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HomeMy WebLinkAbout2010-01-21 School Committee MinutesReading Public Schools Reading, Massachusetts Regular Meeting of the School Committee Open Session Date: January 21, 2010 Time: 7:30 p.m. (Open Session) Place: Superintendent's Conference Room School Committee Members Present Lisa Gibbs Arrived at 9:25 p.m. Chuck Robinson Elaine Webb David Michaud Chris Caruso Karen Janowski Patrick O'Sullivan Student Representative Visitors: RPS Budget Parents Ellie Freedman, RMHS Principal Eric Sprung, Birch Meadow Principal Craig Martin, Coolidge Principal Phil Vaccaro, Athletic Director Bill Endslow, HS Department Head 1. Call to Order Christine Lyons, Reading Chronicle Girls Gymnastic Team Chairperson Robinson called the meeting to order at 7:30p.m. He reviewed the agenda and welcomed guests. Mr. Robinson announced that the committee has asked the Superintendent to present alternative athletic cuts at the next meeting. II. Recommended Procedure A. Public Input (I) - There was no public input. B. Reports (1) 1. Student Mr. O'Sullivan reported on the RMHS mid-terms and added that due to low ticket sales the dance scheduled for this weekend had been cancelled. l 2. Liaison r; CEI VED OI t llr~,9R~ SS. 2010FB-9 A!a 14 Staff Members Present John Doherty, Superintendent Mary DeLai, Director of Finance & Operations Colleen Dolan, Director of Pupil Services Mr. Michaud attended the Coolidge production of Willy Wonka. He said it was fantastic and well attended. He reminded the public of the upcoming Parker production. January 21, 2010 Mrs. Webb reported that she also attended Willy Wonka. It was exciting to see the kids acting in the Performing Arts Center. She reminded everyone of the upcoming high school Drama production of The Boys Next Door on Feb. 5t' and 6th. Mrs. Janowski thanked the drama and chorus students that participated in the Martin Luther King Breakfast. She said the event was well attended in spite of the snow storm and she wanted to recognize the talent we have in our schools. 3. Superintendent's Report 4. Director of Finance and Operations C. Continued Business FYI I Athletic Cost Center Review Chairperson Robinson turned the meeting over to Dr. Doherty. Dr. Doherty turned the meeting over to Ms. DeLai who presented an overview of the Athletic Cost Center. Ms. DeLai reviewed the items that are included in the Athletic Cost Center which include salaries, equipment repair, field maintenance, facility rental for gymnastics, swimming and hockey, transportation, officials, crown monitors, supplies, uniforms, awards, equipment, travel reimbursement and dues and memberships. She reviewed the increases in the athletic budget. A significant portion of the increase is due to increase in contractual salaries. All coaches are included in the teachers' contract and have step and column increases. The addition of night events has created a need to increase the need crowd monitors. Reductions proposed in this cost center include the elimination of 3 sports; winter cheering, girl's gymnastics and JV boy's hockey. Eliminating these sports will also result in the need to pay rental fees for practice and game sites. Ms. DeLai went on to review the participation levels for all sports/all seasons. A question was asked if we had seen a decrease in participation levels due to the increase in user fees. The answer was no. In fact some sports have seen an increase in participants. Ms.. DeLai thanked Mr. Vaccaro for providing the information and proceeded to review the previously submitted questions and answers. (See attached) Mr. Robinson opened the floor to questions from the School Committee. The School Committee members asked for clarification on coaches salaries, Title IX compliance issues and if other communities were cutting athletic programs. Ms. DeLai indicated that the coaches are part of the Teachers' Collective Bargaining agreement and receive step and column increases. Mr. Vaccaro indicated that he foresees Title IX issues as participation increases especially in girl's ice hockey and he went on to say that these decisions are his and that the administration did a fantastic job putting this budget together. The Reading Public Schools prides itself in giving kids opportunities to participate in a wide range of activities. January 21, 20 10 Chair Robinson opened the floor to the public for questions on this cost center. Bizzy Lucey, RMHS girl's gymnast, handed out a statement from the team. She shared that the number of participants has doubled this year and she knows that it will continue to grow. She also said that this is not just a girl's team. Currently there is a boy on the team. She went on to state that private gyms and lessons came be very expensive and the high school team affords the only opportunity for some students to participate. Teammate Kayla Tzianabos reiterated that private lessons and gyms are very expensive and require a big commitment on the part of the athlete. Chelsey