E-Mail Correspondence (Posted Nov 11, 2010 @ 05:00 pM)

In response to the public records request I received on Nov 8, 2010 by Dayton Daily News reporter, Larry Budd, I am posting all correspondence I had with Mr. Eric Beavers.  The e-mails are listed in chronological order, oldest on top.


   Kelly Kohls


-----Original Message-----
From: "Larry Budd" [
lbudd@coxohio.com]
Date: 11/08/2010 10:03 AM
To:
lbudd@coxohio.com
Subject: Fwd: public records request

Dear Kelly Kohls:

In accordance with Ohio public records law please provide me copies of all emails from you to Eric Beavers. You had indicated you would be posting them on your web site.

Please provide the copies via email or fax by tomorrow at 3 p.m. If you have questions or problems, please contact me.

Larry Budd
lbudd@coxohio.com
937-610-7191 digital fax
513-490-6140 cell


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MY E-MAIL CORRESPONDENCE WITH ERIC BEAVERS.


From: "Eric Beavers" [ebeavers@springboro.org]

Date: 08/06/2010 09:40 AM

To: "All Board of Education Members" <AllBoardofEducationMembers@springboro.org>;

Subject: Re: First week


Good morning:


I just wanted to drop an email and touch base with you. The first week went well. Obviously there are many items that need immediate attention, as many typically do at this time of year.


My office is busy working on a variety of time-sensitive issues and we are working through and coming up with a temporary work duty realignment as a result of Diane’s retirement, who was responsible for many of the essential day-to-day functions. As you can imagine, with the start of the school year around the corner and staff returning to work, processing and requests are increasing, again typical for this time of year.


On a personal note, my family helped me move into the house that my wife and I are buying in the District last weekend. Closing should be soon. I have been out in the community, exploring and learning the area, and each time I just come to enjoy it more and more. What a great community!


Have a great day and weekend!


Eric

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From: Kelly Kohls <kelly@kohls4education.com>

Subject: Re: First week

Date:08/06/2010 11:06 AM

To:ebeavers@springboro.org


Thanks for the e-mail. Good luck moving in and with the start of your job. I'll be in touch when I think the dust has settled. Kelly Kohls

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From: "Eric Beavers" [ebeavers@springboro.org]

Date: 08/18/2010 11:39 AM

To: "All Board of Education Members" <AllBoardofEducationMembers@springboro.org>;

CC: "Gene Lolli" <glolli@springboro.org>;

Subject: Re:


Good morning:


I have attached the initial State guidance on the Education Jobs fund that Mike had mentioned last night for you. As I mentioned, Gene and I will keep you updated as we receive more information and guidance on this.


I will begin sending the financial reports via email with the next Board meeting. Also, was there an interest for the entireBoard packet being sent via email and no hard copy? Would you rather discuss this at our retreat? Please let me know via email.


Have a great day.


Eric


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From: Kelly Kohls <kelly@kohls4education.com>

Subject: Re:

Date: 08/20/2010 01:18 PM

To:ebeavers@springboro.org


OK, I can only go sp far. I like the packet as a hard copy. I will be OK with any option though.


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From: "Eric Beavers" [ebeavers@springboro.org]

Date: 08/18/2010 11:39 AM

To: "All Board of Education Members" <AllBoardofEducationMembers@springboro.org>;

CC: "Gene Lolli" <glolli@springboro.org>;

Subject: Re:


Good morning:


I have attached the initial State guidance on the Education Jobs fund that Mike had mentioned last night for you. As I mentioned, Gene and I will keep you updated as we receive more information and guidance on this.


I will begin sending the financial reports via email with the next Board meeting. Also, was there an interest for the entire Board packet being sent via email and no hard copy? Would you rather discuss this at our retreat? Please let me know via email.


Have a great day.


Eric


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From: "Eric Beavers" [ebeavers@springboro.org]

Date: 08/18/2010 11:27 AM

To: "David Petroni" 

CC: "Gene Lolli" <glolli@springboro.org>;, "All Board of Education Members" <AllBoardofEducationMembers@springboro.org>;

Subject: RE: 8/1/2010 request


Mr. Petroni:


I wanted to let you know that I have received both of your emails this morning for more additional information and clarification. I think it would be in your best interest and ours (Mr. Lolli and I) if we schedule a meeting and talk through your questions/concerns. Some of the questions that you raise for an item are not able to provided by any report or better yet in the format that you would like to see. It would save a lot of time and be more effective for everyone involved. Again, I would ask for your consideration as we have a number of pressing and urgent matters that need our immediate attention and focus.


