School Board Agenda Oregon City School District, March 18, 2019

Transcription

1 School Board Agenda Oregon City School District, March 18, 2019 The Board of Education will meet in Work Session, beginning at 6:00 p.m. on Monday, March 18, 2019, at the District Office, th Street, Oregon City. Work Session Agenda 1. CALL TO ORDER BUDGET DEVELOPMENT Financial Forecast & Legislative Update Follow-Up Questions from Committee Enrollment Forecast Operations Department: Maintenance Long-Range Facility Planning 3. POLICY REVIEW 4. DISASTER PREPAREDNESS 5. ADJOURN Following the Work Session, the Board of Education will meet in Executive Session, at the District Administration Office, th Street, Oregon City, OR, discuss bargaining & property matters pursuant to ORS (2)(d)(e). NOTICE TO MEDIA: In accordance with ORS (4) regarding Executive Sessions, news media representatives may not be allowed to attend portions dealing with collective bargaining strategy or consideration of student expulsion. All other matters discussed in Executive Session must remain undisclosed. Please silence all electronic devices before the meeting begins. Property Personnel Executive Session Agenda:

2 General Fund Projection Biennium Biennium $8.2 Billion Co Chairs Budget Various Scenarios Governor's Budget and COSA Scenario 1 Governor's Scenario 2 Governor's Scenario 3 QEM Audited Results & Projection Co Chairs Budget $8.871 Billion Budget $ Billion Budget $ Billion + 1 Scenario 2 + $670 Million as of 12/31/ %/50% 49%/51% 49%/51% Billion SIF 49%/51% 49%/51% Actuals Projected $8.871 Billion $8.97 Billion $9.97 Billion $10.64 Billion Projected ADMw 9, , , , , , , , , , Projected Funding per ADMw 7,687 7, ,235 8,526 8,301 8,594 8,961 9,280 9,400 9,730 Projected Funding Formula Revenue 72,239,874 73,962,068 77,431,537 80,567,886 78,052,557 81,210,952 84,253,831 87,698,727 88,384,347 91,949,278 Projected Transportation Reimbursement 3,361,383 3,426, ,493,000 3,561,000 3,493,000 3,561,000 3,493,000 3,561,000 3,493,000 3,667,650 Total Formula Revenue 75,601,257 77,388,757 80,924,537 84,128,886 81,545,557 84,771,952 87,746,831 91,259,727 91,877,347 95,616,928 Resources Taxes 25,607,549 27,617, ,700,000 28,947,000 27,700,000 28,947,000 27,700,000 28,947,000 27,700,000 28,947,000 Common School Fund 761, , , , , , , , , ,000 County School Funds/Federal Forest Fees 10,063 5 Net State Funding 49,222,265 48,977,418 52,424,537 54,381,886 53,045,557 55,024,952 59,246,831 61,512,727 63,377,347 65,869,928 Total Formula Revenue 75,601,257 77,388,757 80,924,537 84,128,886 81,545,557 84,771,952 87,746,831 91,259,727 91,877,347 95,616,928 Intermediate Sources CESD Services 1,011, , , , , , , , , ,175 High Cost Disability 834, , , , , , , , , ,000 Other Miscellaneous Revenue (Fees, Lease Income, Tuition, Other) 1,739,430 1,718, ,750,000 1,750,000 1,750,000 1,750,000 1,750,000 1,750,000 1,750,000 1,750,000 Transfers In Beginning Fund Balance 3,054,480 3,913, ,156,818 3,538,031 4,156,818 4,159,051 4,156,818 10,374,325 4,156,818 14,534,409 Total Revenue Projected $ 82,241,961 $ 84,710,691 $ 88,591,355 $ 91,213,916 $ 89,212,375 $ 92,478,003 $ 95,427,649 $ 105,196,052 $ 99,587,733 $ 113,733,512 Total Expenses Projected 78,328,027 80,553, ,053,324 87,179,657 85,053,324 87,179,657 85,053,324 87,179,657 85,053,324 87,179,657 2 Ending Fund Balance $ 3,913,934 $ 4,156, $ 3,538,031 $ 4,034,259 $ 4,159,051 $ 5,298,346 $ 10,374,325 $ 18,016,395 $ 14,534,409 $ 26,553, % 4.91% 3.99% 4.42% 4.66% 5.73% 10.87% 17.13% 14.59% 23.35% ESTIMATE ONLY

