fy 2021 school board budget...budget fy 2021 hourly comparison to fairfax county government •fcps...

School Board

Budget

FY 2021

I nves t ing IN Exce l l ence

April 20, 2020

School Board Work Session

2

I N V E S T I N G I N E X C E L L E N C EAPPROVED

BUDGET FY 2021

Agenda

FY20 Update• FY20 Potential Savings & Costs due to COVID-19• Pay Continuity• Electric Buses

FY21 Revised Budget• FY21 Superintendent’s Recommended Budget Revisions

• Existing investments recommended and funded in Advertised

• New investments• School Board Amendments

Other Discussion Topics• FY21 Post COVID-19• Material & Supply Accounts (FY20 YTD & FY21 Budget)• Historical Reductions Detail

3


BUDGET FY 2021

COVID-19 Budget Impact (FY20)

Estimated Budget Impact ($ in millions)

Savings* Costs

Category FY20 Amount Category FY20 Amount

Substitutes (excluding long-term) $7.0 Distance Learning Packets $4.0

Automatic Carryover (25% to 10%) $5.9 Critical Employees $3.7

Temporary Hourly $4.0 Technology Supports $1.7

Utilities $4.0 Cleaning and Sanitizing Supplies $0.2

County Services (Fuel, Labor, Parts) $2.7 Report Card Printing $0.1

Total $23.6 Interpreter Services $0.04

Personal Protective Equipment TBD

Unemployment TBD

Family First Coronavirus Act TBD

*Non-recurring funds (one-time) Total $9.74

4


BUDGET FY 2021

Pay Continuity

5


BUDGET FY 2021

Hourly Comparison to Fairfax County Government

• FCPS hourly/temporary employees most closely match Fairfax County’s non-merit status G employees. The chart below provides a comparison of the County’s Status E and Status G employees and School’s hourly and substitute employees.

COUNTY – Limited Term Support Positions* SCHOOLS

Status E Status G Hourly

Work Hour Restrictions >1,040 up to 1,612 <900 NONE

Health Benefits Eligible YES NO YES**

Leave Eligible NO NO NO

Retirement Eligible NO NO NO

Living Wage Eligible YES NO NO

*Hourly roles – i.e. Lifeguards, Election Workers, Park Instructors

**Eligibility at >30 hours/week based on lookback

6


BUDGET FY 2021

Pay Continuity

• Effective Monday, March 30, 2020, long-term substitutes who continue with assignments at schools to support instructional activities will receive pay for assigned hours.

• On April 9, 2020, the School Board approved an additional two weeks (3/30/20-4/10/20) of income replacement for hourly employees at a cost of $1.1 million.

• Fairfax County government is providing administrative leave through May 8 for Status E and Status G.

• If FCPS were to follow this model, the cost would be an additional $2.1 million

7


BUDGET FY 2021

To Qualify for Unemployment Benefits in Virginia

• Must have earned wages in at least two quarters of the base period.

• Must have earned at least a total of $3,000 in two quarters of the base period.

• In VA, per week maximum payout is currently $378; smallest amount is $60.

• May receive benefits up from 12 to 26 weeks. (In times of very high unemployment, federal and state programs may make additional weeks of benefits available.)

• Unemployment is computed as one half of the weekly pay at the time of the discharge, up to VA’s maximum benefit ($378)

8


BUDGET FY 2021

How Much Did FCPS Pay Out in Unemployment in 2019?

$94,000 ON 79 CLAIMS.

AVERAGE PERCENT OF SALARY PAID PER CLAIM: 56%

AVERAGE NUMBER OF WEEKS

COVERED PER CLAIM: 16 WEEKS

AVERAGE DOLLAR AMOUNT PAID PER WEEK; PER CLAIM:

$289

9


BUDGET FY 2021

Electric School Buses

10


BUDGET FY 2021

Dominion Energy Electric School Bus Program

• In August 2019, Governor Northam and Dominion Energy announced to partner with school

districts for a pilot of 50 electric school buses by 2020.

• An application process was made available in September 2019.

• Eight new electric buses are awarded to FCPS.

• The first phase of the project would require the school district to fund the base cost of a diesel

bus equipped with FCPS specifications and seat belts ($130,000/each).

• Dominion would fund the remaining cost of the electric bus (up to approximately

$250,000/each) as well as the cost for installing vehicle to grid charging infrastructure.

