PORTA AT A GLANCE FY 2019

Data within this document is a snapshot of the PORTA district’s financial

health, student data, Curricular and Facility needs as of January 30, 2019

PORTA CUSD 202

17651 Bluejay Rd, Petersburg IL 62675

Tel 217-632-3803

Fax 217-632-3221

www.porta202.org

TABLE OF CONTENTS

Contents

Enrollment and Average Daily Attendance _____________________________________________________________ 1

Fund Balance Comparisons FY17 vs FY 18 projections ____________________________________________ 2-3

District Revenues received to date _____________________________________________________________________ 4

District Expenditures to date ___________________________________________________________________________ 5

Cash Balance 6-7

Curricular Report ________________________________________________________________________________________ 8

Facility Report ____________________________________________________________________________________________ 9

Conclusion _______________________________________________________________________________________________ 10

STATE OF THE DISTRICT REPORT

Page 1

ENROLLMENT AND AVERAGE DAILY ATTENDANCE

Enrollment for the PORTA District remains stable after a 10-12 year decline. Currently, we have seen an

increase in our Kindergarten class enrollment several years in a row and are continuing a trend of

approximately 80 + students per grade level. The statistics reported below include only K-12 students and

do not include approximately 120 EC/PREK students. Average daily has become less important to school

funding with the new funding formula, which looks at actual enrollment in October and again in March. As

you can see in the second graph the PORTA District average daily attendance on a monthly basis is very

consistent over a three year period. Enrollment figures are consistent over the past few years and show a

small amount of growth over the last four years.

ENROLLMENT AND ADA GRAPHS

500

600

700

800

900

1000

1100

August September October November December January February March April May

"Four Year enrollment

Enrollment19 enrollment18 enrollment17 Enrollment16

50%

60%

70%

80%

90%

100%

Percent attendance comparison

%ADA19 %ADA 18 % ada 17 % ada 16

STATE OF THE DISTRICT REPORT

Page 2

Fund Balance Comparisons FY17 thru FY19

The PORTA District, like all districts, like to consider trends in funding, spending and fund balances

throughout the school term as a way to evaluating consistency in spending and revenue receipts. FY17,

FY18 numbers are true figures as you can see we were able to increase fund balances in the Education

Fund in the FY 18 school term. The FY 19 balances are true through January of 2019 and are projections

for the remainder of the fiscal year. Increases in fund balances occurred through reduced spending and

increased revenue seen from past due payments that were made by the State of Illinois in the past fiscal

year.

$- $500,000.00

$1,000,000.00 $1,500,000.00 $2,000,000.00 $2,500,000.00 $3,000,000.00 $3,500,000.00 $4,000,000.00 $4,500,000.00

Education Fund Comparison

FY17 Fy18 FY19

$-

$200,000.00

$400,000.00

$600,000.00

$800,000.00

$1,000,000.00

$1,200,000.00

Building and Grounds Comparison

FY17 Fy18 FY19

STATE OF THE DISTRICT REPORT

Page 3

District Revenues Received As noted earlier, the PORTA District receives revenue from the local taxpayer, State of Illinois and the

Federal Government. The local taxes collected by the district account for about 70% of all the

Education fund revenue, nearly all the building and grounds revenue and approximately 50% of

transportation revenue. The remaining revenue needs are met through State Aid and Grants and

Federal dollars for Free and Reduced lunch and Title I and II services. This has been an average year in

comparison to past years as the State of Illinois has continued the practice of holding payments which

forces the district to strictly monitor cash flow. We are still due nearly two and a half million dollars for

this fiscal year.

$-

$200,000.00

$400,000.00

$600,000.00

$800,000.00

$1,000,000.00

$1,200,000.00

Transportation Comparison

FY17 Fy18 FY19

$1

0,7

79

,89

5.0

0

$1

3,2

30

,05

3.0

0

1

TOTAL REVENUE RECEIVED VS BUDGETED

received budgeted

STATE OF THE DISTRICT REPORT

Page 4

DISTRICT EXPENDITURES TO DATE

Depending on the timing within the fiscal year the expenditures for a school district may seem inflated at

times because typically supplies and large purchases occur early in the fiscal year. Generally speaking the

budget expenditures should reflect the fiscal calendar. For instance, at the end of January the district

should have expended 58% of the budget. Currently, the PORTA District has expended 71% of the expected

budget, which includes 58% of the Ed Fund, 71% spent in Building and Grounds, 93% in Bond and Interest

and 71 % in Transportation. Considering the final three funds in all cases the vast majority of each funds

expenditures takes place at the beginning of the fiscal year. The Education fund comprises 70% of the

overall budget and at this point in the fiscal year expenditures are slightly better than expected.

