Collaborative for Educational Services, Inc. Proposed Annual Budget. Fiscal Year 2015 July 1, 2014 through June 30, 2015

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Jasmin Lambert
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1 , Inc. Proposed Annual Budget Presented to Board on: Reviewed by Finance Committee on: Approved by Affirmative Board vote on: May 14, 2104 June 5, 2014 June xx, 2014

2 Proposed Budget Table of Contents Page 3. Budget Introduction and Assumptions Description 4. Budgeted Statement of Governmental Fund Revenues, Expenditures and Changes in Fund Balances 5. Revenue and Expenditure Charts 6. Rate Summary 7. General Fund Introduction 8. Budgeted General Fund Summary 9. Budgeted General Fund - Special Education (HEC Academy) 10. Budgeted General Fund - Special Education (Other Services) 11. Budgeted General Fund - Professional Development / Licensure 12. Budgeted General Fund - Professional Development / Licensure Rate Schedule 13. Budgeted General Fund - Administration (1500) 14. Budgeted General Fund - Member Assessment Calculation 15. Special Revenue Fund Introduction 16. Special Revenue Fund Summary 17. List of Grants CES 2 of 17

3 Budget Introduction and Assumptions The Collaborative for Educational Services mission is to develop and foster educational excellence and opportunity for all learners through collaboration and leadership. This budget is developed to provide the financial resources to attract and ret ain highly skilled and dedicated staff and provide them with the tools necessary to meet our mission and serve our member distric ts in an effective and efficient manner. Summary of Budget Assumptions; 1. Staffing levels remained consistent with current levels or reduced to meet expected service levels. 2. Cost of Living Adjustment (COLA) of 2% for all staff in the General Fund. 3. Staff employed through grants and contracts in the Special Revenue Fund are compensated per agreements. 4. Healthcare Insurance premium increase of 15%. 5. Dental Insurance premium increase of 6%. 6. All Special Revenue grants /contracts included in the budget have been awarded or are expected to be awarded shortly. The SEIS RFR contract proposal is of a significant amount and should it not be awarded corresponding General Fund administrative cuts will need to be made. 7. The budget does not include any long-term financial commitment to major capital asset replacement. FY 15 versus FY 14 Budget Comparison FY15 Budget FY14 Budget Change % Change General Fund Special Education Revenue 2,355,974 2,367,251 (11,277) 0% Expenditures 2,369,031 2,367,251 1,780 0% Professional Development Revenue 1,401,000 1,462,272 (61,272) -4% Expenditures 1,407,304 1,462,272 (54,968) -4% Administration Revenue 2,929,187 2,635, ,045 11% Expenditures 3,203,866 2,967, ,433 8% Special Revenue Fund Revenue 27,670,298 27,214, ,145 2% Agency admin. Support 2,527,244 2,245, ,940 13% Avg. Indirect Rate 9% 8% 1% 11% CES 3 of 17

4 Budgeted Statement of Governmental Fund Revenues, Expenditures and Changes in Fund Balances General Fund Special Revenue Fund Combined Total Revenues: Federal, State and other grants / contracts $ - $ 27,670,298 $ 27,670,298 Special education 2,355,974-2,355,974 Professional development 1,401,000-1,401,000 Indirect 2,739,064-2,739,064 Member assessments 88,442-88,442 Rental income 61,581-61,581 Administration program 38,000 38,000 Interest income 2,100-2,100 Total Revenue 6,686,161 27,670,298 34,356,459 Expenditures/Expenses: Personnel services 5,168,813 22,715,363 27,884,176 Materials and services 1,312,323 2,427,691 3,740,014 Indirect /Admin.Fee 211,820 2,527,244 2,739,064 Depreciation and amortization 210, ,593 Interest 76,652-76,652 Total Expenditures / Expenses 6,980,201 27,670,298 34,650,499 Excess of Revenues Over Expenditures/Expenses $ (294,040) $ - $ (294,040) CES 4 of 17

