by Dr. Thomas Jefferson, Superintendent of Schools

Each spring at Annual Town Meeting and in the referendum election that follows, citizens are asked to vote on school and town budgets for the upcoming fiscal year. Development of the school budget begins in earnest in September when the School Committee provides guidance and direction to the superintendent and administrative council. In addition, each fall tri-board discussions are held with the Board of Selectmen, Finance Committee, and School Committee to examine the overall financial situation in the town.

The school budget is developed based on expenses in six separate cost centers: central office, maintenance, Bromfield School, Harvard Elementary School, special education services, and technology. Each October, I meet with the administrator or director in charge of a particular cost center to discuss specific needs and priorities. Prior to those meetings, we review historical expenditure patterns and identify prioritized budgetary goals. This year, for example, implementation of our strategic plan will be a focal point in development of the budget.

Like any school district, the largest share of the budget (usually around 70 percent) goes to salaries. At Bromfield, we begin by projecting class enrollment for the upcoming year on a course-by-course basis and assign teaching staff accordingly. Last year, the projections we developed came to within one class section of what was actually needed for the entire school. At HES, we project our enrollment and assign a number of teachers to a grade level, per district policy regarding class size. In a similar manner, in developing the special education services budget we examine caseloads and responsibilities of support staff to determine where staffing changes may be needed. During the past two years, we’ve worked with the Finance Committee to identify a projected reserve fund amount that might be needed to cover potential out-of-district placements. For the maintenance department, we examine past fuel usage and target projected savings when developing our projection for fuel and utility costs.

In late November, we present a budget to the School Committee for review. The committee examines requested expenditures with the administrators on a line-by-line basis. Following that process, changes are made, and a budget is approved for presentation to the Finance Committee. Throughout January and February, many tri-board meetings are held with the goal of revising budgets and settling on figures to be presented to the voters.

As has often been said, we’ve managed to provide one of the most exceptional school systems in the commonwealth, while spending below the state average per pupil. In order to accomplish this, we’ve already implemented many of the cost-saving methods and fee structures that are now being employed by districts elsewhere. Given the economic climate we face at the local, state, federal, and international levels, we see the upcoming year as being especially challenging. We take this challenge very seriously and will make every effort possible to maintain the excellence in education we have come to value in Harvard.

Those of you who would like to learn more about the process or share your priorities are invited to a public forum the School Committee is hosting on Monday, Nov. 17, at 10 a.m. at the Town Hall meeting room. I’ll also be hosting a superintendent’s coffee hour on Friday, Nov. 7, at 7:45 a.m. at the Bromfield School cafeteria for those of you who wish to discuss the budget or other school related topics. I look forward to seeing many of you there.