$6

,15

9,1

49

.00

$3

52

,00

8.0

0

$8

22

,62

2.0

0

$5

82

,97

6.0

0

$1

,99

8,0

36

.00

$4

16

,24

7.0

0

$2

,25

0.0

0

$3

60

,03

6.0

0

$8

6,5

71

.00

$7

,70

4,5

48

.00

$6

44

,03

5.0

0

$8

24

,10

2.0

0

$1

,10

9,5

36

.00

$2

,07

7,7

17

.00

$4

22

,03

0.0

0

$2

,04

0.0

0

$3

59

,86

1.0

0

$8

6,1

84

.00

REVENUE RECEIVED VS BUDGETED BY FUND

received budgeted

$5

,56

5,4

47

.00

$3

30

,67

4.0

0

$5

08

,55

5.0

0

$6

32

,42

3.0

0

$1

,83

1,7

50

.00

$1

32

,00

0.0

0

$3

1,5

05

.00

$1

64

,65

7.0

0

$5

0,4

11

.00

$8

,66

2,0

25

.00

$6

41

,09

4.0

0

$7

68

,79

7.0

0

$9

26

,43

5.0

0

$1

,96

9,9

00

.00

$3

72

,40

2.0

0

$3

5,0

00

.00

$3

13

,93

5.0

0

$1

05

,00

0.0

0

BUDGETED VS ACTUAL EXPENDITURE TO DATE

Actual expend Budgeted expend

STATE OF THE DISTRICT REPORT

Page 5

TOTAL CASH BALANCE

Cash balance is simply the amount of cash available at any given time. Typically, cash on

hand at the end of the fiscal year is the most important data point to consider, but with

the complications of little to no payments for Categorical grants and prorated funding

from the State of Illinois, schools are seeing dwindling reserves. As you can see in the

following graphs, PORTA, like all districts have a substantial amount of their cash reserve

available early in the fiscal year. The main reason for the influx of cash is the collection

and distribution of local tax revenues. The natural order of cash reserves is to see a

negative cycle on a yearly basis, only to see a large bump in cash again at the beginning of

the fiscal year. In the case of these graphs we are seeing a negative trend, but this trend is

improving substantially over years past. Ending the fiscal year with relatively no change

over the previous year is a step in the right direction, especially since the district has

been budgeting for nearly a million dollar deficit in each year since FY 09.

$5,565,447.00

$330,674.00

$508,555.00

$632,423.00

$1,831,750.00

$132,000.00

$31,505.00

$164,657.00

$50,411.00

$3,096,578.00

$310,420.00

$260,242.00

$294,012.00

$138,150.00

$240,402.00

$3,495.00

$149,278.00

$54,589.00

E D U C A T I O N

G R A N T S

B U I L D I N G

T R A N S P O R T A T I O N

B O N D A N D I N T E R E S T

I M R F / S S

C A P I T A L P R O J .

T O R T

H L S

PERCENTAGE OF REMAINING EXPENDITURE BY FUND

Actual expend remaining expend

STATE OF THE DISTRICT REPORT

Page 6

$-

$2,000,000.00

$4,000,000.00

$6,000,000.00

$8,000,000.00

$10,000,000.00

$12,000,000.00

All Funds Comparison

FY17 Fy18 FY19

$-

$1,000,000.00

$2,000,000.00

$3,000,000.00

$4,000,000.00

$5,000,000.00

$6,000,000.00

$7,000,000.00

$8,000,000.00

Operating Funds Comparison

FY17 Fy18 FY19

STATE OF THE DISTRICT REPORT

Page 7

CURRICULAR REPORT The primary focus of our district this year and subsequent years will continue to build upon

student achievement as it relates to individual student growth, but following the lead of our

Board of Education Work Plan our staff has focused on educating the whole child. In FY19

the district has taken on a joint effort with the PEA to focus on Social Emotional Learning.

