You may or may not have thought much about how the $12.6 million school budget develops. For most community members, the first time they hear the information is at Town Meeting in the spring. Some overall details appear in the budget book handed out at the meeting, and then the omnibus budget usually passes through the voting process with little discussion. It will make most people feel much better to learn that the details of the budget have been vetted many times before the vote occurs. Here are details about the process:
In early fall of the preceding year, the Finance Committee sends out a memo and a calendar with instructions to begin the town’s budget process. The superintendent meets with the principals, department chairs, elementary curriculum leaders, and coordinators to describe the timeline and set deadlines for their input. In turn, these leaders reach out to teachers across the district to elicit their input about material and staffing needs to continue the current level of quality for student learning. In some years, updated textbooks and larger purchase items such as exercise equipment or furniture become necessary. Recurring needs include replacement materials, testing materials, workbooks, and similar supplies. Every department works from a zero base and builds the budget from this starting point.
The cost center managers (principals, director of technology, director of pupil services, director of maintenance) meet with their leaders, put the details together, and then meet for an initial review with the finance director, one or two members of the School Committee, and the superintendent.
Keeping core values in mind
At these meetings, cuts and changes are made with an eye toward both excellent education and fiscal responsibility. We keep one of our core values in mind: We appreciate that the Harvard community provides the necessary resources to best serve our students, and we hold ourselves responsible for the appropriate use of those resources. After our further refining process, we meet with the School Committee to review the entire budget. This thorough budget meeting involves all of the cost managers as they describe in line-by-line detail their budget requests.
The School Committee gives input, further refining the process. The committee reviews the changes at a subsequent meeting and approves the budget. The approved budget is then passed on to the Finance Committee, where it is reviewed, and members submit questions for further clarification. We respond to the questions and then meet with the Finance Committee for further detailed analysis of the documents. The Finance Committee may or may not ask for modifications or changes to the amount requested. Once the Finance Committee is satisfied, the budget comes forward for a community vote at Annual Town Meeting.
We know that resources are limited and shared across departments in the town, and we appreciate the continued commitment of resources to meet our student-based needs. Our students’ success is a tribute to the support of the larger community.
Linda Dwight is superintendent of the Harvard Public Schools.
