Board of Education (5510) Budget September 20, 2011 Budget Workshop - PDF document

Board of Education (5510) Budget September 20, 2011 Budget Workshop EMPLOYEES  2008 ‐ 09/2009 ‐ 10 Consolidated two offices (Board Services and Board of Education Office) and reduced number of employees by 50 percent  8 employees = 5 board members, 1 manager and 2 admin assts BUDGET  Hourly expenses (certificated and classified) Town Halls, community meetings at sites, and Tiger Team meetings Certificated site staff supervising students, videotaping of meetings Drivers for deliveries Classified site staff assisting with Town Hall and community meetings Overtime expenses for site certificated and classified staff at evening meetings NOTE: No overtime paid to BOE admin assts  Books/Supplies = Misc. office, meeting room equipment and supplies, and off ‐ site meeting materials  Services and Other Operating Election expenses (BOE member and ballot Initiatives—2 or 3 members election every other year, but expenses are paid every year, e.g., pre ‐ paid estimated in March and September, then actuals expense difference following election for Primary and General Elections)  Memberships, travel, consultants (e.g., Redistricting, BoardDocs, Bond), copiers, duplicating, telephones, and auto expense 1

Departmental Talking Points Board of Education (Cost Center 5510)  How do we prioritize allocation of resources?  Board direction and policy decisions  Budget board and support sta ff expenses required to accomplish mandated legal requirements of Brown Act  Project expenses for board member or proposed ballot proposition initiatives  Project and budget for known expenses for year  What have been the recurrent budget challenges?  Yearly expense for election (2 or 3 members’ election every other year, pre ‐ payment of estimated expenses for primary and general elections and then final payment of actual expenses occurs each fiscal year, e.g., March 2012, pay estimated expenses for June primary; September 2012, pay estimated expenses for November General; after both Primary and General Elections, actual expenses are billed to district)  Meeting room equipment and supplies  Yearly decision ‐ making regarding memberships  Necessity to hire outside consultant(s) due to special expertise or capacity issues  How do we monitor and track expenditures to insure cost efficiencies?  Day ‐ to ‐ Day use of least expensive equipment (e.g. color or black and white copier) 2

 Board members are monitoring and limiting travel and conference attendance to essentials or those most likely to assist in lobbying for resources to the district  Closely monitor efficient use of staff and supplies  How do we measure cost effectiveness (desired outcomes per unit input)?  All notices, board agendas, advisory committee agendas, and back up materials are properly noticed and distributed  All advisory committee notices, agendas, and back up materials are properly noticed and distributed  Board members provided with information and data to make informed policy setting decisions  Programmatically, what is different in 2011 ‐ 12 given budget reductions?  Reductions/Elimination of personnel, bumping—different staff unfamiliar with BOE agenda process and systems. Additional BOE staff time necessary for training and assisting staff w/board agenda material development  If we were asked to reduce another 10 percent in 2012 ‐ 13, the impact to department (and stakeholders) would be:  Memberships, consultant contracts, hourly costs for employees, delivery service 3