2014-05-08 Work Session Kodiak Island Borough
Assembly Work Session
Thursday, May 8, 2014, 7:30 p.m., Borough Conference Room
Work Sessions are informal meetings of the Assembly where Assembly members review the upcoming regular meeting
agenda packet and seek or receive information from staff.Although additional items not listed on the work session agenda
are discussed when introduced by the Mayor,Assembly,or staff,no formal action is taken at work sessions and items that
require formal Assembly action are placed on regular Assembiy meeting agenda. Citizen's comments at work sessions
are NOT considered part of the official record.Citizen's comments intended for the"official record"should be made at a
regular Assembly meeting.
Page
1 . CITIZENS' COMMENTS (Limited to Three Minutes per Speaker)
2. AGENDA ITEMS
3 - 30 a. School District Funding Resolution
Resolution No. FY2015-01 and SD Funding Backup - Pdf
b. Budget Review of the Capital Projects Fund, Special Revenue
Fund, Debt Service Fund, and Enterprise Funds
31 - 34 c. Clerk's Office Update to the Assembly
Clerk's Update to the Assembly.pdf
3. PACKET REVIEW
a. PUBLIC HEARING
Resolution No. FY2015-01 Establishing The Minimum Tax Levy
And The Minimum Amount Of Funds To Be Made Available From
Local Sources For The Kodiak Island Borough School District For
The Fiscal Year Beginning July 1 , 2014 And Ending June 30,
2015.
Ordinance No. FY2014-16 Adopting and Implementing a New
Employee Classification and Compensation Plan, Revising
Sections of the Personnel Manual, and Updating Position
Descriptions.
NEW BUSINESS
CONTRACTS
Contract No. FY2014-32 Project Management Services for the
Kodiak High School Addition and Renovation Project.
Contract No. FY2014-33 Furniture, Fixtures, and Equipment for
the Kodiak High School Addition and Renovation Project.
RESOLUTIONS
Resolution No. FY2014-31 Approving the Village of Karluk and
Its Native Village Council to Participate in the FY2015 Community
Page 1 of 34
•
Revenue Sharing Program.
Resolution No. FY2014-08B Amending Resolution No. FY2014-
08 to Fund the Non-Profit Funding Request of Girl Scouts of
Kodiak and Providence Kodiak Island Counselling Center.
ORDINANCES FOR INTRODUCTION
Ordinance No. FY2015-01 Levying Taxes on All Taxable Real
and Personal Property Within the Kodiak Island Borough for the
Expenses and Liabilities of the Kodiak Island Borough for the
Fiscal Year Commending on the First Day of July 2014 and
Ending on the Thirtieth Day of June 2015 (Fiscal Year 2015
Budget).
OTHER ITEMS
Vacation of Access and Utility Easements Identified on Plat 88-
20 for Tracts D-1 and D-2 of Tract A, Bells Flats Subdivision.
4. MANAGER'S COMMENTS
5. CLERK'S COMMENTS
6. MAYOR'S COMMENTS
7. ASSEMBLY MEMBERS COMMENTS
Page 2 of 34
AGENDA ITEM #2.a.
KODIAK ISLAND BOROUGH
AGENDA STATEMENT
-wqr ; ; MAY 15, 2014
•: -1 ASSEMBLY REGULAR MEETING
o 7.
TITLE: Resolution No. FY2015-01 Establishing The Minimum Tax Levy And The
Minimum Amount Of Funds To Be Made Available From Local Sources For
The Kodiak Island Borough School District For The Fiscal Year Beginning July
1, 2014 And Ending June 30, 2015.
ORIGINATOR: Karl Short
FISCAL IMPACT: Yes FUNDS AVAILABLE: Yes
Account Number: 201-201 Amount Budgeted:
SUMMARY STATEMENT:
KIBC 3.15.0308 provides that the school district shall submit to the manager the proposed
budget and local support requirements for the school by April 30. The School Board submitted
their Budget at the joint worksession on April 24,2014.
Alaska Statutes 14.14.060C provides that if the assembly does not, within 30 days, furnish
the School Board with a statement (resolution) of the sum to be made available, the amount
requested in the School Board budget is automatically approved.
Per Borough Code, the Assembly determines the total amount of money to be made available
from local sources for school purposes and shall furnish the School Board with a statement
(resolution) of the sum to be made available.
KIBC 3.15.050 provides that by June 10 the Assembly shall appropriate the amount to be
made available from local sources for that purpose in the Borough budget.
KIBC 3.35.060E provides that the property tax levy for school and municipal purposes shall
be separately made and fixed.
KIBC 3.60.020 provides that all motor vehicle registration taxes will be allocated to the area
wide school system.
The Kodiak Island Borough School District has requested a local contribution of
$11,170,800. At a mill rate of 8.75 mills the estimated property tax revenues for education will
be$10,150,000.
RECOMMENDED MOTION:
Move to adopt Resolution No. FY2015-01.
Kodiak Island Borough
Page 3 of 34
School District Funding Resolution
AGENDA ITEM #2.a.
1 Introduced by: Borough Manager
2 Requested by: School District Board
Drafted by: Finance Director
3 Introduced on: 05/15/2014
4 Public Hearing:
5 Amended:
6 Adopted on:
7 KODIAK ISLAND BOROUGH
8 RESOLUTION NO. FY2015-01
9
10 A RESOLUTION OF THE ASSEMBLY OF THE KODIAK ISLAND
11 BOROUGH ESTABLISHING THE MINIMUM AMOUNT OF FUNDS TO BE
12 MADE AVAILABLE FROM LOCAL SOURCES FOR THE KODIAK ISLAND
13 BOROUGH SCHOOL DISTRICT FOR THE FISCAL YEAR BEGINNING
14 JULY 1,2014 AND ENDING JUNE 30,2015
15
16 WHEREAS, Kodiak Island Borough Code of Ordinances 3.15.0308 provides that the
17 Kodiak Island Borough Board of Education shall submit the proposed budget and local
18 support requirements for the schools by April 30;and
19
20 WHEREAS, the Kodiak Island Borough Board of Education submitted their proposed
21 budget and local support requirements for the schools on Aprii 24;and
22
23 WHEREAS, within thirty days after receipt of the school district budget, the assembly shall
24 determine the amount of funds to be made available from local sources for school purposes
25 and shall furnish the Board of Education with a statement of the sum to be made available;
26 and
27
28 WHEREAS, the Board of Education has submitted their FY2015 budget at $51,803,358
29 which includes a request for local funding(Kodiak Island Borough)of$11,171,800.
30
31 WHEREAS, the amount of funds to be appropriated from local sources for school purposes
32 will be incorporated into Ordinance No. FY2015-01, the Borough's fiscal year 2015
33 appropriation and tax levy ordinance; and
34
35 WHEREAS, FY2015 motor vehicle registration taxes are estimated at$280,000;and
36
37 WHEREAS, the Fiscal Year 2015 assessed value is estimated at $1,160,000,000 (one
38 billion, one hundred and sixty million); and
39 WHEREAS, at an assessed value of $1,160,000,000 (one billion, one hundred and sixty
40 million)and a mill rate of 8.75 mills the education support fund will receive$10,150,000 in real
41 and personal property tax revenues;and
42 WHEREAS, the School District appropriation stated in this resolution may be adjusted as
43 part of the Borough budget process.
44
Kodiak Island Borough,Alaska Resolution No. FY2015-01
Page 1 of 2
Page 4 of 34
School District Funding Resolution
AGENDA ITEM #2.a.
