ACPS FY 2015 Proposed Budget - ic-BOARD2016esbpublic.acps.k12.va.us/attachments/d3fa4e4a-73eb... · Strategic Plan 9 Division Priorities 10 ... Board at 703-824-6614. ... mission

EXECUTIVE SUMMARY

Overview of Alexandria City Public Schools 1

School Board Assignments 3

Budget Overview 4

Budget-at-a-Glance 5

Organizational Information ACPS Organizational Chart 6ACPS Facilities 8

Strategic Plan 9Division Priorities 10School Board Budget Priorities 11

Financial Information Combined Funds Statement 12Sources of Revenue by Fund 14Expenditure Overview by Fund 15Major Changes in Operating Expenditures 17

Other InformationStudent Enrollment 18Cost per Pupil 20

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Page 1

ACPS FY 2015 Proposed Budget Executive Summary

Overview of ACPS

Alexandria City Public Schools

Students and Schools

Alexandria City Public Schools (ACPS) is one of the most diverse school divisions in the coun-try and we celebrate and embrace this diversity. ACPS has a unique Offi ce of Equity and Cul-tural Competency that helps ensure a culture where diversity and inclusion are recognized and valued. Our students come from 128 differ-ent countries, speak more than 100 languages, and represent a rainbow of ethnic and cultural groups. They are both ethnically and economi-cally diverse and all are welcomed. The City of Alexandria and Alexandria City Public Schools are dedicated to ensuring academic success for each and every student.

The school division is comprised of twelve elementary schools, one Pre K-8 school, fi ve middle schools (grades 6-8), and one high school, T.C. Williams High School, consisting of four campuses (a 9th grade campus, a sepa-rate main campus for grades 10-12, a fl exible, online learning satellite campus and an interim education facility, the Chance for Change Academy). ACPS also operates the Northern Virginia Juvenile Detention Center School, where you’ll fi nd one of the Washington Post 2013 Agnes Meyer Outstanding Teacher Award winners.

ACPS will serve a projected 14,171 students in FY 2015 and is the 23rd largest of 132 school divisions in the Commonwealth of Virginia and is surrounded by three of the fi ve largest Vir-ginia school divisions—Fairfax, Prince William, and Loudoun County Public Schools.

Governance

The Alexandria City School Board is a nine-member elected body that adopts policy for the daily operation of schools and ensures that school laws and ordinances governing the pub-lic schools in the Commonwealth of Virginia are properly explained, enforced, and observed.

The City is divided into three voting districts. Three Board members are elected from each district and serve a three-year term.

School Board meetings are typically held on the fi rst and third Thursdays of the month in the School Board Meeting Room. In the spring of 2014, the central offi ces will move to 1340 Braddock Place and the School Board meetings will be held at that location. Board meetings are televised in Alexandria live on Channel 71, streamed live and archived on the ACPS web site. Meeting agendas are maintained online at http://esbpublic.acps.k12.va.us by the School Board Offi ce. They are also posted online at www.acps.k12.va.us/board/meetings/. For more information, please contact the Clerk of the Board at 703-824-6614.

Any citizen may address the Board at any regu-lar meeting during the designated period called “Communications and Addresses to the Board.” Persons wishing to appear before the School Board are requested to contact the Clerk for placement on the agenda. A reasonable period of time, as determined by the School Board, will be allocated at each regular meeting for citizens to present matters of concern.

Dr. Alvin Crawley is the Interim Superintendent for the school division. The Superintendent’s mission is to ensure that each and every child receives an excellent education.

The Superintendent works closely with execu-tive staff in managing all aspects of school division operations. The Departments of Ac-countability, Elementary School Instruction, Equity and Cultural Competency, Middle School Instruction, all Chief Offi cer areas, and all Schools report directly to the Superintendent.

The Offi ce of Equity and Cultural Competency provides counsel and support to the administra-tion, school principals and staff to help ensure that our schools are safe, equitable learning environments for all students.

Page 2

ACPS FY 2015 Proposed BudgetExecutive Summary

Overview of ACPS

The Department of Accountability staff work closely with schools and central offi ce staff to oversee instructional assessment and program evaluations.

The Departments of Elementary and Middle School Instruction were created for FY 2014 to focus on direct support to principals and instruc-tional and operational aspects of the elementary and middle schools.

The Chief Human Resources Offi cer oversees compensation and benefi ts, employee relations, employment services, and total compensation review.

The Chief Financial Offi cer supervises account-ing, budgeting, fi nancial systems and reporting, fi scal compliance, payroll, and procurement.

The Chief Academic Offi cer directly oversees all aspects of instructional programming including curriculum and effective teaching. The offi ces include Adult Education, Curriculum Design and Services, English Language Learner (ELL) Ser-vices, Professional Learning, Special Education Services, Talented and Gifted Services, and Title I Programs.

The schools are supported in non-instructional operations by the Chief Administrative Offi cer, who also serves as the Community Ombuds-man. The Chief Administrative Offi cer oversees the support services provided by the Depart-ments of Communications and Public Relations, Educational Facilities, Pupil Transportation and School Nutrition Services.

The Chief Policy and Student Services Of-fi cer oversees health services, policy develop-ment, psychology services, school counseling services, social worker services, truancy and homeless student services, volunteerism and community partnerships, and the Family and Community Engagement (FACE) Centers.

The Chief Technology Offi cer oversees all aspects of the division’s technology program, including education and business applications, help desk, library/media, network infrastructure, online learning, registrars, student data, and web services. This position also coordinates

responses to Freedom of Information Act (FOIA) requests.

The organizational structure is intended to ensure that the key focus remains on qual-ity instruction, curriculum, and comprehensive student support. ACPS, like many other school divisions, is retooling signifi cant operations to ensure increased effi ciency and effectiveness as budget discussions become more diffi cult, additional capacity is needed for increased en-rollment, and the focus on student achievement stays central to our work.

The structure of the central offi ce concentrates on planning, continuous improvement, leader-ship development, and culture as shared re-sponsibilities of all ACPS administrators.

