Treasurer FAQ

Last Updated: 10/19/2020 7:02 PM

Welcome to the Valley View Financial Information Page where we provide the community with open and clear information. Hot topics, financial news and links and frequently asked questions are here for your review. If you have any questions that you would like to submit, please email Laura Sauber or Public Records or stop in the office to discuss any of the information below.

Please select any of the following topics:


District Finances Overview

The Treasurer’s Office works with district staff and the Board of Education to provide sound resource management and financial leadership for Valley View Local Schools. The Board, Superintendent and the Treasurer’s Office share responsibility for all fiscal operations of the District, including, but not limited to banking, investments; budgeting/appropriations, forecasting, accounts payable/receivable, payroll, tax receipts, bond issues, financial reporting, financial policy development and Board minutes.
Additionally, the Treasurer’s office works with the Superintendent and district administration to manage funds to provide the quantity and quality of learning programs expected by the Valley View Local Schools community.

Due to resource limitations, there is sometimes a temptation to operate so that fiscal concerns overshadow the educational program. Recognizing this, it is essential that the Board take specific action to make certain that education remains central and that fiscal management contributes to the educational program.

As trustees of the community’s investment in the facilities, materials and operational funds, the Board has a fiduciary responsibility to ensure that the investment is protected and used wisely. Competent personnel and efficient procedures are essential for sound management of fiscal affairs.


Hot Topics

It has been brought to our attention that after becoming a member of the Ohio Open Checkbook at the end of November 2018, a few community members have compared the information from Ohio Open Checkbook to the monthly financial reports approved by the Board of Education each month. The information on the Ohio Open Checkbook site includes expenses for all funds (general fund, student activity accounts, grants, etc.) as determined through the strategic planning process. Conversely, the monthly financial reports approved by the Board of Education report expenses from the general fund only. Therefore, the Ohio Open Checkbook figures will not be the same as the monthly financial reports approved by the Board of Education and posted farther down on this page.   

The Valley View Local School District, in coordination with the State Treasurer’s Office, has recently become a member of the Ohio Open Checkbook.  The initiative, launched by State Treasurer Josh Mandel, was officially launched in December of 2014.

Ben Richards, Superintendent at Valley View Local Schools said, “We believe it is important to have transparency in our overall operations, and this is just another avenue to make it more accessible for our community to have our financial information at their fingertips.”

“We are grateful to the employees at the State Treasurer’s Office who have helped us get this off the ground” Richards stated.  “While we are excited to see this begin, we will, like everything else we do in our district, monitor the effectiveness of this program to ensure it is providing a benefit to our community.  Since there is no current charge to the district for this service, it makes it very appealing.”

OhioCheckbook.com displays more than $678 billion in spending statewide over the past 11 years, including more than 183 million transactions.  The website includes cutting-edge features such as:

- “Google-style” contextual search capabilities, to allow users to sort by keyword, department, category or vendor;
- Fully dynamic interactive charts to drill down on state spending;
- Functionality to compare state spending year-over-year or among agencies; and,
- Capability to share charts or checks with social media networks, and direct contact for agency fiscal offices.

You can access the site by going to https://local.ohiocheckbook.com/   and then typing in Valley View in the search field.  If anyone has questions about something they see in the checkbook, they should contact the district office at 937-855-6581.

Including extended testing on Shared Resource Center contract and Permanent Improvement Funds.  Click here to review the audit.

The Shared Resource Center (SRC) is a council of governments started by Brookville, Centerville, Huber Heights, Kettering, Northmont, Valley View, and Montgomery County Educational Service Center to help provide financial and business management services to districts for less money.  Click VV Treasurers Office Staff comparison with SRC to review the savings Valley View has experienced since receiving SRC services.


District Financial Data

A variety of events will ultimately impact the latter years of the forecast, such as state budgets (adopted every two years), tax levies (new/renewal/ replacement), salary increases, or businesses moving in or out of the district. The five-year forecast is viewed as a key management tool and must be updated periodically. The five-year forecast encourages district management teams to examine future years’ projections and identify when challenges will arise. This then helps district management to be proactive in meeting those challenges.

