HomeMy WebLinkAbout2018-01-08 School Committee MinutesOFF?
Town of Reading
Meeting Minutes
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Board - Committee - Commission - Council:
School Committee
Date: 2018-01-08
Building: School - Memorial High
Address: 82 Oakland Road
Purpose: Open Session
Attendees: Members - Present:
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1018 JAN 25 PQ.- 161
Time: 7:00 PM
Location: Superintendent Conference Room
Session: Open Session
Version: Final
Chuck Robinson, Sherri Vanden Akker, Nick Boivin, Linda Snow Dockser,
Jeanne Borawski, and Elaine Webb
Members - Not Present:
Student Representative
Others Present:
Superintendent John Doherty, Director of Finance Gail Dowd, Assistant
Superintendent Craig Martin, Director of Student Services Carolyn Wilson,
RPS Administrators Sarah Leveque, Tom Zaya, Ricki Shankland, Brienne
Karow, LisaMarie Ippolito, Director of Nursing Lynn Dunn, Network
Administrator Julian Carr, RPS Budget Liaisons, Selectmen Barry Berman,
John Arena & Andy Friedmann, Members of Fincom, Al Sylvia - Reading
Chronicle, Bob Holmes - Patch, Student Representative Catie Coumoundarus
Minutes Respectfully Submitted By: Linda Engelson on behalf of the Chair
Topics of Discussion:
1. Call to Order
Chair Robinson called the School Committee to order at 7:05 p.m. and reviewed the
agenda.
Chair Robinson asked the public to attend meetings or office hours or contact school
committee members with any questions they may have and pointed out that the
School Committee is scheduled to vote on the budget on January 22°d
Mr. Arena called the Board of Selectmen to order at 7:06 p.m.
I1. Recommended Procedure
A. Public Comment
There was none.
B. Consent A eg nda
Page 1 1
Mrs. Webb asked that the minutes dated December 1 I & 18, 2017 be removed
from the consent agenda.
Consent Agenda
- Accept a Donation from the Friends of Reading Football
- Accept a Donation from Lueders Environmental
Mrs. Webb moved, seconded by Mrs. Borawski, to approve the consent
agenda. The motion carried 6-0.
C. New Business
FYI 9 Budget Overview
Dr. Doherty began the presentation by thanking the administrative team for their
hard work on the budget development. He went on to thank Director of Finance
Gail Dowd for her herculean efforts in pulling this comprehensive document
together.
Mr. Dockser called the Finance Committee to order at 7:10 p.m.
Dr. Doherty continued stating that he feels that this budget is not in the best
interest to students. He next highlighted what has been happening in our district
in the areas of writing at the elementary level, science curriculum implementation,
mathematics training and instruction, the implementation of Advisory at the
middle school level, level consolidation and the review of Special Education
Language Based Programs & Literacy. The Superintendent reviewed the district
priorities and how they connect with the FY2019 budget. The priorities include
the four focus areas of the District Improvement Plan (Closing the Achievement
Gap, Literacy, Mathematics Instruction and Social Emotional Learning), K-2
class size, maintaining the middle school interdisciplinary model, ensuring that
RMHS juniors and seniors have access to coursework for graduation and the
Joshua Eaton School Improvement Plan Process.
Closing the Achievement Gap: This will be addressed by restructuring of the Data
Coach position (no additional funds), intervention blocks in the restructured
middle school schedule, RMHS teacher training through Engaging Schools
(professional development), the restoration of technology replenishment and
building funds to the 2017 levels and restoring the School Business Assistant
position.
Literacy: This will be addressed by continuing Grade K-5 Writer's Workshop
training (regular day Professional Development) and review of the reading
instruction at Parker (Special Education Professional Development).
Mathematics Instruction: This will be addressed by K-2 Mathematics Instruction
Training (Regular Day Professional development).
Social Emotional Learning: This will be addressed using the School
Transformation Grant to continue Facing History training and restructuring the .5
FTE BCBA position to 1.0 FTE (no additional funds).
Page 1 2
K-2 Class Size (18 — 22): This will be addressed by adding a 1.0 FTE
kindergarten teacher and 2.0 kindergarten paraeducators to address increased
elementary enrollment.
Middle School Interdisciplinary Model: The proposed reduction of 7.0 FTE
middle school teachers will impact the current model which will result in the
restructuring of the model to allow some aspects of the current model.
Ensuring that RMHS juniors and seniors have access to coursework for
graduation: There will be no teacher cuts at the high school level.
Joshua Eaton School Improvement Plan Process: This will be addressed by
providing professional development funds and curriculum materials for literacy
and mathematics, continue to provide on-line training through Landmark School
for 6 staff members and providing consultation from Landmark to Bridge
program teachers and general education staff.
Mrs. Dowd reviewed the financial picture reviewing budget projections, general
fund expenditures by cost center and the budget drivers. Financial drivers include
all salary and benefit obligations. Ms. Dowd reminded the community that all
five bargaining unit agreements expire this year and we will be negotiating new
collective bargaining agreements with each unit. Other drivers include increases
in regular day mandatory transportation and special education out of district
tuition and transportation, addressing the $450,000 in one-time expense
reductions and additional free cash allotment in FYI to maintain the 7.0 FTE
middle school teachers by restoring $100,000 in building based funds, $50,000 in
districtwide technology replacement and $98,000 in the substitute teacher line,
increases in athletic expenses, increases in the third year of the contractual
cleaning services at RMHS and the renewal of our anti-virus protection and other
technology services. Other drivers include a decrease of $200,000 in the circuit
breaker reimbursement and reductions in revolving account offsets. Additional
positions are required due to special education requirements as well.
Funds for the third -year implementation of the science curriculum and full
funding of special education out of district tuition and transportation are not
included in this budget.