Colvin and Lucy Armstrong shared similar feeling. They love the sport and . representing Reading Memorial High School. They enjoy the camaraderie participating on a team. Jayla Cowell said the team was willing to return to the field house for practices and meets thus saving on the gym rental. Several parents voiced there concerns involving these cuts. The question was asked if there could be different user fees for different sports. Ms. DeLai indicated that it is important to keep the fees as equitable as possible. Mr. Robinson has asked the Superintendent to come back on Monday with alternatives. Superintendent Doherty said that he and Ms. DeLai have met several times with Mr.. Vaccaro taking a hard look across the board to find $25K in cuts. Increasing user fees should not be an option at this point. Mary Ellen Stolecki; parent, asked about increasing the user fee, if civilians could be used instead of police details, opening the fitness center to the community and athletic booster groups. She also said there was a lack of foresight in the renovations of the gym. Ms. DeLai said the Fitness Center is a small facility and is for the benefit of the students. The administration has looked into opening it up to the public but financially it does not make sense. She did point out that the administration is aware it is a public building paid for by public funds. She also stated that most teams do have "Booster" groups. Mr. Vaccaro shared that police details are used because of safety issues. He also addressed the question regarding the gymnastic team returning to the field house. We have all the equipment except for a spring floor, but it is an option. There were further questions regarding equipment maintenance. A parent indicated that she purchased most of her son's equipment for hockey and lacrosse and was wondering what equipment this was. Mr. Vaccaro indicated that it was refurbishing of equipment and helmets to be sure they meet safety standards. A question was asked regarding Title IX - if the opposite sex wanted to play a single sex sport could they. The answer was yes. January 21, 2010 Another parent asked how many freshman sports we had and why weren't they eliminated. Another parent voiced concerns that this drama could have been prevented if the alternative were presented instead of these particular cuts. Dr. Doherty stated that this is the Superintendent's Recommended Budget and can't have options. This process started in August and there were several public forums held that were poorly attended. The School Committee uses it as a guide. No decisions have been made. Paula Perry, budget parent, asked why there wasn't this great interest when the discussions involved cutting teachers. These are tough times and tough decisions will need to be made across the board. The mission of the district is education Kirsten Zambos said we are all in this together and if parents need to pay more they are willing pay more if it is needed. Chair Robinson thanked everyone for their input and called a brief recess at 9:10 p.m. The meeting was called back to order at 9:20 p.m. FYI 1 Extracurricular Cost Center Discussion of the Extracurricular Cost Center began. Ms. DeLai reviewed the components of this cost center which include salaries, stipends, training fees, travel and entry fees, dues and memberships, royalties and equipment. Increases in this cost center include stipends (contractual increases and an assistant director for 3 seasons) and the additional revenue from. the proposed fitness center fees which will increase the offset. Ms. DeLai reviewed the previously submitted questions form the School Committee. (See attached.) Mrs. Gibbs arrived. FYI 1 Health Services Cost Center Ms. DeLai reviewed the Health Services Cost Center which includes salaries, supplies, equipment and the School Physician. She outlined the increases in this cost center which includes salaries. She pointed out that the 13.5% increase is deceiving due to the fact that the RISE nurse was budgeted out of the Special Education budget in FY 10 due to requirements of an IEP. Those requirements are not need so the salary is being returned to the Health Services Cost Center. She also said that we have been able to decrease contracted services and expenses, taken reductions in office supplies and medical equipment and level funded medical supplies and the School Physician. Nurse professional development remains unfunded although we have used a grant to help cover some of these items. Ms. DeLai reviewed the previously submitted questions form the School Committee. (See attached.) January 21, 2010 Mr. Caruso stated that the question was asked at a recent RCASA meeting if there was a Town Physician. The answer was no there is not. FYI I Network and Technology Maintenance Cost Center Ms. DeLai reviewed this cost center which includes salaries and expenses for non- instructional technology needs (network and server equipment and maintenance, computer hardware and peripheral equipment