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HomeMy WebLinkAbout2015-01-15 School Committee Packet School Committee Meeting January 15, 2015 Superintendent's Conference Room Open Session 7:00 P.M. t Town of Reading r-2 TMeeting Posting with Agenda t, Board - Committee - Commission - Council: School Committee Date: 2015-01-15 Time: 7:00 PM Building: School - Memorial High Location: Superintendent Conference Room Address: 82 Oakland Road Purpose: Open Session Meeting Called By: Linda Engelson on behalf of the Chair Notices and agendas are to be posted 48 hours in advance of the meetings excluding Saturdays, Sundays and Legal Holidays. Please keep in mind the Town Clerk's hours of operation and make necessary arrangements to be sure your posting is made in an adequate amount of time. A listing of topics that the chair reasonably anticipates will be discussed at the meeting must be on the agenda. All Meeting Postings must be submitted in typed format; handwritten notices will not be accepted. Topics of Discussion: AGENDA 7:00 p.m. I Call to Order II Recommended Procedure A. Public Input(I) B. Reports 1. Students 2. Liaison 3. Superintendent 4. Sub-Committee 5. Assistant Superintendents 6. Director of Student Services C. Continued Business D. New Business 1. FY16 Budget Presentation (I) Athletics, Extra-Curricular, Health, and Districtwide Technology Cost Centers Town and District Facilities E. Routine Matters 1. Bills and Payroll (A) 2. Minutes (A) January 8,2015 3. Bids and Donations(A) 4. Calendar(I) • F. Information G. Executive Session III Future Business This Agenda has been prepared in advance and represents a listing of topics that the chair reasonably anticipates will be discussed at the meeting.However the agenda does not necessarily include all matters which may be taken up at this meeting. Page I 1 Town of Reading 4 ,4 j F Meeting Posting with Agenda I Informational A Action Item All times are approximate and may change. This Agenda has been prepared in advance and represents a listing of topics that the chair reasonably anticipates will be discussed at the meeting. However the agenda does not necessarily include all matters which may be taken up at this meeting. Page 1 2 John F.Doherty,Ed.D. Craig Martin 1r •Superintendent of Schools Assistant Superintendent for Learning and Teaching 82 Oakland Road Reading,MA 01867 Martha J.Sybert Phone:781-944-5800 yf Director of Finance&Operations Fax:781-942-9149 Reading Public Schools Instilling a joy of learning and inspiring the innovative leaders of tomorrow TO: Reading School Committee FROM: John F. Doherty,Ed.D. Superintendent of Schools DATE: January 13,2015 TOPIC: FY2016 Budget At our meeting on Thursday evening,Ms. Sybert and I will present the FY2016 Athletics,Extra- Curricular,Health Services,Districtwide technology and Town/School Facilities cost centers. If you have any questions,please contact me. The Reading Public Schools does not discriminate on the basis of race,color,sex,gender identity,religion,national origin,sexual orientation,age or disability. Districtwide Programs This cost center includes the budgets for Health Services,Athletic Programs, Extracurricular Programs, and Districtwide Networking and Technology Maintenance. These programs are grouped into the Districtwide Programs cost center since none of the expenses can be allocated to either regular day or special education. In other words,these expenses are for the benefit of both general education and special education students. A summary by object of the FY'16 Superintendent's Recommended Budget by Object is shown in Figure 88 below. Figure 88: Districtwide Programs by Object Actual Actual Actual Adopted Requested Expended Expended Expended Budget Budget % FY2012 FY2013 FY2014 FY2015 FY2016 Change Professional Salaries 676,029 654,925 682,630 699,680 744,153 6.4% Clerical Salaries 32,065 41,776 49,835 52,066 57,299 10.0% Other Salaries 225,D32 228,126 255,364 298,372 320,314 7.4% Contract Services 244,228 266,378 281,197 306,579 307,788 0.4% Supplies&Materials 18,183 30,593 29,371 45,875 45,675 -0.4% Other Expenses 52,187 89,156 75,795 107,076 107,026 0.0% Grand Total 1,247,724 1,310,955 1,374,192 1,509,648 1,582,254 4.8% Overall,this cost center budget is projected to increase by 4.8%. This cost center accounts for just 3.8% of the total budget and has remained near this proportion for the last several years. While the proportion overall has not changed significantly,there have been shifts between various programs within this cost center. The Districtwide budget by individual program is shown below in Figure 89. The largest program budget is for health services(39.8%),followed by athletics (29.1%),district technology (27.9%);extracurricular is the smallest program budget at 3.0%of the total district-wide programs budget. In total,the increase of$72,606 comprises just 7%of the total increase for FY'16. Figure 89: District-wide Budget by Program Actual Actual Actual Adopted Requested Expended Expended Expended Budget Budget % FY2012 FY2013 FY2014 FY2015 FY2016 Change Health Services 511,881 523,020 543,697 581,783 630,104 8.3% Athletics 432,033 427,345 416,737 485,404 461,110 -5.0% Extracurricular 54,303 45,518 52,944 56,232 48,377 -14.0% Technology 249,507 315,071 360,814 386,229 442,663 14.6% G rand Total 1,247,724 1,310,955 1,374,192 1,509,648 1,582,254 4.8% Instilling a joy of learning and inspiring the innovative leaders of tomorrow Page 105 Figure 90: District-wide Program Staffing Budget Budgeted Actual Actual Budgeted Budgeted FY12 . FY13 FY14 FY15 FY15 FY15 FY15 FY16 FY16 FTE FTE FTE FTE Salary FTE Salary FTE Salary Health Services 9.5 9.2 9.3 9.3 546,433 9.3 559,837 9.3 594,754 District Administrator 0.2 0.2 0.2 0.2 14,509 0.2 15,900 0.2 16,377 School