West Valley Central School District Schoolwide Efficiency Study Dr. - - PowerPoint PPT Presentation

West Valley Central School District Schoolwide Efficiency Study

• Dr. Laura K. Pless
• Mr. Mark A. Whyle

Western New York Educational Service Council www.wnyesc.org

West Valley Central School Mission Statement

We believe that all people can learn and that learning is a life-long experience. Our responsibility is to:

• Provide an educational atmosphere conducive to

all learners acquiring college and career readiness including 21st century skills

• Hold our staff to high expectations as they

facilitate the achievement of all students according to the New York State Common Core Standards

• Facilitate cooperation between parents, the

community and the school

• Work to educate the "whole child" academically,

emotionally, physically, and socially

Purpose of Study

• Assist the district by

examining areas of the district’s operations that are sufficient and also suggest additional ways in which the district could gain efficiencies

• Highlight the structure

suggested to maximize effective operations

Focus

• Given that the school district is committed to

providing a comprehensive Pre-K-12 program, is it educationally feasible and fiscally sustainable to continue to function as an independent school district?

• What, if any, ideas and/or recommendations

can be implemented to restore, promote and grow opportunities for the community and West Valley CSD?

• If a comprehensive program as it currently

exists is not feasible, what options could be considered to reach the goal of maintaining a comprehensive program for West Valley CSD?

Areas of Analysis

1. District Demographics 2. Enrollment and Non-Resident Tuition 3. Programs and Class Sizes 4. Financial Overview 5. Current Space Utilization 6. Retirement Incentive 7. Transportation Operations 8. Athletics 9. Strategic Plan

Effectiveness And Efficiency

• Effectiveness is about doing
• r using the right things —

things that yield positive results.

• Efficiency is simply about

doing things right — i.e., completing a task cheaper

• r faster.

Elements of Effective Schools

1. Leadership a. Clear vision and priorities b. Cohesive leadership team 2. Decision making and structure a. Clear roles and accountabilities for decisions b. Organization structure that supports objectives 3. People a. Organization and individual talent necessary for success b. Performance measures aligned with objectives 4. Work processes and systems a. Superior execution of programmatic work processes b. Effective and efficient work processes and systems 5. Culture a. “High Performance” values and behaviors b. Capacity to change

Effectiveness and Efficiency

Planning and actions are not independent. There are many moving parts in any well functioning system. The components identified in this study should be regarded as single parts of a more complex machine.

Quote from Community Member

“The assumption here is that the school’s status quo should be unacceptable and that the study you are conducting has a wider purpose than validating the school’s current program with gentle tweaking

• f its operation. Instead, identifying the big issues

and creative paths to alleviate them will confirm that the tax money invested in this study has been wisely spent.”

District Demographics

West Valley Central School District provides Pre-K through 12th grade education in a single campus

• facility. While current enrollment is approximately

200 students, the school building has a capacity

• f approximately 540 students.

The West Valley Demonstration Project currently pays a fixed amount In Lieu of Property Tax The district has recently suffered budget defeats by the voters. The 2018-19 budget was defeated twice. The district has also experienced a recent wave of movement of resident students enrolling as tuition paying non-residents, particularly in Ellicottville School District.

Enrollment

From 2013-14 to 2019-20 K-12 enrollment has dropped from 288 to 190 students In the same period out-of-district enrollment has grown from 18 to 48 students, peaking at 53 students in 2017-18 The majority of out of district enrollment is in Ellicottville Students enrolling in Ellicottville has grown from 8 to 38 students, peaking at 47 students in 2017-18 While enrollment has dropped to a lower number, this may be the low point

Future Enrollment Stability?

Enrollment by cohort grade block is higher in the early grades

Tuition charged by West Valley

West Valley charges $400 tuition for non-resident students NY State calculates West Valley tuition per student at: K-6: $7,649 Special Ed K-6: $37,460 7-12 $15,270 Special Ed 7-12 $45,082 There are pros and cons regarding this policy which the district could consider

Programs and Class Sizes

The team met with school administrators, teachers, support staff, and students:

• Gain a better understanding of course offerings and the overall impact these have on student

performance, participation, and level of satisfaction with the school and community.

• These meetings included areas of Special Education and Academic Intervention Services.
• Evaluate staff/student ratio and administrative structure including roles and responsibilities

Program Highlights:

• Based on the fact that there is one teacher per grade level at the elementary school and one

per content area at the middle school and high school, the district is appropriately staffed in the instructional areas.

• Administration works to hire dual certified staff that are able to serve multiple roles and grade
• levels. This maximizes the efficiency of their instructional staff allowing for one teacher to

teach in multiple areas.

