. 2

4 Organization Structure Brent Kroon, M.A. Interim Director, Enrollment Planning Flip Herndon, Ed.D. Asst Supt for Facilities, Capital & Enrollment E. R. Alvarez, M.A. Bert Carson, M.S. Jay Freistadt, M.P.A. Roman Hill, J.D., M.B.A. Natasha Rivers, Ph.D. Elaine Shafer, M.C.P. Sr Admin Asst GIS Analyst II Enrollment Planning Analyst Enrollment Planning Analyst Demographer Enrollment Planning Analyst Every Student. Every Classroom. Every Day. 3

5 Current Functional Areas Enrollment Projections Short term for annual district budgeting, school staffing (including # of homerooms for elementary and K-8 schools), program placement Long term to support capacity management and capital planning Growth Boundaries Plan Development of recommendations for near and long term boundaries Analysis, cross-departmental evaluation of boundary implications Open Enrollment and Seat Management Data entry and data integrity Data modeling and adjustments Assignments Waiting list moves Transfer appeals Program Placement Support Data analysis in conjunction with assignment and transition planning Coordination with Teaching & Learning/work sessions Every Student. Every Classroom. Every Day. 4

6 Current Functional Areas Stakeholder Engagement and Public Information Reponses to unique/complex questions from schools, families, Board, public Public information requests (formal and informal) Website content and updating Stakeholder engagement Individualized assignment mailings Mapping (data presentation, ad hoc requests, public information) Every Student. Every Classroom. Every Day. 5

7 Key Stakeholders Students and families Internal SPS departments Budget Human Resources Transportation Teaching and Learning Capital Projects and Planning Principals and school communities Broader community School Board Every Student. Every Classroom. Every Day. 6

8 Department Budget/Staffing FTE (GF) FTE (Other)* FTE Total Budget General Fund Current Budget Non-Staff Budget Remaining Non-Staff % $390,628 $407,135 $91, % * Initial FY 2015 budget had 5.0 FTE with $372,342 total amount. Total FTE includes Capital funded FTE. Every Student. Every Classroom. Every Day. 7

9 Major Contracts of Department Vendor Function Contract Amount Murphy & Associates* Interim Director $81,180 Write As Rain* Growth Boundaries Communications $18,000 (max) * Contract amounts include partial funding from Capital Fund. Every Student. Every Classroom. Every Day. 8

10 System Function Current Activities SAS (Student Assignment System ESRI/GIS (Geographical Information System) Key Information Technology Open Enrollment Real-time assignments Seat management Waiting list management Analysis and mapping for boundary work, capacity management, program placement Internal and external ad hoc data requests Systems Annual modifications as needed to reflect assignment plan changes/transition rules Continued enhancements and debugging to complete annual use cycle (with DoTS) Preparing database and compiling data for BEX IV related boundary work for Board Director Districts Incorporating census data into database Analysis and mapping for capacity management and program placement Updating/standardizing current boundary maps PowerSchool Enrollment Data Daily enrollment extracts Every Student. Every Classroom. Every Day. 9

11 System Function Current Activities SQL Server Storage and Maintenance Spatial Technology Projections Ad hoc Analysis SQL Reporting Services Key Information Technology Reporting Services Capability for SPS staff to view EP work internally Systems Every Student. Every Classroom. Every Day. Departmental developed procedures for import, transformation and maintenance of enrollment, assignment, births and other data sets Continued development of spatialized procedures will result in major performance and accuracy gains in projections School Dashboards Resident and School Projections Specialized Assignment Reportings Ability to quickly develop customized reports and roll out to internal audiences Self-service approach for internal customers 10

12 Key Opportunities & Risks Strengths Skilled and experienced staff (4 with more than 2 yrs at SPS, other 3 new in SPS but broad experience and skill sets) Individual and collective focus on quality of work Collaboration with other SPS departments Weaknesses Lack of clarity on organizational focus Need more training & experience on effective public interaction Lack of experience in SPS organization Opportunities Department is now adequately staffed Improved clarity on department roles and focus on planning functions Leverage technology for higher quality output Threats/Risks Overload of tasks Problem of Re-work Impact of potential changes in transportation students Scope and Scale of Growth Boundaries on yearly basis Every Student. Every Classroom. Every Day. 11

13 Department Objectives & KPIs Objective Measure Target Performance Accurately project enrollment Resident Projections used for BEX and capacity planning < 5% Based on 2011 Resident Projections (Moderate): Mod High : 0.8% -0.5% : 1.1% -1.36% : 0.8% -2.59% Error rate of annual school projections vs. Actual Oct1 P223 headcount (District Wide) 99.2% - from Operations Data Dashboard Based on Annual Spring Projections % % Every Student. Every Classroom. Every Day. 12