She reviewed the changes in the cost center budgets and general fund expenses by
cost center.
Dr. Doherty reviewed the proposed personnel reductions which include 13.0 FTE
teaching positions which include 4.0 FTE elementary classroom teachers, 2.0 FTE
regular education tutors and 7.0 FTE middle school teachers. The reduction of
elementary teachers will result in higher class sizes in grades 3 — 5. At the middle
school level cuts are being made in core subject areas of all grades. The non -
personnel reductions include a reduction in the cleaning services contract, reduced
athletic/extracurricular/club stipends and the elimination of virtual high school.
Restructured positions, which will require no additional funds, include the data
coach, the restoration of the School Business Assistantand increasing the open
BCBA position to full time. He next reviewed the budget reductions from FYI
Page 1 3
-19 pointing out that every attempt was made to avoid personnel cuts which are
now unavoidable.
Administration Cost Center
Ms. Dowd presented the Administration Cost Center outlining the components.
As with all cost centers salaries comprise a major portion of this cost center.
Other changes include the restoration of the School Business Assistant position,
which requires no additional funding due to the restructuring of certain expenses
within the cost center, there is an increase in employer contribution for Tax
Sheltered Annuity contributions which is a collective bargaining benefit and there
has been an increase in mandated new employee physicals. She went onto review
the budget by detail and outlined the functions of each major component.
Districtwide Programs
Dr. Doherty reviewed the Districtwide Programs Cost Center outlining the
components. This cost center includes athletics, extracurricular, health services
and networking & technology infrastructure/maintenance. Major changes in this
cost center include contractual salary increases, contractual increased in athletic
expenses, a decrease of $50,000 in the athletic revolving account due to an
anticipated decrease in user fee revenue, an increase for the renewal of anti-virus
protection and other technology software services and proposing a reduction in
the number of non-league games played per level per sport. He reviewed each
program budget by object and staffing. Athletic participation is up from last year
compared to last year at this time. Although participation is up, revenues are
affected by the number of students receiving free and reduced lunch benefits. He
reviewed the health services, athletics, extracurricular and districtwide technology
budgets by detail.
School Building Facilities
Director of Facilities provided an overview of the school facilities department.
He reviewed the department mission, the organizational chart, and a summary of
the buildings under his department. He reviewed the utility costs and described
the facilities work order system.
Ms. Dowd reviewed the School Facility Cost Center. Major changes in this cost
center include an increase in contract services reflecting an increase in the third
year of the high school cleaning contract, the decision not to have the two
vacation cleanings done and employee salaries.
Mr. Huggins provided an overview of the Town Core Facility budget and the
school costs by building. Ms. Dowd reviewed the FY19 capital projects.
Killam Review
Dr. Doherty provided more information on the needs at the Killam School and
reviewed the MBSA Statement of Interest process. He assured the public that
Killam is structurally sound but is in need of updates and repairs.
D. Reports
Page 14
Student Representative
There were no student reports.
Liaison's Report
Dr. Snow Dockser reminded everyone of the upcoming Martin Luther King
Celebration which will be held on January 15th at RMHS. The Reading Embraces
Diversity (RED) group is meeting on January 18th.
Mrs. Webb reported that Saturday is a day of community service.
E. Old Business
III. Routine Matters
a. Bills and Payroll (A)
b. Calendar
IV. Information/Correspondence
V. Future Business
VI. Adjournment
Adjourn
Mrs. Webb moved, seconded by Mr. Boivin, to adiourn. The motion carried
6-0.
Mr. Arena moved, seconded by Mr. Berman, to adiourn. The motion carried
3-0.
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.
X"
J F. Doherty, Vd.D.
Page 1 5
'1.9 School Department Budget Process
FYs9 School Committee Budget Presentations
Over the next few days we will communicate
a story about our schools
• Good news as to what is happening in this district
• Stories to help the community understand
• Challenges of our tight resources and what that means
• Monday, January 8th
• Overview of FYi9 Budget, Administration, Districtwide Services, School Facilities, Capital
• Wednesday, January loth
• Regular Day, Special Education
• Thursday, January lith
• Public Hearing, Presentation of Restructured Budget
Thursday, January 18th
School Committee Discussion
• Monday, January 22nd
• School Committee Vote
1/8/2018
1
1/8/2018
Preparing Two Budgets
y 81h and 101h Superintendent's Balanced Budget
y 11th Restore, Restructure, Reconstruction Budget
What has been happening in our district?
Writing at the Elementary Level (Literacy) - In Grades K-5, we are providing
training and support materials in the area of Writer's Workshop. This model is an
interdisciplinary writing technique which can build students' fluency in writing
through continuous, repeated exposure to the process of writing.
Science Curriculum Implementation (Aligning with New State Standards) -
We are currently in Year 2 of our Science Curriculum implementation. During the
2017-18 school year, we are exploring lessons for Grades K-2, continuing
implementation in Grades 3-8, and beginning implementation in Grades 9-
12. The funding for this school year is providing online interactive curriculum
material, technology to support the curriculum, and training to implement the
instructional strategies aligned with the curriculum.
2
1/8/2018
What has been happening in our district?
Mathematics Training (Mathematics Instruction —District Goal) -Pre K-2
teachers have been participating in training to help children develop greater
understanding of numberconoept, as this developmental stage provides the
important foundation for success in all future grade levels. Accordingly, teachers
received further training in our K-2 common assessments, explored how to
engage children in activities to ensure a foundation for future success, and
reviewed methods for meeting the range of student needs in their
classrooms. We are also in the process of reviewing our curriculum and report
cards to ensure alignment with state standards and current best practices.
