Ad Hoc Committee on Fiscal and Operational Health

About the Committee

On May 15, 2024, the Board of Education created the Ad Hoc Committee on Fiscal and Operational Health to address a need for more transparency and accountability. In August 2024, the Board extended the committee’s duration through June 2025. 

The committee has four main objectives:

  • Monitor the Superintendent’s plans and progress toward achieving fiscal and operational health
  • Make recommendations to improve the Board’s ability to carry out its fiscal and operational governance responsibilities
  • Make recommendations to improve how the Board oversees and evaluates the Superintendent’s management of the district
  • Ensure the full board understands the District’s financial and operational status and associated risks
  • Committee members include:
  • Dr. Michele Huntoon (Associate Superintendent, Business) serves as the staff liaison to the committee. Dr. Huntoon is often joined by other staff members at committee meetings. California Department of Education Fiscal Advisors Elliott Duchon and Pam Lauzon also attend committee meetings.
  • View committee’s meeting calendar.
  • Contact the committee members or the Board Office.

Dashboard on Fiscal and Operational Health

In August 2024, the committee and staff agreed to use a Fiscal and Operational Health Dashboard. The Dashboard's purpose is to give the committee, full Board, and public increased transparency into the Superintendent's progress toward key fiscal and operational actions and milestones. 

Before each committee meeting, Dr. Huntoon updates the "status" columns for all Dashboard items. During each committee meeting, the commissioners use the Dashboard to:

  • Ensure committee members are aware of each item's status, risk, and corrective actions
  • Receive the Fiscal Advisors’ assessment of progress and risks 
  • Discuss acceptable degrees of risk and whether corrective measures are sufficient
  • Ensure the public sees what progress is being made toward fiscal and operational priorities
  • Below is the most updated version of the Dashboards:

Budget Monitoring and Planning

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TASK TITLE

DUE DATE

OWNER (DEPT)

DESCRIPTION OF DELIVERABLE

STAFF UPDATES FOR SEPT 3 MEETING

Goal: Eliminate deficit spending in FY2025-26, while focusing on core priority activities and goals.Status
Production and board adoption of budget and fiscal stabilization plan.6/25/24Bus ServicesLegally mandated and CDE required timeline for final adoption of budget and stabilization plan.Completed
Production and adoption of 45 day (post-State budget adoption) budget revision, if applicable.N/ABus ServicesPresentation of 45 day revisions at Ad Hoc Committee prior to action at BOE.Not applicable
Presentation to Ad Hoc committee of core vs. non core services9/25/24Business ServicesPresentation of mapping of core vs. non-core services using FY25-26 budget.On Schedule
Overview of 1st Interim Report and revisions to Fiscal Stabilization Plan at committee.12/10/24Business Services1st Interim Report hearing at Ad Hoc Committee, including any budget balancing adjustments required in current and future years.On Schedule
Final BOE action on 1st Interim Report and revisions to Fiscal Stabilization Plan, including balancing adjustments12/10/24Bus Services1st Interim Report action at BOE, including any budget balancing adjustments required in current and future years.Not Started
Overview of 2nd Interim Report at committee, including balancing adjustments Bus ServicesOverview of 2nd Interim Report, including balancing adjustmentsNot Started
Final BOE action on 2nd Interim Report, including balancing adjustments3/11/25Bus ServicesFinal BOE action on 2nd Interim Report, including balancing adjustmentsNot Started
Ad Hoc Committee discussion and BOE action on FY25-26 budget calendar.12/18/24Bus ServicesProposed budget development calendar for FY25-26 budget presented to Ad Hoc Committee for discussion and for adoption, including proposed approach to frame FY25-26 budget choices.Not Started
Consideration and adoption of FY25-26 proposed budget. Bus ServicesFinal discussion of FY25-26 budget at Ad Hoc Committee and subsequent adoption by BOE.Not Started

HR and Layoff Planning

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TASK TITLE

DUE DATE

OWNER (DEPT)

DESCRIPTION OF DELIVERABLE

STAFF UPDATES FOR SEPT 3 MEETING

Goal: Achieve planned savings from staff reductions and minimize impact on employees.Status
Research & presentation on early retirement program offeringSeptHuman ResourcesPresentation of research of options and advisability of possible supplemental early retirement program for FY24-25 or future years.On Schedule
Notice to all certificated employees regarding key employee recordsOctHuman ResourcesHR will send a draft seniority list to all staff for review and correction.Not Started
Establish an early retirement program for FY24-25 by BOE, if pursued.NovHuman ResourcesIntroduction of action items to enable a supplemental early retirement program, if pursued.On Schedule
Post revised seniority rosters for employee review.NovHuman ResourcesCorrected seniority list will be made available for all employees to review.On Schedule
Particular kind of service (PKS) resolution hearing and adoption at BOE25-JanHuman ResourcesHR staff will bring a resolution identifying reductions in force by credential area (particular kinds of service)Not Started
Prepare list of impacted (laid off) employee and BOE adoption25-FebHuman ResourcesIf a PKS reduction is approved by the BOE, HR staff will identify impacted employees by seniority and credential area. Impacted staff will be noticed in writing.Not Started
Layoff hearing before an administrative law judge. Final ALJ determination follows.25-AprHuman ResourcesIf impacted employees request a hearing, HR staff will arrange and participate in hearings with an ALJ.Not Started
Final BOE authorization for final layoff notices sought for approval by the BOE.25-MayHuman ResourcesFinal layoff notices will be brought for approval to the BOE and delivered to employees.Not Started

Position Monitoring and Control

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TASK TITLE

DUE DATE

OWNER (DEPT)

