2015-16
Sustaining a Future of Excellence: Investing in Our Competitive Edge
Work Session #4 – February 3, 2015
Agenda • Departmental Overview (Jackson)
• Administration, Attendance and Health – School Nurses
– Multiple Departments
• Transfers
• Building Services
• Transportation
• Special Revenue Funds – Food Services
– EDEP
Proposed Budget
Instruction
$127,246,222 76.23%
Technology $2,676,496
1.60%
Admin, Attend and Health $7,359,232
4.41%
Building Services/Fac. $15,809,633
9.47%
Transportation $10,071,651
6.03% Transfers
$3,769,753 2.26%
Total: $166,932,987
Tonight’s Discussion: $37,010,269
22.17%
Tonight’s Discussion
Admin, Attend and Health $5,483,411
14.95%
Build. Svs./Fac. $10,431,814
28.43%
T-Port $10,071,651
27.45%
Transfers $3,769,753
10.27%
School-Based $6,932,691
18.90%
Total: $37,010,269
20 Departmental Fixed Operational Expenses = $10.1M
OBJECT Amount OBJECT Amount
VEHICLE & EQUIP.-FUEL 2,183,871 INSURANCE 292,762
ELECTRICAL SERVICES 2,125,983 SOFTWARE LICENSES 278,000
IVY CREEK TUITION 1,393,918 TRAVEL-MILEAGE 155,413
PREP-CBIP PROGRAM 1,328,763 AUTOMOTIVE INSURANCE 115,027
PREP-ED PROGRAM 780,594 REFUSE REMOVAL 112,150
HEATING SERVICES 688,529 ADAPTED PE GRANT - UVA 110,100
VEHICLE & EQUIP.-SUPPLIES 598,640 TELEPHONE-LOCAL 104,035
PREP-RELATED SERVICES 508,284 CREDIT SUBLET EXPENSES (30,000)
TELECOMM.-DATA LINES 405,000 CREDIT VEHICLE AND EQUIP REP (470,000)
WATER & SEWER SERVICES 304,531 CREDIT VEHICLE & EQUIP FUEL (926,711)
Additional Items over $140K = $3.4M Object Amount
STAFF DEVELOPMENT $565,025
REPAIR & MAINT. SUPPLIES $481,000
MAINT. CONTRACT-SOFTWARE $336,000
CONTRACT SERVICES $328,824
R&M EQUIP.-BUILDINGS $312,034
LAUNDRY/JANITORIAL SUP. $310,000
MATERIALS & SUPPLIES $268,765
MAINT. CONTRACT-BUILDING $258,000
EDUC. & RECREATION SUP. $254,699
TELEPHONE-MOBILE $146,100
R&M EQUIP.-POWER EQUIP. $140,000
Increase School Nurse Hours
Eileen Gomez School Health Coordinator
1. Unfunded mandates - screening for all students in K and 3 and new students
2. Review immunization records, ensure compliance, enter immunizations in SIS
3. No pre-service week meetings with parents, review health records prior to school starting
4. Increased students with serious medical conditions seizures, diabetes and food allergies, medically complex
5. Health promotion / education activities 6. Nurses are called upon to care for employees, parents and
visitors 7. No time for trainings or meetings:
• New laws such as epi-pens, immunizations, reporting requirements • Updates and changes in standards: epi-pens, immunization registry,
SIS, TB screening, lice management, control of communicable conditions including information from health department
Why?
