Board of Education Agenda Abstract Meeting Date: 12/17/15 Agenda Type: Consent Agenda Agenda Item #: 5a

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Board of Education Agenda Abstract Meeting Date: 12/17/15 Agenda Type: Consent Agenda Agenda Item #: 5a Subject: Approval of Financial Reports for September 2015 Division: Support Services, Todd

1 Board of Education Agenda Abstract Meeting Date: 12/17/15 Agenda Type: Consent Agenda Agenda Item #: 5a Subject: Approval of Financial Reports for September 2015 Division: Support Services, Todd LoFrese Department: Budget and Finance Person Responsible: Ruby Pittman, Executive Director of Budget and Finance Feedback Requested From: N/A Agenda Item.Prior Submission Dates Public Hearing Required: No Work Session No Date Discussion and Action No Date Attachment(s): 9 Financial Reports for September 2015 PURPOSE: To update and inform the board of the financial status of each major fund code through September 30, BACKGROUND: Attached are the September 2015 Financial Reports. The following percentages have been spent compared to last year: September 2014 September 2015 Local 25% of budget Local 24% of budget State 20% State 22% Recurring Capital 75% Recurring Capital 55% Federal 19% Federal 29% Child Nutrition 8% Child Nutrition 7% Community Schools 18% Community Schools 11% Other Local Grants 39% Other Local Grants 29% FINANCIAL IMPACT: Financial highlights for the month of August are listed below: 1. The Short-Term Investment Fund (STIF) with the State Treasurer s Office had a balance of $4,500,456 on September 30. H:\Word Docs\20 months\dec\board\dec 17\CA\FR\September 2015 Financial Report.doc 1

2 2. The State approved the 20 budget at the end of September. The Planning Allotment was adjusted to the Initial State budget allotment for a net increase in the district s State budget of $565,697. The classroom teacher allotment increased by $691,740 and teacher assistants were reduced by $306, The Child Nutrition budget had revenues totaling $804,048 in September compared to expenditures of $293,034. The revenue total includes the $225,000 Local budget subsidy. 4. Community Schools budget reported revenues of $413,497 compared to expenditures of $291,364 at the end of September. PERSONNEL IMPACT: N/A RECOMMENDATION: N/A RESOLUTION: Be it, therefore, resolved that the Board of Education approves the Financial Report for September H:\Word Docs\20 months\dec\board\dec 17\CA\FR\September 2015 Financial Report.doc 2

3 Chapel Hill-Carrboro City Schools Budget vs. Actual Report OTHER LOCAL GRANTS - Fund 8 For the month of September 2015 Grant Amount Percent Program Amount Spent Encumbered Remaining Spent 309 Head Start Program $ 246,726 $ 198,576 $ 7,978 $ 40,172 80% 413 More at Four 685,163 68,434 5, ,181 10% Totals $ 931,889 $ 267,010 $ 13,526 $ 651,353 29% Report 9