14 Percent Projections Divided by Actual Count Elementary Schools % Proj v Actual Average = 0.4% % % Gatzert Stevens % % 95.00% 90.00% 85.00% Arbor Heights View Lands 80.00% Fairmount Park 75.00% Every Student. Every Classroom. Every Day. 13

15 Percent Projections Divided by Actual Count Middle Schools and K-8 % Proj v. Actual Average = 3.1% Jane Addams Eckstein McClure Washington 1 Mercer Every Student. Every Classroom. Every Day. 14

16 Percent Projections Divided by Actual Count High Schools % Proj v. Actual Average = -2.4% % Center School Chief Sealth Intl. Cleveland Ingraham Roosevelt % 95.00% Ballard Garfield Franklin Nathan Hale Rainier Beach South Lake West Seattle 90.00% 85.00% Middle College 80.00% Nova 75.00% Every Student. Every Classroom. Every Day. 15

17 Benchmarking Enrollment Planning Projection Update Current Methods Births-to-Kindergarten ratio method is more accurate than K linear method Updates Use birth data instead of K linear methodology Housing unit adjustment may increase accuracy Projection methodology is more accurate for short-term than long-term - Resident, School, 5 year, 10 year projections Plans to incorporate housing data, especially in effort to more accurately measure/predict Kindergarten enrollment Every Student. Every Classroom. Every Day. 16

18 Laws, Regulations, Policies & Procedures that Guide our Work Federal and State Laws McKinney-Vento (Homeless Assistance Act) Title VII Indian Education Formula Grant Education of Student with Disabilities under Section 504 of the Rehabilitation Act of 1973 Numerous State Laws and RCWs related to Board policies State Laws WAC Non resident attendance WAC Enrolled institutional ed program student WAC Uniform entry qualifications RCW 28A Compulsory school attendance and admission Board Policies & Superintendent Procedures 3000 Series (some in process of being reviewed) Remaining D series (in process of being reviewed) Every Student. Every Classroom. Every Day. 17

19 Key Internal Controls Work is guided by published and accessible documents Board policies, laws, superintendent procedures, student assignment plan, annual transition plan Published information daylights data for Board and stakeholders, provides transparency for Board oversight and public accountability e.g. Annual Open Enrollment presentation, Annual Enrollment Report, other information posted online Organizational Structure Separation of responsibility for producing vs. using data Leverage off external experts Technology Functional checks and balances Every Student. Every Classroom. Every Day. 18

20 Summary and Vision for the Change, but Continuity Department Personnel change in the Department since Late 2011 (8 out, 4 in) Leadership changes Dr. Libros (mid 2014), Rachel Cassidy (Fall 2013) With all of this a measure of continuity Kroon (4 yrs), Carson (3+), Shafer (3+) Continuing Vision Solidify team mission and vision, clarify what we actually work on Take advantage of substantial skill sets (ex. Dr. Rivers, Demographer) Continue to refine technology for improvements in output (Projections, GIS, Reporting) Improve department s communication skills Growing role in key Growth Boundaries years ( ) Every Student. Every Classroom. Every Day. 19

21 Seattle Public Schools: Every Student. Every Classroom. Every Day. 20

22 Photos by Susie Fitzhugh Board Budget Work Session January 28, 2015

23 Agenda 1) Superintendent Nyland s Opening Remarks 2) Status of FY14-15 Budget 3) Status of FY15-16 Budget Development a) Calendar b) Guiding Principles c) Projected FY15-16 Budget 4) Legislative Update 5) Superintendent's WSS School Funding Model 6) Central Services Budget Development 7) List of Unfunded Needs 8) Appendices 2

24 1) Superintendent Nyland s Opening Remarks Ensure educational excellence and equity for every student Improve systems district-wide to support academic outcomes and meet students needs Strengthen school, family and community engagement Every Student. Every Classroom. Every Day. 3

25 SUCCESSES 11 schools recognized Outstanding improvement in student achievement over 5 years More than 10% of SPS schools Every Student. Every Classroom. Every Day. 4

26 SUCCESSES, Cont. High School Graduation (ALL Students) 63% 72% 73% 76% 4-Year Graduation Rate Cohort dropout rate Continuing Rate 32% 21% 13% 13% 4% 7% 14% 11% Seattle WA State Seattle WA State 4-Year Grad Rate Increased 10 Points Class of 2008 Class of 2013