Why don’t we try to schedule a meeting in September to discuss?


Thank you for your understanding and we look forward to meeting with you.


Eric


Eric K. Beavers, Treasurer/CFO


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From: Kelly Kohls <kelly@kohls4education.com>

Subject: RE: 8/1/2010 request

Date:08/20/2010 01:21 PM

To:ebeavers@springboro.org


I would also like to join the meeting. I am still unfamiliar with financials. I am trying to undersatnd more and this might help me understand more. I will just listen.


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From: "Eric Beavers" [ebeavers@springboro.org]

Date: 08/24/2010 02:16 PM

To: "Kelly Kohls" <kelly@kohls4education.com>;

Subject: Re: Staff Rosters


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From: Kelly Kohls <kelly@kohls4education.com>

Subject:Re: Staff Rosters

Date:08/25/2010 11:05 AM

To:ebeavers@springboro.org


Eric, Please send me the most current 5 year forecast and the Assumptions that go with it. Thanks Kelly


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From: Kelly Kohls <kelly@kohls4education.com>

Subject:Re: Staff Rosters

Date:08/25/2010 11:02 AM

To:ebeavers@springboro.org


Hi Eric. I can't print this it is too big. Can you print it for me? Thanks Kelly


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From: "Eric Beavers" [ebeavers@springboro.org]

Date: 08/25/2010 01:08 PM

To: "All Board of Education Members" <AllBoardofEducationMembers@springboro.org>;

CC: "Gene Lolli" <glolli@springboro.org>;

Subject: Re: Job descriptions


Good afternoon:

For the sake of time, I wanted to provide you with the current job descriptions and what we have on file for responsibilities. I still need to tweak them but depending on how we fill the budgetary position, I may be able to realign even more. I will wait for the official word to post for the budgetary position.


Thank you,


Eric


Eric K. Beavers, Treasurer/CFO

Springboro Community City Schools


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From: "Eric Beavers" [ebeavers@springboro.org]

Date: 08/25/2010 04:03 PM

To: "Kelly Kohls" <kelly@kohls4education.com>;

Subject: Re: Pay to participate


I am working on compiling the information and hope to have out soon to all of you.


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From: Kelly Kohls <kelly@kohls4education.com>

Subject:Re: Pay to participate

Date:08/25/2010 05:40 PM

To:ebeavers@springboro.org


OK, Thanks


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From: Kelly Kohls <kelly@kohls4education.com>

Subject:Re: Job descriptions

Date:08/25/2010 07:24 PM

To:ebeavers@springboro.org


Hello Eric. This forecast includes 2010 which is over. Don't we have a forecast that includes 2015 now? Do we have to work that one out?


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From: "Eric Beavers" [ebeavers@springboro.org]

Date: 08/27/2010 04:08 PM

To: "All Board of Education Members" <AllBoardofEducationMembers@springboro.org>;

Subject: Re: Requested information


Good afternoon:

Please find attached the following requested information:


“Pay-to-Participate Summary 2009-2010” – includes the original estimate with the actual. I will be happy to review at our retreat.


Have a great weekend.


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From: "Eric Beavers" [ebeavers@springboro.org]

Date: 08/27/2010 03:23 PM

To: "All Board of Education Members" <AllBoardofEducationMembers@springboro.org>;

Subject: Re: Request


Good afternoon:

Please find attached the following requested information:


“Ins Costs” - current year and preceding two years containing single and family participants, Board paid premium costs and Board HSA payments. Please note that for 2007-2008 and 2008-2009 the enrollments are as of June 30 each respectively.


Eric K. Beavers, Treasurer/CFO

Springboro Community City Schools


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From: Kelly Kohls <kelly@kohls4education.com>

Subject:Re: Requested information

Date:08/30/2010 11:44 AM

To:ebeavers@springboro.org


Hello Eric, I can not read this. It is too blurred and light and small print. Is there another way to send it?


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From: "Eric Beavers" [ebeavers@springboro.org]

Date: 08/30/2010 12:29 PM

To: "All Board of Education Members" <AllBoardofEducationMembers@springboro.org>;

Subject: Re:

Good afternoon:


I have attached the insurance enrollments and costs and pay-to-participate-athletics in a different format for viewing from what I sent out Friday. I hope this is more legible. I apologize for any inconvenience the others may have caused. I am still finalizing the band summary for last year and will forward when I have all the data.


Have a good afternoon.


Eric


Eric K. Beavers, Treasurer/CFO

Springboro Community City Schools


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From: Kelly Kohls <kelly@kohls4education.com>

Subject: Re:

Date:08/30/2010 12:58 PM

To:beavers@springboro.org


Thank You Eric.

