to aligning its to jan. 16, 2014 msba · ch i mkit. nov 26 –jan 11 development jan 15‐30 input...
TRANSCRIPT
Establishing Services Levels
South Washington County School District’s Approach to Aligning its
Budget to Resources
Jan. 16, 2014
MSBA Conference
Presented by:
Aaron Bushberger, Director of Finance
Dave Bernhardson, Assistant Superintendent for Elementary Education
Mike Vogel, Assistant to the Superintendent for Operations
Barb Brown, Director of Communications
Establishing Service Levels
South Washington County Schools MSBA Leadership Conference January 2014
Why go through this process?
• Alignment of efforts with the values of the Strategic Plan
• Reduce debate on line items within the budget
• Support financial decision-making
Service Level Areas • PreK-12 Instruction
• School Support Services
• Operations and Maintenance
• Transportation
• Capital Budget
• District Support Services
• Sites & Buildings
Factors (structured the way budgets are reported to the state) PreK-12 Instruction School Support Services Operations and Maintenance Transportation Capital District Support Services Sites and Buildings
Levels of Service (1 – minimal acceptable to 5 – District 833 2016 Vision)
Service Level Matrix
• Explanation of Service Levels (1-5)
• 1 = the minimum level of service acceptable – whether defined by us or by statute.
• 2, 3, 4 = incremental impact on student achievement and/or financial resources
• 5 = level driven by existing 2016 Strategic Plan
An example: PreK-12 Instruction Level 1 (minimum acceptable)
• Increase staffing ratios by 2 students at all levels • Maintain academic services based on student need • Increase special ed caseload by 2 students at all levels • Dramatic decrease within High School Activities area
Level 5 (Vision 2016) • Maintain current staffing ratios • Dramatically increase academic services based on student
need • Decrease special ed caseload by 1 student at all levels • Dramatic increase within High School Activities area
Background document includes: Service Level Factors within the Service -Administration -Business Office Category Service Level Changes Proposed Financial Impact Learning or Support Outcome for Change
Community Engagement • Coverage through local paper regarding the budget • Presentations at staff meetings • Video presentations • Website – District List Servs – Social Media • Staff and Community Survey
• What level do you believe the district is currently at in the area of (Transportation)?
• Specific questions related to each area and what priorities are for the staff and the community.
• Other issues or concerns regarding each of the areas. • Results used to formulate final matrix and prepare for
School Board decision making.
Community Engagement • Staff and Community Meetings to have conversations
• Leaders at each table briefly shared the information available at the table and allow for your review
• Ask clarifying questions as needed • Respond to the following for that Service Level Area:
• Given the impact noted for the listed factors, which would you be able to support? Why?
• Would you have issues or concerns with any of the factor(s) within the proposed service level area? And Why?
• Rotate tables after 20 minutes so more than one Service Level Area can be reviewed for feedback
Beyond the Development of the Matrix
• Staff and Community Engagement events • Continued availability of documentation • Survey with additional questions for each of the areas
made available through the website • Teams met after community engagement to finalize
based on staff and community input • Decision-making on the final budget through the
School Board • Matrix guided budget and referendum conversations
… and the Next Year • Conversations included reference to the status
of the budget and need for a referendum • Referendum process included reference to the
Service Level Process • Various scenarios of the questions were
charted on the same matrix • The now approved questions are the start
of a like process for 2014-15
THANK YOU FOR YOUR ATTENTION! QUESTIONS? Call 651-458-6300. Aaron Bushberger – Dave Bernhardson – Mike Vogel – Barb Brown
www.sowashco.k12.mn.us information available through the Finance Department’s webpage.
Stakeholder Input
Decision‐Making Process for Service Levels through available District Resources
p
Input from stakeholders impacted by decisions.
To include widespread sharing of opportunity to review proposed service levels and respond to
Options / Design Team(Experts in areas under review.)
The team(s) convenes to evaluate community response and adjust as
Shared Understanding through Input
Opportunitiesservice levels and respond to proposals / regarding various
services.
community response and adjust as feasible to accommodate.
