Review Agenda Item
Meeting Date: 5/10/2018 - 7:30 PM
Category: Discussion Topics
Type: Info
Subject: FY 2019-2028 CIP and FY 2019 Combined Funds Budgets Work Session
ACPS 2025 Strategic Plan Goal:
Objective 6.1 Fiscal Policies and Practices
ACPS will plan, manage, monitor, and report spending to provide decision-makers and the community with a reliable, accurate, and complete view of the financial performance of the educational system at all levels.
Objective 4.1 Optimal Learning Environments and Infrastructure
In collaboration with City partners, ACPS will move aggressively to modernize all learning environments, expand or otherwise adapt facilities to meet projected changes in school enrollment, and ensure equitable application of capital improvements throughout the school division.
Policy: DB - Annual Budget
Funding Source or Fiscal Impact (where applicable)
File Attachment:
180510__Memo_School_Board_Budget_ Work_Session_v2.pdf
Agenda Item Summary: The CIP budget for FY 2019, in alignment with recommendations of the Ad-Hoc Joint City-Schools Facilities Investment Task Force, aims to address some of ACPS’s immediate capacity needs with $52.7 million to fund capacity planning efforts, a continuation of the high school capacity planning, property acquisition and flexible capacity space or swing. The non-capacity portion of ACPS FY 2019 CIP includes $15.6M to fund necessary system replacements and building upgrades. City Council voted to fully fund the FY 2019-2028 CIP with funds in reserve for high school planning and property acquisition in FY 2019, the ACPS Transportation Facility in FY 2023 and out-year contingency for major capacity projects in FY 2020 – 2027.

One change is proposed to the CIP to advance the Mount Vernon roof replacement project from FY 2021 to FY 2020. Changes in the out-years for non-capacity projects typically come to the School Board as part of the Superintendent’s proposed CIP in the fall; however, the first phase of this project was funded as part of the FY 2018 CIP and, in an effort to be cost effective and attractive to vendors, is proposed for advancement at this time. This change does not create a budget gap or surplus in the total FY 2019-2028 CIP from the City’s appropriation.

The Combined-Funds Budget is comprised of the Operating Fund, Grants & Special Projects Fund and the School Nutrition Fund. The Grants & Special Projects Funds and School Nutrition Fund both remain in balance and no changes from the School-Board Adopted Budget are recommended. As described above, the current Operating Fund Budget Gap is $1.09 million.

Technical adjustments totaling $0.15 million raise the Operating Fund Budget Gap to $1.24 million. Funds required to successfully implement the Curriculum & Instruction Department and Operations Department reorganizations increase the gap by $0.17 million to $1.41 million. Funding the Pre-Purchase of K-2 Literacy Textbooks and Materials with current-year funding allows for a decrease of $0.61 million in FY 2019 budgeted expenditures. This would move the budget gap to $0.80 million. That gap is fully depleted through revenue enhancements of $0.05 million and expenditure reductions of $0.75 million. These proposed actions are outlined in summary form below and are detailed in the attached presentation.
Background: The School Board adopted its FY 2019 – 2028 Capital Improvement Program (CIP) Budget on January 25, 2018 totaling $68.33 million for FY 2019 and $474.68 million across all ten years. On May 3, 2018, City Council adopted its FY 2019 – 2028 CIP Budget which allocated funds for the entire amount requested as either Direct Funding or Reserved Bond Capacity/Cash Capital.

On February 22, 2018, the School Board adopted its FY 2019 Combined-Funds Budget which included an Operating Fund request to the City of Alexandria for $224.92 million. City Council adopted its General Fund Budget on May 3, 2018 inclusive of a transfer to the ACPS Operating Fund in the amount of $223.83 million. Following these actions, the ACPS FY 2019 Operating Fund Budget Gap was $1.09 million.
Recommendation: The Superintendent recommends that the School Board considers these proposed changes as they prepare School Board Budget Questions and Add/Delete requests for both the Combined-Funds Budget and the CIP Budget.
Recommended By:
Signed By:
Final-Clerk of the Board - Proxy