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Budget Committee Meeting

Budget Committee Meeting. North Colonie Central Schools March 6, 2014 Shaker High School Media Center. Agenda. Welcome Review of Our Facilities Planning Process and Physical Plant Maintenance Projects (Schedule D) Transfer to Capital Fund Projects (Schedule E) Tax Levy Cap

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Budget Committee Meeting

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  1. Budget Committee Meeting North Colonie Central Schools March 6, 2014 Shaker High School Media Center

  2. Agenda Welcome Review of Our Facilities Planning Process and Physical Plant Maintenance Projects (Schedule D) Transfer to Capital Fund Projects (Schedule E) Tax Levy Cap Debt Service Enrollment

  3. MISSION-FOCUSED • The Mission Statement is the Litmus Test. • All students are provided the opportunity and necessary support to engage in relevant, challenging work which contributes to their academic and social growth and development. • All staff, teachers and administrators are part of a larger learning community, working together to build collective capacity in order to provide a high-quality, relevant, equitable education for all.

  4. FACILITIES PLANNING: PROCESS CONSIDERATIONS – DETERMINING PRIORITIES • They must be “mission-tested” • They must address a problem defined as follows: • Does the facilities work address an immediate or looming health, safety, maintenance or security issue? This will be addressed by the Building Conditions Survey(BCS). • Does the facilities work address a program issue or problem that has substantially compromised our capacity to provide our students the opportunity and necessary support to engage in relevant, challenging work which contributes to their academic and social growth and development? • Does the facilities work address a problem that has substantially compromised the capacity of all staff, teachers, and administrators to effectively and efficiently directly deliver or support the delivery of a high-quality, relevant, equitable education for all?

  5. FACILITIES PLANNING: PROCESS CONSIDERATIONS The Role of the Building Conditions Survey • NYS Education Law (Section 155.1 Educational Facilities, Part a.4) and regulations require a Building Conditions Survey (BCS) to be conducted every five years. • The Building Conditions Survey purpose is to provide an overview of the general condition of each building the district owns and rank urgent and future replacements and renovations work identified by our Architects. • A separate state aid formula reimburses districts for part of the cost of this survey. • There is also a required Annual Visual Inspection (AVI). The BCS is not the AVI. However, the BCS will suffice for the AVI for the year in which the BCS is conducted.

  6. FACILITIES PLANNING: PROCESS CONSIDERATIONS The Building Conditions Survey includes: • Building Systems Conditions Ratings and Definitions: • Excellent: System is in new or like-new condition and functioning optimally; only routine maintenance and repair is needed • Satisfactory: System functioning reliably; routine maintenance and repair is needed • Unsatisfactory: System is functioning unreliably or has exceeded its useful life. Repair or replacement of some or all components is needed • Non-Functioning: System is non-functioning, not functioning as designed, or is unreliable in ways that could endanger occupant health and/or safety. Repair or replacement of some or all components is needed. • Critical Failure: Same as “NF” with the addition that the condition of at least one component is so poor that at least part of the building or grounds should not be occupied pending needed repairs/replacement or some or all components is needed

  7. FACILITIES PLANNING: PROCESS CONSIDERATIONS – OUR EXTENSIVE PHYSICAL PLANT The District includes: • 12 district locations with over one million square feet of occupied space and roof area • 4 natural gas stand-by generators • 14 additional buildings/storage structures • 13 security camera systems with 25 DVR’s and over 200 cameras • 30 heating system boilers • Over 120 air handling, roof top, energy recovery units • Over 150 heating system pumps • Over 175 heating and domestic water pumps • Over 200 rooftop exhaust fans • Over 300 interior motors • Over 2,500 doors, locksets and associated door hardware • Over 3,000 windows and associated door hardware • Over 10,000 plumbing fixtures • Over 20,000 electrical fixtures and components

  8. FACILITIES PLANNING: PROCESS CONSIDERATIONS – OUR EXTENSIVE PHYSICAL PLANT • 284 acres of property • 8 playgrounds • 21 interscholastic practice/playing fields • 5 premier interscholastic fields • 20 parking lots • Over 3 miles of roadway and walkway maintained • Work Orders • On average between 3,000 and 4,000 per year

  9. FACILITIES PLANNING: PROCESS CONSIDERATIONS What do we currently do? • Complete BCS every five years. • We take BCS seriously and approach it methodically/ thoughtfully to address the “unsatisfactories.” • All projects identified through this process are placed on a master list for future consideration and reviewed annually. • Summary of projects identified as Priority 1-3 in last BCS that are completed or scheduled to be completed before next BCS:

  10. FACILITIES PLANNING: PROCESS CONSIDERATIONS We take care of identified issues through our annual budget process through three areas: • Daily Maintenance • Maintenance Budget Projects • Transfers to Capital Fund • This has accounted for $1.445 million in each of the two previous year’s budgets. We plan to increase this to $2.535 million in 14-15. • Such a practice is not the “norm” among school districts. We believe in taking care of issues timely vs. deferring maintenance. • It drastically mitigates or even eliminates the need to bond for standard projects identified in the BCS. • A means to address program needs and enhancements identified by district administrators.

  11. FACILITIES PLANNING: PROCESS CONSIDERATIONS How do we Address our Identified Needs? • General Maintenance – included in the base operating budget. • e.g. Normal day-to-day wear and tear repairs within the buildings • Maintenance Budget Projects – separate listing is presented to BOE during budget process for inclusion in proposed budget within overall Maintenance Department section. • e.g. These are projects of programmed maintenance type or identified by building principal/supervisor • Small-Medium Size Capital Projects – separate listing is presented to the BOE during budget process for inclusion in proposed budget as an Interfund Transfer to the Capital Fund. • e.g. Projects typically over $10,000 that are aidable through the State Education Department that can be accomplished within a year of being approved by the Commissioner • Large Capital Projects – separately voted on bond issuances. • e.g. Projects of a larger magnitude that typically may need to be accomplished throughout the year or over a longer period of time and may impact the operations within the school building to varying degrees. Projects are also Building Aid eligible.

  12. Maintenance BUDGET PROJECTS(see SCHEDULE D)

  13. Maintenance BUDGET Projects – 6 year comparison

  14. Maintenance BUDGET Projects Proposed Maintenance Budget Projects for 2014-2015 school year total $170,000 This is an increase over 2013-14 budget ($20,000) These projects are either not aidable (GR, MW & Maintenance Shop), require immediate attention or are typically minor enhancements/repairs to the buildings that are not easily aidable through a capital project because of cost thresholds or are required to be coupled with a larger project of like type.

  15. Maintenance Budget Projects 2013-14 Before/After Replace Pressure Treated Stairwell to Playground at LR Addition of tack boards in hallways at SG, BH, LR

  16. MAINTENANCE BUDGET PROJECTS 2013-14 BEFORE/AFTER Goodrich Cafetorium Goodrich Curriculum Training Center Alternative Education Classroom

  17. MAINTENANCE BUDGET PROJECTS 2013-14 BEFORE/AFTER Loudonville Basketball Court SHS G211 Art Room Cabinetry

  18. PROPOSED MAINTENANCE BUDGET PROJECTS 2014-15 SCHOOL YEAR Maplewood Annex Window Abatement/Replacement SHS C108 Classroom Relocation SHS Gym Fire Pull Station Replacement SHS Hot Water Heater Replacement Concrete Leveling of Walks and Flagpoles Maintenance Department Lower Door Panels BC Boiler Pumps Replacement SHS Pool Pump Room Valve Replacements

  19. PROPOSED MAINTENANCE BUDGET PROJECTS 2014-15 • Blue Creek • Install window air conditioner in Nurse’s Office • Replace 3 Boiler Pumps • Replace carpeting in computer lab • Boght Hills • Replace delaminating corkboards in main hallway • Forts Ferry • Replace pneumatic control on primary wing exhaust fan • Replace exhaust fan for 1991 addition • Replace lithium batteries in GPS clock system

  20. PROPOSED MAINTENANCE BUDGET PROJECTS 2014-15 • Maintenance Department • Replace rusted lower panels on 2 overhead doors and install electric motorized door openers • Maplewood Annex (Custodial) • Abate asbestos caulk from windows and replace with energy efficient windows or insulated panels • Shaker Junior High School • Replace overhead “can” lights in auditorium • Replace original heating valves under auditorium seating area

  21. PROPOSED MAINTENANCE BUDGET PROJECTS 2014-15 • Goodrich • Install ducted air conditioning system in public information office area • Latham Ridge • Install eight bulletin boards in north 1991 addition hallway • Run permanent power on stage above lights for production equipment • Mount LCD projector in Art Room • Southgate School • Build small storage area that meets fire code in 1991 hallway for Special Education equipment