1. Do these #'s include the HSA for Sept. of this year?

2. What were the total gate receipts and where did they go?

3. What is the total for the supplementals for all of athletics?


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From: "Eric Beavers" [ebeavers@springboro.org]

Date: 08/30/2010 01:57 PM

To: "Kelly Kohls" <kelly@kohls4education.com>;

CC: "All Board of Education Members" <AllBoardofEducationMembers@springboro.org>;

Subject: Re: Responses


I have indicated responses below for everyone's benefit.... Good afternoon:


I have attached the insurance enrollments and costs and pay-to-participate-athletics in a different format for viewing from what I sent out Friday. I hope this is more legible. I apologize for any inconvenience the others may have caused. I am still finalizing the band summary for last year and will forward when I have all the data.


Have a good afternoon.


Eric


Eric K. Beavers, Treasurer/CFO


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From: Kelly Kohls <kelly@kohls4education.com>

Subject: Re: Responses

Date:08/31/2010 02:49 PM

To:ebeavers@springboro.org


For FY2011


Grades K-3 ADM

Grades 4-5 ADM

GRADES 6-8 ADM

GRADES 9-12 ADM

SPECIAL ED ADM

STAFFING:

ELEMENTARY CORE TEACHERS

MIDDLE SCHOOL CORE TEACHERS

HIGH SCHOOL CORE TEACHERS

TOTAL CORE TEACHERS

SPECIALIST TEACHERS

LEAD TEACHERS

SPECIAL ED TEACHERS

SPECIAL ED AIDES

LIMITED ENGLISH PROFICIENCY TEACHERS

SUPPLEMENTAL TEACHERS

FAMILY AND COMMUNITY LIASONS

COUNSELORS

SUMMER REMEDIATION TEACHERS

SCHOOL WELLNESS COORDINATORS

DISTRICT HEALTH PROFESSIONAL

ADMINISTRATORS

PRINCIPALS (INCLUDING VICE PRINCIPALS)

BUILDING MANAGERS

SECRETARIES

NON-INSTRUCTIONAL AIDES


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From: "Eric Beavers" [ebeavers@springboro.org]

Date: 08/31/2010 03:19 PM

To: "Kelly Kohls" <kelly@kohls4education.com>;

CC: "All Board of Education Members" <AllBoardofEducationMembers@springboro.org>;

Subject: RE: Responses


Kelly:

Good afternoon. The staff rosters that you requested and I provided last week has staffing listed per your request by last name, position, salary and FTE. We won't have true ADM counts until after the official count week in October.


Board-I need to talk about information and public records requests.


I look forward to seeing you all tomorrow night.


Eric


Eric K. Beavers, Treasurer/CFO

Springboro Community City Schools


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From: Kelly Kohls <kelly@kohls4education.com>

Subject: RE: Responses

Date:09/01/2010 01:25 PM

To:ebeavers@springboro.org

Cc:AllBoardofEducationMembers@springboro.org


Eric, Thank you for your response. I have the spreadsheet from you; it does not list many of the things that I am asking for. I am trying to compare our district to the ODE simulation for our district. These categories (I am asking for) are all included in the simulation and not on the spreadsheets you gave me. For example Teacher Lang. /arts does not tell me the level, i.e. SI, JH or HS. This list does not separate out the specialist teachers, Lead teachers, Limited English Proficiency teachers, Supplemental teachers, Family and community liaisons, Building Managers, School Wellness Coordinators, and Aids vs. non-instructional Aids and more.

I understand that the ADM does not have to be turned into ODE until October but don't we have current counts in these grades?

Correct me if I am wrong, but doesn't all of this information that I am asking for have to be turned into ODE in this form and would be included in a CAFR.

Not completing a CAFR makes it difficult for me and other board members to do their jobs of doing our homework before we make decision. I will discuss the benefits of returning to GAAP financial reporting using a CAFR tonight.


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From: "Eric Beavers" [ebeavers@springboro.org]

Date: 09/01/2010 02:27 PM

To: "Kelly Kohls" <kelly@kohls4education.com>;

CC: "All Board of Education Members" <AllBoardofEducationMembers@springboro.org>;

Subject: RE: Responses


Kelly,


Thanks for letting me know why you are requesting the information and what you are hoping to accomplish from it. To simply answer your question, no we do not provide the information to ODE in this format from which they create the simulation and furthermore, ODE doesn't pull anything from a CAFR.


I will be happy to discuss and further explain.


See you tonight.