27 SUCCESSES, Cont. School Segmentation 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% 17% 17% 25% 27% 30% 28% 16% 20% 19% 19% 22% 22% 28% 30% 35% 38% 29% 19% 33% 14% 11% 13% 20% 19% 7% 9% 10% 8% 5% 8% Level 5 Level 4 Level 3 Level 2 Level 1 ** Results for Elementary, Middle & K-8 schools only ** Every Student. Every Classroom. Every Day. 6

28 Percent Meeting Standard SUCCESSES, Cont. 3rd-8th Grade Reading Proficiency 90.0% 80.0% 70.0% 72.5% 72.8% 70.2% 70.4% 70.9% 68.3% 72.3% 66.9% 74.0% 77.1% 69.9% 70.6% 76.0% 69.6% Seattle WA State 60.0% 50.0% 40.0%

29 Percent Meeting Standard SUCCESSES, Cont. 3rd-8th Grade Mathematics Proficiency 90.0% 80.0% 70.0% 60.0% 50.0% 61.6% 62.8% 59.8% 56.2% 56.1% 55.0% 64.9% 57.7% 70.8% 70.6% 68.1% 60.5% 61.0% 59.7% Seattle WA State 40.0% 30.0%

30 Percent Meeting Standard SUCCESSES, Cont. 8th Grade Science Proficiency 90.0% 80.0% 70.0% 60.0% 52.2% 60.4% 69.7% 61.6% 74.8% 75.1% 66.4% 64.9% 76.4% 67.2% Seattle WA State 50.0% 48.2% 51.1% 54.5% 40.0% 45.8% 30.0%

31 2) Status of FY14-15 Budget General Fund Comments Enrollment below budgeted levels Special Education costs growing Transportation costs above budget School adjustments above budget Potential costs for new Strategic Plan 10

32 3a) FY Budget Development Calendar February 12, 2015 Audit & Finance Committee February 25, 2015 Budget Allocations to Schools March 12, 2015 Audit & Finance Committee March 25, 2015 Work Session: FY15-16 Operating & Capital Budget April 9, 2015 Audit & Finance Committee April 26, 2015 State Legislative Session ends and Washington State Budget Adoption April 30, 2015 Budget Office Final Balancing May 14, 2015 Audit & Finance Committee May 27, 2015 Work Session: FY15-16 Proposed Operating Budget June 11, 2015 Audit & Finance Committee June 17, 2015 Introduce FY15-16 Budget to Board June 24, 2015 Hold Required Public Hearing July 1, 2015 Board Action to adopt FY15-16 budget 11

33 3b) FY15-16 Budget Development Guiding Principles Summary Ensure lean infrastructure Invest in promising ideas and technology Protect basic education service levels Support responses to findings by the State of Washington Auditor s Office; Optimize capital expenditures Ensure the budget process includes short and long-term solutions Focus on budget sectors unaligned with National spending-per-student benchmarks; Invite labor partners to work with us to improve operational efficiency; Ensure supports are in place for employees impacted by job losses; Develop the professional capacity and skills for all staff Shift investments to proven and promising ideas that align to our strategic objectives. Full guiding principles document found HERE. 12

34 3c) Projected FY15-16 Budget FY15-16 Major Budget Changes (Dollars in Millions) Surplus/ GAP 1 Materials, Supplies, Operating Costs (MSOCS) $ Operations Levy $ Onetime Funds ($4.6) 4 Potential Employment costs ($6.5) 5 Transportation (Updated) ($5.9) 6 Strategic Initiatives/Grant backfill (Updated) ($5.0) 7 Enrollment (Updated) ($3.0) 8 Instructional hours increased requirement (1080 hrs) ($5.0) 9 K-5 Literacy textbook adoption (New item $5M to be funded by FY15-16 savings) 0 10 Pension ($4.1) 11 COLA (2.2%) ($3.1) 12 Reset Budget Development Reserve to $5M ($2.0) 13 K-3 class size high poverty schools ($1.7) 14 Restore onetime funding for ongoing Service Based adds ($1.2) 15 Uncertainty Contingency (Restore total to $2.0M) ($1.0) 16 Elections ($0.9) 17 Items < $0.5M ($1.1) FY15-16 Budget GAP ($8.0) 13

35 3c) Potential Solutions for FY15-16 FY15-16 Anticipated Funding GAP as of January 28, 2015 ($8.0M) Potential Solutions One time use of Unassigned Fund Balance $2.3M Current year savings? Additional/expanded revenue options? Other? Balance of GAP after solutions ($5.7M) 14

