COVID Closure Staff Update for Wednesday, May 13

- News and Announcements

Day 38 — Budget Special

On Friday, May 8, 2020, I presented our proposed Revised FY 2021 Budget for the coming academic year. Establishing budgets are never easy and require prioritization even when the economy is strong. During these unprecedented times in our history, we must determine budget items to reduce in order to adapt to the budget shortfall from our city, local, state and federal appropriations.

The one area that has not changed since I presented our initial FY 2021 budget in January 2020, is our student-centered priorities for the coming academic year. For example, we still have the same need to see academic improvements in the area of K-2 literacy that we had before the pandemic. Furthermore, we still have the same need to increase our outreach to families and improve our Hispanic graduation rate and reduce our chronic absenteeism. Our FY 2021 budget priorities for 2020-21 academic year therefore remain essentially the same.

Our City Manager has recommended that city appropriations to ACPS be reduced by $7.4 million (PDF) for the 2020-21 academic year and the city council approved this reduction on April 29. In addition to the reduction of our city appropriations, we must keep in mind that our local, state and federal appropriations will be impacted by the COVID-19 pandemic and economic downturn. In light of this, ACPS will need to reduce our Combined Funds FY 2021 Budget by $11,709,700.

In ACPS, 87% of our Operating Budget is made up of staff salaries. It also includes health care costs and benefits. The remainder of our budget funds school and department operating costs, such as the cost of paying for specific academic programming for students.

This means that when we make reductions in our budget that have the least impact on the student and the classroom possible, staffing will be an area that will almost certainly be impacted. Even with a 5% reduction of non-personnel expenditures across all schools and departments and a hiring freeze of non-classroom and central office positions for 2020-21, we still do not come close to the amount of reductions needed to balance our budget.

To this end, I am recommending:

  • Reducing the number of new positions included in the budget for next year from 29.8 to 13.7 positions, which totals $1,514,200.
  • Reducing office, department and school non-personnel expenditures by 5%, which totals $1,777,100.
  • Imposing a hiring freeze for all Central Office and non-classroom positions except essential roles in FY 2021, which totals $750,000.
  • Eliminating the annual step increase for eligible employees, which totals $5,524,000.
  • Eliminating the 2% One-Time Bonus for staff who are at the top of their scale or are on a hold step, which totals $557,500.
  • Eliminating the 0.5% employer contribution to the Supplemental Retirement, which totals $866,400.

While these budget reductions will impact some of our employees’ take-home salary, we are fortunate to not be required to implement a reduction in our workforce at this time. It is important that we understand the budget reduction recommendations that were presented last week may potentially increase in the near future if we do not see an uptick in our economy and revitalization of dollars appropriated to ACPS from city, local, state, and federal funding sources.

We are fortunate in ACPS to have a community and a city that values public education and that despite the challenges ahead, continues to support us. We are fortunate to have a city manager who truly believes in our work in ACPS; a city council that is making tough decisions to ensure that our young people have their needs met with taxpayers in mind; and a School Board that is always willing to advocate on behalf of all of our students regardless of their life’s circumstances.

While these are not easy times for any of us, we need to keep in mind that this is a situation being replicated across the United States and the world. Climbing out of this crisis is going to require sacrifices from us all. It is important that we work collaboratively through these unprecedented times and continue to keep our students as the hallmark of our efforts.

Stay safe, stay healthy and stay informed!

Sincerely,

Dr. Gregory C. Hutchings, Jr.
Superintendent of Schools

EXPLAINING THE REVISED BUDGET

Your Questions Answered

In the last video Q&A, Superintendent Dr. Gregory C. Hutchings, Jr. answered questions on the proposed budget revisions.

Watch the Q&A video or see answers to your questions below and in the updated FAQ.

View the superintendent’s revised budget presentation (PDF).

Watch Friday’s School Board Work Session on the Revised Budget.

Revised Budget Frequently Asked Questions

You can view all Revised Budget Frequently Asked Questions on the ACPS-at-Home website.

Is ACPS changing its budget priorities for next year in light of the COVID-19 pandemic?

Even though we are experiencing a pandemic, the needs of our students and staff remain. It is imperative that we continue to focus these FY 2021 Budget Priorities as we determine the expenditures to reduce. The Board-approved FY 2021 Budget Priorities continue to set the foundation for our budget approach.

How has the City Manager’s revisions to his initial proposed budget impacted ACPS?

