I. Welcome: William Ommerborn, Chairperson, welcomed everyone and new members to the meeting.

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1 Greenville Central School District Budget Advisory Committee Minutes for the Meeting of January 6, 2009 Call to Order: A meeting of the Budget Advisory Committee was held on Tuesday, January 6, 2009 in the High School Library. Chairperson William Ommerborn called the meeting to order at 7:00 pm. Committee Members Present: William Ommerborn, Chairperson Cheryl A. Dudley Michelle Gage Colleen Hall Duncan Macpherson Maria Marquit Kathleen Martin Kathryn McAneny Wells Packard Taknika Salvio Roseanne Stapleton Tammy Sutherland Committee Members Absent: Other Attendees: Gary Hoffman Scott Gardiner Karen Morin Kenneth Scarlata Robert Schrader Paul Ventura I. Welcome: William Ommerborn, Chairperson, welcomed everyone and new members to the meeting. New members as approved by the Board of Education as of January 2009 Elementary Parent Member Taknika Salvio Middle/High School Parent Member Michelle Gage Recorder: Cheryl A. Dudley served as the Recorder for the meeting. II. Minutes Review/Approval: Motion by Maria Marquit, seconded by Rosanne Stapleton Minutes were unanimously accepted. III. William Ommerborn thanked BAC members who volunteered to handout materials during the Holiday Concerts and Colleen Hall for her work in preparing the materials. 1

2 IV. Brief Budget Overviews for Non-instructional side of the budget- 20 minutes each) Reductions have been made and it is realistic to expect that further reductions maybe needed as the budget planning process proceeds. a. Food Service Paul Ventura/School Lunch Manager b. Technology Scott Gardiner/Director of Instructional Technology c. Transportation Karen Morin/Transportation Supervisor d. Buildings & Grounds Robert Schrader/Supervisor of Buildings & Grounds Transportation Overview: The Greenville Central School District serves rural communities in three (3) counties representing eleven (11) townships. The District is approximately one hundred twenty-one (121) square miles in area. Twice a day, students are transported approximately 1,800 miles. Current Personnel: Transportation Supervisor-1 Head Bus Driver-1 Head Mechanic 1 Mechanics - 2 Bus Drivers - 29 Driver Cleaner - 1 Secretary / Business Office.5 transportation work is completed in the business office - example contract transportation bidding, contracts, SED reporting to maximize transportation aid, a.5fte salary is coded under transportation Summer Help Adult 1 (30 days) to clean the fleet Transportation Office, Mechanics, Drivers, Bus Aide $792,678 $814,850 $22, % Late Buses, Athletic Trips, Field Trips $44,436 $44,836 $ % Substitute Salaries Total Salaries $30,900 $27,900 ($3,000) -9.71% $868,014 $887,586 $19, % For the second year a proposal has been submitted for a ten month part-time dispatcher. Below is the estimated cost. (The title of dispatcher is not currently a recognized job title under the GPF Contract. The actual starting salary would be negotiated.) Salary $9,464 FICA (7.65%) $724 ERS (7%) $662 Total Benefits $1,386 Total Salary/Benefits $10,850 Transportation Aid Ratio 76.3% Aid received in the 2010/ ($8,271) 2

3 This position is not included in the budget due to fiscal constraints. This request is listed to show the personnel needed in the Transportation Department. It will become part of a long range district personnel plan for when funding becomes available. Currently routes are being reviewed to determine where students can safely walk short distances to pick up locations to both shorten routes for fuel savings and possibly eliminate one route; Kindergarten students are and will remain door- to-door; there are dead end roads where changes can be made for safety; and all routes will be reviewed in general. Equipment $1,800 $0 ($1,800) % Equipment has a dollar threshold of $500. The bus garage needs two ladders : one 8 ft. and one 2 ft. fiberglass ladder. The estimated cost is $238 / $61. This request will be budgeted under supplies. Contractual Expenses $67,600 $66,160 ($1,440) -2.13% Reductions have been made under the following budget codes: Outside Labor, Conference/Travel, Service Contracts, Printing, EZ Pass, Professional Fees, and Hepatitis B Vaccine. Materials and Supplies $263,225 $263,125 ($100) -0.04% Gas/Diesel At this time we have not made any adjustments to the gas/diesel budget. We will review this line item throughout the budget process in order to project and budget the anticipated costs for the 2009/2010 school year. An increase of $100 under anti-freeze was offset by small reductions in office/educational supplies and bus driver training supplies. Questar / BOCES - Transportation Drug and Alcohol Testing $2,700 $2,786 $ % Transportation Drug & Alcohol Testing By law random testing is required for all transportation employees. This service is provided through a cross contract with Jefferson Lewis BOCES. Grand Total (5510 codes) $1,203,339 $1,219,657 $16, % Discussion included: costs for buses for this year (page 2) State aid ratio: 76.3% 65 passenger bus with compartment and chains Total of 6 buses without compartments and chains 2 new vans 1 wheel chair hope to make it through the year Radios for vehicles $ 5130 Trade in buses. Keep wheel chair for emergency other to B&G do not trade in vans Actual body expense is $669, Fiscal Advisors prepared debt service schedules Two (2) purchase schedules were presented 7 buses and 2 vans 3