  22. PROPOSED MAINTENANCE BUDGET PROJECTS 2014-15 • Shaker High School • Reorganize walls in K115 to better support special education instructional needs • Relocate walls and electrical in classroom C108 for improved ventilation • High pressure water jet pool main drain and re-sleeve pipe with epoxy coating • Replace 16 heat valves and 6 check valves original to building heating system • Replace air dryer for heating system compressed air • Replace water heater in main boiler room (750,000 BTU)

  23. PROPOSED MAINTENANCE BUDGET PROJECTS 2014-15 • Districtwide • Upgrade 3 security camera DVR’s • Replace 10 security cameras for district security systems • Install 4 LCD projectors per building • Replace worn carpet around the district • Restripe crosswalks, fire lanes, loading zones and student drop-off areas • Replace steam traps and related piping in FF, LV, GR, MW • Level concrete walkways and flag poles at district buildings

  24. PROPOSED TRANSFER TO CAPITAL FUND PROJECTS (see SCHEDULE E and narrative)

  25. Transfer to Capital Fund Projects 6 year comparison

  26. PROPOSED TRANSFER TO CAPITAL FUND 2014-15 PROJECTS BC Hallway Cabinet Heater Replacement Transportation Exterior Panel Rust FF Exterior Door and Frame Replacement LV Exterior Wood Door Replacement Mill and Repave BC to SHS Walkway/ Roadway Pool Renovations: Ventilation, Chemical Control, Water Filtration, Electrical and Plumbing Replacement

  27. Proposed Transfer to Capital Fund Projects Blue Creek Elementary Improve crawl space ventilation/dehumidification under building Estimated Cost: $175,000 Replace original corridor convector heaters Estimated Cost: $20,000 Install automatic door opener at main entrance for handicapped access – tie in swipe card system Estimated Cost: $8,000 Abate asbestos floor tile in Room 9, 14 and PT room; install VCT in Room 9 & 14 and rubberized flooring in PT room Estimated Cost: 25,000 Reduce size of bathroom in Room 7 to increase size of classroom area Estimated Cost: $10,000 Classroom modifications to accommodate for all day Kindergarten in future Estimated Cost: $7,500

  28. PROPOSED TRANSFER TO CAPITAL FUND PROJECTS Boght Hills Elementary • Remove gym partition & replace with pull curtain • Estimated Cost: $13,000 • Install handicapped accessible automatic door opener at main entrance & tie into swipe card system • Estimated Cost: $8,000 • Classroom modifications to accommodate for all day Kindergarten in the future • Estimated Cost: $7,500

  29. PROPOSED TRANSFER TO CAPITAL FUND PROJECTS Forts Ferry Elementary • Replace 7 rusting exterior doors and frames with energy efficient FRP doors • Estimated Cost: $35,000 • Install handicapped accessible automatic door opener at main entrance & tie into swipe card system • Estimated Cost: $8,000 • Classroom modifications to accommodate for all day Kindergarten in the future • Estimated Cost: $7,500

  30. PROPOSED TRANSFER TO CAPITAL FUND PROJECTS Latham Ridge Elementary • Remove, reconstruct or replace and reflash/seal 6 sections of leaking front windows • Estimated Cost: $30,000 • Install handicapped accessible automatic door opener at main entrance & tie into swipe card system • Estimated Cost: $8,000 • Replace kitchen exhaust and ductwork • Estimated Cost: $35,000 (Funded by Food Service Fund) • Classroom modifications to accommodate for all day Kindergarten in the future • Estimated Cost: $7,500

  31. Proposed Transfer to Capital Fund Projects Loudonville Elementary Install handicapped accessible automatic door opener at main entrance and tie into swipe card system Estimated Cost: $10,000 Replace exterior doors in kitchen, gymnasium and gym/auditorium hallway entrance with FRP doors Estimated Cost: $15,000 Classroom modifications to accommodate for all day Kindergarten in the future Estimated Cost: $10,000

  32. Proposed Transfer to Capital Fund Projects Southgate Elementary Install handicapped accessible automatic door opener at main entrance and tie into swipe card Estimated Cost: $8,000 Classroom modifications to accommodate for all day Kindergarten Estimated Cost: $7,500

  33. Proposed Transfer to Capital Fund Projects Shaker Junior High School Replace rippling carpet in Library and deteriorating carpet in auditorium: install expansion joint in auditorium Estimated Cost: $30,000 Air condition Room A209 (Tech. Ed/Home & Careers lab) and abate a small portion of floor tile Estimated Cost: $15,000 Replace AHU with RTU for fitness room including asbestos abatement Estimated Cost: $60,000 Install handicapped accessible automatic door opener at main entrance and tie into swipe card system Estimated Cost: $9,500