45 NOW, THEREFORE, BE IT RESOLVED BY THE ASSEMBLY OF THE KODIAK ISLAND
46 BOROUGH that the minimum amount to be made available to the Kodiak Island Borough
47 School District from local sources for the fiscal year ending June 30. 2015 is set at
48 $10,790,000 for both the direct appropriation and in kind services.
49
50 NOW,THEREFORE, BE IT FURTHER RESOLVED BY THE ASSEMBLY OF THE KODIAK
51 ISLAND BOROUGH that a mill levy of at least 8.75 mills for education support will be set for
52 the fiscal year ending June 30,2015.
53
54 NOW,THEREFORE, BE IT FURTHER RESOLVED BY THE ASSEMBLY OF THE KODIAK
55 ISLAND BOROUGH that a determination regarding additional funding may be made available
56 to the Kodiak Island Borough School District based upon federal, state, and local funding
57 available for the fiscal year ending June 30,2015.
58
59 NOW,THEREFORE, BE IT FURTHER RESOLVED BY THE ASSEMBLY OF THE KODIAK
69 ISLAND BOROUGH any in-kind service expenditures over the budgeted amounts will have to
61 be absorbed by the Kodiak Island Borough School District.
62
63 ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
64 THIS DAY OF MAY 15, 2014
65
66 • KODIAK ISLAND BOROUGH
67
68
69
70 Jerrol Friend,Borough Mayor
71
72 ATTEST:
73
74
75
76 Nova M.Javier,MMC,Borough Clerk
Kodiak Island Borough,Alaska Resolution No. FY2015-01
Page 2 of 2
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Page 5 of 34
School District Funding Resolution
AGENDA ITEM #2.a.
Kodiak Island Borough School District
Office of the Superintendent
722 Mill Bay Road
Kodiak,AK 99615
April 24,2014
Bud Cassidy,Manager
Kodiak Island Borough
7111 Mill Bay Road
Kodiak,AK 99615
Dear Mr.Cassidy,
The Hoard of Education approved the Kodiak Island Borough School District's FYI5 Budget at their Regular
Meeting of April 21,21114. This action was taken in order to men the requirement of the Borough Code of
Ordinances,Section 3.15.030,Budget and Capital Program,Item I3.,which states,'Theschool district shall submit
ro the manager the proposed budget and local sapport requirements Iry the school by the thisteth of April so the
major riandin g con he incorporated into the borough badger and budget rte srga
When the FY 15 budge timeline was adopted by the Board of Education in Ocuntber 2013 it was anticipated that
die legislature would have determined the funding level for education in time to allow the board of education to
nsidera balanced budget. Un fonunatel'c final legislative action was not taken before the regular legislative
session ended. The question of education funding through HI-1278 was sent to the House/Senate Free Conference
Committee for cons idcration. As of 1:00p.m today.4/240014 the mittee had tentatively agreed upon the details
of H13278.It is currently being considered for final ratification by the legislative body.
The budget approved on April 21,2014 by Kodiak Island Borough School District's Board of Education was based
on the s lmption that increased stale funding would cone in the amount of$185 per ADM on the Base Student
Allocation. That
The at Board provided for r Maximum F 15 Allowable Local 's local ca contribution the maximum
i
5l 1,171,800.w am t Board 171,800 Education approved rsnt the FY would rc el ft KIB's wohtaibude to the moo f 5640,717.
This Amouotld$11,171,800.t This reduction presentation have 2. IeRthe district
achwithd budget t8 classified pois, s
This reduction would be made up through nstntetio of nape of 2.5 l budget teachers and 6 f e 0o,0 ed poeitinnc,as
well as a reduction of the Curriculum&Instruction non-personnel budget in the amount of$200,000.
Based on the current status of HB278 the BSA increase is in the amount of I50 per ADM. This amount flows
through the foundation formula and provides for a Maximum Allowable Local Contribution of S 11,142 724.The
provisions of 1113278 also provide for additional funding in the form ofa one-time grant for lay 15 outside of the
BSA. The total one-time gram allocation of 642.9N1 is 10 be distributed through the funding Ibrnula. Also an
increase of 10$',of the BSA for the funding amount for correspondence students is included in the current version of
1113278. Bottom line estimate for Icy15 funding I'or Kodiak Island Borough School District leaves the district with a
deficit of 566.953 including local contribution in the amount of S I L 142,724(increase of 5193,1104 over FY 14 local
contribution). This would essentially allow the district to move into FY15 with no budgetary starting cuts and a
small adjustment to the Curriculum&Instruction budget.
Kodiak Island Borough School District will prepare current documents representing these calculations and plans to
hold a special board meeting to approve these funding adjustments on May 5,2014.
Should you have any questions or concerns regarding our budget information,please contact Chief Business()Dicer
Lisa Pearce at 481-6105.
vet
Stewart McDonald
5speriotendent
KIB School District FY2015 Budget Presentation
Page 6 of 34
School District Funding Resolution
AGENDA ITEM #2.a.
KODIAK ISLAND BOROUGH SCHOOL DISTRICT
Foundation Formula Estimate
PROJECTED FY15
As of 4-24-2014
Based On DEED Candied Enm`6nc January2(114
ADJUSTED
SCHOOL Estimated 20 Day Enrollment FORMULA ADM
Akddk 22 39.60♦(1.62(22.209 4284
Omsk 113 39.60 39.60
Danger Bay 0 0 0.00
Kuluk 11 39.60 39.60
Larsen Bay 14 3960 39.60
Old Harbor 31 55.60•(1.49131.30)) 5729
QYxlnkie 33 55.80•(1.49133-30)1 6027
Pon Lions 20.45 39.60•(162'(20209 40.33
East 260.25 326.10-(.97'1280-250)) 355.44
Main 231.12 218.10•11.081231.15011 305.71
14918 Star 223.31 215.10•(1061229150)) 297.27
Peterson 243.75 218.10.(108'(244950)) 319.35
KMS 494.9 4716+1.921495-4009 558.91
KHSAeaming Cher 765.2 793.60.(64'1754450)) 806.37
2281.26 2,862.56
Correspondence 101.62
2,462.90
Total Alter Adjummem tor DStrit Cost Factor 3.01977
Total Alter Adjustment for Spedal Needs Fedor 4682 5'1
Teal After Abruelment 19 Vac Ed Funding Factor 465126
1
Adlaled Students•Spe4al Education 5223.26
Total DIstrm Misled ADM 5,314.72
Basic Need 530,964,1108
Perjured Local Elton 00265 mis n FYl3 Assessed Valuation) $4.016,219
v 0016.a 51.515,554,400
FY14 Impact Aid Received $1,919,431
Impact Aid Percentage(mound local ellon l maximum allowed local Mtn) 36,04%
(44.016,219611,142.724)
Dedrebde Impact Ad $622567
11$1.796,696'.99)'36.04%)
Regular Slate Ad FY 15 le Base Need-MequreJ Local Elton-Deducible Impact Ad) $26,346,000
KIB School District FY2015 Budget Presentation
Page 7 of 34
School District Funding Resolution
AGENDA ITEM #2.a.