Nurse 8.8 8.8 8.8 8.8 520,005 8.8 532,018 8.8 566,101 Secretary 0.5 0.2 0.3 0.3 11,919 0.3 11,919 0.3 12,276 Athletics 1.2 1.5 1.5 1.5 93,582 1.5 96,234 1.5 100,038 Assistant Principal 0.7 0.5 0.5 0.5 53,435 0.5 53,435 0.5 55,015 Secretary 0.5 1.0 1.0 1.0 40,147 1.0 42,800 1.0 45,023 Extracurricular 0.3 0.3 0.3 0.3 26,718 0.3 26,717 0.3 27,508 Assistant Principal 0.3 0.3 0.3 0.3 26,718 0.3 26,717 0.3 27,508 District Technology 4.4 5.9 5.4 5.4 308,886 5.4 319,921 6.1 365,321 Computer Technician 3.5 5.0 4.5 4.5 229,000 4.5 241,000 5.3 283,038 District Administrator 0.7 0.7 0.7 0.7 64,655 0.7 63,690 0.7 66,595 Info Systems Specialist 0.2 0.2 0.2 0.2 15,231 0.2 15,231 0.2 15,688 Health Services The Health Services program budget funds the salaries and expenses for servicing the medical needs of the district's student population. Currently,each building has at least one full-time nurse. The Director of Nursing is housed at the high school and provides additional support to its larger student population. The Director receives clerical support from one of the central office Administrative Assistants who spends 25%of her time supporting Health Services. Ninety-four percent of the health services budget funds salaries. The Health Services program budget is projected to increase 8.3% in the FY'16 Superintendent's Recommended Budget. This increase is driven primarily by the step and COLA increases for nurses as well as additional competency stipends they have earned. In addition, a small portion of the increase funds higher pay rates for nurse substitutes. We increased the amount paid to substitute nurse in FY'15 from$75 per day to$125 per day. This was a necessary increase given market rates and the need to ensure that we are able to attract highly qualified nurse substitutes and maintain high fill rates. Instilling a joy of learning and inspiring the innovative leaders of tomorrow Page 106 Figure 91: Health Services Program Budget by Detail Actual Actual Actual Adopted Requested Expended Expended Expended Budget Budget % FY2012 FY2013 FY2014 FY2015 FY2016 Change Professional Salaries 472,572 488,090 500,275 534,514 582,478 9.0% Director 67,790 69,048 71,110 72,545 81,885 12.9% Nurse 404,782 419,042 429,165 461,969 500,593 8.4% Clerical Salaries 15,005 10,510 11,673 11,919 12,276 3.0% Secretary 15,005 10,510 11,673 11,919 12,276 3.0% Other Salaries 9,075 8,625 15,754 15,625 15,625 0.0% Substitutes 9,075 8,625 15,754 15,625 15,625 0.0% Contract Services 7,934 5,895 8,180 9,000 9,000 0.0% School Physician 7,859 5,895 8,000 8,000 8,000 0.0% Professional Development 75 - 180 1,000 1,000 0.0% Supplies&Materials 7,110 7,687 6,072 8,900 8,900 0.0% Medical 6,738 7,487 5,834 8,400 8,400 0.0% Office 373 199 238 500 500 0.0% Other Expenses 185 2,214 1,743 1,825 1,825 0.0% Equipment 95 2,031 1,731 1,525 1,525 0.0% Postage 90 183 11 300 300 0.0% Grand Total 511,881 523,020 543,697 581,783 630,104 8.3% The district contracts with a physician as required under MGL,c. 71,§53-55 who provides medical examinations to students as needed. We do not anticipate an increase to this contracted amount in FY'16. The increased funding for medical supplies will be used to support the safety-centered activities such as replacing expired items in each emergency medical bags and adding equipment, most notably audiology testing equipment, as needed. Athletics The Athletics program budgets funds the salaries and expenses necessary to operate the High School athletics program. The largest single line of the budget is for the salaries of the athletic coaches that comprise 46.9%of the athletics budget. The next largest expense is transportation,followed by athletic officials, and facility rental. The athletics budget is offset by user fee and gate receipt revenue that is used as a direct offset to coaches'salaries. The FY'16 Superintendent's Recommended Budget proposes an increase in the athletic user fees to offset the increased cost of living adjustments in coaching stipends. User fees have remained unchanged since 2010. We are recommending that Athletic User Fees increase to$250 per season(an increase of$35),with an increase in the family cap from $800 to $950 and an increase in the individual cap from $500 to$600. In addition the budget proposes increasing the revenue offset by$50,000. The revenue offset covers 95.2%of coaching salaries or 45.2%of the total athletics budget. As Figure 92 below shows,the Athletics Program budget is projected to decrease by 5.0% in the FY'16 Superintendent's Recommended Budget. This is a function of the increased offset mentioned above and a budget adjustment to the transportation line which appeared to be over funded. The rest of the budget remained level funded. The FY'16 budget amounts appear reasonable given the three year trend in spending. Instilling a joy of learning and inspiring the innovative leaders of tomorrow Page 107 Figure 92: Athletics Program Budget by Detail Actual Actual Actual Adopted Requested Expended Expended Expended Budget Budget % FY2012 FY2013 FY2014 FY2015 FY2016 Change Professional Salaries 85,160 49,500 52,350 53,435 55,015 3.0% Director 85,160 49,500 52,350 53,435 55,015 3.0% Clerical Salaries 17,060 31,266 38,163 40,147 45,023 12.1% Secretary 17,060 31,266 38,163 40,147 45,023 12.1% Other Salaries 95,099 61,670 45,235 53,747 21,651 -59.7% Coach 353,231 349,738 348,389 376,747 394,651 4.8% Event Detail 6,868 4,933 4,846 7,000 7,000 0.0% Revolving Fund Support (265,000) (293,000) (308,000) (330,000) (380,000) 15.2% Contract Services 206,114 238,395 231,828 260,680 262,027 0.5% Equipment Repair 1,015 13,139 12,706 15,000 15,000 0.0% Facility Rental 57,207 60,677 60,512 66,000 66,000 0.0% Field Maintenance 6,806 9,284 8,072 7,500 7,500 0.0% Game Staff 4,756 8,207 18,025 9,000 