Ch i M ki T
Opportunities
Nov 26 – Jan 11 Development
Jan 15‐30 InputFeb 8 Sharing
Choice Making Team
Superintendent CabinetProposes service levels for
community conversation. Once refined, service proposals return for
S h l d i
Nov 8 ProcessFeb 7 Outcome
DevelopmentJan 31 Refinement
Mar 2013 & IntoSchool Board review.
Implementation by Staff Refinement by Management
C i
Mar 2013 & Into Future School
Years
Employees responsible for carrying out the efforts determined through
the process.
As needed, based on the current environment, Superintendent
Cabinet will refine and, if needed, seek input from stakeholders.
ContinuousImprovement / Incorporated
into all aspects services being refined.
Beginning
Process developed using Teamworks international’s Decision Making Framework
BeginningMar 2013
1
DEFINITIONS OF SERVICE LEVEL CATEGORIES AND FACTORS PreK12 Instruction
Licensed Employee Staffing Special Education Programs
o Gifted o School Readiness o Choice Programs ‐ IB / AVID / STEM / Project Lead the Way / Gateway /
Spanish Immersion Athletics and Activities Vocational Education
School Support Services (overall budget – staff included)
School Building Administration (Principals and Office Staff) General Instructional Support (Assistant Principals) Teaching and Learning Services
o Curriculum Coordination Research, Evaluation and Assessment Educational Media (Media Staffing included) Staff Development Technology Support Secondary Guidance and Counseling Health Services Attendance / Recess Aides Social Work and Psychology Student Information Other Pupil Support Services Security
Operations and Maintenance
Custodians District Maintenance Buildings and Grounds Administration Warehouse Utilities Custodial Supplies Contracted Services
o Trash removal o Snow Plowing o Lawn care
Transportation
Staffing School schedules / Calendar
2
Walking Distances Contracting for Services Non‐public School Transportation Bus Maintenance Special Ed Transportation
District Support Services
School Board Superintendent Assistant Superintendents Finance and Purchasing Wellness Program Payroll / Benefits Technology Legal Services Human Resources Print Center Communications Elections Insurance and Other Benefits General Administrative Services (staff only)
o Operations o Office of Educational Equity
Capital Budget (Resources NOT staffing)
Allocations Technology Curriculum (textbooks / allowable materials) Repair and betterment of facilities Health and Safety Leases
Sites and Buildings
Capacity o Enrollment o Future needs o Discretionary Spaces (programming)
Building systems (mechanical) and building envelope (brick and mortar) Remodeling and Improvements
o Facility needs to enhance learning Environmental standards Infrastructure requirements for technology Activity and athletic spaces
o Outdoor educational spaces
Team Leader Proposed Meeting Outlines 1
Meeting Outline for Service Level Team Leaders This document is intended to serve as a guide for the conversations you will have as you work through the Service Level Team Process. Outcomes for the overall effort will be assigning a Service Level (1-‐5) on the District Vision Card for Services, as well as completing the background document for your Service Level Team.
TIMEFRAME – Training to occur the week of Dec. 3 AT LEAST FOUR MEETINGS -‐ Held between Dec. 10 and Jan. 11
Meeting No. 1
• Setting the stage (common powerpoint for team leaders) o Explain Service Level process and outcomes of the group
§ Purpose / outcomes § Process Document (flow chart – timelines / community
feedback, etc.) § Protocols (meeting dates § Share Vision Card – going to the school board § Background Document – going to the school board
o Share definition of Service Level Area / Factors o Relate the Strategic Plan to its expectations for this Service Level
Team § Share mission, values, strategic objectives and goal statements § Discussion
o Current level of service in team’s area o What information will help the team move forward (considering
comparable districts and their services if needed)? § Assign research / communication ongoing
Meeting No. 2
• Check-‐in Review Purpose / ask for questions • Vision 2026 activity / conversation / summarize and capture for
background document • Explanation of Service Levels (1-‐5)
o 1 = the minimum level of service acceptable – defined by us or by statute.