Implementing Advisory at the Middle School Level (Social Emotional) - Both
Middle Schools have been restructuring their advisory period to focus more on
social and emotional learning. This year they are implementing Facing History
and Ourselves, a program which helps students learn about hatred and bigotry
with the intention of stopping these types of incidents from happening in the
future. The outcomes of the program foster empathy and reflection, improve
jLudents' academic performance, and build safe and inclusive schools.
What has been happening in our district? (cont.)
Level consolidation (Closing the Achievement Gap) - Both the middle schools and the
high school have begun consolidating level classes to support closing the achievement
gap. At the middle school, math levels have been reduced from three levels to two in
Grade 7 this year and will continue next year in Grade 8. At the High School, each
department is phasing in the consolidation differently. Science is consolidating to two
levels in Grade g, Social Studies has consolidated to two levels in Grades 9 and io, and
English is consolidating in Grades 9 and 12. Training is being provided to staff and
intervention blocks are scheduled to support students as this process is being
implemented.
Review of Special Education Language Based Programs and Literacy (Closing the
Achievement Gap) - We are focusing this year on a review of our language based
(Bridge) Special Education Programs at the Parker Middle School. This will include
parent and teacher feedback, as well as having an outside consultant that specializes in
language based program reviews participate in the process.
3
FYsg Budget Priorities
FYZg School Committee Budget Presentations
District Priorities for FYZg
our Focus Areas
Closing the Achievement Gap
Literacy
Mathematics Instruction
Social Emotional Learning
:lass sizes in K-2 (18-22 students)
✓fiddle School interdisciplinary model
_nsuring that RMHS Juniors and Seniors have access to coursework for
fraduation
oshua Eaton School Improvement Plan Process
1/8/2018
C!
1/8/2018
)w Our Priorities Connect to the FYi9 Budget
ing the Achievement Gap
Restructure Data Coach Position from Literacy Coach Position (No Additional Funds)
RMHS Teacher Training through Engaging Schools (Professional Development)
Intervention Blocks in Restructured Middle School Schedule with longer instructional time
Restore Technology Replenishment and Building Funds to FYi7 Levels
Restore School Business Assistant Position from restructured salary and expenses (No Additional Funds)
will help improve efficiencies in current grant reconciliation process, Medicaid reimbursement
submission, student activity accounts, revolving accounts, procurement for goods and services and other
efficiencies. Indirectly impacts funding that directly affects students.
-a cy
K-5 Writer's Workshop Training Continues (Regular Day Professional Development)
Review of Reading Instruction at Parker Middle School (Special Education Professional Development)
iematics Instruction
K-2 Mathematics Instruction Training (Regular Day Professional Development)
al Emotional Learning
Using School Transformation Grant Funding to continue Facing History Training
Restructure o.5 BCBA to i.o BCBA (No Additional Funds)
How Our Priorities Connect to FY3.9 Budget (cont.)
• K-2 Class Sizes (18-22)
• i.o FTE Kindergarten Teacher and 3.o FTE Kindergarten Paraeducators to address increased
kindergarten enrollment
• No FTE reductions in Grades K-2
• Middle school interdisciplinary model
• Reductions will impact current model
• Will be restructuring model to allow some aspects of current model
• Ensuring that RMHS Juniors and Seniors have access to coursework for graduation
• No teacher FTE reductions at RMHS
• Joshua Eaton School Improvement Plan Process
• Professional Development funds and curriculum materials for literacy and mathematics
• Providing on-line training through Landmark School for 6 staff members
• Providing consultation from Landmark School to Bridge program teachers and general ,o
education
9
Financial Picture of FY19 Budget
FYsg School Committee Budget Presentations
FYsg Budget Projections
Approved
FY'i8
SchoolBudget
. School Expenses (Non -Accommodated) $ 37,367,991
School Expenses (Accommodated) 4,oi-4,67o
Total School Expenses $ 41,401,661
43,566,576 5.2%
$ (843,551)
1/8/2018
Allocated
FY'ig
%
Budget
Change
$ 38,202,191
2.2%
$ 4.520,834
12.1%
$ 42,723,025
3.2%
43,566,576 5.2%
$ (843,551)
1/8/2018
Fund Expenditures by Cost Center
Actual
Actual
Actual
Adopted
Requested
Expended
Expended
Expended
Budget
Budget
FY'15
FY'16
FY'17
FY'3.8
FY'19
Change
891,123
924,88o
go8,483
926,857
1,043,991
12.6%
23,185,387
23,793,917
23,9oo,871
24,957,436
24,822,291
-0.5%
10,254,181
1o,969,125
11,715,889
12,546,594
13,693,652
9.1%
1,162,815
1,249,320
1,234,776
1,225,000
1,316,122
7.4%
1,614,893
1,554,240
1,786,694
1,745,774
1,846,969
5.8%
37,108,399 38,491,482 39,546,712 41,401,661 42,723,025 3.2%
Financial Drivers - FYig Budget
W,
Expenses.
• All salary and benefit obligations to represented and non -represented employees. All five collective
bargaining agreements are ending this year and the School Committee will be negotiating new
agreements with each collective bargaining unit.
• Increases in regular day mandatory transportation (for students in Grades K-6 who live over 2 miles
from their school).
• Increases in special education out of district tuition and transportation as a result of an increase in the
number of students in out of district placements and an increase in the number of students who
require specialized transportation.
• Addressing the $450,000 in one-time expense reductions and additional free cash allotment in FY18
budget to preserve the 7.0 FTE middle school teachers.
• Restored $100,000 in building based budgets
• Restored $50,000 in district wide technology replacement
• Restored $98,000 in Substitute Teaching line items
El Increases in athletic expenses, including an increase in contractual coaches salaries, rental fees for
pool and ice and athletic transportation.
El Increase in third year of contractual cleaning services at RMHS.