3 3 Co-Chairs Budget Ways & Means Committee 2019 Oregon Legislature State School Fund = $8.87 billion $100 million less than Governor s recommendation $2 billion less than Quality Education Model (QEM) FOR OREGON CITY SCHOOL DISTRICT -$100 million SSF = estimated -$620,000 $620,000 = more than 7 teachers or more than 3 school days

4 FACILITIES SERVICES DEPARTMENT 4 OREGON CITY SCHOOL DISTRICT MARCH 18, 2019

5 Facilities Services continues to care for 23 buildings, equaling 1.3 million square feet and over 300 acres. The crew 5 successfully completed over 1400 work orders this last year, not including the hundreds of hours of moving, landscaping, mowing, and fertilizing. Facilities Services maintains a quality learning environment by providing proper lighting, comfortable climates, well ventilated building, well-maintained furniture, clean facilities that are safe from hazards, functional plumbing and heating/ventilating systems and much more. The facilities department does this work as efficiently and economically as possible. Philosophy The rationale for investing money in school facilities is not just about preserving the buildings: it is about providing a quality learning environment. The condition of a school building can have a direct effect on: Student and Staff Safety Student achievement Student behavior Staff effectiveness Staff morale MISSION To continuously strive for excellence and exceed our customers expectations with quality service.

6 Facilities Services takes pride in maintaining promptness in responding to work requests and completing them in a timely 6 matter. We make training for our employees a priority; we have sent our employees to chain saw safety, safety inspections classes, door and lock and building operator certification courses. We also have several of the crew trained in underground utilities, excavation, CDL (Commercial Drivers License) and OSHA 10 (Occupational Safety and Health Administration). Other employees continue their required education for their current licenses. Their training and experience allows us to keep maintenance costs down and the ability to respond quicker to our districts needs. Our department supports all buildings and staff with all maintenance issues but we also help the other support departments as well. Examples: Install TV monitors, poles and mounts for projectors, low voltage, help set up new access points for Technology Helping clean up an area for before a commercial is filmed, keep in gyms in operation use for Community Ed Adding gravel to private driveways so buses can use them as a turnaround for Transportation Coordinate work that results from all the annual inspections, facilitate water for lead level testing for Safety & Risk Management Maintain all repairs and service on all kitchen equipment plus installing new equipment for Nutrition Services Services, Functions, and Programs: What Facilities is responsible for Athletic Field Lining Equipment Maintenance Roofing Asbestos Removal Fire Safety School Dude (Work order system) Backflow Grounds Maintenance Security System Bleachers Gym Floor Refinishing Septic Tank Systems (2) Boilers (Repair & Compliance) Hazardous Waste Management Spray Logs (Chemical) Building Automation System HVAC (Heating/Venting/Air Conditioning) Sub Custodians Carpentry Indoor Air Quality Sustainability Courier/Mail Integrated Pest Management Plan SB1149 Custodial (Subs & Training) Moving (staging, music equip., Title 9 Compliance Electrical/Lighting furniture, etc.) Training (Facilities Staff) Elevators OSHA Compliance Programs Underground Storage Tanks Energy Conservation Plumbing Water Management Lead Remediation SB1149 School districts to complete energy audits and implement energy efficiency measures in public schools with the PGE and Pacific Power service areas. School improvements can include new windows, upgraded heating and cooling systems, energy efficient lighting and hot water systems.

7 Custodial Services help provide a quality learning environment that the district aspires to achieve. The custodians in 7our district go above and beyond cleaning. Each custodian can have up to approximately 28,000 square feet to clean each day. Putting this into perspective, it s like cleaning 14 homes of which are about 2,000 square feet each. Before school prep work that is done by our Head day custodians: ice melt in inclement weather, safety walk, graffiti removal, turn lights on and unlock building. Other duties that can be assigned: Building opening safety inspection for icy walkways, vandalism, heat, lights and water. Parking lot: they monitor traffic flow during drop off and pick up Lunch duty: set up, monitor children during lunch and clean up afterwards Emergencies during the day: clean up body fluids Move furniture when needed Set up for assemblies Safety reports for playground equipment and or building Trouble shoot plumbing, electrical, lighting, heat and water issues Answers alarm calls on weekends and after hours Secure the building each night We continuously strive for our custodial staff to have updated equipment but with the budget restraints it s been difficult. In the past few years we have been able to buy ride-on auto scrubbers which have helped both middle schools and high school. A typical custodial run is about 10,000 steps a night which equates to about 5 miles. The ride-on machines help reduce the amounts of steps they take to help them save time and energy which they can apply to their other duties.