Page 3


School Board Assignments

(Left to right): Stephanie A. Kapsis, William E. Campbell, Marc Williams, Justin P. Keating, Karen A. Graf (Chairman), Ronnie Campbell, Patricia Ann Hennig, Kelly C. Booz, Christopher J. Lewis (Vice Chairman)

Board Member School AssignmentsBoard StandingCommittees

Board AdvisoryCommittees

City CouncilLiaison

Other Appointments

Karen A. GrafChairman

Charles BarrettMatthew MauryT.C. Williams

Legislative VSBADelegate*Budget & Audit

PTACCommunityEngagement

Bill EuilleMayor

Long Range PlanningCommitteeJoint City Schools

Christopher J. LewisVice Chairman

Patrick HenrySamuel W. Tucker

Operations*Human Resources

Student Achievement Del Pepper Technology ComissionPatrick Henry SteeringCommittee

Kelly C. Booz Douglas MacArthurGeorge WashingtonT.C. Williams

Talented & GiftedCommunityEngagement

Justin Wilson Youth SportsCurriculum & InstructionLiaison

Ronnie Campbell Francis C. HammondNorthern VirginiaJunvenile DetentionCenter SchoolShelterCareT.C. Williams Satellite

Operations Career andTechnicalEducation (CTE)

John Chapman Gang Task ForceLong Range PlanningCommittee

William E. Campbell Cora KellyJames K. Polk

Budget & AuditOperations

Student Achievement John Chapman Child Youth & FamiliesCommissionPTLI

Patricia Ann Hennig William RamsayChance for ChangeAcademyAdult Education

Budget & Audit*Operations

Budget Del Pepper

Stephanie A. Kapsis Jefferson HoustonJohn AdamsMount Vernon

Human Resources*Policy

Special Education(SEAC)

Paul Smedberg Principal EvaluationCommitteeCurriculum &Instruction Liaison

Justin P. Keating Lyles CrouchGeorge Washington

Legislative VSBAAlternateHuman ResourcesPolicy

School Health Allison SilberbergVice Mayor

Jefferson Houston SteeringCommitteeJoint City Schools

Marc Williams Francis C. HammondGeorge Mason

Policy*Human Resources

Tim Lovain Children Youth & FamiliesCommission

*Indicates Chair of Committee

Page 4


Budget Overview

Budget Overview

The FY 2015 proposed budget represents an ongoing commitment to support ACPS students through excellence in the classroom and to continue initiatives that have been implemented to decrease gaps in achievement across vari-ous economic, educational and racial achieve-ment groups. It also refl ects a thorough review of all programs and services to focus on stu-dent achievement.

The FY 2015 proposed operating budget totals $234.95 million, an increase of 3.3% compared to the FY 2014 fi nal budget. The appropriation to ACPS from the City of Alexandria included in this proposal totals $193.04 million, an increase of 4.0% compared to the FY 2014 fi nal budget.

Total positions funded through combined funds show a net increase of 32.58 FTE or 1.4%, when combining all funding sources.

For FY 2015, overall student growth is project-ed to increase by 4.0%, or 548 students. El-ementary (K-5) enrollment accounts for most of this growth with 376 new students anticipated for the upcoming school year. Total secondary enrollment is projected to increase by 172 for FY 2015.

FY 2015 Budget Priorities

The FY 2015 proposed budget focuses on core instruction and targeted intervention. Through-out this budget, ACPS remains committed to improving student learning and preparing all students for college, work, and life. The com-bined funds budget specifi cally addresses:• Support for Literacy and Mathematics• Support for English language learners and

students with disabilities• Recruitment, Training, and Retention• Targeted Intervention: Disproportionality,

Suspension, Attendance and Dropout Rate

• Infrastructure and Capacity: Department Support, Continuous Evaluation and Moni-toring, Systems/Processes, and Facilities

Although exceptional progress can be seen through the division-wide transformation efforts over the past several years, the work is not complete. The School Board, Superintendent, and staff continue long-term efforts that require strategic planning, investment in our staff, professional learning, accountability, and com-munity partnerships. It requires the full com-mitment of all members of the ACPS family to “set the international standard for educational excellence, where all students achieve their potential and actively contribute to our local and global communities.”

Page 5


Budget-at-a-Glance

Alexandria City Public Schools

Combined Expenditures

BudgetFY 2011 Actual FY 2012 Actual FY 2013 Actual FY 2014 Final

Budget

FY 2015 Proposed

Budget

$ Change FY 2014 to 2015

Operating 193,737,595$ 204,930,536$ 215,330,930$ 227,334,182$ 234,947,769$ 7,613,587

Grants 18,481,156 18,585,285 14,382,814 11,609,641 10,949,414 (660,227)

School Nutrition 5,789,373 5,992,413 6,547,968 7,127,148 6,920,584 (206,564)

Total 218,008,124$ 229,508,234$ 236,261,712$ 246,070,971$ 252,817,767$ 6,746,796$ *The FY 2014 and FY 2015 budget amounts do not include other sources of funds for accuracy in expenditure comparisons.

Total FY 2015 Operating Fund Expenditures Budget: $234.95 million, or 3.3% greater than FY 2014. City appropriation totals $193.04 million, or 4.0% above FY 2014. Total positions (full-time equivalents or FTEs) in the operating budget have increased by 36.90 FTEs for a total of 2,157.94.

Total FY 2015 Grants and Special Projects Budget: $10.95 million, decreasing by 5.7% compared to FY 2014. The decrease in the Grants and Special Projects Budget is primarily the result of the projected de-clines in federal entitlement grants. Total FY 2015 School Nutrition Budget: $6.92 million, a decrease of 2.9% compared to FY 2014.

G R AN TS , SP E CI AL P R O JE C TS, AN D S C HO O L N U TR I T I O N F U N DS E X PE N DI TU R E S

FY 2011 Actual

FY 2012 Actual

FY 2013 Actual

FY 2014 Final Budget

FY 2015 Proposed

Budget

% Change FY 2011 to

2015

% Change FY 2014 to

2015

Total Enrollment* 11,999 12,395 13,114 13,623 14,171 18.1% 4.0%Total FTEs (all funds) 2,180.88 2,210.48 2,194.78 2,284.91 2,317.49 6.3% 1.4%City Appropriation 167,886,567$ 174,956,420$ 179,486,405$ 185,611,472$ 193,035,931$ 15.0% 4.0%*Enrollment figures represent actuals for FY 2011 through FY 2014 as of September 30; FY 2015 is projected enrollment.

