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Working Document -Subject to Revision
Roanoke County
Board of Supervisors
Action Agenda
March 31, 2004
Good afternoon and welcome to our special meeting for March 31, 2004. Regular
meetings are held on the second Tuesday and the fourth Tuesday at 3:00 p.m. Public
hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from
this schedule will be announced. The meetings are broadcast live on RVTV, Channel 3,
and will be rebroadcast on Thursdays at 7:00 p.m. and on Saturdays at 4:00 p.m. The
meetings are now closed-captioned. Individuals who require assistance or special
arrangements to participate in or attend Board of Supervisors meetings should contact
the Clerk to the Board at (540) 772-2005 at least 48 hours in advance.
A. ROLL CALL (5:30 p.m.) - 4th Floor Conference Room
All members of the Board of Supervisors and School Board were present at 5:31
p.m.
B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF
AGENDA ITEMS
Paul Mahoney, County Attorney, added a briefing regarding the state budget
C. BRIEFINGS
Mr. Mahoney distributed a VML legislative bulletin which outlined the current
status of the state budget deliberations. He advised that the House
Appropriations leader introduced a bill to fund the state operations for the 2005
fiscal year. He noted that little detail was presented. The bill will go to the House
on April 6 for consideration.
C. WORK SESSION
1. Joint work session with Roanoke County School Board to discuss fiscal year
2004-2005 proposed budget. (Elmer Hodge, County Administrator; Dr. Linda
Weber, Superintendent)
Time: 5:38 p.m. until 6:12 p.m.
1
Penny Hodge, Director of Budget and Finance for Schools, outlined the school's
proposed fiscal year 2004-2005 budget, and advised that the budget is subject to
change since information is not yet available regarding state funding. It was
noted that the average daily membership, which dictates funding for the year, has
changed significantly in the last 2-3 years. Staff has not yet determined if this is
an anomaly or indicative of a recurring change.
School Board Member Stovall moved to approve the fiscal year 2004-2005 budget
for Roanoke County Schools. The motion was seconded by School Board
Member Barrineau. The motion was unanimously approved.
Mr. Flora, in his capacity as Director of Operations for Schools, provided an
update on the school construction projects at Mountain View, Herman L. Horn,
and Oak Grove Elementary Schools. He advised that all three buildings are
under roof and the new construction area will be occupied by the end of May
2004. The projects are anticipated to be completed by December 2004.
D. ADJOURNMENT
Chairman Flora adjourned the Board of Supervisors meeting at 6:12 p.m.
Chairman Canada adjourned the School Board meeting at 6:12 p.m.
2
Roanoke County
Board of Supervisors
Agenda
March 31, 2004
Good afternoon and welcome to our special meeting for March 31, 2004. Regular
meetings are held on the second Tuesday and the fourth Tuesday at 3:00 p.m. Public
hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from
this schedule will be announced. The meetings are broadcast live on RVTV, Channel 3,
and will be rebroadcast on Thursdays at 7:00 p.m. and on Saturdays at 4:00 p.m. The
meetings are now closed-captioned. Individuals who require assistance or special
arrangements to participate in or attend Board of Supervisors meetings should contact
the Clerk to the Board at (540) 772-2005 at least 48 hours in advance.
A. ROLL CALL (5:30 p.m.) - 4th Floor Conference Room
B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF
AGENDA ITEMS
C. WORK SESSION
1. Joint work session with Roanoke County School Board to discuss fiscal year
2004-2005 proposed budget. (Elmer Hodge, County Administrator; Dr. Linda
Weber, Superintendent)
D. ADJOURNMENT
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March 31, 2~4 ~
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House Proposes Partial Budget
On March 30 House Appropriations leaders introduced anine-page budget bill to fund
state operations for the 2005 fiscal year, which begins, July 1.
The House Appropriations Committee met the same day and reported HB 5008 (Callahan
and Putney) on a 14-3 vote. The House is scheduled to meet again Tuesday, April 6, to
take up the bill on second reading.
