Review Agenda Item
Meeting Date: 5/24/2018 - 7:30 PM
Category: Discussion Topics
Type: Info
Subject: CIP and Combined Funds Budgets Add/Delete Work Session #1
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:
180524_School_Board_Add_Delete_Attachment_1_FY 2019_Grants_Comparison_of_Adjusted_Proposed_and_Adopted_v1.pdf
180524_School_Board_Add_Delete_Attachment_5_Presentation_from May_10_Budget_Work_Session_v1.pdf
Agenda Item Summary: The School Board deadline for submitting Add/Delete Proposals was May 14, 2018. There were no Add/Delete Proposals related to the 10-Year CIP. For the Combined-Funds Budget one proposal was submitted as outlined on page 3 of the attached memo.

Additionally, various Grants and Special Projects Fund changes are proposed as detailed on pages 3 and 4 of the attached memo.
Background: FY 2019 - 2028 Capital Improvement Program Budget

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. This is detailed in the chart on page 1 of the attached memo.

During the May 10, 2018 School Board Budget Work Session, ACPS Staff reported on the status of the CIP and proposed one change. The status update and proposed change are summarized below.

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. 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 was 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, was 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.

FY 2019 Combined-Funds Budget

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, as shown in the chart on page 2 of the attached memo.

On May 10, 2018, during the School Board Budge
Recommendation: The Superintendent recommends that the School Board:
1.Provides “Yes/No Feedback” on the proposed Operating Fund changes presented during the May 10, 2018 Budget Work Session;
2.Provides “Yes/No Feedback” on the proposed changes to the Grants and Special Projects Fund presented during the May 24, 2018 Add/Delete Work Session;
3.Prioritizes Add/Delete Proposal HC-1 for discussion; and
4.Provides staff with a decision on whether Proposal HC-1 should be incorporated into the FY 2019 Final Combined-Funds Budget presented to the Board for adoption on June 7, 2018.
Recommended By:
Signed By:
Lois Berlin -