o 2, 3, 4 = incremental impact on student achievement and/or financial resources
o 5 = level driven by existing 2016 Strategic Plan. • Review of Current Level of Services for the area / minimum requirement of
service (define fixed costs) / maximum services based on resources available (the minimum which we don’t want to move below)
• Sharing of learning from research (work on background document)
Team Leader Proposed Meeting Outlines 2
• Homework – continue to revise areas in Drafted Background Document Meeting No. 3
• Check-‐in – Review outcomes / ask for questions • Complete Drafted Background Document for Service Level • Begin discussion on Service Level placement on VisionCard
Meeting No. 4
• Check-‐in – Conversation about status of the Background Document • Wrap up conversations • Complete Drafted Service Level Placement on Vision Card
Continued process to include (may include additional meetings)
• Jan. 15-‐30 Community Sharing
o Staff and Community Focus Groups o Surveys o Community Presentations
• Jan. 31 Teams may need to reconvene for refinement based on staff and community feedback
• Superintendent will present VisionCard and Background Documentation to School Board on Feb. 7
• Teams may need to reconvene for adjustments prior to implementation
Background for Budget / Service Level Decision Making Framework South Washington County Schools Operations / Maintenance page 1
OPERATIONS / MAINTENANCE SERVICE LEVEL TEAM ‐ FINAL Service Level Factors 1‐5 Proposed for Change Financial Impact Learning / Support Outcome
Warehouse Functions – ie: Mail, Freight Delivery 833 is currently at a “4” in this department with 1 or 2 mail deliveries per day. (This plan would include delivery of print orders as well)
1 Deliver Mail/Freight 1x per week – combine mail and freight truck
Possible reallocation of position(s) in the warehouse.
Extreme impact on the delivery of needed resources for the classroom in a timely manner.
2 Deliver Mail/Freight EO day (3x’s week) – combine mail and freight truck
Possible reallocation of position in the warehouse.
Significant impact through materials not being readily available.
3 Deliver Mail/Freight 1X per day – combine mail and freight truck
Possible reallocation of position in the warehouse.
Not significant
4
Freight, printing and mail delivery at least 1x per day (Current)
5
All Schools would have 2x day delivery
Additional FTE needed to support added run. $25,000
Improved service.
Building Custodial Services Currently we average approximately 28,000 sq ft of cleaning space per custodian (including the necessary Building Foreman on staff at each school each day‐with additional responsibilities). Industry standards (MASMS) place us currently at a level 3 for custodial services per sq ft – the number of sq ft per custodian fluctuates per building. However, when all factors (including facility use, after hours events, etc.) are incorporated, the service level would fall into a level 2 rating (or lower‐depending on the building being considered).
1 33‐37,000 or more sq ft cleaning per custodian
Reduce 4.0 FTE ‐$200,000
Dramatic cleanliness issues in buildings across the district – loss of student class time due to likely illness. Lack of community support for unkept buildings, as well as lack of customer service. Reductions in custodial may cause closure of spaces throughout the building.
2
29‐33,000 sq ft cleaning per custodian equates to “marginal” cleaning standards. Current range of cleaning
CURRENT Fewer custodians don’t allow for appropriate cleaning / disinfecting that is needed to maintain healthy environments.
Background for Budget / Service Level Decision Making Framework South Washington County Schools Operations / Maintenance page 2
92.5 total FTE
space per custodian ranges from 8,000 to 34,000 sq ft per custodian. While we are just below the 29,000 sq ft cleaning per custodian (on average), building use demands and actual cleaning due to job responsibilities cause the lower rating in this service level factor.
Time away from cleaning to pay attention to building security during after hour events / activities. Hindered by things we can offer beyond the school day based on needs for custodial coverage. Custodial services that may be needed are not accommodated because of a lack of time on the part of the few custodial staff on duty. Issues with substitute custodians and availability to support all needs in the buildings. Summer cleaning not done in a timely way to conduct activities at the beginning of the year.
3 In addition to the 1.0 building foreman in place at each building, additional custodians would support the next standard of 26‐29,000 sq ft
Additional 4 FTE $200,000
More support for needs throughout the day and evening.
4 Additional custodians would support the next standard of 22‐26,000 sq ft
Additional 4 FTE $200,000
More support for needs throughout the day and evening. Immediate attention to support cleanliness would support a healthier learning environment.