• Minimal FCPS cost increase over regular diesel buses - funds in FY20 Transportation Office

• Once legal discussions concluded, staff ready to move forward with ordering.

• .

11


BUDGET FY 2021

FY21 Revised Budget

12


BUDGET FY 2021

FY21 Updated Revenue Impact

Revenue CategoryFY21 Advertised

(Change from FY20 Approved)Adjustment

FY21 Approved

(Change from FY20 Approved)

Beginning Balance ($1,099,132) $0 ($1,099,132)

County $89,700,781 ($82,395,267) $7,305,514

State (Estimate)* $69,221,067 ($4,802,176) $64,418,891

Federal $431,416 $0 $431,416

Fairfax City and Other$13,924,914 ($945,000) $12,979,914

TOTAL $172,179,046 ($88,142,443) $84,036,603*Updated since School Board Meeting on April 9, 2020. Based on Governor’s Recommended amendments.

13


BUDGET FY 2021

Expenditure CategoryFY21 Advertised

(Change from FY20 Approved)Adjustment

FY21 Approved

(Change from FY20 Approved)

Enrollment & Student Populations Requiring

Differentiated Instruction

$28,813,636 $0 $28,813,636

Benefits, Contractual, Base Savings, FCPSOn,

Transfers, Year End, Textbook Reserve

$36,030,558 ($1,452,886) $34,577,672

Salaries (Step, MSA, ES Principal Pay 2nd Year CIS

Phased Enhancement)

$78,539,109 ($75,422,915) $3,116,194

Placeholders (Salary, Staffing Initiatives, 3rd CIS

Phased Enhancement)

$21,377,358 ($18,877,358) $2,500,000

Strategic Investments $7,418,384 ($6,007,193) $1,411,191

Superintendent’s New Recommendations $0 $3,172,616 $3,172,616

Post COVID19-Placeholder $0 $10,445,294 $10,445,294

TOTAL $172,179,046 ($88,142,443) $84,036,603

FY21 Recommended Expenditure Revisions

14


BUDGET FY 2021

Existing Strategic Investments – FY21

Category Item Strategic InvestmentAmount

($ in millions)

FTE Rationale

Achievement 1 Dropout Prevention $1.5 13.0 With school closures, its critical to have focused resources on students at-risk of dropping out.

Achievement 2 Executive Principals (Regions 2&3) $0.4 2.0

Regions 2 and 3 have significant poverty, student mobility and English Language Learners. An additional

Executive Principal will provide increased targeted support to these schools to improve student

achievement; close achievement gaps; increase the region’s capacity to mentor principals; closely monitor

student achievement; and supervise and improve instruction in a systematic manner.

Achievement 3

Office of School Support

Expansion $0.3 2.0

The Office of School Support will be reorganized under the newly created Department of School

Improvement and Supports. The department will be comprised of The Office of Secondary Support, The

Office of Elementary Support, The Office of Non-Traditional Schools and Programs, The Office of

Assessment and Reporting, and The Office of Student Activities and Athletic Programs. The Multi-Tiered

Systems of Supports (MTSS) program will move under the Office of Secondary and Elementary School

Support. The reorganization will allow for offices that have traditionally operated in isolation to work in a

more coordinated approach to ensure that direct supports to schools are organized in cohesive manner

that is strategic and easily deployed to schools.

Subtotal $2.2 17.0

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BUDGET FY 2021

Existing Strategic Investments – FY21

CategoryIte

mStrategic Investment

Amount

($ in

millions)

FTE Rationale

Equity 4 AAP Placeholder $1.0 TBD A placeholder to support implementation of the recommendations of the external program review.

Equity 5

CIS Scale Enhancement (2nd year phase-

in) $2.7 0.0

Second year of a three year plan to bring the salaries of IA’s and PHTA’s to 50% of teacher salaries

on the BA lane.

Equity 6 Elementary Principal Pay Parity $0.4 0.0

Increases all elementary school principal pay to middle school principal pay to recognize increased

complexity and demands.

Subtotal $4.1 TBD

Social/Emotional 7 Behavior Intervention Services $0.1 0.0

Supports comprehensive behavior intervention and support to school teams to meet the needs of a

broad range of students receiving general and special education services.

Social/Emotional 8

Restraint and Seclusion Compliance

Specialist $0.1 1.0

This position will monitor the compliance of schools with the requirements of the new restraint and

seclusion policy and regulation both from the state and local school division level.

