Quattrone Sets the Stage for 2011 Budget

Anticipating the season of Board and public dialogue, Superintendent David Quattrone outlined some of the key issues facing the community in this year's budget cycle. He restated the need to establish a "sustainable model of excellence," citing the current state proposal to cap local property taxes. He described the goals of the 2011 spending plan and reviewed the actions taken last year to contain costs (retirement incentives, outsourcing custodial services, clerical reductions) and decisions to retain certain programs and services (field trips, HS science labs, skills support). He proposed Elementary class sizes in the low twenties for next year, representing an increase of two sections, but said existing guidelines needed to be suspended in order to provide flexibility as the Board reviews its competing priorities.

The Board expressed interest in knowing the implications of a flat budget for various programs and services. Potential reductions will be identified at the February 5th budget workshop. Quattrone suggested that the Board focus first on various productivity and efficiency options, such as clerical reductions. Later in the meeting the Board approved a retirement incentive for teachers that would generate savings.

Carlin Kicks Off 2011 Budget Process

As the Bronxville Board of Education considers what financial targets to set, Assistant Superintendent Dan Carlin launched the budget process by reviewing past patterns and identifying future needs.

He began by describing the history of how school budget increases have outpaced inflation. He then pointed out how the district has stabilized the budget and tax rates over the last two years. On the horizon, however, Bronxville faces several difficult challenges. Collective bargaining is still underway with four employee groups; new contracts may produce additional expenditures. Similarly, employer contributions to state retirement funds and rising health benefit costs will also lead to higher costs. Expected reductions in state aid and the end of federal stimulus grants will further complicate the picture. Carlin ended by laying out several budget scenarios, swinging between increases of 2.5% and 8%. These scenarios do not reflect the budget deliberations, reductions, and adjustments that will surely come in the months ahead. The budget process will involve a careful review of how best to minimize taxpayer expense.

No actual budget has yet been proposed. As in the past, a rollover budget will be discussed at a February workshop, open to the public. the full presentation can be found here.

District Outsources Cleaning Services

After a long process of reviewing options, the Bronxville Board of Education has awarded a bid for cleaning services to A and A Maintenance Enterprise, Inc., for a sum of $455,412. The outsourcing option represents significant annual savings of approximately $300,000, thus helping the Board to avoid additional program reductions that directly affect students.

Prior to making this decision the Board sought confirmation that the company had successful school experience elsewhere and that security procedures would be in place. Assistant Superintendent Dan Carlin reported that all reference checks and site visits resulted in positive recommendations. District administrators also assured the Board that current employees could interview for positions with the new company. If A and A's overall performance proves satisfactory, Bronxville can renew the contract within state-determined consumer price index limits.

During public commentary, two teachers expressed regret over the decision, which affects about seventeen current employees. (Supervisors, maintenance mechanics, and the outside crew remain unaffected by this agreement.) Negotiations with this bargaining unit are continuing.

Frequently Asked Questions about Outsourcing

Mayor Urges Spending Restraint

At the invitation of President Rick Rugani, Bronxville Mayor Mary Marvin addressed the Board of Education at its February meeting. She began by describing the various cost-cutting measures embraced by the Village, including rebidding contracts, layoffs, unfilled positions, joint purchasing, and changing health care providers. She also emphasized employee contributions to health care premiums (15%) and post-retirement benefits (35%). Finally, she affirmed that the Village is adopting an aggressive approach to certiorari tax settlements and related litigation.

She characterized her remarks as "sounding an alarm on behalf of residents who can no longer afford to live here", stating that a solid community and sound tax base require a balanced demographic mix of residents, including empty-nesters as well as families with school-aged children. She concluded by pointing out that the entire burden of village and school expenses rests on the shoulders of 2300 households, with 17% of property taxes supporting municipal government and 83% supporting the schools.

Board Seeks Input on Potential Cuts

As part of its goal of "getting to zero", the Bronxville Board of Education is seeking community comments regarding a potential budget reductions. At the February meeting Superintendent David Quattrone presented a list of possible cuts exceeding $1,500,000. The items include various efficiencies, program modifications, and structural changes. Over the next two months the Board will review and revise the various possibilities before finalizing a budget in April. The next public opportunities for input include the Saturday, March 6th budget workshop (9 AM) and the Thursday, March 18 regular meeting (7 PM). Both meetings will be held in the School's multi-purpose room.

