October 3, 2013 at 7:00 PM - Bethel Board of Education Special Meeting

Topic: Legislative Changes for 2013-2014

Importance of this topic to the Board: Fiscal oversight

Key Points of the Briefing: 

1. Once the BOE submits its itemized estimate (proposed budget) to the Town (BOS & BOF) the Town has up to 10 days to send any suggestions in writing to the BOE regarding cost savings or other related areas.The BOE can choose to implement their suggestions or respond as to why they will not implement.(I believe this is an additional step that the BOS & BOF may or may not take advantage of.I believe that we have a very in-depth discussion with our Town boards when we present our budget and this may continue to suffice.But the BOS & BOF do have this option of sending us a letter in addition or as follow-up to our budget presentation.)
2. Any emergency transfers that are communicated to the Board of Education must also be communicated to the Board of Selectmen.The legislature was not clear on their definition of an emergency transfer.(I recommend that we resume our practice of sending copies of our budget transfers to the BOS and BOF.This insures compliance with the law and is transparent.)

Importance of this topic to the Board: Operations and fiscal prudence

Key Points of the Briefing:

1. An RFP was issued with three parts:First to submit pricing for 27 copiers on a 5 year lease agreement with annual lease cost and service quoted at cents per print, second was to submit pricing on managed print services quoted at cents per print, and third was to present an innovative solution for printing at Bethel Schools.
2. A walkthrough was held for vendors to actually see our buildings and understand our printing process today.
3. 11 professional and comprehensive responses to the RFP were received.
4. A committee of four: Bob Kozlowski, Rick Missimer, Dan DeBlois and Teri Yonsky reviewed and analyzed each of the responses separately and then met to compare results.The list was narrowed.T. Yonsky made phone calls with follow-up questions and called references.This feedback was shared with the committee.
5. The committee members completed their scoring of the rubric and met to compile.The rubric was 40% price, 20% service, 20% experience & 20% solution.

I am pleased to recommend Base Technologies as our vendor of choice.  Base received the highest score of 358/400 from the committee.  Base submitted the lowest price with even an additional proposed copier unit.  Base is a local Bethel company, only 2.3 miles from our schools and promises good response time and service.  Their references were very strong with one customer having 500 units and had phased completely over to all Base equipment.  The Papercut and HyPAS software manage printing well on a networked basis and are included in the price.  Though Base does not currently have any school systems as clients their Kyocera product line is installed in many school districts including two surrounding districts who are happy with the product line.  Their commitment to partnering with Bethel Public Schools came through in all their documents and discussions.

Topic: CohnReznick management  

Importance of this topic to the Board: Fiscal oversight

Key Points of the Briefing: * The detail of several significant transfers is as follow:

1. Transfer #8 – A transfer within sports/clubs to cover transportation
2. Transfers #9 – BMS needed Science instructional supplies
3. Transfer #10 – BMS purchased add’l Chromebooks & shelving for STEM lab
4. Transfer #17 – Many new documents printed incl. new teacher evaluation plan
5. Transfers #20 – New P.A. system needed at BHS stadium, old one not repairable
6. Transfer #21 – Add’l funds needed to complete grade 2 furniture & 2 overhead

Projectors updated to meet fire code.

Importance of this topic to the Board: Fiscal oversight

Key Points of the Briefing: 

CohnReznick is the outside audit firm hired by the Town of Bethel to audit the financials of the town including the Board of Education.  The following findings were made by the audit firm: 

1. There were a few very small adjustments made during their audit of the special education high cost students.These amounts were very immaterial to the audit and totaled approximately $100.
2. The BOE was issued one management letter comment on internal controls.The auditors requested that we insert a review process for any pay rate changes to payroll.We have created a monthly report showing all changes made to the payroll system, the Director of Fiscal Services now reviews and approves the report.The report is filed with the payroll documents for the auditors to see. 

The audit process has always been very smooth here at Bethel Board of Education.

Key Points of the Briefing: 

1. Students in elementary school must have a 20 minute recess and at least a 20 minute lunch.
2. Teachers and other school employees may not take away recess time from students for any disciplinary reasons or for instructional makeup time.
3. Students in grades K through 12 may not given physical activity to do as a form of discipline.

Summary of the Briefing:  The new statute PA 13—173, An Act Concerning Childhood Obesity and Physical Exercise in Schools mandates increased recess time and states unequivocally that recess cannot be taken away for disciplinary or makeup work reasons.      

Importance to the Board:

The Board began a renovation study two years ago. The ages and conditions of these buildings require an improvement plan. 

Key Points/Elements:

Johnson School should be renovated as new with the addition of a second gymnasium.

Rockwell School should be renovated as new.

There are few to no efficiences in cost or personnel associated with expanding Berry School and closing Rockwell School.

While district enrollment is projected to decline slightly those declines have not materialized yet. We are currently 32 students above projected enrollment in PK-5.

There are significant educational benefits to keeping three-school elementary program with enrollments at or around their current levels.

Cost estimates need to be updated to 2013 dollars.

Once a decision is rendered, an in-depth study of each renovation project must be completed.

Summary:
After a very comprehensive study conducted by DRA and a related enrollment study conducted by Milone and MacBroom, it is the Superintendent’s recommendation to proceed with plans to renovate-as-new both Rockwell and Johnson Schools. With each passing year, the need to address these schools grows more urgent.

Cost (i.e. all-in cost estimate): $43-$49 million estimated total cost. The Board of Education’s share would be 58.21%

What is Requested of the Board:  Review and discuss and accept the Superintendent’s recommendation.