Oversight Work Session: Enrollment & Planning Work Sessions: Budget, Series 1000 Policies Discussion

Wednesday, January 28, 2015, 4:30 PM –87:00 PM Auditorium, John Stanford Center

Agenda

1. Call to order 4:30 PM

2. Work Sessions:

Oversight Work Session: Enrollment & Planning 4:30 PM o Presentation

Budget – Presentation (page 20 edited) 5:30 PM * o Superintendent Nyland’s Opening Remarks

o Status of FY14-15 Budget o Status of FY15-16 Budget Development o Legislative Update

o Superintendent's WSS School Funding Model o Central Services Budget o List of Unfunded Needs

o Appendices

Series 1000 Policies Discussion 7:00 PM * o Policy No. 1005, Responsibilities & Authority of the Board o Policy No. 1010, Board Oversight of Management o Policy No. 1220, Board Officers & Duties of Board Members o Policy No. 1225, Legislative Program & Advocacy o Policy No. 1240, Committees

3. Adjourn 87:00 PM

(*times given are estimated)

Board special meeting

2445 – 3rd

Avenue South, Seattle WA 98134

Photos by Susie Fitzhugh

Board Oversight Work Session

Enrollment Planning

January 28, 2015

• Organization – Organizational Structure – Current Functional Areas & Key Stakeholders – Budget and Staffing – Major Contracts – IT Systems – SWOT

• Performance – Department Objectives and Performance Indicators – Benchmarking

• Controls – Guiding Laws, Regulations, Policies & Procedures – Key Internal Controls

• Vision for the Department

Agenda

Every Student. Every Classroom. Every Day. 2

Flip Herndon, Ed.D.

Asst Supt for Facilities, Capital &

Enrollment

E. R. Alvarez, M.A.

Sr Admin Asst

Bert Carson, M.S.

GIS Analyst II

Jay Freistadt, M.P.A.

Enrollment Planning Analyst

Roman Hill, J.D., M.B.A.

Enrollment Planning Analyst

Natasha Rivers, Ph.D.

Demographer

Elaine Shafer, M.C.P.

Enrollment Planning Analyst

Brent Kroon, M.A.

Interim Director, Enrollment Planning

Organization Structure

Every Student. Every Classroom. Every Day. 3

• Enrollment Projections – Short term for annual district budgeting, school staffing (including # of homerooms for

elementary and K-8 schools), program placement – Long term to support capacity management and capital planning

• Growth Boundaries Plan – Development of recommendations for near and long term boundaries – Analysis, cross-departmental evaluation of boundary implications

• Open Enrollment and Seat Management – Data entry and data integrity – Data modeling and adjustments

• Assignments – Waiting list moves – Transfer appeals

• Program Placement Support – Data analysis in conjunction with assignment and transition planning – Coordination with Teaching & Learning/work sessions

Current Functional Areas

Every Student. Every Classroom. Every Day. 4

• Stakeholder Engagement and Public Information – Reponses to unique/complex questions from schools, families, Board,

public

– Public information requests (formal and informal)

– Website content and updating

– Stakeholder engagement

– Individualized assignment mailings

– Mapping (data presentation, ad hoc requests, public information)

Current Functional Areas

Every Student. Every Classroom. Every Day. 5

• Students and families

• Internal SPS departments – Budget

– Human Resources

– Transportation

– Teaching and Learning

– Capital Projects and Planning

• Principals and school communities

• Broader community

• School Board

Key Stakeholders

Every Student. Every Classroom. Every Day. 6

Department Budget/Staffing

Every Student. Every Classroom. Every Day.

General Fund

FTE (GF) FTE

(Other)* FTE Total

2013-14 Budget

2014-2015

Current Budget

Non-Staff Budget

Remaining Non-Staff

%

3.5 3.5 7.0 $390,628 $407,135 $91,917 22.57%

7

* Initial FY 2015 budget had 5.0 FTE with $372,342 total amount. Total FTE includes Capital funded FTE.

Major Contracts of Department

Every Student. Every Classroom. Every Day.

Vendor Function Contract Amount

Murphy & Associates* Interim Director $81,180

Write As Rain* Growth Boundaries Communications

$18,000 (max)

8

* Contract amounts include partial funding from Capital Fund.