T O T AL O P E R AT I N G R E V E N U E AN D E X P E N D I T U RE S

Page 6


Organizational Information

Alexandria City Public SchoolsOrganizational Chart

Overview

Students and SchoolsPre K-5 Principals

K-5 PrincipalsPre K-8 Principals

Middle School PrincipalsHigh School PrincipalAlternative Programs

Alexandria CitySchool Board

Chief Administrative OfficerSuperintendent Designee

Community OmbudsmanCommunications and Public Relations

Educational FacilitiesOrganizational Improvement

Pupil TransportationSchool Nutrition Services

Dr. Alvin Crawley Interim Superintendent

Chief Policy and Student Services Officer

Superintendent Designee

Policy Development Positive Behavior Interventions and

SupportSchool Counseling Services

School Health Services School Psychology Services

School Social Worker ServicesTruancy and Homeless Student

ServicesVolunteerism and Community

Partnerships

Chief Academic Officer

Adult Education Curriculum Design and Services

Early ChildhoodELL Services

GrantsProfessional Learning

Special Education ServicesTalented and Gifted Services

Title I Programs

Chief Human Resources Officer

Compensation and BenefitsEmployee Relations

Employment ServicesTotal Compensation Review

Chief Financial OfficerSuperintendent Designee

AccountingBudget

Financial Systems and ReportingFiscal Procedures and Compliance

PayrollProcurement

Chief Technology Officer

Education and Business ApplicationsFOIA

Help DeskInstructional Technology

Library/MediaNetwork Infrastructure

Online LearningRecords Management

RegistrarsStudent DataWeb Services

Executive Director of Accountability

Data Analysis & ReportingEvaluation & Research

Technical SupportTest Administration

Clerk of the BoardAdministrative Assistant

Directory of Equity and Cultural Competency

Cultural Competence Training & Support

Hearings OfficerHomeschool Liaison

Student EquityTitle IX of the Education Amendments

of 1972

Director of Elementary School Instruction

Elementary School Principal Leadership

Director of Middle School Instruction

Middle School Principal Leadership

Page 7



Dr. Alvin Crawley Interim Superintendent

Alexandria City Public SchoolsOrganizational Chart

School Board, Superintendent, and Schools

Elementary Principals

Pre K-8 Principal

Alexandria CitySchool Board

High School Principal Detention Center Principal

Director of Middle School Instruction

Director of Elementary Instruction

Satellite Campus

Chance for Change Academy

Sheltercare

Middle School Principals

Page 8



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Page 9


ACPS Strategic Planning, Division and School Board Budget Priorities

To align all resources and activities toward achieving the division’s mission ACPS must craft all planning – school, department, and em-ployee plans plus supporting budgets – around the ACPS Strategic Plan 2010-2015, shown in full in the Appendix section of this document.

In December 2012, the ACPS School Board approved the Division Priorities for school years 2012-13 through 2015-16. The six identifi ed areas of priority are: Special Education, English Language Learners, Elementary Reading and Mathematics, Talented and Gifted Identifi cation, Middle Schools, and T.C. Williams High School.

The areas are mapped to the fi ve broad goals of the ACPS Strategic Plan 2010-2015 and are uniformly focused on improving student learning, with an emphasis on closing achieve-ment gaps and reducing disproportionality for black and hispanic students in areas such as talented and gifted identifi cation, special educa-tion identifi cation, drop out rates and short term suspensions. Each priority area is assigned key measures to display past performance as well as future targets in order to gauge progress.

Schools align their School Education Plans to the Division Priorities and use school-specifi c data to identify SMART (Specifi c, Measurable, Aggressive and Achievable, Relevant, Time-Bound) goals that guide their actions through-out the school year. Through a root cause analysis, schools identify the top strategies used to reach their SMART goals and create action plans to support the strategies. The plans are monitored through quarterly Plan-Do-Study-Act (PDSA) cycles. Summaries of the School Education Plans can be found on the individual school pages in the Schools section of this document.

The table on the following page, “Key Mea-sures for ACPS Priorities for School Years 2012-16,” includes 2012-13 results and serves as an update to the division’s progress toward the identifi ed targets.

All metrics are aligned to the Strategic Plan 2010-2015 goal 1, goal 2, and goal 3. Prog-ress towards the goals are shown in the column titled ACPS Results SY 12-13. Eleven targets were fully or partially reached, while improve-ment was shown for an additional six targets that were not met.

School Board Budget Priorities

At the School Board retreat in the Fall of 2013, the School Board approved the following FY 2015 Budget Priorities:

• Literacy (Grades K-12) & Mathematics (Grades K-12)

• Special Education and English Language Learners

• Recruitment, Training, and Retention• Targeted Intervention: Disproportionality,

Suspension, Attendance and Dropout Rate• Infrastructure and Capacity: Department

Support, Continuous Evaluation and Moni-toring, Systems/Processes, and Facilities

These budget priorities are mapped to the Strategic Plan 2010-2015 goals and division priorities. All school and department budgets were created with these priorities as a focus. In addition, all subsequent budget decisions by the Interim Superintendent and Executive Leadership Team were based on the budget priorities and their relationship to the division priorities and strategic plan. The table following the ACPS Priorities for SY 2012-16 table shows specifi c funding areas to support these budget priorities.

Strategic Plan

Page 10


Strategic Plan**

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79%

(68%

)%

Dro

pout

Rat

e - B

lack

stu

dent

s / H

ispa

nic

stud

ents

11%

/ 18

%10

% /

15%

9% /

13%

6% (7

%)

% D

ispr

opor

tiona

lity

betw

een

shor

t-ter

m s

uspe

nsio

ns a

nd e

nrol

lmen

t - H

igh

Sch

ool B

lack

mal

e st

uden

tsre

duce

to 1

8%19

%re

duce

to 1

2%0%

As

of 1

1/18

/201

3

All

met

rics

are

alig

ned

to ta

rget

the

Stra

tegi

c Pl

an 2

010-

2015

goa

l 1, g

oal 2

, and

goa

l 3 re

spec

tivel

y.

AC

PS P

riorit

ies

for S

Y 20

12-1

6SPED & ELL Elementary Secondary

Rea

ched

Tar

get

SO

L da

ta a

re re

porte

d us

ing

the

adju

sted

pas

s ra

te, a

djus

tmen

ts w

ere

mad

e fo

r cer

tain

tran

sfer

sta

tuse

s, E

nglis

h la

ngua

ge p

rofic

ienc

y, a

nd/o

r rem

edia

tion.