Eric K. Beavers, Treasurer/CFO


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From: Kelly Kohls <kelly@kohls4education.com>

Subject: RE: 8/1/2010 request

Date:09/03/2010 11:42 AM

To:ebeavers@springboro.org


Yes.


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From: "Eric Beavers" [ebeavers@springboro.org]

Date: 09/03/2010 11:30 AM

To: "Kelly Kohls" <kelly@kohls4education.com>;

Subject: RE: 8/1/2010 request


Good morning:


Gene and I will be meeting with Mr. Petroni on Monday, September 13, 2010 at 2:00 pm in the conference room. Would you be able to join us?


Have a great holiday weekend.


Eric K. Beavers, Treasurer/CFO

Springboro Community City Schools


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From: Kelly Kohls <kelly@kohls4education.com>

Subject:RE: 8/1/2010 request

Date:09/09/2010 03:50 PM

To:ebeavers@springboro.org


The system suspects that this message is junk mail.     Block sender This is not junk 

Eric, can you explain what all items are included in the forecast in line 3.02. Please list them.


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From: "Eric Beavers" [ebeavers@springboro.org]

Date: 09/03/2010 11:30 AM

To: "Kelly Kohls" <kelly@kohls4education.com>;

Subject: RE: 8/1/2010 request


Good morning:


Gene and I will be meeting with Mr. Petroni on Monday, September 13, 2010 at 2:00 pm in the conference room. Would you be able to join us?


Have a great holiday weekend.


Eric K. Beavers, Treasurer/CFO

Springboro Community City Schools


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From: Kelly Kohls <kelly@kohls4education.com>

Subject: Re: Line 3.02 of Forecast

Date: 09/10/2010 07:23 AM

To: ebeavers@springboro.org


The system suspects that this message is junk mail.     Block sender This is not junk

I am resending. Thanks


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From: "Eric Beavers" [ebeavers@springboro.org]

Date: 09/10/2010 07:03 AM

To: "Kelly Kohls" <kelly@kohls4education.com>;

CC: "All Board of Education Members" <AllBoardofEducationMembers@springboro.org>;

Subject: Re: Line 3.02 of Forecast


Good morning:


Line 3.02 of the forecast is Retirement/Insurance Benefit expenses. Items included are:


1. Retirement-STRS/SERS and Medicare

2. Insurances-health, dental, life, vision & HSA

3. Unemployment

4. Workers Compensation

I did receive your voicemail regarding the forecast and a document you obtained from the County Auditor. I have not received your fax that you mentioned.


Thank you,


Eric K. Beavers, Treasurer/CFO

Springboro Community City Schools


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From: Kelly Kohls <kelly@kohls4education.com>

Subject: Re: Line 3.02 of Forecast

Date:09/10/2010 08:37 AM

To:ebeavers@springboro.org


Hello Eric, Did you get the fax?


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From: "Eric Beavers" [ebeavers@springboro.org]

Date: 09/10/2010 07:03 AM

To: "Kelly Kohls" <kelly@kohls4education.com>;

CC: "All Board of Education Members" <AllBoardofEducationMembers@springboro.org>;

Subject: Re: Line 3.02 of Forecast


Good morning:


Line 3.02 of the forecast is Retirement/Insurance Benefit expenses. Items included are:


1. Retirement-STRS/SERS and Medicare

2. Insurances-health, dental, life, vision & HSA

3. Unemployment

4. Workers Compensation

I did receive your voicemail regarding the forecast and a document you obtained from the County Auditor. I have not received your fax that you mentioned.


Thank you,


Eric K. Beavers, Treasurer/CFO

Springboro Community City Schools


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From: Kelly Kohls <kelly@kohls4education.com>

Subject: 

Date:10/23/2010 11:29 AM

To:ebeavers@springboro.org

image001.jpg 1.4 KB


Hello Eric, I need some time with you to understand the forecast, assumption and the financials statements. I will need a few hours of your time prior to the Board meeting on Tuesday night. Please let me know when you are available. My schedule is flexible.


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From: "Eric Beavers" [ebeavers@springboro.org]

Date: 10/25/2010 07:57 AM

To: "Kelly Kohls" <kelly@kohls4education.com>;

CC: "All Board of Education Members" <AllBoardofEducationMembers@springboro.org>;

Subject: RE:


Good morning Kelly:


I appreciate you wanting to meet and bring your questions to me. At the same time, I am confused regarding the forecast. I have prepared the forecast to be submitted as I was directed by the Board (and actually upon your recommendation to the Board) as it currently was. As I mentioned that night and in my Board note included in your packet, I only revised the beginning cash balance for this current year and added FY2015 (2014-2015 school year).