At the same meeting, Assistant Superintendent Dan Carlin presented the components of the initial "rollover budget," which currently stands at a 1.23% spending increase over 2008-09. The current budget level reflects savings generated by spending freezes, unfilled vacancies, and an early retirement incentive. It does not include any additional wage increases that may be determined by collective bargaining now pending with four different employee units.

Producing a 0% expenditure budget will require a reduction of $540,525. Arriving at a 0% tax rate will require a total reduction of $1,046,079. A list of potential reductions and the estimated savings follows. These budget options will also be presented at forthcoming Council meetings.

Efficiency and Productivity

• Do not replace retiring special education teacher: increase ES skills groups from 5 to 9 students ($85,671)
• Do not replace two Middle School teachers: assign MS advisory as a sixth assignment ($137,074)
• Do not replace retiring Elementary School teacher: reduce section at grade 3. Class size increases from 18.5 to 22.8. ($85,671)
• Postpone capital projects: outside storage shed, tile replacement on second floor ($80,000)
• Outsource day and night cleaning services ($320,000)
• Eliminate enrichment field trips: Washington DC at grade 8; overseas trips at HS ($17,718)
• Reduce equipment, supplies, and textbooks by 10% ($98,021)

Program Reductions and Modifications

• Eliminate FLES in grades 1-5 ($128,507)
• Eliminate lab periods for core science curriculum in grades 9 and 10 ($25,701)
• Eliminate curriculum-related field trips: Farm – grade 2, Philadelphia - grade 5, Williamsburg – grade 7 ($42,131)
• Reduce athletic expenses by 10%: assistant coaches in lacrosse, basketball, field hockey, gym and weight room access ($48,850)
• Reduce co-curricular expenses by 10%: consolidate and reorganize stipends, especially in areas with multiple advisers ($22,898)

Structural Changes

• Consolidate to 2 schools, K-6/7-12: eliminate one administrator position ($174,225)
• Reduce clerical support by 1.9 positions ($113,384)
• Eliminate 9-12 team leader stipends, consolidate 6-12 curriculum leader stipends ($26,789)
• Reduce 6-12 master schedule to seven periods, reducing elective opportunities ($171,342)

Balancing Educational Excellence and Fiscal Prudence

Budget Message from David Quattrone, Superintendent of Schools

Last October the Bronxville Board of Education established a goal to “conduct a comprehensive budget review that minimizes taxpayer expense. Budget options resulting in flat or lower taxes will be considered.” This goal stemmed not only from the immediate financial pressures of recession and economic turmoil, but also from the cumulative effects of rising costs that have outstripped inflation -- especially in the area of salaries and benefits.

Our spending plan supports the programs and services we have developed to “bring out the best in all students”. Over the years previous Boards of Education have reviewed and endorsed these efforts, and we are proud of the results. Nevertheless, with finite – perhaps dwindling – resources available, it becomes necessary to reexamine current practice and find new, more cost effective ways to accomplish our objectives.

Unfortunately, creating a sustainable model of excellence in a time of fiscal austerity does not fall entirely within our local control. A partial list of what we don’t control includes:

• Local property taxes as the basis for financing schools
• Local property assessments and tax certioraris
• State aid formula
• Mandated academic programs, including time requirements
• Special education
• Employer contributions to the state retirement system
• Collective bargaining, labor relations law, and existing contracts
• School construction requirements
• Utility rates
• Health premiums.

Because these forces place upward pressure on school budgets, local Boards of Education necessarily turn to the variables they can control in order to contain costs: class size, the number and type of staff members employed, administrative and clerical support, academic electives, and co-curricular/athletic programs. The problem is that these options have direct impact on educational quality and the lives of students and staff. Faced with unpalatable alternatives, Boards of Education sometimes look for ways to re-trench and narrow the mission of the schools. Yet, if we hope to support our highest aspirations for students, it becomes important for us not simply to react to an immediate budget crisis but to adopt a long range view of the future. How will today’s actions affect tomorrow’s students? These challenges confront us now.