  34. Proposed Transfer to Capital Fund Projects Shaker High School Mill and repave student walk path/road from Blue Creek to H-Gym Estimated Cost: $150,000 Remove original F Gym folding partition and replace with pull curtain Estimated Cost: $15,000 Replace air handling units for boys & girls H-Gym locker room with RTU & F-Gym locker rooms exhaust unit Estimated Cost: $120,000 Reconstruct Library office area into computer lab; relocate library support staff and accommodate new power, IT cabling and ventilation as required Estimated Cost: $100,000 Replace univents in upper/lower M and K wings; improve climate control in Taft Cafeteria Estimated Cost: $550,000

  35. Proposed Transfer to Capital Fund Projects Shaker High School Phase I – Pool Renovations – installation of pool deck air evacuation system and UV water filtration system to address chloramine issues with pool water Estimated Cost: $100,000 Phase II – Pool Renovations – Replace pool climate air system, exhaust & associated ductwork to bring ventilation to current standards, replace electrical for pool filtration system; replace water filtration, plumbing system & chemical distribution system; rebuild walls of pool pump pit area Estimated Cost: $750,000 Install dedicated exhaust system to roof for CIM lab material cutting room Estimated Cost: $35,000

  36. PROPOSED TRANSFER TO CAPITAL FUND PROJECTS Transportation • Repair/replace rusted exterior wall panels; re-secure all exterior panels to building structure; paint exterior of metal building • Estimated Cost: $100,000 • Replace ceiling mounted infrared heaters in wash and mechanics bays • Estimated Cost: $45,000

  37. TIMELINE FOR A TYPICAL CAPITAL PROJECT FUNDED WITH A TRANSFER TO CAPITAL • Project identified during Fall 2013-Winter 2013-14. • Project reviewed and prioritized Winter 2013-14. • Superintendent and Facilities Director determine if project should be included in 14-15 budget request. • Board of Education approve projects to be included in 14-15 budget. • Architect does preliminary plans of project Spring 2014. • Budget Vote May 2014 which includes funding for project. • Architect finalizes plans (May-June 2014) and submits to Facilities Planning Summer 2014. (Currently 5-6 month review process). • Facilities Planning approves plans January-March 2015. • Projects bid March-April 2015. • Bid awards approved by BOE and work begins Summer 2015.

  38. Tax levy cap Not really a “cap” Sets a higher threshold for voter approval of budgets if proposed tax levy increase exceeds the “tax levy limit” - 60% or more would be required versus simple majority (more than 50%) Tax levy limit calculated and will vary by district Tax levy limit is not a limit – just a threshold for what level of voter support is required See Tax Levy Cap Handout

  39. ESTIMATED TAX LEVY CAP FOR 2014-2015

  40. CAPITAL EXCLUSIONS FOR TAX LEVY CAP CALCULATION

  41. Debt Service Philosophy Purchase with cash whenever fiscally sound Interest cost savings Debt issuance costs avoided Building Aid is generated based on estimated debt service costs. With Transfers we don’t incur interest costs so the % of the project that is funded by Building Aid is increased For example, a recent capital project funded with a Transfer to Capital was approx. 83% paid for by Building Aid, although our aid ratio is approx. 69%) Limit length of borrowings as much as possible Review outstanding debt regularly for refunding opportunities/interest recalibration waivers

  42. DEBT SERVICE PHILOSOPHY • Review of Debt Service Schedule Handout • Bonds • Five Serial Bonds Outstanding • Installment Debt Leases for IT Equipment • Installment Lease-issued 2013-14 • Proposed Installment Leases 2014-15

  43. enrollment

  44. NORTH COLONIE CENTRAL SCHOOLS LIVE BIRTHS, 1988-2012

  45. LIVE BIRTHS, 5-YEAR AVERAGES 1988-2012 1988-1992: 366 1993-1997: 320 1998-2002: 295 2003-2007: 292 2008-2012: 280

  46. ENROLLMENT THEN AND NOW

  47. FUTURE ENROLLMENT PROJECTIONS

  48. FIVE YEARS FROM NOW PROJECTIONS

  49. FUTURE HIGH SCHOOL ENROLLMENT PROJECTIONS

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