School Pre K K 1 2 3 4 5 New Total Screening Imm
Agnor-Hurt 17 80 90 93 76 69 79 66 504 222 146
Baker-Butler 19 112 99 101 93 96 113 80 624 285 192
Brownsville 29 107 102 129 105 135 127 92 734 304 199
Paul H. Cale 22 137 108 120 84 107 89 83 667 304 220
Greer 53 130 110 90 79 64 78 72 603 266 202
Hollymead 26 75 87 82 78 75 83 66 506 219 141
Enrollment Elementary Schools Screenings and Immunizations
School
Agnor-
Hurt
Baker-
Butler Browns. Cale Greer Holly
Total # Entries on Daily Clinic Log 4514 2839 7589 6033 4202 4286
Total # Entries on Daily Med Log 1299 2248 892 1687 1544 510
Total Daily Clinic Visits 5813 5087 8481 7720 5746 4796
Average # Daily Clinic Visits 33.6 29.4 49.1 44.6 33.2 27.7
Clinic Visit Summary SY 2013-2014 Nurses are Busy
Administration, Attendance and Health
• Departments that have expenses that are primarily admin., attend and health:
– Executive Services ($709K)
– Community Engagement ($177K)
– Human Resources ($2.2M)
– Division/Planning Services ($1.0M)
– Fiscal Services ($1.2M)
Transfers = $3,769,753
Department Amount Reason
Student Services $1,890,806 Comprehensive Services Act
Computer Technology $1,000,000 Computer Equipment Fund
Media Services $500,000 Textbook Replacement Fund
Fiscal Services $190,677 Transfer to Local Gov’t for SRO’s
Student Services $85,000 SPED Summer School
Summer School $39,621 Summer School
Human Resources $36,149 Local Government IT Support
Federal Programs $27,500 Matching Grant Funds
Transportation
William Deane Assistant Director
Programs and Services
• Home to school transportation
• Special needs transportation
• Athletic trips, field trips
• Maintenance for education and government vehicles
• Planning and analysis
• Training
• County vehicle fuel administration
• Inclement weather road assessment
Key Performance Indicators
• Transportation maintains statistics regarding: – On time arrivals at schools – On time field trip departures – Employee time management – Student conduct referrals – Accidents and injuries – Employee engagement – Bullying on school buses
• One safety-centered DIP goal—Reduce preventable accidents/incidents by 15% vs SY 14 – Currently, we are down approximately 5% vs SY 14
Fuel Update
• Diesel fuel is budgeted at $3.14/gallon – YTD usage is up roughly
5%
– Average price of $2.65 through December
– Current invoice was $1.72/gallon
• Conservatively estimate $100K fuel savings for the current year $2.40
$2.60
$2.80
$3.00
$3.20
$3.40
$3.60
Jul
Au
g
Sep
Oct
No
v
De
c
Jan
Feb
Mar
Ap
r
May Jun
Historical ACPS Diesel Prices
2011-12Diesel $/gal
2012-13Diesel $/gal
2013-14 AverageDiesel $/gal
2013-14Diesel $/gal
2014-15Diesel $/gal
Challenges
• Staffing is Transportation’s biggest challenge – Non-retirement, voluntary turnover is roughly
10% annually (16-20 employees)
– Health insurance benefits drive applications
• Maintaining a balance between cost and service by ensuring resources are as fully utilized as possible
• Promoting the use of Shop services with other governmental departments and entities
Staffing Initiative
• Transportation is requesting funding for: – 2 additional home to School Bus Driver positions,
based on enrollment projections
– 3 additional Specialized Bus Driver positions
– 1 Transit Aide
• Implications of not funding the initiative: – Overcrowded buses
– Inefficient bus routes
– Inability to meet bell schedule time commitments and provide current levels of supplemental transportation
Building Services
Joe Letteri Director
Mission Statement
“The mission of the Building Services Department is to clean, maintain, and create learning environments for the
students, staff and community of Albemarle County. Learning spaces should enhance
the educational experience, while maintaining the health, safety and comfort
of the occupants. Our work is to be completed in an efficient, environmentally-
friendly manner with a student-centered focus and excellent customer service.”
Building Services
The Department is responsible for the School Division’s
26 schools and two service facilities. That is more than
2.3 million square feet and 630 acres.
Maintenance Custodial
Environmental
Management
Capital
Improvement
Program
Maintenance
Over 40 employees of the Maintenance Division work throughout the year on various tasks including:
– Carpentry work
– Building automation
– Electrical work
– Mechanical work
– Mowing/grounds
– Moving requests
– Plumbing work
For the 2014 calendar year, we received 12,814 work requests and 95% were completed.
Custodial Over 130 employees of the Custodial Division work throughout the year on various tasks including:
– Opening and closing the facilities.
– Cleaning 2.3 million square feet daily.
– Vacuuming
– Sanitizing
– Trash/ Recyclables removal.
– Light bulb replacement.
– Moving furniture.
– Rentals and event coverage.
Capital Improvement Program • Our department oversees the budgeting, planning* and
management of the School Division’s Capital Improvement
Program (CIP)
Agnor-Hurt Elementary Addition Henley Middle Auxiliary Gym Addition
*Reorganization: To enhance our strategic facility planning, an existing Building Services position, was reclassified to the Assistant Director of Facilities Planning position.