KODIAK ISLAND BOROUGH SCHOOL DISTRICT
Borough Revenue Cap Estimate
FY 2015 Required and Maximum Local Contribution Estimates
PROJECTED FY15
As of 4.24,2014
Estimated Required FY 15 Contribution Options(The Lesser of the Following Two)
A.2013 FUJI Tax Value x2.65 Mille- .$1,615554,400.00 x4)0265,;L. $4.016,2191
B.FY 14 Basic Need x.45%= 530,984,80600 x.45%= 513,943,163
Estimated Additional Allowable Local FY 15 Contribution Options(The GmQjg1 of the Following Two)
attatrniari
B..002 of 2013 Tax Base= 51,515,554,400,00 x.002= $3,031,109
Estimated Maximum Local Contribution Allowable FY15(The Sum of the Following Two)
Required Local Contribution a 5 4,016,219
Additional Allowable Local= £ 732$,506
Total Estimated FY15 Maximum Allowable Local Contribution =:' $11,142,724
KIB Approved Support EY 14 $ 10$49.720
Percentage of FY15 Mae 95.58%
Amount Below Cap FY 15 $493,004
(05 School District FY2015 Budget Presentation
Page 8 of 34
School District Funding Resolution
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O 'rf :Monday,January 20,2014 7:00 pm-Regular Meeting-Borough Assembly Chambers
Review of Governors Budget -Public Comment
Cr; Monday,January 27,2014 7:00 pm-Budget Committee Meeting-Central Senders
Conference Room-Projected Roil-over Budget Presentation-
0_ Public Cbrzvncxn
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-0 Monday.February 3,2014 3:30 pm-W'ork Session-Old harbor School and VTC in
Centred Services Conference Room-Updates and Legislative
m Ply-in Talking Points Discussion-I'ubliu Comment
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February 8-I I,2014 AASB Legislative Fly-in,Juneau
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= Monday,February 17,2014 7:00 pm-Regular Meeting-Borough Assembly Chambers
Roll-ova Budget Update-Public Continent
Monday,March 3,2014 7:00 pm-Budget Committee Meeting-Central Services
Conference Roo m-District Strategic Initiatives and Costs-
Public Comment
Monday.March 10,2014 7:00 pm-Work Session-Central Services Conference
Room Continent
March 22-24-2014 AASB Legislative llv-in-Juneau
Monday,March 31,2014 7:00 pm-Regular Meeting-Borough Assembly Chambers
Recmnniended Balanced Budget Presentation-Public Comnen
.S Ion clay,April 14.2014 7:00 prn-Work Session-Central Services Conference
Room-Public Comment
T Monday,April 21,2014 7:00 m-Regular Meeting-Borough Assembly Chambers A
N BOG Final Adoption-Public Comment 4'
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FY 15 Budget DESCRIPTION .beep.
FY 2017
< REVENUE aapa F
BUDGET
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Annual Aprvices ion 10,317,955 Stt,tTt 000
!St In-kid Services 853850 Local Contribution
Lit Use of Fac&ties 63,005
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Academic Athletic Fees 11,00C
n Wage Rent 6000
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Use of Fund balance:
at Budget Summary Oesnateddldevgneted 500,'040
g
V 6-Rate Reimbursements
2,195,100
Approved by KIBSD __ _ -_ --SUU IOrra Cdalsoutces, 13,948 900
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to STATE SOURCES:
a) Board of Education Foundation 26,657,071
State Military Contract 879,582
4/21/2014 Quality Schools 80,000
Supplemental Stale Aid-Fixed Costs R E nelgy 525,000
TRS On Behalf 6731,385
PERS On Behalf 895,579
Other State Revenue-Safety 8 Security_ -
, ^_ __,.Suhdotal State Scurocs
FEDERAL SOURCES'
Impact Aid-Milltary Spec Slate) 1200000
Impact Aid-Military Spee c Ed ptrtu Stale) 18,000
006
Department of Defence S6
Department 006
IrtpaC Aid-Oired 2,000
........_ ___-....rat Federal _
5 o-tola Ke9etal3ovroea t,3•SO,O�i,� _
OTHER sOCost Fe
Inctxec_Cost Fact& 180,000
_
Submotal Other REVENUE 580,000 '
TOTAL REVENUE 51,200,511 a
Expense
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las '------' 11,936,078
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on,p otnel _ 11,568 212. i
Z total 51,E41,234 h
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FY 15 Budget —
Balanced Budget Scenarios as of 4/21/2014
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v BSA +$185 $51,200,517 Estimated Revenue
CD including$11,171,800
$ 640,717 Deficit Minimum Anticipated
2.5 Certified FTE
6 to 8 Classified Positions
($200,000) reduction in Curriculum & Instruction
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HB278 Final Funding Components— Free Conference Committee— Special Session
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1. BSA Funding: FY15 — $5680 + $150 ($5,830)
FY16 - $5,830 + $50 ($5880)
FY17 - $5880+$50 ($5930)
2. Funding Outside BSA (distributed through the formula)
FY15 - $43M
FY16- $32.5M
FY17 - $20M
3. Other Areas of Funding Affecting KIBSD
Its
-t • Internet speed up to 10 megabits - $5M
• Correspondence study—funded at 90 percent m
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N u 0E7 BUDGET
O. 0 LOCAL REVENUE SOURCES' uem off.x074
cn Annual ApproPnetien 10,317,95C $10,298,874 §11,102,724
Irvkind Services
89,850 $853,850 Local Contribution
C Use of Facilities 65,000 55,000
0- AcaaemicAtmerc Fees 11,000 11,000
CD Village e m Rem fi 000 6,000
T Budget Summary
Use of Balance'.
oesi9natecUUnaesinnatea 500000 500,000
o Impact of HB278 E-gale Reimbursements 2,195,101 2,195 100
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CD Su0't0101
4/24/2014 STATE SOURCES: Local Source; 948,80[ 918 924
d Foundation 26,657,071 26,346,000
o' 9aleMScocomrnd 986002 e80,000
7 enemy Schools ae.BBC e0,069
Supplemental Stale Aid-Rued Costs 9 Energy 525,000 525,000
TRS On Behalf 6,731,385 6,731,380
PERS On Behalf 898,579 898,575
_O_tnerSlate Revenue-HB278 Ott Model 543M 013,912
__ _ Subtotal Stale Sources 35 771 617 38374458
FEDERAL SOURCES:
Impact Aid-Military(thm State) 1200,001 1,200,000
Impact Aid-Military Spec Ed Ohm State) 18,001 18,000
Department of Defense 80,001 80,00C
ImpocleibDlrea ____, __" 2,001 2,000
,Sue-total General Sources "iao0,001 1.300,00E
OTHER SOURCES:
Indirect Cost Factor 180 000 180 000
"V--Sub-total Omer so ces 180001 180,000
61,200,517 61,774,282
Expense
cetl 28336,944 28,336,944
less 11,930,078 11,938,078 12
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11 s212� 11,558,212 n
(03 total 61941234 618412041 —/
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FY 15 Budget
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-O HB278 $51,774,282 Estimated Revenue
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m BSA+$150 including $11,142,724
Outside BSA
$ 66,952 Deficit HB278 Impact
-0- Certified FTE
-0- Classified Positions
($66,952) reduction in Curriculum & Instruction
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00000000 Public Comment
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AGENDA ITEM #2.a.
Kodiak Island Borough School District
722 Mill Bay Road
(007)481-6200
Office of the Superintendent
Menlo
To: KIBSD Board of Education-
President Katie Oliver,
Vice President Rick Kniaziowski,
Clerk Debra Kirk,
Treasurer Todd Bailey,
Member Norm Wooten,and
USCG Representative CMD Michael Muilen.-
From. Superintendent Stewart McDonald
L
CC. Chief Business Officer Lisa Pearce,
Assistant Superintendent Marilyn Davidson,and
Board Secretary Marti Seeker
Date: April 21,2014
Subject: I}'2015 Balanced Budget Proposal Explanation
intraduction of Budget
KIB SD often calls our budget a Perform nice Budget. This is because our budget is tied to student learning
performance.After many years of sustained budget shortfalls precipitated by flat funding and inflationary
cost increases,K18SD has been developing an instructional service delivery model to allow schools to
preserve instructional offerings with fewer human resources, We have managed to endure reductions with
minimal negative impact on student teaming.