5 Optimal standards for cleaning per sq ft per
Additional 4.0 FTE $200,000
Student environments that are healthy, safe and
Background for Budget / Service Level Decision Making Framework South Washington County Schools Operations / Maintenance page 3
custodian would still not be met.
conducive to learning. Community perception of clean/quality facilities being well‐maintained.
Maintenance / Grounds (Districtwide) Functions Currently at 23 FTE covering maintenance, grounds, and administration to cover all of the work orders/ issues in the district’s 26 sites.
1 Dramatic increase if additional funds were reduced within the department.
Reduction of one FTE and / or decrease in supply / maintenance department budget ‐$65,000
Students, staff and community will see increased downtime / slower turnaround time on maintenance and grounds that are not well kept.
2 Department already strained within current budget. Any reduction in personnel would decrease services.
Reduction of one FTE ‐$65,000
Students, staff and community will see increased downtime / slower turnaround time on maintenance and grounds needs.
3 Current – 23 FTE for overall management, maintenance and grounds keeping.
Adequate to meet immediate needs, however, outsourcing work orders continues to increase over time.
4 Increase maintenance and grounds to expand services for all sites.
Additional 3 FTEs $195,000
Improved environments for student learning. Could reduce outsourcing costs if able to hire licensed professionals in‐house.
5 Increase maintenance and grounds to further expand services for all sites and reduce outside vendors.
Additional 3 FTEs $195,000
Increased reduction of costs to outside vendors if able to hire qualified professionals. Improved turn‐around time on building needs.
Background for Budget / Service Level Decision Making Framework South Washington County Schools Operations / Maintenance page 4
Expectations related to current Strategic Plan:
Strategic Objective # 2 (2.3) All schools will provide a safe, secure and healthy environment based on a shared investment of responsibility and
respect among students, staff and family.
(2.4) Provide operationally efficient facilities that are accessible to the community and adaptable to innovations in teaching and learning, while
promoting environmental stewardship.
Strategic Objective #4 (4.1) Increase the number of applicants who are highly qualified and embody diverse perspectives.
(4.2) Engage and develop all staff.
Vision 2026 for Services in Operations / Maintenance:
Having a high quality employee group that is student‐centered and works to maintain facilities at a high level.
Other issues considered by the team and not to be lost in decision‐making process:
Increase the use of technology in the areas of print shop orders, payroll etc. This would impact the volume of mail / freight needs to support
services in this regard.
The need for a central warehouse in the district is an ongoing conversation. Possible drop‐shipment directly to buildings would also support the
need for reduced number of freight delivery in the district. The warehouse exists for multiple reasons, including lack of storage for large shipments
at individual sites.
Beyond FTEs, the Operations and Maintenance areas have department budgets that are very limited and also constrained to basic needs. These
would include unanticipated maintenance and breakdowns, repairs and supplies.
Expenditures such as trash removal, utility costs, and snow removal are also part of the department’s budget and are fixed. They also fluctuate
from year to year.
Department has a lack of ability to hire licensed professionals to address needs of the district that are currently being outsourced due to current
bargaining unit agreements.
2013‐14 SERVICE LEVEL MATRIX Current Status South Washington County Schools … committed to igniting a passion for lifelong learning.