The bill appropriates a lump sum of funding for each secretariat (such as transportation,
education, finance and natural resources) or general division (such as VRS, Office of the
Governor, and Judicial Department). It does not appear to appropriate funding for
individual agencies or programs within those secretariats or divisions.
Gov. Mark R. Warner and Senate Finance Chairman John H. Chichester have stated their
opposition to the bill and their desire for atwo-year, budget. Warner said that he would
veto the bill if it reached his desk.
While local leaders want a state budget sooner rather than later -- for obvious local
budgetary reasons -- local leaders also need systemic change in funding of state
commitments. Local governments have consistently urged the governor and legislature to
enact tax and spending reforms that stabilize state and local revenues and budgets for the
foreseeable future. The House proposal of yesterday only offers a stopgap measure, but
no solution. The prospect of tax reform occurring next year with statewide elections
scheduled seems highly unlikely.
The message to the legislature and governor on March 31, 2004 should be:
1) Please return to the negotiating table; and
2) Please reach an agreement that includes necessary tax reform that provides
critical new state investment in state mandated services, including K-12 education.
Overview of HB 5008
The bill directs the governor to "allocate specific amounts among the agencies and
entities within each secretariat or division to carry out the duties of agencies and entities
in conformity with all relevant language in the adopted 2003-2004 budget, as amended by
the 2004 General Assembly to apply to fiscal year 2004." These amendments to fiscal
year 2004 were contained in HB 29, which the General Assembly passed during the
closing days of the 2004 regular session. With this bill, the state would operate on the
Post Office Box 12164 • 8b4/649-8471 Fax; 804I343-3758 E-Mail: e-maG®vrnl.org • www.vml.org
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Projected Sources -Uses of New Revenues
2004-2005 Budget Projections
Revenues
County School Total
New County revenues 7,625,846 7,625,846
Recurring county revenues -prior year incentives 392,000 392,000
Less economic development incentives -new (839,846) (839,846)
Less economic development incentives - prior yr (392,000) (392,000)
New School Revenues (House budget) 5,782,000 5,782,000
6,786,000 5,782,000 12,568,000
Personnel Costs (Does not include operational budget items)
VRS Rates
County (7.5% to 13.55%) 2,000,000 2,000,000
School (9.44% to 11.58%) 1,500,000 1,500,000
Health insurance increase (est @ 10%)) 251,244 771,063 1,022,307
Dental insurance increase (no change) - - -
Saiary increases(3.0%) (TENTATIVE) -
School 1 % _ $784,000 2,352,000 2,352,000
County 1 % _ $380, 000 1,140,000 1,140,000
CPMT increase 1,000,000 1,000,000
4,391,244 4,623,063 9,014,307
Balance to fund other needs 1,776,847 1,776,847 3,553,693
6,168,091 6,399,910 12,568,000
School Revenue Sources (Increase)
State Revenues and salary savings (part of school budget) 5,782,000
Dental insurance transfer -
Local appropriation -ko ocho~l~ 617,910
6,399,910
'otal Increase in Transfer to School Operating Fund
Increase in local appropriation
Less: 2003-2004 one time transfer from new school operating fund
Total increase in transfer to School Operating
617,910
125.000
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Projected Sources -Uses of New Revenues
2004-2005 Budget Projections
County School Total
Revenues
New County revenues 7,625,846 7,625,846
Recurring county revenues -prior year incentives 392,000 392,000
Less economic development incentives -new (839,846) (839,846)
Less economic development incentives - prior yr (392,000) (392,000)
New School Revenues (House budget) 5,782,000 5,782,000
6,786,000 5,782,000 12,568,000
Personnel Costs (Does not include operational budget items)
VRS Rates
County (7.5% to 13.55%) 2,000,000 2,000,000
School (9.44% to 11.58%) 1,500,000 1,500,000
Health insurance increase (est @ 10%)) 251,244 771,063 1,022,307
Dental insurance increase (no change) - - -
~d~i~rr`erea~~ S~(~~ ~'~ Y~ATIVE~ ~; , r = ~ -
School 1% _ $784,000 1,568,000 1,568,000
County 1% _ $380,000 760,000 760,000
CPMT increase 1,000,000 1,000,000
4,011,244 3,839,063 7,850,307
Balance to fund other needs 2,358,847 2,358,847 4,717,693
6,370,091 6,197,910 12, 568, 000
School Revenue Sources (Increase)
State Revenues and salary savings (part of school budget) 5,782,000
Dental insurance transfer -
Local appropriation 415,910
6,197,910
Total Increase in Transfer to School Operating Fund
Increase in local appropriation
Less: 2003-2004 one time transfer from new school operating fund
Total increase in transfer to School Operating
415,910
125.000
Roanoke County
Public Schools
_c~vNTY PUe~ -
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Budget
2004 - 2005
March 31, 2004
Roanoke County Public Schools
School Board Members
Jerry L. Canada, Chairman
Hollins District
C. Drew Barrineau, Vice Chairman
Windsor Hills District
Marion G. Roark
Catawba District
William A. Irvin, III
Cave Spring District
Michael W. Stovall
Vinton District
.~... ~ _.