11,680 29.8% Officiating 55,343 65,748 54,263 66,200 68,186 3.0% Transportation 80,987 81,340 78,250 96,980 93,661 -3.4% Supplies&Materials 9,876 19,625 22,599 34,975 34,975 0.0% Field - 440 - 4,000 4,000 0.0% Office 509 2,910 1,471 3,260 3,260 0.0% Team 7,235 4,622 10,228 12,715 12,715 0.0% Trainer - 8,266 3,216 5,000 5,000 0.0% Uniforms 2,131 3,387 7,685 10,000 10,000 0.0% Other Expenses 18,724 26,889 26,563 42,420 42,420 0.0% Awards 2,679 2,251 2,888 3,000 3,000 0.0% Dues&Memberships 7,163 8,429 8,815 8,420 8,420 0.0% Entry Fees 3,405 3,293 3,589 3,550 3,550 0.0% Equipment 5,477 10,971 8,625 14,550 14,550 0.0% Professional Development - 95 845 3,000 3,000 0.0% Software Licensing&Support - 1,850 1,800 4,900 4,900 0.0% Travel - - - 5,000 5,000 0.0% Grand Total 432,033 427,345 416,737 485,404 461,110 -5.0% The coach salary line does include an assumed step and cost of living adjustment for staff. We have had a number coaching positions turnover with more veteran staff being placed by more junior staff placed at lower steps and therefore lower salaries than those they replaced. Event detail expense,which covers predominantly the cost of police detail at football, basketball,and/or hockey games as needed,fluctuates from year to year depending upon the number of home games. Next year,we have assumed the same number of home games. Equipment repair funding is used for refurbishment of equipment, most notably football jerseys, helmets, and pads. Field maintenance funds the labor to maintain the fields including striping as well as sweeping and cleaning of the turf fields. Game staff includes employees who monitor the gate,sell and collect tickets, and count and monitor game receipts. This figure fluctuates based on the number of home games;this number is expected to remain the same in FY'16. Finally, software expense includes the cost of the Family ID system being Instilling a joy of learning and inspiring the innovative leaders of tomorrow Page 108 used to manage all of the forms and miscellaneous paperwork required for athletics and extracurricular participation. Figure 93: Participation in High School Athletic Programs SCHOOL YEAR 2008-09 2009-10 2010-11 2011-12 2012-13 2013-14 BASEBALL 50 52 52 52 51 54 BASKETBALL(B) 31 39 48 43 40 47 BASKETBALL(G) 38 33 32 40 42 42 CHEERLEADING 42 35 42 30 22 26 CROSS COUNTRY(B) 50 37 44 41 46 38 CROSS COUNTRY(G) 20 20 21 20 23 31 FIELD HOCKEY 55 51 52 51 51 49 FOOTBALL 87 101 94 97 99 100 GOLF 12 15 12 15 16 19 GYMNASTICS 13 24 21 19 18 29 ICE HOCKEY(B) 47 53 54 58 51 51 ICE HOCKEY(G) 20 18 24 28 26 23 INDOORTRACK(B) 94 86 84 87 83 74 INDOOR TRACK(G) 79 87 89 57 70 51 LACROSSE(B) 85 81 76 73 62 66 LACROSSE(G) 55 59 72 81 86 77 OUTDOORTRACK(B) 88 74 69 86 93 108 OUTDOOR TRACK(G) 74 70 74 62 66 53 SOCCER(B) 60 58 64 65 61 69 SOCCER(G) 41 55 60 64 72 65 SOFTBALL 46 42 43 41 40 41 SWIMMING(B) 17 20 20 23 29 27 SWIMMING(G) 26 24 25 29 29 30 TENNIS(B) 19 12 21 17 17 20 TENNIS(G) 10 13 16 15 16 17 VOLLEYBALL 38 34 37 41 41 43 WRESTLING 46 45 52 47 43 34 TOTAL 1,243 1,238 1,298 1,282 1,293 1,284 Extracurricular Activities The extracurricular activities program budget funds the salaries, stipends, and a small portion of the expenses necessary to offer extracurricular activities at the high school and the two middle schools. These activities include the high school drama, band, and choral program;the middle school drama, band, and choral program;and the operations of the high school after school fitness center program. As with athletics,these programs are critical to the education of the whole child and provide opportunities for students to grow, learn,and excel in activities that generate enthusiasm and passion outside of the classroom. They also offer students the chance to develop confidence,character, relationships, and leadership abilities. Instilling a joy of learning and inspiring the innovative leaders of tomorrow Page 109 Figure 94: Extracurricular Activities Program Budget by Detail Actual Actual Actual Adopted Requested Expended Expended Expended Budget Budget % FY2012 FY2013 FY2014 FY2015 FY2016 Change Professional Salaries 38,361 26,578 33,436 31,845 24,377 -23.5% Coordinator 35,852 24,750 26,175 26,718 27,508 3.0% Stipends 27,509 32,328 48,761 47,127 48,869 3.7% Revolving Fund Support (25,000) (30,500) (41,500) (42,000) (52,000) 23.8% Contract Services 12,303 9,096 10,249 12,788 12,650 -1.1% Equipment Repair - 1,256 1,169 1,250 1,250 0.0% Professional Development 700 - 355 700 600 -14.3% Transportation 11,500 7,840 8,125 10,238 10,200 -0.4% Vehicle Rental 103 - 600 600 600 0.0% Supplies&Materials 564 3,070 387 1,000 800 -20.0% Performing Arts 564 3,070 387 1,000 800 -20.0% Other Expenses 3,075 6,774 8,873 10,600 10,550 -0.5% Dues&Memberships 870 685 845 650 650 0.0% Entry Fees 600 1,550 1,335 1,500 1,400 -6.7% Equipment - 3,729 3,943 6,000 6,000 0.0% Royalties 1,605 810 2,750 2,450 2,500 2.0% Grand Total 54,303 45,518 52,944 56,232 48,377 -14.0% Seventy-six percent of the extracurricular program budget funds salaries and stipends including 25%of the salary of the Assistant Principal for Athletics and Extracurricular Activities(representing the effort required to manage this department),as well as the stipends for the various program advisors and the wages for the fitness center monitors. This program budget is partially offset by user fee and ticket revenues. The FY'16 Superintendent's Recommended Budget proposes an increase in the extracurricular user fees to offset the increased cost of living adjustments in advisor stipends. User fees have remained unchanged since 2010. In addition the budget proposes increasing the revenue offset by $10,000.This revolving fund revenue offsets 51.8%of the program expenses,similar to the percentage of program expense offset