SERVICE LEVEL FACTORS 1 – Minimum Acceptable 2 3 4 5 – 2016 Vision
PreK-12 Instruction (Licensed Employee Staffing, Special Education Programs, Athletics and Activities, Vocational Education)
Increase staffing ratios elementary at 1:30.5; middle at 1:32.5; and high school at 1:33.5. Academic services (staff allocated based on student needs) at 13% of total elementary staffing, 11% at the middle school, and 7% at the high school. Special Ed staffing at 1:16 for elementary and 1:20 at secondary. Dramatic decrease within High School Activities area. Cost - $6,447 Per student
Increase staffing ratios elementary at 1:29.5; middle at 1:31.5; and high school at 1:32.5 Academic services (staff allocated based on student needs) at 13% of total elementary staffing, 11% at the middle school, and 7% at the high school. Special Ed staffing at 1:15 for elementary and 1:19 at secondary. Moderate decrease within High School Activities area. Cost - $6,537 Per student
Staffing ratios elementary at 1:28.5; middle at 1:30.5; and high school at 1:31.5. Academic services (staff allocated based on student needs) at 13% of total ele-mentary staffing, 11% at the middle school, and 7% at the high school. Special Ed staffing is currently at 1:14 for elementary and 1:18 at secondary. Cost - $6,633 Per student
Maintain staffing ratios elementary at 1:28.5; middle at 1:30.5; and high school at 1:31.5. Academic services (staff allocated based on student needs) at 16.5% of total elementary staffing, 15% at the middle school, and 11.5% at the high school. Special Ed staffing at 1:13 for elementary and 1:17 at secondary. Moderate increase within High School Activities area. Cost - $6,760 Per student
Maintain Staffing ratios elementary at 1:28.5; middle at 1:30.5; and high school at 1:31.5. Academic services (staff allocated based on student needs) at 20% of total elementary staffing, 19% at the middle school, and 16% at the high school. Special Ed staffing at 1:13 for elementary and 1:17 at secondary and add a 1.0 due process clerk at each building. Dramatic increase within High School Activities area. Cost - $6,892 Per student
School Support Services (School Administration, General Instructional Support, Teaching and Learning, Research Eval & Assess, Media, Staff Development, Tech Support, Guidance and Counseling, Health, Clerical Support, Paraprofessionals, Security)
Reduction of service to statutory requirement where possible. Minimal organizational support, increased demand on licensed instructional staff for supervisory activities, limited technical supports at buildings and potential decreases in student academic performance – all by decreased FTE in this area. Cost - $1,216 Per student
Significantly reduced organizational support to students and families, More demands on building clerical staff, less instructional time and negative impact on student academic performance – all by decreased FTE in this area. Cost - $1,282 Per student
Overall School Support Service areas are staffed at a level that would require systemic changes in the service model to reduce. Currently service levels are staffed to adequately meet student, parent and staff needs. Cost - $1,320 Per student
Improved organizational support for students, families and staff. Increased focus on instruction and personalized service improving student outcomes – all by increased FTE in this area. Cost - $1,440 Per student
Exceptional organizational support for students, families and staff. Increased instructional supports to positively impact learning. Increased attention to implementation of best practices within the classroom environment – all by increased FTE in this area. Cost - $1,508 Per student
Operations & Maintenance (Custodians, District Maintenance, Administration, Warehouse, Utilities, Custodial Supplies, Contracted Services)
All services could be reduced, but consequences would have a major impact on learning environment. Warehouse function could see reduction in service with minimal impact on learning. Cost - $691 Per student
Overall building cleanliness at “marginal” but falling behind; warehouse function “exceeds standards” and overall management/ maintenance “marginal” but falling behind. Cost - $710 Per student
Increase in staffing to support average standards in all factor areas: Warehouse, Building Custodial Services; and overall Maintenance/ Grounds operations – ability to hire highly-qualified professionals to minimize outsourcing. Cost - $721 Per student
Moderate increase in staffing to support above average standards in all factor areas: Warehouse, Building Custodial Services; and overall Maintenance/Grounds operations – ability to hire highly-qualified professionals to minimize outsourcing. Cost - $743 Per student
Dramatic increase in staffing to support exceptional standards in all factor areas: Warehouse, Building Custodial Services; and overall Maintenance/Grounds operations along with the ability to hire highly-qualified professionals to minimize outsourcing. Cost - $767 Per student
Transportation (Staffing, School Schedules / Calendar, Walking Distances, Contracting for Services, Non-public Student Transportation, Bus Maintenance, Special Education Transportation)
Add 20 minutes to the transportation schedule by converting from 7:55-9:20am to 7:35-9:20am start times. Increase walking distances to 2 miles for all secondary students. Eliminate transportation for non-mandated choice programs. Cost - $549 Per student
Maintain current choice program, transportation. Increase walking distances to 2 miles for all secondary students. Add 20 minutes to the transportation schedule by converting from 7:55-9:20am to 7:35-9:20am start times. Cost - $576 Per student
Start times 7:55-9:20 a.m. Walking distances for elementary and middle schools at 1 mile and high schools at 1.5 miles. Choice programs receive transportation. Cost - $602 Per student
Maintain current start times, decrease walking distances to .5 miles for all students. Increase contracted buses for pm routes for early start elementary schools to eliminate late arrivals.