Stra

tegi

c Pl

an 2

010-

2015

Impr

oved

Goa

l 1. E

nsur

e al

l stu

dent

s de

mon

stra

te s

igni

fican

t aca

dem

ic g

row

th, a

nd d

ram

atic

ally

impr

ove

achi

evem

ent o

utco

mes

for s

tude

nts

belo

w g

rade

leve

l.G

oal 2

. Pro

vide

a ri

goro

us, r

elev

ant,

and

inte

rnat

iona

lly b

ench

mar

ked

educ

atio

n to

ena

ble

all s

tude

nts

to s

ucce

ed a

s ci

tizen

s in

the

glob

al c

omm

unity

.G

oal 3

. Cre

ate

an e

xcep

tiona

l lea

rnin

g en

viro

nmen

t.G

oal 4

. Im

plem

ent a

focu

sed,

tran

spar

ent g

over

nanc

e m

odel

whi

ch in

corp

orat

es e

ffect

ive

com

mun

icat

ion

and

evid

ence

-bas

ed d

ecis

ion

mak

ing.

Goa

l 5. P

rovi

de c

lean

, saf

e an

d co

nduc

ive

lear

ning

env

ironm

ents

that

util

ize

best

pra

ctic

es fo

r ene

rgy

effic

ienc

y an

d en

viro

nmen

tal s

usta

inab

ility

.S

taye

d co

nsta

nt

(+/-

2%)

Dec

lined

Not

es:

1 Fede

ral G

radu

atio

n In

dica

tor:

% o

f stu

dent

s w

ho g

radu

ate

with

a S

tand

ard

or A

dvan

ced

Stu

dies

Dip

lom

a in

four

, fiv

e, o

r six

yea

rs(T

.C. W

illia

ms

is u

sing

the

four

-yea

r mea

sure

); cu

rren

t AC

PS

dat

a ar

e ba

sed

on th

e S

Y11

-12

4-yr

coh

or

Page 11


Division Priorities Support

1. L

itera

cy a

nd M

athe

mat

ics

Incr

ease

d el

emen

tary

sch

ool b

ase

allo

catio

n; m

ath

text

book

ado

ptio

n an

d re

plac

emen

t tex

tboo

ks; c

onsu

mab

le

and

repl

acem

ent r

eadi

ng te

xtbo

oks;

ext

ende

d le

arni

ng fu

nds;

mag

net p

rogr

am, I

B PY

P an

d ot

her e

xem

plar

y pr

ogra

ms;

pro

fess

iona

l lea

rnin

g co

horts

for l

itera

cy a

nd m

ath;

cur

ricul

um e

nhan

cem

ents

to in

clud

e an

chor

le

sson

s fo

r key

con

cept

s an

d sk

ills in

SO

L-te

sted

con

tent

are

as; a

nd g

rant

-fund

ed s

uppo

rt th

roug

h th

e Ea

rly

Rea

ding

Inte

rven

tion

and

SOL

Alge

bra

Rea

dine

ss fu

nds.

8.00

FTE

spe

cial

edu

catio

n re

serv

e po

sitio

ns; t

each

er a

nd p

arap

rofe

ssio

nal a

lloca

tions

abo

ve S

tate

-requ

ired

staf

fing

leve

ls; I

DEA

gra

nt-fu

nded

spe

cial

ists

; 4.0

0 FT

E po

sitio

ns a

bsor

bed

in th

e op

erat

ing

fund

from

the

IDEA

gr

ant;

trans

porta

tion

and

tuiti

on fo

r stu

dent

s w

ho a

ttend

out

side

of t

he s

choo

l div

isio

n; s

taff

deve

lopm

ent,

assi

stiv

e te

chno

logy

sof

twar

e an

d ha

rdw

are;

aug

men

tativ

e co

mm

unic

atio

n de

vice

s; a

nd e

xten

ded

scho

ol y

ear.

21.5

0 FT

E ad

ditio

nal E

LL te

ache

rs b

ased

on

enro

llmen

t gro

wth

; Int

erna

tiona

l Aca

dem

y at

the

high

sch

ool w

ith

expa

nsio

n to

the

mid

dle

scho

ols;

mai

ntai

ns E

LL d

ata

anal

yst,

scho

ol-b

ased

dua

l lan

guag

e co

ordi

nato

r, la

ngua

ge a

cqui

sitio

n an

d EL

L in

clus

ion

spec

ialis

ts; a

nd E

LL s

umm

er le

arni

ng.

3. R

ecru

itmen

t, Tr

aini

ng, a

nd R

eten

tion

Rec

ruitm

ent o

f new

em

ploy

ees

thro

ugh

job

fairs

, uni

vers

ity v

isits

, and

adv

ertis

ing;

pro

fess

iona

l lea

rnin

g de

partm

ent;

inst

ruct

iona

l coa

ches

; sta

ff de

velo

pmen

t; tu

ition

ass

ista

nce

for c

ours

es s

uppo

rting

IB p

rogr

am, d

ual

certi

ficat

ion

in E

LL o

r spe

cial

edu

catio

n, m

ath,

read

ing,

and

hon

ors/

gifte

d pr

ogra

ms;

Tot

al C

ompe

nsat

ion

Rev

iew

Com

mitt

ee; T

each

ing,

Em

pow

erin

g, L

eadi

ng a

nd L

earn

ing

(TEL

L) S

urve

y.

4. T

arge

ted

Inte

rven

tion:

D

ispr

opor

tiona

lity,

Sus

pens

ion,

At

tend

ance

, and

Dro

p-O

ut R

ate

Prof

essi

onal

dev

elop

men

t and

wor

ksho

ps th

roug

h th

e O

ffice

of E

quity

and

Cul

tura

l Com

pete

ncy;

im

plem

enta

tion

of th

e Yo

ung

Scho

lars

pro

gram

that

targ

ets

disp

ropo

rtion

ality

with

in g

ifted

pro

gram

min

g;

redi

rect

ion

of s

taff

in m

iddl

e sc

hool

s to

add

ress

alte

rnat

ives

to s

uspe

nsio

n; a

dditi

on o

f a 1

.00

FTE

lang

uage

ac

cess

sup

port

spec

ialis

t and

cen

traliz

atio

n of

tran

slat

ion

serv

ices

in th

e En

glis

h la

ngua

ge le

arne

rs o

ffice

; ex

pans

ion

of A

VID

at m

iddl

e sc

hool

s by

two

addi

tiona

l cla

sses

; Res

tora

tive

Just

ice

impl

emen

tatio

n ta

rget

ing

susp

ensi

on ra

tes;

rest

ruct

ure

of th

e TC

Willi

ams

Sate

llite

cam

pus

and

Cha

nce

for C

hang

e Ac

adem

y to

bet

ter

supp

ort t

he n

eeds

of s

tude

nts;

mai

ntai

ns a

ltern

ativ

e an

d at

-pro

mis

e ed

ucat

ion

staf

fing

at m

iddl

e an

d hi

gh

scho

ols;

and

ext

ende

d le

arni

ng p

rogr

ams.

