Medway Public Schools FY18 Budget and Strategic Planning Overview
The presentation outlines the development process and strategies for the FY18 budget of Medway Public Schools, emphasizing transparency, community support, and alignment with strategic goals. It also discusses approved strategic plan goals focusing on student achievement, social/emotional wellness, innovative teaching, positive learning culture, and community partnerships. Additionally, it addresses the shifting needs of a high-performing district, including class size management, instructional support, student needs, leadership structure, and educational challenges.
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Medway Public Schools Preliminary FY18 Budget Presentation February 2, 2017 Armand Pires, Ph.D., Superintendent Donald Aicardi, Director of Finance and Operations 1
FY18 Budget Development Process 2 2
Medway Public Schools Financial Overview/Timeline December 8, 2016: SC Budget Workshop January, 2017: Staffing levels/operating budget requests reviewed February 2, 2017: Preliminary budget presented to Medway School Committee February/March: Medway FinComm. Presentation February/March: Ongoing budget discussions March, 2017: School Committee Vote on Budget May, 2017: Annual Town Meeting approval November, 2017: Re-Configured budget published 3
FY18 Budget Development Strategies Ensure a budget that meets the needs of students Ensure transparent budget development and a collaborative process Acknowledge community and town leadership support of our schools Preserve Circuit Breaker balance for fiscal stability Ensure initiative implementation timelines that are reasonable Review opportunities afforded by School Choice funds Review current available funding resources to identify potential efficiencies Align to strategic planning priorities 4
Approved Strategic Plan Goals Goal #1: Improved Student Achievement: Increase the achievement of all students. Goal #2: Social / Emotional Wellness: Foster the social, emotional and healthy development of all students. Goal #3: Innovative Teaching and Leadership: Ensure best practices and encourage innovation in teaching and leading. Goal #4: Positive Learning Culture: Cultivate a school, student and professional culture that values trust, collaboration and effective communication. Goal #5: Productive Community Partnerships: Strengthen engagement, trust, communication and collaboration between the Medway Public Schools and key stakeholders. 5 5
The Shifting Needs Of A High Performing District Ensure appropriate and effective class sizes Instructional Coaches and Technology Integration Specialists to embed professional learning Support for enhanced student needs (e.g. social/emotional needs, behavioral, English language learners, struggling learners) Leadership structure to support strategic, systemic improvement and manage mandates Increased offerings in specialized instructional areas (e.g. Advanced Placement, LBLD) Increased complexity and challenges in education 6
Student Enrollment and Staffing: Historical Perspective 7 7
Projected Class Size 2017-2018 Grade Current Enrollment # of Classes Average Class Size Projected Enrollment # of Classes Average Class Size Change PreK 18 /17=35+ 4 sections 7/8=15+ 35 4 * sections 15 0 K 146 8 18 145* 8 (7 FD, 1 HD) 18 0 1 165 8 21 165 8 20 0 2 155 8 19 165 8 21 0 3 174 8 22 155 8 19 0 4 177 8 22 174 8 22 0 *It can be a challenge to predict enrollment. +Preschool sections reflect: # student IEPs/ # typical peers = total number of students per section. Each Integrated Preschool section should have no more than 15 students (7/8). 9
Projected Class Size 2017-2018 Grade Current Enrollment # of Classes Average Class Size Projected Enrollment # of Classes Average Class Size Change 5 163 8 20 177 8 22 0 6 174 8 22 163 8 20 0 7 194 10 19 174 8 22 -2 FTE 8 175 8 22 194 10 19 +2 FTE 9-12 760 N/A N/A 742 N/A N/A 0 Total 2318 2289 -29 10
FY18 Budget Development Highlights Started with current staffing levels (Nov. 2016) Implemented current collective bargaining agreements (FY18 represents last year of known numbers) Included current contracts: school cleaning (1 year option left for FY18) bus transportation (FY17 is final year of three year contract-ESTIMATED for FY18) natural gas (October 2015 to October 2017; middle of FY18) electricity (December 2016 to December 2017; middle of FY18) 11
