budget committee meeting

BUDGET COMMITTEE MEETING

North Colonie Central SchoolsMarch 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

Debt Service

Enrollment

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.

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?

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.


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

FACILITIES PLANNING: PROCESS CONSIDERATIONS – OUR EXTENSIVE

PHYSICAL PLANTThe 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

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


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:

BuildingPercentage

Complete/ScheduledBlue Creek 82%Boght Hills 99%Forts Ferry 100%Latham Ridge 88%Loudonville 99%Southgate 29%SJHS 61%SHS 73%


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.


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.

MAINTENANCE BUDGET PROJECTS

(SEE SCHEDULE D)

MAINTENANCE BUDGET PROJECTS – 6 YEAR

COMPARISON

$0

$50,000

$100,000

$150,000

$200,000

$250,000

$300,000

2009-10 2010-11 2011-12 2012-13 2013-14 2014-15

BudgetedAmount

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.

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


Goodrich Cafetorium

Goodrich Curriculum Training Center

Alternative Education Classroom


SHS G211 Art Room CabinetryLoudonville Basketball Court

PROPOSED MAINTENANCE BUDGET PROJECTS 2014-15 SCHOOL YEAR

Maplewood Annex Window Abatement/Replacement

SHS Hot Water Heater Replacement

SHS C108 Classroom Relocation

SHS Gym Fire Pull Station Replacement

SHS Pool Pump Room Valve Replacements

Concrete Leveling of Walks and Flagpoles

Maintenance Department Lower Door Panels

BC Boiler Pumps Replacement

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


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


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


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)


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

PROPOSED TRANSFER TO CAPITAL FUND PROJECTS (SEE SCHEDULE E AND NARRATIVE)

TRANSFER TO CAPITAL FUND PROJECTS 6 YEAR

COMPARISON

$0

$500,000

$1,000,000

$1,500,000

$2,000,000

$2,500,000

$3,000,000

2009-10 2010-11 2011-12 2012-13 2013-14 2014-15

1,525,000

860,000750,000

1,445,000 1,445,000

2,535,000

BudgetedAmount

PROPOSED TRANSFER TO CAPITAL FUND 2014-15 PROJECTS

BC Hallway Cabinet Heater Replacement

LV Exterior Wood Door Replacement

Transportation Exterior Panel Rust

FF Exterior Door and Frame Replacement

Pool Renovations: Ventilation, Chemical Control, Water Filtration, Electrical and Plumbing Replacement

Mill and Repave BC to SHS Walkway/ Roadway

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


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


Forts Ferry Elementary Replace 7 rusting exterior doors and frames with energy efficient

FRP doors Estimated Cost: $35,000




Latham Ridge Elementary Remove, reconstruct or replace and reflash/seal 6 sections of

leaking front windows Estimated Cost: $30,000


Replace kitchen exhaust and ductwork Estimated Cost: $35,000 (Funded by Food Service Fund)



Loudonville Elementary

Install handicapped accessible automatic door opener at main entrance and tie into swipe card system


Replace exterior doors in kitchen, gymnasium and gym/auditorium hallway entrance with FRP doors


Classroom modifications to accommodate for all day Kindergarten in the future



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

PROPOSED TRANSFER TO CAPITAL FUND PROJECTSShaker 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


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


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


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

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.

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 requiredSee Tax Levy Cap Handout

ESTIMATED TAX LEVY CAP FOR 2014-2015

A Real Property Tax Levy 73,621,583 B Tax Base Growth Factor 1.0065

A x B = C 74,100,123

D Payments in Lieu of Taxes Receivable During Prior Year 100,000

E Capital Expenditure Exclusions Yr. 1 2,977,595

C + D - E = F Adjusted Prior Year Tax Levy 71,222,528

G Allowable Levy Growth Factor 1.0146

F * G = H Tax Levy Limit before Exclusions 72,262,377

I Less: Payment in Lieu of Taxes Receivable 100,000

Pension Exclusion:J TRS/ERS 0

K Capital Expenditure Exclusion Yr. 2 4,130,952

H - I + J + K = L Tax Levy Limit Adjusted for Exclusions 76,293,329

(L-A)/A Estimated Tax Levy Increase 3.629%

CAPITAL EXCLUSIONS FOR TAX LEVY CAP CALCULATION

Yr. 1 Transfers to Capital (actual exp. in H fund) 1,172,246 Yr. 1 Debt Service - Bonds 4,162,094 Yr. 1 Transportation Equipment 797,000

