2017-2018 SUPERINTENDENT S PROPOSED TENTATIVE BUDGET Tuesday, July 25, 2017 @ 6:00 pm The Aquilina C. Howell Building 3955 West Pensacola Street Tallahassee, Florida
Superintendent's Proposed Tentative Budget Leon County School Board 2017-2018 TABLE OF CONTENTS School Board Officials... i Proposed Tentative 2017-2018 Budget Agenda Requirements...ii Resolution Determining Revenues and Millages Levied...iii Budget Level Overview... 1 TAX INFORMATION Property Tax Millage Rates/Tax Roll Data... 2 Tax Millage Rates - Roll Back... 3 Local Tax Dollars... 4 AD INFORMATION Legal Advertising Requirements... 5 Notice of Budget Hearing - Tentative Budget... 6 Notice oftax for School Capital Outlay - Tentative Budget... 7 Budget Summary (Legal Ad) - Tentative Budget... 8 GENERAL FUND General Fund Estimated Revenues... 9 General Fund Narrative of Expenditure Appropriation Differences... 10 General Fund Estimated Appropriations...13 General Fund Estimated Appropriations and Balances by Object & by Function... 17 General Fund Analysis of Estimated Fund Balance...18 SPECIAL REVENUE FUND Combined Special Revenue Funds (Food Service/Federal Projects)... 19 Special Revenue Federal Projects... 20 Special Revenue Food Service Fund... 21 CAPITAL OUTLAY FUND Capital Improvement Funds... 22 DEBT SERVICE Debt Service Fund... 23 Trust and Agency Fund Trust and Agency Fund... 24 TOTAL MILLAGE: COST TO HOMEOWNER Cost to Homeowner...25 ATIACHMENTS Attachment A - 2017-2018 Approved Instructional Staffing Plan... 26 Attachment B - 2017-2018 Fiscal Year TRIM Calendar and Key Budget Dates...31 Attachment C - How to Read the Budget...32
Superintendent's Proposed Tentative Budget Leon County School Board 2017-2018 SUPERINTENDENT Rocky Hanna BOARD CHAIR Georgia Joy Bowen SCHOOL BOARD MEMBERS Georgia Joy Bowen, Chair Alva Striplin, Vice Chair DeeDee Rasmussen Rosanne Wood Maggie Lewis-Butler OFFICE OF THE CHIEF FINANCIAL OFFICER OFFICIALS Merrill Wimberley, Assistant Superintendent, Business Services Naomi S. Coughlin, Director I, Budget/FTE The School Board of Leon County is an equal opportunity institution for education and employment Meeting Location: The Tentative Budget Hearing is scheduled for July 25, 2017, 6:00 p.m. at the Aquilina C. Howell Center, 3955 West Pensacola Street, Tallahassee, Florida. Document Published by the Office of the Chief Finance Officer, Merrill Wimberley i
Superintendent s Proposed Tentative Budget Leon County School Board 2017-2018 July 25, 2017 AGENDA REQUIREMENTS 6:00 p.m. The Aquilina Howell Center 1. Presentation of Superintendent s Proposed Tentative Budget for Fiscal Year Ending June 30, 2018. Rocky Hanna, Superintendent Merrill Wimberley, Assistant Superintendent, Business Services Naomi Coughlin, Director I, Budget/FTE A. The taxing authority is The School Board of Leon County, Florida and "the total millage rate to be levied of 6.573 mills, is less than the roll-back rate computed pursuant to Section 200.065(1), Florida Statutes by.64 percent. 2. Public discussion of Tentative Budget (please sign up to speak with the Board's Administative Assistant). We ask you limit your comments to three (3) minutes 3. I move that the Board adopt the "Resolution Determining Revenues and Millage Levied" found on page iii within this document. 4. The following motions will need to be read separately into the minutes in their entirety. I move that the Board adopt the tentative millage rates for the fiscal year July 1, 2017 to June 30, 2018. A. For Local Required Effort 4.325 B. For Discretionary Operating Purposes.748 C. For Capital Outlay Projects 1.500 TOTAL PROPOSED MILLAGE 6.573 5. I move that the Board adopt the tentative Tentative Budget for the fiscal year July 1, 2017 to June 30, 2018 as presented by the Superintendent. 6. I move the Board schedule the required Public Hearing to adopt the final millage rates and adopt the Final Budget for Tuesday, September 5, 2017 at 6:00 p.m. to be held at the Aquilina C. Howell Center, 3955 West Pensacola Street, Tallahassee, Florida. 7. I move that the Board authorize the Superintendent to advise the Property Appraiser of the proposed tentative millage rates, including the required roll-back rates and the date, time and place of the Final Budget Hearing to be held on Tuesday, September 5, 2017. 8. September 5, 2017 is also the meeting to adopt the 2016-2017 Annual Financial report, approve transmittal of the Program Cost Report, and approve the final budget amendments (LEGAL DUE DATE IS SEPTEMBER 11, 2017). The Leon County School District does not discriminate against any person on the basis of sex (including transgender status, gender nonconforming, and gender identity), marital status, sexual orientation, race, religion, ethnicity, national origin, age, color, pregnancy, disability, or genetic information. ii