System Function Current Activities

SAS (Student Assignment System

• Open Enrollment • Real-time assignments • Seat management • Waiting list management

• Annual modifications as needed to reflect assignment plan changes/transition rules

• Continued enhancements and debugging to complete annual use cycle (with DoTS)

ESRI/GIS (Geographical Information System)

• Analysis and mapping for boundary work, capacity management, program placement

• Internal and external ad hoc data requests

• Preparing database and compiling data for BEX IV related boundary work for Board Director Districts

• Incorporating census data into database • Analysis and mapping for capacity

management and program placement • Updating/standardizing current boundary

maps

PowerSchool • Enrollment Data • Daily enrollment extracts

Key Information Technology Systems

9 Every Student. Every Classroom. Every Day.

System Function Current Activities

SQL Server • Storage and Maintenance • Spatial Technology • Projections • Ad hoc Analysis

• Departmental developed procedures for import, transformation and maintenance of enrollment, assignment, births and other data sets

• Continued development of spatialized procedures will result in major performance and accuracy gains in projections

SQL Reporting Services

• Reporting Services • Capability for SPS staff to

view EP work internally

• School Dashboards • Resident and School Projections • Specialized Assignment Reportings • Ability to quickly develop customized

reports and roll out to internal audiences • Self-service approach for internal

customers

Key Information Technology Systems

10 Every Student. Every Classroom. Every Day.

Strengths • Skilled and experienced staff (4 with more than 2 yrs at SPS, other 3 new in SPS but broad experience and skill sets)

• Individual and collective focus on quality of work • Collaboration with other SPS departments

Weaknesses • Lack of clarity on organizational focus • Need more training & experience on effective public

interaction • Lack of experience in SPS organization

Opportunities • Department is now adequately staffed • Improved clarity on department roles and focus on planning

functions • Leverage technology for higher quality output

Threats/Risks • Overload of tasks • Problem of ‘Re-work’ • Impact of potential changes in transportation students • Scope and Scale of Growth Boundaries on yearly basis

Key Opportunities & Risks

11 Every Student. Every Classroom. Every Day.

Every Student. Every Classroom. Every Day.

Objective Measure Target Performance

Accurately project enrollment

• Resident Projections used for BEX and capacity planning

• Error rate of annual school projections vs. Actual Oct1 P223 headcount (District Wide)

• < 5%

• 99.2% - from Operations Data Dashboard

• Based on 2011 Resident Projections (Moderate):

Mod High 2012-13: 0.8% -0.5% 2013-14: 1.1% -1.36% 2014-15: 0.8% -2.59%

Based on Annual Spring Projections • 2012-2013 – 99.2% • 2013-2014 – 99.65%

Department Objectives & KPIs

12

Percent Projections Divided by Actual Count 2014-2015

13 Every Student. Every Classroom. Every Day.

Arbor Heights

Fairmount Park

Gatzert Stevens

View Lands

75.00%

80.00%

85.00%

90.00%

95.00%

100.00%

105.00%

110.00%

115.00%

0 10 20 30 40 50 60 70

Elementary Schools

% Proj v Actual

Average = 0.4%

Percent Projections Divided by Actual Count 2014-2015

14 Every Student. Every Classroom. Every Day.

Jane Addams Eckstein

McClure

Mercer

Washington

0.9

1

1.1

1.2

0 5 10 15 20 25 30

Middle Schools and K-8

% Proj v. Actual

Average = 3.1%

Percent Projections Divided by Actual Count 2014-2015

15 Every Student. Every Classroom. Every Day.

Ballard

Center School

Chief Sealth Intl.

Cleveland

Franklin

Garfield

Ingraham

Middle College

Nathan Hale

Nova

Rainier Beach

Roosevelt

South Lake

West Seattle

75.00%

80.00%

85.00%

90.00%

95.00%

100.00%

105.00%

0 2 4 6 8 10 12 14 16

High Schools % Proj v. Actual

Average = -2.4%

Current Methods Updates

Births-to-Kindergarten ratio method is more accurate than K linear method Housing unit adjustment may increase accuracy Projection methodology is more accurate for short-term than long-term - Resident, School, 5 year, 10 year projections

Use birth data instead of K linear methodology Plans to incorporate housing data, especially in effort to more accurately measure/predict Kindergarten enrollment

Benchmarking Enrollment Planning Projection Update

16 Every Student. Every Classroom. Every Day.

• Federal and State Laws – McKinney-Vento (Homeless Assistance Act) – Title VII Indian Education Formula Grant – Education of Student with Disabilities under Section 504 of the

Rehabilitation Act of 1973 – Numerous State Laws and RCWs related to Board policies

