Budget Committee Meeting Brief by xfz11675

VIEWS: 4 PAGES: 7

									May 6, 2008
Budget Committee Chair Cheri McDevitt called the meeting to order at 6:30 p.m. and welcomed Budget
Committee members and audience to the meeting.

Johanna Vaandering, Beaverton Education Association (BEA) president advocated for teaches and for
what they need in order to be successful in helping students achieve.

Michelle Harris, advocated for professional development time for teachers.

The minutes from the April 15, 2008 meeting were unanimously approved as written.

Chief Financial Officer Janice Essenberg presented an updated current year Financial Forecast.

Superintendent Colonna and Essenberg presented the IPT proposal and Budget Committee discussion
followed.

McDevitt presented the Proposed Budget Document and Variance Analysis. The Budget Committee
participated in a brief Q & A session with District staff and administration.

Teri Carlson advocated for keeping the literacy coach position at Cedar Mill.

Superintendent Colonna delivered some closing remarks and facilitated a round table discussion.

Chair McDevitt adjourned the meeting at approximately 9:17 pm.


April 15, 2008

Budget Committee Chair Cheri McDevitt called the meeting to order at 6:30 p.m. and welcomed Budget
Committee members and audience to the meeting.

During the first opportunity for public testimony, Jim Knight, Becky Phillips, He Li, Barry Bonder, Amy
Daisy and Heather Oliver offered comments. Mr. Knight shared information about Coaching Models.
Ms. Phillips and Ms. Li advocated for keeping and adding additional Mandarin Chinese language courses
throughout the District. Mr. Bonder advocated for additional funding for advanced math classes at Stoller
Middle School. Ms. Daisy and Ms. Oliver advocated for Terra Linda Elementary, one of the schools
affected by boundary changes.
The minutes from the March 4, 2008 meeting were approved unanimously as written.
Jacob Skrydlak, High School Student representative presented the Student Budget Requests.
Regional Administrator Brenda Lewis and ELL Director Wei-Wei Lou presented the English Language
Learners Adjustments. Ms. Lewis shared that adjustments to the ELL Department will allow for many
ELL intakes to take place on site at school buildings. Ms. Lou shared that the Welcome Center will likely
adjust hours of operation to accommodate working families.
Chief Human Resource Officer Sue Robertson presented a Staff Hiring update.
Chief Financial Officer Janice Essenberg presented a current year Financial Forecast.
Ms. Essenberg presented a State School Fund Update and updated the Draft Budget Assumptions that are
based on the recent State School Fund estimates.
Ms. Essenberg and Ms. McDevitt led the Potential Budget Reductions conversation. Various District
staff members answered Committee questions about potential budget reductions.
Regional Administrator Carl Mead presented the IPT Report. Various District staff members answered
Committee questions about potential budget reductions.
Ms. McDevitt led an Other Items for Discussion conversation about possibly utilizing a portion of the
Sustainability Fund to supplement the 2008-09 District budget. Committee members offered their
opinions.
The Committee set the agenda for the next meeting, to be held from 6:30 – 8:30 p.m. Tuesday, May 6, at
the Administration Center, 16550 SW Merlo Road. Items on the agenda include receiving the Proposed
Budget Document and the Variance Document and discuss and make changes to the Budget Document if
necessary.
During the second opportunity for public testimony, Johanna Vaandering, BEA President, Marcela Mieto
and Chris Gilbertson offered comments. Ms. Vaandering discussed key indicators to student achievement
and expressed concern about Special Education students and teachers and changes in the ELL
Department. Ms. Mieto and Mr. Gilbertson expressed concern about the changes in the ELL Department.
Superintendent Colonna thanked the Committee for their efforts on behalf of the 37,000 students in the
Beaverton School District.
Ms. McDevitt adjourned the meeting at approximately 9:45 p.m.
The next Budget Committee meeting will be held on May 6, 2008 at 6:30 pm at the District
Administration Center, 16550 SW Merlo Road.

March 4, 2008

Budget Committee Chair Cheri McDevitt called the meeting to order at 6:30 p.m. and welcomed Budget
Committee members and audience to the meeting.

Superintendent Jerome Colonna offered comments about the national economy. Mr. Colonna thanked
staff for their hard work throughout the budget process. Mr. Colonna presented additional information
about full-day kindergarten and about District Administration conference room usage.