Program Highlights - continued

• Small enrollment allows for individual attention and support-minimal

behavioral issues

• Teachers highly motivated toward success
• State Performance Results- Grades 9-12 performing at or above NYS

and County averages

• Staff indicates administration supportive of ideas and available to staff
• Wide variety of support services offered- Provided in-house as often

as possible

• Variety of college level courses offered at the secondary level

Programs continued:

Considerations:

• Based on the multiple responsibilities, the district employs an appropriate number of

administrators to best meet the varying needs, mandates and operations of managing a school district the size of West Valley.

• Currently, the duties associated with administration of academic and related service programs

is split between the Principal and the Director of Special Education-In an effort to streamline administrative duties and maximize the skills and backgrounds of these individuals, a revision

• f the organizational chart might need to be considered, resulting in a realignment of Principal

and Director of Special Education responsibilities

• Provide clerical assistance to include support in the area of Special Education
• Work toward aligning curriculum and developing data teams
• Fidelity to the established RTI process and classification process
• Continue to evaluate ways to enhance distance learning opportunities for secondary level

students

Technology Programs

Highlights:

• There is a 1:1 student to computer ratio in grades K-12. There are computer carts in grades K-3.
• Computer purchases are on a rotating schedule and purchased through BOCES, maximizing

BOCES aid.

• Funds through the Smart Schools Bond Act and an upcoming potential capital project have been

designated to improve any current technology issues.

Considerations:

• Establish a 3-5 year plan in the area of technology to include purchases and program goals. This

would allow the department to proactively plan for future needs and desires as well as address situations as they arise.

• Consider creating a full-time technology coordinator position with continued support from BOCES.

This individual would not be responsible for direct instruction throughout the course of a day allowing them to provide more efficient and quality support to faculty, staff and administration.

• Integrate the library into the area of technology. Evaluate ways in which the library can be better

used to support and enhance technology in the district. Evaluate the role of the assistant in the library to determine if they can assist with technology.

Additional Innovative Ideas-Related to Programs

Comprehensive List on pages 42-43 of report

Financial Overview

Total of Fund Balance and Reserves was $4,662,891 at June 30, 2019 This represents 54% of the 2019-20 budget - a strong financial position The district could continue to lower these totals and still maintain financial strength Consider a long range targeted fund balance and reserve plan that will both maintain financial stability and also help contain tax levy and rate increases This works in conjunction with a long range budget plan to ensure balance

Tax Levy and Rate

West Valley Municipality Total Rate EQ Rate Parcels Taxable School Rate General Tax True Rate 2019 Ashford $35.44 50 1138 $55,789,364 $35.44 $1,977,280.33 $17.72 2019 East Otto $18.08 98 169 $8,630,600 $18.08 $156,055.26 $17.72 2019 Ellicottville $18.17 97.5 291 $23,186,564 $18.17 $421,400.71 $17.72 2019 Franklinville $29.05 61 23 $1,011,196 $29.05 $29,374.40 $17.72 2019 Machias $18.46 96 163 $12,715,100 $18.46 $234,699.43 $17.72 2019 Yorkshire $120.14 14.75 60 $789,990 $120.14 $94,905.87 $17.72

Tax Levy and Rate

Comparison of True Tax Rate among selected Cattaraugus County School Districts

School/Year West Valley Springville Franklinville Forestville Gowanda Pine Valley 2012-13 $23.32 19.07 $17.95 $17.34 $16.84 $17.34 2013-14 $23.83 18.86 $18.45 $19.00 $17.20 $17.72 2014-15 $23.65 21.83 $18.80 $18.17 $17.50 $18.08 2015-16 $23.25 19.26 $18.42 $17.89 $18.04 $17.82 2016-17 $20.68 19.06 $18.04 $17.28 $17.97 $17.38 2017-18 $19.73 18.25 $17.65 $16.98 $17.21 $16.99 2018-19 $19.45 18.67 $17.12 $17.04 $16.94 $16.69 2019-20 $17.72 18.25 $16.64 $17.34 $16.85 $16.60

Tax Levy and Rate

West Valley Tax rate is now similar to many Cattaraugus County school districts

Revenues

Considerations:

• Collaborate with Town of Ashford and

possibly Cattaraugus County to review assessment of recent PILOT property as well as potential adjustment to tax payment from West Valley Demonstration Project which has remained fixed for several years

○ Any adjustment would redistribute tax levy and provide relief for property owners

• Continue to maximize expense driven

state aid such as BOCES and Transportation

Expenditures

Considerations:

• Energy efficiency audit

conducted by district architect

• r engineer to address:

○ Utility cost ○ Efficient equipment ○ Behavioral modifications (e.g. determine acceptable temperature ranges)

Fund Balance and Reserves

Considerations:

• Anticipate potential fluctuation of

large budget areas (retirement, health insurance)

• Establish acceptable target

balances for Employees and Teacher Retirement System Reserves and adjust accordingly

• Continue to work with labor

unions to establish effective and affordable plans that will mutually control costs

Tuition Out?

Why Do Districts Tuition Students?

• To provide opportunities for

students that are not feasible to

• ffer in their home school

district.