4 LOCAL FUND SEPTEMBER PURPOSE Description Begin Budget Budget Adj. Budget Balance YTD Activity Balance YTD % 3250 Sales and Use Tax $ 75,000 $ - $ 75,000 $ 75,000 0% 3701 Medicaid Reimbursement - Admin. 450, ,000 35, ,401 8% 4110 County Appropriation 45,253,437-45,253,437 11,313,284 33,940,153 25% 4115 Fair Funding 494, , ,000 0% 4120 Supplemental Tax - Current Yr 22,094,343-22,094,343 1,683,860 20,410,483 8% 4130 Supplemental Tax - Prior Years 250, ,000 46, ,312 19% 4210 Tuition & Fees 610, ,000 59, ,924 10% 4410 Fines and Forfeitures 340, ,000 61, ,606 18% 4440 ABC Revenues 45,300-45,300 45,300 0% 4450 Interest Earned on Investments 25,000-25,000 7,081 17,919 28% 4490 Other Local Operating Revenues 168,484 45, ,432 1, ,385 0% 4820 Surplus Property Sales Insurance Settle School Property ,893 (19,893) 4880 Indirect Cost Allocated 110, , ,000 0% 4910 Fund Balance Appropriated 1,868,000-1,868,000-1,868,000 0% Total Local Revenues $ 71,783,564 $ 45,948 $ 71,829,512 $ 13,228,034 $ 58,601,589 18% EXPENDITURES: PURPOSE Description Begin Budget Budget Adj. Budget Balance YTD Activity Outstanding PO YTD Escrow Unencum. Bal. YTD % 5110 Regular Curricular $ 21,860,899 $ 123,258 $ 21,984,157 $ 3,666,362 $ 68,486 $ 677,132 $ 17,572,177 17% 5112 Cultural Arts Services 235, ,056 21,623 7,023 3, ,776 12% 5113 Physical Education Curricular 274, ,123 5,452-2, ,802 2% 5114 Foreign Language Curricular 163, ,127 9, ,994 6% 5116 Homebound/Hospitalized Curr. 578, ,817 22,027 5, ,080 5% 5120 Career Technical Education 438,986 (350) 438, ,732 6,919 13, ,639 36% 5210 Exceptional Children 9,054,958 (750) 9,054,208 1,496,477 82, ,645 7,268,764 17% 5211 EC Homebound Curricular Services 6,304-6, ,304 0% 5220 CTE-Special Populations Services 14,041-14,041 11, ,074 85% 5230 Pre-K - EC 199, ,713 50,172 18,312 7, ,667 34% Report 2

5 LOCAL FUND 20 SEPTEMBER EXPENDITURES: PURPOSE Description Begin Budget Budget Adj. Budget Balance YTD Activity Outstanding PO YTD Escrow Unencum. Bal. YTD % 5240 Speech & Language $ 962,267 $ - $ 962,267 $ 164,601 $ - $ 30,126 $ 767,540 17% 5260 Academically/Intellectually Gifted 754, , ,234-49, ,650 26% 5270 Limited English Proficiency 970,790 13, , ,417 17,588 38, ,249 27% 5310 Alternative K , ,335 21, , ,350 11% 5320 Social Work & Attendance 725, , ,105 56,821 43, ,150 34% 5330 Remedial & Suppl K ,267 (2,001) 382,266 84,695 28,977 2, ,574 30% 5340 Pre-K Readiness 521,988 (950) 521,038 91, , ,777 18% 5353 Summer School Instruction 109, ,329 93, ,390 86% 5401 Principal's Office 1,164,290 (3,051) 1,161, ,931 15, ,485 21% 5402 Assistant Principal 814, , , ,035 30% 5404 School Building Support 2,062, ,063, , ,657,430 20% 5501 Athletics 1,453,576 (75) 1,453, ,915 52,622 3,686 1,139,278 21% 5502 Cultural Arts Services 205, ,802 22, ,397 11% 5503 School Clubs & Organizations 285, , ,829 0% 5504 Before/After School Care 148, , ,088-29,578 80% 5810 Educational Media 1,131,767-1,131, ,388-37, ,336 20% 5820 Student Accounting 106, , , (43,317) 141% 5830 Guidance Services 2,194,955-2,194, ,107-46,433 1,735,415 19% 5840 Health Services 1,553,152 15,950 1,569, ,095 22,461 81,438 1,039,108 29% 5841 ABC/Health Services 40,000-40, , ,097 47% 5850 Safety & Security 1,364,165-1,364,165 73, ,316 1, ,245 43% 5860 Instructional Technology , (70,906) 5870 Staff Development - Unallocated 604, , ,394 34,198 8, ,027 6% 5890 Volunteer Services 300, ,593 57,107 28,404 3, ,310 28% 6110 Regular Curricular Support & Dev. 1,469,932-1,469, ,449 2,277-1,185,206 19% 6113 Physical Education Curricular Supp. 91,787-91,787 22, ,151 25% 6115 Technology Curricular Support 98,286-98,286 24, ,601 25% 6120 CTE Curricular Support & Develop. 134, ,912 30, ,802 22% 6201 Children w/disabilities Support 132, ,740 38, ,354 29% Report 2