Last Year

In February of 2009, our initial budget showed an increase of 3.6%. After Board review the increase dropped to 1.1%. The reductions largely fell in the area of efficiencies such as flood-related expenses and salary savings associated with a negotiated retirement incentive. Enrollment patterns permitted a 1.0 downward adjustment at the Middle School. A .6 administrator position was not replaced. The Board applied $400,000 of fund balance to offset the tax levy. Throughout this process the Board of Education declined to eliminate enrichment programs or increase class size beyond existing guidelines. In May, voters approved the proposed budget by a wide margin.

Later in the spring, as course enrollments were finalized and other vacancies occurred, the administration made still further reductions by hiring new teachers at lower salaries or by deciding not to fill certain positions at all (including full time social studies and science teachers and a part-time computer teacher at the High School). Taken together, these reductions and efficiencies generated lower-than-expected expenses for 2009-10 and set the stage for the current budget cycle.

This Year: The Rollover Budget

The initial budget for 2010-11 reflects the priorities imbedded in the school and district presentations made over the past four months. Those presentations described current staffing levels, the scope of mandated academic programs, the enrichment programs that go beyond minimum requirements, and the student services that help all students achieve. The schools and district also described our future direction – professional development that supports our global education initiative, an improving school climate, and continued progress on the strategic plan completed in 2005.

To operate the same programs in 2010-11 as we offer today would result in a budget-to-budget increase of 1.23%. This “rollover budget” includes everything we currently know about utility rates, health premiums, contractual salary obligations, retirement contributions, and the cost of contracted services. Because we are in negotiations with four bargaining units, with unknown results, this rollover budget includes no wage increases beyond the step increases that are built into several contracts. In addition, a variety of operational spending cuts and a special retirement incentive also lowered the rollover costs.

Getting to Zero

To meet our budget goal will require a further reduction of approximately $540,000 (0% budget increase) or $1,180,000 (0% tax rate – reflecting declining property assessments). We have presented for Board discussion a series of options that could meet those targets. These options fall in three categories: (1) efficiencies, (2) program reductions, and (3) structural changes.


Some of these budget options will have more advocacy (or more opposition) than others. However, popular support is not the same thing as arriving at a decision that makes the best sense for all students rather than a few. Some decisions that seem attractive today may not hold up well in the future. We should anticipate opportunity costs or other unintended consequences, such as the need to retain and nurture faculty leadership across the district.

Next Year

Even if the economy rebounds, the District will again face a need to contain costs in the 2011 budget, and the adverse pressures are likely to increase. Revenues in the form of state aid are likely to decline. Health care costs are likely to rise. If salary agreements are negotiated successfully, any wage increases or other contractual obligations must be factored into our planning. If the Board elects to use fund balance to offset the tax rate in 2010, what will be available in the future? After two years of belt tightening, there will be fewer opportunities for additional trimming in supplies and equipment. Without a retirement incentive, we will not be able to replicate the salary savings we realized in 2009 and 2010. Our five year building conditions survey may identify additional facilities needs that require attention.

Tough Choices

The Board will undoubtedly weigh its options in terms of how each program, service, or resource contributes to our mission. Some questions to consider are listed below.

What is the relevant history of the positions, programs, or services under consideration?
What previous productivity improvements or reductions have been carried out in this area?
What are the key results in terms of student learning, costs, and satisfaction?
What are the short- and long-term consequences of a reduction?

• Implementation challenges
• Legal and contractual
• Practical – who will do the work? What will not get done?
• What are the longer-range consequences?

A key premise is that quality of education remains a distinctive feature of the Bronxville community and a principal reason why people choose to live here. In that context I return to the three common characteristics of the world’s top performing schools cited by McKinsey and Company: (1) The selection and retention of the best possible teachers; (2) ongoing professional development that ensures consistent, high quality instruction; and (3) early intervention and support services that lead to the success of all students. We cannot translate these attributes into precise criteria for decision-making. But by looking at our budget through the lens of educational excellence we can do our best to avoid irreversible error and ensure that what we do today preserves our capacity for improvement and high achievement in the years to come.

Rollover Budget Shows 1.23% Increase

Assistant Superintendent Dan Carlin gave the Board of Education a preview of a 1.23% budget to budget increase in the school budget for next year. This "rollover budget" of $44.6 million represents what it would cost in 2010-2011 to operate the same programs and services as are in place now, including known salary obligations, health benefit costs, utility rates, and retirement contributions. The projected increase is less than half of the budget-to-budget increase presented last year, and in percentage terms it is considerably lower than other Westchester School districts.