Dr. Linda H. Weber
School Superintendent
Penny A. Hodge, CPA
Director of Budget & Finance
David E. Atkins
Budget Assistant
Sandra K. Thornton
Administrative Specialist
_:~; _ ..
5937 Cove Road, Roanoke, Virginia 24019
www. res. k12. va. us
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SUPERINTENDENT'S BUDGET MESSAGE
The General Assembly adjourned from the regular legislative session on March 13 without adopting a
1 2004-OS state budget. On March 17, Governor Warner reconvened the legislative bodies for a special
session but as of this writing no budget compromise has been reached by the House of Delegates and
the Senate. The state budget impasse has decimated the ability of local governments and school
' divisions to prepare and adopt their annual budgets. With approximately half of the school revenue
budget generated from state sources and the other half from county taxes, it is impossible for the
School Board to develop a realistic budget for 2004-OS.
' This budget document represents our best effort to build a budget based on the lowest state budget
proposal (the House version). It rs berng presented to the governing body for no other reason than to
1 satisfy the letter of the law which requires the submission of a school budget to the local government
by April Is` of each year. Consequently, the School Board reserves the right to amend this budget in
any way deemed necessary once the state and local revenues are appropriated.
' This proposed budget includes funding primarily for 3% salary increases for employees, required state
retirement contributions, health insurance rate increases, and teaching positions for rising student
enrollment and student needs. The state revenues estimated in this budget reflect the House of
Delegates budget proposal submitted during the regular legislative session. They may or may not
reflect the actual state revenues to be appropriated for public education in Roanoke County.
Reductions in either the state revenue estimates or the appropriation from the Roanoke County Board
of Supervisors will require the amendment of this .submitted bardget to balance to available funding
sources.
f It is my deepest hope that the legislature will accept the responsibility they have been given by the
voters of Virginia and adopt a budget that will adegt~utely support our school systems.
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Sincerely,
_inda H. Weber, Superintendent
' Budget Development Calendar
FY 2004-2005
November 2003
^ Identification and prioritization of budget initiatives with Principals and Senior
Staff
' December 2003
• Budget kick-off and distribution of Operating Budget Preparation Instructions to
staff
^ Budget Development Calendar approved by School Board
^ Salary Committees begin to formulate salary recommendations
January 2004
^ Operating Budget Requests submitted to Budget Office by all departments
School Nutrition Services, Textbooks, Debt and Grant Budget Requests submitted
' to Budget Office
^ Draft Operating Budget compilations distributed to Senior Staff
^ Preliminary revenue projections completed by Budget Office
^ Review of Operating Budget: Revenues and Initiatives
^ Enrollment projections presented to School Board
^ Public comment on FY2005 Operating Budget
February 2004
' Review of Operating Budget: Support Services
^ Review of Operating Budget: Instruction
^ Review of Operating Budget: Personnel
' Salary Teams present recommendations to School Board
^ Operating Budget discussions -Superintendent and Senior Staff
^ Presentation of Proposed Operating Budget to School Board
^ Operating Budget School Board Work Sessions
' March 2004
^ Operating Budget School Board Work Sessions (as needed)
^ Joint Budget Work Session with Board of Supervisors
I ^ Presentation of Executive Budget Summary to School Board
^ School Board adoption of FY2004 Operating Budget and Other Fund Budgets
^ School Board adopted budgets presented to Board of Supervisors
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April 2004
^ Public hearings and discussions with School Board, School Staff and Board of
Supervisors on Operating Budget
^ Budget Office distributes per pupil cost for public education in accordance with
state law by April 15`h
May 2004
^ Appropriations Resolution approved by the Board of Supervisors
' Other Funds
The budget development process for the School Nutrition Program, Textbook, Grant, and
Capital Funds proceed concurrently with the development of the operating budget. The School
Nutrition Program captures the revenues and expenditures for the school breakfast and lunch
program. It is fully funded from lunch fees and reimbursements from the state and federal
government. The Textbook Fund accounts for the purchase, sale, and/or rental of textbooks.