Subtotal $0.2 1.0

Workload 9 Assistant Division Counsel $0.2 1.0 Assist legal staff and directly support special education litigation.

Workload 10 Strategic Plan/Program Budget Manager $0.2 1.0

Assistant director position for the Budget Office to assist with Strategic Plan alignment and the

Program Budget Review plus other aspects of the budget process.

Subtotal $0.4 2.0

TOTAL Existing Strategic Investments $7.1 20.0

16


BUDGET FY 2021

New or Revised Strategic Investments – FY21

Category Item Strategic Investment

Amount

($ in

millions)

FTE Rationale

Achievement 11 Special Education Review $0.2 0.0

A comprehensive review of FCPS’ special education services to include evaluation of the current structure,

processes, and services for students with disabilities to better understand their capacity in meeting the needs

of students identified for services and their families. Furthermore, additional desired outcome is to identify

areas of improvement to strengthen FCPS’ Special Education services and to address ongoing concerns with

regards to ensuring IEP compliance, inclusion, professional development and reporting.

Achievement 12 Online Campus $0.3 0.0

Support additional expanded capacity of student enrollment in online campus courses. It is anticipated that

students and families may want to access Online Campus post-pandemic.

Achievement 13

Special Education Resource

Teachers $0.8 7.0

Provides one additional special education resource teacher per OSS Region team and two additional resource

teachers to the OSS Secondary team to support students with the largest gaps and most significant learning

challenges

Achievement 14

Special Education Intensive

Support $0.3 3.0

The Student Services Intensive Support team will work directly with school leaders in targeted schools to

identify needs, plan, and implement evidence-based instructional and behavioral programming for students

with disabilities.

Subtotal $1.6 10.0

Social/Emotional 15

Substance Abuse Prevention

Specialist $0.5 5.5

Positions will support the equity plan for discipline, designed to help implement changes in school practices

related to substance use; address possible underlying causes of the behavior challenge; provide prevention

and intervention services for students involved in substance misuse.

Social/Emotional 16

Systemwide Social Worker

Support $1.2 10.0

Additional social workers will provide for needed social emotional supports for students and families within

FCPS. The COVID-19 pandemic and school closure has been a traumatic event for many students and families.

Subtotal $1.7 15.5

TOTAL New Strategic Investments $3.3 25.5

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BUDGET FY 2021

Current School Board AmendmentsNumber Amendment Amount FTE

Salaries and Benefits

1 Permanent Sub and Other Duty Coverage $19,100,000 190.0

2 CIS Scale Enhancement $2,746,383 0.0

Support for Schools

3 Dropout Prevention $1,522,185 TBD

4 ES AART Positions (3-year phase-in) $1,583,030 16.0

5 Antiracist Curriculum Work* $100,000 0.0

Facilities and Transportation

6 Trades for Tomorrow $50,000 0.0

7 Trades for Tomorrow - Apprentice $561,931 8.0

8 Vestibules - 5 year Phase-in $1,300,000 0.0

Special Education

9 Substance Abuse Prevention $181,590 2.0

10 Special Education Review* $200,000 0.0

11 Social Emotional Curriculum Writing* $100,000 0.0

12 School Resource Teachers $1,111,787 10.0

13 Flexible Positions $19,100,000 190.0

* Potential one-time Total Amendments $47,656,906 416.0

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BUDGET FY 2021

Discussion Topics

19


BUDGET FY 2021

Post COVID-19 Response Plan (FY21)

Estimated Budget Impact ($ in millions)