4 6 buses and 2 vans Question (D.Macpherson) Is the bus purchase plan were still valid? Long-Term Bus Fleet Replacement Plan. The schedule is to replace seven (7) buses and to (2) vans one (1) of which is a wheelchair van passenger bus with compartment and chains $99, passenger bus with NO compartment and chains $577, Vans $98, Radios $5,130. Subtotal $780,410 Less Trade-Ins $110,500. Total to be Bonded $669,910 Our fleet is in the best shape due to the planned scheduled purchase plan and is cost effective as older vehicles cost more for maintenance. Routing options were discussed including central pick ups where safe, annual changes that occur when population changes Planning for Kindergarten students School Tool is a major improvement and February Registration for Kindergarten helps plan for enrollment and routes. Drivers also provide input. Drivers and Karen Morin, Transportation Supervisor, review and check routes and mileage for safest and most cost effective options. Food Service Overview and Discussion: Last year of four year equipment plan. After 22 years new ovens were purchased and increased oven capacity by 50% With breakfast and lunch options, the food service program serves over 1600 students and faculty/staff every day. Greenville maintains a high quality breakfast and lunch program. Dietary guidelines are in accordance with the New York State Education Department. For the 2008/2009 school year the General Fund subsidized the program in the amount of $27,000. Salaries: Current Personnel School Lunch Manager Food Service Employees 15 (3 Full-time, 12 Part-time) hours range from 3 to 7 a day Equipment (Food Service) $13,800 $9,755 ($4,045) % During the 2006/2007 school year the District began a four (4) year replacement plan of the existing 1969 equipment in the HS Cafeteria. For the 2009/2010 school year the range and broiler are scheduled for replacement. Cafeteria Equipment Replacement Plan Year 1 (1) Double door Refrigerator $ 6, /2007 (2) Milk Coolers $ 10,000 * $ 16,100 Year 2 (2) Reach in Refrigerators $ 12, /2008 (3) Stainless Steel Carts $ 1,545 * $ 14,045 Year 3 Regular Double Oven $ 7, /2009 Regular Single Oven $ 4,100 4

5 * $ 11,900 Year 4 Range $ 5, /2010 Broiler $ 2,710 Electric Work needed for the new range/broiler $ 1,500 $ 9,755 This has resulted in new and different offerings and /or items. With two (2) burners as well as a griddle grilled/toasted items may be prepared on cook surface with a better flavor or taste value. Electrical work will also be needed to put these new items in place. Provides the opportunity to do more for the students broil hamburgers instead of bake them Question & Response: Soda can not be served to students in a school cafeteria. Buildings & Grounds Overview: The Greenville Central School District maintains facilities with a value of over $42,250, (estimated square footage 256,500) and personal property on approximately 80 acres of land. Salaries: Current Personnel- 23 Supervisor of Buildings & Grounds -1 Assistant Supervisor of Buildings & Grounds-1 Clerk Typist- 1 Maintenance 3 Custodians 7 (4 of the 7 work in the evenings) Cleaners 6 (All 6 work in the evenings) Cleaner Monitors 3 (2 full-time / 1 part-time) Driver/Cleaner 1 Summer Help Adults 3 (40 days) Students 2 (40 days) 3 are 10 month 3 cafeteria bus drivers 10 months + summer Students hired after a posting in conjunction with the guidance counselor and high school principal Salaries $783,055 $814,740 $31, % Substitute Salaries $30,900 $26,000 ($4,900) % Last year a 10 month part-time Cleaner/Monitor position was requested. This position was not included in the final 2008/2009 budget. There is no request for additional staff this year. Currently, we have an open cleaner position that we are filling with substitutes. At this point it is not being filled, in anticipation that we may be looking at staff reductions district wide. The original request was to increase the cleanliness in the elementary cafeteria through the continuous five lunch periods. The estimated cost of the open cleaner position (year 1 / family health insurance) is $49,038. (open cleaner position) Salary $29,065 FICA (7.65%) $2,223 ERS (7%) $2,035 HOSP (Family) $15,715 Total Benefits $19,973 Total Salary/Benefits $49,038 5

