ROSEBURG PUBLIC SCHOOLS
Roseburg, Oregon
No. 3
Budget Committee Meeting
BUDGET COMMITTEE MEMBERS:
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Denny Austin
Rodney Cotton
Joseph Garcia
Dan Huff
Charles Lee
Theresa Lundy
Paul Meyer
Attendees:
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Rick Barnes
Keith Cubic
Brian Davis
John Markovich
Stacy Stiefel
Bernis Wagner
Gary Wayman
April 20, 2010
ADMINISTRATORS:
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Larry C Parsons, Superintendent
David Hanson, Assistant Superintendent / HR
C. Lance Colley, Chief Operations Officer
Dawne Huckaby, Director of Teaching & Learning
Matt Brausam, Director of Student Services
DD Bixby – The News Review
Cheryl Northam, Budget & Accounting Manager
Dennis Randolph, Physical Plant Manager
Tim Stoelb, OSEA Representative
Janet Kischel, Budget Committee Secretary
NOTES OF THE BUDGET MEETING
TIME, PLACE:
The third meeting of the Budget Committee of Douglas County School District
No. 4 to approve the Budget for the 2010-11 fiscal year was held in the Board Room of the Central
Office at 7:00 p.m. on Tuesday, April 20, 2010.
ATTENDANCE:
Committee members present were Denny Austin, Rick Barnes, Keith Cubic, Brian
Davis, Joseph Garcia, Charles Lee, John Markovich, Stacy Stiefel, Bernis Wagner and
Gary Wayman. Rod Cotton, Dan Huff, Theresa Lundy, and Paul Meyer were excused.
Administrators present were Larry Parsons, David Hanson, Lance Colley, Dawne Huckaby and
Matt Brausam.
CALL TO ORDER:
Budget Committee Chair, Keith Cubic, called the meeting to order at 7:01 p.m.
FLAG SALUTE: Mr. Cubic asked Mr. Wayman to lead the pledge to the flag.
APPROVAL OF MINUTES – APRIL 15, 2010: Mr. Austin moved to accept the minutes as presented.
Mr. Wayman seconded and the motion passed unanimously.
REVIEW OF AGENDA: The committee requested no changes to the proposed agenda format.
PUBLIC PARTICIPATION: Chair Cubic asked if any parties wished to offer a comment to the
committee, and there were none.
Mr. Davis shared that not as a committee member, but as a parent of children attending Hucrest, he
wanted to commend the staff for the job yesterday in locking down the school due to a local criminal
event. It was handled professionally and children indicated it was the highlight of their day.
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BUDGET DELIBERATIONS
Lance introduced Dawne Huckaby, Director of Teaching and Learning, and Matt Brausam, Director of
Student Services, who will both be addressing the committee this evening as we move through the
document. Larry noted for newer participants that the department formerly known as “Curriculum” is
now identified as “Teaching and Learning”, to more accurately describe their function.
General Fund: Lance explained that the proposed General Fund budget this year took a long time to
put together as we were attempting to make sure everything was correctly entered in the program.
This budget is a roll-up of current year services. Only current programs are included in the document,
along with status quo costs. Our labor contracts expire June 30, 2010. Larry asked Lance to explain
what happens if bargaining results in differing amounts than indicated in this document. Lance
responded that the document is only an estimate of what we anticipate costs to be. Our Board
negotiates the agreements with our licensed and classified groups, together with conditions of
employment for administrative and confidential staff. This is in essence a spending plan. In the
absence of bargained agreements, the roll-up levels go into effect July 1st.
General Fund Revenue: Our current tax rate is a little over $4.0327 per $1,000. Over time our
collection ratio is 91.99%. Lance noted that Cheryl Northam has been working hard to identify our
services such as long distance, internet activity, etc. that qualify for e-rate reimbursement. The federal
E-Rate program pays us about 75% of the cost of the services we receive. Douglas Fast Net provides
fiber optic capacity for all of our schools. We plan to increase our bandwidth up to 10 fold starting with
the 2010-11 school year.
Our primary revenues from the state come from 1) State School Support, based on 51% of the $6
billion allocation the legislature provided. We hope that enrollment doesn’t decline. Our estimate at
$31,530,000 is almost exactly what we received in 2007-08. 2) Federal Forest Fees, while reduced to
$1,530,000 continue to ratchet down, they remain a significant revenue source for school districts. As
part of the State School Fund Formula, when federal forest fees decline, all districts across the state
share the reduction proportionately. This results in an impact to our district of approximately half of the
amount of the reduced funding. Our total resources are $49,321,000. Our goal is to not spend
$1,000,000 of those dollars to preserve our ending fund balance.
