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HCPS publishes minutes of School Board meetings after Board approval. Although the online minutes do not include signatures, citizens may arrange to review the official documents by completing a public records request with the Communications Department.

901 E. Kennedy Boulevard, Tampa
Thursday, June 8, 2017

The School Board of Hillsborough County, Florida, met in Workshop Session Tuesday, June 8, 2017, at  9 a.m., in the School Board Auditorium, 901 East Kennedy Boulevard, Tampa, with Superintendent Jeff Eakins, and Board Members Lynn L. Gray, April Griffin, Sally Harris, Tamara P. Shamburger, Melissa Snively, Cindy Stuart, and Susan Valdes present.  Chair Cindy Stuart presided. 

Others present:

Board Attorney – James Porter

Chief of Staff:  Alberto Vazquez, Ed.D.

Deputy Superintendent:  Van Ayres

Assistant Superintendents/Division Chiefs:

      Academic Support and Federal Programs –Tracye Brown

      Business – Gretchen Saunders

      Educational Leadership and Professional Development – Tricia McManus

      Government Relations – Jason Pepe

      Human Resources – Marie Whelan

      Operations – Chris Farkas

      Outreach – Larry Sykes

      Educational Access, Opportunity, and Alternatives – Kim Workman

      Teaching and Learning – Debbie Cook

      Workforce Connections – Scott Brooks

Communications and Media Officer – Teresa Peterson

External Communications Assistant Department Manager – Fredi Beck

Administrative Secretary (Recording) – Kandee King

News Media Representatives:

      Tampa Bay Times – Marlene Sokol

      Fox 13 - Evan Axelbank

      WFLA – 8

Approximately 25 people were in the audience, including other school district personnel.

Chair Stuart called the meeting to order at 9:01 a.m.

Superintendent Eakins made brief comments.

Gretchen Saunders, Chief Business Officer, introduced the team from Business Services: Susan Garcia, General Manager of Budget and Federal Finance; Elizabeth Tuten, Manager of Planning and Related Services; Patti Simmons, Manager of FTE Unit Compliance.

(1)   Budget/Financial Planning Workshop – Fiscal Year 2017/2018

Gretchen Saunders presented a Power Point overview of the Florida Education Finance Program (FEFP) and the changes taking place with school district funding for next year.  As we continue to modify, review, and update the budget, we will present to you the challenges school districts are facing with three key factors: students, personnel, and compensation.

Fiscal Year 2017-2018 - Context

External Factors

  • Uncertain state and federal education funding
  • Florida’s base student allocation is lower than it was in 2007-2008
  • Favorable legislative climate for charter schools, vouchers, etc.
  • Loss of capital outlay dollars
  • Continued growth outpaced by funding
  • Increased cost of Florida Retirement System (FRS) contributions to the district

Internal Factors

  • Continued growth of student enrollment in charter schools
  • Increasing maintenance costs and expenses (e.g., benefits)
  • Need for improved expense controls
  • Existing grants are ending (Teacher Incentive Fund (TIF), Wallace)
  • Workforce

Our Goal:  A Balanced Operating District Budget

  • Revenue
  • Local State
  • Federal Through State
  • Federal


  • Expenditures
  • Salaries & Benefits
  • Capital Outlay
  • Purchased Services
  • Energy, Materials & Supplies


  • Federal
  • Federal through State
  • State
  • Local

Federal Revenue

  • Federal Impact Aid
  • Reserve Officers Training Corps (ROTC)

Federal through State Revenue

  • Medicaid Reimbursement Program
    • Between $9-11 million per year in reimbursement.