6 Equipment (Buildings & Grounds) $19,400 $19,400 $0 0.00% (Reference 2009/2010 five (5) year Buildings & Grounds Equipment Replacement Plan) Funding was budgeted in the 2007/2008 school year ($15,208) and the 2008/2009 school year ($16,782) to purchase a 4x4 regular cab pickup truck with plow and lift gate to replace the 1999 pick up truck ($32,000). This purchase is currently on hold pending available year end funding. If we are not able to make this purchase then we will need to begin to save for this purchase again. See Option 1 ($19,400). If we are able to make this purchase then we can budget Option 2 ($8,115) Option 1 includes plow truck Option 2 savings if purchased at end of the year Discussion: R. Schrader Reviewed needs over the next five years Two (2) vehicles are needed to plow to open campus with a two hour delay. Some schools have outside contracts for snow removal which we do not. Clean schools: clean hall floors keep classrooms clean and helps with various student aliments such as asthma etc. The custodians work hard to keep school halls and classrooms clean for students and teachers. The new walk behind machines have different pads and with different pads reduces the amount of cleaner solution required which is better for faculty and students. There is an open position/vacancy which is currently filled by a substitute. M. Marquit suggested that the District consider adjusting the position to six(6) hours with two (2) employees and therefore fewer hours daytime cleaner monitor or possibly three (3) positions of five (5) hours. This would result in less cost than the one position due to the cost of health benefits i.e. smaller size positions. The industry standard for the average cleaning area is 19,000 square feet and in some locations in the District the area is of responsibility for cleaning is lower than the industry standard. M. Marquit noted that this is a busy time of year with floor mopping etc. so what is left to complete at night, especially in the MS/HS is a lot and very busy. With this nights can often be difficult to clean as there is so much use of the school facility. The custodians start at 5:30 am and the last shift closes at 11:30 pm. Substitutes are often available only for four (4) hours as it is a second job. What is the length of the lunch period at the elementary school? Answer: 20 to 25 minutes Would the cleaner monitor position include breakfast? No, just the lunch period with an anticipated starting time of 10:00 am. At Ellis there is only one maintenance and one custodian during the day, often relying on calling custodians from the MS/HS for help in an emergency. R. Schrader further explained the custodial schedules in more depth for student emergencies, heavy snowfall, ice and other situations. There are two full-time custodians at the MS/HS during the day. One custodian completes the mail delivery on each end of the day, i.e. morning and afternoon. Contractual Expenses LP Gas, Water Usage, Telephone, Internet, Electricity and Fuel $537,777 $566,650 $28, % Contractual Expenses - All other codes $232,390 $226,150 ($6,240) -2.69% Total $770,167 $792,800 $22, % 6