Cost - $625 Per student
Decrease walking distance to .5 miles for all students. Create a hybrid contracted services model that allows for all elementary schools to start between 7:55-8:05, and all secondary schools to start between 8:35-8:45am. Cost - $771 Per student
Capital Budget (Allocations, Technology, Textbooks/Materials, Repair/Betterment of Facilities) (Health & Safety, Leases included but not considered as negotiable services)
Reduce capital allocations to buildings and departments. Eliminate elementary digital library for math. Skip curriculum adoption every third year. No increase in access; maintain only what exists. Cost - $412 per student
Reduce capital allocations to buildings and departments. Eliminate elementary digital library for math or skip curriculum adoption every third year. Limited wireless access in schools. Cost - $426 per student
Unable to keep pace with curricular resource needs. Partial increase in wireless density; minimal server and infrastructure improvement for increased demand. Current cost - $441 per student
Catch up to leaders Increase capital allocations to buildings and departments. Increase wireless access points to 2 per classroom. Increase purchase of curricular resources. Cost - $443 Per student $10 M funding needed to be at this level
Lead the leadersIncrease capital allocations to buildings and departments. Increased wireless access points. Dramatic increase in student access to technology. Professional development tied to digital instruction. Increased frequency of purchase of curricular resources. Accelerate rate of change across all schools. Cost - $448 Per student $25 M funding needed to be at this level
District Support Services (Superintendent, Asst. Superintendents, General Administration, Finance, Human Resources, Payroll, Benefits, Student Information Services, Legal Services, Wellness, Communications, Print Center, District Technology)
Reduction of 5.0 FTE overall with consequences that would have a major impact on learning. Likely that district functions would be pushed out to the buildings. Cost - $237 per student
Services are considered at a minimal level. Expansion of services with current FTE would not be possible, due to limited staffing. Cost - $262 per student
Increase FTE to accommodate student information support for buildings. Support additional funds for professional development and district-wide initiatives. Cost - $283 Per student
Additional professional development funds for School Board and district administration to build capacity. Additional support for technology, communications and other business functions in the district. Cost - $301 Per student
Complete support by adding FTE for District Administration, technology staff and business office. Add department funding to support special initiatives, marketing needs, and additional equipment. Cost - $323 Per student
Sites & Buildings (Capacity/Enrollment Future Needs, Building Systems and Envelope, Remodeling and Improve-ments, Environmental Standards, Infrastructure for Technology, Activity/ Athletic Outdoor Educational Spaces)
Reduce alternative facilities funding by $6M annually through 2016-17. By delaying HVAC replacement at BES, MES, & GCE to 2018-20
Reduce alternative facilities funding by $1.5M annually through 2016-17. By eliminating/delaying ancillary work included with HVAC replacements at BES, MES, GCE.
$9 million annually for alternative facilities; use of non-voter approved funding sources to address facility needs.
Access an additional $6.75 M in funding through available non-voter approved sources to fund security improvements ($1.25M), construction of MS space ($2.5M) & additional deferred maintenance projects in older buildings($3m)
Solicit voter approval for $35M in additional funds for security improvements ($5M), facility additions to house future enrollment ($24M) and land for future buildings ($6M)
It should be noted that any of the areas that would be reduced do not take steps toward fulfillment of the district’s Pathway to Excellence Strategic Plan. FTE = ONE FULL TIME POSITION Items listed may be subject to collective bargaining. These two categories of funding would need to come from other revenue – possible capital projects levy or bond referendum.
Current ‐ $6,551 Per student
Current ‐ $1,320 Per student
Current ‐ $710 Per student
Current ‐ $593 Per student
Current ‐ $441 Per student
Current ‐ $241 Per student