6 LOCAL FUND 20 SEPTEMBER EXPENDITURES: PURPOSE Description Begin Budget Budget Adj. Budget Balance YTD Activity Outstanding PO YTD Escrow Unencum. Bal. YTD % 6207 LEP Support and Development $ 89,256 $ 12,950 $ 102,206 $ 10,001 $ 22,461 $ - $ 69,744 32% 6304 PreK Readiness/Remedial Support 44,247-44,247 10, ,679 24% 6400 Technology Support 1,855,809 5,387 1,861, ,876 93,364-1,447,956 22% 6401 Technology Services 254, ,850 75, ,894 30% 6403 Technology Specialist , (21,917) 6510 Communication Services 119, ,083 (83,398) 33, ,517-42% 6520 Printing and Copying 512, , , ,511 49% 6530 Public Utility & Energy 3,788,586 (45,000) 3,743, , ,124,176 17% 6540 Custodial/Housekeeping 1,553,247-1,553, , , ,754 80% 6550 Transportation 848, , ,657 31, ,192 20% 6580 Maintenance 2,621,591 90,500 2,712, , ,715-1,666,389 39% ,000-5,000 1, ,204 36% 6582 Grounds Maintenance 25,000 (3,500) 21,500 18,297 2, % 6583 Electrical Repair Parts and Rel. Labor 40,000 (7,000) 33,000 5,016 18,058-9,926 70% 6584 Vehicle Maintenance 107,000 (20,000) 87,000 19,193 50,223-17,584 80% 6585 HVAC Repair Parts and Rel. Labor 90,000 (35,000) 55,000 27,717 8,993-18,290 67% 6586 Plumbing 45,000 (25,000) 20,000 4,208 13,455-2,337 88% 6588 Locksmith 5,000-5,000 2,744 1, % 6611 Finance Office 887, , ,876 22, ,939 24% 6612 Purchasing Services 44,309-44,309 11, ,799 26% 6613 Risk Management Services 311, , , (7,081) 102% 6621 Human Resources 837, , ,973 24, ,025 23% 6624 Benefits Specialist 61,631-61,631 14, ,912 24% 6710 Student Testing 36, ,398 11, ,666 31% 6720 Planning, Research Dev & Prog 372,743 19, ,783 98,078 5, ,482 26% 6910 Board of Education 65, ,094 38,183 1,420-26,492 60% 6920 Legal Services 100, ,000 18,070 52,467-29,464 71% 6932 External Audit 60,000-60,000 41,877-18,123 70% Report 2

7 6941 Superintendent's Office 250, ,859 67, ,589 27% 6942 Asst. Supt. for Curr. & Instruction 1,707,765 (102,820) 1,604, , , ,289 44% 6943 Asst. Supt. for Support Services 820,507 (128,275) 692, ,552 9, ,171 27% EXPENDITURES: LOCAL FUND 20 SEPTEMBER PURPOSE Description Begin Budget Budget Adj. Budget Balance YTD Activity Outstanding PO YTD Escrow Unencum. Bal. YTD % 6950 Public Relations & Mktg $ 257,025 $ 5,600 $ 262,625 $ 48,980 $ 1,965 $ - $ 211,680 19% 8100 Payments to Other Gov Units 1,158,230-1,158, , ,246 20% Fund Total $ 71,783,564 $ 45,948 $ 71,829,512 $ 13,789,126 $ 3,091,111 $ 1,267,439 $ 53,681,836 24% Report 2