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Superintendent's Proposed Tentative Budget Leon County School Board 2017-2018 5
Superintendent's Proposed Tentative Budget Leon County School Board 2017-2018 July 25, 2017-6:00 p.m. The Aquilina C. Howell Center 3955 West Pensacola Street Tallahassee, Florida 6
NOTICE OF TAX FOR SCHOOL CAPITAL OUTLAY The Leon County School board will soon consider a measure to continue to impose a 1.500 mill property tax for the capital outlay projects listed herein. The tax is in addition to the school board s proposed tax of 5.073 mills or operating expenses and is proposed solely at the discretion of the school board. The capital outlay will generate approximately $24,412,322 to be used for the following projects: Paint CONSTRUCTION AND REMODELING District-wide locations Administration of Projects/Sites MAINTENANCE, RENOVATION, AND REPAIR MOTOR VEHICLE PURCHASES Lease purchase payments of 50 buses Purchase Safety and Security Cars NEW AND REPLACEMENT EQUIPMENT, COMPUTER AND DEVICE HARDWARE AND OPERATING SYSTEM SOFTWARE NECESSARY FOR GAINING ACCESS TO OR ENHANCING THE USE OF ELECTRONIC AND DIGITAL INSTRUCTIONAL CONTENT AND RESOURCES, AND ENTERPRISE RESOURSE SOFTWARE Purchase of Maintenance Trucks Fire Alarm Preventative Maintenance Roofs Emergency Maintenance District-wide locations Purchase school furniture and equipment for school expansions Purchase of new computers district-wide Purchase of tablets district-wide Purchase software application for district-wide administration of personnel Enterprise resource software acquired via license/maintenance fees or lease agreements PAYMENTS FOR EDUCATIONAL FACILITIES AND SITES DUE UNDER A LEASE-PURCHASE AGREEMENT Annual master lease payments for various facilites and renovations Annual lease payment for qualified zone academy bonds for various facilities Annual master lease payments for site purchases Debt service on certificates of participation PAYMENTS FOR RENTING AND LEASING EDUCATIONAL FACILITIES AND SITES PAYMENTS OF LOANS APPROVED PURSUANT TO SS. 1011.14 AND 1011.15, F.S. PAYMENT OF COSTS OF COMPLIANCE WITH ENVIRONMENTAL STATUTES, RULES AND REGULATIONS Removal of hazardous waste PAYMENT OF PREMIUMS FOR PROPERTY AND CASUALTY INSURANCE NECESSARY TO INSURE THE EDUCATIONAL AND ANCILLARY PLANTS OF THE SCHOOL DISTRICT Insurance premiums on district plant PAYMENTS FOR EDUCATIONAL FACILTIES AND SITES PAYMENT OF COST OF LEASING RELOCATABLE EDUCATIONAL FACILITIES Leasing of portable classrooms PAYMENTS TO PRIVATE ENTITIES TO OFFSET THE COST OF SCHOOL BUSES PURSUANT TO S.1011.71(2)(i),F.S. PAYMENT OF COSTS OF OPENING DAY COLLECTION FOR LIBRARY MEDIA CENTER NOTICE OF TAX FOR CAPITAL OUTLAY ****CHARTER SCHOOL CAPITAL OUTLAY PROJECTS PURSUANT TO S.1013.62(4),F.S. PURCHASE OF REAL PROPERTY CONSTRUCTION OF SCHOOL FACILITIES PURCHASE OR LEASE OF PERMANENT OR RELOCATABLE SCHOOL FACILITIES PURCHASE OF VEHICLES TO TRANSPORT STUDENTS RENOVATION, REPAIR, AND MAINTENANCE OF SCHOOL FACILITIES PAYMENT OF THE COST OF PREMIUMS FOR PROPERTY AND CASUALTY INSURANCE NECESSARY TO INSURE SCHOOL FACILITIES PURCHASE OR LEASE OF DRIVER'S EDUCATION VEHICLES, MAINTENANCE VEHICLES, SECURITY OR VEHICLES USED IN STORING OR DISTRUBUTING MATERIALS AND EQUIPMENT COMPUTER AND DEVICE HARDWARE AND OPERATING SYSTEM SOFTWARE NECESSARY FOR GAINING ACCESS TO OR ENHANCING THE USE OF ELECTRONIC AND DIGITAL INSTRUCTIONAL CONTENT AND RESOURCES, AND ENTERPRISE RESOURCE SOFTWARE All concerned citizens are invited to a public hearing to be held on: July 25, 2017 at 6:00 pm The Aquilina Howell Center 3955 West Pensacola Street Tallahassee, Florida A DECISION on the proposed CAPITAL OUTLAY TAXES will be made at this hearing LCS 2017-2018 budget ad.pdf 7