by athletics revenue offsets. The proposed increase for Extra-curricular User Fees is to$125 for cast per show for drama (an increase of$50) and$75 for tech per show for drama (an increase of$25). We are not recommending an increase for band because their fee is currently$175. We are also recommending an increase in the family cap for drama to$550(from$450) and an individual cap increase to$350 (from $250). The Extracurricular Activities Program budget is projected to decrease 14.0% in the FY'16 Superintendent's Recommended Budget which represents a$7,855 decrease.This increase is due primarily to increase in revolving fund support which increased by$10,000 of 23.8%over FY'15. Nearly all non-athletic differentials increased significantly in FY'14 due to a restructuring of the non-athletic differential salary schedule which was negotiated mid-contract(as stipulated in the collective bargaining agreement)and went into effect this year. All other increases/decreases,which may be large in percentage terms, are less than $500 and are used to support the goals and initiatives of the extracurricular programs. Instilling a joy of learning and inspiring the innovative leaders of tomorrow Page 110 Districtwide Networking and Technology Maintenance The districtwide networking and technology maintenance budget funds the salaries and expenses required to operate and maintain our technology infrastructure including our wide area network, wireless networks,servers,computer hardware and peripheral devices,and telecommunications equipment. The majority of this budget funds the salaries of the network administrator(34%of this salary is charged to district administration), 5.5 FTE computer technicians,and 0.2 FTE information systems specialist. The FY'16 Superintendent's Recommended Budget includes an additional 1.0 FTE computer technician so support our technology needs at the elementary level. Figure 95: Districtwide Networking and Technology Maintenance Budget by Detail Actual Actual Actual Adopted Requested Expended Expended Expended Budget Budget % FY2012 FY2013 FY2014 FY2015. FY2016 Change Professional Salaries 79,936 90,756 96,606 79,886 82,283 -17.3% Manager 60,224 61,521 70,577 64,655 66,595 -8.4% Technology Integration 19,712 29,235 26,030 15,231 15,688 -41.5% Other Salaries 120,858 157,831 194,375 229,000 283,038 17.8% Technician 120,858 157,831 194,375 229,000 283,038 17.8% Contract Services 17,877 12,993 30,941 24,112 24,112 -22.1% Consulting Services - - 18,000 1,980 1,980 -89.0% Internet Services 1,620 1,743 1,861 2,112 2,112 13.5% Software Licensing&Support 16,257 11,250 11,080 20,020 20,020 80.7% Supplies&Materials 633 211 313 1,000 1,000 219.9% Supplies 633 211 313 1,000 1,000 219.9% Other Expenses 30,203 53,280 38,579 52,231 52,231 35.4% Telecommunications 17,665 20,830 22,227 22,323 22,323 0.4% Equipment 4,860 6,060 1,411 20,000 20,000 1317.9% Professional Development - 7,666 6,541 5,000 5,000 -23.6% Software 7,560 18,249 8,306 4,408 4,408 -46.9% Postage 119 475 96 500 500 423.1% Grand Total 249,507 315,071 360,814 386,229 442,663 7.0% The districtwide networking and technology maintenance budget is projected to increase 7.0% in the FY'16 Superintendent's Recommended Budget. The primary driver of this increase is the increase in salary proposed for our computer technician staff and the addition of a 1.0 FTE computer technician. In FY'15 the district was awarded a$1.5M School Transformation Grant to support our efforts on our student's behavior health. The grant funds a .25 data analyst. A revenue offset of$15,000 was taken to reflect the use of one of the staff to support the grant This budget funds the districts purchases of technology infrastructure equipment. The district has made a significant investment in technology infrastructure over the past several years and much of this equipment is no longer covered by warranties. Therefore, it is necessary to budget a sufficient amount ($20,000)to cover the cost to repair or replace any equipment that fails. This could include servers, wireless arrays, routers, hubs, or switches. Figure 96 below shows the inventory of technology devices currently deployed throughout the district. Instilling a joy of learning and inspiring the innovative leaders of tomorrow Page 111 Figure 96: SY'2014-15 Technology Inventory By User Group By Device Type Location Teachers Students Admin Total Laptops Desktops Tablets Total Barrows 48 138 7 193 49 48 96 193 Birch Meadow 46 119 5 170 97 19 54 170 Eaton 42 158 6 206 100 18 88 206 K i l l a m 40 137 6 183 122 16 45 183 Wood End 40 155 6 201 99 57 45 201 Coolidge 71 334 10 415 194 155 66 415 Parker 73 336 12 421 231 125 65 421 RMHS 137 521 30 688 252 336 100 688 Central Office - - 24 24 9 4 11 24 Total 497 1,898 106 2,501 1,153 778 570 2,501 School Building Maintenance The School Building Maintenance budget funds the salaries and expenses necessary to operate and maintain our eight school buildings. This includes the salaries of the Director of Facilities,the Custodial & Maintenance Supervisor,a full-time department secretary,a .4 facilities rental coordinator and all custodial and maintenance staff. Salaries account for the largest share of the School Building Maintenance budget at 35.4%of the total (net of offsets). Revenue from fees collected by organizations renting our school buildings is used to support the School Building Maintenance budget. This revenue offset represents 7.9%of the total budget. The FY'15 budgeted revenue offset equated to 5.9%of the total budget. An additional$50,000 offset from the Extended Day Program was budgeted for in FY'16 to support the school building maintenance budget as enrollment in this before and after school program has grown to include over four hundred students across our five