The city manager proposed a revised FY 2021 City Budget (PDF) that the city appropriations to ACPS be reduced by $7.4 million for FY 2021 as well as deferring construction funding for the High School Project from FY 2021 to FY 2023. The city manager calculated the $7.4 million reduction based on the elimination of salary enhancements for FY 2021. This revised budget was approved by the city council on April 29, 2020.

Is ACPS impacted by any other state or federal reductions?

In addition to the reduction of city appropriations, we must keep in mind that our local, state and federal appropriations will be impacted by the COVID-19 pandemic and shutdowns. The Coronavirus Aid, Recovery and Economic Security (CARES) Act has been established to provide relief funds to state and local education agencies and Alexandria has been allocated some emergency funding through this.

What are the total reductions in revenue that ACPS can expect next year?

  • City appropriation transfer to ACPS Operating Budget: -$7.4 million
  • State revenue: -$4 million. This includes a loss in projected State sales tax and Lottery funding.
  • Local revenue loss due to the closure of buildings (includes building rentals, tuition, fees, etc.): -$300,000

How much in total cuts does ACPS anticipate it needs to make?

ACPS is anticipating it will need to cut $11,709,700 from the Operating/Combined Funds Budget approved in February 2020.

How is the superintendent proposing to make up the shortfall? 

Health and dental plans came in under projected amounts, which will enable health benefit savings of $720,500.

ACPS had been intending to contribute 0.5% to employees’ Supplemental Retirement. The school division will no longer be able to contribute the intended $866,400 to this retirement fund. This is likely to result in the employee contribution needing to be increased in the future.

The superintendent is proposing to eliminate the annual step increase in his revised budget. This will reduce the budget by $5,524,000.

The superintendent is proposing to eliminate the 2% one-time bonus for staff who are at the top of their scale or are on a hold step. This will reduce the budget by $557,500.

The superintendent is proposing to reduce the number of new positions included in the budget for next year from 29.8 to 13.7 positions. The positions that remain in the budget are essential. This will reduce the budget by $1,514,200.

All ACPS offices, departments and schools have been asked to identify a 5% reduction in non-personnel expenditures for FY 2021. This will reduce the budget by $1,777,100.

The superintendent is proposing a hiring freeze for all Central Office and non-classroom positions in FY 2021. This will reduce the budget by $750,000. Vital positions would go through a review and approval before being advertised.

Will some groups still get the Market Rate Adjustment (MRA)?

Any of the specific groups previously recommended for MRAs in the approved budget are still in line to get these Market Rate Adjustments. This includes paraprofessional IVs; transportation workers; elementary, preK-8 and middle school principals; and chiefs. These groups were part of a compensation study that showed their salary rates are below the average for the region. Therefore, these increases are part of a long-term plan to bring ACPS salaries in line with other divisions in the area.

How will these adjustments impact take-home pay for staff?

The impact to an individual’s take-home pay depends on the health care benefits each employee chooses. UnitedHealthcare plan’s premium is expected to increase 8.5%, while Kaiser Permanente increases by 4.5%. If the employee does not have health care through ACPS, their take-home pay will remain the same.

How much state and federal support can ACPS expect? 

The Governor announced that Alexandria is anticipated to receive a one-time payment of $3,631,222.12 under the terms of the Coronavirus Aid, Recovery and Economic Security Act, also known as the CARES Act, approved by Congress and signed into law on March 27. This is roughly $70,000 more than anticipated.

Will the CARES Act funding help offset budget cuts?

The CARES Act funding will enable ACPS to move forward with initiatives to address gaps and inequities that have been brought into clear focus as a result of COVID-19. It will not help offset budget reductions for next school year. The CARES Act supports school divisions in reducing their losses in regards to COVID-19, rather than providing for the future.

This funding can be spent on:

  • Services and expenses directly related to the pandemic, such as cleaning of schools and other facilities;
  • Expenses related to providing extended learning opportunities, including summer and after-school programs;
  • Instructional and support services for economically disadvantaged students, students with disabilities, homeless students, migrant students, students in foster care, and racial and ethnic minority students;
  • Expenses related to expanding and improving distance learning options for all students;
  • Mental health services; and
  • Career and Technical Education.

Is this the last of the budget cuts or can we expect more?

City Manager Mark Jinks has said that a large degree of uncertainty remains as to whether the City’s revenue projections are too high and further reductions will be needed in FY 2021. If economic recovery is slower than projected, further reductions may also be needed for FY 2022. City staff will undertake a deep review of programs and priorities starting this summer to be ready to take action to reduce spending during FY 2021 or FY 2022 if needed. In addition, state revenue items such as sales tax and lottery funding can be affected by continued closures, as well as school building rental revenue.