36 4) Legislative Update: Priorities 1. Fully fund compensation 2. Class Size/Staff Allocations 3. Sustainable funding/resolve tax inequity 4. Reduce dependence on local levy State Budget Monitoring Milestones: SPS Budget Staff Plan October 2014 Governor s Budget (2) December 2014 House Budget Early April 2015 Senate Budget Early April 2015 Final Action April 2015 (likely June 2015) Key State Budget Drivers: - Class Size/Staff Allocation - Full Day Kindergarten - MSOCs - Pupil Transportation - COLA - Pension - Medical - Operating Levy Base Inflator - Other 15

37 4b) Legislative Update: Initiative 1351 Highlights Changes to the prototypical school funding formula. States that funding for class sizes is only provided to the extent districts demonstrate they have hired the staff for those class sizes. Takes away from allocation model and into compliance model Includes provisions if facility limitations prevent the class sizes from being reached. Does not address: Compensation Categorical program enhancements (Learning Assistance Program, Bilingual Program, etc.) Facility needs (i.e., no state money for construction) How to fund additional costs I-1351 presentation found HERE. 16

38 4c) Legislative Update: Initiative 1351 Funding and Implementation Cost Additional Seattle Public Schools Staff Teachers 635 Building Staff 791 Central Administrators 75 Total Additional Seattle Public Schools Staff 1,501 Funding provided by the State $104.9M Funding required in FY14-15 dollars $140.7M Additional funding needed by Seattle Public Schools $ 35.8M Specific details located in Appendix 17

39 4d) Legislative Update: Sequestration & Reauthorization of ESEA and IDEA Department of Grants & Fiscal Compliance advised by Office of the Superintendent for Public Instruction (OSPI) of possibility sequestration will affect school year If implemented, sequestration could result in approximate 7.5% reduction in federal funding Department of Grants & Fiscal Compliance has directed program officers who manage federal funds to incorporate potential reduction in development of budgets Still unclear if sequestration will impact IDEA or Head Start grants 18

40 5) Implement Superintendent's Weighted Staffing Standards (WSS) Approved Changes for FY : 1. Contractual staffing ratios will be used for teacher staffing. (A reduction of 64.5 elementary teachers) 2. Elementary teacher allocations will be rounded up to nearest 1.0 FTE (An addition of 31.5 teachers) 3. Additional teacher staffing at Elementary grades will be allocated to reduce the impact of split classrooms. (Reserve of 30 teachers) 4. Current Weighted Staffing Standards administrator (core) staffing allocations will be kept constant to provide stability. 5. Free and Reduce Lunch funding rate will be restored to levels. 6. Per Student allocation amounts will be restored to levels. 7. Funding for schools who have consistently received mitigation resources will be reviewed for similar needs and funded with initial allocations. 19

41 Planning Process Manager s submitted Service & Commitments documents January 16 th Meetings with Department leaders planned for February Prioritization of program changes by early March Budgeting Process 6) Central Services Budget Departments finished by February 6 th Several Grants ending Development Get Fit, Get Smart: Physical Education Program (PEP), School Improvement, High School Graduation Initiative, Teacher Incentive Fund (TIF) Final reconciliation after legislative session 20

42 7) List of Unfunded Needs Strategic Plan/Operations Process Improvements School Staffing Replacement for critical functions previously on grants Learning Technology Administrative Technologies SAP Value Engineering Study School Point of Sale systems Budget Development system Other 21

43 Questions?? Please send questions and comments regarding the budget to: 22

44 Appendix 1: Future Board Work Sessions March 25 FY15-16 Budget update Central budget priorities Capital Fund budget May 27 FY15-16 proposed budget Legislative Update February through May Audit & Finance Committee meetings Potential Future Topics Strategic Plan alignment School staffing needs Universal Pre-K Special education English Language Learners Technology Plan Transportation Grants/Restricted Budgets Family & Education Levy Program Placement decisions ASB Budget 23

45 Appendix 2: Racial Equity Policy Summary School Board is committed to success of every student, responsibility shared by staff, administrators, instructors, communities and families Focus on closing opportunity gap and ensuring all students graduate from Seattle Public Schools ready to succeed Fostering a barrier-free environment where all students, have the opportunity to benefit equally Differentiating resource allocation, within budgetary limitations, to meet the needs of students who need more supports and opportunities to succeed academically With these commitments in mind, Seattle Public Schools will: Raise the achievement of all students while narrowing the gaps between the lowest and highest performing students; Eliminate racial predictability and disproportionality in all aspects of education and its administration School Board Policy No found HERE. 24

46 Appendix 3: Budget Benchmarking Data State Activity Comparison with other large districts (dollars) State Activity Comparison with other large districts (percentage) General Fund expenditures per student FTE by State Activity Executive Management Positions 25