FY18 Level Service What factors were in our level service estimate? Existing collective bargaining contracts Steps and Lanes for all teachers Current Staffing levels as the starting point Incorporated changes in reconfigured FY17 budget (Fall, 2017) Estimated SPED Tuition Estimated Circuit Breaker at 70% (based on final FY17) Assumed 3 Retirements (all confirmed) Assumed $175k in Vacancy Factor Assumed $260,000 from Choice Assumed no major changes in principal spending Estimated $60k increase in regular transportation Assumed no major changes in energy costs Reviewed Potential Upgrade to MPS Website Reality reflection of increases in Substitutes & Employee Benefits accounts Assumed SPED transportation from ACCEPT 12
FY18 Level Service Final FY17 Budget: $25,341,066 FY18 Initial Level Service: $26,117,532 $776,466 Our initial Level Service estimate represented an increase of approximately $770k (+3.06%), but did not include improvement initiatives, efficiencies, or final estimates 13 13
FY18 Preliminary Budget $776,466 - Level Service Improvement Requests (Aligned with Strategic Plan): $85,000 Elementary Assistant Principal (Goals 1-5) $60,000 BCBA Middle School (Goals 1, 2) $60,000 High School Guidance Counselor (Goal 2) $56,000 Elementary Health Teacher (Goal 2) $60,000 SPED Teacher Memorial School (Goal 1) $26,000 .4 FTE World Language High School (Goal 1) $23,000 Learning Lab Support High School 14
FY18 Preliminary Budget Planned Efficiencies: $45,000 $55,000 $45,000 Athletic Trainer Van Purchase for Sports Teams Business Office Position Decrease in Revenue: -$118,237 FY18) $573,237 Proposed Initiatives Total (including last slide) CB Number (from $745k in FY17 to $627k in $1,349,703 Revised FY18 Budget Request (5.3% over FY17) 15
FY18 Preliminary Budget $1,349,703 Revised FY18 Budget Request (5.3% increase) FY18 Proposed Reductions: ($142,023) Shift of KG Staff from Operating Budget To Revolving Fund ($113,000) Reduction of Five (5) Paraprofessionals from current FY17 ($54,474) Reduction of Vacant Middle School SPED Teacher ($35,000) Reduction of .5 FTE High School Teacher assumed ($213,258) Savings in OOD Tuition from Level Service Estimate ($557,755) Proposed FY18 Reductions $791,948 Preliminary FY18 Budget Increase (3.1% Increase) 16
Medway Public Schools Annual % Increase to General Fund Budget Operating Budget $ Increase % Inc FY12 $23,488,958 $438,833 1.9% FY13 $23,908,602 $419,644 1.8% FY14 $24,143,552 $234,950 1.0% FY15 $24,586,816 $443,264 1.8% FY16 $24,896,185 $309,369 1.3% FY17 $25,341,066 $444,674 1.8% FY18 (Prelim) $26,133,014 $791,948 3.1% 17
FY18 Preliminary Budget $27,357,816 - Gross FY18 Preliminary Budget - ($627,081) Circuit Breaker applied - ($69,721) Anticipated tuition credit from ACCEPT - ($260,000) School Choice support assumed - ($175,000) Anticipated vacancy factor savings - ($0) FTE reductions related to enrollment - ($93,000) Anticipated retirement savings $26,133,014 - Net FY18 Preliminary Budget 18
FY18 Assumption Highlights FY18 OOD tuition requirements ($52k increase in budget-approx 38 students) FY18 Circuit Breaker assumption- final % FY17 assumption was 70%-65% now being assumed for FY18 Circuit Breaker revenue decrease FY17 to FY18? ($146k) Utility Trends? Holding serve due to cost uncertainty Regular Transportation (60k increase ESTIMATED) SPED Transportation? ($13k increase based on ACCEPT)19
FY18 Budget Assumptions Mandated/Budget Reality Increases Recommended: Trash/Recycling (4130) $8,300 increase Water/Sewer (4130) $6,143 increase Legal Services (1430) $10,000 increase Substitute Regular (2325) $22,000 increase Employee Benefits (5100) $5,000 increase Capital Requested: 3510 Athletics (Passenger Van) requested $55,000 20
Medway Public Schools FTEs Funded by Town Meeting Appropriation (FY12-FY17) FTEs 311.6 315.0 311.1 308.4 304.1 301.4 Variance +.2 +3.4 (-3.9) (-2.7) (-3.4) (-2.7) FY12 FY13 FY14 FY15 FY16 FY17 FY18 (Prelim) 305.1 +3.7 21
FY18 Staffing Adjustments Highlights Increases Reductions McGovern -1.5 KG FTEs would charge to Revolving Fund Burke-Memorial +1.0 Special Education Middle +1.0 BCBA -1.0 FTE Special Education +1.0 Math Interventionist (Title 1) High School +1.0 Guidance Counselor +1.0 Learning Lab Para +.4 World Language -.5 FTE TBD District +1.0 Elementary Assistant Principal -2.4 FTE TBD +1.0 Elementary Health Education +1.0 FTE Business Office +1.0 Certified Athletic Trainer 22