and maintenance, internet service and telephone repair and maintenance). It also includes the salaries of the Network Administrator (2/3), building technology support and the Computer Technicians. Reductions in this area include the need for licenses, software and network equipment. Increase in this cost center include salary and telephone repairs. The telephone repair numbers are more consistent with the FY09 actual and we have two new systems that are coming off of warranty. Ms. DeLai reviewed the previously submitted questions form the School Committee. (See attached.) FYI I School Building Maintenance Cost Center Ms. DeLai reviewed this cost center. She reviewed the areas that made up this center which include salaries, expenses (required inspections & maintenance, contract cleaning, School Dude software licenses, supplies, utilities, natural gas, scheduled and unanticipated building repairs, uniforms, gasoline, travel and equipment). Inspections, Testing and Preventative maintenance programs are also included in this cost center. Reductions in the school building maintenance cost center include the elimination of one position due to retirement, alarm call response and overtime. The overtime costs are significantly driven by snow & ice removal. Chair Robinson asked if we have approached the town about picking up the cost of snow & ice removal. We have not to this point. The Facilities Director has been aggressively pursuing methods to reduce costs by aggressively renegotiating contracts, performing scheduled preventative maintenance to ensure that the buildings and equipment stay in good repair. The Performance Contracting project is targeting savings in the costs of electricity, natural gas and water/sewer. Increases can be seen in contractual salaries, substitutes, elevator service, fire equipment, contract cleaning office, custodial & maintenance supplies, extraordinary repairs and equipment maintenance. The Facilities Department is actively marketing the facilities to help increase the offsets. Ms. DeLai reviewed the previously submitted questions form the School Committee. (See attached.) Mrs. Webb appreciated the work done by Ms. DeLai and Mr. Huggins in the development of this budget. Mrs. Janowski asked about vehicle replacement. Ms. DeLai said our fleet is in good shape. January 21, 2010 FYI I Town Building Maintenance Cost Center Ms. DeLai reviewed this cost center. She reviewed the areas that made up this center which include salaries, expenses (required inspections & maintenance, contract cleaning, supplies, utilities, natural gas, scheduled and unanticipated building repairs, and equipment). Reductions in the Town Building Maintenance Cost Center include the successful rebidding of several service contracts and the ability to In-source work such as filter changes. Increases in this cost center are due to contractual salary increases, overtime, as in the school building budget is driven by the weather, alarm repairs and extraordinary repairs required by deficiencies found during performance contracting. D. New Business III. Routine Matters ® Bills and Payroll (A) ® Approval of Minutes Mr. Caruso moved, seconded by Mrs Webb, to approve the open session minutes dated January 7, 2010. the motion carried 6-0. Bids and Donations Calendar IV. Information V. Adjournment Mr. Caruso moved, seconded by Mr. Michaud, to adiourn The motion carried 6-0 VI. Future Business Meeting adjourned at 10:05 p.m. Ip F.Dohe , Ed.D. erintendent of Schools NOTE: The minutes reflect the order as stated in the posted meeting agenda not the order they occurred during the meeting. School Committee Questions & Administration Responses Health Services Do we really need a second nurse at the High School? If so, can we cut back on the hours? There have always been two nurses to cover in the building. One of the two nurses covering is actually the Director of Nurses who is only able to provide actual student contact time a portion of the day. The demands on this position have been increasing due to DESE reporting and regulatory compliance as well as emergency plan initiatives and HINT The other nurse still covers the RISE pre-school, however, there are currently no requirements for one-to-one services for special education children. Given the increased demands on the director and the increased enrollment at the High School, it is our recommendation that the current staffing levels remain. 2. Where is the reclassification of the nurse from RISE special education to medical/health reflected in the special education budget? There is not a corresponding decrease in the special education budget as an additional nurse is being charged to the special education budget resulting from medical needs for a particular student as specified in the child's IEP. As discussed during Mrs. Dolan's special education presentation, last year, the nursing services were provided by an outside contractor at a cost of nearly twice what we are paying by having an employee provide the required services. Athletics 1. What is the profit and loss for all sports? As a school department, we do not really track profit and loss for any activity but rather we track revenue and expenses. Detailed information is provided in the handout. As a general statement, spring track is the only sport where revenue covers the entire cost of the sport. For the remaining sports, the cost recovery percentage ranges from a high of 65% to a low of 14%. 