Agenda Item
a. E-SPLOST / Finance Reporting ~ Updated 11.21.2024
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations and
Mr. Byron Schueneman, Chief Financial Officer, Division of Finance
Contact: Presented by Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations and
Mr. Byron Schueneman, Chief Financial Officer, Division of Finance
Capital Programs & Reporting
Operations Division
Committee of the Whole
11.11.2024
Cash vs Accrual Accounting
• Cash accounting
o Records revenue when money is received and expenses when money is paid out. Cash accounting focuses on cash
flow and doesn't record payables and receivables.
o Commonly used by small businesses.
• Accrual accounting
o Records revenue when it's earned and expenses when they're incurred. Accrual accounting focuses on the action that
results in earning revenue or incurring an expense. It does record payables and receivables
o Used by larger businesses and corporations.
• Modified accrual accounting
• Modified accrual accounting is a bookkeeping method that combines cash basis and accrual basis accounting.
• It's commonly used by government agencies to measure the flow of current financial resources.
• Does not include long term debt, capital assets, pension activity and also treats property taxes differently.
DCSD Cash vs Accrual
General Monthly Quarterly Annual Annual Fund
Ledger Board SPLOST Government Statements
Reports Wide &
Annual
SPLOST
(R) Property Taxes Cash Cash N/A Accrual Modified Accrual
(R) Sales Taxes Accrual* Accrual* Accrual* Accrual Modified Accrual
(R) QBE Accrual Accrual N/A Accrual Modified Accrual
(R) Other Revenue Cash Cash N/A Accrual Modified Accrual
(E) Payroll S&B Cash Cash Cash Accrual Modified Accrual
(E) Accounts Payable Cash/Accrual Cash/Accrual Cash/Accrual Accrual Modified Accrual
(E) Contracts Payable Cash Cash Cash Accrual Modified Accrual
DCSD Year End Process
September 30
• Accrue to 6/30
August 31 • Contracts
• Accrue to 6/30: • AP
July 31 • Contracts • Other
• Accrue to 6/30: • AP
July 5th • Contracts
• Quarterly SPLOST • AP
June 30 report
• Fiscal year end
Year Referendum Project Our approach
For each project for S5 and S6, as of 6/30/24 -
Project 1 1. the original estimated cost,
I
Project 2 2. the current estimated cost if it is not the original estimated cost,
Project 3 3. amounts expended in prior fiscal years,
II
Project 4 4. amounts expended in the most recently completed fiscal year,
Project 5 5. any excess proceeds which have not been expended for a project or
SPLOST VI III
Project 6
purpose,
Project 7
6. estimated completion date,
IV
Project 8
7. the actual completion cost of a project completed during the most
recently completed fiscal year.
Project 9
V Crosswalked each project to specific referendum roman numeral,
Project 10
summarized and compiled the annual SPLOST report.
E-SPLOST V and E-SPLOST VI Program Activity
(Fiscal Year ending June 30, 2024)
A. For each project for S5 and S6, as of 6/30/24 -
1. the original estimated cost,
2. the current estimated cost if it is not the original estimated cost,
3. amounts expended in prior fiscal years,
4. amounts expended in the most recently completed fiscal year,
5. any excess proceeds which have not been expended for a project or purpose,
6. estimated completion date,
7. the actual completion cost of a project completed during the most recently completed fiscal year.
B. Difference between 2 (Current Estimated Cost) and balance remaining in SPLOST funds on a project by project basis, both S5 an d S6.
C. Accounting (all “ins and outs”, with balance as of 6/30/24) of Program Contingency for incomplete projects
1. Status
2. Timeline for Completion.
Please see attached report:
• Annual E-SPLOST Report (6.30.2024)
• E-SPLOST V Project List
• E-SPLOST VI Project List
• E-SPLOST VI Active Projects
E-SPLOST V and E-SPLOST B. Difference between 2 (Current Estimated Cost) and balance remaining in SPLOST funds on a project by project
VI Program Activity cont’d basis, both S5 and S6.
C. Accounting (all “ins and outs”, with balance as of 6/30/24) of Program Contingency for incomplete projects
1. Status
2. Timeline for Completion.
E. Do we have enough? If not, what is the plan?
The plan shared at the May 2024 Board Meeting estimated a plan cost that was achievable
• E-SPLOST V - savings from completed or cancelled projects were/are consolidated into program
contingency and then reallocated to remaining E-SPLOST V projects. This would not be enough for all E-
SPLOST V Projects (primarily Cross Keys HS Additions and Modernization Project)
• E-SPLOST VI – Savings from cancelled or completed E-SPLOST VI projects (Cross Keys MS, Fire Sprinklers,
etc.) would be applied to Cross Keys HS Additions and Modernization Project.
