Approved 4/12/07

 

 

 

 

BOF Members Present:  Messrs. Atkinson, Muller, Carter, Nichols, Chairman Sargent and Ms. Kopas. Donna M. Anastasia, Secretary. Absent: Mr. Michael O’Brien.

 

 

Weston Public School Administration:  Superintendent Dr. Lynne B. Pierson, Director of Finance/Operations Dr. Jo-Ann Keating, Asst. Superintendent Jerry Belair, Director of Pupil Services Janet Rosenbaum, Director of Human Resources Arvid Anderson, Director of Facilities Dan Clarke, Principal Mark Ribbens, Asst. Principal Pattie Falber, Principal Joanna Genovese, Principal Lisa Wolak, WHS Principal Rose Marie Cipriano, Asst. Principal Christopher Troetti, Asst. Principal Karen Rezendes and Interim Athletic Director Mark Berkowitz.

 

BOE Members Present:  Chairman Ellen Uzenoff, Joe Fitzpatrick, Philip Schaefer, Richard Bochinski,  Melissa Zales Koller and Les Wolf.

 

Ellen Uzenoff, Chairman of the Board of Education gave an opening statement regarding the proposed budget and introduced School Superintendent Dr. Lynne Pierson.  

 

Dr. Lynne Pierson summarized the new format for the budget document this year which was created by Dr. Jo-Ann Keating.  The layout breaks out twelve individual cost centers and detailed information which will help facilitate decision making in the future.

 

The request for the 2007-2008 year is $42,240,058 which is a 5.46% increase from the previous year. 

 

 

Dr. Jo-Ann Keating outlined the sections to be discussed in the proposed budget.  

 

 

Hurlbutt Elementary School                               Pupil Personnel Services

Weston Intermediate School                             Curriculum/Instruct Improvement

Weston Middle School                                     Technology

Weston High School                                         District Administrative Services

Athletics                                                           Facilities Services

Special Education                                             District Wide Services

 

 

Board of Finance 2/15/07

 

 

The budget also includes sections;  Revenue Report for the Operating Budget, Capital Budget, Federal and State Special Revenue Grants, Supplementary Information and Student Performance including Enrollment History and Projections.  

 

Ms. Kopas requested the SSP report in addition to the DRG which Dr. Pierson said she would furnish for the Board of Finance.

 

Mr. Sargent made some opening remarks regarding the Board’s town wide fiduciary responsibility to all taxpayers. The challenge being to deliver a first class quality education and keeping the town affordable for those who do not directly benefit from the services of the education establishment.

 

Discussion began regarding school enrollment and per pupil cost which has increased from an estimated 10K to 16K within a four year period. Kindergarten enrollment for the 2005-2006 year was larger than expected (projections were off by 17 students).  Current enrollment for Kindergarten is 117. There are 13 registration packets out at this time.

 

It is noted that there is an overall reduction in enrollment in all schools except the Intermediate School using NESDEC projections. There was discussion regarding class sizes and the request for some increased staffing.

 

There is discussion regarding the increased costs due to contractual increases, contractual return of staff, step increases (contractual) totaling approximately 1.07M of the 2M; 49% of the increase due to contractual changes alone. 1.6M of the 2M is fixed contractual increased costs for salaries and health insurance. In addition there are some other fixed costs for buildings; cleaning, energy. A continuing issue is this year’s initiative will be next year’s fixed cost. All current fixed costs presented should be reviewed in detail.

 

Discussion regarding the 2007 Budget and 2007 Expected figures. Dr. Keating explained that the budget is prepared with actual data through November and forecasted out until June. There is some discussion regarding revenue; grant money was netted out of the budget to show the actual grant total.

 

There is discussion regarding additional staff. Dr. Keating mentioned there is no increase in the total number of Administrators; Asst. Superintendent began November, interim Athletic Director and interim MS Asst Principal therefore paid at a lower rate in pay. Next year we are hoping to hire for these positions. All teachers were costed out according to salary schedule based on current staffing. In addition there are a number of teachers approved for increases based on a contract for degree advancement mandated by the State of Connecticut.   