In the fast hours of the 5812015 budget season,we are teetering on a funding shortfati of St AC million to
$777,000.We are presenting the larger cuts of the two possible out conies as the Alaska Legislature is in
Special Session and education funding may go to Conference Committee.Once again both non-personnel
and personnel reductions are required.The hope of enough increased revenue to remove the threat of cuts
altogether is a real possibility. We atso have student needs that justify the addition of non-personnel and
personnel to provide strategic and mission focused services for the classroom and students.
We will be setting our budget proposal at the$185 increase on the BSA and request the$522,080
over current local contribution levels of funding. We will show both possible cuts based on bath the
senate and house committee substitutes. We will make final revisions once the legislature passes a
final funding bill.
KIB School District FY2015 Budget Presentation
Page 17 of 34
School District Funding Resolution
AGENDA ITEM #2.a.
Based on the Committee Substitute Senate Bill(S100,003,000)-Here are the proposed cuts and additions
that support the District Strateetc Plan:
cenRied Classified 1
Elementary classroom (Additional Central Office Staff
Position added this year not $113775
currently supported by student
mbersl $53 000
KMS classroom(reduce 6 sections Custodial FTE 2.0 Hours
2 offered,concentrate student 5113,275 2
Jlsirlhution,offer vlrNat class) 5:03,000
9s d tt /o! sP Iut
KM classroom(reduce s coons tas,tlaTa,,(-TS poitiog Is inopesed 'the TaTalT,T.T„,r4l.
3 altered,concentrate student i $113,275
distribution,after virtual class) ',t tl)Ca t to MKta"f '
f nd fig a Ile CAP -'553 000.,
KMS lass j d ce6S coo a„' s d.0llf 5 f tyoffteers(these
positions were added l ermre
Q ftred; dt { O '$11327S 4 one ossistont principal during
d 1 but H Ida }caii be KMS renst.radon)
oredgby KlBf d gtch CqP 'y.f%i $103,000
KHSd s ( d
5$d H d.d m B t [ d6in5[e t 3B i µ1/�
be t IA ICRb $ 325n
3 5 1(145 ASStant Principal(twai(twain,.
Soren?Officers after primary
reE brK ei tl gt..._he CAr mvvu[lon s completed) ($44E,oUOt
045 classroom(reduce 6'sections
offered.Concentrate student
d,str/Uudon,offer virtuol[loss)
$113,271
(5113 275k
6
Add Bock District Math Support B
Coordinator
KMSCtosiroom (reduce 6 sect/ons
offered,concentrate student
dtsMbutlon,older vinuol cross)
$113,171
15111,775
Add Bork District English language 0
Arts Support Coordinator
Sub rota)cuts $566371 Sub Total Cuts 5172000
Personnel cuts $738,375 Personnel Cuts 5738,375
Short Fall Good Case 5777,308 Short Fall Best Case $777,808
Non-Personnel sup plies eat ($391433) Non-personnel supplies cut (S1:I,-1331
SIB CAP to reduce Cuts 5E96,000
Total Cuts to Balance Budget $777,808 Total cuts to Balance Budget $465,808
2
KIB School District FY2015 Budget Presentation
Page 18 of 34
School District Funding Resolution
AGENDA ITEM #2.a.
Based on the Committee Substitute House Bill(S I85/BSA)-Here are the proposed cuts and additions that
support the District Strategic Plan:
Cerubed I Classified
Elementary classroom■Addltlmal Central Office staff
PnnWoeddrd n„steal it nor
situ us 1
currently supper„,by student
probers) 513 010
xMtdasuoom(reduce 6 sections fit tod3lrlt2ON odti L
2 dieted concentrate student 5113 27S 2gt.tir eup SNON tGdal
E,uhutlar Otero«ualrlassl =t'i v!+1,our5 by RlBrtinatc oti CaP `S1p3,OCLr
..a 5 ae. 1 1 Sp d 1 ITh Y
xXS rbrsrmmlr duce 65e<Ilons t Kpo
is',"JseO the
3lolte,ed a m $113175 1 3 twig trid apthi alto b $Y•t
laslrb .otter r'rluai olaral sS es db1 xlB 1pnd a n eAP N” s :
i �;SScoo,
2.OI rE Safety Officers(These
n 1XMS classroom(reduce 6 seoicos were oadm la reetoct one
offer d.e ruder 5111 vs a ossOtoot principal during(HI
la:neturb o.nnaroiopal mss) 00rutrpmon)
$103.000
(HS classroom reduce 6 sections
Si offered,concentrate student $111,775 1 5 KS'S Aosisbnt Prirepul(replete
aistributlon,offer vlltual dais) Soft ey Officers after Crimoly
construOton ompleedl (5740000)
Y BMS Oasstooth l d 6 ecc -
altered, t stude ay }„ia •
l£s 26C SAW off al i'1 )G r.513a 2]S'
t &3`- 1>.`is tlbY K101 d'g F fe U;yc t.
-s 100.' 5if try y 8u s3Z`tr e f-. v>y
{ t2°KM5d lea 6 t
1 Iltted ude
dst bu °net cl ,2
Ica I �113,77i
Sk #Sb ie o by KIB roothog iN
v .. 3 ti M,3 fill
{ (XS classroom,VedtiCe 6
o if red t estude
B distnbutIon,ofro,Voluol`1 )C1 $13 3I5
t e3 [o dELKBf d AB c ,F ,trl•.
IIMS (reduce d secttotiztt $ j
d Yu a q It,Otter virtual r1 )Conn
s 3Li1 15'
t heron
;rife
t .-rns.xe ne C, B -n
offered,awe r rate student
droicbetmn,off crcorrect doss)
5153,275
1OI X13„
Ado soak District Moth support O
CooNlnotor Sub Total Cuts 5177 on
PUNS closs mom Reduce 6 sedans
offered,Concentrate student
ms:�eurtan ofIre urwoldes,' $171275
11 /55n271:
Add lock District Enp(ISh Languor
Arts SUpPorr Coordinator I
Sub Total Cots $0.012»5
Personnel Cuts
$1,191,4 7; Personnel Cuts 51,193475
Short f all Good Case 51.162,797 Shod Fall Best Case 51.162,797
Non personnel runnll60 cu. Non"personnel supplies cut
MB CAP to reduce cuts $522.000
Total Cuts to Balance Budget 51.191,475 Total Cuts to Balance Budget 5669.395
3
KIB School District FY2015 Budget Presentation
Page 19 of 34
School District Funding Resolution
•
AGENDA ITEM #2.a.
Managing Ilse Reductions
Secnn,lay Classroom Reductions
Secondary positions are identified to be reduced through attrition and will be absorbed by the following
methods.
I. Middle and high school schedules and course section offerings reduction
2. Course sections can be rearranged to better distribute student numbers through out the schedule.
3. Virtual classes may be offered to accommodate students who prefer this style class. This
adjustment can reduce the pressure for full sections of offered classroom courses.
Currently,36-24 course offering sections have been identified between the middle and high school that
can be reduced sstthoul disrupting instmetional programs.Six sections equal one fill-time teacher.The
proposal will allow the reduction of four to six secondary teachers without eliminating course offerings.