During the first opportunity for public testimony, Pat Zell offered comments. Ms. Zell advocated for
adding Russian language courses throughout the District.

The minutes from the February 12, 2008 meeting were unanimously approved with changes as submitted
by Brett Baker. The February 19, 2008 meeting minutes were approved unanimously as presented.

Superintendent Colonna presented the Draft Budget Message.

Chief Financial Officer Janice Essenberg addressed the Draft Budget Assumptions that have changed
since the first presentation of the Draft Budget Assumptions.

Ms. Essenberg presented Additional Budget Presentations. Various District staff members answered
Committee questions about the materials presented.
Ms. Essenberg and Regional Administrator Carl Mead presented the IPT Report that includes IPT
priorities and opportunities for reductions. Various staff members answered Committee questions
throughout the IPT Report presentation.

Ms. McDevitt asked to postpone the Committee Input on Additions and Reductions until the next meeting
so that Committee members may have additional time to review the materials presented.

The Committee set the agenda for the next meeting, to be held from 6:30 – 8:30 p.m. Tuesday, Apr. 15, at
the Administration Center, 16550 SW Merlo Road. Ms. Essenberg requested that the Proposed Budget
Document be presented on May 6, 2008 rather than on April 15. Items on the agenda include continued
discussion of the IPT report, School Board High School student representative presentation, English
Language Learners Adjustments, Staff Hiring Update, Current Year Financial Forecast, State School
Fund Update, and Potential Budget Adjustments.

During the second opportunity for public testimony, Johanna Vaandering, BEA President offered
comments. Ms. Vaandering shared insights into what certified staff are feeling: class size matters, need a
manageable caseload, concern about staffing allocations, providing whole child services, meaningful
collaboration time.

Superintendent Colonna thanked the Committee and staff for their good work.

Ms. McDevitt adjourned the meeting at approximately 9:00 p.m.

The next Budget Committee meeting will be held on April 15, 2008 at 6:30 pm at the District
Administration Center, 16550 SW Merlo Road.

February 19, 2008

Budget Committee Chair Cheri McDevitt called the meeting to order at 6:30 p.m. and welcomed Budget
Committee members and audience to the meeting.

Superintendent Jerome Colonna shared an article that discussed what type of individuals should be
leading K-12 education systems. Mr. Colonna feels that this article is a valuable tool for administrators
and the Budget Committee as well. Colonna is pleased with the proposals that have been brought forward
so far in the budget process.

During the first opportunity for public testimony, Raoul Bellis-Squires and Dave Porter offered
comments. Mr. Bellis-Squires advocated for the implementation of Music and Fine Arts coordinator
positions. Mr. Porter advocated for adding Mandarin Chinese courses throughout the District.

CFO Essenberg presented information about Other Funds. The Committee asked clarifying questions
throughout Ms. Essenberg’s presentation.

Regional Administrator Brenda Lewis and Joanne Ossanna, Administrator for Business Services
presented information about the Resource Allocation Methodology and answered questions from the
Committee.

Deputy Superintendent Sarah Boly led the Teaching and Learning presentations. Various District staff
members answered Committee questions about the materials presented.
The Budget Committee reviewed the Teaching and Learning presentations and asked clarifying questions.

The Budget Committee offered input on additions and reductions to the budget.

The Committee set the agenda for the next meeting, to be held from 6:30 – 8:30 p.m. Tuesday, Mar. 4, at
the Administration Center, 16550 SW Merlo Road. Items on the agenda include Update Budget
Assumptions, Presentation of Draft Budget Message, Discussion of Budget presentations, IPT prioritized
list presentation, a TAG discussion and additional Budget Committee Input regarding Additions and
Reductions.

During the second opportunity for public testimony, Robert Hawthorne offered comments. Mr.
Hawthorne offered his strong support of the Fine Arts TOSA as requested in the Fine Arts proposal.

Superintendent Colonna asked the Committee to review the viable suggestions and asked the Committee
to consider ways to fund some of the great ideas presented.

Ms. McDevitt adjourned the meeting at approximately 9:35 p.m.

The next Budget Committee meeting will be held on March 4, 2008 at 6:30 pm at the District
Administration Center, 16550 SW Merlo Road.