Larry added that our philosophy is that we should maintain 5-8% of our ending fund balance. We have
been able to maintain approximately 2%. We began building the balance in 2003-04 and finally
reached 5% in 2008-09, just in time for the economic downturn. Gary inquired where stimulus funds
are located in the document, and Lance stated that these are allocated in the Special Revenue areas
of Title I and IDEA and approximate $665,000 in funding within the General Fund
District Goals: In the Budget Message, the goals begin on Page v. Our intent and plan is to always
have the goals that the Board adopts driving our spending plan.
Dawne shared that our primary focus is to teach students. We are constantly assessing our students’
progress toward standards, and the bulk of the budget is the result of how to make sure we have highly
qualified teachers in the classrooms. Resources are directed toward math and reading. We are held
accountable for reading, math and writing, but are also doing a lot with Science, Social Studies and the
Arts. At RHS, we also have foreign language and career/ technical programs.
Another goal pertains to School-Wide Climate, essentially our efforts to make sure our schools and
classes are safe, and students are respectful and responsible. A “Continuous Improvement” process is
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used as programs are evaluated. A wide variety of data is gathered, including how students are
performing and observations in the classrooms. Our teams meet to review data and identify priorities.
Some of our schools have identified additional goals for their sites after reviewing data.
Ultimately we are preparing students for their next step, whether that is their next grade, college
education, military career, etc. Everything focuses on core instruction. Efforts are made for earlier
identification of kids who are struggling academically in an attempt to compress the achievement gap
for students.
Average Yearly Progress: Districts must meet all 42 indicators, although credit is awarded for
districts showing growth. This tells us how we are doing with instructional targets the State has set for
reading and math.
State Report Card: This program was in place prior to AYP. This is the State’s method of getting
information to the public about how schools are doing in Oregon.
Both of these programs are indicators of how schools are performing in academics and behaviors.
OAKS: Mr. Cubic asked for clarification of this program. Dawne explained that this is the Oregon
Assessment of Knowledge and Skills. This state assessment system utilizes an on line test for math,
reading and social science.
Graduation Requirements: Lance added that graduation requirements are changing, and a new
requirement is that to graduate, students must pass the OAKS test. The graduating class of 2012 must
pass the State reading assessment in order to graduate. The freshman class will also have to pass the
tests for reading and writing. The class after that will have math added as well. Stacy inquired if we
expect graduation rates to drop as a result of these requirements, and Dawne responded that we
would hope not. This is the reason we try to identify students early on, and students may test many
times. Larry commented that each State sets their own standards, resulting in test results that have no
commonality.
Function 1111 – Primary K-3 and 1112 – Intermediate 4-5: Lance stated that the proposed staffing
levels are a reflection of staffing currently in place. In response to Mr. Garcia’s inquiry regarding how
last year’s budget cut affected elementary staffing, Mr. Hanson provided three pages of staffing
allocations for consideration. He explained that we utilized stimulus dollars for instructional coaches
this year and next. We are also a “District in Improvement” which means that we cannot add IA
instructional time to a Title I school. We can add hours to existing staff to bring them to full or ½ time.
White Handout – Elementary Enrollment 3/31/10 (100 fte)
Dave shared the current allocation of elementary staffing. While last year’s budget reduced some
positions that we accomplished through attrition, our class sizes are overall pretty respectable.
Hucrest had an influx of 96 students from the prior year, resulting in a gain of 31 after some students
left. Dave reminded us that when we get an unexpected increase, we add IAs as needed. He further
noted that Roseburg historically has enjoyed some of the smallest class sizes in the region. Our Board
targets 23 students in elementary classrooms, and 25-28 in intermediate. As “bubbles” of students
move through the grades, we are constantly having to move staff to go with those higher numbers of
students. As our number of students increased unexpectedly in the 4-5 blended classroom at Hucrest,
we have opted to have students receive reading instruction in smaller groups in other classrooms.
Again, when two curriculums are taught in the blended classes, we provide additional IA support. This
year we have six blended classrooms.
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Yellow Handout – 2010-2011 No Blended Classrooms (103 fte)
Mr. Garcia had questioned what it would look like to have no blended classes, and that would result in
the need for three additional teachers, an increase of approximately $200-225,000 in costs. Ms.
Wagner inquired if parents have a choice of classrooms, and Dave responded that we try to reduce
class size in those classrooms to accommodate the two grade levels, and do try to accommodate
parent choice when possible. Seven of our nine elementary schools qualify for Title I status, enabling
us to supplement IA support in those classrooms. Dawne added that our Title I allocation increases as
our percentage of students eligible for free and reduced lunch increases.
We are also experiencing decreased enrollment in both Melrose (236) and Rose (234).
Blue Handout – 2010-2011 Blended Classrooms (98 fte)
This projection shows what it would look like if we had blended classrooms, using the same strategies
utilized this year. There would be six blended classes: Eastwood (1-2), Fir Grove (4-5), Melrose (2-3),
Rose (1-2) and (4-5), and Sunnyslope (4-5).
Mr. Lee pointed out that every fall, enrollment changes. Mr. Markovich noted enrollment numbers, and
Larry acknowledged that the Board will be looking at configurations District-wide. It may be hard to
maintain 9 elementary schools if enrollment levels continue to drop. Ms. Wagner inquired how
students in blends are testing, and Dawne explained that elementary instructors typically give early
literacy tests late in the school year. Charles added that the District has historically utilized more
experienced staff in the blended classes.
Mr. Garcia noted he did not support blends last year and would like more information. He felt that the
curriculum staff last year was not supportive of the concept. Lance explained that for six consecutive
years, our enrollment levels have dropped. We are trying to meet the Board directives for specific
grade levels.
Mr. Austin acknowledged that while valid points were being brought forward, his understanding is that
staffing levels are a Board responsibility. Mr. Cubic agreed that fte is clearly a school board decision,
but that the budget drives the fte level. He stated that the proposed budget includes 100 fte. It would
take 103 fte (yellow handout) to have no blends. It would take 98 fte (blue handout) to have 6 blends.
Ms. Wagner suggested the Board may want to consider not having blended classrooms, or have 100
rather than 98 fte. Mr. Lee shared that blended classrooms relate not only to size, but a number of
other considerations also must be weighed. Other things to consider may include:
 Some classroom make-ups are more conducive to a blend.
 Is a larger class better than a blended classroom?
 If we are sensitive to blended classrooms, you could consider restricting the community to what
school their student may attend based on our enrollment numbers. We have not placed any
restrictions on student movement in the past.
 You cannot control where children will pop up.
Mr. Davis observed that this budget reflects a slight improvement in budget, as well as a slight
improvement in our blended numbers.
The current budget (white) would be a hybrid at (100 fte) of the yellow (103 fte) and blue (98 fte)
sheets. Lance shared that if had had another $1.5 million, we would not have included blends and
would have provided funding for the items discussed last week. With the allocation of $49 million, this
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is a roll-up of our current services and our best attempt to fund the highest education level we can with
the resources we have available.
Function 1121 – 1122 Middle School: Lance stated that we are basically rolling up current staffing
levels. We would prefer to have at least two additional teachers at both middle schools. Staffing at
both schools are virtually identical. Mr. Stiefel inquired if we are expecting any wide variations in
numbers of students, and Lance indicated that we anticipate a slightly smaller group coming in than the
group going out. RHS may see a growth of 50-60 students next year as we have a very small
graduating class this year, and larger 8th grade class coming in as freshmen. We are looking at fairly
stable enrollment projections at this level, and Mr. Cubic confirmed that we have a licensed staff to
student ratio of approximately 21.
Function 1122 – Middle School Co-Curricular: This reflects all athletic programs and extra curricular
activities for which we incur additional costs. It includes after school activities. Last budget year we
reduced 7th and 8th grade football from two teams to one at each middle school. The Board responded
to concerns with that model and we have reinstated the additional teams at each site. Approximately
45-50 kids participate at each level. Mr. Stiefel inquired if there had been a reduction last year in
volleyball, and staff will research that. (There were no reductions in the prior year.)
Function 1131 – RHS 9-12: We are proposing 76.25 fte at RHS to run classes next year, which is
exactly what we have right now, again, rolling up existing staff. Lance pointed out the difference in
PERS costs, and this is a reflection of how we are budgeting our obligation to pay PERS.
Ms. Wagner inquired what our health insurance rate is this year, and Lance indicated that we have a
benefit cap for employees, who have out of pocket amounts varying from $100-$400 depending on
what plan they select. Classified staff working 4 or more hours per day are eligible for a pro-rated
benefit.
Mr. Stiefel assumed that our instructional costs will increase due to OAKS, etc., and this is correct. Mr.
Parsons explained that even though schools are required to comply with mandated services, reporting
requirements, etc., the organizations making those decisions are not funding the districts to meet the
expenses that go along with the mandates. We anticipate a larger student population at RHS, but this
should not be problem as there are approximately 75 class offerings, and more instructors who
previously only taught electives are being asked to assist in teaching core subjects, thereby reducing
class sizes in the areas that most students must receive credits.
Function 1132 – RHS Co-Curricular: During last year’s budget process, we ultimately did not have to
make as many reductions as originally planned. We are increasing the budget in purchased services
and supply areas to cover actual costs. Mr. Garcia asked for clarification of the increase in extra-duty
salaries, and Lance explained that this is due to the corrections we have made in aligning positions
with appropriate line items so that we can clearly see actual costs associated with specific areas. This
year, our actual costs will exceed the budget. Cheryl Northam has been reviewing all extra-duty
positions to assure that associated stipends are budgeted to correctly.
Function 1210 – Programs for Talented and Gifted: Dawne explained that even though we have
some requirements to provide services for TAG, services are provided through our regular education
programs. We provide opportunities for these students to work through their course work faster so
they can get to a higher level, and they may also take classes at Umpqua Community College. Mr.
Lee added that instead of providing a formal program for these students, we provide them with
opportunities and try not to get in their way.
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Function 1220 – Developmental Learning Center: Matt shared that these are three classrooms,
one at the elementary, one at Fremont and one at RHS. Those classrooms serve students with fairly
severe disabilities, including autism, mental retardation, etc. that impact the students’ ability to learn
academically, and shifts our focus to life skills. We receive some funding from IDEA for this population,
who require a fairly low student to staff ratio.
Function 1221 – Turn Around Program (TAP): Matt explained that these are services for students
who have severe behavior and/or mental health issues. One class resides at Fullerton IV and the
other is at Fremont Middle School. This is another program supported by stimulus dollars. When
Riverside Center closed with no notice last January, our District was forced to take some students back
to our District, and this year we had to develop programs for those students. Unfortunately, Matt
reported that we are seeing younger and younger children with extreme emotional issues who require
extensive support to get an education. We utilized some IDEA funds to open a second elementary
classroom. Mr. Barnes asked if we know why we are seeing this phenomenon, and Matt estimates it is
due to more kids being traumatized in their birth – three year range. Potential causes are extreme
stress, neglect and abuse. Research shows that when children in this age group are traumatized, their
brain is impacted adversely, affecting their ability to regulate emotion. Mr. Garcia added that there are
200 families awaiting services at the Family Development Center, indicating the immense needs in our
community.
Function 1226 – Home Instruction: Students served by this program include those subject to
suspension, expulsions, as well as those with long-term illness requiring recuperation at home. Our
new Alternative Center for Educational Success (ACES) program housed at the Boys and Girls Club
allows for students to come in between the hours of 1 and 2:30 p.m. for core instruction in the
computer lab at the club. We pay $1,000 per month for use of this space for these valuable programs.
Function 1227 – Extended School Year, Special Programs: These are services for students who
qualify for SpEd and are typically students at risk for severe regression or recoupment time for skills.
Programs are housed at Fir Grove Elementary and RHS. Mr. Davis confirmed that ESY is different
from regular summer school.
Function 1250 – Less Restrictive Programs for Student with Disabilities: We have Learning
Resource Centers housed at each of our elementary schools, with 3-4 programs at the secondary
buildings. This is primarily academic instruction for children with mild disabilities
Function 1271 – Extended Learning Opportunities: Dawne reported that this program provides
some opportunities to pursue “in addition to instruction” during school hours, utilizing strategic and
intensive interventions and extra support. Again, this is not summer school and services are primarily
provided for elementary students.
Function 1281 – Public Alternative Programs: Our Board has entered into agreements with the
Wooley Center and Phoenix School to provide some alternative education opportunities. We had
attempted to make some reductions last year, and are budgeting close to our actual costs this year.
There is a large budget increase this year as we had not anticipated that Phoenix would be full in their
charter, resulting in us being over budget this year.
Function 1283 – District Alternative Programs: We have a Step-Up Program at RHS for students
identified as increased risk or overall risk of dropping out. We look at 8 th grade attendance, behavior,
suspension and expulsion history. The program is one that the kids want to get into and don’t want to
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leave. A good portion of these students used to be referred to Phoenix School. We previously had 20
students in the Alt Ed program at Phoenix, and have been successful in reducing that to three.