58.07% 11.41% 10.93% 19.58% 0.01% 100.00% TENTATIVE BUDGET LEON COUNTY SCHOOL BOARD 2017-2018 BUDGET SUMMARY THE PROPOSED OPERATING BUDGET EXPENDITURES OF THE DISTRICT SCHOOL BOARD OF LEON COUNTY, FLORIDA ARE 10.59% MORE THAN LAST YEAR'S TOTAL OPERATING EXPENDITURES. 8 PROPOSED MILLAGE LEVY: FISCAL YEAR 2017-2018 LOCAL EFFORT 4.325 DISCRETIONARY 0.748 CAPITAL OUTLAY 1.500 TOTAL 6.573 ESTIMATED REVENUES: GENERAL FUND SPECIAL REVENUE DEBT SERVICE CAPITAL PROJECTS TRUST AND AGENCY FEDERAL SOURCES $270,385.00 $55,127,261.13 $0.00 $0.00 $0.00 $55,397,646.13 STATE SOURCES $168,887,126.97 $175,000.00 $1,301,062.00 $2,453,862.00 $0.00 $172,817,050.97 LOCAL SOURCES $90,562,710.67 $1,500,250.00 $0.00 $46,025,988.00 $20.00 $138,088,968.67 TOTAL SOURCES $259,720,222.64 $56,802,511.13 $1,301,062.00 $48,479,850.00 $20.00 $366,303,665.77 TRANSFERS IN $5,474,991.00 $0.00 $21,840,168.00 $0.00 $0.00 $27,315,159.00 OTHER REVENUE SOURCES $0.00 $0.00 $2,594,569.00 $0.00 $0.00 $2,594,569.00 FUND BALANCES (July 1, 2017) $40,643,809.71 $3,260,449.93 $31,842,317.00 $54,636,454.00 $40,024.22 $130,423,054.86 TOTAL REVENUES AND BALANCES $305,839,023.35 $60,062,961.06 $57,578,116.00 $103,116,304.00 $40,044.22 $526,636,448.63 EXPENDITURES: INSTRUCTION $172,255,346.79 $22,588,808.34 $0.00 $0.00 $20,044.22 $194,864,199.35 PUPIL PERSONNEL SERVICE $7,767,857.51 $2,614,978.54 $0.00 $0.00 $0.00 $10,382,836.05 INSTRUCTIONAL MEDIA SERVICES $3,883,559.03 $0.00 $0.00 $0.00 $0.00 $3,883,559.03 INSTRUCTION & CURRICULUM SERVICES $5,840,049.03 $9,409,755.49 $0.00 $0.00 $0.00 $15,249,804.52 INSTRUCTIONAL STAFF TRAINING $1,971,168.53 $2,853,572.71 $0.00 $0.00 $0.00 $4,824,741.24 INSTRUCTIONAL TECHNOLOGY $2,831,070.49 $55,862.14 $0.00 $0.00 $0.00 $2,886,932.63 BOARD OF EDUCATION $1,052,661.91 $0.00 $0.00 $0.00 $0.00 $1,052,661.91 GENERAL ADMINISTRATION $1,346,568.82 $2,213,406.55 $0.00 $0.00 $0.00 $3,559,975.37 SCHOOL ADMINISTRATION $20,170,597.83 $0.00 $0.00 $0.00 $0.00 $20,170,597.83 FACILITIES ACQUISITION AND CONSTRUCTION $1,813,935.23 $12,000.00 $0.00 $59,621,683.00 $0.00 $61,447,618.23 FISCAL SERVICES $2,413,690.65 $0.00 $0.00 $0.00 $0.00 $2,413,690.65 FOOD SERVICE $0.00 $14,350,000.00 $0.00 $0.00 $0.00 $14,350,000.00 CENTRAL SERVICES $8,763,596.73 $246,971.07 $0.00 $0.00 $0.00 $9,010,567.80 PUPIL TRANSPORTATION SERVICES $13,769,863.62 $257,968.02 $0.00 $1,676,577.00 $0.00 $15,704,408.64 OPERATION OF PLANT $22,285,381.82 $8,892.37 $0.00 $0.00 $0.00 $22,294,274.19 MAINTENANCE OF PLANT $10,011,855.48 $17,638.23 $0.00 $0.00 $0.00 $10,029,493.71 ADMINISTRATIVE TECHNOLOGY $5,639,384.84 $0.00 $0.00 $0.00 $0.00 $5,639,384.84 COMMUNITY SERVICES $8,160,394.83 $2,412,407.67 $0.00 $0.00 $0.00 $10,572,802.50 DEBT SERVICE $0.00 $0.00 $21,840,168.00 $0.00 $0.00 $21,840,168.00 TOTAL EXPENDITURES $289,976,983.14 $57,042,261.13 $21,840,168.00 $61,298,260.00 $20,044.22 $430,177,716.49 TRANSFERS OUT $0.00 $0.00 $0.00 $27,315,159.00 $0.00 $27,315,159.00 FUND BALANCES (June 30, 2018) $15,862,040.21 $3,020,699.93 $35,737,948.00 $14,502,885.00 $20,000.00 $69,143,573.14 TOTAL EXPENDITURES, TRANSFERS, AND BALANCES $305,839,023.35 $60,062,961.06 $57,578,116.00 $103,116,304.00 $40,044.22 $526,636,448.63 THE TENTATIVE, ADOPTED AND/OR FINAL BUDGETS ARE ON FILE IN THE OFFICE OF THE ABOVE MENTIONED TAXING AUTHORITY AS PUBLIC RECORD.
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Leon County Schools General Fund Narrative of Expenditure Appropriation Differences Proposed Tentative Budget Fiscal Year Ending June 30, 2018 The entire General Fund Budget is $305.8 million. The following General Fund budget items on pages 14 through 16 are highlighted with discussion of differences between last year and this year. The FY 2018 Staffing Plan (page 14) of $166.8 million is $1.5 million more than the original adopted Staffing Plan in FY 2017. The staffing plan increase includes an increase of $250 thousand for schools to purchase supplies, such as pencils and paper. The remaining balance of $1.25 million is for increases in health insurance premiums and the Board Florida Retirement System employer contribution. Florida Student Assistance Grant ( FSAG ) under Adult Workforce Development (pg. 14) is not budgeted. It will be funded in an amount to be determined for FY 2018. The FSAG Program is a need-based grant program available to degree-seeking resident, undergraduate students who demonstrate