5 Revenue and Expenditure Graph FY15 Budgeted Revenue 6.86% 4.08% Federal, State and other grants / contracts Special education Professional development 80.54% 7.97% 0.26% 0.30% 0.18% 0.11% 0.01% Indirect Member assessments Rental income Administration program Interest income FY15 Budgetd Expenditures 0.61% 0.22% 7.90% 10.79% 80.47% Personnel services Materials and services Indirect /Admin.Fee Depreciation and amortization Interest CES 5 of 17

6 Rate Summary Special Education /----Summer \ / Fall \ HEC Tuition CBWE Base HEC Academy CBWE Base CBWE 1:1 CCATT OTC Itinerants Member Rates Budget FY 15 $ 4,497 $ 3,406 $ 41,836 $ 31,409 $ 21,302 $ 85 $ 85 $ 72 Current Rate $ 3,997 $ 2,806 $ 40,053 $ 23,985 $ 17,833 $ 85 $ 85 $ 65 Amount Difference $ 500 $ 600 $ 1,783 $ 7,424 $ 3,469 $ - $ - $ 7 Percent Difference 13% 21% 4% 31% 19% 0% 0% 11% Non-member will be assessed a 20% surcharge. Professional Development ESE Consulting Long-term PD at school sites PD Reading Recovery Modules PD Fee Based Programs PD Single Day Presentations & Consulting PD Courses through DSAC Summer Academy Workshops Publications Budget FY 15 Contract Rates $ 1,000 $ 2,500 $ 175 $ 1,500 $11,000 - $19,000 $ 1,250 $ 14 Current Rate FY14 Contract Rates $ 1,000 $ 2,500 $ 175 $ 1,500 $11,000 - $19,000 $ 1,250 $ 14 Amount Difference $ - $ - $ - $ - $ - $ - $ - $ - Percent Difference 0% 0% 0% 0% 0% 0% 0% 0% Licensure Course Work Practicum Budget FY 15 $ 750 $ 2,750 Current Rate FY14 $ 750 $ 2,750 Amount Difference $ - $ - Percent Difference 0% 0% Non-member surcharge is not applicable. Membership Fee Rate per student Budget FY 15 $ 3.50 Current Rate FY14 $ 3.50 Amount Difference $ - Percent Difference 0% CES 6 of 17

7 General Fund The General Fund is used to account for the ordinary operations of CES to support the fulfilling of our mission and to serve our members. The annual budget for the General Fund is prepared on a modified accrual basis of accounting and contains the following activity groups; 1. Special Education - Includes the costs associated with the HEC Academy and various special educational services. The annualized costs are used to establish a basis for the tuition and special services. 2. Professional Development / Licensure Includes costs associated with providing professional development to helps districts, schools, and individuals improve educator and student performance and licensure programs to teachers through accredited course work. The annualized costs are used to establish a basis for the professional development services and licensure tuition/course. 3. Administrative Budget Includes all administrative expenditures of operations that are not directly charged to programs, grants or contracts. Administrative budget departments include administration, business office, information technology, evaluation and marketing. Expenditures for these departments may include; a. Staff, payroll taxes and fringe b. Staff related expenditures such as travel, meeting costs, and staff development c. Facility, and maintenance expenditures, including rent and utilities d. Advertising, legal, insurance and various other administrative expenditures CES 7 of 17

8 General Fund Special Education Professional Development Administration Total Revenues: Program Revenue $ 2,355,974 $ 1,401,000 $ 38,000 $ 3,794,974 Indirect (Special Revenue Fund) - - 2,527,244 2,527,244 Indirect (General Fund) , ,820 Member's annual assessment ,442 88,442 Rental Income ,581 61,581 Interest income - - 2,100 2,100 Total Revenue 2,355,974 1,401,000 2,929,187 6,686,161 Expenditures/Expenses: Personnel services 1,960, ,709 2,223,900 5,168,813 Materials and services 265, , ,721 1,312,323 Indirect /Admin.Fee 143,275 68, ,820 Depreciation/ amortization , ,593 Interest ,652 76,652 Total Expenditures / Expenses 2,369,031 1,407,304 3,203,866 6,980,201 Excess of Revenues Over Expenditures/Expenses $ (13,057) $ (6,304) $ (274,679) $ (294,040) CES 8 of 17