Potential Additional Learning Supports

Category FY21 Amount

Special Education (Compensatory Services) TBD

Social Emotional Supports TBD

Robust Summer School TBD

Early Opening TBD

Extended Day TBD

Technology Supports TBD

COVID-19- Second Wave Contingency TBD

20


BUDGET FY 2021

DepartmentFY20 YTD* FY21 Advertised

Budget**

1% 3% 5% 10% 20%

CHIEF EQUITY OFFICE 340,622 368,261 3,683 11,048 18,413 36,826 73,652

CHIEF OPERATING OFFICE 6,420 27,192 272 816 1,360 2,719 5,438

DEPUTY SUPERINTENDENT 11,210 6,000 60 180 300 600 1,200

DEPT OF FACILITIES & TRANSPORTATION SVCS 8,191,940 9,181,930 91,819 275,458 459,096 918,193 1,836,386

DEPARTMENT OF FINANCIAL SERVICES 40,176 63,148 631 1,894 3,157 6,315 12,630

DEPARTMENT OF HUMAN RESOURCES 280,799 402,869 4,029 12,086 20,143 40,287 80,574

INSTRUCTIONAL SERVICES 1,204,465 1,156,683 11,567 34,700 57,834 115,668 231,337

DEPARTMENT OF INFORMATION TECHNOLOGY 1,295,502 2,525,326 25,253 75,760 126,266 252,533 505,065

DIVISION SUPERINTENDENT 37,067 87,784 878 2,634 4,389 8,778 17,557

DEPT OF SPECIAL SERVICES 1,732,648 2,375,161 23,752 71,255 118,758 237,516 475,032

REGION 1 OFFICE 7,120 6,532 65 196 327 653 1,306

REGION 2 OFFICE 8,167 5,969 60 179 298 597 1,194

REGION 3 OFFICE 19,292 12,650 127 380 633 1,265 2,530

REGION 4 OFFICE 12,110 18,232 182 547 912 1,823 3,646

REGION 5 OFFICE 15,251 16,732 167 502 837 1,673 3,346

TOTAL 13,202,789 16,254,466 162,545 487,634 812,723 1,625,446 3,250,893

*As of April 16, 2020

**FY21 Advertised Budget does not include new resources or contractual increases.

FY21 Department Materials and Supplies Funding

21


BUDGET FY 2021

FY21 Department Materials and Supplies Impact Statements

Department Impact Statement

DIVISION SUPERINTENDENT

Reductions would greatly reduce the materials and productions created and disseminated to the community and

staff as well as funding that supports Superintendent Advisory Council activities and community programming.

DEPUTY SUPERINTENDENT

Focused on supporting school activities and the oversite of schools. If reduced the office would not be able to

provide the same level of supports.

CHIEF EQUITY OFFICE

This reduction may impact the Hearing Office ability to upgrade our computers and/or peripherals. CEO Admin: This

might impact ability to support ACPMs and professional development opportunities related to division wide equity

initiatives; Ombudsman ability to generate appropriate quantities of informational materials for parents and staff

(e.g., brochures, posters, etc.) including translated materials. Jefferson HS Admissions: A 20% impact would impact

staffing. The loss of this amount of funding would not allow for the office to function with the required testing

components. Student Activities and Athletics: This would primarily impact athletic transportation. Sub-Varsity teams

would travel on the same bus to away games. This would result in later return times for freshmen teams as they

would not return to their base school until the conclusion of the JV game.

CHIEF OPERATING OFFICE

Reductions up to 5% will adjust spending as necessary and have low impact. At the 10% and 20% reduction level

COO Admin and Foundation will adjust spending as necessary and will have a low impact. The 10% reduction will

have a low impact on Government Relations, but the 20% reduction level it will effect their ability to spend on

Legislative Briefing materials. At the 10% and 20% reduction levels ORSI will have to forego technology replacement

cover the contractual annual software fees.

22


BUDGET FY 2021

FY21 Department Materials and Supplies Impact StatementsDepartment Impact Statement

DEPT OF FACILITIES & TRANSPORTATION SVCS

Reductions in logistic accounts would negatively and adversely impact the school division operations and the teaching

and learning . FTS has reduced maintenance funds to levels where the division is at risk of division wide system

failure. Shortages and cuts from prior years still impair the ability to perform the support tasks aligned with the

strategic plan and the related goals and objectives.

DEPARTMENT OF FINANCIAL SERVICES

Reductions would impact training room computer upgrades, funding necessary updates and maintenance on key

software used to support Payroll, further delay technology replacement for staff, and office supplies. Reductions from

prior years have already required prioritizing technology purchases.

DEPARTMENT OF HUMAN RESOURCES

Supports expenditures for office, maintenance, and technology supplies, paper, equipment, mailing and shipping, and

materials supporting various recruitment and hiring, benefits, and award and recognition events and activities. A

reduction between 1% - 5% would require the department to limit and further prioritize office and technology supplies

purchases. A reduction of 10% or 20% would require the elimination of materials purchased to support various

events.