substantial financial need and are enrolled in participating postsecondary institutions. District Wide Insurances (Page 14) in total appear to have increased $2.7 million from $3 million to $4.3 million. The Reserve for Property and Casualty amount of $1.25 million budgeted in 2017-2018 was a portion of the Unrestricted Fund Balance in FY 2016-17. This amount was in that the Unrestricted Fund Balance in FY 2016-2017 because it was necessary to ensure the statutory 3 percent requirement was met. This amount was not necessary to meet the statutory requirement in FY 2017-2018, so it is reported in the District Wide Insurances category. Charter Schools (Page 14) in FY 2016-2017 was $11.75 million. It will be $11.88 million in FY 2017-2018, an increase of $232 thousand. Imagine School at Evening Rose closed. The charter schools are Tallahassee School of Math and Science, Governor s Charter Academy, and School of the Arts and Sciences. The Tallahassee School of Math and Science serves approximately 390 students; Governor s Charter Academy serves approximately 700 students; and the two schools of the School of the Arts and Sciences serves approximately 570 students. Imagine at Evening Rose served approximately 180 students. McKay Scholarships (Page 14) is expected to not exceed $2.5 million, the amount budgeted in FY 2016-2017. Contracted/Miscellaneous Services (Page 14) decreased $473 thousand. Cost of the Administration West Xerox decreased $5,600, from $10,600 in FY 2016-2017 to $5,000 in FY 2017-2018 to adjust the budget for prior year actual expenditures. Fingerprinting costs increased from $25 thousand to $30 thousand because of Federal requirements for the Early Learning Coalition for more extensive fingerprinting checks. Board legal fees decreased from $650 thousand to $325 thousand to adjust the budget to reflect actual expenditures. Extended School Year Transportation increased approximately $13 thousand to reflect the actual cost of the prior year. The Legislative Lobbyist contract decreased $15 thousand, from $40 thousand in FY 2016-2017 to $25 thousand in FY 2017-2018 to adjust the budget to reflect actual expenditures. The CPA Firm Audits decreased approximately $146 thousand from $185,750 in FY 2016-2017 to $40,000 in FY 2017-2018 because the Auditor General is conducting the FY 2016-2017 Financial Audit. The CPA firm will perform the School Internal Accounts audit. 10
School Improvement (Page 15) increased to $338 thousand because total budgeted lottery funds allocated for School Recognition statewide exceeded the actual expenditures. The remaining balance is allocated back to school districts for school improvement. School Recognition Funds (Page 15) decreased $465 thousand from $1.8 million to $1.4 million. The FY 2017-2018 appropriation is the amount that was actually funded in FY 2016-2017 for School Recognition. Volunteer Pre-Kindergarten (Page 15) is funded at $400 thousand, and increase of $50 thousand, to reflect an amount closer to the actual amount in FY 2016-2017. Test Development (Page 15) decreased from $2 million to zero because the Test Development Center is no longer contracted with Leon County Schools through the Florida Department of Education (FDOE). FDOE contracts this service with Tallahassee Community College. The contracted services by the Test Development Center were to develop the statewide tests used to assess students in Florida public schools. The LCTA President caption on page 15 under Other budget was $61 thousand in FY 2016-2017 and is $71.5 thousand in FY 2017-2018. The District will be reimbursed for the entire amount from the Leon County Teachers Association (LCTA) bargaining unit. Advanced Placement Funds (Page 15) of $1.7 million increased $155 thousand. This funding is received when students pass advanced placement tests. I.B. Funds (Page 15) of $152 thousand decreased $71 thousand. This funding is received when International Baccalaureate (I.B.) students pass the courses or pass the final I.B. tests. Industry Certified Career Ed on page 15 under Other increased from $176.4 thousand in FY 2016-2017 to $354.6 thousand in FY 2017-2018 because the District have more students who qualified for this allocation. School Resource Officers Contract (Page 15) for $1.4 million increased $25 thousand. This increase is a