El Renewal of our anti-virus protection and other technology software services. �4
1/8/2018
7
Financial Drivers - FY19 Budget (continued)
Grants and Fle'volvingAocounts:
El Decrease of $200,000 in the state circuit breaker reimbursement program for special education
based upon current projected reimbursement rate of 65% (decrease from historical
reimbursement rates of 70%-72%).
El Reduction of $100,000 in the special education tuition offset due to a projected decrease in
enrollment of students for the 2018-19 school year who are tuitioned into our district programs
from other school districts.
El Reduction of $50,000 in the athletics revolving account offset due to an anticipated decrease in
user fee revenue resulting from an increase in the number of students who are on free and
reduced lunch and that family caps were not increased when user fees were increased.
Additional Fbsitionstied to enrollment or Jecial Education Requirements:
• 1.0 FTE RISE Preschool Teacher for new Subseparate Classroom ($85,197)
• 3.0 FTE RISE Preschool Paraeducators for new Subseparate Classroom ($63,840)
• 3.0 FTE Special Education Paraeducators for Special Education Programs ($72,000)
• 1.0 FTE Kindergarten Teacher based on enrollment increases ($60,000)
• 2.0 FTE Kindergarten Paraeducators based on enrollment increases ($38,000)
Items not Included in FYi9 Budget
• Funds for third year implementation of the K-12 science curriculum ($i5o,000)
Full funding of special education out of district tuition and transportation
($133,000)
• We will continue to monitor these items. If the state circuit breaker reimbursement
percentage does not increase or we do not qualify for extra -ordinary relief, we anticipate
requesting funding at November Town Meeting.
i6
1/8/2018
K
:ostCenter Budgets as a%of Budget
REQUESTED FY19 BUDGET
School Faalrt�e
��isfnFts, zeewidd a Programs, 4%
Special Education, 32%
Administ
Regular Day, 58%
Changes in Cost Center Budgets
2.4%
2.4%
2.3%
2.2%
2.4%
62.5%
61.8%
6o.4%
6o.3%
58.1%
27.6%
28.5%
29.6%
30.3%
32.1%
3.1%
3.2%
3.1%
3.0%
3.1%
4.4%
4.0%
4.5%
4.2%
4,3%
100%
100%
100%
100%
100%
i8
1/8/2018
E
General Fund Expenses by Budget Category
0.3%
7.2%
9.0%
16.9%
9.7%
8.3%
3.2%
FY19 Personnel Reductions
4.0 Elementary Classroom $256,251
Teachers
7.0 Middle School Teachers 485,88o
2.0 Regular Education Tutor 40,105
13.0
$782,236
i9
1/8/2018
10
FYsg Non -Personnel Reductions
Cleaning Services-RMHS
Reduce Athletics/Extracurricular/Club Stipends
Virtual High School
Restructured Positions in FY1g Budget
(No Addit ional Funding Used)
$88,000 1.o Data Coach
$35,000 i.o School Business Assistant
$13,000
$22,000
$45,000 1.o BCBA
$30,000
1/8/2018
11
1/8/2018
Amount of
3.o FTE
6.3 FTE
6.4 FTE
Regular Day
Teacher FTE
Reductions
Amount of other
staff FTE
reductions
1.5 FTE
g.o FTE
i.o FTE
4.5 FTE
Amount of
personnel
reductions
24,000
170,000
135,000
374,000
65o,000
Amount of non -
personnel
reductions/offset
increases
70,36o
174,16o
714,620
271,200
212,000
Total Budget
Reductions from
level service
(o4.z6o)
NLL.16o)
(840.620)
(64c.200)
(862.000)
ii.o FTE 26.7 FTE
2.o FTE 18.o FTE
782,236 2,135,236
61,315 1503,655
(8�z.cc11 (z.6z8.8011
Questions
FYi9 School Committee Budget Presentations
zq
12
Administration Cost Center
FYsg School Committee Budget Presentations
0
Administration Cost Center
2.4 % of Total Budget
• School Committee
• Dues, clerical, professional development expenses
• Superintendent
• Salary of Superintendent, clerical (z.o FTE), dues, professional development expenses
• Assistant Superintendent
• Salary of Assistant Superintendent, clerical (.5 FTE), dues, professional development expenses
• Business and Finance
• Salary of Director of Finance, School Business Assistant (i.o FTE), payroll (.5 FTE), accounts payable (i.o FTE),
dues, professional development expenses
• Human Resources
• Salary of HR Administrator, clerical (.5 FTE), Tax Sheltered Annuity contribution forTeachers, dues, professional
development expenses
• District -wide Data and Information Management
• 0.3 FTE of Network Manager, 0.25 FTE data support, Blackboard Connect, Telephone and Data
• Legal Services
wz6
Labor Counsel
1/8/2018
13
1/8/2018
Administration Cost Center (continued)
Major Changes
• FY'19 Superintendent Recommended Budget: $1,043,991
• FY'18Adopted Budget: $926,857
• $ Increase: $117,134 (12.6%)
• Cost of living adjustments for the Central Office Administrators and Staff. Please note that a salary
increase has not been allocated for the Superintendent of Schools in the FYig Superintendent's
Recommended Budget. (Professional Salaries and Clerical Salaries)
• The restoration of the School Business Assistant Position by restructuring certain expenses in the
Administration cost center, the elimination of a i.o FTE High School Secretary Position, and salary
savings from the restructuring of the literacy coach position. No additional funds were utilized to
restore this position. (Clerical Salaries)
• An increase in employer contribution forTax Sheltered Annuity contributions which is a benefit in the
Teacher's Collective bargaining agreement and some members qualify with a $175 contribution.
(Employee Benefits)
• An increase in the cost of mandated new employee physicals (Hiring and Recruiting).