8 STATE PUBLIC SCHOOL FUND 20 SEPTEMBER REVENUE: PURPOSE Description Begin Budget Budget Adj. Budget Balance YTD Activity Unencum. Bal. YTD % 3100 State Public School Fund Revenue $ 60,876,056 $ 1,407,486 $ 62,283,542 $ 11,898,917 $ 50,384,625 19% EXPENDITURES: PURPOSE Description Begin Budget Budget Adj. Budget Balance YTD Activity Encumbrances YTD Escrow Unencum. Bal. YTD % 5110 Regular Curricular $ 36,082,882 $ 473,224 $ 36,556,106 $ 6,278,041 $ 136,713 $ 1,391,247 $ 28,750,105 21% 5112 Cultural Arts Services 638, ,516 45,247-8, ,249 8% 5113 Physical Education Curricular 131, ,539 23, ,408 18% 5114 Foreign Language Curricular 324, ,737 30,125-7, ,309 12% 5116 Homebound/Hospitalized Curr. 817, , , ,968 14% 5120 Career Technical Education 3,689,655 74,023 3,763, , ,365 85,302 2,973,393 21% 5210 Exceptional Children 3,977, ,673 4,166, , ,171 3,208,758 23% 5240 Speech & Language 653, , ,093-32, ,216 22% 5260 Academically/Intellectually Gifted 624,949 7, , ,604-32, ,121 23% 5270 Limited English Proficiency 1,367, ,367, ,719 1,894 51,689 1,072,508 22% 5310 Alternative K ,254 70, ,254 96, , ,718 17% 5320 Social Work & Attendance 899, ,481 95,707-22, ,066 13% 5330 Remedial & Suppl K , , , ,770 29, ,508 43% 5353 Summer School Instruction 574, , , , ,417 65% 5401 Principal's Office 1,642,207 29,336 1,671, ,753-1,256,790 25% 5402 Assistant Principal 790, , , ,415 34% 5404 School Building Support , (11,686) 5810 Educational Media 660, ,432 53,401-12, ,524 10% 5820 Student Accounting 187, ,232 33, ,767 18% 5830 Guidance Services 1,306,606 76,720 1,383, ,066-27,149 1,087,111 21% 5840 Health Services 832,102 2, , ,621-33, ,579 22% 5860 Instructional Technology 168, , , (31,492) 119% 6110 Regular Curricular Support 229, ,532 59, ,635 26% Report 3

9 STATE PUBLIC SCHOOL FUND 20 SEPTEMBER EXPENDITURES: PURPOSE Description Begin Budget Budget Adj. Budget Balance YTD Activity Encumbrances YTD Escrow Unencum. Bal. YTD % 6120 CTE Curricular Support $ 44,715 $ - $ 44,715 $ 9,285 $ 2,037 $ - $ 33,393 25% 6201 Children w/disabilities Support 120, ,631 29, ,362 24% 6207 LEP Support and Development , (18,721) 6540 Custodial/Housekeeping 2,228,526-2,228, , $ 1,851,060 17% 6550 Transportation 1,731,357 (301,891) 1,429, ,072 5,773-1,096,621 23% 6580 Maintenance , (23,981) 6941 Superintendent's Office 173,194 15, ,421 39, ,375 21% 6942 Asst. Supt. for Curr. & Instruction 123, ,866 29, ,655 24% 6943 Asst. Supt. for Support Services 110, ,302 26, ,825 24% 7200 Nutrition Services 46,533-46,533 4, ,891 10% Total $ 60,876,056 $ 1,407,486 $ 62,283,542 $ 11,610,135 $ 356,147 $ 1,896,396 $ 48,420,865 22% Report 3

10 Chapel Hill-Carrboro City Schools Budget vs. Actual Report RECURRING CAPITAL OUTLAY FUND- For the month of September 2015 Anticipated Received Amount % Revenue Revenue Revenue Remaining Rec'vd County Appropriation $ 1,832,400 $ 458,100 $ 1,374,300 25% Total Revenue $ 1,832,400 $ 458,100 $ 1,374,300 25% Account Budgeted Amount % Expenditures Number Amount Spent Encumbered Remaining Spent Furniture and Equipment-Non-Cap $ 7,731 $ 3,777 $ 5,370 $ (1,416) 118% Furniture and Equipment-Cap $ 155,286 $ 23,045 $ 28,526 $ 103,715 33% New Classroom Setup ,000 20,000 0% Cultural Arts Equipment ,500 5,500 0% Capitalized Computer Equip ,000 55,000 0% Capitalized Computer Equip , ,000 0% Print Shop Equipment ,500 3,500 0% Support Services Equipment , ,317 0% Cafeteria Equipment ,000 5,000 0% Child Nutrition Equipment ,000 23,250 16,750 58% Renovations , , ,649 79,889 88% Playground Repairs , ,913 67,897 36,190 85% Site Dev./Sidewalks/Ramps ,733 85,360 2,773 19,600 82% Floor Replacements ,000 10,381 9,843 (224) 101% Roof Repairs ,920 7,693 4,982 69,245 15% Maintenance Vehicles , ,207 2% Bus GPS Equipment ,852 2,432 (8,284) Bus Replacement ,000 60,000 0% Contingency , ,000 0% Total Expenditures $ 1,832,400 $ 741,939 $ 269,472 $ 820,988 55% *Carryover purchase orders have not been re-budgeted. Report 4