February 12, 2008

Budget Committee Chair Cheri McDevitt called the meeting to order at 6:30 p.m. and welcomed Budget
Committee members and audience to the meeting.

Chief Financial Officer Janice Essenberg provided an Oregon State Revenue update. She shared that
State revenue is projected to be down by approximately $153 million dollars, which represents
approximately one percent of the State budget.

During the first opportunity for public testimony, Dan Zehrung, Shawna Harris and Steve Specht offered
comments. Mr. Zehrung expressed his concern about the physical activities/educational programs in the
District. Ms. Harris and Mr. Specht offered their support for the proposed Custodial Staffing Model #1.

The Committee unanimously approved the minutes from the January 22, 2008 Budget Committee
meeting.

CFO Essenberg presented the Preliminary Budget Assumptions and received questions from the
Committee during her presentation.

Scot Stockwell, Ridgewood Elementary School principal, presented the Elementary School Principal
budget requests.

Florence Richey, Stoller Middle School principal, presented the Middle School Principal requests.

Janice Adams, Beaverton High School principal, presented the High School Principal requests.

All three principals also offered support for the Custodial Staffing Model #1.

The Budget Committee reviewed the Central Office presentations and asked clarifying questions.
The Budget Committee offered input on additions and reductions to the budget.

The Committee set the agenda for the next meeting, to be held from 6:30 – 8:30 p.m. Tuesday, Feb. 19, at
the Administration Center, 16550 SW Merlo Road. Items on the agenda include Teaching and Learning,
Resource Allocation Methodology, Other Funds presentations and additional Budget Committee Input
regarding Additions and Reductions.

There were no public comments offered during the second opportunity for public testimony.

Ms. McDevitt adjourned the meeting at approximately 9:17 p.m.

The next Budget Committee meeting will be held on February 19, 2008 at 6:30 pm at the District
Administration Center, 16550 SW Merlo Road.

January 22, 2008

District Administration Center


School Board Chair Karen Cunningham called the meeting to order at 6:30 p.m. and welcomed Budget
Committee members and audience to the first official Budget Committee meeting of the 2008-09 budget
development process.

Superintendent Jerome Colonna opened the meeting with introductory comments. He shared that Mr. Paul
Warner from the Oregon Legislative Revenue Office will be offering a presentation about the state of
Oregon’s economy. Mr. Colonna discussed the possibility of a recession in Oregon and how a recession
may effect state funding for the District. He shared that the District is projecting a decline in enrollment
for the 2008-09 school year, the first decline in enrollment for quite some time.

The Committee unanimously elected member Cheri McDevitt as Chair and member Kim Overhage as
Vice Chair for the 2008-09 budget process. Committee Chair McDevitt assumed her role and led the
remainder of the meeting.

There were no public comments during the meeting’s first opportunity for public testimony.

The Committee unanimously approved the minutes of prior Budget Committee meetings.

Mr. Paul Warner presented a slide show and addressed the possibility of a recession in Oregon. He
shared that the national economic forecast does not assume a recession, but indicated that the odds of a
recession are growing. The current expectation is of a weak economy but not a recession.

Mr. Warner discussed the Education Stability Fund and the Rainy Day Fund and how both can be utilized
by the state to supplement the state budget if a recession occurs.

Superintendent Colonna presented proposed 2008-09 Budget Committee Ground Rules for operating
during the current budget process. He noted there were no changes from the prior year's ground rules.
Following review, discussion and one addition, the Committee unanimously adopted them.

Chair McDevitt presented the 2008-09 Proposed Budget Calendar. Mr. Colonna noted two Listening
Sessions have been scheduled for the community and staff specifically to discuss budget issues. They will
be held from 7-8:30 p.m. on Thursday, Feb. 7, at Bethany Elementary School and from 7-8:30 p.m. on
Thursday, Feb. 21, at Chehalem Elementary School. Budget Committee members will facilitate those
meetings. Following Mr. Colonna's comments, the committee approved the budget calendar. The
Committee unanimously adopted the calendar as presented.

Chief Financial Officer Janice Essenberg reviewed the most recent Financial Update.

The Committee set the agenda for the next meeting, to be held from 6:30-8:30 p.m. Tuesday, Feb. 12, at
the Administration Center, 16550 S.W. Merlo Road. Items on the agenda include Preliminary Budget
Assumptions, Budget Committee Input regarding Additions and Reductions, Principals’ Budget
Proposals, Central Office Presentations and Other Funds Presentations.