The rollover budget would be substantially higher had it not been for salary savings accruing from retirement incentives, unfilled vacancies, streamlined services, and other actions taken over the past year. It includes no funds for teacher salary increases other than the step advances required by law. Teachers, custodians, aides, and the clerical unit all have contracts that expire in June 2010, and negotiations have begun.

Getting to Zero

Last October the Board approved a financial goal that reads as follows:

Conduct a comprehensive budget review that minimizes taxpayer expense. Budget options resulting in flat and lower taxes will be considered.

To reach 0%, the Board must reduce the rollover budget by about $542,000. At the February 6th budget workshop, the administration will present a series of budget options based on the school profiles prepared by the principals. These profiles - available in the archives of this newsletter - describe the staffing levels, mandated programs, enrichment programs, and student services available at each school. The budget options prepared for the Board spell out possible productivity improvements, program reductions, and structural changes.

These budget options will be discussed and communicated over the next two months until a final budget is ready for Board approval. All workshops and regular meetings are open to the public.

Board Affirms District Goals

Taking a multi-year perspective, the Bronxville Board of Education approved three District goals at last night's meeting:

• Conduct a comprehensive budget review that minimizes taxpayer expense. Budget options resulting in flat and lower taxes will be considered. This year’s budget process will include comparisons of Bronxville’s per pupil costs and an analysis of staffing levels and key programs and services at each school and the district.
• Continue the three-year program development plans for global education and 21st Century skills, integrating technology, and knowing and engaging students.
• Update the Long Range Facilities Plan.

In adopting these goals, the Board explicitly placed the highest priority on managing finances and containing costs in the school budget, but all three goals continue work that began last year - the three professional development strands, a more comprehensive budget review, and completing the post-flood restoration and recovery projects.

Activities related to the financial goals include concluding a Board/BTA study of health costs and benefits; completing negotiations with custodians, teachers, clerical staff, teacher’s aides and teaching assistants; pursuing resolution of outstanding construction litigation; and revising financial reporting formats. Activities related to the curriculum and instruction goals include updating the K-12 technology curriculum; designing and implementing student projects that reflect global awareness, critical thinking and problem solving, and technology as an essential tool for learning;expanding teacher access to student data as part of an evidence-based approach to improving learning results; forming a Board study group to identify “best practices” for board processes related to curriculum and instruction; and completing Tri-States evaluation of science curriculum.

Launching the 2010 Budget: Elementary Review

Mindful of the need to contain costs and respond to the economic downturn, the Bronxville Board of Education launched the 2010 budget cycle with a comprehensive review of Elementary School programs and services. Superintendent David Quattrone introduced the presentation as follows:

"Tonight we resume a budget development process that began last year and is sure to continue over the next few years. Our goal is to establish a sustainable model of educational excellence that adapts our programs and services to economic realities. . . As we move from the technical fixes and trimming reflected in this year’s budget to more substantive changes, the decisions will be more difficult. We will need to determine if we are offering the right programs at the right scale, and whether or not some programs and services should be reduced or eliminated. As we go through this multi-year process we need to focus on two competing priorities – what we can afford and what adds the most value to student learning..."

The Elementary School presentation, delivered by Principal Tom Wilson and Assistant Principal Heidi Menzel, can be found here.

Board Adopts 2009-10 Budget

After a series of budget workshops and public meetings, the Bronxville Board of Education adopted a $44,115,561 budget for 2009-10. The budget-to-budget increase is 1.11%, the lowest increase in over a decade, and one of the lowest in Westchester County. The estimated tax levy increase is 1.48%. The spending plan includes reductions of 5.4 positions. Following a budget hearing on May 7, residents will be asked to vote on the school budget on May 19th.

A budget newsletter providing the public with budget detail will be mailed to all residents in the next few weeks. The Board presentation is here.

Proposed Budget Shows Lowest Increase in Over Ten Years: 1.37%

After months of deliberation and reductions, the Bronxville Board of Education appears ready to endorse a school budget with the lowest increase in the last decade - a 1.37% budget-to-budget rise. Based on preliminary information available, the projected tax rate increase is likely to be the second lowest in Westchester County. The proposed budget totals $44, 227,561.