“In a financial forecast, the numbers only tell a small part of the story. For the numbers to be meaningful, the reader must review and consider the Assumptions to the Financial Forecast before drawing conclusions or using the data as a basis for other calculations. The assumptions are very important to understand the rationale of the numbers, particularly when a significant increase or decrease is reflected.”

Interested readers can find more information about five-year forecasts on the Ohio Department of Education’s website.

Purposes and objectives of the five-year forecast

Here are three purposes or objectives of the five-year forecast:

  • To engage the local board of education and the community in long-range planning and discussions of financial issues facing the school district
  • To serve as a basis for determining the school district’s ability to sign the certificate required by O.R.C. §5705.412, commonly known as the “412 certificate”
  • To provide a method for the Department of Education and Auditor of State to identify schools districts with potential financial problems

Ohio Revised Code and Ohio Administrative Code requirements

O.R.C. §5705.391 and O.A.C. 3301-92-04 require a Board of Education (BOE) to submit a five-year projection of operational revenues and expenditures along with assumptions to the Department of Education prior to October 31 of each fiscal year and to update this forecast between April 1 and May 31 of each fiscal year. ODE encourages school districts to update their forecast whenever events take place that will significantly change the forecast.

Required funds to be included in the forecast are:

  • General funds (001)
  • Any special cost center associated with general fund money
  • Emergency levy funds (016)
  • Any debt service (002) activity that would otherwise have gone to the general fund
  • Education Jobs Fund (504)

The following definitions will assist the reader/community member as he/she reads the assumptions to the forecast, or takes part in discussions about the forecast.

Definitions

412 Certificates – ORC 5705.412 requires the treasurer, superintendent, and president of the board of education to certify that adequate revenues will be available to maintain all personnel and programs for the current fiscal year and for a number of days in the succeeding fiscal years. 412 Certificates must be attached to:

  • Appropriations for the current fiscal year
  • Qualifying contracts covering the term of the contract
  • Wage and salary schedule for the term of the contract
  • Negotiated agreement(s) and contracts for benefits

Encumbrances – Money obligated to pay for any purchase. An end of year encumbrance is money obligated in the current fiscal year to be paid in the next fiscal year.

Expenditures – The spending of any public money for a specified purpose as approved by the BOE policy and procedures.

Fiscal Year – In education and state government, the fiscal year runs from July 1 through June 30, and each fiscal year is dated by the ending date. Example: FY12 would start on July 1, 2011, and end June 30, 2012.

Revenues – Receipts generated from property taxes, school district income taxes, state foundation formula, and local monies (such as donations, fees, tuition, etc.). 

Understanding the property tax and school funding

Visit the Ohio Department of Taxation website to view the “2010 Property Taxation and School Funding” document.  This document provides an in-depth understanding of the property tax and its role in providing vital resources to school districts.

School district income tax

Visit the Ohio Department of Taxation website to view the “School District Income Tax Question and Answer Guide for School Administrators and General Public.”  This guide provides an in-depth understanding of the Ohio School District Income Tax.


Financial News & Resources

2017-2018 ODE District Financial Report Card

Additionally, ODE is required to rank districts by the amount, and percentage, of expenditures on classroom instruction.  For the 2016-2017 school year, Valley View Local Schools spent 71.8% of operating expenses on classroom instruction. Valley View Local Schools’ ranking for the 2016-2017 school year is 16th out of 275 districts in our comparison group. It is also important to note that the new Expenditure Standards calculate both the ‘historical’ Expenditure Per Pupil (EPP) and the newer measure called the Expenditure Per Equivalent Pupil (EPEP).

It is also important to note that the new Expenditure Standards calculate both the ‘historical’ Expenditure Per Pupil (EPP) and the newer measure called the Expenditure Per Equivalent Pupil (EPEP).

The rankings on the report cards are based on Expenditures Per Equivalent Pupil (EPEP).

EPP is calculated by dividing total expenditures by ADM where each student counts the same, whereas EPEP is calculated by dividing expenditures by weighted ADM, where harder-to-serve students can be given a higher mathematical weight. The weights are calculated in the same manner used for the fiscal benchmark report, to count as greater than 1.0 FTE students who are in special education, are economically disadvantaged, or are English language learners.