2. What is the # participants affected current year and previous two? Participation data was included in both the presentation and in the handout 3. What are community based options for each? Gymnastics -private lessons andlor "elite "program at local gym Cheering - "elite " gym program Hockey - "elite" program 4. What about a collaboration with a contiguous community? Cooperative teams can only be approved if a community cannot field a team on its own. Our numbers are too high to qualify. In addition, cooperative teams require MIAA approval. 5. What is driving the need for additional athletic trainer coverage? There are several reasons why the need for athletic trainer coverage has increased. First, there are more multiple events that occur on the same night (the schedule is set by the league). A trainer is needed for all home games and we have an increased number of night games which extends the length of the "work" day for the trainer. In addition to football night games, for equity reasons, soccer, field hockey, and lacrosse each now also get two night games; track may also have two night meets in the spring. 6. Is equipment repair strictly the equipment used in the execution of the sport, or other field house and field equipment? This question was addressed in the presentation but to reiterate, it is predominantly equipment used by athletes. Occasionally a repair to a game clock might be charged here but most of the repairs to field house equipment (e.g. backboards, bleachers, etc.) are charged to school building maintenance. 7. Who does the crowd monitoring and how are they paid? This question was addressed in the presentation 8. Is there any way to reduce the "officials" expense? Do we pay this to personnel or to MIAA? The only way to reduce this expense would be to reduce the number of games / events. Fees are paid directly to officials not to MMA. 9. What are the current participation levels in Boys JV Hockey, Winter Cheerleading and Girls Gymnastics? See presentation and handout 10. Athletics Dues & Memberships - 2,000 up to 6,000 would be a 300% increase, not 200%. Why is this increasing 3x? In FY09, the actual amount spent was $6,93 1. In the current fiscal year, year to date expenses have been $6,292. This amount consists of two major payments - one to the MMA and one to the Middlesex League, each totaling about $2,500. The other expenses are for various non-league memberships for specific teams to participate in various tournaments. In FY07 and FY08, the Middlesex League amount had been paid from the High School budget as the invoice has been billed to the High School principal. Given its purpose, it is more appropriately paid from the Athletics budget. 11. Please provide a breakdown of the cost of each sport? The budget notes a savings of $25k by eliminating 3 sports. What is the cost of each sport broken down by level (Freshman, JV, Varsity). Please see presentation and handout for. this information. It is important to note that our chart of accounts is not set up with this level of detail. We do not track, within MUMS, the expenses by specific sport so the data provided are more estimates than actuals. We do, however, track user fee revenue by sport in MUNIS. 12. Crowd monitors - With the proposed elimination of 3 sports, why would the "Crowd Monitor" budget increase? Please explain how this is paid? Is the money used to pay for police attendance? The only sport which requires crowd monitors is hockey and that expense is paid for from the game revenue. The increase is related predominantly to police detail coverage for night games. 13. I have the same question for coaches, transportation, trainers, and officials. Why would these increase? This information was discussed in the presentation; most of the increases are contractual. 14. I would like an explanation for the proposal of removing JV and Varsity sports before considering other options (Freshman programs, increased user fees, shortened seasons). The selection of the three sports proposed for elimination was based on a variety of reasons. The first is related to Title IX which requires that we provide equal access to sports for each gender. For hockey, there is no .IV girl's team and with gymnastics, there is no boy's team. The, cost for the sports were also considered and both hockey and gymnastics require the rental of outside facilities which add to their costs. Finally, participation was also taken into account and winter cheering has one of the lowest participation rates. While girls tennis is lower, due to Title IX, we could not eliminate girls tennis without also eliminating boys tennis. 