In November, the Bronxville Board of Education asked the administration to prepare a rollover budget that supported existing programs and accounted for contractual obligations yet added no new services or staffing. During a number of planning sessions throughout the winter, the budget was further reduced by about $870,000, involving the equivalent of 4.4 positions as well as reductions in various co-curricular and athletic activities and other accounts. The March 19 presentation can be found here. At that meeting the Board reviewed the impact of staff reductions on class size, tax rate comparisons, and the requirements of a contingency budget.

The Board will be asked to approve a budget in April, with a final hearing on May 7th and a school budget vote on May 19th.

Tuition and Residency

For many years the Bronxville School has generated revenue by admitting non-resident tuition students. This current year, 35 tuition students have been admitted, providing income of about $1,660,875. Of these, 20 are special education students and 15 are K-12 regular education students. Admission as a tuition student is made on a space available basis at the discretion of the school principal, the recommendation of the Superintendent, and approval by the Board of Education. In the current school year elementary tuition is $18,300 and secondary tuition is $23,300.

Each year questions arise about how the district handles families who move out of town during the school year or who may no longer be residents eligible to attend our schools. State law and Bronxville policy are very clear. Only students who reside in the Village of Bronxville may attend tuition-free. For those who leave the District during the year, tuition is pro-rated. District policy on pupil residency can be found here.

When a credible inquiry about residency is received, the district verifies residency through the use of investigative services. Anonymous complaints are typically disregarded. Since September 2008, the district has investigated eight claims of non-residency. In each case, residency has been verified, tuition has been charged, or non-residents have withdrawn from school. At the present time there are five pending cases.

Carlin Outlines Budget Options

At the January Board of Education meeting, Assistant Superintendent Dan Carlin gave an overview of the upcoming budget process. He began with a reminder that the district has already begun cost-cutting measures this year, reducing $200,000 from equipment and supplies. He also announced further freezes of non-essential items, expecting to generate another $100,000 in cost savings.

With that backdrop, Carlin described the "rollover budget" projecting what it would cost to operate this year's programs in 2009-10. This projection incorporates contractual obligations, utility increases, and the known cost of benefits. The projected figure, $45,257,442, represents a budget-to-budget increase of 3.73%. This figure - with no additional funds for new programs - is the lowest in ten years except for last year's increase of 3.63%.

However, Carlin added, we also anticipate shortfalls on the revenue side, including reductions in state aid, investment income, and sales tax proceeds. This gap in revenue places more pressure on the need to raise tax monies, and would result in a tax levy increase of 4.99%.

Finance Committee chair Tibi Guzman made a distinction between the tax levy (the net amount needed to operate the schools) and the tax rate, which varies with property appraisals and certioraris. Carlin went on to describe the amounts that would be needed to further reduce the budget. In order to reduce the tax levy to 3%, about $759,442 would need to be cut from the rollover budget. In order to reduce the tax levy to 0%, an additional reduction of $1,145,268 would be required. As a point of reference, Carlin estimated that $1 million would be the equivalent of ten or more teachers.

The detailed budget will be presented to the Board of Education on Saturday, February 7, at 9:00 Am in the Yeager Room.

Financial Update

Assistant Superintendent Dan Carlin presented facts and figures related to flood-related construction and projected reductions in state aid. The presentation confirms that there will be a surplus of about $300,000 on this phase of the construction project. After insurance and FEMA reimbursements, the local share of restoration and recovery work is about 12%. The presentation can be viewed below.


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District Prepares for Fiscal Crunch: $200,000 Cut Now, More Later

Caution - in capital letters - was the word from Dan Carlin, Assistant Superintendent for Business. At the December Board meeting Carlin announced a $200,000 reduction in the current budget. This reduction, representing equipment and flood-related operating costs, will help the district anticipate any revenue shortfalls. Although the District does not expect any mid-year reductions in state aid, Carlin pointed out the uncertainties of income from interest, sales tax receipts, and certiorari settlements.