11 Chapel Hill-Carrboro City Schools Budget vs. Actual Report CAPITAL INVESTMENT PLAN For the month September 2015 Revenue Received Revenue % Revenue Remaining Recv'd Capital Proceeds $ 4,961,367 $ 1,061,488 $ 3,899,879 21% Account Budgeted Spent Encumbered Amount Percent Project Expenditures Number Remaining Spent Status Fire,Safety,Security $ 194,514 $ 70,213 $ 21, ,174 open Mobile Classrooms ,173 63,412 64,681 37,080 78% open Parking/Paving ,235 11, ,615 open Roofing , ,069 35, ,887 34% open Abatement Requirements ,147 17,537 20,610 open QSCB Roofing Projects* open Athletic Facilities open Energy Efficiency Impr ,771 30,771 open Mechanical Systems , , ,769 75,703 83% open Technology ,575, , ,659 1,162,169 26% open Technology-Article open ADA General Req ,246 4,893 72,353 open Elementary # ,204 1,204 open LC Equipment - CNS , ,685 open Carrboro Renov-Art ,229 74,530 19,699 open CHHS Renov-Art open Culbreth Renov-Art , ,248 4,000 (151,600) open Transportation Center ,960 19,960 open Electrical Systems ,332 15,644 5,604 50,084 30% open Indoor Air Quality , ,663 open Window Replacements ,747 17,747 open Culbreth Science ,035 30,000 16,912 7,123 open Classroom Improv ,112 34,566 35, ,844 20% open Doors/Canopies ,179 2,113 28,066 open Elementary #11* ,113 14,400 5,713 open CHS Arts Wing % open Plan. Future Projects ,357 1,357 open Sidewalk Replacements , ,298 0% open Bond Ref. Planning , ,000 0% open Capital Improvements Total $ 4,961,367 $ 1,033,203 $ 653,960 $ 3,274,205 34% Report 5

12 Chapel Hill-Carrboro City Schools Budget vs. Actual Report CHILD NUTRITION FUND As of September 2015 Anticipated Collected Amount Percent Revenue Revenue To Date Remaining Received 3811 USDA Grant $ 1,975, ,635 1,667,457 16% 3814 USDA Summer Program 44,137 (44,137) 3820 Neighborhood Youth Corp 245, ,585 0% 4311 Sales - Breakfast Full Pay 47,901 4,959 42,942 10% 4312 Sales - Breakfast Reduced - 0% 4313 Sales - Breakfast Adult 94 (94) 0% 4314 Sales - Lunch Full 1,017, , ,443 12% 4315 Sales - Lunch Reduced 2,259 (2,259) 0% 4316 Sales - Lunch Adults 53,359 6,044 47,315 11% 4318 Sales - Supplemental 497,331 58, ,869 12% 4319 Sales - Other 7,234 (7,234) 0% 4321 Sales - Catered Breakfasts - 0% 4322 Catered Lunches - 0% 4323 Catered Suppers and Banquets 2,000 2,000 0% 4331 Paid Student Meal Supplement 109, ,487 0% 4332 Reduced Student Meal Supplement 173 (173) 0% 4341 State Reimbursement - Reduced 2,058 (2,058) 0% 4490 Miscellaneous Revenue - 0% 4491 Chartwells Reimbursement - 0% 4495 Over and Under (2,345) 2,345 0% 4880 Indirect Cost - Federal Grants 308,700 24, ,235 8% 4910 Fund Balance Appropriated - 0% 4922 Transfer in from the Local Fund 225, , % 8100 Sales and Use Tax Refund % Total Revenue $ 4,481,771 $ 804,048 $ 3,677,723 18% Budgeted Amount Percent Expenditures Amount Spent Encumbered Remaining Used 7200 Child Nutrition $ 4,173,071 $ 268,569 1,747,183 $ 2,157,319 6% 8100 Indirect Cost 308,700 24, ,235 8% $ 4,481,771 $ 293,034 $ 1,747,183 $ 2,441,554 7% SUMMARY Budget Actual Revenue Total $ 4,481,771 $ 804,048 Expenditures Total 4,481, ,034 Current yr. revenue less current yr. expenditures - $ 511,014 Report 6