Administration Cost Center (continued)
Personnel Impact
• s.o FTE Restructured and Restored School Business Assistant
• Responsible for budget preparation, quarterly projections, grants management, special
education projections, quarterly Medicaid reimbursement filings. Currently these duties are
completed by the Director of Finance.
• Impact on Teaching and Learning - will indirectly improve procurement of curriculum,
professional development, and other services. Provide greater oversight on student activity
accounts and revolving accounts to provide more timely projections.
14
1/8/2018
Administration Cost Center (continued)
FY 19 Budget By Object
507,333
524,038
537,io6
540,432
559,573
3.50/0
199,572
201,832
179,157
177,061
253,493
43.2%
70,356
73,479
80,118
89,912
91,329
1.6%
5,693
6,818
4,177
8,595
7,795
-9.30/0
108,168
118,714
107,926
110,859
131,801
18.9%
891,123
924,88o
go8,483
926,857
1,043,991
12.6%
Administration Cost Center (continued)
Staffing
zq
15
Administration Cost Center
Budget by Detail
Page 28
FYsg School Committee Budget Presentations
Questions
FY19 School Committee Budget Presentations
1/8/2018
CIO,
District -Wide Programs
FYZg School Committee Budget Presentations
District -Wide Programs
4.3% of Total FY19 Budget
inter includes:
tics
H.S. Assistant Principal (0.5 FTE), Secretary, and Coaches
Officials, Event Detail, and Crowd Monitors
Equipment and Field Repair and Maintenance
Facility Rentals (Pool, Ice Arena)
Transportation
Equipment and Supplies
curricular
Assistant Principal (0.25 FTE) and Advisor Stipends
Fees, Memberships, Royalties, and Transportation
Supplies & Equipment
34
1/8/2018
17
District -Wide Programs (continued)
Cost Center includes:
Health Services
Director and School Nurses
• School Physician
• Medical Supplies and Equipment
Networking &Technology Infrastructure/Maintenance
Network Manager and Technology Support
Computer Technicians
Internet Service
Software and Licensing
Network, Infrastructure, and Telecommunications Repair and Maintenance
Network, Infrastructure, and Telecommunication Supplies and Equipment
M
District -Wide Programs (continued)
Major Changes
• FY'19 Superintendent Recommended Budget: $1,846,969
FY'18Adopted Budget: $1,745,744
• $ Increase: $101,195 (5.8°x)
1/8/2018
• Contractual increases for represented and non -represented personnel including nurses, technicians,
athletic coaches, extra -curricular stipends, athletic director, and network manager.
• Contractual increases in athletic expenses for pool rental, ice rink time, and athletic transportation.
• A decrease of $5o,000 in the athletics revolving account offset due to an anticipated decrease in user
fee revenue. This anticipated decrease is due to a combination of an increase in the number of
students who are on free and reduced lunch and that the family cap was not increased last year when
the user fee was increased.
• An increase for renewal of our anti-virus protection and other technology software services.
• A reduction in the number of non-league games played per level and per sport. This is the equivalent
of one home game and one away game ($20,473) per level per sport. The savings will include bus
transportation for away games and game officials for home games.
36
W]
>istrict-Wide Programs (continued)
Impact of Reductions
tics
!duction of $24,953 which will result in the reduction of games being played in most
irsity, Junior Varsity, and Freshmen sports at RMHS
' Cost is for the transportation and game official expenses associated with one home game
and one away game.
' All sports will continue to play their league schedules, with a reduction of z non-league
games (one home and one away game) in most sports at all levels.
District -Wide Programs (continued)
Budget by Program
f
1/8/2018
19
District -Wide Programs (continued)
FY 19 Program Budget By Object
District -Wide Programs (continued)
FY 19 Program Budget By Object
-0.3%
2.3%
-4.0%
0.0%
23.8%
-22.3%
-0.2%
1.0%
2.6%
92.6%
-0.4%
-20.9%
-11.8%
7.4%
38,155
27,831
63,735
31,035
50,780
63.6%
10,235
11,546
11,271
12,200
11,570
3.9%
923
1,177
1,225
1,900
1,900
0.0%
6,022
9,300
5,024
10,000
10,000
0.0%
SS,335
49,854
81,255
55,035
75,250
36.7%
86,135
109,396
102,840
91,8.2
93,783
2.2%
224,485
265,095
296,449
253,513
253,479
0.0%
27,025
67,861
59,807
98,850
111,450
12.7%
20
1,082
196
6,000
6,000
0.0%
186,268
59,375
64,617
19,400
45,400
134.0%
523,933
502,808
523,907
469,565
510,112
8.6%
39
40
1/8/2018
P411
District -Wide Programs (continued)
Staffinq
District -Wide Programs (continued)
Participation in High School Athletics by Sport
42
UM 1 54 52 so 51
47 44 35 38
37
42 38 37 34
30
ITIMT•i 26 21 22 22
25
• 69 71 58 52
53
' • 49 31 41 55
6o
100 89 log 103
102
19 14 15 13
14
29 17 17 20
26
• 51 54 49 53
54
• 23 18 17 22
23
• '14a 74 72 71 79
83
• • 51 36 46 69
86
• 66 71 66 65
• 77 6o 61 77
• • ' 108 101 92 99
• • ' 53 73 69 58
69 64 67 70
67
65 Cr 62 59
58
41 42 39 37
27 34 24 14
22
30 28 27 29
31
20 18 15 18
17 16 14 17
43 42 44 44
37
34 34 37 31
26
• 1,284 1,205 1,182 1229
835
Note: Overall participation is up 28 students from this time last year
41
*Participation figures not yet available for spring sports season
1/8/2018
21
reakdown of District -Wide Program
Budget by Detail
Health Services - Page 47
Athletics- Page48
Fxt racurricular - Page 50
Districtwide Networking andTechnology Maintenance- Page51
FYi9 School Committee Budget Presentations
Questions
FY19 School Committee Budget Presentations
M
1/8/2018
22
1/8/2018
)I Building Facilities and CORE Facilities
.� %% Supporting Gro
'Pe.
d`ng Public
FYig School Committee Budget Presentations
Facilities
FY' 19 Budget
January 8, 2018
M
23
Facilities Department Mission
• The Facilities Department mission is to support the Town's Educational and Municipal
Government functions. This mission is accomplished through the quality driven
delivery of Facilities Services in a timely and cost effective manner along with
exceptional customer service.