Economically disadvantaged extra weight: w=(P/A)*0.1*N, where

  • P= percent of district’s ADM reported as eligible for free or reduced price lunch
  • A= average statewide percent of ADM reported as eligible for free or reduced price lunch
  • N= ADM reported as eligible for free or reduced price lunch

English learners extra weight: Reported EL ADM *0.2906

Special education extra weight: Reported ADM in each category * weight for that category

  • Disability Category 1 weight: 0.2906
  • Disability Category 2 weight: 0.7374
  • Disability Category 3 weight: 1.7716
  • Disability Category 4 weight: 2.3646
  • Disability Category 5 weight: 3.2022
  • Disability Category 6 weight: 4.7205

Finally, the expenditure reports break the data into various expenditure categories as follows:

  • Instruction. Activities dealing with the interaction of teachers and students in the classroom, home, or hospital as well as co-curricular activities. Includes teachers and instructional aides or assistants engaged in regular instruction, special education, and vocational education programs. Excludes adult education programs.
  • Pupil support services. Expenditures for administrative, guidance, health, and logistical support that enhance instruction. Includes attendance, social work, student accounting, counseling, student appraisal, information, record maintenance, and placement services. Also includes medical, dental, nursing, psychological, and speech services.
  • Instructional staff support services. Expenditures for supervision of instruction service improvements, curriculum development, instructional staff training, academic assessment, and media, library, and instruction-related technology services.
  • General administration. Expenditures for board of education and executive administration (office of the superintendent) services.
  • School administration. Expenditure for the office of the principal services.
  • Operation and maintenance of plant. Expenditures for buildings services (heating, electricity, air conditioning, property insurance), care and upkeep of grounds and equipment, nonstudent transportation vehicle operation and maintenance, and security services.
  • Pupil transportation. Expenditure for vehicle operation, monitoring riders, and vehicle servicing and maintenance.
  • Other and non-specified support services.  Business support expenditures for fiscal services (budgeting, receiving and disbursing funds, payroll, internal auditing, and accounting), purchasing, warehousing, supply distribution, printing, publishing, and duplicating services. Also include central support expenditures for planning, research and development, evaluation, information, management services, and expenditures for other support services not included elsewhere.
  • Food services. Gross expenditure for cafeteria operations including the purchase of food.
  • Enterprise operations. Non-instructional expenditures for business-like activities where the costs are recouped largely with user charges.
  • Other elementary-secondary non-instructional. Expenditure for other elementary-secondary non-instructional activities not related to food services or enterprise operations.
  • Community services. Expenditure for providing non-education services such as, operation of a swimming pool, public library, programs for the elderly, and child care centers.
  • Adult education. Expenditures for basic adult education classes, such as GED or high school equivalency.
  • Other non-elementary-secondary programs. All other non-elementary/secondary programs such as any post-secondary programs for adults.
  • Construction. Capital expenditures for construction of fixed assets.
  • Land and existing structures. Capital expenditures for the purchase of land and existing buildings and grounds.
  • Equipment: instructional. Capital expenditures for instructional equipment.
  • Equipment: other. Capital expenditures for non-instructional equipment.
  • Payments to other governments. Category used only at statewide level.
  • Interest on debt.

Calculations of EPP are also available on ODE’s website.  For the pupil amounts, the district’s expenditures are divided by ADM (average daily membership), which is calculated from year-end student-by-student data reported via EMIS in period N. The students are counted by educating district or school, not resident district. FTE equivalents are calculated for students attending multiple schools, or partial year, or part-time status. Pre-school special education students are included, but other pre-school students and all adult education students are excluded. The calculations mirror the procedure for determining expenditure flow model (EFM) ADM calculations from past years.


Collective Bargaining Agreements


Public Record Requests and Frequently Asked Questions

This is the addendum to the July 25, 2016, agreement between Valley View Local School District and Shared Resources Center. This addendum was presented to the Board of Education on February 12, 2018, and approved by the Board.

Addendum Naming Laura Sauber Treasurer