9 General Fund - Special Education \ Summer Program / \ Fall Program / HEC Academy CBWE-A Total Summer HEC Academy CBWE-Base Tuition CBWE 1:1 Fall Total Grand Total Revenues: Total Revenue $ 85,443 $ 27,248 $ 112,691 $ 1,338,752 $ 188,454 $ 106,510 $ 1,633,716 $ 1,746,407 Expenditures/Expenses: Personnel services 76,263 28, ,503 1,016, ,182 97,989 1,265,509 1,370,012 Materials and services 7, , ,312 22, , ,177 Indirect /Admin. Fee 9,350 3,225 12, ,102 15,077 8, , ,275 Total Expenditures / Expenses 93,433 32, ,748 1,338, , ,510 1,633,716 1,759,464 Excess of Revenues Over Expenditures/Expenses $ (7,990) $ (5,067) $ (13,057) $ - $ - $ - $ - $ (13,057) Planned Enrollment Revenue per pupil $ 4,497 $ 3,406 $ 41,836 $ 31,409 $ 21,302 Cost per pupil $ 4,918 $ 4,039 $ 41,836 $ 31,409 $ 21,302 Difference $ (421) $ (633) $ - $ - $ - CES 9 of 17

10 General Fund - Special Education CCATT OTC Itinerants Total Revenues: Total Revenue $ 144,330 $ 135,405 $ 329,832 $ 609,567 Expenditures/Expenses: Personnel services 138, , , ,192 Materials and services 6,025 6,100 7,250 19,375 Total Expenditures / Expenses 144, , , ,567 Excess of Revenues Over Expenditures/Expenses $ - $ - $ - $ - Planned Visits 1,698 1,593 4,581 Revenue per session $ $ $ Cost per session $ $ $ Difference $ - $ - $ - CES 10 of 17

11 General Fund - Professional Development Professional Development Licensure Total Revenues: Total Revenue $ 700,000 $ 701,000 $ 1,401,000 Expenditures/Expenses: Personnel services 569, , ,709 Materials and services 98, , ,050 Indirect /Admin.Fee 35,000 33,545 68,545 Total Expenditures / Expenses 702, ,449 1,407,304 Excess of Revenues Over Expenditures/Expenses $ (2,855) $ (3,449) $ (6,304) Note: See next page for detail Professionl Development and Licensure pricing. CES 11 of 17

12 General Fund - Professional Development Professional Development The CES Professional Development department offers a variety of services the following represents projected FY15 activity: ESE Consulting Long-term PD at school sites Prof. Dev Reading Recovery Modules Prov. Dev Fee based programs Prov. Dev Single Day Presentations & Consulting Prof. Dev. Courses through DSAC Summer Academy Workshops Publications Total Projected revenue $ 200,000 $ 153,000 $ 87,000 $ 70,000 $ 60,000 $ 52,000 $ 50,000 $ 28,000 $ 700,000 Service units (Days/Participants/Workshops, etc.) Various Various 40 2,000 Contracted rates $ 1,000 $ 2,500 $ 175 $ 1,500 $11,000 - $19,000 $ 1,250 $ 14 Notes: Contracts are based on actual costs Legal issues seminars These are Approved ESE rates Licensure The CES Licensure program revenue is recognized based on new practicum starts and courses work during the year. The following represents projected FY 15 activity; Course Work Practicum Total Projected revenue $ 442,500 $ 258,500 $ 701,000 Projected students Cost per Course $ 750 $ 2,750 CES 12 of 17