 

 

Board of Finance 2/15/07

 

 

 

Dr. Keating discussed the potential savings from retiring staff. The average salary for a newly hired teacher is  approximately $56K and teachers are retiring at a much higher rate.

 

There is a proposed increase of two teachers for grade 1 and one teacher for grade 2.  Target size for grade 1 is 18-20. There is discussion regarding adding another classroom for grade 1 increasing teachers from 10 to 12. One teacher is listed under certified staff and the other under Program Improvement. There remains one un-allocated position in the budget. The Board expressed concern regarding the hiring of additional staff to lessen the number of students in the classroom.

 

Mr. Anderson discussed the absences of teachers. He agreed to provide more detailed information to the Board.

 

Dr. Keating discussed the request for a School Bus Coordinator (33,700 plus benefits) Laidlaw currently does all of the scheduling. The BOE request is for a Bus Coordinator for an indefinite period of time and the cost of the software. There was concern regarding a declining enrollment and adding an FTE; a temporary engagement, out-sourcing and any other options for new bus routing was suggested.

 

Some staffing changes were discussed such as the addition of a School Health Aide position (full time) to replace the current .6 position (at no additional cost) This new position will spend time at several schools. There is 1.5 FTE reduction due to the anticipated reduction of the classes. Mr. Carter suggested highlighting new hires in a more illustrative way in the future. All members agree to discuss the format and share ideas after the budget process in preparation for future meetings.

 

Discussion regarding Maintenance Personnel trained by the State to become Traffic Agents  (no cost change).  There was re-organization among the existing staff. Discussion regarding two new FTEs for the 2006-2007 budget; one person works for two schools as a school Custodian, the second person was hired as a mechanic. A $4,490.00 stipend is divided three ways between Head Custodian, a Security person and the third for Maintenance staff.

 

Dr. Keating explained new in-house payroll procedures. (cost neutral ) The business office was re-organized to add efficiency and improve internal controls.

 

Dr. Keating said that due to the copiers coming off lease a central copy center may be a better cost effective plan. Replacements have not been included in the budget for the copiers that are coming off of lease.

 

 

Board of Finance 2/15/07

 

 

 

Dan Clarke prepared a detailed analysis of his service contracts which is included in the budget. Dr. Keating believes there are some cost savings (37,000) to be achieved by consolidating on a district-wide basis with facilities. All contracts will be monitored for the upcoming year. We will be using a work order maintenance program that will actually monitor all of the work functions that go into the buildings outlining operations and where we can be more efficient. All costs have been specifically identified and the accounts have been expanded. Also broken out is the Special Projects section for facilities. 

 

All “other” insurance costs have been adjusted by 5%, currently this is being negotiated with the Insurance Committee.

 

Discussion regarding the escalating costs of postage. Dr. Pierson said a new Website is being created and due to privacy issues there is information that can only be sent regular mail. There has been a 45% increase in two years. Mr. Sargent strongly suggested email use wherever possible.

 

Mr. Carter noted a significant increase (157%) in Conferences and Travel over a two year period.

 

Mr. Belair mentioned that this is the third year of a three year phase of a newly developed science frameworks. Next spring all 5^th and 8^th graders will be tested on the CMTs related to science. The actual cost has been phased in for three years. There are new courses being offered at the High School; AP Science, AP Chemistry and AP Economics. There are approximately 15-16 students in an AP class. Approximately 40 students are enrolled in the new Mandarin Chinese class.

 

Discussion regarding outside consultants. Mr. Belair said they are looking to revise various programs such as Talented and Gifted. For some areas we may need a temporary consultant for 2-3 days.

 

Mr. Belair stated that once registration is completed for example in Mandarin Chinese, only then can the other classes be re-evaluated for enrollment. There are two sections of Mandarin Chinese taught by one teacher. Mr. Sargent asked about a cost savings if other language classes results in a lower attendance due to the new class. There should be a savings somewhere if one area is increased, another area should be decreased.