• Facilities staff members strive to maintain an efficient, safe, clean, attractive and
inviting environment for all public buildings associated wit the Town of Reading. The
Facilities Department also provides the necessary services to facilitate building use for
internal and external users.
• As shown by the department staffing chart below, the Town custodians and cleaning
contract reside in the Town Buildings budget; the Director and Assistant Director, the
Administrative Secretary and the Maintenance Technicians are in the Core Facilities
budget; the remaining positions are in the School budget (with both the general fund
and revolving funds providing the support).
lities Department Organization Chart
Director of Facilities
Senior Administrative Assistant
Assistant Director
Facility Manager
ntenance Technicians
School Custodians
Town Custodians
Cleaning Contract
Cleaning Contract
Rental Coordinator
Event Technicians
1/8/2018
24
1/8/2018
Facilities Building Summary
The Facilities Department is responsible for the repair, maintenance and capital improvements of eight School Buildings and nine Municipal
Buildings totaling 1.i million square feet of space. The Department manages a staff of tradesmen composed of an electrician, plumber and
two carpenters. The additional work is outsourced through service contracts. Cleaning of the buildings is accomplished with a staff of
twenty three full-time custodians. Contracted cleaning is utilized at two schools: RMHS, Coolidge Middle School; and four town buildings:
Town Hall, Reading Public Library, Pleasant Street Center and the Police Station.
Below is an overview ofthese buildings:
School Buildings
Built
Renov.
Sq. Feet Town Buildings
Built
Renov.
Sq. Feet
RMHS
1957
2006
375,000 Town Hall
1918
1990
16,000
Coolidge MS
1959
2000
96,000 Pleasant St. Ctr.
1850
1993
5,700
Parker MS
1925
1998
98,000 Police Station
1998
Software
&
30,000
Barrows ES
1963
2005
54,000 Main St. Fire
1990
Breakdown Maintenance
10,000
Birch Meadow ES
1957
1995
59,000 West Side Fire
1956
7,400
Joshua Eaton ES
1920
1994
56,000 DPW Garage
1989
42,000
Killam ES
1968
57,000 Library
1894
2016
39,000
Wood End ES
2004
52,000 Cemetery GaragE
1929
3,000
1111111,
Mattera Cabin
1983
2011
3,000
Facilities Technology
it utilizes technology at an increasing rate in order to minimize expenses and maximize the efficiency of
flow chart below give a visual representation of the department's approach.
M
25
Work Order Management
Asset Inventory and
Preventive
Maintenance History
Maintenance
t '�MS
Web -based
l
Bre
IsowCMMS
Facilities Management
Software
&
_--"Checklist
_ Safety Tips
Breakdown Maintenance
Reports
M
25
Utility Cost (s) —All Schools
[Town Of Re &.g] Tower Of Re dap
;e+n.
Place Cost Profile
Utility Cost per Square Foot by Building
Buildings Ranked by Cost Per Area AN - 14
800ng Period between JW 2016 and Dec 2017
1 BIRCHMEADOWELEMENTARY : Blrc
58,500
$71,513.05
$1.22
2 READINGMEMORIALHIGHSCHOOL
375,000
$512,499.59
$1.37
3 ALICEMBARROWSELEMENTARY : A
60,000
$88,422.17
$1.47
4 305HUAEATONELEMENTARY :Josh
56,000
$85,537.29
$1.53
5 PARKERMIDDLESCHOOL : Parker M
97,800
$166,972.01
$1.71
6 JWARRENKILLAMELEMENTARY : J.
57,000
$100,956.60
$1.77
7 WOODENDELEMENTARY : Wood Er
52,000
$122,935.25
$236
8 COOLIDGEMIDDLESCHOOL:CooUc
96,000
$236,370.50
$2.46
Total
Total
Average
Summary:
852,300
$1,385,206.46
$1.63
Fig
1/8/2018
26
Facilities Work Order System
The chart below shows work orders by location. In FY3.6 there were 2,383. work orders processed, in FY17 there were 2,Sgg work
orders processed - which is an increase of 228 more work orders. We have expanded the software to track work orders for the
Athletic Fields, Lion's Den and RISE Preschool- in the past those work order were included with the RMHS.
Jer System (continued)
ders assigned in FY3.7. This increase is primarily due to our hiring an
ibled us to utilize the electrician and plumber to perform more outsourced
hours by outside contractors.
1/8/2018
27
School Facilities Cost Center
3.1% of Total Budget
Major Changes
• FY'19 Superintendent Recommended Budget: $1,316,122
• FY'18Adopted Budget: $1,225,000
• $ Increase: $91,122 (7.4%)
• An increase of $8o,5oo in the Contract Services line item reflecting an
increase in the third year of the High School Cleaning Contract.
• A decrease of $18,000 reflecting removing two optional vacation cleanings in
the High School Cleaning Contract. Result of decrease is that vacation
cleanings will not be performed during two of the school vacations.
• Cost of living adjustments for collective bargaining employees (custodians)
and non -represented employees.