elementary schools. Figure 97: School Building Maintenance Budget by Object Actual Actual Actual Adopted Requested Expended Expended Expended Budget Budget % FY2012 FY2013 FY2014 FY2015 FY2016 Change Professional Salaries 179,547 160,974 173,638 181,305 164,800 -9.1% Clerical Salaries 37,571 37,168 39,087 41,074 55,204 34.4% Other Salaries 777,338 810,276 913,013 918,275 902,199 -1.8% Contract Services 312,690 320,728 340,174 355,026 377,064 6.2% Supplies&Materials 110,532 110,673 84,098 105,249 105,601 0.3% Other Expenses 1,361,091 1,400,054 1,395,364 1,568,389 1,561,984 -0.4% Grand Total 2,778,769 2,839,872 2,945,373 3,169,319 3,166,852 -0.1% The School Building Maintenance budget is projected to decrease 0.1%in the FY'16 Superintendent's Recommended Budget. This is due in large part to departmental turnover and salary reductions as well as smaller decreases in maintenance services and energy consumption. The decrease in maintenance services is due to continued use of internal maintenance trade staff for routine maintenance in addition to the efficient utilization of previously negotiated tradesperson contracts for routine and non-routine maintenance. The decrease in energy is due to lower water&sewer rates and a budget correction from Instilling a joy of learning and inspiring the innovative leaders of tomorrow Page 112 FY 14 to FY15.Additionally a highly competitive natural gas contract has kept our supply prices much lower than current market rates in FY15 at$7.3 per dekatherm. This contract expires in June of 2015. We are expecting to sign a new utility contract in March of 2015. For FY'16,we expect a significant increase if current market conditions persist. Based on projections by our contract vendor,we are expecting to see rates estimated to be$10.0 per dekatherm;a 37%increase in cost per dekatherm. Figure 98: School Building Maintenance Budget by Function Actual Actual Actual Adopted Requested Expended Expended Expended Budget Budget % FY2012 FY2013 FY2014 FY2015 FY2016 Change 360 School Security 955 6,541 6,224 2,385 5,455 128.7% 411 Custodial Services 1,075,254 1,110,045 1,178,924 1,207,170 1,182,260 -2.1% 412 Heating of Buildings 314,901 372,958 405,753 396,928 440,981 11.1% 413 Utility Services 594,712 606,299 630,569 738,922 676,907 -8.4% 422 Maintenance of Buildings 658,916 669,735 668,190 723,665 760,500 5.1% 430 Extraordinary Maintenance 134,031 74,294 55,714 100,249 100,748 0.5% 2,778,769 2,839,872 2,945,373 3,169,319 3,166,852 -0.1% Figure 98 shows the breakdown of the School Building Maintenance Budget by Function. The largest share of this budget is for custodial services (37%)which include custodial salaries,contract cleaning services at the high school&Coolidge Middle School,and custodial supplies and equipment. Utility services,comprising 21%of the budget, includes electricity, as well as water and sewer. This line is projected to decrease from FY'15 levels as the FY'15 budget appears to be overstated based on the prior three years of history. Electricity rates are projected to increase by 5%,this combined with moderate consumption and the overstatement of the FY'15 budget allows funding in this line to be reduced slightly from FY'15 levels. Water and sewer is supplied by the town through the Massachusetts Water Resources Authority and we have assumed a 5% increase in water and sewer rates. Maintenance of buildings is the next largest portion of the budget at 24%. This function includes testing and inspections, preventative maintenance, and normal building repair and maintenance activities. This line is expected to increase slightly due primarily continued aging buildings,facilities and systems that require additional funding to maintain. Heating of buildings accounts for 14%of the budget and represents the expense to heat all of our school buildings. All of our buildings are heated with natural gas and many of our heating systems are either relatively new or have been recently replaced or upgraded. Buildings that have not had any significant investment in heating system upgrades in the past ten years include Coolidge Middle School. As was the case with electricity, prior three years of actual history under performance contracting indicates that FY'15 may be slightly understated. Of course, heating expense is susceptible to wide variation given its weather dependency. However,we feel comfortable with the modest increase for FY'16 to allocate for projected usage and increasing utility costs. Extraordinary maintenance refers to expenditures for unanticipated or emergency repairs that are not part of our normal or routine maintenance and repair schedule. In addition,for historical reporting purposes, any projects funded through the capital plan are also recorded as an extraordinary repair. It is for this reason that there is significant variation from year to year. The budgeted amount for FY'16 does not include any capital project funds as those projects are selected as part of the larger town capital Instilling a joy of learning and inspiring the innovative leaders of tomorrow Page 113 planning process and appropriations are not determined until Annual Town Meeting. The funding that is shown for FY'16 is essentially a contingency for unanticipated or emergency repairs and this amount is typically set at between 10-15%of repair and maintenance funding levels. The budget for School Facilities is offset by an increase of$50,000 from our Extended Day program. This increase is a result of an increase of space and utilities for our tuition-based before and after school programs. Figure 99: FY16 School Building Maintenance Expense Budget per Square Foot Comparison Alice M. Birch Joshua J.W. Wood A.W. W.S. Total/ Barrows Meadow Eaton Killam End Coolidge Parker RMHS Average