• State Laws – WAC 392-137-115 – Non resident attendance – WAC 392-122-220 – Enrolled institutional ed program student – WAC 392-335-025 – Uniform entry qualifications – RCW 28A-225-250 – Compulsory school attendance and admission

• Board Policies & Superintendent Procedures – 3000 Series (some in process of being reviewed) – Remaining D series (in process of being reviewed)

Laws, Regulations, Policies & Procedures that Guide our Work

17 Every Student. Every Classroom. Every Day.

• Work is guided by published and accessible documents – Board policies, laws, superintendent procedures, student

assignment plan, annual transition plan

• Published information daylights data for Board and stakeholders, provides transparency for Board oversight and public accountability – e.g. Annual Open Enrollment presentation, Annual Enrollment

Report, other information posted online

• Organizational Structure – Separation of responsibility for producing vs. using data

• Leverage off external experts • Technology

– Functional checks and balances

Key Internal Controls

18 Every Student. Every Classroom. Every Day.

Summary and Vision for the Department

19

Change, but Continuity • Personnel change in the Department since Late 2011 (8 out, 4 in)

• Leadership changes – Dr. Libros (mid 2014), Rachel Cassidy (Fall 2013)

• With all of this – a measure of continuity – Kroon (4 yrs), Carson (3+), Shafer (3+)

Continuing Vision • Solidify team mission and vision, clarify what we actually work on

• Take advantage of substantial skill sets (ex. Dr. Rivers, Demographer)

• Continue to refine technology for improvements in output (Projections, GIS, Reporting)

• Improve department’s communication skills

• Growing role in key Growth Boundaries years (2016-19)

Every Student. Every Classroom. Every Day.

Seattle Public Schools:

Every Student. Every Classroom. Every Day.

20

Photos by Susie Fitzhugh

Board Budget Work Session

January 28, 2015

1) Superintendent Nyland’s Opening Remarks

2) Status of FY14-15 Budget

3) Status of FY15-16 Budget Development

a) Calendar

b) Guiding Principles

c) Projected FY15-16 Budget

4) Legislative Update

5) Superintendent's WSS School Funding Model

6) Central Services Budget Development

7) List of Unfunded Needs

8) Appendices

Agenda

2

1) Superintendent Nyland’s Opening Remarks

Every Student. Every Classroom. Every Day. 3

Ensure educational excellence and equity for every student

Improve systems district-wide to support academic outcomes and meet students’ needs

Strengthen school, family and community engagement

• Outstanding improvement in student achievement over 5 years

• More than 10% of SPS schools

11 schools recognized

Every Student. Every Classroom. Every Day. 4

SUCCESSES

4% 7%14% 11%

32% 21%13%

13%

63%72% 73% 76%

Seattle WA State Seattle WA State

Class of 2008 Class of 2013

High School Graduation (ALL Students)

4-Year Graduation Rate

Cohort dropout rate

Continuing Rate

SUCCESSES, Cont.

4-Year Grad Rate Increased 10 Points

6 Every Student. Every Classroom. Every Day.

SUCCESSES, Cont.

School Segmentation

** Results for Elementary, Middle & K-8 schools only **

20% 19%10% 8% 5% 8%

19%14%

11%7% 9%

13%

28%30%

35%38%

33%29%

16% 20%

19% 19%22%

22%

17% 17%25% 27% 30% 28%

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

2009 2010 2011 2012 2013 2014

Level 5

Level 4

Level 3

Level 2

Level 1

SUCCESSES, Cont.

72.5% 72.8%70.9%

72.3%74.0%

77.1% 76.0%

70.2% 70.4%68.3%

66.9%

69.9% 70.6% 69.6%

40.0%

50.0%

60.0%

70.0%

80.0%

90.0%

2007-08 2008-09 2009-10 2010-11 2011-12 2012-13 2013-14

Pe

rce

nt

Me

etin

g St

and

ard

3rd-8th Grade Reading Proficiency

Seattle

WA State

SUCCESSES, Cont.

59.8%61.6% 62.8%

64.9%68.1%

70.8% 70.6%

56.2% 56.1% 55.0%57.7%

60.5% 61.0% 59.7%

30.0%

40.0%

50.0%

60.0%

70.0%

80.0%

90.0%

2007-08 2008-09 2009-10 2010-11 2011-12 2012-13 2013-14

Pe

rce

nt

Me

etin

g St

and

ard

3rd-8th Grade Mathematics Proficiency

Seattle

WA State

9

45.8%

52.2%

60.4%

69.7%

74.8% 75.1% 76.4%

48.2%

51.1%

54.5%

61.6%

66.4%64.9%

67.2%

30.0%

40.0%

50.0%

60.0%

70.0%

80.0%

90.0%

2007-08 2008-09 2009-10 2010-11 2011-12 2012-13 2013-14

Pe

rce

nt

Me

etin

g St

and

ard

8th Grade Science Proficiency

Seattle

WA State

SUCCESSES, Cont.