15.1 would like to have a breakdown by each sport/co-curricular, boys and girls, the cost for each line item related to said activity. Transportation, coaches, fees, equipment, etc. Please see the attached handout. As mentioned above, our chart of accounts is not set up to this level of detail. We do not track expenditures by sport in the MUNIS system so the figures provided are estimates. 16. To that end, could we institute user fees for each sport based upon the cost of each? Would that somehow alleviate the need to eliminate any activities? As mentioned above, with the exception of winter track, no sport is fully recovering its costs through user fees. As the handout shows, if we were to institute a differentiated fee, some athletes would be forced to pay upwards of $1, 000 for a sport with the average being $484 per sport. 17. What are the dues and memberships for in the athletics budget and why are they increasing by 200%? Please see same question and response above. 18. Why the sharp changes in equipment repair? This was addressed in the presentation and above but is due in large part to the increase in the number of football players. National Operating Committee on Standards for Athletic Equipment (NOCSAE) requires equipment refurbishment be done annually and at other set intervals. 19. Why are athletic facility rentals decreasing? This represents the decrease in ice rental costs and gymnastics facility rental due to the elimination of the Girls Gymnastics and JV Boys Hockey. 20. Are new uniforms necessary each year? For some sports, the "uniform " is essentially a consumable item. For example, tennis shirts and golf shirts are only used for one season. Other uniforms must be refurbished at the end of each season (e.g. football, hockey). In addition, there are some replacements each year due to wear and tear. 22. I would like to know the philosophy of how we decide to offer Varsity, JV and Freshman teams in a give sport; do we consider: • impacts to students • title 9 impacts • impacts to varsity level competition • budget impacts with respect to synergies between the levels making it more/less cost effective • how is budget money assigned to the three levels of teams vs. types of sports • are there MIAA rules that require you to have a JV or Freshman team • what is our approach to having freshman on the JV teams - is it one approach, or by sport As mentioned above, most of these factors were considered. We offer teams based upon the interest of our student athletes, Title LVcompliance, the league schedule, facility availability, and sustainability. 23. Can we please have a breakdown of all sports, levels (V, JV, Freshman) of teams by sport and level - the following data: a) number of girls and boys participating b) number of regular season games c) coaching costs d) transportation costs e) rental costs f) official costs g) miaa costs h) equipment i) equipment repair j) crowd monitor k) supplies and materials This data is provided in the handout. 24. Which teams accept all players and which ones have tryouts? Cross country, winter and spring track, football, gymnastics, and wrestling are sports that usually accept all athletes. All others have tryouts with some re- ' assigning athletes to sub-varsity levels. 25. How many J.V Hockey games are there, gymnastic events, and cheerleading events? J V. Hockey -18 Gymnastics -11 Winter Cheering - attend all home varsity hockey games 26. In lieu of cutting sports did you consider cutting back schedules to save on transportation, facility rental etc...? Is this allowed by MLA-A? It is currently being examined. It is allowed by MIAA but is challenging from a scheduling perspective for the Middlesex League. 27. What dictates how many coaches each sport has? Is this a department policy, MIAA rule, or coaches discretion? Safety and liability 27. Who are the crowd monitors? Is this school staff or police detail? This question is addressed in the budget presentation 28. What is the difference between event detail and crowd monitor? Event detail are custodians and crowd monitors are generally police with other employees (teachers, school stafJ) sometimes supplementing. 29. When is the Transportation contract up for renewal? Our current contract with North Suburban expires in June of 2011. 30. Why are dues and memberships up 200%? This question was answered above. 31. Why are Trainer supplies up 20%? This question was answered above. 