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Efficiency Review of Hampton City Schools FINAL REPORT

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Efficiency Review of Hampton City Schools FINAL REPORT Efficiency Review of Hampton City Schools FINAL REPORT Submitted to: Submitted by: Dr. Patricia Johnson Interim Superintendent May 7, 2009 EFFICIENCY REVIEW OF HAMPTON CITY SCHOOLS FINAL REPORT Submitted to: Dr. Patricia Johnson Interim Superintendent Hampton City Schools One Franklin Street Hampton, Virginia 23669 Submitted by: 2123 Centre Pointe Boulevard Tallahassee, Florida 32308 May 7, 2009 TABLE OF CONTENTS PAGE EXECUTIVE SUMMARY .................................................................................................... i 1.0 DIVISION ADMINISTRATION ............................................................................ 1-1 1.1 Introduction and Legal Foundation ........................................................... 1-2 1.2 School Board Governance ....................................................................... 1-3 1.3 Policies and Procedures ........................................................................ 1-13 1.4 Legal Services ........................................................................................ 1-20 1.5 Organization and Management .............................................................. 1-22 2.0 HUMAN RESOURCES ....................................................................................... 2-1 2.1 Organization and Administration .............................................................. 2-4 2.2 Personnel, Policies, and Procedures ..................................................... 2-10 2.3 Recruiting, Hiring, and Retention ........................................................... 2-19 2.4 Compensation and Benefits ................................................................... 2-31 2.5 Organizational Development .................................................................. 2-35 3.0 FINANCIAL MANAGEMENT .............................................................................. 3-1 3.1 Introduction and Management ................................................................. 3-2 3.2 Financial Management ............................................................................. 3-7 3.3 Budget Management .............................................................................. 3-14 3.4 Payroll .................................................................................................... 3-24 3.5 Activity Funds ......................................................................................... 3-29 4.0 PURCHASING .................................................................................................... 4-1 4.1 Introduction and Management ................................................................. 4-2 4.2 Purchasing ............................................................................................... 4-3 4.3 Textbooks ................................................................................................. 4-9 4.4 Risk Management .................................................................................. 4-12 4.5 Fixed Assets ........................................................................................... 4-16 5.0 EDUCATION SERVICES DELIVERY ................................................................ 5-1 5.1 Organization and Management ................................................................ 5-4 5.2 Curriculum and Management ................................................................. 5-23 5.3 Special Programs ................................................................................... 5-31 6.0 SPECIAL EDUCATION ...................................................................................... 6-1 6.1 Organization and Management ................................................................ 6-3 6.2 Service Delivery ..................................................................................... 6-14 TABLE OF CONTENTS 7.0 FACILITY USE AND MANAGEMENT ................................................................ 7-1 7.1 Organizational Structure .......................................................................... 7-2 7.2 Planning and Design Services ................................................................. 7-7 7.3 Construction ........................................................................................... 7-12 7.4 Maintenance ........................................................................................... 7-14 7.5 Custodial Services ................................................................................. 7-19 7.6 Energy Management .............................................................................. 7-29 8.0 TRANSPORTATION .......................................................................................... 8-1 8.1 Organization Staffing ................................................................................ 8-2 8.2 Policies and Procedures .......................................................................... 8-6 8.3 Routing and Scheduling ......................................................................... 8-10 8.4 Shared Services ..................................................................................... 8-16 8.5 Training and Safety ................................................................................ 8-17 8.6 Facility Needs ......................................................................................... 8-18 8.7 Fleet Maintenance and Utilization .......................................................... 8-22 9.0 TECHNOLOGY MANAGEMENT ........................................................................ 9-1 9.1 Organization Management ....................................................................... 9-3 9.2 Division Hardware and Inventory System .............................................. 9-10 9.3 Work Order System ................................................................................ 9-13 9.4 Student Data and Online Courses ......................................................... 9-15 9.5 Organizational Development .................................................................. 9-18 9.6 Telecommunications .............................................................................. 9-20 10.0 FOOD SERVICES ............................................................................................ 10-1 10.1 Organization and Staffing ....................................................................... 10-3 10.2 Policies and Procedures ...................................................................... 10-10 10.3 Planning and Budgeting ....................................................................... 10-12 10.4 Oversight and Compliance ................................................................... 10-17 11.0 SUMMARY OF POTENTIAL SAVINGS AND COSTS ..................................... 11-1 APPENDICES APPENDIX A: SURVEY RESULTS APPENDIX B: PEER COMPARISON DATA EXECUTIVE SUMMARY EXECUTIVE SUMMARY The Commonwealth of Virginia inaugurated the school efficiency review program in the 2004-05 school year as the governor’s Education for a Lifetime initiative. The program involves contracting with outside educational experts to perform efficiency reviews for school divisions within the Commonwealth; school divisions volunteer to participate. The goals of the reviews are to ensure that non-instructional functions are running efficiently so that as much of school division funding as possible goes directly into the classroom and to identify savings that can be gained in the school division through best practices. School divisions participating in this program are required to pay 25 percent of the cost of the study, 25 percent of internal direct costs to be reimbursed, plus an additional 25 percent if certain implementation targets are not met. The efficiency review results provide guidance to school divisions in determining whether educational dollars are being utilized to the fullest extent possible. In July 2008, MGT of America, Inc. (MGT), was awarded a contract to conduct an efficiency review of Hampton City Schools (HCS). As stated in the Request for Proposal (RFP), the purpose of the study is to conduct an external review of the efficiency of various offices and operations within the division and to present a final report of the findings, commendations, recommendations, and projected costs and/or cost savings associated with the recommendations. Overview of Hampton City Schools Hampton City Schools serves approximately 21,700 students in 23 elementary schools, six middle schools, four high schools, five special schools and two preK-eight schools (scheduled to open in 2010-11). The division’s vision states: Hampton City Schools is the first choice for academic and lifelong success for every single student. The mission is to create school experiences to ensure that all students learn and demonstrate skills needed for lifelong learning. The Hampton School Board consists of seven elected members. The board meets twice a month for regular meetings that are open to the public. For the second year in a row, Hampton High School has made the list of Newsweek Magazine’s Top Schools in the nation. Hampton High School was recognized for its highly impressive International Baccalaureate Program Also, HCS is the recipient of the National School Public Relations Association (NSPRA) 2007 Golden Achievement Award. The award was given for the school division’s School Curb Appeal Initiative. According to the award letter received, NSPRA’s Golden Achievement Award recognizes “exemplary work” with award
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