13 Chapel Hill-Carrboro City Schools Budget vs. Actual Report FEDERAL FUND For the month of September 2015 Grant Amount Percent Program Amount Spent Encumbered Remaining Spent 17 Voc. Ed-Program Improvement $ 84,529 $ 52,423 $ 9,108 $ 22,998 62% 49 Title VI Preschool 82,777 17,528 65,249 21% 50 ESEA Chapter I - Reading Recovery 159,535 15,712 (175,247) 60 IDEA VI-B Handicapped 2,017, ,628 85,315 1,577,449 18% 70 IDEA Targeted Assistance 392,600 55,800 9, ,579 14% 103 Improving Teacher Quality 25,419 4,197 (29,616) 104 Language Acquisition 40,367 (40,367) 111 Title III Language Acquisition 296, ,582 69, ,868 38% 114 Children with Special Needs 7,222 (7,222) 118 IDEA VI-B Special Needs 2,250 (2,250) 119 Exceptional Children % Totals $ 2,873,806 $ 827,754 $ 192,611 $ 1,853,441 29% *Other grant budgets were pending DPI approval in September. Report 7

14 Chapel Hill-Carrboro City Schools Budget vs. Actual Report COMMUNITY SCHOOLS FUND For the month of September 2015 Anticipated Received Amount Percent Revenue Revenue To Date Remaining Received After School $ 1,340,797 $ 258,469 $ 1,082,328 19% Summer Camp 157, ,381 46,733 70% Summer Enrichment 33,000 24,908 8,092 75% Part Day After School 68,220 19,739 48,481 29% 4922 Tuition Assistance 50,000 50,000 0% F/B Appropriated 26,000-26,000 0% Total Revenue $ 1,675,131 $ 413,497 $ 1,261,634 25% Budgeted Amount Percent Expenditures Amount Spent Encumbered Remaining Spent 7100 Community School Programs $ 1,675,131 $ 291,364 $ 4,140 $ 1,379,627 17% Total Expenditures $ 1,675,131 $ 291,364 $ 4,140 $ 1,379,627 17% SUMMARY Budget Actual Revenue Total $ 1,675,131 $ 413,497 Expenditure Total 1,675, ,364 Difference $ - $ 122,133 FACILITIES RENTALS Revenue Budget Collected Balance to Percent Percent Program Amount To Date Collect Collected Spent Spent Facilities Rentals $ 74,101 $ 20,015 *The Facilties Rental budget had no been posted as of September. Report 8

15 Chapel Hill-Carrboro City Schools Budget vs. Actual Report OTHER LOCAL GRANTS - Fund 8 For the month of September 2015 Grant Amount Percent Program Amount Spent Encumbered Remaining Spent 309 Head Start Program $ 246,726 $ 198,576 $ 7,978 $ 40,172 80% 413 More at Four 685,163 68,434 5, ,181 10% Totals $ 931,889 $ 267,010 $ 13,526 $ 651,353 29% Report 9

Board of Education Agenda Abstract Meeting Date: 12/17/15 Agenda Type: Consent Agenda Agenda Item #: 5b

Board of Education Agenda Abstract Meeting Date: 12/17/15 Agenda Type: Consent Agenda Agenda Item #: 5b Subject: Budget Amendments 12 through 17 for 2015-16 Division: Support Services, Todd LoFrese Department: