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Finance Committee Meeting Materials

2024-25 Finance Committee Meetings

October 7, 2024, Finance Committee Meeting
Staff presented two contract awards for fresh produce to support the school nutrition program - a contract to USA Produce and Seafood, Inc. in the amount of $150,309.90 and to PJK Food Service, LLC dba Keany Produce & Gourmet in the amount of $114,404.89. The awards are being made to the vendors with the lowest bid for each fresh produce line item. The superintendent recommended the finance committee forward the contract awards to the full Board for approval. Staff presented the resolution for the VPSA Educational Technology Funds which provides $544,000 to FCPS and $26,000 to NREP to provide networking equipment, Chromebooks and Laptops. The resolution allows FCPS and NREP to spend the funds now and reimburse themselves in the spring when the funds are received. The resolution will be forwarded to the full Board for approval. Staff then provided an overview of the functions of the Finance Department. Staff also presented activities performed in the finance department including general accounting, budgeting, revenue and accounts receivable, and financial reporting. 

August 28, 2024, Finance Committee Meeting
Staff highlighted the FY2025 School Board Approved Budget Document. Staff highlighted pay groups by percentage and associated costs. A recommendation was presented to add full-time equivalents (FTEs) to contracted services. The NREP lease and contract award for nursing and special education student services were discussed.  Staff reviewed the FY2024 Student Activity Fund Audit. No audit findings were reported for the schools. The audit report can be found linked below.  Staff highlighted the athletics financial report for high and middle schools. The athletic financial report can be found linked below. Staff also reviewed the financial results of FY 2024 for all school board financial funds. The FY2024 Year End Financial Statements can be found linked below. The School Operating Fund ended the year with an unobligated surplus of $1,615,212 in which the superintendent recommends using the surplus funds to replace one boiler and resurface the track at Sherando High School, replace a boiler and water heater at Bass-Hoover Elementary School, resurface the tennis courts at Millbrook High School, and if there are any remaining funds, to replace some windows and doors at Orchard View Elementary School. The School Board will consider the superintendent’s recommendation and decide at the next School Board meeting how to use the surplus funds. After the School Board votes on the use of the funds, the request will be forwarded to the Board of Supervisors for final approval. 

2023-24 Finance Committee Meetings

June 10, 2024, Finance Committee Meeting
The results of the internal audit were presented to the committee members. Staff also explained the construction bond process and answered questions from the board. The final state revenue for the FY25 budget was presented. Staff recommended that the committee forward a request to the School Board to seek a supplemental appropriation from the Board of Supervisors in the amount of $1,372,353, which represents additional state funding for at-risk programs. Additionally, staff recommended accepting a return of $720,647 in local funds to the Board of Supervisors.

May 13, 2024, Budget Work Session
Staff reviewed the School Board’s FY25 Proposed Budget and provided an update on the Board of Supervisors’ FY25 Approved Budget. The discussion focused on potential budget adjustments before the School Board’s final approval meeting on May 21.

March 7, 2024, Finance Committee Meeting
Staff addressed questions from School Board members regarding health insurance premiums and the cost of commuting to Loudoun County. Staff reviewed potential state funding for next school year under the Governor, House and Senate state budget proposals. Staff then reviewed the remaining School Board financial funds (Textbook, Debt Service, Capital Projects, Private Purpose, Consolidated Services, Construction, Health Insurance, Special Grants, and Northwestern Regional Educational Programs Operating and Textbook Funds) and their FY25 proposed budget amounts. Dr. Reeves from the Northwestern Regional Educational Program (NREP) provided an overview of the program, services provided, enrollment and program goals. 

February 12, 2024, Finance Committee Meeting
Staff provided answers to school board members' questions on the reasons teachers leave FCPS, the cost of providing all classified staff with 25 years or more a $3,000 pay supplement and the estimated cost to commute to Loudoun County to teach. Staff then provided significant changes to the Operating Fund baseline budget, the School Nutrition Program and the Community Eligibility Program (CEP). The Superintendent’s Proposed Operating Budget includes a $2.2 million transfer to the School Nutrition Fund to implement CEP divisionwide. CEP is a non-pricing meal service option for school districts in low-income areas. If FCPS elected all schools to be CEP for the next school year, breakfast and lunch would be available at no charge to participating students and household free and reduced-priced applications would not be collected.  Research indicates that the benefits of offering CEP at all schools lead to better learning outcomes, better school attendance, increased class participation, builds lifelong healthy eating habits and reduces the stigma associated with free and reduced-price meals. Breakfast and lunches were provided free of charge from March 2020 to June 2022. During this time, divisionwide student participation in the lunch program increased from 49% to 60%. Assuming the same percentage of students participate under divisionwide CEP, $2.2 million as a transfer from the School Operating Fund would be needed to support the cost of operating the school nutrition program. Staff also provided school board members with two additional options for consideration. If the school division phased in CEP to five more schools (currently 9 are CEP), $1.3 million would be needed to operate the program. If the division continues to only have CEP at 9 schools, $1.0 million is needed to operate the school nutrition program. Staff also reviewed the transportation and safety and security equipment budget requests. Staff recommended the school board award a contract to Siemens Industry, Inc. for building automation system services for $2,000,000 to be funded with federal ESSER funds.

February 5, 2024, Finance Committee Meeting
Staff provided answers to school board members' questions regarding the proposed salary initiative. Staff discussed the 25 new positions proposed for next school year under the division’s staffing standards implementation, a request of $2.1 million. The 25 new positions are teachers directly supporting students in the areas of general education, special education, English language learning, and career and technical education. Staff also reviewed the details of the proposed hybrid night program at Dowell J. Howard. This program will provide more opportunities for at-risk students to complete their high school experience and graduate on time. The program is estimated to cost $46,800. Staff also reviewed terminology and savings realized in the current year's budget due to personnel attrition. These savings are requested to be used for several facilities' needs. These facility needs, the line item detailed budget proposal and committee presentation can be found below.

January 25, 2024, Finance Committee Meeting
Staff reviewed the FY25 budget calendar and timeline of finance committee meetings through February. The timeline includes finance committee dates and topics for discussion. Staff also reviewed details of the Superintendent’s Proposed FY 2025 operating budget salary initiative. The proposed salary initiative includes the following pay scale averages; 6.6% teacher, 6.6% classified, 5.0% professional, 3.2% supervisor/coordinator and 3.2% administrator. Potential salary scales with the proposed scale averages increases were reviewed. The pay scale scenarios were developed with the following salary goals to accomplish over five years: remove years experience clusters, max scales at 30 years experience, offer a competitive starting salary, offer a competitive salary for experience, and provide a cost of living adjustment. 

December 7, 2023, Finance Committee Meeting
Staff reviewed the FY 2025 tentative budget calendar and contract awards for instructional services, interior painting at Sherando High School, kitchen improvements at James Wood Middle School, and building automation systems replacements.

August 31, 2023, Finance Committee Meeting
Staff highlighted the FY2024 School Board Approved Budget Document. A spending update on federal ESSER III and CSLFRF spending to date was provided. Staff reviewed the FY2023 Student Activity Fund Audit. Nineteen schools had no audit findings. Two schools had one finding each. The audit reports can be found linked below.  Staff highlighted the athletics financial report for high and middle schools. The athletic financial report can be found linked below. Staff also reviewed the financial results of FY 2023 for all school board financial funds. The FY2023 Year End Financial Statements can be found linked below. The School Operating Fund ended the year with an unobligated surplus of $877,282 in which the superintendent recommends using the surplus funds to replace fire alarm systems at various school buildings. The School Board will decide at the next School Board meeting how to best use the surplus funds. After the School Board decides the use of the funds, the request will be forwarded to the Board of Supervisors for final approval. 

August 10, 2023, Finance Committee Meeting
Staff reviewed Virginia Public School Authority (VPSA) Educational Technology funds provided by the state to support computer-based instructional and testing systems for the Standards of Learning and support high speed internet connectivity to high, middle and elementary schools. FCPS receives $540,000. Staff also reviewed the results of the internal audit on schools computer and student device inventory, accounts payable disbursements, general payroll, and analysis of accounts receivable cash receipts. The audit concluded with no findings and no exceptions noted. Staff highlighted the Memorandum of Understanding regarding the School Resource Officer Program is posted to the FCPS website for public comment as required by state code. Staff also shared changes to certain transportation employee contracts. 

Staff reviewed the importance of Parent Organizations to the school community. The information focused on the roles of parent organizations and the roles of school administrators to ensure effective collaboration. Lastly, staff discussed the value of FCPS substitute employees and the Superintendent recommended the full board proclaim November 17 as Substitute Appreciation Day.