7 1. Water Usage (+$2,250) Price increase from the Town of Greenville, currently we are under budgeted. 2. Electricity (+$35, budget code / +5, budget code) Increase is due to both a price increase and an increase in KWH usage. Currently we are under budgeted. We are continuing to review how and where we can reduce our KWH usage. 3. Fuel At this time we have not made any adjustments to the fuel budget. We will review this line item throughout the budget process in order to project and budget the anticipated costs for the 2009/2010 school year. 4. Windows/doors ($+2,000) - Repairs have been made to the windows at the Ellis Elementary school over the last few years. There are approximately 25 units still to be repaired (safety issue). The work to be completed includes: Remove and replace balances and pivot lock shoes from lower sash, secure upper sash with brackets for safety and install new sash stops to prevent over retraction of new balances. 5. Exterior Repairs ($+2,000)- Needham Risk Management Group has conducted the district s required Annual Visual Inspection for the District. The following is being planned for completion in the 2009/2010 school year. a. Replacement of Ellis north courtyard outside concrete stairs for safety Estimated cost $4,800. b. Placement of handrails at the bus garage outside ramp for ADA compliance Estimated cost $1,080. c. Placement of hand-rails on both sides of the middle school ramp located outside the principal s office for ADA compliance (Interior Repairs) Estimated cost $4, Heating contract (+$3,300) / Heating A/C Repair (- $3,300) Money has been reallocated among these two codes no overall increase. 7. Cafeteria Equipment Repairs (+$1,000) this is not a new cost, a new code will be established to better to account for the costs associated with the use and maintenance of the food service equipment. Previously these costs have been charges to electrical repairs, interior repairs, pumps etc ) Has previously been out of the general repair custodial but hoping to identify 8. Septic Tank Cleaning (+$1,500) Costs for annual maintenance pumping, plus a rotating schedule of complete pumping and emergency pump outs as needed. There are thirteen (13) sites on campus for annual cleaning. 10,000 gallon tanks are cleaned more frequently 9. Asbestos Triennial Inspection (+$3,000) As required by law, Needham Risk Management will complete the districts Triennial Asbestos Inspection during the 2009/2010 school year. Annual K. Martin inquired: What about town sewer? R. Schrader responded that it is currently not available but would be welcomed by the school district if and when available in the future. Electrical issues: There have been dead shorts in outside lights; computer use is increased but so have electrical efficiencies and at night they are turned off; whiteboards require minimal electricity. Cost saving measures includes each school district facility connected to a night setback which reduces heat and electrical use of fans. Oil prices need to be monitored through out the budget process but hesitant at this time to reduce the budgeted allocation. Materials and Supplies $55,175 $54,775 ($400) -0.72% An increase of $1,500 was offset by reduction in paper supplies, paint, furniture maintenance, boiler supplies, hardware, and office supplies. Contractual Expenses ( budget code) $28,975 $34,475 $5, % 7

8 The total increase is under Electricity. Amounts expended under 5530 budget codes will receive Transportation Aid (76.3%) for those items maintained by Buildings &Grounds in the transportation facility Grand Total (1620 / 5530 codes) $1,701,472 $1,751,689 $50, % Interfund Transfer to Capital Account $215,000 $215,000 $0 0.00% The District has been committed to increasing this line item by $25,000 each year for the last several years for planned capital improvements. Due to budget constraints in the 2008/09 school year this line item increased by $15,000. Stieglitz Snyder Architects are currently working on a program study for the replacement of the Greenville Central School District telephone system. Upon receipt of that report we will be able to budget accordingly. Question: What is the aide ratio on these items? Answer: Building aid ratio is 74.7% including 10 % incentive Other discussion: Fire extinguishers require annual inspection including those on buses.. Have to be inspected once a year by an outside firm. Done once a month by R. Schrader s assistant. Recharge fee is $15.00; $20.00 for Hydrostatic testing; Replacement is approximately $40.00; kitchen extinguishers cost approximately $ Electricity can it be monitored by facility/ building. Meters are separate and will be able to determine elementary, middle school and high school usage. It may also be calculated by period. New computers are more energy efficient. Electricity usage is an area that is under continual review. Meters may also be checked for accuracy. Information Technology Department Overview: The Greenville Central School District IT Department maintains a computing environment with over 500 workstations, 10 servers, 3 computer labs, 2 media centers, 2 mobile laptop lab carts, and over 25 Multimedia classroom systems. Salaries: Current Personnel: Director of Technology Technology Assistant Salaries $114,663 $114,663 $0 0.00% Salary contracts are currently not determined for the school year. The Information Technology department has two full time personnel. The Director of Technology is responsible for managing the use of technology district-wide; this includes, but is not limited to serving in the following roles: - Network Administrator - School Tool student management system coordinator - NutriKids point of sale system coordinator 8