5. In

fras

truc

ture

and

Cap

acity

; Dep

artm

ent

Supp

ort,

Con

tinuo

us E

valu

atio

n an

d M

onito

ring,

Sys

tem

s/Pr

oces

ses,

and

Fa

cilit

ies

Stre

ngth

enin

g th

e Sc

hool

Sup

port

Team

pro

cess

acr

oss

scho

ols

for g

reat

er a

ccou

ntab

ility

and

stud

ent s

ucce

ss;

addi

tiona

l sup

port

for r

outin

e or

pre

vent

ive

mai

nten

ance

ser

vice

s an

d sc

hool

sec

urity

ser

vice

s, in

clud

ing

1.30

FT

E; m

aint

ains

org

aniz

atio

nal i

mpr

ovem

ent a

naly

st fo

r stra

tegi

c pl

anni

ng a

nd m

onito

ring;

2.0

0 FT

E ad

ditio

nal

bus

driv

ers

to a

ddre

ss in

crea

sed

stud

ent e

nrol

lmen

t; 1.

00 F

TE a

dditi

onal

acc

ount

abilit

y an

alys

t to

build

cap

acity

fo

r com

preh

ensi

ve e

valu

atio

ns a

nd in

crea

sed

data

trac

king

; car

ried

forw

ard

finan

cial

ser

vice

s po

sitio

ns to

re

spon

d to

pro

cure

men

t and

pay

roll

dem

ands

with

the

impl

emen

tatio

n of

the

new

fina

ncia

l sys

tem

s.

2. S

peci

al E

duca

tion

and

Engl

ish

Lang

uage

Lea

rner

s

AC

PS B

udge

t Prio

ritie

s fo

r FY

2015

FY 2

015

Prop

osed

Bud

get

Page 12


Financial Information

Combined Funds Statements

The table below shows the combined funds statement for FY 2011 through FY 2013 actual expenditures, and the FY 2014 fi nal and FY 2015 proposed budgets. For the FY 2014 Final and FY 2015 Proposed Budget, the presenta-tion of expenditures and revenue have been adjusted to show other fi nancing sources and uses as a separate line. This presentation more closely aligns with the statement of revenues, expenditures, and changes in fund balances as presented in the Comprehensive Annual Financial Report (CAFR). As a result, the FY 2014 fi nal expenditure Operating Fund budget is shown as $227.33 million to more accurately compare total expenditures.

The Proposed FY 2015 Combined Funds

Budget consists of the following three separate funds:

Operating Fund: This fund provides for the day-to-day operation of the school division and includes the division’s primary revenue sources from the Commonwealth of Virginia and the City of Alexandria. Revenue increases come from increases in the City appropriation and state revenue. Operating Fund expenditures are pro-jected to increase by 3.3% in FY 2015, from the FY 2014 fi nal budget.

Grants and Special Projects Fund: This fund accounts for all federal, state, and local grants. Federal and state grant funds are pri-marily entitlement funds, allocated to the school division on a formula basis but operating un-der grant rules as they relate to requirements,

Fund FY 2011 Actual FY 2012Actual FY 2013 Actual FY 2014 Final

Budget

FY 2015 Proposed

Budget

Change FY 2014 to FY 2015

Percent Change

Operating FundBeginning Balance 14,445,069$ 15,977,860$ 16,173,447$ 13,097,781$ 6,428,316$ (6,669,465)$ -50.9%Use/ (Additions) of Fund Balance (1,532,791) (195,587) 3,075,667 6,669,465 4,565,941 (2,103,524) -31.5%Revenue 195,270,386 205,126,123 212,286,484 220,201,842 229,508,554 9,306,712 4.2%Expenditures 193,737,595 204,930,536 215,330,930 227,334,182 234,947,769 7,613,587 3.3%Other Financing Sources / (Uses) - - (31,221) 462,875 873,274 410,399 88.7%Ending Fund Balance* 15,977,860$ 16,173,447$ 13,097,781$ 6,428,316$ 1,862,375$ (4,565,941)$ -71.0%

Grants and Special Projects FundBeginning Balance 2,267,148$ 2,753,314$ 2,562,085$ 3,091,635$ 2,813,010$ (278,625)$ -9.0%Use/ (Additions) of Fund Balance (486,166) 191,229 (529,550) 278,625 502,517 223,892 80.4%Revenue 18,967,322 18,394,056 14,881,143 10,980,487 9,970,171 (1,010,316) -9.2%Expenditures 18,481,156 18,585,285 14,382,814 11,609,641 10,949,414 (660,226) -5.7%Other Financing Sources / (Uses) - - 31,221 350,528 476,726 126,198 36.0%Ending Fund Balance* 2,753,314$ 2,562,085$ 3,091,635$ 2,813,010$ 2,310,493$ (502,517)$ -17.9%

School Nutrition FundBeginning Balance 1,661,382$ 2,047,504$ 2,569,602$ 2,903,413$ 3,108,432$ 205,019$ 7.1%Use/ (Additions) of Fund Balance (386,122) (522,098) (333,811) (205,019) (207,053) (2,034) 1.0%Revenue 6,175,495 6,514,510 6,881,779 7,332,167 7,127,637 (204,530) -2.8%Expenditures 5,789,373 5,992,412 6,547,968 7,127,148 6,920,584 (206,564) -2.9%Other Financing Sources / (Uses) - - - - - - NAEnding Fund Balance* 2,047,504$ 2,569,602$ 2,903,413$ 3,108,432$ 3,315,485$ 207,053$ 6.7%

All FundsBeginning Balance 18,373,599$ 20,778,678$ 21,305,134$ 19,092,829$ 12,349,758$ (6,743,071)$ -35.3%Use/ (Additions) of Fund Balance (2,405,079) (526,456) 2,212,305 6,743,071 4,861,406 (1,881,665) -27.9%Revenue 220,413,203 230,034,689 234,049,406 238,514,496 246,606,362 8,091,866 3.4%Expenditures 218,008,124 229,508,233 236,261,712 246,070,970 252,817,768 6,746,798 2.7%Other Financing Sources / (Uses) - - - 813,403 1,350,000 536,597 66.0%Ending Fund Balance* 18,373,599$ 20,778,678$ 21,305,134$ 18,279,426$ 10,999,758$ (7,279,668)$ -39.8%Note: Numbers may vary due to rounding.