Capital Improvement
Program • Key capital projects in FY 15/16 will include:
– HVAC Replacement Projects at 5 schools that will total nearly $2.5 million.
– Comprehensive Maintenance Program (including roof replacements, parking lot paving/sealing and minor capital improvements, etc.) that will total nearly $3.2 million.
– Western Albemarle High School Environmental Sciences Academy Greenhouse and Lab: $650,000.
– Gym Floor Replacements at 6 Elementary Schools.
Budget Summary
2015/16
• Personnel (61.30 FTE*) $2,896,826
• Benefits $1,400,063
• Operations $5,636,584
• Total Request $9,933,473
2015/16 Initiatives: 1)Baseline increase for anticipated utility costs: $110,662 2)Growth for Agnor -Hurt Addition: .50 Custodial FTE, consumables and services: $45,993
*Building Services provides direct supervision of ~168 FTE to efficiently manage and protect the School Division’s capital investments. For 2015/16, custodial staffing was distributed amongst the individual schools in order to capture actual resources at each location.
Environmental Management The Building Services Department
is responsible for the Division’s
Environmental Management
System, including:
– Environmental compliance,
– Asbestos management,
– Well water testing,
– Energy and conservation,
– Indoor air quality,
– Recycling collection,
– Integrated Pest
Management, and
– Hazardous waste disposal.
Utility Consumption Trends
*Oil has been multiplied by 100 for visual affect.
0
5
10
15
20
25
30
Electricity(KWh)
Gas(cf)
Oil *(gal)
Water(gal)
Irrigation(gal)
Units
Mill
ion
s FY09/10
FY10/11
FY11/12
FY12/13
FY13/14
Projected FY15/16
FY15/16 Utilities Projection
Electric,
$2,161,573
Gas ,
$245,602
Fuel Oil,
$430,659
Water ,
$288,360
Projected Rates:
Electric: $0.0973/kWh (3.5% increase)
Gas: $0.011/cf (no increase)
Fuel Oil: $3.61/gal (no increase)
Water: $0.016/gal (3% increase)
Irrigation: $0.013/gal (3% increase)
Total of $3,126,194 includes initiative for baseline increase for anticipated utility costs.
Baseline Increase for
Anticipated Utility Costs • Budget initiative submitted for additional line item funding
in the amount of $110,662 to offset anticipated utility cost increases, additional building area, and increased community usage of facilities
• Initiative for projected electricity, water & sewer rate increases
• Only projected consumption increase accounts for Agnor-Hurt and Henley gym additions (~$25,000 annual cost)
• If initiative is not funded: – Postpone filling of fuel oil tanks until July 1, 2016 if the heating
services account is depleted – impacts budget for FY16/17 – Limit after-hours building usage – Change to more conservative building set points
30
Thank you for your continued
support!
Questions ?
Child Nutrition Program
Christina Pitsenberger Director
The mission of the Child Nutrition Program, in partnership with our school community, is
to provide healthy and balanced meals by offering excellent service, while promoting
nutrition and wellness.
2015-16 Budget
• Revenue: • 50% Federal and State Funds
• 50% Sales
• Expenditures: • 49% Personnel/benefits
• 53% Operating costs
• 2% Capital
• 2% Fund transfer
• Budget includes an increase in breakfast and lunch price • $ .05 breakfast
• $ .10 lunch
• Last meal increase was in 2013-14
• The USDA mandated meal price tool is used to determine meal prices. Food cost and meal participation is also considered when determining a price increase.
Student breakfast $1.40
Student lunch, primary $2.40
Student lunch, secondary $2.65
Adult breakfast $1.70
Adult lunch $3.25
Updates 2015-16
• National School Breakfast Program available at Broadus Wood Elementary School.
• Eye on USDA updates and revisions
• Nutritional Standards
• Fresh Fruit and Vegetable Grant
Extended Day Enrichment Program (EDEP)
Kelvin Reid Director
Questions
Budget Review Schedule
FEBRUARY
Thursday, Feb. 5 Special Budget Work Session Instructional Coaches
Review 60/40 Revenue Split
General Revenue Update
Expense Adjustments
List of Potential Reductions
Additional Discussion and info as needed
Thursday, Feb. 12 School Board Business Meeting Finalize School Board’s Request