Ed Management Services

Budgeting Handbook

Appendix B

Sample Budget Development Planning Guide

Activity - Planning Period

  • Set up the new budget folders-carry forward notes on desirable items that could not be included in the budget just adopted. Revise budget request forms as experience requires - June/August
  • Make preliminary notes on budget explanation formats that would be helpful another year - July
  • Develop Budget Calendar of deadline dates - July
  • While summer repairs are in progress, obtain preliminary estimates of major repairs and alterations to buildings and facilities to be scheduled during the next budget year - July/August
  • Gather preliminary data dealing with potential increases in employee salary costs - July/August
  • Outline questions, having budget implications, that curriculum and program committees should appraise - July/August
  • Obtain preliminary appraisals for bus replacements and major fleet overhaul work - August/September
  • Following the new school census report or estimation, review the need for extension of transportation routes and additions to fleet that may be necessary in the following year - August/September
  • Explore need for additional classroom facilities and potential relocation of children that may be needed next year - September
  • Advise staff regarding the ensuing year's budgetary process and obtain general suggestions and recommendations - September/October
  • Consider using curriculum and program evaluation committees to report needed changes in textbooks, supplies, equipment, and staff. If used, set a reporting date - October
  • Consider appointing building needs committees with request to report budgetary implications by a specific date - October
  • Finalize format of budget request forms and prepare for distribution - October
  • Distribute budget request forms to building administrators, program directors, department heads and other staff. Set a submission date - October
  • Separate budget into three components; administrative, program & capital. Calculate current year administrative and contingent budget caps - November
  • Review overall status of plant operations and maintenance program and potential for staffing changes, extra-ordinary cost increases in utilities, and major repair projects, etc - November
  • Contact Town Assessors regarding new construction that may have the potential to change assessed valuations - November
  • Review current and future enrollment projects and ascertain the impact on the next year's space and staffing needs - November
  • Receive preliminary reports of curriculum and program committees for review with the board - December
  • Finalize the budget format and obtain board approval for use in Compiling the budget document(s) - December
  • Begin a review and discussion of salary schedules and adjustments with the board - January
  • Establish budgetary guidelines for salary adjustments - January
  • Final reports received by the board from curriculum and program evaluation committees - January
  • Submit requests for new positions to board consideration and action - January
  • Receive preliminary transportation and operation and maintenance budgets and general support budgets - January
  • Requests for furniture and equipment additions and replacements to be sent to the central office - January
  • Requests for textbooks, workbooks, supplementary reading materials, and library books and supplies to be sent to the central office - January
  • Requests for instructional supplies and apparatus to be sent to the central office - January
  • Requests for staff travel to be submitted to the central office - January
  • Central office compiles estimates of expenditures for programs supervised directly by that office - January
  • Make final reports from any budgetary advisory groups made to the Board - February
  • Update salary information for professional and support staff and make any necessary revisions to the budget - February
  • Complete debt service and employee benefits section of budget in preparation for board review - February
  • Central office compiles estimates of revenues to include: state aid estimates: sales taxes estimates, projected real property assessed valuation, determination of state average valuations, projected tax rates, miscellaneous revenues, federal aid projections - March
  • Make preliminary compilation of tentative total budget - March
  • Complete preliminary draft of popularized budget - March
  • Budget finalized and approved by board - April
  • Organize format and develop agenda for budget presentation in school district residents - April
  • Budget format and documents approved for presentation to the people at the public hearing and annual meeting by the board - April
  • Prepare legal notice for publication - April
  • Board of Education formal adoption of budget - April
  • Issue public information releases and make informal presentations of the budget to interested citizens groups, such as the PTA and service clubs - April/May
  • Prepare prescribed number of copies of budget for public hearing availability, board use, and other administrative needs - May
  • Publish legally prescribed notices regarding availability of the budget, annual district meeting and public hearing - May
  • Formal Public Hearing (for presentation of the budget) - May
  • Budget vote held at annual meeting - Third Tuesday in May
Last Updated: December 10, 2010