Combined Funds StatementOperating, Grants and Special Projects, and School Nutrition Funds

*Includes encumbered carryover, prepaids, designated beginning balance for the next fiscal year, and undesignated beginning balance for the following fiscal year.1For the FY 2014 Final and FY 2015 Proposed Budget, the fund statement presentation has been adjusted to show other financing sources and uses below revenue and expenditures. This presentation more closely aligns with the statement of revenues, expenditures, and changes in fund balances as presented in the Comprehensive Annual Financial Report (CAFR).

Page 13



management, performance, and reporting. Grants and special projects expenditures are projected to decrease by 5.7% from the FY 2014 fi nal budget.

School Nutrition Fund: This enterprise fund covers all food service operations and administrative costs, primarily from food sales and federal revenue. It does not in-clude cafeteria aides who are budgeted in the operating fund. School Nutrition Fund expenditures are expected to decrease by 2.9%, from the FY 2014 fi nal budget, due to decreases in compensation accounts due to a decrease in contract days for School Nutrition staff offset by moderate in-creases to materials and supplies for food price increases.

As shown on the chart to the right, the oper-ating fund revenue represents 93.1% of the combined funds budgeted revenue and totals $229.51 million. Grants and Special Projects revenue represents 4.0% and totals $9.97 mil-lion. School Nutrition revenue represents 2.9% and totals $7.13 million of the combined funds budget revenue including beginning fund bal-ance.

The chart below shows the distribution of salary, benefi ts and non-personnel expenditures for all funds, combined. Total salary and benefi ts expenditures comprise approximately 84.1% of the total combined funds proposed budget in FY 2015, the same as FY 2014 fi nal budget. Of signifi cance, the benefi ts category increases by $3.9 million, an increase of 7.2% due to in-creased VRS rates and other mandated ben-efi ts.

Operating 93.1% Grants and Special

Projects 4.0%

School Nutrition 2.9%

FY 2015 Proposed Combined Funds Budget Total Revenue

$0

$50

$100

$150

$200

$250

$300

FY 2011 Actual FY 2012 Actual FY 2013 Actual FY 2014 FinalBudget

FY 2015 ProposedBudget

$135.6 $143.6 $150.5 $154.0 $155.4

$44.6 $47.1 $52.9 $53.5 $57.3 $37.8

$38.8 $35.5 $38.7 $40.2

Dolla

rs, i

n m

illio

ns

ACPS Combined Funds Expenditures FY 2011 - FY 2015

Non-personnel Benefits Salaries

Page 14



Sources of Revenue by Fund

Operating Fund: The primary source of operating revenue for ACPS is the City appro-priation which comprises 84.1% of projected op-erating revenue. State revenue is much smaller at 15.4%, and local and federal revenues total approximately 0.5%.

The FY 2015 budget includes a requested use of fund balance which represents the unencumbered, undesignated, unspent funds from two years prior. The total amount of $4.57 million budgeted for FY 2015 is a decrease of approximately $2.10 million, or 31.5%, from the amount budgeted for FY 2014.

The City appropriation of $193.04 million is an increase of $7.42 million, or 4.0% greater than the previous fi scal year. The City appropriation per student is projected to grow slightly. The FY 2015 appropriation per student increases by $66 or 0.5%.

State revenues are projected to total $35.32 million, an increase of $1.85 million or 5.5%. State revenues are projected to decrease in a few Average Daily Membership (ADM) driven items offset by increases in basic aid and sales tax revenue projections.

Local revenue projections total $1.06 million in FY 2015, an increase of $0.03 million or 3.2%. This increase is primarily driven by projected in-

State Funds 15.4%

Local Funds 0.5%

Federal Funds 0.0%

City Appropriation 84.1%

Operating Fund FY 2015 Proposed Budget Revenue

(Excluding Fund Balance and Other Financing Sources)

$167,886,567

$174,956,420 $179,486,405

$185,611,472

$193,035,931

$13,914 $14,100

$13,687 $13,556 $13,622

13,000

13,500

14,000

14,500

15,000

$110,000,000

$120,000,000

$130,000,000

$140,000,000

$150,000,000

$160,000,000

$170,000,000

$180,000,000

$190,000,000

$200,000,000

FY 2011 Actual FY 2012 Actual FY 2013 Actual FY 2014 FinalBudget

FY 2015Proposed

Budget

City

App

ropr

iatio

n

City Appropriation: Total and Per Student

City Appropriation City Appropriation per Student

Page 15



creases in rental and custodial fees and indirect cost recovery.

Federal funds total $0.09 million, unchanged compared to FY 2014. These funds support the JROTC program at T.C. Williams high school. Additional federal revenue received by ACPS include entitlement grants which are budgeted in the Grants and Special Projects Fund.

Other Financing includes other sources of funds from Medicaid and the Health Benefi ts Reserve. The combined amount is projected to increase by $0.82 million for FY 2015. Also included are other uses of funds for the Pre-school Fund. The Operating Fund support to this program increases by $0.41 million for FY 2015.

Grants and Special Projects Fund: Total budgeted revenues in this fund are projected to decrease by $1.01 million, or 9.2%. Additional grant funding may be available during FY 2015 through the use of carryover from prior year grant funds or if new awards become available.

School Nutrition Fund: A decrease in revenues of $0.20 million, or 2.8%, is driven by decreases in projected local revenue offset by projected increases in program participation and corresponding federal reimbursement. Ad-ditional information can be found in the Finan-cials section of this document.

Expenditure Overview by Fund

Operating Fund: The FY 2015 operating fund budget totals $234.95 million, an increase of $7.61 million or 3.3% when compared to the previous fi scal year’s budget.