2) Status of FY14-15 Budget General Fund Comments

10

• Enrollment below budgeted levels

• Special Education costs growing

• Transportation costs above budget

• School adjustments above budget

• Potential costs for new Strategic Plan

• February 12, 2015 – Audit & Finance Committee

• February 25, 2015 – Budget Allocations to Schools • March 12, 2015 – Audit & Finance Committee

• March 25, 2015 – Work Session: FY15-16 Operating & Capital Budget • April 9, 2015 – Audit & Finance Committee

• April 26, 2015 – State Legislative Session ends and Washington State “Budget Adoption”

• April 30, 2015 – Budget Office Final Balancing • May 14, 2015 – Audit & Finance Committee

• May 27, 2015 – Work Session: FY15-16 Proposed Operating Budget • June 11, 2015 – Audit & Finance Committee

• June 17, 2015 – Introduce FY15-16 Budget to Board

• June 24, 2015 – Hold Required Public Hearing

• July 1, 2015 – Board Action to adopt FY15-16 budget

3a) FY 2015-16 Budget Development “Calendar”

11

3b) FY15-16 Budget Development Guiding Principles Summary

12

• Ensure lean infrastructure

• Invest in promising ideas and technology

• Protect basic education service levels

• Support responses to findings by the State of Washington Auditor’s Office;

• Optimize capital expenditures

• Ensure the budget process includes short and long-term solutions

• Focus on budget sectors unaligned with National spending-per-student benchmarks;

• Invite labor partners to work with us to improve operational efficiency;

• Ensure supports are in place for employees impacted by job losses;

• Develop the professional capacity and skills for all staff

• Shift investments to proven and promising ideas that align to our strategic objectives.

Full guiding principles document found HERE.

3c) Projected FY15-16 Budget

13

FY15-16 Major Budget Changes (Dollars in Millions)

Surplus/

GAP 1 Materials, Supplies, Operating Costs (MSOCS) $20.3

2 Operations Levy $16.8

3 Onetime Funds ($4.6)

4 Potential Employment costs ($6.5)

5 Transportation (Updated) ($5.9)

6 Strategic Initiatives/Grant backfill (Updated) ($5.0)

7 Enrollment (Updated) ($3.0)

8 Instructional hours increased requirement (1080 hrs) ($5.0)

9 K-5 Literacy textbook adoption (New item $5M to be funded by FY15-16 savings) 0

10 Pension ($4.1)

11 COLA (2.2%) ($3.1)

12 Reset Budget Development Reserve to $5M ($2.0)

13 K-3 class size high poverty schools ($1.7)

14 Restore 2014-15 onetime funding for ongoing Service Based adds ($1.2)

15 Uncertainty Contingency (Restore total to $2.0M) ($1.0)

16 Elections ($0.9)

17 Items < $0.5M ($1.1)

FY15-16 Budget GAP ($8.0)

3c) Potential Solutions for FY15-16

14

FY15-16 Anticipated Funding GAP as of January 28, 2015 ($8.0M)

Potential Solutions

One time use of Unassigned Fund Balance $2.3M

Current year savings ?

Additional/expanded revenue options ?

Other ?

Balance of GAP after solutions ($5.7M)

4) Legislative Update: Priorities

15

1. Fully fund compensation

2. Class Size/Staff Allocations

3. Sustainable funding/resolve tax inequity

4. Reduce dependence on local levy

State Budget Monitoring Milestones:

• SPS Budget Staff Plan – October 2014

• Governor’s Budget (2) – December 2014

• House Budget – Early April 2015

• Senate Budget – Early April 2015

• Final Action – April 2015 (likely June 2015)

Key State Budget Drivers: - Class Size/Staff Allocation - Full Day Kindergarten - MSOCs - Pupil Transportation - COLA - Pension - Medical - Operating Levy Base Inflator - Other

4b) Legislative Update: Initiative 1351 Highlights

16

• Changes to the prototypical school funding formula.