' This fund is highly subsidized by the School Operating Fund through an interfund transfer.
The Grant Fund is funded by local, federal and state grants. The Capital Fund represents state
funding for school construction and technology. The Debt Fund represents the payment of
principal and interest for loans used to build/renovate school facilities. The Regional
Alternative School is a jointly operated program between Roanoke County and Bedford County
to provide alternative education services for troubled students.
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Budget Adoption, Implementation, and Evaluation
The budget for the school division for the next fiscal year is presented at board meetings and
work sessions in February and early March. On or before April 1 of each year, the School
Board adopts the next fiscal year's budget and submits to the Board of Supervisors for
approval. The school division operates as a legally separate component unit. However, the
school division is fiscally dependent upon the County of Roanoke for its funding. The final
adoption and appropriation occur in May of each year. The last step in the budget process is
the evaluation of the financial plan. The results of operation for the fiscal year are set forth
annually in the School Board's Comprehensive Annual Financial Report (CAFR) and the
Superintendent's Annual School Report to the Virginia Department of Education. The
Roanoke County Public Schools received the Certificate of Achievement for Excellence in
Financial Reporting by the Government Finance Officers Association of the United States and
Canada and the Certificate of Excellence in Financial Reporting by the Association of School
Business Officials International for the 2000-O1 and 2001-02 CAFR's. The 2002-03 CAFR has
been submitted to both organizations for review this year. The Certificate of Achievement and
the Certificate of Excellence represent the highest form of recognition in the area of
governmental accounting and financial reporting. The attainment of both awards represents a
significant accomplishment by a government and its management.
FY 2004-OS Special Considerations
The General Assembly adjourned from the regular legislative session on March 13 without
adopting a 2004-OS state budget. On March 17, Governor Warner reconvened the legislative
bodies for a special session but as of this writing no budget compromise has been reached by
the House of Delegates and the Senate. This budget document represents our best effort to
build a budget based on the lowest state budget proposal (the House version). Consequently,
the School Board reserves the right to amend this budget in any way deemed necessary once
the state and local revenues are appropriated.