• To reduce cost. The cost of

running a high school is the most expensive operation in the K-12 sequence of grades.

Tuition Out?

Considerations:

• District conducted tuition out study in

2013 when the tax rate was $23.65. Current tax rate is $17.72

• If the existing tax rate is still not

sufficiently low for the school district, or if the educational program at the secondary level is considered insufficient, consider an updated study regarding the concept of tuitioning out students to other districts.

• If a study is to be conducted, ensure input

from appropriate stakeholders.

• Ensure that such a study be conducted in

as objective and transparent a manner as possible.

Tuition Out?

NYSED Tuitioning Guidelines

• A meaningful and in depth discussion and

study needs to be done by all districts involved.

• Clear communications to the general

public, as well as the staff, is as critical as the next step in explaining the rationale and impacts.

• After a public vote, a district can contract

for: ○ 1) All or part of the elementary students ○ 2) All or some of the 7-12 students for a period of 2-5 years. ○ Contract may be with one or more school districts.

Cost per Student (in District)

From 2015-16 to 2019-20 (K-12): Expense Per Student +22.95% Revenue Per Student +29.34% State Aid Per Student +31.82% Tax Rate Per Student (-0.12%) Tax Levy Per Student +7.69%

Cost per Student (In District and Resident)

From 2015-16 to 2019-20 (K-12): Expense Per Student +12.83% Revenue Per Student +18.69% State Aid Per Student +20.97% Tax Rate Per Student (-8.34%) Tax Levy Per Student (-18.3%)

Current Space Utilization

Highlights:

• The school district has agreed to work with architects in
• rder to prepare for and develop an upcoming capital

project to meet current and possible building usage

• The full scope of project development will be determined

as a result of findings associated with this efficiency study.

• The school district has elected to include a Capital

Outlay component as part of the 2020-21 General Fund budget

Considerations:

• Develop a regular maintenance schedule for activities

funded from the General Fund in conjunction with….

• Develop a long range plan to utilize sources other than

the General Fund for larger scaled construction and maintenance, based on the Building Condition Survey.

Additional innovative ideas related to building usage: Page 72-73 of the report

Retirement Incentive

• An incentive is, by definition,

designed as a positive enticement to consider something that was not necessarily planned at the time

• Motivating factors:

○ Financial consideration ○ Restructuring ○ Alternative to legal procedures

• Consideration:

○ Decisions made by the Board of Education as a result of this study may lead to a need to evaluate current staff of record to consider some form of retirement incentive.

Transportation Operations

• West Valley covers 63,821 square miles. The district is rural and houses are quite a

distance apart.

• Transportation is managed for the students at West Valley using 12 vehicles on the

Department of Transportation roster: 7 full size buses, 2 small buses, 1 car and 2 vans.

• West Valley has a veteran mechanic on staff who is able to maintain the fleet beyond the

normal life expectancy of the bus.

• The fleet has been reduced over the past few years.

Highlights:

• Current staff is knowledgeable and skilled to perform maintenance of current fleet
• Expenses that qualify for transportation aid appear to be applied appropriately.

Considerations:

• The district should develop a long-range transition plan to anticipate fleet and general

maintenance due to changes in personnel.

• The district should continue to review expenditures to maximize transportation aid.
• Discuss enhanced community outreach opportunities with the Town of Ashford utilizing

the current bus fleet, where appropriate.

Athletics

• For many years, the District fielded several of their own sports
• As enrollment declined, it became extremely challenging to offer in-house sports programs
• The district began participating with neighboring districts- a common practice, particularly with

small rural schools.

• In the current year (2019-20), students participate in athletics as a shared service with

Springville Griffith Institute.

• Prior years, the district shared athletic programs with the Ellicottville Central School District

When we met with the student and community stakeholder groups, several students expressed that if the desire is to maintain and grow current structure, the district needs to solidify its identity as a school community which has to include local sports offerings and programs. Considerations:

• Consider championing a sport/academy approach to integrate into the physical education

program K-12 to “grow your own team.” It may also attract other students toward that sport.

Strategic Plan

Throughout the body of this study, there have been several considerations identified for the district to discuss. With the concept

• f effectiveness and efficiency in mind, one
• f best methods of accomplishing this goal

is to develop a strategic plan. An example of a structure that could serve as a catalyst and roadmap for the district is provided in the report

Strategic Plan

• District review study, filter and

prioritize items for consideration

• Establish agreed areas as formal

board goals based on priorities

• Determine factors that would

allow future feasibility (enrollment, tax rate, etc.)

• Establish timeline for

implementation

• Commit to executing plan once

determined

• Make public statements regarding

long range strategic plan

Purpose of Study

• Assist the district by

examining areas of the district’s operations that are sufficient and also suggest additional ways in which the district could gain efficiencies.

• Highlight the structure

suggested to maximize effective operations.

Thank you!

Questions?