Building Square Footage 53,750 58,500 56,000 57,000 52,000 96,000 97,800 300,000 771,050 0&M Cost Per Square Foot Maintenance of Buildings 0.70 0.71 0.86 0.74 0.66 0.72 0.60 1.16 0.88 Extraordinary Maintenance 0.07 0.16 0.17 0.17 0.09 0.09 0.11 0.15 0.13 Heating of Buildings 0.65 0.65 0.85 0.72 0.57 0.98 0.09 0.49 0.57 Utility Services 0.73 0.52 0.61 0.85 1.00 0.80 0.84 1.00 0.86 Total Cost Per Square Foot 2.16 2.04 2.49 2.47 2.32 2.60 1.65 2.80 2.45 Rank(Highest to Lowest) 6 7 3 4 5 2 8 1 Figure 100: School Building Maintenance Staffing Budget Budgeted Actual Actual Budgeted FY12 FY13 FY14 FY15 FY15 FY15 FY15, Budgete FY16 FTE FTE ' FTE FTE Salary FTE Salary FTE Salary Facilities 25.0 24.5 24.6 24.6 1,178,178 25.0 1,159,875 25.0 1,206,630 Custodian 19.0 18.5 18.6 18.6 778,698 18.6 771,468 18.6 802,469 District Administrator 2.0 2.0 2.0 2.0 181,305 2.0 160,000 2.0 164,800 Maintenance Staff 3.0 3.0 3.0 3.0 177,751 3.0 176,384 3.0 184,806 Secretary 1.0 1.0 1.0 1.0 40,424 1.4 52,024 1.4 54,554 Instilling a joy of learning and inspiring the innovative leaders of tomorrow Page 114 Figure 101: School Building Maintenance Budget by Detail Actual Actual Actual Adopted Requested • Expended Expended Expended, Budget Budget . % FY2012 FY2013 FY2014 FY2015 FY2016 Change Professional Salaries 179,547 160,974 173,638 181,305 164,800 -9.1% Director 116,400 100,000 108,816 104,430 97,850 -6.3% Manager 63,148 60,974 63,654 76,875 66,950 -12.9% Employee Benefits - - 1,168 - - 0.0% Clerical Salaries 37,571 37,168 39,087 41,074 55,204 34.4% Secretary 36,921 36,518 38,437 40,424 54,554 35.0% Employee Benefits 650 650 650 650 650 0.0% Other Salaries 777,338 810,276 913,013 918,275 902,199 -1.8% Custodian 611,220 570,205 740,134 778,698 802,473 3.1% General Maintenance 89,611 78,981 78,983 49,123 53,600 9.1% Licensed Maintenance 50,804 64,276 77,416 128,628 131,206 2.0% Overtime 66,544 77,697 76,123 77,883 80,000 2.7% Revolving Fund Support (120,000) (70,000) (125,000) (200,000) (250,000) 25.0% Substitutes 72,547 82,556 54,467 79,328 80,000 0.8% Employee Benefits 6,611 6,560 10,888 4,615 4,920 6.6% Contract Services 312,690 320,728 340,174 355,026 377,064 6.2% Alarm 4,884 21,379 3,991 5,006 5,006 0.0% Architectural Services 1,000 5,793 13,365 8,000 8,000 0.0% Cleaning Services 217,159 231,540 231,222 235,840 235,840 0.0% Elevator 15,333 3,878 14,483 18,522 18,522 0.0% Fire Suppression 12,263 2,229 10,610 17,183 17,183 0.0% General Maintenance 1,268 2,138 1,846 8,494 8,494 0.0% HVAC 35,012 31,187 30,888 28,812 49,850 73.0% Other 21,537 18,352 28,425 28,131 28,131 0.0% Software Licensing&Support 4,234 4,234 4,234 4,238 5,238 23.6% Telecommunications - - 1,109 800 800 0.0% Supplies&Materials 110,532 110,673 84,098 105,249 105,601 0.3% Supplies 110,532 110,673 84,098 105,249 105,601 0.3% Other Expenses 1,361,091 1,400,054 1,395,364 1,568,389 1,561,984 -0.4% Alarm 24,414 19,501 19,513 16,403 16,810 2.5% Electrical 53,938 59,577 20,017 31,248 31,249 0.0% Electricity 498,870 494,302 515,351 590,508 552,831 -6.4% Elevator 13,107 13,968 7,600 14,030 14,897 6.2% Energy Management - 11,221 6,218 - - 0.0% Equipment 8,297 8,427 12,878 11,877 13,876 16.8% Extraordinary Repair 134,031 74,294 55,714 100,249 100,748 0.5% Gasoline 8,858 9,955 10,430 11,624 11,623 0.0% General Repairs 147,136 163,059 156,332 175,715 182,148 3.7% HVAC 45,699 63,190 51,918 54,361 55,719 2.5% Natural Gas 314,901 367,348 402,644 396,928 440,981 11.1% Plumbing 14,926 5,320 20,230 16,201 16,194 0.0% Professional Development - 1,394 1,970 1,500 1,500 0.0% Software Licensing&Support 955 955 955 955 955 0.0% Uniforms 8,975 11,112 13,024 10,800 10,800 0.0% Water&Sewer 86,984 96,432 100,569 135,991 111,653 -17.9% Grand Total 2,778,769 2,839,872 2,945,373 3,169,319 3,166,852 -0.1% Instilling a joy of learning and inspiring the innovative leaders of tomorrow Page 115 Town of Reading f 4 Meeting Minutes ems ,; re// 39'INCosto--, Board - Committee - Commission - Council: School Committee Date: 2015-01-08 Time: 7:00 PM Building: School - Memorial High Location: Superintendent Conference Room Address: 82 Oakland Road Purpose: Open Session Session: General Session Attendees: Members - Present: Linda Snow Dockser John Doherty, Superintendent Jeanne Borawski Martha Sybert, Director of Finance Chuck Robinson Carolyn Wilson, Director of Student Services Gary Nihan Craig Martin, Assistant Superintendent Chris Caruso Elaine Webb, arrived at 5:35 p.m. Members - Not Present: Others Present: Adam Bakr, RMHS principal Doug Lyons, Parker principal Sara Burd, District Administrator of Support Services Andrea Nastri, Student Representative Chris Copeland, RTA President Mark Dockser, Fincom Reading Public Schools Budget Parents Minutes Respectfully Submitted By: John F. Doherty, Ed.D. Superintendent Topics of Discussion: I. Call to Order Chair Caruso called the School Committee to order at 5:31 p.m. Mr.Robinson moved,seconded by Mrs. Borawski,to enter into Executive Session to discuss the discipline or dismissal of,or complaints or charges brought against, a public officer, employee, staff member or individual and to return to open session at approximately 7:00 p.m. The roll call vote carried 5-0. Mr. Robinson,Mrs.Borawski,Mr.Nihan, Mr. Caruso and Dr. Snow Dockser. The meeting adjourned at 5:32 p.m. The open session meeting was called to order at 7:06 p.m. Chair Caruso welcomed guests and reviewed the agenda. II. Recommended Procedure Page I 1 A. Public Input(I) Chair Caruso called for public input. There was no public input. B. Reports Students Student Representative Nastri reported that the Wrestling Team had an impressive win and the planning for Mr. RMHS has begun. The event will be held in March. Sub-Committee Dr. Snow Dockser attended the recent T.R.R.F.C.C. assembly at Killam and