To allow for increased flexibility in student scheduling some students may opt to take a virtual course to
meet their scheduling needs.Without KIB support to fund to the CAP reductions will have to be as great as
42 sections or 8 certified secondary teachers. A cut this deep will negatively impact instruction offerings
and class sizes.
Custodial(lours Reduced
Hours reduced would he spread over the existing eta todial staffing district-wide to limit the negative
impact to total services to facilities.
Central Office Secretarial flours
After construction central services personnel may be consolidated as the business,technology services,
special services,federal programs,rural schools and office of the superintendent are brought under the
same roof.
Facilities
The budget proposal contains adjustments in utilities and energy use of the new high school once it is
mmed over to the KtRSD. Custodial services and maintenance support has been considered and the budget
will support needs of this new facility.
'('here will be an increased effort to pursue energy consumption in all schools. Many schools were
designed for closed circulation systems. The fans and ductwork need all windows and doors to remain
closed to achieve optimal performance and energy efficiency. A study will be conducted and preventative
measures eats be made to reduce the cost of energy in the FY2015 budget year. This may include having to
seal windows in some schools that have installed opening windows that are often left open during the
winter.
4
KIB School District FY2015 Budget Presentation
Page 20 of 34
School District Funding Resolution
AGENDA ITEM #2.a.
Paying for the Additions
((reposed Additions
• English language Arts Support Coordinator (To replace 6 sections of secondary offerings)
• Math Support Coordinator (To replace 6 sections of secondary offerings)
• KITS Assistant Principal(To replace two Safety Officers identified for employment during KHS
construction)
The Instruction Support Team-
To meet strategic planning goals the administrative leadership team must adapt to the identified FY20 IS
student and teacher needs.
The central instructional support team will consist of:
• Director of Instruction(currently in the budget)
• Director of School and Student Services/Activities Administrator(currently in the budget)
• Special Education Services Director(currently in the budget)
• Virtual Academy Director(funded by ENLIVEN)
And the following instructional coordinators.
• Curriculum Coordinator(currently in the budget)
• Enrichment/Intervention Coordinator(currently in the budget)
• Career Technology Education Coordinator(currently in the budget)
• Activity Director-Coordinator(currently in the budget as part-time and could return to full-time as
funds become available)
• Reading Instructional coordinator (to he added when prioritized funds become available)
• Math Instructional coordinator (to be added when prioritized funds become available)
Coal
The goal of the instructional team is to train and support ALL teachers in implementing new programs,the
New Alaska Standards,and other curriculum initiatives in an infornterl,cohesive,intentional way.
The Challenges
• Increased cognitive demand on leachers because of the increasing number of initiatives that need to
be implemented
• We need to increase the amount of time that teachers are in front of students
• Teachers need support in learning of new-programs and applying of instructional strategies to
ensure efficacy
Proposed solutions to the Challenges
The curriculum department needs to be seen as a three-legged department:
• The first being responsible for building it viable and effective curriculum that address the rigor of
the New Alaska Standards,assist educators in the creation and evaluation of common lomative and
performance assessments,and support with implementation of new programs.
• The second is to provide thorough professional development that is both focused and involves
extended opportunities for educators to perfect the strategies and practices that are being introduced
and expected of them_
5
KIB School District FY2015 Budget Presentation
Page 21 of 34
School District Funding Resolution
AGENDA ITEM #2.a.
it The third is to coordinate all the activities and behavior supports to develop the preconditions for
student learning and engages students in their individual programs. This is the heart of the 40-asset
framework.
The Academy Model is a secondary approach to scheduling a set of classes for a student to earn their
diploma while seeking relevant interests and college and career paths_Students also can earn additional
certificates and licenses for real world employment.
The Virtual Academy Model is a secondary approach to formalizing digital distance learning and
integrating virtual courses in Kodiak Middle School,Kodiak High School and all small k-12 natal schools.
This approach will include increased support for the training of aides,teachers,students and patents to get
the most of this increasingly important instructional delivery model.
ENLIVEN Grant and Correspondence School will merge. KIBSD will pursue becoming a statewide
correspondence program to other services to students in Alaska outside of our district borders. We hope to
reach an addition 300 students through this program. This program can become sustainable through
generated enrollment.
The embedded instructional coordinators both virtually present through technology or the addition of
instructional coordinating staff is just pan of the next step towards increasing professional development
and increasing our faculty and staffs capacity. Building e-modules for training or virtual professional
academies for educators will reduce the number of days required for substitute teachers and whole
professional development days.
The Activity Director position currently is operating in a compromised fashion. One teaching contracted
person was using a typical teaching contract to provide activity support for the high school. This position
also has an extra duty contract to buy additional time to provide time for support service outside of the
school day. This position has a travel secretary available and time for clerical support in the business
office(Our travel secretary used to be titled activity secretary in the recent past) The activities director
does not currently fully use the travel secretary.Instead of utilizing the travel secretary,an additional 20
days have been added to the position to compensate for even more time given to support activities for only
the high school. The community schools coordinator has to be directly involved in the sehlsduling of all
practices to coordinate with the fields,gyms and other facilities. In addition,four administrators including
the superintendent actively conduct weekly work to coordinate and troubleshoot activity issues to keep
programs functioning.
The approach to rebuild the structure of school activities is to support strategic instructional goals around
the 40-assets framework_ There will be one central point of contact for the administration of-activities
coordination with all schools, 'There will be focused duties for both the travel secretary and community
schools coordinator to efficiently schedule and logistically manage the clerical and time-consuming
functions of activities. There will be either a part-time or full-time(depending on available BSA increases)
activities director that will set up and support events_ There will be the creation of student activities
managers that will be part of the hospitality career academy in the high school career paths.This redesign
will provide a better and more focused program. There will be clear administrative oversight for training
and evaluation of instructional coordinators,advisors and sponsors of all clubs and activities.
6
KIB School District FY2015 Budget Presentation
Page 22 of 34
School District Funding Resolution
AGENDA ITEM #2.a.
•
Strategic Bridget Considerations
There are five research-based tenets to support high performing schools. These include:
I.Quality Staff through instructional supervision;
2.Leadership to ensure a strong learning culture and support classroom instruction;
3.Frequent feedback about learning data;
4.Small schools to ensure increased supervision and feedback:and
S.Provide extra-time of instruction for students with performance gaps.
In addition,cost estimates for completing the high school project including increased costs of utilities must
be calculated,
Qualify Stuff
The Certificated Evaluation System is now launched and needs continued support. We are in the process
of developing the final component to meet state requirements.We are in the final steps of using a
standards-based grading system to measure all Alaska Content Standards and establishing a process to
determine expected annual growth Bons physical education to physics. Data management becomes more
important than it has ever been in the life of our school district, As a result,one of the budget proposals is
to add a data management position to bring KIf3SD data system into compliance with new regulation
requirements.
Leadership
Staff and community feedback from the last two years to present,support hiring instructional coordinators
to support classroom teachers in the areas of reading,math and enrichment. Our data strongly supports that
while many teachers arc having success in our current service delivery strudel,a need remains for close
support in targeted identified classrooms. The budget proposal is to reassign one of the existing
instructional coordinators in the Department of instruction to the role of enrichment,gifted and talented
and extended day coordinator, 'Otis position would be budget neutral. Two additional proposed positions
would be for a math instructional coordinator and reading instructional coordinator. These two positions
would provide professional development and classroom support to continue making instructional progress.
The State of Alaska is moving towards requiring 90%graduation rate for all schools in Alaska. Although
KIB5D is close to this expectation,a focused effort must be made to fbI ly engage students and connect
each one to a clear path to graduation and school engagement. The research is clear—in order to be
successful students most have five significant adults in their life,and be connected to a school and a
school's learning culture. The research tefers to these things as the preconditions for student learning.