With the exception of the E-SPLOST VI Druid Hills HS Modernization Project, current estimates suggest the
cost plan is on track. As stated previously, it is anticipated the Druid Hills HS Modernization Project will
require additional capital funds.
F. What is the plan for communication to the BoE and Public – reports should be timely/accurate
and if E. applies, what is the plan.
This plan has been communicated to the BOE and Public since April 2024. While the information is
embedded in the Quarterly Status Reports, Operations is developing a separate section to report on the
progress of this plan and projects are completed or secured under contract.
ESSER Capital Improvement Projects
(Fiscal Year ending June 30,2024)
A. Schedule of ESSER Capital Improvement Projects (“ESSER CIP projects,) as of
6/30/24 -
1. the original estimated cost,
2. the current estimated cost if it is not the original estimated cost,
3. amounts expended in prior fiscal years,
4. amounts expended in the most recently completed fiscal year,
5. any excess proceeds which have not been expended for a project or purpose,
6. estimated completion date,
7. the actual completion cost of a project completed during the most recently
completed fiscal year Difference between 2 (Current Estimated Cost) and
balance remaining in SPLOST funds on a project by project basis, both S5 and
S6.
B. Difference between 2 (Current Estimated Cost) and balance remaining in SPLOST
funds on a project by project basis for ESSER project.
C. Schedule or Accounting of $30m drawdown from DCSD Reserves (CIP Fund.)
D. For incomplete projects
1. Status
2. Timeline for Completion
Please see attached report:
• Local Capital Program Fund Report
• Local Capital Projects Fund Projects (10.2024)
ESSER CIP Cont’d
E. Do we have enough? If not, what is the plan?
No. ESSER is a time-restricted reimbursement program to address pandemic challenges across
the School District. There was not enough time nor available funds to complete many of the
desired Capital Improvement Projects. While the facility needs will continue to exist, planned
projects are currently being assessed and funded as part of the overall Capital Improvement
Program. These projects will be funded through future E-SPLOST or other Local Capital Program
Funds.
F. What is the plan for communication to the BoE and Public – reports should be
timely/accurate and if E. applies, what is the plan.
Operations has transformed its traditional E-SPLOST Quarterly Status reports to a Capital
Improvement Program Quarterly Status Reports. This will report will include not only E-SPLOST
funded projects but also projects funded through a Local Capital Program Fund.
Druid Hills High School
Modernization Project
Druid Hills High School
Modernization Project
• Scenario 1 – Modernization Proposal
• As presented - estimate $80 Million - $100 million
• Scenario 2 – Modernization and Classroom Addition (15 classrooms)
• Cost estimates $105 million - $120 Million
• Scenario 3 – Relocating to an Alternate Site
• 3A – Swap locations - estimate $125 million
• 3B – Relocate/Rebuild” Druid Hills HS - estimate $200 million depending on site
New MS/HS at Sequoyah
CTAE Programming
New MS/HS at Sequoyah Site
CTAE Spaces:
High School (meets specifications) Middle School (meets specifications)
• Early Childhood Education • Business and Computer Science
• Construction Lab • Engineering Technology
• Engineering Technology • Family & Consumer Science
• Media Broadcast
• Business & Computer Science
• JROTC (x2, including range)
• Orange spaces are currently
• Culinary Arts Lab
programmed to be CTAE
• Family & Consumer Science multi-purpose
(could be used as serving/café for culinary, or fashion design). • Purple spaces could potentially house
future CTAE programs.
➢ Orange spaces are currently
programmed to be CTAE
➢ Purple spaces could potentially
house future CTAE programs.
➢ Orange spaces are currently
programmed to be CTAE
➢ Purple spaces could potentially
house future CTAE programs.
➢ Orange spaces are currently
programmed to be CTAE
➢ Purple spaces could
potentially house future
CTAE programs.
➢ Orange spaces are currently
programmed to be CTAE
➢ Purple spaces could potentially
house future CTAE programs.
➢ Orange spaces are currently
programmed to be CTAE
➢ Purple spaces could potentially
house future CTAE programs.
➢ Orange spaces are currently
programmed to be CTAE
➢ Purple spaces could potentially
house future CTAE programs.
…Questions
Thank you!