13 General Fund - Administration (Dept. 1500) FY 2015 Budget FY 2014 Budget Dif Member Assessment $ 88,442 $ 92,652 $ (4,210) Grant / Contract Overhead 2,527,244 2,245, ,949 SpEd 8% Overhead 143, ,523 (10,248) Professional Dev 68,545 69,632 (1,087) Rental Income 61,581 68,040 (6,459) Co-Op Revenue (Net) 23,000-23,000 IT Conf (Net) 15,000-15,000 Interest Income 2,100 6,000 (3,900) Total Revenue 2,929,187 2,635, ,045 Salaries 1,795,086 1,599, ,652 Payroll Taxes 62,275 55,516 6,759 Fringe Benefits 366, ,129 82,410 Total Employee Costs 2,223,900 1,939, , a Hawley Rent 24,600 24, b Hawley Rent 20,400-20,400 Mortgage - principal 77,301 74,109 3,192 Mortgage - interest 76,652 79,891 (3,239) 228 Pleasant St. (25% selected operational costs) 15,000 15,500 (500) Advertising 5,000 5,300 (300) American Benefits flex plan charges 7,000 8,000 (1,000) Audit 34,000 33,000 1,000 Retired Employee Health Insurance Payments 6,076 3,500 2,576 Computer / Technology Budget (Replacement Only) 65,000 10,000 55,000 Computer supplies / software licenses 25,000 30,000 (5,000) Copier 18,000 18,000 - Dues & Public Relations 15,000 15,000 - Electricity 30,000 30,000 - Gas 6,000 6,500 (500) Insurance Package & Umbrella 44,744 44, Internet 11,000 11,000 - Janitorial Supplies / Maintenance 55,000 55,000 - Consultants, Heitner, UMass, Tech, etc. 15,000 75,000 (60,000) Landscaping & Plowing 12,000 10,000 2,000 Legal Fees 16,000 10,000 6,000 Meeting Cost 4,000 4,200 (200) Miscellaneous - CORI's, Ed's, etc. 12,000 12,000 - Office Supplies 42,000 42,000 - Outside Copying 9,000 9,000 - Postage / Overnight Mail 30,000 32,000 (2,000) Staff Development 43,500 19,000 24,500 Telephone 18,500 18, Travel 30,000 40,000 (10,000) Water / Sewer 1,600 1, , ,000 33,373 Expense Cash Total 2,993,273 2,675, ,194 Cash Surplus (Deficit) (64,086) (39,937) (24,149) Amortization (Tax Exempt Bond) 2,538 2,538 - Depreciation 208, ,816 (81,761) Fund Balance Reserve Surplus (Deficit) $ (274,679) $ (332,291) $ 57,612 CES 13 of 17

14 General Fund - Administration - Annual Member Assessment Rate Schedule Item Number of Rate Per Member's Annual No. Member District: Students Student Assessment 1 Amherst 1,210 $ 3.50 $ 4, Conway Deerfield , Erving Hawlemont Regional Leverett Chesterfield-Goshen New Salem-Wendell Pelham Rowe Southampton , Sunderland Shutesbury Westhampton Williamsburg Whately Amherst-Pelham 1, , Belchertown 2, , Easthampton 1, , Frontier Regional , Franklin County Technical , Gill-Montague 1, , Greenfield 1, , Granby , Hadley , Hampshire Regional , Hatfield , Mohawk Trail , Northampton 2, , Pioneer Valley , Ralph C Mahar , South Hadley 1, , Smith Vocational & Agricultural , Ware 1, , Total Students 25,269 $ 88, Total Budgeted Administrative cost to be covered by member assessment: $ 152, Calculated membership assessment per student: $ 6.04 $ 152, Current member assessment $ 3.50 $ 88, Difference $ 2.54 $ 64, Recommended amount for FY 2015 $ 3.50 CES 14 of 17