There were no public comments offered during the second opportunity for public testimony.

In his closing remarks, Superintendent Jerome Colonna emphasized the importance of the February 12,
2008 committee meeting and encouraged the Budget Committee members to continue to ask questions
and to be actively involved. Mr. Colonna congratulated the new Budget Committee members and the
new Committee officers as well.

Ms. McDevitt adjourned the meeting at 8:17 p.m.

The next Budget Committee Meeting will be held on Feb. 6, 2007 at 6:30 p.m. at the District
Administration Center, 16550 SW Merlo Road.

November 13, 2007

The District Budget Committee held a meeting to debrief last year’s budget process in preparation for the
beginning of the next budget cycle to develop the 2008-09 District budget.

School Board Chair Karen Cunningham called the meeting to order at 6:33 pm and thanked everyone for
attending the meeting to participate in the debrief process. She commented on last year’s process and felt
that the process was successful partly because of the debrief.

Superintendent Jerome Colonna offered opening comments, sharing that he takes great pride in the
District’s budget process. He feels that where the resources are directed shows the District’s values.

Superintendent Colonna commented that there are areas where the District can improve the process. He
stated that he would like to see budget meeting attendance increase and would like to see increased
community input with this year’s process. He felt that receiving teacher input earlier in the process would
be helpful as well.

Regarding last year’s budget process, Mr. Colonna noted that he thought it went very well and some of
the highlights from last year’s process were the teacher and principal input, the transparency in the
process and the variance document provided by the Business Office. He appreciated how dedicated the
staff and committee were to adhering to the District Goal when working toward advancing an idea.

Superintendent Colonna shared that PERS has experienced a turnaround. He said that in 2003 PERS
faced a $17 billion deficit and by the end of 2006, the deficit decreased to $800 million. He remarked that
while $800 million is a large amount, it is a positive difference that could result in a projected savings to
the District in PERS costs in the 2009-2011 biennium of about $3 million dollars. He thinks that we can
be somewhat optimistic, however cautioned that in recent years, Oregon has been vulnerable to cyclic
economic downturns.

Following Superintendent Colonna’s comments, Chief Financial Officer Janice Essenberg reviewed
District financial developments since the Budget Committee met in last May. Among items in her review
were:

       The Construction Excise Tax (Senate Bill 1036) passing in September, 2007. She noted that with
        the passage of this bill there is a new revenue source for the District. She noted that in order to
        start collecting this tax, the District must enter into an Inter-governmental Agreement (IGA) with
        6 local governments. She noted that this is in process and that the District hopes to begin
        collecting the tax in January of 2008.
       The District participated in a Chalkboard Business and Operations review in October of this year.
        The review team identified District best practices and recommendations for improvements in
        some areas. She also noted that the October review was done at no charge to the District, but
        would have cost over $220,000 if the District had not participated in the Chalkboard pilot project.
       The annual financial audit finished in record time.
       The District has hired an Internal Auditor who is doing a fantastic job. Having him on staff has
        been extremely helpful.
       The Finance Office has been meeting regularly with Dick Steinbrugge in Facilities. This has been
        very valuable and helps identify future Facilities needs.
       The Finance Office has begun meeting with Sarah Boly in Teaching and Learning which will be
        helpful in determining future needs as well.
       An early financial update for the current fiscal year was presented along with the proposed 2008-
        09 budget calendar.

Public Communication Officer Maureen Wheeler divided participants into six groups and led small group
discussion to debrief the 2007-08 budget process and to brainstorm suggestions for improving the annual
Budget 101 Workshop. The Budget 101 Workshop, which offers a primer on school funding and the
District’s budget process to staff and community members, will be held this year at 6:30 p.m. on Tuesday,
December 4, 2007 at the District Administration Center, 16550 S.W. Merlo Road. Following the small
group discussions, each group shared its suggestions. Those suggestions were recorded and will be shared
with the full Budget Committee at its next meeting.

To close the meeting, Superintendent Colonna remarked that this new budget season brings brand new
possibilities. He thanked everyone for their work and is looking forward to this year’s budget process.

Budget Committee Chair Kim Overhage thanked everyone involved in last year’s budget process for their
hard work and adjourned the meeting at 8:13 p.m.

								
To top