8 Budget 8 The facilities repair and maintenance budget is approximately $495,000 plus the annual recurring contracted service budget is about $235,000. The districts recurring cost for servicing and maintaining will be increasing due to all the AED s (automated external defibrillators) in the district and the installation of the additional Sonitrol card readers and Aiphones (video intercom) for access. Generally, there has been an additional $100,000 from the Construction Excise Tax Capital Fund (CET) dedicated for infrastructure projects as needed. Staff Our Facilities Department staff consists 12 FTE and over 194 years of combined service for our department. Mike Riseling, Facilities Supervisor 33 years Open Lead Maintenance position Mary Kohne, Facilities Coordinator 17 years John Phillips, Courier 41 years Scott Margason, Utility Maintenance / Carpenter 31 years Vernon Scriber, Utility Maintenance / Electrician 20 years Mike Vattiat, Utility Maintenance / Groundskeeper 14 years Andy Chapin, Utility Maintenance / Groundskeeper 4 years Jared Kirk, Utility Maintenance / Groundskeeper 9 years Brian Lockard, Utility Maintenance / Groundskeeper 3 years Herman Cline, Utility Maintenance / Groundskeeper 13 years Justin Brown, Utility Maintenance / Groundskeeper 2 years John Eells, Custodial / Groundskeeper 6 years Ron Parsley, Custodial Sub 1 year Contributions We strive to reduce costs by using our own employees to do work that has been contracted out in the past, great examples of this. We conduct our own backflow testing and clean our own storm drains. Added new faucets and some plumbing to classrooms at Jackson for CAIS. Visitors bleachers at Jackson Stadium: added railing, fencing on the perimeter, steps going up the middle for safety. Our crew also stripes our building parking lots, playgrounds and paints curbs.

9 Department Needs 9 1. Vehicles and equipment are one of our greater needs. We were able to purchase a courier van this year which we are very thankful. Before this purchase it had been since 2013 when we got a new vehicle. The oldest vehicle in our fleet is a 1981 GMC pickup, the average mileage on our vehicles is 160,000. With the current vehicles and equipment due to their age and/or hours of use causes delay in work and increased vehicle repair costs. 2. Budget resources for capital improvement such as roof replacements, plumbing upgrades, parking lot paving and playground upgrades would be unattainable with our current budget. Our top unfunded maintenance projects focus on fire and life safety and preserving the building envelope to prevent mold, dry rot and more expensive repairs in the future. Our hope is that with the bond passing some these needs can be addressed. 3. The Facilities Lead position has been opened since July of 2017 with very little interest. With the current starting wages it s hard to attract qualified candidates. 4. A Custodial Supervisor is a position we would love to see as an addition to our department. The custodians are in a unique position. This position would be able to set up standard operating procedures district wide and provide proper support and training to custodians and administrators. The Facilities Supervisor position does not have sufficient time in a normal workday to supervise the facilities department and provide the necessary support to our custodial staff. 5. Replacement of custodial equipment through out the district 6. With a new building for Gardiner and Ogden being remodeled in the near future, increased grounds and custodial staff for both buildings will be necessary. 7. Storage building for our grounds equipment Summary To summarize we will continue to support all departments and school buildings. Making sure we continue to meet all compliance and fire/life/safety requirements which must be a priority. We will keep training our employees to insure that they work safely, efficiently and confident in their work. We will provide them the tools, equipment, and vehicles that are in good safe working order.

10 Long Range Facilities Report 10 Building Project Est. Cost ($000) Rationale Jackson Roofing Bldg. envelope Jackson Boiler replace Leaking Jackson Bleacher replace Safety & compliance Gaffney Bleacher replace Safety & compliance Beavercreek Septic tank replace Compliance Park Place Fire escapes Compliance Jackson Fire escapes Compliance

11 Thank you for your time. Any questions? 11