Function 1284 - Shelter: This facility is adjacent to the Juvenile Detention Center downtown, and is a
temporary setting for adolescents awaiting placement in residential treatments program, or who may
be between foster parent placements.
Function 1285 – ACES: This area’s primary function is to provide GED support for students when it
seems that this is the appropriate instructional track. We previously provided these services through
either the Wooley Center or Phoenix School, and have chosen to take on this task. The program
operates between the hours of 8 a.m. to noon at the Boys and Girls Club. We have an instructor and
one instructional assistant to support these students, and have provided services for 25-30 kids this
year. The program allows us to stay connected with these students and we feel the program has been
highly successful and we wish to continue providing these services.
Function 1291 – English Second Language Program: This K-12 program is for children for whom
English is not their native language. Mr. Cubic asked how many languages need support, and we
believe that 4-5 are currently provided. Mr. Stiefel inquired how many students are served, and there
are approximately 80. Teachers are primarily itinerant, providing ½ hour per-day dedicated instruction
at various schools. Mr. Garcia asked about the non-certified reduction in this area, and Matt
responded that in 2008-09 the program included three licensed staff and 4.5 IAs. The model was
reconfigured to add one teacher and reduce the I/A component. The I/A is utilized when the teacher
isn’t bilingual and needs assistance during family conferences to facilitate communication.
Function 1292 – Teen Parent Programs: When we updated the campus at RHS, it was decided to
provide a day care center on site. This allows our high school students with children, or pregnant
students, to fully participate in educational opportunities. The State does require us to meet certain
staff levels for specific age groups, which ultimately resulted in the full day care program. The District
charges for day care for families participating in the program. We have budgeted $30,000 for work
study salaries. There is a credit class in the Early Childhood Program and a number of those students
work 1-2 hours per day in the center. We are evaluating whether to completely divide the two
programs. Mr. Wayman inquired if the income from the center covers the majority of the program, and
Lance responded that it covers approximately 65% of the cost. We do plan an evaluation to determine
if the day care fees are keeping up with market. The findings will be presented to the Board.
Function 1294 – Youth Corrections Education – History Only: This contracted service has been
moved out of the General Fund to account for the contract with ODE. We are extremely concerned
about the future of the program since the State notified us that we will receive a 20-25% reduction in
our contracted amount. This equates to a 45-50% decrease in funding for the program. Mr. Garcia
reiterated that we are not required to provide these services, and many of the students are not from our
school district, they just happen to be housed in the facility.
Function 1299 – Other Designated Programs: This reflects services provided by our Drug and
Alcohol Prevention Specialist, Sam Moore. She runs teams at the middle and high school to promote
safe and drug-free schools. She also assists with drug and alcohol screening for the ADAPT program,
and is typically in attendance at expulsion hearings when drugs and alcohol are involved, helping to
connect kids to appropriate services in the community.
Function 2112 – Truancy/Expulsion: We provide very little funding from our General Fund for
attendance services, as most are paid for through the ESD Menu B services agreement.
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Function 2122 /2140 – Counseling and Evaluation Services: This budget reflects a roll-up of
current services. Matt acknowledged that it is very difficult to find and keep school psychologists. We
have been under-staffed in this area for some time now. There is an increase at Sunnyslope from
.6 to 1.0 fte.
Function 2152 – Speech Pathology: This budget supports one speech pathologist to provide
services to children with severe disabilities. This individual works primarily with the DLC and SRC.
The .5 fte reflects are partnership with the ESD in support of their Early Childhood Program housed at
the ESD. Again, speech pathologists are extremely difficult to recruit and retain.
Function 2190 – Service Direction – Student Support Services: This is the administrative budget
for the Office of Student Services Department.
Discussion:
Chair Cubic noted that the committee is interested in more dialogue on funding for staff levels, as well
as further discussion regarding funding adequacy for the Capital Projects Fund.
PUBLIC PARTICIPATION:
Chair Cubic inquired if there was anyone interested in addressing the committee and there were none.
ADJOURNMENT:
Chair Cubic adjourned the meeting at 10:02 p.m.
NEXT MEETING – TIME AND SITE:
The committee will convene again on Wednesday, April 21, 2010 at 7:00 p.m. in the Administrative
Office Board Room. Chair Cubic noted he expects to arrive by approximately 8:00 p.m.
____________________________________________
Janet Kischel, Budget Committee Secretary
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Budget Committee 4.20.10.doc
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