result of increased salaries and benefits for the Sheriff Deputies under the contract that funds 24.5 FTEs. The total cost for the entire service is $2.8 million. LCS pays half of the cost and the Sheriff s offices pays the other half. Elementary Schools Safety Officers on page 15 decreased from $350 thousand to $150 thousand to reflect a budget closer to the actual cost incurred in FY 2016-2017. It pays for deputies to cover elementary schools 180 days. The total cost for the entire service is $300 thousand. LCS pays half of the cost and the Sheriff s office pays the other half. School Age Childcare Fees (Page 15) at $5.5 million decreased $63 thousand. These are fees generated from the before and after school program. The EM/PM transfer of $3.7 million on page 15 under Other is for Emergency Maintenance and Preventive Maintenance. These are 1.5 mill funds transferred to the General Fund for EM/PM. Leon Virtual Schools on page 15 under Other budget is $300 thousand in FY 2017-2018, the same as FY 2016-2017. This budget is for contracts with virtual schools outside of the District. Overall Utilities budgeted at $9 million on page 16 is budgeted at the same amount as FY 2016-2017. 11
Carry Forward Encumbrances of $2.7 million on page 16 is $2.4 million more than the amount budgeted in FY 2016-2017. This amount is the tentative amount and will probably decrease when the fiscal year 2016-2017 books are finally reconciled and closed out. EM/PM of $509 thousand on page 16 under Restricted Carry Forward Fund Balance was decreased $112 thousand. There were unspent funds left over from FY 2016-2017 that had to be spent for this specific purpose. These funds are budgeted for the same purpose in FY 2017-2018. Unspent funds from each fiscal year are budgeted in the next fiscal year for the same purpose. State Grants/Categoricals on page 16 under Restricted Carry Forward Fund Balance of $6.1 million increased $5.8 million. This balance will probably decrease by the time the books are completely closed out. Local Projects on page 16 of $5.8 million under Restricted Carry Forward Fund Balance is comprised of unspent dollars in projects such as the Medicaid Reimbursement dollars and the E-Rate dollars that haven t been spent. The Special Fund on page 16 under Restricted Carryforward Fund Balance is the interest earned on the Donation Account. Bloodborne Pathogens on page 16 under Miscellaneous Budget Items is to pay for vaccinations that custodians must have for protection against Hepatitis. High School Dual Enrollment budget of $225 thousand on page 16 under Miscellaneous Budget Items increased $30 thousand. This is the amount budgeted for the dual enrollment contracts. Energy Incentive of $80 thousand on page 16 is a program to encourage utility conservation at school sites. Financial Adviser Fees of $50 thousand on page 16 under Miscellaneous Budget Items represents fees paid to Logan Circle and FAI for investment services. Critical Positions/Salary Additives on page 16 within Miscellaneous Budget Items budget in FY 2017-2018 is $957 thousand ($952 thousand in FY 2016-2017). 12
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Key TRIM Dates for 2017-2018 Budget Superintendent presents budget to School Board for approval to advertise First public hearing on the budget JULY Thursday, 20th Saturday, 22nd JULY Tuesday, 25 SEPTEMBER Tuesday, 5th Ad appears in the Tallahassee Democrat Final public budget hearing at the Howell Center (TRIM: Truth in Millage legal deadlines which control the budget cycle) July 1, 2017 or Certification (Saturday) July 20, 2017 (Thursday) 6:00 p.m. Howell Center July 22, 2017 (Saturday) July 25, 2017 (Tuesday) 6:00 pm - Howell Center July 26, 2017 (Wednesday) August 1-31, 2017 September 5, 2017 (Tuesday) 6:00 pm Howell Center September 6, 2017 (Wednesday) September 6, 2017 (Wednesday) September 6, 2017 (Wednesday) Receive certification taxable value from Property Appraiser (estimated roll Date, WHICHEVER IS LATER should be available 7-1) Superintendent submits proposed tentative budget to School Board. School Board grants permission to advertise the tentative budget, which must be by the 29 th day. Advertisement must be submitted to the Tallahassee Democrat by noon on July 21, 2017 (FRIDAY). Public advertisement of tentative budget and