State Revenue

  • Florida Educational Finance Program (FEFP)
  • Workforce Development
  • Lottery Funds/School Recognition Funds
  • Voluntary Pre-Kindergarten Program (VPK)

Local Revenue

  • District School Taxes (Personal Property Tax)
  • Interest Earnings
  • Gifts & Grants
  • School-Age Child Care Fees (HOST)


  • Salaries
  • Employee Benefits
  • Purchased Services
  • Energy Services
  • Materials & Supplies
  • Capital Outlay
  • Other


  • Instructional Units
  • Instructional Support Units

Employee Benefits

  • Health Insurance Plan
  • Life Insurance
  • Social Security, Medicare Program
  • Florida Retirement System (FRS)
  • Worker’s Compensation
  • Paid Holidays, Fall, Winter, and Spring Breaks

Purchased Services

  • Professional & Technical Services
  • Insurance
  • Travel
  • Repairs & Maintenance
  • Rentals
  • Communications
  • Utility Services (other than energy)

Energy Services

  • Electricity
  • Bottled & Natural Gas
  • Gasoline
  • Diesel Fuel

Materials & Supplies

  • Instructional Materials
  • Instructional, Custodial & Classroom Supplies
  • Periodicals
  • Oil & Grease, Repair Parts, Tires & Tubes
  • Food, Commodities

Capital Outlay

  • Library Books
  • Audio-Visual Materials
  • Buildings & Fixed Equipment
  • Furniture, Fixtures & Equipment
  • Motor Vehicles, Land
  • Remodeling & Renovations
  • Computer Software

Other Expenses

  • Retirement of Debt
  • Judgements
  • Dues & Fees

2017-2018 Budget Circumstances

  • If we estimate expenditures for next year based on 2016-2017 information, expenditures will exceed revenue.
  • This results in a budget deficit.
  • To resolve the deficit and balance the budget, specific strategies are needed.

2017-2018 Budget Strategies

  • Reduce Salaries expense by 5%
  • Reduce Benefits (via salaries) by 5%
  • Reduce Contracts by 20%
  • Reduce Substitute Payments by 20%
  • Reduce Materials & Supplies by 20%
  • Reduce Capital Expenditures by 20%
  • Reduce Other Expenses by 20%

2017-2018 Revenue & Expenses:  Projections and Goals


Expected Revenue

Projected Expenses

Proposed Reduction

  Percent    Reduction

Expense Goal

Projected General Fund Revenue






Reductions in McKay and Homeschooling






Charter School FEFP Payments






Revenue After Reductions & Charter Payments












Annual Salaries (not including new hires)






Other (supplements, bonuses, overtime, etc.)






Employee Benefits (using 31.43%)






Purchased Services












Instructional Substitutes






Energy Services






Materials & Supplies






Capital Outlay












Sub-total Expenditures






Revenue Less Expenditures































Budget Balancing Strategies Activity

  • Your input is critical to our financial viability in 2017-2018.
  • Take a moment to complete this feedback activity.
  • Results will be used to help reach consensus about next steps and guide our work to prepare for the June 20 Budget Workshop.

There was general discussion to include:

  • Board Members requested the following information:
    • Dollar amount and percentage of contributions made by the district to the Florida Retirement System over the last five years. 
    • Spreadsheet with the 2016/2017 budget and 2017/2018 proposed budget, side by side.
    • Breakdown of salary from each grant, Part I, Title I, Title II, etc.
    • How many students does the district loose to charter schools and what is the loss of funding?
  • Until we have signed budget from Tallahassee, we are not working with accurate information.  Hoping to have a signed budget prior to the June 20 workshop so we can work with more accurate information.
  • We are looking at reducing salary cost, not employee salaries.  Current salary cost is 84 percent, we need to be around 80 percent. 
  • Based on current information our budget is at a $107 million deficit.
  • If all employees districtwide were to take one furlough day, this would save the district $ 5 million in salary expense; only 12 month employees taking one furlough would be a savings of $810,000.
  • All cost savings options are being explored including reducing overtime, routing of busses, negotiating with security, custodial supplies, travel, and athletic programs.
  • Options to generate revenue include selling busses no longer used by the district.  
  • Vacant units will be evaluated, essential versus non-essential units. 
  • There is currently a freeze in place, with only internal transfers are being approved.
  • Health Insurance Negotiations continue with Humana.  Staff is working to keep the cost as low as possible.
  • Being the largest employer in the community, if we start laying people off, the community will panic. 
  • Our student projections need to be correct, if our projections are under we will be educating students who are not funded.

With no further discussion the workshop adjourned at 11:03 p.m.  (Audio recording on file.)

HCPS publishes minutes of School Board meetings after Board approval. Although the online minutes do not include signatures, citizens may arrange to review the official documents by completing a public records request with the Communications Department.

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