 

There is discussion regarding the Materials increase (19.7%) Dr. Pierson said the school did not buy books and instructional supplies during the transitional (construction) period. Materials was under budgeted. Also included in this figure is the mandated testing requirements materials (4-5 cycle) for special needs students; this is a one time cost.

 

 

Board of Finance 2/15/07

 

 

 

The Board asked the BOE for the details of the 175,000 technology change. Dr. Keating said the technology figure is representative of many cost centers. Approximately 60,000 was detailed in the budget but there is a significant balance to review.

 

Dr. Keating explained some technology costs expected this year are Administrative software for financials, Administrative software for student management. Previously these costs were spread out among various departments. Operating software is on a bi-annual payment this year. (-0- this year, next year 30,000, year after -0-) This is impacting the increase of the cost. This figure also includes all of our instructional software that is loaded onto the student computers. Some licensing is re-occurring and others are not.

 

Mr. Sargent would like the details of the 2006  57,000 cost for software and the 2007 expected cost of 171,000.  And which items are one time costs and ongoing costs. This information should then be tied into the 2008 budget.

 

There was some discussion regarding the increasing energy costs; there is a three year contract signed with Constellation. (Generation)

 

Mr. Carter raised the question of equipment rental and repair. (This went down from 202,000 to 176,000) the total is now back up to 202,000. Dr. Keating said the increase is due to the lease. Mr. Carter suggested having a copy of the lease schedules as a financial tool for the Board. This can be discussed at a later date.

 

Details of software can be discussed at a later date. (Post budget time)

 

Staffing Plan section is discussed. Dr. Pierson discussed enrollment in relation to staff. Staff would decline only if a substantial reduction in enrollment occurred.

 

Discussion regarding the stipends and costs associated with the Short Wharf  Theater Program of the Middle School. Funds generated from the production go into an activities fund to pay for other costs such as costumes, props etc. There is also discussion regarding the Student Activities Manager and the Student Activities Coordinator.  The Student Activities Coordinator handles all Middle School after school sports programs and the Student Activities Manger manages the funds at the school including theater revenue. Mr. Sargent mentioned the current plan in place of eliminating many individual accounts; policies and controls are being developed for the accounts that remain open. Dr. Keating said she is meeting with the school’s finance sub-committee and one of the items to be discussed is a draft copy of procedural guidelines for Student Activities accounts. This includes cash receipts, cash disbursements and bookkeeping related to those accounts. The BOF will need follow up once this is completed.  

 

 

 

 

Board of Finance 2/15/07

 

 

 

Discussion regarding the current enrollment and projected enrollment for the High School. Mr. Carter would like the Administration to chart out the number of students to courses.

 

Discussion regarding Internal Services Fund. Dr. Keating went over the statement of revenue and expenditures and projected balance sheet. This presentation covered the revenues and expenditures against this account which was jointly created as part of our General Fund health care.

 

Contract negotiations for Custodial staff will commence in March.

 

Energy costs were based on cost projections for the new buildings. Dr. Pierson stated that the use of a consultant to discuss energy usage and conservation with the staff would be helpful. She also stated that Dan Clarke is attending workshops. BOE Chair Ellen Uzenoff mentioned the Facilities Report currently being prepared will help in this area.

 

Mr. Atkinson made a motion to adjourn, motion seconded by Mr. Nichols.

 

 

Meeting adjourned at  10:50 PM 

 

A complete copy of the BOE budget proposal is on file with the Town Clerk.

 

Respectfully submitted

Donna M. Anastasia, Secretary

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Board of Finance 2/15/07

 

 

 

 

 

 

 

            BOE/Administration Office to provide  SSP  Report

 

          Mr. Anderson to provide detailed Absences report

 

          Dr. Keating to provide Technology costs in detail and

          note one time costs and re-occurring costs

 

Administration to chart out High School student enrollment and courses taken

 

 

 

 

Set up joint meeting BOE and BOF

 

 

Discussion regarding format enhancements for future budget meetings

i.e. highlighting new hires

 

 

Discuss Lease schedules

 

 

Details of software