proposed millage. Ad also includes to adopt proposed millage of capital outlay with prioritized list of projects. AD MUST RUN NO LATER THAN 29 TH DAY AND FIRST PUBLIC HEARING MUST BE HELD 2-5 DAYS AFTER ADVERTISEMENT RUNS IN NEWSPAPER. First tentative public budget hearing. Aquilina C. Howell Center, 6:00 p.m. HEARING MUST BE HELD NO LATER THAN FRIDAY, AUGUST 4, 2017. Advise appraiser of approved millage. THIS IS A CRITICAL DATE MUST BE NO LATER THAN 35 TH DAY WHICH IS FRIDAY, AUGUST 4, 2017. Leadership Team/Superintendent and Board review/revision process. Final public budget/tax millage hearing. Meeting will take place at the Aquilina C. Howell Center, 3955 West Pensacola Street at 6:00 p.m. BUDGET MUST BE ADOPTED FROM 65 TH - 80 TH WHICH IS FRIDAY, SEPTEMBER 1, 2017 THROUGH MONDAY, SEPTEMBER 18, 2017. ALSO, FINAL MEETING TO APPROVE THE 2016-2017 ANNUAL FINANCIAL REPORT APPROVAL TO TRANSMIT THE PROGRAM COST REPORT, AND TO APPROVE THE FINAL BUDGET ADMENDMENTS. LEGAL DUE DATE IS SEPTEMBER 11, 2017. Submit approved budget to DOE (within THREE DAYS of adoption). Certify adopted millage to property appraiser and tax collector (within THREE DAYS of adoption). Certify compliance with the provisions of Chapter 230, F.S. to Property Tax Administration Office - Florida Department of Revenue (within THIRTY DAYS after adoption of final millage and budget) 31
Attachment "C" HOW TO READ THE BUDGET This budget is consistent with the State Department of Education s RED BOOK format, which is also known as CAMIS (Cost Analysis Management Information System). It would be unreasonable to expect those reviewing the budget to spend the many hours necessary to become familiar with the coding structure, but it would be helpful to become conversant with the following definitions and descriptions. FUND: The books and financial records of the Leon County School Board are maintained using the fund concept of accounting. The National Council on Governmental Accounting and Financial Reporting Principles defines fund accounting as follows: A fund is a fiscal and accounting entity with a self-balancing set of accounts recording cash and other financial resources, together with all related liabilities and residual equities or balances, and changes therein, which are segregated for the purpose of carrying on specific activities or attaining certain objectives in accordance with special regulations, restrictions, or limitations. To expedite management control and facilitate legislative oversight budgeting, procedures also segregate various funds. The following funds, programs, and activities are included in this document. The numbers beside the alphabetic description are used in the accounting system for coding purposes: FUNDS: Governmental Funds: 100 General Fund 200 Debt Service Funds 300 Capital Projects Funds 400 Special Revenue Funds 410 Food Service Fund 420 Federal Contracted Programs Fund 001 Permanent Funds 700 Proprietary Funds 800 Fiduciary Funds (1) THE GENERAL OPERATING FUND: These funds cover day-to-day expenses for salaries; benefits; purchased services; energy; materials and supplies; furniture; fixtures; equipment; and other expenses for all employees not hired through a federal grant or food service activity. (2) THE DEBT SERVICE FUNDS: These funds are used to account for the payment of interest and principal of general long-term debt. These funds incorporate repayment on the voter-approved General Obligation Bond Issue (GOBI), as well as several state bond issues incurred on behalf of the Board. Debt payments on any capital outlay related loans, such as a Certificate of Participation (COP), are also paid in this fund. (3) THE CAPITAL PROJECTS FUNDS: These funds are used to account for the acquisition or construction of capital facilities. (4) THE SPECIAL REVENUE FUNDS: These funds are used to account for operations for which revenues have been specifically designated by law or contract. These revenues cannot be diverted to other uses. These funds generally incorporate food service operations and all federal projects. (5) THE PERMANENT FUNDS: These funds are used to account for resources that are legally restricted to the extent only earnings, and not principal, may be used for purposes that support the government s programs. 32 50 300