Total Capital Expenses 6,131,340 Yr. 1 Less Related Aid Yr. 1 Regular Building Aid & Reorg Incentive Aid (2,814,788)Yr. 1 Less Building Conditions Survey Aid -

Total Building Aid (2,814,788)

Yr. 1 State Share Ratio for Trans Aid 0.499 Yr. 1 Assumed Capital Trans Expenses (Line 79 of TRA Run) 679,273

Total Trans Aid (338,957)

Yr. 1 Capital Exclusion 2,977,595

Yr. 2 Transfers to Capital (actual exp. in H fund) 2,548,500 Yr. 2 Debt Service - Bonds 4,115,632 Yr. 2 Transportation Equipment 754,000

Total Capital Expenses 7,418,132 Yr. 2 Less Related AidYr. 2 Regular Building Aid & Reorg Incentive Aid (2,923,326)Yr. 2 Less Building Conditions Survey Aid -

Total Building Aid (2,923,326)Yr. 2 State Share Ratio for Trans Aid 0.494 Yr. 2 Assumed Capital Trans Expenses (Line 137 TRA-Est Run) 736,547

Total Trans Aid (363,854)

Yr. 2 Capital Exclusion 4,130,952

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

DEBT SERVICE PHILOSOPHY

Review of Debt Service Schedule Handout

BondsFive Serial Bonds Outstanding

Installment Debt Leases for IT EquipmentInstallment Lease-issued 2013-14Proposed Installment Leases 2014-15

ENROLLMENT

NORTH COLONIE CENTRAL SCHOOLS LIVE BIRTHS, 1988-2012

200

220

240

260

280

300

320

340

360

380

400

LIVE BIRTHS, 5-YEAR AVERAGES 1988-20121988-1992: 366

1993-1997: 320

1998-2002: 295

2003-2007: 292

2008-2012: 280

ENROLLMENT THEN AND NOW

Grades K-6 Grades 7-8 Grades 9-12

Total

2008-09 2,642 968 2,038 5,648

2013-14 2,505 878 1963 5,346

Difference -137 -90 -75 -302

FUTURE ENROLLMENT PROJECTIONS

Grades K-6 Grades 7-8 Grades 9-12 Total

2013-14 2,505 878 1,963 5,346

2014-15 2,505 838 1,950 5,293

2015-16 2,479 858 1,925 5,262

2016-17 2,448 878 1,884 5,211

2017-18 2,418 861 1,923 5,202

2018-19 2,387 853 1,901 5,141

2019-20 2,403 825 1,904 5,132

FIVE YEARS FROM NOW PROJECTIONS

Grades K-6 Grades 7-8 Grades 9-12

Total

2013-142,505 878 1,963 5,346

2018-19 2,387 853 1,901 5,141

Difference -118 -25 -62 -205

FUTURE HIGH SCHOOL ENROLLMENT PROJECTIONS

Grade 9 Grade 10 Grade 11 Grade 12 Total Change

2012-13 505 498 509 534 2,0462013-14 451 499 486 527 1,963 -832014-15 504 451 494 501 1,950 -132015-16 466 504 446 509 1,925 -252016-17 460 466 499 459 1,884 -41

5-Year Change

-45 -32 -10 -75 -162 -162

UPCOMING MEETING SCHEDULE

March 13 Equipment—includes Technology (Schedule C)

March 17 Summer Curriculum DevelopmentSchedule GUse of Fund BalanceContingency Budget

March 20 New Programs & Initiatives, including Special Ed. Program Reconfigurations (Schedule F)Staffing Changes (Schedule B)

March 27 Further discussion, if needed

March 31 Voting by Board

* All meetings will begin at 7:00 p.m. in the SHS Media Center

HOW TO STAY INFORMED

Budget page on District website contains many resources

Past presentations and videos from earlier this year Detailed information on tax levy cap, GEA, sequestration cuts Relevant budget news articles from around the area Timeline of events for the remainder of budget season

Follow along online – participate in the budget process from home via the live-stream feed Full budget meeting recaps available on District website

budget committee meeting

Documents

facilities work

facilities planning

building conditions

building conditions

educational facilities

challenging work

renovations work

routine maintenance