Salary accounts increase by $1.83 million or 1.3% compared to the FY 2014 fi nal budget as a result of a greater number of FTEs and carry-ing forward the step increase awarded halfway through the contract year in FY 2014. The ben-efi t expenditures increase by $3.86 million or 7.2%, primarily the result of increased Virginia Retirement System (VRS) rates.

$0.00

$50.00

$100.00

$150.00

$200.00

$250.00

FY 2011 Actual FY 2012Actual

FY 2013 Actual FY 2014 FinalBudget

FY 2015 ProposedBudget

$193.74 $204.93

$215.33 $227.33

$234.95

$18.48 $18.59 $14.38

$11.61 $10.95 $5.79

$5.99 $6.55 $7.13 $6.92

$ In

Mill

ions

Expenditures by Fund FY 2011 - FY 2015

Operating Fund Grants and Special Projects Fund School Nutrition Fund

Page 16



Non-personnel accounts increase by $1.64 mil-lion or 5.2%. Major changes include additional funding for materials as a result of increasing en-rollment, funding to support routine maintenance needs, and funding to replace textbooks and mu-sical instruments. Additional details can be found in the Financials section of this document.

Grants and Special Projects Fund: The total budgeted expenditures for grants and special projects in FY 2015 is $10.95 million, a decrease of $0.66 million or 5.7%.

Salary accounts decrease by $0.07 million or 1.1%. Benefi t accounts decrease by $0.36 mil-lion or 16.3%. Non-personnel accounts de-crease by $0.23 million or 6.7%. These changes are seen in more detail in the Financials section of this document. The Grants and Special Proj-ects proposed budget is a preliminary estimate (as in previous years) of new awards that will be adjusted later in the year as additional informa-tion is received. Final grant award amounts are typically confi rmed by the grantors in the fall. In addition, carry-over funding will be determined based on the FY 2014 year-end audited actual expenditures.

Salaries and benefi t expenditures from the grants and special projects fund total $7.73 mil-lion, or approximately 70.6% of the total grants and special projects budget.

School Nutrition Fund: The Food and Nutri-tion Services Fund is a major, special revenue fund used to account for revenues internally restricted to expenditures for certain purposes, specifi cally for the procurement, preparation, and serving of student meals. The FY 2015 budget-ed expenditures total $6.92 million, a decrease of $0.21 million compared to the FY 2014 fi nal budget.

Salary accounts decrease by $0.37 million or 14.5% due to a reduction in contract length for School Nutrition staff. Benefi ts accounts in-crease by $0.06 million, or 6.5%, as a result of the increases in VRS rates and healthcare and

dental premiums experienced by many part-time positions budgeted in this fund. Non-personnel accounts increase by $0.10 million or 2.7% driven by increases in food supplies and food service supplies. These changes are shown in more detail in the tables in the Financials section of this document.

Major Changes in Operating Expenditures

The FY 2015 operating budget increases by 3.3% or $7.61 million compared to the FY 2014 fi nal budget. This increase is driven by enroll-ment based expenses to fund teachers, school support services and materials and supplies for additional students.

Increases found in other expenditure categories are the result of investments in maintaining aging buildings and infrastructure and additional costs required to meet the diverse needs of our stu-dents. These increases are offset by signifi cant reductions and realignments in various areas of the budget.

Many factors impact the overall level of ACPS budgeted expenditures and the changes in the budget from one year to the next including:

• Student enrollment growth and the corre-sponding staffi ng required based on staffi ng ratios for elementary homeroom and encore classes, English language learner, and stu-dents receiving special education services;

• Formula-based allocations for schools (mate-rials and supplies and standard stipends);

• The value of salary adjustments, a function of salary scales, seniority, and the educa-tional levels of staff;

• Reallocation of staff based on changes in student needs and effi ciency issues;

• The cost of employee benefi ts such as Vir-

Page 17



ginia retirement plans and related benefi ts (as determined by the Commonwealth of Virginia) and health benefi t plan premiums;

• Federal, state, and local mandates; and

• New initiatives to meet student needs and division goals.

Major changes include additions for enrollment driven staffi ng, retirement and other benefi ts costs, as well as increased investment in facili-ties maintenance and infrastructure. The divi-sion signifi cantly increased English language learner (ELL) teacher positions and encore positions.

Other changes include providing increased sup-port for elementary mathematics textbooks; pro-fessional development in the areas of reading, writing, and mathematics; purchasing replace-ment and additional musical instruments; as well as identifying effi ciencies in various Central Offi ce departments.

The table below highlights the major changes in the FY 2015 budget. It includes technical adjust-ments, expenditure additions, a brief analysis of revenue and other funding sources, and fi nally, the total amount of reductions required to bal-ance. Additional details can be found in the Financials section of this document.

DESCRIPTION AMOUNT FTE

FY 2014 Base Budget1 227,334,182$ 2,121.04

Technical Adjustments (641,458)$ (8.04) Virginia Retirement System and Other Benefits 5,016,411$ - Enrollment-driven Staffing: K-12 School Instructional Staff 2,818,644$ 37.70

Enrollment-driven Staffing: General and Special Education Staffing Reserves 1,518,600$ 20.00 Instructional Support: Textbooks, Professional Learning, Instructional Support Staff 1,670,068$ 6.74 Administrative Services and Facilities 2,860,409$ - Other Infrastructure Supports 560,271$ 2.00

Total Needs-based Budget 241,137,128$ 2,179.44 Annual Expenditure Change 13,802,946$ 58.40

Revenue and Other Sources or Uses of Funds Total Annual Change

Use of Fund Balance 4,565,941$ (2,103,524)$ State Revenue and Medicaid Reimbursements 35,319,779 1,849,315 Local Revenue 1,062,844 32,938 Federal ROTC Funding 90,000 - Other Sources: Medicaid Fund Balance and Healthcare Reserves 2,150,000 818,000 Other Uses: Preschool Transfer (1,276,726) (407,601) Subtotal : Available Revenue and Other Funds 41,911,838$ 189,128$

City Appropriation Needed 199,225,290$ 13,613,818$ City Appropriation Requested 193,035,931$ 7,424,459$

Needs-based Funding Gap closed through the Efficiencies/Reductions*: 6,189,359$ 6,189,359$ FTEs (21.50)

Final FY 2015 Operating Expenditures and FTEs 234,947,769 2,157.94

*More details are outlined in the Financials section of this book.