55
School Facilities Cost Center
FY 19 Budget By Object
1/8/2018
P
School Facilities Cost Center (continued)
Staffing
1/8/2018
n
Breakdown of School Facilities
Budget by Detail
Page 53
FY19 School Committee Budget Presentations
M
29
Town Core Facilities
FYig School Committee Budget Presentations
Town Facilities Department Budget FYig
The Town Facilities Department FYi9 budget is being increased by 4.8% and the Core Facilities budget is
being increased by o.i%when compared to the previous year. Details are shown in the tables below:
1/8/2018
30
FYI TCAA"
FYI
FYI
FYI
FYI
FYI
MANAGER
PCr
S4-AFa ES
ACTUALS
ACTUALS
ACTUALS
ACTUALS
BUDGET
BUDGET
(>-LANCE
Town Facilities
244,002
287,234
295,858
152,343
299,935
314,400
4.8%
Core Facilities
2,235,355
2,437,413
2,518,081
1,039,616
2,997,180
2,999,275
0.19,
School Buildings
Please Sea the School Budget
DEPARTMENT
2,479,357
2,724,647
2,813,939
1,191,959
3,297,115
3,313,675
0.50%
1/8/2018
30
FYI TCANN
FYI
FY16
FYI
FYI
FYI
M ANACEE2
PCT
S4-AFa ES
ACTUALS
ACTUALS
ACTUALS
ACTUALS
BUDGET
BUDGET
CHANGE
Town Facilities
178,808
191,141
217,507
75,663
219,850
224,000
1.9%
Core Facilities
265,930
398,519
507,826
219,339
555,750
577,000
3.8%
School Buildings
Please see the School Budget
DB�ARTM ENT
444,738
589,660
725,333
295,003
775,600
801,000
3.3%
1/8/2018
30
FYI TOM"
FYI
FY16
FYI 7FY18
FYI
M ANAGER
PCT
EXPBJSES
ACTl.IALS
ACTUALS
ACTUALS
ACTUALS
BUDGET
BUDGET
C1-IANGE
Town Facilities
65,194
96,093
78,351
76,680
80,085
90,400
12.9%
Core Facilities
1,969,425
2,038,894
2,010,254
820,277
2,441,430
2,422,275
-0.8%
School Buildings
Please see the School Budget
DBoARTM ENT
2,034,619
2,134,987
2,088,605
896,956
2,521,515
2,512,675
-0.4%
1/8/2018
30
FYig Core Facilities Budget Summary
Town Meeting will vote on the total Core Facilities, as shown below as a o.i% increase.
CC) FAOUMBS
FY15
ACTUALS
F 6
ACTUALS
F 7
ACfL
FY18
AC ALS
-6
BUDCEET
FY19 TOWN
MAMAGE3i
ak.I F
F1Cf
CFMNGE
FA CILITIESASSISTANT DIRECTOR
FACILITIES DIRECTOR
-
47,6H3
-
136,162
90,805
125.606
38,227
51,895
93,175
129,000
97,900
132,900
5.1%
3.0%
FACILITIESSECRETARY
19,973
45,772
56,805
20,127
51,125
53,700
S.O%
CLERICAL LONGEVITY
325
650
-
-
-
-
O.O%
VACATION/SICK LEAVE BUYBACK
-
-
4,956
-
-
-
O.O%
MAINTENANCE STAFF
37,1H7
52,202
79,454
46,882
116,000
124,500
7.3%
LICENSED MAINTENANCE STAFF
129,596
135,365
134,062
56,995
138,835
148,000
6.6%
MAINTENANCE SUBSTITUTE
-
-
-
945
-
-
0.0%
MAINTENANCE LONGEVITY
MAINTENANCE OVERTIME
MAINT RILLIABLE EVENT OT
513
3
-
S13
27,855
-
615
15,524
-
-
3,747
522
615
27,000
-
-
20,000
-
-100.0%
-25.9%
0.0%
CORE FACILITIES SALARIES
265,930
398,519
507,826
219339
555750
577000
3.8%
__ COTE FAQ UTI-TQTAL 2,235,355 2,437,413 2,518.081 1,039,616 2.997,150 2,999,275 0.1%
Schools Cost Breakdown
FY15
ACTUALS
FY10
ACT.IALS
F 7
ACTUALS
-18
ACl-UACs
FV 16
BUDCIIEF
FY19 TCTARJ
MANAC$2
BUOCEF
PCF
CYiM1C�
MISCELLANEOUS EXPENSES38,493
FY15
83,118
24,609
62,236
33,300
43,700
PCf
ELECTRICITY
701,184
711,072
719,282
272,330
845,325
879,250
4.0%
ATURALGAS
591,796
479,552
447,621
22,001
626,775
652,725
4.1%
WATER/SEWER
121,410
135,SB6
163,045
47,054
132,850
139,600
5.1%
BUILDING REPAIRS
165,098
269,532
311,418
1681391
245,200
234,250
-4.5%
OTHER MAINT & REPAIRS
16,885
23,634
171929
29,295
105,700
38,750
-63.3%
EXTRAORDINARY REPAIR
110,840
38.231
14,711
33,645
108,000
85,000
-21.3%
ELECTRICAL EXPENSES
28,528
29,896
45,992
9,655
43,500
43,000
-1.1%
SUI LDING ALARMS
35,258
6,334
1B."
