Consolidation of school system and general government functions in Fauquier County, Virginia.

• Author: Doane, John V.

Aimed at long-term efficiencies, the consolidation produced immediate modest reductions in staff and expenditures and a significant increase in productivity in facilities maintenance and financial reporting.

School districts in Virginia are geographically identical to a county or city, and school boards are fiscally dependent on the county or city. Although dependent, the vast majority of school systems maintain administrative structures separate and distinct from the general government of their jurisdiction. There is a growing realization in the state that efficiencies can be realized from combining some of the like functions being performed by schools and general government. While the consolidation of selected functions is not unique among Virginia jurisdictions, Fauquier County has embarked on the unprecedented path of combining virtually all such functions.

During the spring of 1993, the Fauquier County School Board and the County Board of Supervisors adopted resolutions establishing the office of consolidated services administrator for the purposes of planning and implementing a consolidation of administrative functions. The express intent was to improve cost-effectiveness by eliminating duplication and providing increased staff specialization and depth of capability.

First Steps and Results

A seven-member consolidated services committee, including members of both governing bodies, the school superintendent, and the county administrator, was established by joint action. The committee recruited and appointed a professional manager with experience in the public sector to the position of consolidated services administrator. The committee, as policy and oversight body, instructed the administrator to develop a phased implementation program to achieve functional consolidation over a two-year period.

It should be noted that the primary emphasis for functional consolidation was not a simple budgetary quick fix but rather long-term cost containment. In the long run, the taxpayers will benefit through more efficient methods of administration as the county and school system experience continued growth.

Only small cost savings were realized immediately due to the policy decision by both governing bodies that no occupied positions would be eliminated as a result of consolidation; rather, attrition would take care of any reductions in staffing. This resulted in the predictable dislocations, since people leave in an unpredictable fashion; however, this has become less of a problem with the passage of time.

The consolidation program was accomplished on schedule and within budget. The organizational structure for implementing and managing consolidation was established by agreement between the school board and the board of supervisors. The structure is described in Exhibit 1.

Consolidation of building and grounds maintenance as well as construction administration occurred first, in the spring of 1995. The financial and personnel functions were consolidated effective July 1, 1995. In brief, three departments were created under a common administrative authority in the place of the nine previous departments. Exhibit 1 illustrates...