(6) THE PROPRIETARY FUNDS: These funds are used to account for a government s business-type activities. For example, this fund would be used for an activity that received a significant portion of its funding through user charges. (7) THE FIDUCIARY FUNDS: Fiduciary funds should be used to report assets held in a trustee or agency capacity for others and therefore cannot be used to support the government s own programs. The Voluntary Employee s Benefits Trust is a trust administered by the Board on behalf of school board employees. It would be reported as a fiduciary fund. REVENUES are categorized by fund, source, and appropriation. Since law usually determines revenues, revenue accounts are structured by source (federal, state, and local) and specific appropriation. The District receives federal revenue through two methods: (1) Directly from the federal source and (2) indirectly from a second party. Less than 10% of all federal revenue is received directly from Federal sources. Those include student financial aid and revenues for salaries of Reserve Officer Training Candidate (ROTC) instructors. The greatest portion of the indirect federal revenues comes to the District from the Florida Department of Education (FDOE). FDOE is the primary recipient of the funds and it is their responsibility to allocate them to Districts based on approved Federal applications. State revenue comes to the District in restricted and unrestricted amounts. Restricted revenues, such as revenues specifically for instructional materials or transportation, must only be spent for those purposes. Other restricted state revenues include state grants received upon approval of the grant applications. Unrestricted state revenues may be spent for any lawful purpose. For example, Florida Education Finance Program revenue, generated on a program per student basis, can be used for any lawful educational purpose, as long as eighty (80) to ninety (90) percent is spent within the program the revenue was derived from. Local revenues are generated through property taxes. The revenue sources all districts in the state levy without public approval are the Required Local Effort (RLE), Discretionary Millage, Supplemental Discretionary Millage, and the 1.50 mill Capital Outlay. The Required Local Effort Millage is set for each district by the state legislature and it must be levied for districts to receive the matching state portion of the FEFP. The matching state portion for Leon County Schools is approximately 49.6% of the total gross FEFP ($240.4 million). The total RLE portion of the FEFP is 29.7% of the gross FEFP. The total state portion of the gross FEFP is 65.5%. The Discretionary Millage can be levied for a maximum of 0.748 mills, and is $11.6 million (4.8% of FEFP). This revenue may be used for any lawful educational purpose. The state adds additional funding to Districts ($3.8 million for LCS) that levy this millage so that it equals at least the state average multiplied by the District s UFTE. The State average is $459.37 per UFTE. Leon County Schools average per UFTE is $345.35 for the 0.748 levy. Leon County Schools receives an additional $3.8 million (an additional $114.02 per UFTE) to attain the state average level of funding. Revenues raised from the 1.50 mill Capital Outlay levy ($23.3 million) (page 132) primarily may only be used for capital outlay purposes. Exceptions are the ability to transfer a portion of these funds for emergency and preventative maintenance ($3.95 million in FY 2017) and the ability to use these funds to pay for property liability insurance premiums. Approximately $1 million of the 1.5 mill Capital Outlay is transferred to the General Fund to pay for approximately $1 million (pages 90, item 3 and page 131) of premium for property liability insurance. A voter approved ½ cent sales tax is levied for Capital Project purposes. Revenue in the amount of $20.9 million (page 132) has been budgeted this fiscal year. This revenue source ends after December 31, 2027. Other local revenues include various dues and fees for fee paid programs, gate receipts for extracurricular events, and donations. EXPENDITURES are segregated for reporting purposes by cost center, function, and object. COST CENTER is a school, department, or location. FUNCTION means the action or purpose for which a person or thing is used or exists. Function includes the activities or actions, which are performed to accomplish the objectives of the enterprise. The activities of the school system are classified into six broad areas. 33 513