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School Operating Fund
Revenues Per Pupil
Budget Percent Revenue
2004-OS of Total Per Pupil
State Sales Tax 10,039,209 9.0% 711
State Revenue 43,584,616 39.3% 3,085
Federal Revenue 161,153 0.1 % 11
Transfer from County 56,413,149 50.8% 3,994
Beginning balance 121,583 0.1% 9
Other Revenue 667,262 0.6% 47
Total Revenues 110,986,972 100.0% 7,857
Estimated Average Daily Membership 14,126
Transfer from Other
Alternative -
School -Sales Tax
Transfer from
County
State Revenue
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Federal Revenue
School Operating Fund
Revenue Summary
Actual
2002-03 Budget
2003-04 Budget
2004-OS Increase
(Decrease)
Local Revenue
Local Appropriation-County 54,693,491 55,572,940 56,065,850 492,910
Transfer from Gen. - CSA 799,000 0 0 0
Transfer from Gen. Fund -Dental 286,043 347,299 347,299 0
Beginning Balance (June 30, 2004) 0 0 121,583 121 583
Total Local Revenue 55,778,534 55,920,239 56,534,732 614,493
Other Revenue
Interest Income 86,908 30,000 60,000 30,000
Rental of School Property 69,850 69,000 52,384 (16,616)
Tuition - Regular School 124,267 126,200 108,000 (18,200)
Tuition -Summer School 119,748 128,880 134,240 5,360
Tuition -Adult Educ 85,561 149,563 149,563 0
Tuition -Preschool (LEAP) 0 25,000 103,680 78,680
Other Miscellaneous Revenue 7,490 1,000 1,000 0
Rebates/Ins Refunds 496 2,600 2,600 0
Distance Line Refund 2,291 2,400 0 (2,400)
Recovered Costs 2,257 0 0 0
Recovered Costs -Alternative School 55,220 55,220 36,220 (19,000)
Tuition from Other Localities 24,038 36,763 19,575 (17,188)
Total Other Revenue 578,126 626,626 667,262 40,636
Total School Operating Revenue 104,334,110 104,532,177 110,986,972 6,454,795
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School Operating Fund
Expenditures Per Pupil
Budget
2004-OS Percent
of Total Cost
Per Pupil
Classroom Instruction 5,717,410 5.2% 405
Personnel 86,712,964 78.1 % 6,139
Support Services 5,143,727 4.6% 364
Central Support 12,855,698 11.6% 910
Special Programs 557,173 0.5% 39
110,986,972 100.0% 7,857
Estimated Average Daily Membership 14,126
Special Programs
Central Support-
Support Serv-ces
Personnel
_ Classroom
Instruction
Average Daily Membership
Attendance
Months 1994-95 1995-96 1996-97 1997-98 1998-99 1999-2000 2000-01 2001-02 2002-03 2003-04
September 13,691 13,753 13,881 13,956 13,875 13,852 13,87] 13,911 14,094 14,385
October 13,691 13,779 13,923 13,954 13,854 13,840 13,844 13,943 14,125 14,347
November 13,672 13,757 13,896 13,924 13,861 13,843 13,886 13,938 14,138 14,376
December 13,652 13,754 13,892 (3,932 13,868 13,834 13,824 13,941 14,167 14,394
January 13,648 13,767 13,874 13,921 13,837 (3,851 13,843 13,937 14,155 14,400
February 13,606 13,817 (3,883 13,889 13,795 13,840 13,835 13,910 14,141 14,385
March 13,613 13,816 13,886 13,857 13,782 13,843 13,803 13,905 14,130 14,385
Gain (Loss) (78) 63 5 (99) (93) (9) (68) (6) 36 0
since Sept.
March ADM 13,652 13,721 13,863 13,898 13,862 13,856 13,865 13,930 14,127 14,335
Budget ADM (3,600 13,650 13,776 13,950 13,950 13,825 13,825 13,825 13,830 13,938
Over(under) budget 52 71 87 (52) (88) 31 40 105 297 397
NOTE: The above figures do not inc lude Region al School students.
* ADM estimated for Mar ch 2004 by Pupil Assignment Office.
The table and graph reflect variances in Average Daily Membership (ADM) between September and March 30.
State revenue is driven primarily by ADM as of March 30 of each year. This graph shows the fluctuating
student enrollments in previous years.