15 Special Revenue Fund CES utilizes the Special Revenue Fund to account for specific grant programs and contracts in accordance with the requirements of the grantor agencies. Each grant or contract may have terms that span over several years, the information included in this budget relates to grants and contracts that have been signed and are in place, with the exception of the SEIS contract of which CES has responded to an RFR for continued service over the next six years. The Special Revenue Fund information presented in this budget groups the grants and contracts by major funding source and shows the calculated expected agency administrative support, also known as the indirect rate calculation. This amount is included as Indirect Revenue in the General Fund to cover the related costs associated with providing administrative support to the these grants and contracts. CES 15 of 17

16 Special Revenue Fund Department of Youth Services Contract * Special Education in Institutional Settings Contract ** All Other Federal Grants/Contracts ** All Other State Grants/Contracts ** All Other Private Grants/Contracts Total Special Revenue Fund Revenues: Program Revenue $ 15,639,425 $ 8,779,000 $ 110,000 $ 2,834,534 $ 307,339 $ 27,670,298 Direct Expenses: Personnel services (Including Taxes & Benefits) $ 13,220,305 $ 7,484,974 $ 86,000 $ 1,682,414 $ 241,670 $ 22,715,363 Materials and services $ 856,586 $ 495,935 $ 14,770 $ 1,010,212 $ 50,188 $ 2,427,691 Total Direct Expenses $ 14,076,891 $ 7,980,909 $ 100,770 $ 2,692,626 $ 291,858 $ 25,143,054 Average Indirect Rate 11.10% 10.00% 9.16% 5.27% 5.30% 10.05% Agency administrative support (Indirect) 1,562, ,091 9, ,908 15,481 2,527,244 Excess of Revenues Over Expenses $ - $ - $ - $ - $ - $ - * RFR submitted April 16, 2014, not yet awarded. Should CES not be awarded the contract no revenues or expenses will be incurred and a reduction in corresponding indirect reimbursement will be applied in the General Fund. ** See next page for list CES 16 of 17

17 Special Revenue Fund Detail List Federal Grants FY 15 Revenue Professional Development Teaching with Primary Sources $ 45,000 Early Childhood SCSC $ 65, ,000 State Grants Readiness ELCG Project 5.2 $ 100,000 Student Services Occ Ed Voc 67,325 Student Services Work & Learning - School Year 71,000 Student Services Work & Learning - Summer 42,362 Professional Development FOCUS 100,000 Professional Development ACLS 7,000 Professional Development RETELL 20,000 Professional Development Early Intervention 77,292 Professional Development Literacy Partnerships 57,659 Early Childhood RTTT - Proj ,082 Early Childhood RTTT - Proj ,547 Early Childhood CFCE - Blended 525,000 Afterschool Enhanced 4,582 Afterschool Enhanced SDP 25,500 Afterschool ASOSTQ 22,450 Afterschool Regional Network 4,200 Afterschool 21st Gateway Jr High 109,170 Afterschool 21st GMS, W & C 141,000 Afterschool 21st Community Learning 644,262 Special Education Summer Asst Tech Institute 20,000 Special Education SPED - Career/VOC $ 47,103 2,834,534 Private Grants Readiness Readiness Center $ 50,000 Student Services Connecting Activities 35,427 Healthy Families & Communities BSAS 89,500 Early Childhood Behavioral Health 84,113 Healthy Families & Communities Food & Fitness 15,000 Healthy Families & Communities HCOG 6,872 Healthy Families & Communities Northampton Coalition 4,427 Early Childhood Success By Six 16,000 Afterschool Hasbro Summer Learning $ 6, ,339 CES 17 of 17

BOARD OF GOVERNORS MEETING AGENDA Collaborative for Educational Services WEDNESDAY, January 9, :30 9:00 (6:00 p.m. Dinner)

97 Hawley Street, Northampton, MA 01060 413.586.4900 413.586.0180 fax BOARD OF GOVERNORS MEETING AGENDA Collaborative for Educational Services WEDNESDAY, January 9, 2013 6:30 9:00 (6:00 p.m. Dinner) Meeting