Major Changes and Funding Gap Analysis--FY 2015 Proposed Operating Budget

1The FY 2014 base budget has been adjusted to show other financing sources and uses below revenue and expenditures. This presentation more closely aligns with the statement of revenues, expenditures, and changes in fund balances as presented in the Comprehensive Annual Financial Report (CAFR).

Page 18


Other Information

FY 2015 Student EnrollmentStudent enrollment is projected to total 14,171, an increase of 548 students or 4.0% compared to FY 2014 actual enrollment. The declining trend in enrollment that began in FY 2001 was reversed in FY 2008 and enrollment has in-creased by over 3,400 students since then.

Over the past fi ve years, our student demo-graphics have changed as shown on the fol-lowing page. Special education enrollment has declined from 13.6% of total student enrollment in FY 2011 to 11.1% of total students projected for FY 2015. In addition, the number and per-centage of students with moderate to severe disabilities has declined over this period.

The number of students who are English lan-guage learner (ELL) continues to increase and these students are projected to represent ap-proximately 27.6% of the total student popula-tion in FY 2015.

The number of students eligible for free and reduced-price meals totaled 59.6% of the total student population in FY 2014 and is antici-pated to increase for FY 2015. ACPS does not project eligibility or participation in the free and reduced-price meal program.

The ethnic composition of ACPS student enroll-ment is shown in the pie chart on the following page.

Additional information can be found in the Infor-mation section.

ElementaryCharles Barrett 319 391 402 446 482 163 36 Cora Kelly 367 353 365 373 388 21 15 Douglas MacArthur 625 643 693 704 727 102 23 George Mason 439 472 495 512 533 94 21 James K. Polk 583 626 656 690 713 130 23 Jefferson-Houston1 333 364 372 356 386 53 30 John Adams 811 814 820 874 895 84 21 Lyles-Crouch 356 415 427 437 441 85 4 Maury 348 395 422 418 448 100 30 Mount Vernon 701 713 774 768 820 119 52 Patrick Henry 437 531 586 586 651 214 65 Samuel Tucker 683 689 722 740 751 68 11 William Ramsay 702 741 829 831 876 174 45 Elementary Subtotal 6,704 7,147 7,563 7,735 8,111 1,407 376

SecondaryFrancis C. Hammond 1 419 413 431 462 485 66 23 Francis C. Hammond 2 429 427 439 459 486 57 27 Francis C. Hammond 3 414 428 433 465 485 71 20 George Washington 1 476 475 524 580 592 116 12 George Washington 2 474 481 523 578 587 113 9 T.C. Williams - Minnie Howard Campus 699 701 700 714 751 52 37

T.C. Williams 2,319 2,254 2,422 2,570 2,614 295 44 Secondary Subtotal 5,230 5,179 5,472 5,828 6,000 770 172

Special Placements 65 69 79 60 60 (5) - Grand Total 11,999 12,395 13,114 13,623 14,171 2,172 548 1Jefferson-Houston enrollment includes 24 6th grade students, 18 7th grade students and 15 8th grade students projected in FY 2015.

FY 2013 Actual

FY 2014Actual

Enrollment by Schoolas of September 30

Includes District-wide Special Education (DWSE), Under 5/Over 20, and Special Placements

Change 2014 to 2015

Projected

FY 2015 Projected

Change 2011 to 2015

Projected

FY 2011 Actual

FY 2012 Actual

Page 19


Other Information

*Beginning in FY 2012, English language learner enrollment does not include monitor years 1 and 2.

13.6% 12.4% 12.2% 11.6% 11.1%

28.2%22.8% 24.4% 25.4% 27.6%

53.8% 55.8% 56.2%59.6%

N/A0.0%

10.0%

20.0%

30.0%

40.0%

50.0%

60.0%

70.0%

FY 2011 FY 2012 FY 2013 FY 2014 FY 2015Projected

Special Education, English Language Learner, and Free and Reduced-Price Meal Eligibility Students as a Percentage

of Total ACPS Enrollment

Special Education % ELL % Free and Reduced-Price Meal Eligibility %

AmericanIndian, 0.5%

Asian/PacificIslander, 4.8%

Black, 31.8%

Hispanic, 33.0%

White, 27.6%

Unspecified,2.3%

ACPS Demographic Composition: Ethnic Enrollment FY 2014

Page 20


Other Information

Cost per Pupil

ACPS developed new cost per pupil calcula-tions in FY 2009 (see the Information Section for details). The analysis provides time series data on the average cost per pupil for all stu-dents, then disaggregates the cost into three components: all general education services; special education services; and English lan-guage learner (ELL) services.

As shown in the table and bar chart below, average budgeted per pupil costs decreased slightly by 0.6% to 17,249, from FY 2014 fi nal to FY 2015 proposed budget.

The FY 2015 proposed general education bud-get per pupil costs deceased slightly by 0.3% to $13,858. Special education costs decreased by 1.0% to $34,909 and English language learner costs increased by 3.1% to $18,010.

The FY 2014 fi nal budget costs per pupil below, vary from those published in the FY 2014 fi nal budget document as a result of restating special education student enrollment for that year.

-

5,000

10,000

15,000

20,000

25,000

30,000

35,000

FY 2011 Actual FY 2012 Actual FY 2013 Actual FY 2014 Final Budget FY 2015 Proposed Budget

Trends in Cost per Pupil, FY 2011 - FY 2015

Average All Students General Education Special Education ELL

New Enrollment / Objects FY 2011 Actual

FY 2012 Actual

FY 2013 Actual

FY 2014 Final

Budget

FY 2015 Proposed

Budget

Percent Change FY 2014

to FY 2015

Percent Change FY 2011

to FY 2015

Average All Students 17,343$ 18,033$ 17,420$ 17,350$ 17,249$ -0.6% -0.5%General Education 14,084$ 14,478$ 14,142$ 13,894$ 13,858$ -0.3% -1.6%Special Education 33,190$ 35,951$ 34,671$ 35,271$ 34,909$ -1.0% 5.2%English language learner 16,418$ 17,837$ 17,328$ 17,463$ 18,010$ 3.1% 9.7%

Documents

ACPS FY 2015 Proposed Budget - ic-BOARD2016esbpublic.acps.k12.va.us/attachments/d3fa4e4a-73eb... · Strategic Plan 9 Division Priorities 10 ... Board at 703-824-6614. ... mission