32,003
2 1,499
31,750
32,000
0.8%
FIRE EQUIPMENT
-
14,066
8,710
28,676
35,500
35,000
-1.4%
HVAC EXPENSES
114,262
183,936
142,094
82,392
150,000
152,000
1.3%
ELEVATOR EXPENSES
32,142
23,457
26,887
24,128
53,7SO
49,500
-7.9%
PE ST MA NAGEMENTSERVICES
PLUMBING SERVICES
-
13,528
5,791
30,250
9,257
46,696
9,293
9,682
7,560
22,200
9 50
,0
28,(X)0
2S.3%
26.1%
CORE FACILITIES EXPENSES
1 969425
2 038 894
2 010 254
820,277
2,441,430
2,422,27S
-O 8%
__ COTE FAQ UTI-TQTAL 2,235,355 2,437,413 2,518.081 1,039,616 2.997,150 2,999,275 0.1%
Schools Cost Breakdown
175
1/8/2018
31
FY19
FY15
FY16
FY17
FY18
FY18
TD MJ
MANAGER
PCf
ACTIALS
ACTUALS
ACRJALS
ACTUALS
BUDGET
BUDGET
CFANGE
ELECTRICITY SCHOOL
544,449
556,894
531,194
193,027
630,750
654,750
3.80%
NATURAL GAS SCHOOLS
461,031
378,961
350,995
15595
474,300
492,000
3.73%
WATER/SEWER SCHOOLS
104,212
119,349
142,858
40,227
110,150
115,675
5.02%
TOTAL UTILITIES SCHOOLS
1,109,692
1,055,204
1,025,047
248,849
1,215,200
1,262,425
3.89%
MISCELLANEOUS EXPENSES SCHOOLS
13,798
33,456
604
16,174
-
7,000
0.00%
BUILDING REPAIR SCHOOLS
112,975
201,094
200,847
126,339
172,700
167,000
-3.30%
OTHER MAINT&REPAIR SCHOOLS
16,885
23,634
14,309
14,620
29,000
29,000
0.00%
EXTRAORDINARY REPAIR SCHOOLS
102,958
14,066
4,454
20,708
76,250
58,500
-23.28%
ELECTRICAL EXPENSES SCHOOLS
26,054
22,509
33,802
6,985
30,500
30,500
0.00%
BUILDING ALARMS SCHOOL
28,585
15,199
27,650
16,835
23,000
23,000
0.00%
FIRE EQUIPMENT SCHOOLS
-
6,644
8,710
15,722
20,000
20,000
0.00%
HVAC EXPENSES SCHOOLS
86,440
145,745
111,275
51,319
120,000
120,000
0.00%
ELEVATOR EXPENSES SCHOOLS
19,843
17,904
19,224
14,112
37,600
35,000
-6.91%
PEST MANAGEMENT SCHOOLS
-
3,297
3,347
3,888
3,880
4,000
3.09%
PLUMBING SERVICES SCHOOLS
12,194
27,558
37,186
8,348
17,750
19,750
11.27%
TOTAL EXPENSE SCHOOLS
419,730
511,106
461,407
295,048
530,680
513,750
-3.19%
175
1/8/2018
31
FY19 Capital
FYaq School Committee Budget Presentations
CAPITAL PROJECTS
1/8/2018
32
Killam Review
• Killam was built in 1.969 and is the only school that has not had major renovations or
additions.
• Work performed
• HVAC in each classroom
• New roof
• New Clerestory windows
• New fire alarm panel
• Updated technology wireless infrastructure (target to be completed by end of current school year)
• Work that needs to be performed
• Address handicap accessibility (bathrooms, library, High D Areas)
• Fire suppression system
• Lead in water (currently mitigated with bottled drinking water)
• Classroom doors and windows
• General updating of systems (heat, electrical)
65
;achusetts School Building Authority (MSBA)
V of 2os6 MSBA Report
lam received a rating of 1.(highest score) for General Environment Conditions
The categories in this rating include learning environment (space and educational quality,
building condition rating, cleanliness, and maintenance), building safety (school security and fire
life safety), universal accessibility (site accessibility, building accessibility), academic sufficiency
(number of academic classrooms for the enrollment), program sufficiency (presence of
specialized rooms and core spaces), and instructional technology (WIFI access, power
infrastructure, classroom technology).
lam received a rating of 3 (out of 4) for building condition rating
The criteria for this rating include building analysis (roofing, exterior windows, boilers, HVAC,
structural soundness, exterior doors, exterior walls, interior floors, interior walls, interior ceilings,
electrical service and distribution, electrical lighting, plumbing, fire/life safety/fire suppression,
elevator/lifts, and specialties) and site condition analysis (parking lot/drives, walkways, drop
areas, playgrounds, playfields, site lighting, drainage, septic/sewage, and water supply).
66
1/8/2018
33
1/8/2018
MSBA Funding Process
• There are priorities in the statute that put certain schools ahead of other
schools which include the following:
• Structurally unsound or otherwise in serious condition jeopardizing the health and
safety of children when no alternative exists.
• Eliminate existing severe overcrowding.
• To prevent loss of accreditation.
• To prevent severe overcrowding expected to result from increased enrollments which
must be substantiated.
• Replacement, renovation, or modernization of the heating system.
• Short term enrollment growth.
• To replace or add to obsolete buildings in order to provide for a full range of programs
consistent with state and approved local requirements.
• To address racial imbalance.
67
MSBA Funding Process (continued)
MSBA will not put a school on the funding list unless the community has
made a commitment to fund the project.
MSBA will reimburse a percentage of a major renovation or new building based
on a variety of factors. Reading would receive a reimbursement of
approximately 48% if it was placed on the priority list.
MSBA opens its Statement of Interest System annually for districts to file one or
more SOIs for either the Core Program or the Accelerated Repair Program.
• An SOI should only be filed for a facility where a district has the ability to fund a project
in the next two years.
• An SOI can only be filed if the required votes from the governing body has been attained
68
34
Questions
FYsg School Committee Budget Presentations
Regular Day Cost Center
FYsg School Committee Budget Presentations
1/8/2018
35