Change in Enrollment
14,400
14,300
14,200
14,100
March 30 ADM 14,000
13,900
13,800
'~ 13,700
13,600
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Other School Funds
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School Nutrition Fund
Revenue and Expenditure Summary
Budget Budget Budget Increase
2002-03 2003-04 2004-OS (Decrease)
Revenues:
Pupil, Adult & Other Sales
Rebates & Refunds
Federal Reimbursement
State Reimbursement
Interest Income
Total Revenues
Expenditures:
Salaries & Related Costs
Early Retirement Payments
Contractual Services
Repairs
Travel
Food Supplies
Equipment
Unappropriated
Total Expenditures
3,163,000 3,054,000 3,044,000 (10,000)
10,000 10,000 1,000 (9,000)
60,000 725,000 840,000 115,000
72,000 65,000 64,000 (1,000)
20,000 17,000 10,000 (7,000)
3,915,000 3,871,000 3,959,000 88,000
2,034,000 2,089,000 2,200,000 111,000
58,000 58,000 58,000 0
40,000 40,000 40,000 0
20,000 20,000 20,000 0
3,000 3,000 6,000 3,000
1,620,000 1,561,000 1,525,000 (36,000)
140,000 100,000 50,000 (50,000)
0 0 60,000 60,000
3,915,000 3,871,000 3,959,000 88,000
The School Nutrition program includes all costs associated with providing school meals to students and staff.
The School Nutrition program is completely self-supporting through school nutrition revenues. Expenditures
include the continual upgrading of equipment. This budget is based on the following meal prices
and reimbursement rates:
Meal Prices:
Elementary lunch
Secondary lunch
Reduced price lunch
Adult lunch
Full priced breakfast
Adult breakfast
Reduced breakfast
FY 03-04 FY 04-05
1.50 1.60
1.75 1.75
0.40 0.40
2.25 2.25
0.75 0.85
1.00 1.00
0.30 0.30
Reimbursement Rates:
Breakfast
Reduced priced
Paid breakfast
Free breakfast
State breakfast
Lunch
$0.90 Reduced priced $1.79
$0.22 Paid lunch $0.21
$1.20 Free lunch $2.19
none State lunch $0.055
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School Capital Fund
Revenue and Expenditure Summary
Budget
2002-03 Budget
2003-04 Budget
2004-OS Increase
(Decrease)
Revenues:
State Construction Revenue 274,485 275,193 283,335 8,142
State Technology Bond 778,000 856,000 830,000 (26,000)
Soft Drink Commission 55,000 55,000 55,000 0
Total Revenues 1,107,485 1,186,193 1,168,335 (17,858)
Expenditures:
Phase 2 Capital Projects 274,485 275,193 283,335 8,142
Online SOL Testing Initiative 778,000 856,000 830,000 (26,000)
School Projects 55,000 55,000 55,000 0
Total Expenditures 1,107,485 1,186,193 1,168,335 (17,858)
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Regional Alternative Education Program
Revenue and Expenditure Summary
Budget Budget Budget Increase
2002-03 2003-04 2004-OS (Decreasel
Revenues:
Department of Education Grant
Virginia Business-Education Partnership Grant
RCPS Transportation Reimbursement
Roanoke County Tuition
Bedford County Tuition
Total Revenues
Expenditures:
Salaries and Fringe Benefits
Purchased Services
Postage
Lease/Rent of Equipment
Travel
Office/Medical Supplies
Small Equipment
Janitorial Supplies
Instructional Materials
Transfer to Roanoke County:
Transportation
Property Insurance
Utilities
Total Expenditures
Total Projected Cost Per Student
Roanoke County Cost Per Student
72,226 70,529 83,932 13,403
56,666 - 0
38,000 38,000 19,000 (19,000)
70,671 126,307 150,564 24,257
70,671 126,307 150,564 24,257
308,234 361,143 404,060 42,917
232,871 283,780 345,697 61,917
500 500 500 0
600 600 600 0
2,150 2,150 2,150 0
800 800 800 0
1,600 1,600 1,600 0
2,100 2,100 2,100 0
1,500 1,500 1,500 0
10,893 10,893 10,893 0
0
38,000 38,000 19,000 (19,000)
620 620 620 0
16,600 18,600 18,600 0
308,234 361,143 404,060 42,917
7,706 9,029 10,102 1,073
1,767 3,158 3,764 606
Roanoke County Schools and Bedford County Schools operate a regional alternative education
program at the R.E. Cook facility in Roanoke County. This budget includes staffing for a student
capacity of 40. The budget is funded 50% by Roanoke County and 50% by Bedford County. This budget
includes the transportation costs for Roanoke County students. Transportation for Bedford County
students is paid directly by Bedford.
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