How will it impact the timeline and funding for The High School Project?

ACPS is already funded for this financial year for the design, engineering and related pre-construction services for The High School Project. The City Manager has proposed deferring the construction funding for this project until FY 2023, which is from July 2022 to June 2023. The High School Project team will continue to aim for the opening of the new building space in September 2024 and work through the process with the city on any partial funding needed to meet that schedule.

Have Feedback on the Revised Budget?

You can provide your feedback to the Superintendent via the “Contact Us” section of the ACPS website.

You can give feedback during the School Board meetings via public comment. Information on the School Board meetings and how to give feedback can be found on the School Board Meetings webpage.

More Information on the Revised Budget

You can find out more about the impact of COVID-19 on the ACPS Operating/Combined Funds Budget and the Capital Improvement Program Budget on the ACPS-at-Home website.

Live Webinar for PreK-2nd Grade Parents on May 14

Do you have a preschooler or kindergartner stacking breakfast dishes while you try to Zoom with your work colleagues? Maybe your second grader keeps asking for help with a school assignment while you are busy writing a memo.

We have heard plenty of stories and believe it or not, some of us are right there with you. That is why we have asked Dr. Fran Prolman, an experienced educator and published author, to speak with our families with the youngest students through a live Zoom webinar on Thursday, May 14 at 3 p.m. She will provide a presentation but leave plenty of time to answer your questions.

No need to register in advance, just join the Zoom webinar at the scheduled time.

Stress Management for Educators Webinar Tomorrow

There are times right now when we could all benefit from learning additional stress management techniques.

Tomorrow, a live, interactive webinar directed specifically at educators will help you learn the impacts and response patterns associated with stress, along with practical tips to rise above and maintain your cool even in times of crisis.

Presented in partnership by Kaiser Permanente, Sanford Harmony, and Healthier Generation, the 30-minute session will touch on the following subject areas:

  • Understand how stress impacts how we think, feel and act.
  • Learn how to become aware of stress response patterns.
  • Identify and apply a strategy to build empathy in others during a crisis time.

The session runs from 4:00 to 4:30 p.m.

Find more information and details on how to register.

Have questions? Email learn@healthiergeneration.org.

In addition, Kaiser Permanente has established Thriving Schools, a dedicated website with health resources aimed at teachers, students and other school staff.

Temperature Screening at ACPS Buildings

Anyone requiring access to an ACPS facility or school will be required to undergo a temperature check to help prevent the spread of the coronavirus. Testing stations will be established at seven locations, at or close to ACPS meal distribution sites and locations where major summer construction will take place. Screening will take no more than three minutes to complete and will involve the use of a clinical forehead thermometer.

All those with a temperature of 100.0 degrees Fahrenheit or lower (per Alexandria Health Department guidelines) will be given a dated wristband and be cleared to work as long as they are in possession of appropriate personal protection equipment consisting of masks and gloves.

Should an individual record an elevated temperature, that person will be informed that they are unable to report to work at an ACPS site and will be advised to call his or her supervisor.

Find out more about this measure in this Board Brief.

WANT TO HELP?

Please consider donating through ACT For Alexandria and the COVID-19 Response Fund if you are able. 

Community members who would like to volunteer should reach out to www.volunteeralexandria.org or 703-836-2176 to register for any additional potential volunteer opportunities.

MENTAL HEALTH SUPPORT

Continuity of School Support and Academic Advisement

School Student Support Team staff, including school counselors, school nurses, school psychologists, and school social workers will be available during school hours throughout the closure. Monday — Friday between 8:30 a.m. and 3:30 p.m. staff will be connecting with students and their families. The Department of Student Services, Alternative Programs and Equity staff members are also available during this time and can be contacted by voicemail and at student_services@acps.k12.va.us.

Emergency Supports

If there is a crisis or emergency during the time of the closure, students and families can access the supports below:

We know that this is a challenging time. ACPS will continue to share information through the ACPS website, social media, and email. Please don’t hesitate to reach out to your student’s school counselor or school social worker with any questions.

HEALTH REMINDERS

Don’t Feel Well?
Contact your primary health care physician.

Have questions, concerns or feedback? Contact us or contact your direct supervisor.

HR Questions? Contact hr@acps.k12.va.us.

Stay Healthy!
Wash your hands regularly. Regular soap is OK.