KIBSD is using the 40-asset framework in the strategic plan. We are finding our best success is produced
where we are able integrate the following,
• Positive behavior intervention and support
• Challenging and relevant courses
• Digtal learning opportunities
• Robust college/career technical opportunities
• Diverse student activities and ans offerings
The Director of School and Student Services-will be assigned the responsibility of coordinating the
logistics of bringing these five areas together. This is not a new position but rather a reassignment of duties
among the administration and is budget neutral. This position will also address the Activities
7
KIS School District FY2015 Budget Presentation
Page 23 of 34
School District Funding Resolution
AGENDA ITEM #2.a.
.Administrator role that has been discussed in recent meetings. In the event that we have a part-time
Activity Director,Central Service administration will fulfill these needs.
We will he harnessing grants to further develop our capacity. We still have the University of Alaska grant
that allows us to utilize an on site career counselor. We will have one additional year to keep the
ENLIVEN grant funding to focus administrative efforts to complete putting a virtual academy in place in
Kodiak Middle School,Kodiak High School and refine the virtual academy in the rural schools.
Professional development and classroom instructional support will be increased by the addition of two
instructional coordinator—one reading instructional coordinator and one math instructional coordinator.
Given increased funding on the Base Student Allocation is sufficient,the reading instructional coordinator
position would replace one current elementary position at Peterson Elementary that can be reduced due to
student enrollment The math instructional coordinator position would replace one high school position.
Feedback
Student performance data is our greatest infrastructure challenge under the new ESEA Waiver
requirements. We need to manage student performance data collected by teachers in standards based
grading and common assessments for progress monitoring. Providing real time data processing for
administrators,teachers,students and parents will he the key component in making schools function for
FY15. The budget initially proposed the addition of a Student Information Manager but then placed it on
the initial cut list. The intention is to restore this position to the budget as funding becomes available.
Small Schools
The staffing fomula for the high school continues to reflect one principal and two assistant principals. The
idea is to support students by keeping the administrator ratio to students to one to three hundred or less.
This will ensure the new academy model at the new high school will have adequate supervision. The
education specification and academy model in the new high school was designed around this type of
staffing
Evra Tiny!
Enrichment/Intervention Coordinator will facilitate intervention efforts and extended day programs in the
district. Currently these programs are experiencing success.The interventions of most students are proving
to be effective and will only get better as our capacity grows.
There are a few areas where the enrichment opportunities doting and alter school are not working for all
gifted and talented students_ This coordinator position will be responsible to supervise the participation
and engagement of these students both in and out of the school day.
8
KIB School District FY2015 Budget Presentation
Page 24 of 34
School District Funding Resolution
AGENDA ITEM #2.a.
FY2014 Instructional Service Model Review
The decision to reduce the number of dedicated interventionists in reading,math,English language learners
and gifted and talented was based on the premise that students could still receive adequate services while
preserving class size.Most classrooms and student cohorts in each school continue to experience growth in
our current model.
Main Elementary School-This school represents the highest needs in Poverty Rate,English Language
Learners,and Lowest Performance in State Testing_ This school is also making great gains in academic
performance.
AIMSweh progress monitoring student cohort data for reading in MAZE comprehension assessments-
Tier ill requires the most intervention,Tier 11 requires additional support and Tier!requires only care
classroom instruction.
Class of 2021 (Current Fifth Graders) 20/2-13 2013-14
26.0%Tier III 11.3%Tier III
31.5%Trier I I 31.3%/her I I
42.0%Tier I 57.0%Pier I
Class of 2022(Current Fourth Graders) 2012-13 2013-14
27.4%Tier III 16.6%Tier lQ
30.0%Tier II 23 7%Tier I I
42.4%Tier I 59.4%Tier I
Class of 2023(Current Third Graders) 2012-13 2013-14
27.0%Tier III 10.4%Tier 1 1 1
26.0%Tier II 10.4%Tier I I
44.0%Tier I 789%Tier I
.AIMS/web progress monitoring student cohort data for reading in Oral Reading Fluency assessments-
'1ier III requires the most inter ention,Tier I t requires additional support and Tier I requires only core
classroom instruction_
Class of 2024(Current Second Graders) 2012-13 2013-14
7 10%Tier III 19.0%Tier III
25,0%Tier II 5.00%Tier II
67.4%Tier 1 76.0%Tier I
ALMSweb progress monitoring student cohort data for reading in Letter Naming Fluency assessments-
Tier III requires the most intervention,Tier ft requires additional support and Tier t requires only core
classroom instruction.
Class of2025(Current First Graders) 2012-13 2013-14
31.6%Tier III 27%.0 Tier lIt
29.2%Tier II 17.0%Tier er 11
39.026 Tier 56.0%Tier 1
Class of 2026(Current Kindergarteners) 2012-13 2013-14
No Data 21.3%Tier Its
14.2%Tier 11
64.2%Tier I
9
KIB School District FY2015 Budget Presentation
Page 25 of 34
School District Funding Resolution
AGENDA ITEM #2.a.
AINISwch progress monitoring student cohort data for Mathematics in Concept/Com potation
assessments-Tier III requires the most intervention,Tier i7 requires additional support and Tier I requires
only core classroom instruction.
Concepts
Class of 2021 (Current Fifth Graders) 2012-13 2013-14
29%Tier III 40.0%Tier III
47.0%Tier II 11.0%Tier II
24.0%Tier l 40.0%Tier 1
Computation
Class of 2021(Current Fifth Graders) 2012-13 2013-14
47.5%Tier III 45.6%Tier Ill
36.7%Tier II 31.3%Tier II
15.7%Tier I 22.8%'tier I
Concepts
Class of 2022(Current Fourth Graders) 2012-13 2013-14
29.0%Tier III 40.0°A Tier III
47.0%Tier II 11.0%Tier II
24.0%Tier 1 40.0%Tier I
Computation
Class of 2022(Current Fourth Graders) 2012-13 2013-14
47.5%Tier 111 45 6%Tier 111
36.7%Tier II 31 3%Tier II
15.7%Tier I 22.8%Tier 1
Concepts
Class of 2023(Current Third Graders) 2012-13 2013-14
20.5%Tier III 13.1%Tier III
23.4%Tier II 15.7%Tier II
55.8%Tier 1 71.0%Tier I
Computation
Class of2023(Current Third Graders) 2012-13 2013-14
9.00%Tier III 10.4%Tier ra
36.7%Tier I I 29.0%Tier I I
52.5%Tier 1 62.0%Tier I
Computation Only
Class of 2024(Current Second Graders) 2012-13 2013-14
NO DATA 26.7%Tier III
22.0%Tier I I
51.1%Tier
10
KIB School District FY2015 Budget Presentation
Page 26 of 34
School District Funding Resolution
AGENDA ITEM #2.a.
Main Elementary is a good representation of all school performance. Several classrooms in all schools
were identified as not producing the same gains in reading and math. It is identified that these classroom
teachers require additional profession development throughout the school year. Overall,the new
instructional service delivery model is experiencing success.
The English language immersion program is showing good promise to increase student performance as
well. Students are receiving focused sustained immersion in learning to understand and speak English in
an academic setting. Definitive assessment results will be available by the end the school year.
Preliminary evidence is that these students are progressing in reading within each general classroom.