Municipal Budget Support Expenses that reside within sections of the municipal budget that count towards Net School Spending formula-received by Town Finance staff each year: Treasurer/Accountant ($113k in FY16 EOYR) Operations/Parks (Snow/Ice) ($138k in FY16 EOYR) Health Insurance ($2.6m in FY16 EOYR) Workers Compensation ($81k in FY16 EOYR) Medicare ($325,297 in FY16 EOYR) County Retirement ($1,103,673 in FY16 EOYR) Liability Insurance ($50,239 in FY16 EOYR) Crossing Guards ($32,660 in FY16 EOYR) Debt Service ($2,467,603 in FY16 EOYR) Assessments (separate from school operating budget): Tri-County $622,567 in FY16 EOYR School Choice Assessment $316,465 in FY16 EOYR Charter School $176,746 in FY16 EOYR 23
FY18 Budget Presentation Improvements Q: Could we see in one place what the Town & Schools COMBINED are spending on technology? A: Page 37 Technology Expenses By Funding Source Q: Could we see in a chart that shows the details behind the annual circuit breaker calculation? A: Page 59 Circuit Breaker Calculation Q: Could we have the School Choice Tracking document incorporated in the annual budget document? A: Page 62 School Choice Account Update FY14, FY15, and FY16 expenses (three years of actual spending) have been included - three years of actuals will rotate from now on 24
Next Steps? 25
Medway Public Schools Financial Overview/Timeline December 8, 2016: School Committee Budget Workshop January, 2017: Staffing levels/operating budget requests reviewed February 2, 2017: Preliminary budget presented to Medway School Committee February/March: Medway FinComm. Presentation February/March: Ongoing budget discussions March, 2017: School Committee Vote on Budget May, 2017: Annual Town Meeting approval November, 2017: Re-Configured budget published 26
Back Up Material/Appendices 28
School Choice & Circuit Breaker: Two Different Types Of Reserves That Support Our Budget 29 29
School Choice Funds Incoming School Choice revenue received every month from other school districts and directed to the MPS by the Commonwealth ($499,230 indicated on FY17 Cherry Sheet) Incoming revenue goes into the School Choice RF Fund Outgoing expenses are incurred by the Town of Medway on a monthly basis to repay other school districts. Expenses do not come out of MPS budget; taken off the top by budget allocation at beginning of budget process (most to Holliston and Millis) ($344,091 Offset on FY17 Cherry Sheet) We have been using it in the last several budgets to supplement the MPS annual budget ($260,000 in FY15, FY16, and FY17) School Committee approval required for items and requests throughout the school year 30
Use Of School Choice Funds The last three budgets have used $260,000 from School Choice to support those budgets. The School Committee approved $272,000 last April (concurrent with the $260,000 in the FY17 operating budget) for initiatives. For FY18: $260,000 has once again been assumed for the support of the annual budget. 31
32 MPS School Choice Balances FY Medway For FY12 $509,417 For FY13 $740,141 For FY14 $650,939 For FY15 $688,024 For FY16 $604,842 For FY17 $719,750 For FY18 (EST) $614,296 32
Circuit Breaker Reimbursement from state for special education costs that exceed 4 times the average student foundation budget per pupil Ex: $60,000 - ((4 x$10,498)) * .70 = $12,604 reimb 70% final rate reimbursement -FY17 (72% FY15; 73% in FY16) Many districts have committed funds received from Circuit Breaker in the same year received - Medway has not Leaves no capacity for unexpected expenses in OOD tuition Deliberate to carry over balances for financial stability If not used, Circuit Breaker balance can be carried forward, but must be used by the close of the succeeding fiscal budget year A large OOD bill could significantly erode the carryover balance in any year, at any time Only used for any special education related purposes 33
34 Circuit Breaker Available Funding FY Medway FY12 $462,276 FY13 $528,673 FY14 $542,633 FY15 $667,835 FY16 $440,364 FY17 $298,323 (EST) FY18 $255,000 (EST) 34
FY18 Circuit Breaker Estimated FY17 (Originally 73%) $773,985 FY18 (65% estimated) $627,081 35
Student Enrollment and Staffing Summary Even though enrollment is decreasing, state education formula holds Medway steady due to hold harmless provision. Medway has been receiving small increases in Chapter 70 but a very low percentage. Since Chapter 70 increases have been small, revenues contributions from Chapter 70 to the Town s overall pie revenue to support the annual budget is not substantially increasing. For FY18: Increase is $20 per pupil x 2,248=$44,960 FTEs in the system decreased from FY14 to FY17. 36