INSTRUCTIONAL SERVICES

Over $0.8 million is spent centrally and items are sent to schools to ensure all schools get an equal share of critical

instructional items in support of classroom instruction for teachers and students. Major programs that use these

funds are CTE (equipment that is required to meet maintenance of effort), Elementary Science Kits, College Success

Programs, Early Identification Program, AVID, College Partnership, Online Campus, Career Transition Services

programs, library services, Early Childhood, DRA testing, AVMR kits, and ESOL services. The remaining budget

provides office supplies and replacement computers for staff of over 190 employees.

23


BUDGET FY 2021

FY21 Department Materials and Supplies Impact Statements

Department Impact Statement

DEPARTMENT OF INFORMATION TECHNOLOGY

The IT materials and supplies budget includes parts and supplies associated with installation, maintenance and repair

of computers (student and staff devices), life safety systems including fire alarms and security equipment, audiovisual

systems (i.e. projectors, large display monitors, stage lighting, PA systems) in all schools and offices, and print

supplies such as report card mailers and ParentVue password mailings. Any budget reduction would cause a negative

impact in service and the higher the reduction the more severe the impact. A 1% reduction would impact general

operations including logistics and tech supplies across the department. IT’s ability to purchase parts for technology

break-fix device repair would be impacted . A 20% reduction would more than double the impact of the 10 percent

reduction severely compromising IT’s ability to address critical repairs in the areas of student and staff laptops and

computers, security and fire alarm support, technology assessment and stock for IT trucks making onsite technology

repairs. Falling behind on repairs will impact the division adversely for many years.

DEPT OF SPECIAL SERVICES

Reductions to the materials and supply budget would impact the purchase of consumable protocols required for

assessments, test materials, materials needed for the effective facilitation of trainings, presentations and

interventions, updating aging technology software licenses, robots for remote learning, instructional materials and

equipment for students with disabilities, evidence based programs, assessment protocols, assessment programs and

materials, building modifications to support students with disabilities (changing rooms, outlets, etc.). preschool

playground equipment, assistive technology , office supplies, and computer equipment and peripherals for staff.

REGION OFFICE Reducing this budget would seriously hamper the Region Office’s ability to deliver services and operate as an entity.

24


BUDGET FY 2021

Reductions of

Nearly $700 million & over

2,700 positions

since 2009

423.3

787.9

207.3 30.5

30.0 64.6

723.7

7.2 96.1

218.1

82.3 74.3

-

500.0

1,000.0

1,500.0

2,000.0

2,500.0

3,000.0

Positions Eliminated

Position Reduction FY 2009 - FY 2020

FY 2020

FY 2019

FY 2018

FY 2017

FY 2016

FY 2015

FY 2014

FY 2013

FY 2012

FY 2011

FY 2010

FY 2009

Po

siti

on

Re

du

ctio

ns

tota

l mo

re t

han

2,7

00

.

$54.4

$77.7

$40.4

$76.7

$27.9

$60.0

$97.8

$61.4

$39.2

$51.5

$47.0

$40.9

$-

$100.0

$200.0

$300.0

$400.0

$500.0

$600.0

$700.0

$800.0

1Reductions in Millions

FCPS Reduction FY 2009 - FY 2020

FY 2020

FY 2019

FY 2018

FY 2017

FY 2016

FY 2015

FY 2014

FY 2013

FY 2012

FY 2011

FY 2010

FY 2009

Re

du

ctio

ns

tota

l ne

arly

$7

00

mil

lion

do

llar

s.

25


BUDGET FY 2021

Historical Reductions Summary

• Since 2009, reductions, cost avoidances, and cost savings total nearly $700 million and over 2,700 positions.• Compensation - $344 million in cost savings/reductions and includes compensation base savings; reductions to

substitute rates; cost savings to employer contribution rates for VRS and health insurance; reductions to substitute rates and short-term disability program.

• Staffing Formula - $130 million includes 2,058 position reductions due to staffing ratio increases at ES, MS, and HS; needs-based staffing; ELL; guidance counselors; psychologist and social workers; deaf-hard-of-hearing and vision program; therapy and adapted physical education services; SBTS; clerical and custodial support.

• Instructional Programs –$76 million includes 360 positions in cost avoidance and reductions for inclusive resource teachers; summer programming; textbook adoption; project excel; per-pupil allocations; activities and athletics; and contract length reductions.

• Supports to Schools –$125 million includes 328 positions in reductions/cost savings for tuition reimbursement; fuel, utility rates and energy management programs; replacement equipment; systemwide professional development; instructional technology; workers compensation; legal fees; bus replacement; and central office reductions.

STUDENT

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