Instruction (5000 s) The activities dealing directly with the teaching of pupils or the interaction between teacher and pupils. Instruction is further classified as Basic (K-12), Exceptional, Career Education, Adult General, Prekindergarten, and Other Instruction. Other Instruction is provided for programs such as recreation and leisure courses, Lifelong Learning programs or Adults with Disabilities. Instructional Support Services (6000 s) Provides administrative, technical (such as guidance and health), and logistical support to facilitate and enhance instruction. Instructional Support Services exist as adjuncts for the fulfillment of behavioral objectives of the instruction functions, rather than as separate entities. The major cost for Instructional Support is personnel, although some supplies and operational costs are generated in Instructional Support Services include Student Personnel Services (Encompasses attendance and social work, guidance services, health services, psychological services, parental involvement, and diagnostic and child specialists), Instructional Media, Instruction and Curriculum Development Services, Instructional Staff Training Services, and Instructional Related Technology. General Support Services (7000 s) Activities associated with establishing policy, operating schools and the school system, and providing the essential facilities and services for the staff and students. This includes salaries and expenses for the Board, General Administration (Superintendent s Office), School Administration (Office of the Principal), Facilities Acquisition and Construction, Fiscal Services, Food Services, Central Services (Planning, Research, Development and Evaluation Services, Information Services, Statistical Services, Personnel Services, Internal Services). Maintenance of Plant (8100) - Activities concerned with maintaining the grounds, buildings and equipment at an acceptable level of efficiency through repairs or preventive maintenance. Administrative Technology Services (8200) Activities concerned with supporting the school district s information technology systems, including supporting administrative networks, maintaining administrative information systems and processing data for administrative and managerial purposes. Community Service (9100) Community Services consist of those activities that are not directly related to providing education for pupils in a school system. These include non-instructional services provided by the school system for the community. Debt Service (9200) To record expenditures related to the issuance and retirement of debt, including issuance fees, principal and interest payments, and other debt related expenditures. Other Capital Outlay (9300) -To report capital expenditures not related to the acquisition and construction of facilities. The following numeric system is prescribed by the Redbook to account for the different functions: 5000 Instructional Services 6100 Pupil Personnel Services 6200 Instructional Media Services 6300 Instruction and Curriculum Development Services 6400 Instructional Staff Training Services 6500 Instructional Related Technology 7100 Board of Education 7200 General Administration 7300 School Administration 7400 Facilities Acquisition and Construction 7500 Fiscal Services 7600 Food Services 7700 Central Services 7800 Pupil Transportation Services 7900 Operation of Plant 8100 Maintenance of Plant 34
8200 Administrative Technology Services 9100 Community Services 9200 Debt Service 9700 Transfer of Funds This numeric system is used for reporting purposes to the Florida Department of Education and for monthly budget amendments to the Board. OBJECT means the goods purchased or the service obtained. There are eight major object categories. The numeric system prescribed by the Redbook used for reporting to the Florida Department of Education and for presenting budget amendments to the Board accompanies each object description. 100 Salaries 200 Benefits 300 Purchased Services 400 Energy Service 500 Materials and Supplies 600 Capital Outlay 700 Other Expenses 900 Transfers 35