Medway Public Schools Chapter 70 Allocations Chapter 70 $ Increase % Inc FY12 $9,898,504 $52,856 .54% FY13 $9,997,944 $99,440 1.0% FY14 $10,058,469 $60,525 .61% FY15 $10,117,244 $58,775 .58% FY16 $10,175,519 $58,275 .58% FY17 (Final) $10,301,469 $125,950 1.2% $10,346,429 $44,960 .43% FY18 (Governor s) 37
Per Pupil Expenditures: How does Medway s per pupil expenditures compare with our neighboring communities? 38 38
Medway Public Schools Per Pupil Comparison (Per DESE Reports) FY12 FY13 FY14 FY15 $11,108 $11,131 $11,888 $12,435 Franklin $11,906 $12,454 $12,999 $13,220 Bellingham $11,775 $12,432 $12,627 $13,307 Medway $12,198 $12,548 $12,986 $13,446 Holliston $10,638 $11,714 $12,414 $13,489 Millis $12,472 $13,005 $13,106 $13,534 Hopkinton $12,159 $12,677 $13,271 $13,607 Ashland $11,830 $12,321 $13,075 $13,848 Medfield $13,146 $13,511 $13,550 $14,044 Natick 39
Medway Public Schools Per Pupil Spending FY05 to FY15 vs. State Average Medway PS $8,941.47 MA Average $10,599.75 FY05 FY06 FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14 FY15 $9,008.71 $11,209.81 $9,341.10 $11,858.12 $9,713.78 $12,448.39 $10,315.12 $13,006.19 $10,964.18 $13,047.43 $11,641.40 $13,353.60 $11,774.82 $13,636.93 $12,431.93 $14,022.48 $12,627.16 $14,517.56 $13,307.78 $14,935.65 40
Our Workforce 41 41
An Evolving Workforce Retirements: Instructional staff retirements have provided short- term budget relief. Example: If teacher retires in the $80k range, new teacher may start in the $45k range Number of Retirements Historically, retirement savings have helped us to meet BOS requested % target every spring. Once hiring has been finalized months later, savings emerged that have allowed us to realign funds to address emerging concerns in the fall in reconfigured budget. FY13 10 FY14 7 42 FY15 10 FY16
An Evolving Workforce New Staff: Instructional staff who have just retired had already achieved steps and lanes on their journey through the system (probably receiving COLAs only at the end of their career after hitting max step). New staff start at lower salaries but will move through steps and lanes on their journey as well as COLAs - example: veteran teachers COLA 2% example: recent hires Steps & COLAs 4-6% As our work force changes, budget pressure on salaries continues to evolve and change. 43 as of 6/20/15
Medway Municipal Budget Contributions to MPS What school district areas are supported by the town s municipal budget? 44 44
Municipal Budget Support Expenses that reside within sections of the municipal budget for Capital Projects: Memorial School Energy Management System-Partial ($33k in FY14) McGovern Windows Repair & Installation-Partial ($490,937 in FY15) Emergency Repair Memorial School Parking Lot ($160,000 in FY15) Emergency Generator McGovern School ($100,908 in FY15) Security Cameras ($277,532 in FY16) 45 Middle School Parking Lot Light Repairs & Installation ($40,000 in FY16)
External Revenue Sources How have other revenue sources enabled MPS to maintain a less than 2% budget increase for the last six fiscal years? 46 46
External Revenue Sources Supportive of Operating Budget Capital Budget (Projects funded by borrowing and authorized by annual town meeting-technology is in both town s capital budget & MPS operating budget) School Choice RF (appropriated/coordinated by state budget) Tuition RF (Kindergarten & Early Childhood programs) Circuit Breaker (appropriated annually by state budget) Various Revolving Accounts - $ in $ out (School Lunch, Hanlon Field, School Athletics, Use of Facilities, Community Education) Entitlement Grants (tied to operating expenses): Title 1 (FY17 $60,275-teacher salaries are $55k) IDEA (FY17 $568,454 to support Educational Collaboratives Programs in Section 9400 of budget) Title II (Part A) $30,458 Early Childhood Special Education Grant FY17: $25,762 FY17: 47
Grants Received That Enhance District Operations Academic Support (MCAS Tutoring) FY16 $5,000, FY17 $0 Enhanced School Health FY17 ? SPED Program Improvement Confucius Classroom $14,000; FY17? FY16: $3,000; FY17: $19,756 FY16: Youth Transition Grant (FY17 represents second year of a year-three year totaling $188,000) MSBA (McGovern Windows) FY15: $384,103 School Safety (State Budget Earmark) FY16: $60,000 DOER Green Grant (Memorial Energy Management System FY14: $180,848 MA Working on Wellness Grant FY17: $10,000 MetroWest Adolescent Mental Health (Family Continuity) - $75,00048
