July 28, 2026 at 3:00 PM - Finance Meeting

Description:  Hearing of Visitors

Description: 

Copier Lease Agreement Renewal

The District's current five-year copier lease agreement has expired and requires renewal. The existing lease included 17 copiers located throughout the Administration Wing, school building offices, and the Career & Technical Center (CTC) at an annual cost of $30,764.52, or $153,823 over five years.

Following a comprehensive review of copier usage across the District, administration negotiated a new five-year lease that better aligns equipment with operational needs while reducing overall costs.

The proposed agreement includes the following changes:

• Reduce the number of leased copiers from 17 to 11.
• Remove one copier from the Administration Wing.
• Downsize three copiers to lower-volume models based on actual usage.
• Purchase five existing copiers at the end of the current lease for approximately $7,293.86, rather than continuing to lease them. These copiers will be evaluated at the end of two years to determine whether they have reached the end of their useful life. This timing coincides with the expiration of the District's remaining copier lease agreement, allowing the District to consolidate all copiers under one district-wide lease agreement at that time.

We are proposing a new 60-month lease to upgrade the Admin fleet. The current lease is $2,563.71/month and will decrease to $1,677.14/month, saving the district $886.57/month while keeping functionality as needed. This is an annual savings of $10,638.84 and a 5-year savings of $53,194.20

This recommendation reduces the District's long-term leasing costs, right-sizes the copier fleet based on actual operational needs, and positions the District to manage all leased copiers under a single agreement in the future.

Recommendation: Approve the new five-year copier lease agreement and authorize the purchase of five existing copiers for $7,293.86.

Description:  Building and department budgets are essential tools that allow our principals and department leaders to effectively manage the day-to-day operations of their schools while ensuring that students and staff have the resources necessary to be successful. These budgets are not simply spending plans—they are operational plans that align financial resources with educational priorities.
Each building and department budget provides funding for the basic necessities required to operate efficiently, including:

• School and Office Supplies - Everyday instructional and administrative materials needed to support classrooms, offices, and student services.
• Basic Curriculum Needs - Supplemental instructional materials, classroom resources, and other items that support the district’s curriculum and academic programs.
• Professional Memberships and Leadership Needs - Memberships in professional organizations, leadership development opportunities, and resources that keep administrators and staff informed of educational best practices, legal requirements, and emerging trends.
• Copier and Postage Costs - Essential communication expenses that support instructional materials, parent communications, student records, and district operations.
• Utilities - Costs associated with operating our facilities, including electricity, water, natural gas, sewer, and other building-related services necessary to provide safe and comfortable learning environments.

  Importance of Regular Budget Reviews

  Regular reviews of building and department budgets allow district administration and school leaders to:
• Monitor spending throughout the fiscal year and ensure expenditures remain within budget.
• Identify trends or unexpected costs early, allowing adjustments before issues become significant.
• Reallocate available funds to address changing instructional or operational priorities.
• Ensure purchasing decisions align with Board-approved goals and district strategic initiatives.
• Improve forecasting and planning for future budget cycles by identifying recurring needs and cost trends.
• Strengthen fiscal accountability and transparency through ongoing oversight.
• Reduce the likelihood of year-end budget shortfalls or unspent funds.
• Ensure public resources are being used efficiently and responsibly to maximize their impact on student learning.

• Conclusion

  Building and department budgets are foundational to the successful operation of our schools. They provide principals and department leaders with the resources necessary to meet daily operational needs while maintaining accountability for taxpayer dollars. Regular monitoring and review of these budgets ensure that district resources are used strategically, efficiently, and in a manner that best supports student achievement and the overall mission of the Keystone Central School District.

Description:  For future notice, we will add interest to the existing board financial report every month so that we do not need to create and report it in this meeting. This helps reduce workloads and redundancy of duties.