"We want to offset any revenue shortfalls by generating general fund surpluses on the expenditure side," he said. He added that reserves may give the District some flexibility in the 2009-10 budget. (The district expects a 10% reduction in state aid in 2009-10 - about $178,000)

Superintendent David Quattrone put the $200,000 freeze in the broader context of developing future budgets. More current budget reductions may come after a review in January. Then, on February 7, he will present a "roll-over budget" that answers the question, What would it cost to run the same programs in 2009-10? This projection will include contractual obligations and expected changes in health insurance premiums and utility costs.

Then the administration will present a series of options related to further reductions, including possible adjustments in class size and changes in non-mandated programs. Over a longer period of time, there may be opportunities to plan for further changes in management structure or delivery models. Quattrone emphasized that it is still possible to innovate and improve within existing budgetary constraints.

Board members have encouraged early and regular communication with the public about the budget plans, mentioning that per pupil cost comparisons may assist the Board in making decisions.

Board Seeks to Curb Spending

At its November meeting, the Bronxville Board of Education asked the administration to curtail spending wherever possible. The administration will identify potential savings this year in an effort to offset expected pressures on next year's budget.

Assistant Superintendent Dan Carlin described the revenue picture as uncertain. Although the Governor proposed a 10% cut in this year’s state aid, that reduction has not yet been enacted. However, the Legislature is reconvening in December. There may also be shortfalls in county sales tax, tuition, and interest.

Mr. Carlin went on to describe the expenditure picture. Despite utility increases, expenditures appear to be much less of a concern than revenues at this point. Expenditure projections are expected to come in under budget, thereby compensating for anticipated revenue shortfalls.

The Board also considered the planning assumptions that will guide the 2009 school operating budget. Superintendent David Quattrone reported that enrollment is stable and that any changes in staffing would occur within existing levels. Budget planning will begin with a projection of a “stand still” budget – what will it cost to run the same programs in 2009-2010 given contractual and other known obligations. Then, the Board will review the programmatic and financial impact of possible reductions in order to minimize any tax increases. The budget will also provide information about relative costs -- how Bronxville's pattern of expenditures relate to other Westchester school districts. A draft budget will be presented at a workshop in February.

District Receives $1.3 Million from FEMA

Assistant Superintendent Dan Carlin announced that the District received a $1.3 million in payment from FEMA, representing the next installment in our flood recovery project. This is the first reimbursement for the restoration of the A and B wings of the building.

Carlin also reported that we are approaching substantial completion with respect to all aspects of the project, including the second floor renovations. The lockers and blinds have been completely installed; the furniture has arrived. The area is starting to look more finished. We still have some more cabinets to be hung in classrooms, and we expect to complete the SmartBoard installation this week. Mr. Carlin also stated that we are seeking improvements for the floor surfaces in select classrooms and a portion of the hall, and the architects are preparing proposals for various options.

Superintendent David Quattrone reported that we expect to obtain a certificate of occupancy for the district offices and the orchestra room on the second floor. The orchestra room will become available on or about October 22, but window replacement will not occur until the December break. We have scheduled the district office move from the trailer to the main building on November 7-11, pending furniture arrival.

We have also begun determining the logistics and schedule for the next phase of restoration and recovery - the relocation of the boiler room and switch gear.

In related news, Mr. Quattrone reported that the Facilities Committee reconvened in order to update the District's five year plan. The committee, which includes PTA, Foundation, and community representation, learned that the restoration project accomplished a number of items related to air handling and infrastructure. The committee will meet again in November to set priorities among the remaining items, which include Middle School science labs, the auditorium, outdoor facilities, and classroom renovations.

Moderating Costs

Rick Rugani, President of the Bronxville Board of Education, opened the October meeting by addressing the larger financial outlook across the state and the potential impact on our school district. Mr. Rugani remarked that while the full impact is yet to be defined, we are likely to encounter revenue shortfalls in both state aid and sales tax.

State budget deficits have prompted the Governor to reconsider the full range of state programs, including distributions to schools in the current year. "We may not have these revenues at the same level, " he said. "We have to be preparing ourselves as we put this next budget together." Assistant Superintendent Dan Carlin commented that we will know more in the next few weeks, adding that about 5% of our total budget depends on state aid.

Referring to expenditures, Mr. Rugani added that "Most of our spending isn't discretionary, but in this environment we need to do what we can to conserve dollars. . . Next year we need to approach the budget with an eye toward managing these costs even more carefully."