presented information on the upcoming Martin Luther King celebration that will be held on January 19tn C. Continued Business Continued Discussion on Elementary Space Solutions Dr. Doherty updated the School Committee on the kindergarten and space needs for the 2015-16 school year. He reviewed the proposed timeline which will hopefully end in a Special Town Meeting on February 23`d Ms.Nastri left the meeting at 7:10 p.m. Superintendent Doherty continued by saying that the School Committee will be presenting the details of the modular classroom option to the Finance Committee on January 14th and again at the Financial Forum on January 21St. The Board of Selectmen will vote to authorize a Special Town Meeting at that time. The Superintendent also said he was putting together the lottery guidelines in the event that the funding is not approved. The tentative date for the lottery will be on February 24th. Mrs. Borawski asked if all buildings will need to have a lottery. Dr. Doherty said at this time Killam, Eaton and Barrows are the three buildings with high enrollment numbers. The Superintendent reviewed the current registration numbers and cautioned the Committee that these numbers will increase between now and the beginning of the school year: He went on to review the classroom needs for the next five years based on current enrollment numbers and historical trends. He reviewed the solution to the space issues if 4, 5 or 6 modular classrooms were used. Six classrooms would provide adequate space for all kindergarten programs,the Grade 1 classes at Joshua Eaton, and move music classes at Joshua Eaton and Killam from the stage to a classroom. If the modular classrooms are not approved and we have to hold a lottery, approximately 80 families will not have access to full day kindergarten. These Page 12 families may opt to attend private kindergarten and return to us as first graders. This will also impact the FY16 budget decreasing the full day kindergarten and extended day offsets. Ms. Sybert presented information on the modular classroom cost, site options and site preparation. She reviewed the possible locations for the modular classrooms at Barrows, Joshua Eaton and Killam, sharing that this information is preliminary. Mrs. Colon,Director of Facilities,met with George Zambouras and Glen Redmond to review these options and due to code changes the locations at the schools may be tricky. Ms. Sybert and Mrs. Colon have reached out to Scott Dunlap,Ai-3,to discuss the possible classroom locations at the three buildings. The School Committee members asked clarifying questions regarding the lifespan, cost, and safety procedures for the modular classrooms. Mr. Robinson asked about the status of the modulars that the Sutton Public Schools may have available. Dr.Doherty said they would be auctioning them and has not heard when that auction would be held. Mr. Caruso pointed out that this is a five+year solution and it will allow the time that the Space Needs Working Group will need to develop a long term solution. Mr.Robinson moved,seconded by Mrs. Borawski,to direct the Superintendent to pursue a short term solution that will requires the purchase or lease of 6 modular classrooms at an approximate cost of$966,000. The motion carried 6-0. Chair Caruso called a brief recess at 8:12 p.m. • The meeting was called back to order at 8:19 p.m. D. New Business FY16 Budget Presentation Dr.Doherty thanked the administrative team and Ms. Sybert for their hard work during the budget development process. He went on to present an overview of the FY16 budget development process and calendar. The Superintendent set the context in the development of this budget. He reviewed the district vision which is a model of educational excellence in preparing students for an ever-changing complex society. He next reviewed the strategic objectives and district goals; all of which were a guide to the development of this budget. He reviewed district enrollment trends which show that our enrollment is increasing. He also reviewed the Special Education enrollment and other high needs subgroups enrollments. He described two scenarios: 2.5%base budget vs. 4.7%level funded budget. The budget being presented is a 2.5%base budget as directed by the Finance Committee. Page 13 Superintendent Doherty then provided a financial overview including discussion on revenues, accommodated costs and per pupil spending information. Dr. Doherty briefly reviewed Special Education spending and comparisons to comparable communities. Our Special Education spending is lower than several surrounding communities because we are investing in in-district programs when possible rather than outplacing students. In many cases these programs are in the best interest of the child and have been very successful. The FY2016 budget drivers include increases in salaries, special education tuition increases and anticipated increases in natural gas costs when our contract concludes in June 2015. This budget does not account for any unanticipated special education placements, additional paraeducators or special education teachers. Dr. Doherty went on to outline the increases and decreases represented in the FY16 Superintendent's Recommended Budget. Salaries represent the largest increase. Within this category there are 6.0 FTE restructured positions that will require no additional funds and includes reduction in substitutes and regular education paraeducator hours. Looking at Contract Services there will be a reduction in Special Education Legal and Consultation Services, non-mandatory bussing and grant writing services. One of the restructured positions will be for a Board Certified Behavior Analyst which will allow for the reduction in the consultation services. Reductions in