District and building teams have been trained and will devote two years to implementation of

the SEL plan. It is the hope of our teams to create an environment of compassion and

understanding, while maintaining high expectations for our students and staff. Additionally,

we have been successful in a cooperative ROE 51 venture to offer Competency Based

Education. Competency-based programs assess and advance students based on their

demonstrated mastery of skills and knowledge. The competency-based model removes the

constraints of “seat time” and allows for student-driven learning inside and outside of the

classroom. This approach can make education more relevant both to students and to

employers.

Allows for earning of credit toward graduation requirements in ways other than

traditional coursework

Incorporates real-world knowledge and challenges

Students attain career-related competencies beyond those needed for high school

graduation

Currently, we are considering a 2pm dismissal time each Wednesday so that the district can

focus on education initiatives, curriculum evaluation and training and student achievement.

We offer opportunities for our staff to align vertically and horizontally and focus on individual

needs through a Professional Learning community approach. Focusing on individual needs

will help our teachers grow and in turn help our students continue to succeed. We have also

made a conscience effort to engage our families and community through various methods but

most importantly, social media. We have seen amazing benefits from our efforts and will

begin to expand and enhance those efforts so that everyone understands the virtues of our

district.

Personnel/Programs: We believe we have maintained the personnel and programs that are

necessary to maintain a good set of programs here at PORTA. Over the past 10-12 years we

have reduced through attrition and as we move forward we will be looking at staff reductions

and subsequent program reductions at the High School level. Currently, we are able to

maintain our programs and in some instances increase opportunities with the assistance of

shared programming. As we move forward I would suggest that we continue to seek

opportunities to offer programs for our students. In the future we may have to consider

STATE OF THE DISTRICT REPORT

Page 8

offering advanced courses through shared means or even working with Lincoln Land or some

other institution. We are investigating distance learning classrooms at this time and are

working with ROE 51 and its schools to build enough infrastructure to offer courses across the

Region at a reduced cost, but more importantly with certified personnel in difficult to find

positions. We hope to renew our efforts to consider more technology based course work,

beginning at the lower levels and offer assistance to our staff in the form of technology

curriculum training on a continual basis. As our population changes we will need to evaluate

all programs and make decisions as to where our taxpayer money is best spent.

STATE OF THE DISTRICT REPORT

Page 9

Facilities Report

Facilities: We have completed nearly all the major facility needs we have recognized. We have

the ten year life-safety review, which will start an entirely new cycle of needs amounting to at

least one million dollars of work. We have begun adding additional access points at the High

School to increase safety between the fitness center and the Gym. The Elementary controls

upgrade is complete. New Bathroom Stalls have been added at Central and Elementary as

well as new sink fixtures and flushing devices to help combat the hard water we have in

Petersburg. As we move forward we are nearing the completion of a new restroom at the

Football field thanks to a generous donation by the PORTA Sports boosters. We have also

successfully passed the 1 cent sales tax that will produce $257,000 per year for the district to

complete building and grounds projects as these dollars can only be used for facilities and

building and grounds. Having access to a quarter of a million dollars per year will allow us to

maintain our current facilities such as roofing structures, parking lots, flooring, etc, but also

our pool and athletic facilities. We have learned that deferred maintenance is not a plausible

way to balance the budget and as such having a dedicated revenue source for facilities would

help our district balance our budget and maintain state of the art facilities. Currently the

district is undergoing a study to determine the facility areas of need and the timing these issues

should be rectified. We would expect to have a course of action for needed improvements by

late spring and will start implementing the plan in the Fall.

STATE OF THE DISTRICT REPORT

Page 10

Concluding Remarks

With the conclusion of the Board’s Work Plan in December of 2016 the PORTA District has a solid road map to follow as we guide our students and families through the educational process. As we move ahead we will continue to monitor the State of Illinois finances and the politics involved that will undoubtedly affect our district.

Educating children today is much more difficult given the lack of finances, loss of local control and ever growing demands placed on educators by various legislative groups. While we strive to meet all the demands of various outside groups, our renewed focus on local needs and community engagement will guide our district for the foreseeable future.