• States that funding for class sizes is only provided to the extent districts demonstrate they have hired the staff for those class sizes.

• Takes away from “allocation model” and into “compliance model”

• Includes provisions if facility limitations prevent the class sizes from being reached.

• Does not address:

– Compensation

– “Categorical” program enhancements (Learning Assistance Program, Bilingual Program, etc.)

– Facility needs (i.e., no state money for construction)

– How to fund additional costs

I-1351 presentation found HERE.

Additional Seattle Public Schools Staff

Teachers 635

Building Staff 791

Central Administrators 75

Total Additional Seattle Public Schools Staff 1,501

Funding provided by the State $104.9M

Funding required in FY14-15 dollars $140.7M

Additional funding needed by Seattle Public Schools $ 35.8M

Specific details located in Appendix

4c) Legislative Update: Initiative 1351 Funding and Implementation Cost

17

4d) Legislative Update: Sequestration & Reauthorization of

ESEA and IDEA

18

• Department of Grants & Fiscal Compliance advised by Office of the Superintendent for Public Instruction (OSPI) of possibility sequestration will affect 2015-16 school year

• If implemented, sequestration could result in approximate 7.5% reduction in federal funding

• Department of Grants & Fiscal Compliance has directed program officers who manage federal funds to incorporate potential reduction in development of 2015-16 budgets

• Still unclear if sequestration will impact IDEA or Head Start grants

Approved Changes for FY2015-16:

1. Contractual staffing ratios will be used for teacher staffing. (A reduction of 64.5 elementary teachers)

2. Elementary teacher allocations will be rounded up to nearest 1.0 FTE (An addition of 31.5 teachers)

3. Additional teacher staffing at Elementary grades will be allocated to reduce the impact of split classrooms. (Reserve of 30 teachers)

4. Current 2014-15 Weighted Staffing Standards administrator (core) staffing allocations will be kept constant to provide stability.

5. Free and Reduce Lunch funding rate will be restored to 2013-14 levels.

6. Per Student allocation amounts will be restored to 2013-14 levels.

7. Funding for schools who have consistently received mitigation resources will be reviewed for similar needs and funded with initial allocations.

5) Implement Superintendent's Weighted Staffing Standards (WSS)

19

• Planning Process

– Manager’s submitted Service & Commitments documents January 16th

– Meetings with Department leaders planned for February

– Prioritization of program changes by early March

• Budgeting Process

– Departments finished by February 6th

– Several Grants ending

• Get Fit, Get Smart: Physical Education Program (PEP), School Improvement, High School Graduation Initiative, Teacher Incentive Fund (TIF)

– Final reconciliation after legislative session

6) Central Services Budget Development

20

7) List of Unfunded Needs

21

• Strategic Plan/Operations Process Improvements

• School Staffing

• Replacement for critical functions previously on grants

• Learning Technology

• Administrative Technologies

• SAP Value Engineering Study

– School Point of Sale systems

– Budget Development system

– Other

Questions??

22

Please send questions and comments regarding the 2015-16 budget to:

budget@seattleschools.org

Appendix 1: Future Board Work Sessions

23

• March 25

– FY15-16 Budget update

– Central budget priorities

– Capital Fund budget

• May 27

– FY15-16 proposed budget

– Legislative Update

• February through May Audit & Finance Committee meetings

• Potential Future Topics

– Strategic Plan alignment

– School staffing needs

– Universal Pre-K

– Special education

– English Language Learners

– Technology Plan

– Transportation

– Grants/Restricted Budgets

– Family & Education Levy

– Program Placement decisions

– ASB Budget

Appendix 2: Racial Equity Policy Summary

• School Board is committed to success of every student, responsibility shared by staff, administrators, instructors, communities and families

• Focus on closing opportunity gap and ensuring all students graduate from Seattle Public Schools ready to succeed

• Fostering a barrier-free environment where all students, have the opportunity to benefit equally

• Differentiating resource allocation, within budgetary limitations, to meet the needs of students who need more supports and opportunities to succeed academically

• With these commitments in mind, Seattle Public Schools will:

– Raise the achievement of all students while narrowing the gaps between the lowest and highest performing students;

– Eliminate racial predictability and disproportionality in all aspects of education and its administration

24 School Board Policy No. 0030 found HERE.

Appendix 3: Budget Benchmarking Data

• State Activity Comparison with other large districts (dollars)

• State Activity Comparison with other large districts (percentage)

• General Fund expenditures per student FTE by State Activity

• Executive Management Positions

25