the Materials, Supplies and Equipment areas will result in a decrease in the building per pupil budgets. These funds will be used for technology replacement. Reductions in district professional development will allow funding for the K-8 Literacy and Math coaches and replacement of technology hardware. This budget accounts for increases in special education tuition and transportation due to increases in out of district placement costs, a reduction in circuit breaker and special education transportation costs. Grant and revenue offsets will be used to supplement energy and utility costs. Increases in special education and RISE tuitions will be used to accommodate the decrease in circuit breaker and the reduction in regular education paraeducator hours. FTEs at the elementary level will allow for the addition of a Grade 1 teacher to accommodate the large kindergarten class at Joshua Eaton. Dr. Doherty reviewed the budget by cost center and category. He also reviewed a list of unfunded budget requests and other items the budget is not able to address. He pointed out that there are no staffing cuts in this budget but cautioned the School Committee that if the FY17 budget has the same limitations, the district will face staffing reductions. Mrs. Webb asked about the increase in the number of students eligible for free and reduced lunch. Ms. Sybert indicated that the state's data collection method is better now and our numbers may have been that high but families were not familiar with the process. Page 14 Mr.Nihan asked about the cut in substitute teacher funding after increasing the substitute rate in the current budget. Dr.Doherty indicated that this reduction will not affect the need for substitutes due to illness. Mrs.Borawski asked what percentage the circuit breaker funding covered for the out of district placements. Dr. Doherty said approximately 70—75%and it had been lower in previous years. Dr. Snow Dockser is concerned in the proposed increase in athletic and extra- curricular fees and has asked that participation rates be monitored. Mr. Robinson added that the parents already contribute a lot financially supporting athletics and activities. Dr.Doherty said it was the goal of the administration to avoid major personnel cuts in this budget. FY16 Administration Cost Center Ms. Sybert presented the Administration Cost Center. She outlined the major administration initiatives for this budget which include the leadership for implementation of the Common Core Curriculum,Educator Evaluation, technology initiatives, common assessments, the development and implementation of a long range plan to transition to full day kindergarten and expanding the preschool program, address building issues at the Killam School, develop a system to evaluate resource allocation and to re-allocate resources based on student need, develop a system to measure performance and connect expenditures to performance measures,review and revise personnel procedures and policies and to strengthen the human resource systems to better support staff. Ms. Sybert went on to review the staffing, cost center by function and object. Budget drivers for this cost center include salaries, an increase in legal services needed for ongoing personnel issues, a decrease in grant writing services, decreases in supplies and materials due to a transition to a paperless environment, reductions in dues and memberships,an increase in employee recruiting expenses and an increase in employee benefits due to an increase in the number of employees eligible for 403 (b) contributions and an increase in the match to $175. III. Routine Matters a. Bills and Payroll (A) The following warrants were circulated and signed. Warrant P1514 1.2.15 $1,448,587.91 Warrant S1527 12.24.14 $264,777.85 Warrant S1528 12.31.14 $195,550.54 Warrant S1529 1.8.15 $28,904.06 b. Minutes (A) c. Bids and Donations (A) Donations Page 15 CMS Science Olympiad Support Group Mr. Robinson moved,seconded by Mrs. Borawski,to accept the donation in the amount of$1,000 from the Coolidge Science Olympiad Support Group to be used to support the Science Team coach's stipend. The motion carried 6- 0. MLK Celebration Mr. Robinson moved,seconded by Mr. Nihan, to accept the donation in the amount of$2,500 from the Eastern Bank Charitable Foundation to be used to support the MLK Day celebration activities. The motion carried 6-0. d. Calendar IV.Information V. Future Business VI.Adjournment Mr. Robinson moved, seconded by Mrs. Borawski, to adjourn. The motion carried 6-0. The meeting adjourned at 9:40 p.m. NOTE: The minutes reflect the order as stated in the posted meeting agenda not the order they occurred during the meeting. Page 6 2014-2015 School Committee Meeting Date School Presenting @ mtg. Jan.l5th School Committee FY2016 Budget Jan.21st FinForum 7:30 p.m. Sr.Center Jan. 22nd School Committee FY2016 Budget-Public Hearing Jan. 26th School Committee FY2016 Budget-Vote Feb.2nd School Committee Feb.9th School Committee Office Hours Caruso&Robinson Feb.23rd Special Town Meeting Feb. 23rd School Committee RMHS March 9th School Committee Parker Office Hours March 18th FY16 Budget Presentation Finance Committee March 23rd School Committee Birch Meadow April 6th School Committee Office Hours Webb&Snow Dockser April 7th Local Election April 27th Town Meeting April 28th School Committee Killam April 30th Town Meeting May 4th Town Meeting May 7th Town Meeting May 11th School Committee RISE Office Hours School Choice/Borawski& Nihan May 18th School Committee June 1st School Committee Office Hours June 15th School Committee 1.15.15 All meetings are in the Superintendent's Conference Room at 7:00 p.m. unless otherwise noted. Dates and locations subject to change. (Bold indicates new or changed date or location.