Twenty-three Gifted and Talented students in the elementary schools have been tracked and provided
opportunities for enrichment. Less than a third of these students participated in enrichment opportunities
and two schools have not had many enrichment offerings this school year. Each school's RTI process is
charged with referring students for identification. The school psychologists are conducting the assessments
for these students.
•
11
KIB School District FY2015 Budget Presentation
Page 27 of 34
School District Funding Resolution
AGENDA ITEM #2.a.
BoardDods*LT //�� Page I of
QeG taCeo
Kodiak Island Borough School District
Agenda Item Details
Meeting Apr 21,2014-Board of Education Regular Meeting
Category 12.Unfinished Business
Subject 12.01 FY15 Proposed Budget and Public Hearing
Type Presentation
Strategic Plan Standard 2.2-Governance and Leadership
Superintendent Stewart McDonald and Chief Business Officer Lisa Pearce will present a review of the Kodiak
Island Borough School District's FY15 Proposed Budget with administrative recommendations for members of
the community.
The Borough Code of Ordinances,Section 3.15.030,Budget and Capital Program,Item B,states,"The
school district shall submit to the manager the proposed budget and local support requirements for the
school by the thirtieth of April so the major funding can be incorporated into the borough budget and budget
message."Board Policy 3100,Budget,states,"A public hearing shall be held prior to the adoption of the
budget or a revised budget."
The FY15 Proposed Budget is scheduled to be presented to the Borough Assembly at a Joint Work Session,
April 24,2014.
Superintendent Stewart McDonald is requesting School Board action to adopt the FY15 Budget.Final budget
numbers will be included In this agenda item when legislative funding levels are known.The funding
information is expected by week's end.
Once the motion to adopt the FYIS Budget has been made and seconded,it would be appropriate for the
presiding officer to open a Public Hearing to allow for comments from members of the community.After
testimony has been taken,the Public Hearing can be closed and a vote taken on the motion.
•
Local Telephone Number:486-3231
Toll-Free Number: 855-492-9202
�udoet 5urvev 4.1 a.14.ndf(280 KBI
The only official agenda is the one found online.
http//wwnw.hoarddocs.condak/kodiak/Board nsf/Public
KIB School District FY2015 Budget Presentation
Page 28 of 34
School District Funding Resolution
AGENDA ITEM #2.a.
1 Introduced by: Borough Manager
2 Requested by: School District Board
Drafted by: Finance Director
3 Introduced on: 05/16/2013
4 Public Hearing: 05/162013
5 Amended: 05/162013
6 Adopted on: 05/162013
7 KODIAK ISLAND BOROUGH
8 RESOLUTION NO.FY2014-01
9
10 A RESOLUTION OF THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
11 ESTABLISHING THE MINIMUM AMOUNT OF FUNDS TO BE MADE
12 AVAILABLE FROM LOCAL SOURCES FOR THE KODIAK ISLAND BOROUGH
13 SCHOOL DISTRICT FOR THE FISCAL YEAR BEGINNING
14 JULY 1,2013 AND ENDING JUNE 30,2014
15
16 WHEREAS, Kodiak Island Borough Code of Ordinances 3.15.0308 provides that the
17 Kodiak Island Borough Board of Education shall submit the proposed budget and local
18 support requirements for the schools by April 30;and
19
20 WHEREAS, the Kodiak Island Borough Board of Education submitted their proposed
21 budget and local support requirements for the schools on April 23;and
22
23 WHEREAS, within thirty days after receipt of the school district budget,the assembly shall
24 determine the amount of funds to be made available from local sources for school purposes
25 and shall furnish the Board of Education with a statement of the sum to be made available;
26 and
27
28 WHEREAS, the Board of Education has submitted a proposed budget of $48,702,474
• 29 which includes a Kodiak Island Borough contribution for FY2014 of 510,649,720, of which
30 $9,795,870 is appropriation,and$853,850 is for in-kind services;and
31
32 WHEREAS, the amount of funds to be appropriated from local sources for school purposes
33 will be incorporated into Ordinance No. FY2014-01, the Borough's fiscal year 2014
34 appropriation and tax levy ordinance',and
35
36 WHEREAS, FY2014 motor vehicle registration taxes are estimated at$250,000;and
37
38 WHEREAS, the School District appropriation stated in this resolution may be adjusted as
39 part of the Borough budget process.
40
41 NOW, THEREFORE, BE IT RESOLVED BY THE ASSEMBLY OF THE KODIAK ISLAND
42 BOROUGH that the minimum amount to be made available to the Kodiak Island Borough
43 School District from local sources for the fiscal year ending June 3D, 2014 is set at
44 510,049,720 for both the direct appropriation and In kind services.
Kodiak Island Borough,Alaska Resolution No,FY2014-01
Pans 1 of
KIB School District FY2015 Budget Presentation
Page 29 of 34
School District Funding Resolution
AGENDA ITEM #2.a.
45 NOW,THEREFORE,BE IT FURTHER RESOLVED BY THE ASSEMBLY OF THE KODIAK
46 ISLAND BOROUGH that a mill levy of at least 8.75 mills for education support will be set for
47 the fiscal year ending June 30,2014.
48
49 NOW,THEREFORE,BE IT FURTHER RESOLVED BY THE ASSEMBLY OF THE KODIAK
50 ISLAND BOROUGH that a determination regarding additional funding may be made available
51 to the Kodiak Island Borough School District based upon federal, slate, and local 'unclog
52 available ler the fiscal year ending June 30,2014.
53
54 NOW,THEREFORE,BE IT FURTHER RESOLVED BY THE ASSEMBLY OF THE KODIAK
55 ISLAND BOROUGH any in-kind service expenditures over the budgeted amounts will have to
56 be absorbed by the Kodiak Island Borough School District.
57
58 ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
59 THIS SIXTEENTH DAY OF MAY,2013
60 •
61 KODIAK ISLAND BOROUGH
62
63
me Selby,Borough Jer M.S May}—
1by,Borough May AT
66
67 ATTEST: -�
68
69 41 7e `t tr �r
11 Nova M.Javier,MMC,(orough Clerk
Kodiak Island Borough.Alaska Reeoim:on No.FY2014-01
Page2of2
KID School District FY2015 Budget Presentation
Page 30 of 34
School District Funding Resolution
AGENDA ITEM #2.c.
ik° ,, .. Kodiak Island Borough
„iii, **//:- ,',„ Office of the Borough Clerk
, '� i P, 1.
c,ii . .$ 710 Mill Bay Road
retrial° ''rte; Kodiak, Alaska 99615
' -- Phone (907) 486-9310 Fax (907) 486-9391
DATE: 05/07/2014
MEMO TO: Mayor and Assembly,■
FROM: Nova M. Javier, MMC ii.r
RE: Clerk's Office Update to the Assembly
This memo is to provide an update to the Borough Assembly regarding the activities of the
Clerk's Office.This update focuses on the prescribed duties of the Clerk in KIBC 2.50.020.
4 Publish of the time and place of meetings.
o Advertises the weekly Borough News Page and a biweekly Notice of Vacancy ad
o Publishes special ads coming from the different departments and borough boards
o Manages the Borough meeting webpage and Mayor/Assembly webpages
4 Attend regular and special meetings of the assembly(and other Boards).
o Attends all meetings of the Assembly which is estimated to be about 55 to 60 per
year. This includes assembling packets, setting up and breaking down for the
meetings, typing minutes and notes.
o Staffs the Fisheries Work Group Meetings. This included putting together a
luncheon for the NMFS/NOAA staff in April.
o Staffs Board of Equalization, Fisheries Oceanic Research Board,and Kodiak Work
Force Regional Advisory Council meetings.
o Staffed the Joint Building Code Review Committee and assisted with the updates
to the Building Code.
o Serves as backup for staffing other Borough boards.
o Organized the Kodiak Island Borough Mayor's Conference.