DESCRIPTION OF DELIVERABLE

STAFF UPDATES FOR SEPT 3 MEETING

Goal: Improve position control practices and tools, so the District can better match resource and staffing needs.Status 
Institutionalize internal hiring freeze and review process.Jun-24Human Resources / Bus ServicesInstitutionalize going-forward hiring freeze and review process, including process and protocols to review new vacancies with CDE advisors.On Schedule
Finalize revised package of interim position control changesSep-24Human Resources / Bus ServicesComplete revised set of reports to measure budget vs actual vacancies and recruitment pipeline. Review and revise other internal processes to achieve interim position controlNot Started
Go-live of position control features in new ERP system.1-JulHuman Resources / Bus ServicesGo-live of new ERP system includes new position control features, automating some portion of interim position control process.On Schedule
Establishment of internal audit functionOct-24BusinessComplete job description for Internal Auditor. Establish internal audit functions/task for Fiscally Independent District and ongoing transactional/operation audits throughout the fiscal year.On Schedule

ERP System Project

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TASK TITLE

DUE DATE

OWNER (DEPT)

DESCRIPTION OF DELIVERABLE

STAFF UPDATES FOR SEPT 3 MEETING

Goal: Successfully implement a new ERP system, while minimizing impacts on core business processes.
 
Status
Onboarding of third-party validation contractorSep-24ERP ProjectSelection of third-party independent verification and validation (IV&V) consultantNot Started
Planned go-live for ERP budget module.25-JanERP ProjectPlanned go-live for budget module, to permit preparation of FY25-26 budget in new system.On Schedule
Planned go-live for ERP procurement module.25-AprERP ProjectPlanned go-live for procurement module.On Schedule
Planned go-live for ERP payroll, financial, and other modules.25-JulERP ProjectPlanned go-live of payroll, absence, leave, accounts payable and all other modules. Full replacement of Empower and Peoplesoft systems completed.On Schedule

Resource Alignment Initiative

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TASK TITLE

DUE DATE

OWNER (DEPT)

DESCRIPTION OF DELIVERABLE

STAFF UPDATES FOR SEPT 3 MEETING

Goal: Consolidate schools to maximize student outcomes within available resources.Status
Publicize list of proposed school mergers, co-locations, and closures.Sep-24Supt OffSuperintendent shares proposed list of school mergers, co-locations, and mergers. Community meetings at impacted schools begin.On Schedule
Board hears proposed portfolio of school closures, mergers, and colocations.NovSupt OffRevised list of school mergers, co-location, and closures submitted to BOE, given community feedback, equity audit, and CEQA analysis.On Schedule
Board votes on portfolio of schools for closure, merger, and colocation for 25-26 school year.DecSupt OffFinal BOE consideration and action on school portfolio for subsequent (FY25-26) school year.On Schedule
Execute successful transition for affected students, families, and staffOngoingSupt OffAffected students, families, and staff are successfully transitioned; SFUSD facilitates the process while upholding its HUG (Honor, Understand, Guide) service standards. Key interim steps include: confirm the Transition Plan budget (date TBD), publicly share the Transition Plan (September), implement plan (December 24 through August 25)On Schedule

Other Deficiencies

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TASK TITLE

DUE DATE

OWNER (DEPT)

DESCRIPTION OF DELIVERABLE

STAFF UPDATES FOR SEPT 3 MEETING

Goal: Remedy other deficiencies noted by CDE, FCMAT, and others to more effectively manage the district's operations.
 
Status 
Resolve material weaknesses from prior year external financial auditSep-24Bus ServicesCompletion of FY22-23 close and complete financial audit by December for hearing at Ad Hoc Committee and action at BOE. Goal is to resolve all material weaknesses from FY22-23 audit.On Schedule
Improve and regularize cash flow forecast practicesOngoingBus ServicesNoted as complete in Budget Stabilization Plan, with plan to reasonable plans will be included in future interims if cash is insufficient. Cash flow reports will be run monthly based on the fiscal crisis.On Schedule
Improve enrollment projections and adjust staffing accordinglyOngoingBus ServicesNoted as complete in Budget Stabilization Plan, with new demographer under contract and ongoing process to monitor enrollment and adjust staffing accordingly if variances versus budget. Establish 5-yr and 3-yr. averages using a cohort methodology, using five to ten year actuals data from last school day of each year.Not Started
Review and implement revised contract management and monitoring practicesDec-24Bus ServicesNoted as "in progress" in the Budget Stabilization Plan. Uncertain of approach and milestones.On Schedule
Fill key financial, operational, and technical positionsOngoingHuman Resources / Bus ServicesCabinet-level position hiring completed with start of new CBO in July. All ED level positions filled in both Human Resources and Business Services (confirm?). Continue to monitor ongoing.On Schedule
Develop plans to correct findings from other audits, as they occurMarchDistrictwideAudit of Special Education scheduled to occur this Fall. CalSTRs audit underway (confirm?). Notify BOE and regulators of findings and develop correction plans, as needed and once audits are complete.On Schedule

Parking Lot

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TASK TITLE

DUE DATE

OWNER (DEPT)

DESCRIPTION OF DELIVERABLE

STAFF UPDATES FOR SEPT 3 MEETING

Scope and Target Dates To Be DeterminedStatus
Staff participation in State work groupsSeptember 2024Executive CabinetSuperintendent/Business/Curriculum/HR/TechnologyOn Schedule
Board trainingDecember BOECSBA/MIG 
Establishment of internal audit functionOctoberBusinessEstablish Internal Audit Job description, recruit and hireOn Schedule

This page was last updated on September 3, 2024