Principal’s Meeting December 6, 2012

Budget Process Operating Budget: Senior Staff will work with Budget Directors to develop listing of system wide needs Principal Priorities developed last month will be considered Short-Term Capital Outlay: Capital Requests for next year Long-Term Facility Needs: Facilities Needs Committee

School Priorities Top 5 Budget Priorities: 1. Staffing 2. Technology 3. Professional Development 4. Special Education Support 5. Facility Needs

School Priorities To clarify staffing needs, so please rank the following positions from 1 through 4 in order of need: Teachers____ Teacher Assistants____ Office Support____ Custodial Support____

Departments Finance will be meeting with Budget Directors next week to discuss: Analysis of current program budgets Program/Department needs Flexibility within current budget to address needs Potential cost savings initiatives

Budget Process Schools: Principal Budget Priorities Capital Outlay Requests Program/Department Budgets: Individual Budget Review Meetings Senior Staff: Determine Operating Budget Recommendations based on school priorities and requests submitted by Program Directors Present budget proposal to the Board of Education

County Budget Process County Request Due April 9 th Date of Budget Hearing and Board Approval of County Request Two –Year County Budget Process: 2013/ /15 Operating and Capital Requests will be for Both Years

Capital Outlay Process Similar to Prior Year Process Requests Due January 14 th Separate files for: Repairs and Renovation Technology Furniture and Equipment Vehicles Each file has instruction tab and form tab

Justification This field is critical to the prioritization process Explain the need for the requested item and the expected impacts. Address any of the criteria that are applicable to this request: Health & Safety Considerations Critical Timing Goal Alignment Program Effectiveness Operational Efficiency Cost Benefit Analysis

Prioritization Rank each proposal by area, with #1 being the highest priority Do not resubmit Unfunded prior year requests: They will automatically be reconsidered. Each of you should have received listings of Unfunded Prior Year Requests. Submit listing of revised priorities for any changes. All requests will then be prioritized by Operations as high, medium, or low, and then ranked overall priority and submitted to Senior Staff for consideration

Facilities: Repair and Maintenance Requests Include: Repairs exceeding $30,000 Exclude Repairs with estimated cost below $30,000. These should be submitted as maintenance work orders and will be prioritized with available funding. Renovations Improvements to Grounds Do not include Major Capital Requests for: New facilities, additions, or major renovations in excess of $1 million. These needs will be considered in the long-range facility planning process.

Other Capital Requests: Technology: Only include requests for projects exceeding $5,000 Smaller technology items may be funded from existing supply budgets Furniture and Equipment: Only include requests exceeding $1,000, either individually or multiple quantities of smaller items Requests less than $1,000 may be purchased from existing supply budgets

Custodial Equipment Change for : The following Custodial Equipment should not be requested by schools: Auto Scrubbers Propane and Electric Burnishers Low Speed Scrubbers Carpet Cleaning Machines Wet/Dry Vacuums Kaivac Machines These will be part of a system wide request by Technology Schools may request lower value items if needed in quantities that put total cost over $1,000 (example: 8 vacuum cleaners)

Form Reminders: Save each file with your school #: Example: Location - RR Request.xlsx Save as: RR xlsx Submit files to: Repairs and Renovations – Irene Sotiriou Furniture and Equipment – Linda Bullard Technology – Dawn Brinson Vehicles – Michael Wayne All Forms Due January 14 th

Financial Responsibilities of Budget Administrators Ensuring all funds are spent in accordance with State Law, Board Policy, and in alignment with the goals of the school or program Approving Disbursements such as requisitions, check requests, travel reimbursements and invoices Reconciling financial transactions (GL) on a monthly basis to ensure the general ledger properly reflect activities approved by Budget Director (Principal) Recommending Budget Transfers Recommending Position Changes as needed Participation in Budget Development Process

Budget Management Budget Managers are expected to evaluate programs for effectiveness, efficiency and goal alignment Budget Evaluation Focus: 1. Identify and Eliminate Waste 2. Raise Efficiency and Effectiveness 3. Improve Performance

Budget Management Identify Waste Examples of Wasted Resources: Excessive Use of Sick Leave Wasted Time Under Utilized Instructional Programs Wasted Supplies Lost, Broken or Unused Equipment

School Program Evaluation Program Evaluations: Consider Program Costs in terms of purchases and staff time Ensure that each dollar is spent to deliver the maximum return on your investment If your data shows the program is not effective, discontinue it! Use your data to make changes that will lead to alignment of resources and will improve performance by students and staff.