9 - Follett library automation system coordinator - NYSED Corporate Information Officer for GCS - District technology procurement - Management of the District s Technology Plan - Technology Trainer - Security IDs - Help Desk support The Technology Assistant is essentially responsible for installation, troubleshooting and repair of technology district-wide and providing help-desk support. This includes, but is not limited to the following equipment: - Desktop Workstations (520) - Laptops and carts (60) - Printers (50 Laser, 120 Deskjets) - Multimedia classrooms (25 installations) For much of the school year, these two positions are overwhelmed with technology requests and work orders, resulting in a less than desired completion time for faculty and staff. For this reason coupled with the prospect of new technologies and responsibilities being added to the IT Department it is recommended that we add a third position to the Technology Department. This position is not included in the budget at this time, due to budget constraints. This request is listed to show the personnel need in the technology department. It will become part of a long range district personnel plan for when funding becomes available. Salary $30,000 FICA (7.65%) $2,295 ERS (7%) $2,100 HOSP (Family) $15,715 $20,110 Total Salary/Benefits $50,110 Equipment Computer Hardware $23,377 $22,057 ($1,320) -5.65% For the purchase of new computer equipment that is not included on the lease purchase. This includes printers, projectors, miscellaneous network equipment and some hardware upgrades. This number is based on the Governor s proposal and is calculated to maximize our computer hardware aid. This code is entirely comprised of funds from state aid; some hardware is also purchased under other codes. Purchases that are not part of the long range plan or miscellaneous items that fail throughout year Contractual Expenses 2008/ /2010 Total Increase/Decrease %Increase/Decrease $105,000 $105,000 $0 0.00% The Long range plan is for your review. Work stations are the major expense. Planning began in 2003 and the plan is examined relook to see if schedule is appropriate or changes are needed. There are no changes to the contractual budget codes. 1. Communications/Internet Charge for our Internet Service Provider. Last year we switched to our local cable company, effectively tripling our bandwidth. 9

10 2. Library Automation Covers our maintenance contract for the library automation system in both Ellis Elementary and the MS/HS. It also covers repairs to any of the barcode equipment and/or special printing costs. 3. Support Covers outside tech support vendors. This includes tech interns, conferences, training, repairs for areas that we do not have expertise (fiber repair/ installations, network configuration, etc.). 4. Computer Hardware/Lease Long Range Equipment Plan cycle of two (2) year lease purchases, replaces all of our computers every six (6) years. 5. Computer Repairs Covers parts and sometimes labor of hardware repair. Items repaired include computers not under warranty, printers, projectors, servers, and network equipment. This year there will be approximately three hundred fifty (350) computers not under warranty. Discussion and comments: It is the goal to provide up to date equipment for students but not to have spikes in the budget plan Internet is provided through locally through Central Hudson. Library automation is also provided (Follett software Company) Materials and Supplies $15,000 $16,995 $1, % Information corrected at meeting $15,450 $ 450 (+1,995) Money is used to purchase computer supplies district wide, includes: Ink, Toner, disks, and CDRs. The cost increase in this line is mainly due to increase in product costs; however the increase in the number of color printers has contributed as well. Costs are also driven by petroleum sots Computer Software / Aidable $20,893 $21,520 $ % This line includes district-wide software purchases and licensing renewals. Software renewals include our internet and filter software, anti-virus and anti-spyware software. New purchases include Microsoft operating system and office application software. In addition, as funds allow licenses are purchased to work towards achieving 100% software license compliancy across the district. D. Macpherson: Open office source options might be considered. S. Gardiner responded that he was not ready to go there yet. The District needs to review industry standard and usage to determine what students may need to be able to use after graduation. To control costs, purchases are made from State Contract which is much less expensive than purchases by an individual. Questar III / BOCES (Student management and curriculum mapping software programs) % Increase/Decrease 2008/ /2010 Total Increase/Decrease $40,586 $37,000 ($3,586) -8.84% This number is a combination of the licensing and servicing fees paid to the NERIC for our student management system School Tool and our curriculum mapping software Rubicon Atlas. The decrease reflects the deletion of the implementation fees that we were charged last year for School Tool. We are still waiting for definite costs for 09/10 from NERIC but do not expect them to change drastically. BOCES aid ratio 64.7% The student management system costs are higher in the first year due to initial fees. There are items to implement but fees are completed. T. Sutherland explained that BOCES aid is for items or services purchased in one fiscal year with the state aid received by the District the following year. 10

11 W. Ommerborn inquired if there was a need for a meeting on January 20? That is it necessary to meet to further review information presented this evening or are people ok for the time being? Committee members indicated that they did not need another meeting on January 20. Therefore the next meeting will February 3 rd with the Principals and Assistants present to discuss the instructional side of the budget. V. Adjournment: by W. Ommerborn was at 8:25 pm Future Meetings: January 20, 2009-cancelled February 3, 2009 February 24, 2009 March 10, 2009 March 31, 2009 May 26,