To further clarify, when you state that you have questions regarding financial statements are you referring to the September financials on the agenda?


With my schedule, I am not going to be available for a few hours but would be for about an hour on Tuesday around 3:00 p.m. Please let me know if that will work for you.


Thanks and have a good day.


Eric


Eric K. Beavers, Treasurer/CFO

Springboro Community City Schools


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From: Kelly Kohls <kelly@kohls4education.com>

Subject: RE:

Date:10/25/2010 12:02 PM

To:ebeavers@springboro.org

Cc:AllBoardofEducationMembers@springboro.org


Eric, I have a lot of questions about these financials. I can meet on Tue at 3.


Unless specific assumptions were authorized what is the basis for changing them? Who/how was it decided that personal services and supplies/materials assumptions should change? The stated enrollment forecast is increasing, why reduce supplies/materials when we're hearing they're arent enough and we can't buy textbooks. Would the year-end balance be negative (and show another levy is needed) if the increase in 2014 spending was applied to 2015?


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From: "Eric Beavers" [ebeavers@springboro.org]

Date: 10/26/2010 08:57 AM

To: "David Petroni" 

CC: "Gene Lolli" , "All Board of Education Members"

Subject: RE: Good morning

The numbers that I provided to you are from the official October countreports

that derive from our EMIS reporting.  These reports are not finalized on or near October 1, it takes months to “clean-up” and make sure there are no errors.  If you notice, that is why I stated for this current year they are VERY rough and preliminary. The State usually has a  deadline of December, even January for final submission of the October counts.  We do not need another policy but rather need to ensure that when a request for information is being made that;


1. The request is being made to the proper person

2. The appropriate information is provided

Thank you.

Eric


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From: Kelly Kohls <kelly@kohls4education.com>

Subject: RE: Good morning

Date:10/26/2010 09:15 AM

To:ebeavers@springboro.org

Attachments: image001.jpg 1.4 KB


What is this about?


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From: "Eric Beavers" [ebeavers@springboro.org]

Date: 10/28/2010 11:57 AM

To: "All Board of Education Members" <AllBoardofEducationMembers@springboro.org>;

Subject: Re: Per Pupil Spending


Good morning:


Gene and I both wanted to let you know that we have just received word that the per pupil spending amount for 2009-2010 is now available from ODE.


Good news-our per pupil spending dropped in 2009-2010 from 2008-2009. Here is the data that ODE calculated this on, based upon the all the EMIS and financial data that is uploaded to them from our system:


2008-2009 expenses $ 44,500,680 ADM 5,276 Per pupil Spending $8,435


2009-2010 expenses $43,501,368 ADM 5,426 Per pupil Spending $8,017

In summary, our expenses decreased by $999,312 and student ADM increased by 150


Gene and I are preparing a brief press release to send out to the media.


Thanks!


Gene and Eric


Eric K. Beavers, Treasurer/CFO

Springboro Community City Schools


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From: Kelly Kohls <kelly@kohls4education.com>

Subject: Re: Per Pupil Spending

Date:10/28/2010 02:01 PM

To:ebeavers@springboro.org

image001.jpg 1.4 KB


I know what the response will be. The 999,000 came from parents in Pay to play and busing and no field trips not exactly a hurah moment for the families of the district.


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From: "Eric Beavers" [ebeavers@springboro.org]

Date: 10/28/2010 02:17 PM

To: "Kelly Kohls" <kelly@kohls4education.com>;

CC: "All Board of Education Members" <AllBoardofEducationMembers@springboro.org>;

Subject: RE: Per Pupil Spending


What we have prepared is merely the facts and IS good news, we have cut spending with 150 more in the ADM. We thought it was important that good news be in the press for a change since this only one of MANY good things happening in our school district.


Have a good afternoon.


Eric K. Beavers, Treasurer/CFO

Springboro Community City Schools


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From: Kelly Kohls <kelly@kohls4education.com>

Subject: RE: Per Pupil Spending

Date:10/28/2010 02:45 PM

To:ebeavers@springboro.org

image001.jpg 1.4 KB


Eric it is simply wise to keep in mind that what we say is taken with a grain of salt to the wound. We should be careful not to brag too strongly to people that have picked up this extra expense. It would be better news to them to see that this $400 came from somewhere else and I think you know where. To say yae we spent less because you spent more will not be viewed with cheer. An educated community sees through the lines. I want us to be sensitive to the exorbitant expenses we have placed on so many families with the "savings" to the district.


No need to respond


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End of messages.

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