4 Manage municipal records.
o Oversees records requests and research. We have handled 15 in-depth/extensive
records requests so far this year.
o Revised and updated retention schedules. This was a five year endeavor and it is
now ready for Attorneys review and will be presented to the Assembly for approval.
o Established a process and templates for the following departments:
• Community Development Department—scanning property files into
LaserFiche.
• Assessing Department-scanning property cards into LaserFiche.
• Engineering and Facilities — creating filing structures and
implementation of a filing system. Scanning of records in process.
• Currently investigating a way to properly manage Bond related
records that need to be retained for an extensive period of time.
Clerk's Update May 2014 Page 1 of 4
Page 31 of 34
Clerk's Office Update to the Assembly
AGENDA ITEM #2.c.
Attest deeds, the mayor's signature, and manager's signature on all contracts,
deeds, affidavits, etc.We also serve as notary for the Kodiak Island Borough.We
process and record all plats.
4 Administers Borough municipal elections with full responsibility for all
phases
o Serves as voter registrars, prepares declarations of candidacy, petitions, or
initiatives, advertises all required election related notices, and all other
aspects necessary in the administration of the election.
o Secures and trains approximately 60 election workers.
o Coordinates with Village/City Clerks for the Borough municipal election and
also served as an advisory for their elections which includes creating
templates for their municipal ballots.
o Assist with the Primary and General Election in 2014. There will be three
elections this year.
4- Other duties as assigned:
o Provided parliamentary procedures training on March 3,2014.
o Provided assistance to the Non Profit Funding Subcommittee including
preparation, compilation of applications, and facilitated documentation for
scoring the applications.
o Involvement in the planning of the Juneau Community Reception. Sending
out solicitation letters, follow-up, etc. This includes payment of all bills
related to this event,
o Prepares and administers budgets for the Clerk's Office, Mayor, and
Assembly.
o Provides guidance to Assembly boards, commissions, and committees with
parliamentary procedures and open meetings act.
o Processes all board applications, maintains board rosters, and posting
these rosters on the website.
o Processes all liquor licenses including sending out public notices and
gaming permits.
o Updates the Borough code online and distribute Borough Code
supplements.
o Manages APOC filing of governing officials and conducts proper filing of
Lobbyist reports with APOC.
3- Other undertakings/accomplishments:
o Implemented a new agenda software management system. Implementation
of this Software included a three day training for Borough staff. There is
current coordination with Departments for the utilization of this software for
other Boards and Committees.
o Organized the 50th Anniversary of the Borough.
o Participated in the Tsunami Operations Workshop in Kodiak.
o Attended a two-day Public Information Officer's training conducted by the
Division of Homeland Security and Emergency Management. The Clerk
and Deputy Clerk are serving as PIOs in case of a public emergency.
o Participated in the Alaska Shield 2014 Exercise. Clerk and Deputy Clerk
served as Public Information Officers.
o Participated in the planning of the social media implementation. Deputy
Clerk is a member of the Borough Social Media Planning Committee.
o Participated in the Rural Leadership Forums.
o Assisted in variety of research requested by the Mayor and Assembly such
as code research and other municipalities'practices.
Clerk's Update May 2014 Page 2 of 4
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Clerk's Office Update to the Assembly
AGENDA ITEM #2.c.
•
'. Personnel
o Deputy Clerk started in July 2013. Assistant Clerk started in August 2013.
Attention is being given to Professional Development of the Clerk's Office
staff. We are committed and would like to ensure that the Office of the
Borough Clerk junctions efficiently and effectively by having competent
staff.
4 Professional Development
• Alaska Association Of Municipal Clerk's Association Conference
Attendees:Clerk,Deputy Clerk,and Assistant Clerk
The Advanced Academy session for this conference was on 'Writing Policies,
Procedures, and Communication? Other concurrent sessions focused on
elections, board training, records management, supervisions, work ethics,
human resources,local governance,communication,and social media.
• International Institute Of Municipal Clerk Conference
Attendees: Clerk and Assistant Clerk
Conference Theme is "Quench Your Thirst for Education". Public service is
always in a state of transformation. Updated skills are needed to keep pace
with fluctuating job requirements, as well as a renewed knowledge of changing
laws, legislation, and modem technology. The Advanced Academy will focus
on"Understanding and Influencing Others."
• Northwest Clerks Institute-Professional Development(PD) I
Attendee: Assistant Clerk
This is an education opportunity to complete educational requirements of the
Certified Municipal Clerk designations. The CMC designation requires 100
hours (50 points) of course work at an on-land INC Academy. Attendance to
three of these PD Institute Course will satisfy the 50 points.Training focuses on
the role of the Clerk,customer service, legal issues, risk management, records
management, parliamentary procedures, ethics, and effective business writing,
writing minutes,and meeting notes.
> NorthWest Clerks Institute- Professional Development(PD)IV
Attendee: Borough Clerk
This advanced training will focus on developing leadership skills that result in
engagement. The objective is to identify the difference between a command
and conversational leadership style and decide what elements of each are
appropriate to the organization's challenges. Other modules on this training
explores on the ability to get things done, effective presentation and persuasion
skills, learning how to adopt and leading others effectively, making difficult
decisions,resiliency,change,and mentoring.
• ARMA Alaska Chapter Conference
Attendee: Deputy Clerk
Conference will focus on the comprehensive review of how all the records
principles work together. It will also include an in-depth look at the Principles'
tools provided by ARMA International such as information governance and
ensuring that record managers have all the tools needed to maximize the
benefits of the Principles.
Clerk's Update May 2014 Page 3 of 4
Page 33 of 34
Clerk's Office Update to the Assembly
AGENDA ITEM #2.c.
> ARMA International Conference and Expo
Attendee:Deputy Clerk
Conference focused on the most comprehensive educational and networking
experience in information governance. Topics addressed in the 80+
educational sessions include electronic records management, legal issues,
regulatory compliance, electronic discovery, fundamental records and
information management principles, records management In the legal
environment, and various technology-related issues. The expo features
exhibitors displaying records and information management technologies,
products, and services.
By-Mail Election Presentation—Dominion Voting
Attendee; Borough Clerk
The AAMC Legislative Committee and By Mail" Election Committee sought
input on a proposed change to Alaska Statutes Title 15 (a part that mentions
municipalities) and Title 29 (regarding elections). This effort resulted in an
introduction of a bill in the Legislature supporting a statewide by-mail election.
This presentation focused on the procedures and implementation of "by mail
voting". There is an underlying effort to strive and reach, spread awareness,
and maximize voter education and turnout through by-mail voting.
The Clerk's Office staff currently serves on the following Committees:
The Borough Clerk serves on RAMC Committees such as the Elections
Committee, Membership Committee, Finance Committee, and Mentoring
Committee. The Clerk also serves on the Alaska Municipal League Assistance
Committee. I have also served as a presenter/trainer during the AAMC
conferences on different topics such as elections, role of the clerk, etc. I was
also involved with SCOK Accreditation Committee.
The Deputy Clerk serves on the AAMC Executive Board as the current
secretary. She also serves on the Education Committee, Publications
Committee, Conference Planning Committee, and Ad-Hoc By-Mail Elections
Committee.
Clerk's Update May 2014 Page 4 of 4
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Clerk's Office Update to the Assembly
KODIAK ISLAND BOROUGH
WORK SESSION
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