32. Can you explain the salary increase for both the Athletic Director .7 position (3.6%) and the Activities Coordinator .3 position (1.5%)? It works out to be just under a 3% raise (from $103,304 to $106,353). As with the other Administrator positions, the FYI0 budgeted amount is not reflective of the FYIO actual. The salary increase for FYI0 was greater than what was - budgeted. For FYI 1, the budgeted salary increase over FYI 0 actual is 0%. Can you list some of the duties of the Activities Coordinator? This position is actually the Extracurricular Coordinator. As such, this position is responsible for managing the extracurricular budget including collection and receipt of drama user fees, ordering of equipment and supplies for extracurricular programs, and payment of all extracurricular expenses (transportation, supplies and equipment, dues and memberships, entry fees, and awards for drama, band, and academic teams). Extracurricular 1. There has been community discussion on renting our facilities for outside use i.e. AAU. Where are we with this initiative? We are still interested in this option and actively investigating the opportunities. Any revenue generated would be deposited to the building rental revolving account. 2. A lot of fall athletes use the fitness center in July and August in preparation for the Fall season. Please confirm that this would be assumed to be part of the Fall season. We do not staff the fitness center with fatness center monitors in the summer and the facility is closed to non-athletes. Any activity that occurred during the summer would be supervised by coaches and would not be subject to a fee. 3. How many individuals make up the Fitness Center Stipends? We currently have 4-5 fatness center monitors who staff the center in the afternoons. 4. Will the Fitness Center charge be passed on to staff as well? No; there are very few staff members who utilize the facility as the facility is generally full with students and athletes. 5. What are the Royalties? We need to pay for the rights to the drama productions we undertake. Technology 1. Why are "Software Licenses" listed under Contract Services. This amount represents our ConnectEd license which is an annual contract. Under the DESE chart of accounts, this expense is classified as a contract service. 2. Why were the phone repairs so underfunded? In FYI 0, we have two systems that are still under warranty. These systems will come off warranty at the end of this year. 3. Why are the software purchases eliminated? We do not anticipate the need for any new districtwide non-instructional software purchases for M 1. 4. Where are we accounting for the technology maintenance that we are receiving from the PTO's? The technology maintenance funded in this budget is for districtwide networking, server, and telecommunications equipment maintenance, not instructional technology. In addition, while PTO's are paying for some instructional technology, there donations are not covering all of the required expenses. 5. What is the difference between Building Technology (1.7 FTEs, $161,052) under the regular day budget and Computer Technicians (3.5 FTEs, $133,390) in the Technology cost center of the budget? The building technology salaries include 1.0 FTE technology specialist at the High School and two 0.5 FTE technology specialists at the middle schools as well as the stipends for all three individuals to compensate for the summer work they do to upgrade and maintain building technology infrastructure. Technology specialists are DESE licensed teachers who assist with the integration of technology in the classroom and provide some technology instruction to students. The Computer Technicians are non-licensed, non- union personnel who repair and maintain hardware and trouble-shoot hardware and networking issues (i. e. "break- fix " services). School Committee Questions & Administration Responses School Facilities 1. In the maintenance sections - can you elaborate on the explanation of "Extraordinary Repairs"? This amount is for unplanned, unanticipated emergency type repairs. It is similar to a contingency budget. Per the DESE reporting requirements, these expenditures are to be reported separately as Extraordinary Maintenance and Repair. 2. How are we marketing the school buildings to local colleges and universities? We are contacting representatives of graduate and continuing education programs and providing them with information about our facilities. We are in the process of developing a brochure and will also be working on adding more information (pictures, technology, etc.) on our website. I Please provide a copy of the report used to determine there was no justification to increase the Reading Recreation fee of $25,000. No such report was done. The text of the budget commentary discusses an analysis that was done by our software vendor to determine if our rental rates were competitive but did not look at the $25, 000 payment from recreation. There was no report provided, just a discussion of the results of the analysis. We still believe that the $25, 000 may not capture the costs (actual and lost rental opportunity) and would like to pursue further discussions. 4. Why did we under budget Custodial Supplies in 2010? This years request in more in line with our 2009 expenses. We had surplus supplies in FY09 to assist us in FYI 0. 5. Give more detail on the Extraordinary Repairs. This information is provided during the presentation. Town Facilities