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.

Board Adopts Five-Year Capital Plan

Assistant Superintendent Dan Carlin presented the Bronxville Board of Education with a five-year capital plan as reviewed by the facilities committee. The plan was prepared by district architects, KG&D, reflecting the findings of the building conditions survey shared at the December Board meeting. The Board accepted the architect's report, designating the overall building condition as satisfactory. The capital plan, also endorsed by the Board, encompasses ongoing maintenance and infrastructure needs as well as projects contemplated for some indefinite time in the future, including renovation of Middle School science labs and major improvements to the auditorium. The Board discussed the need for private capital drive to underwrite these projects (in addition to Foundation support). The finance committee is also considering establishing a construction reserve. The plan can be found here, and schematic designs for future projects are here. The Board does not expect to consider these plans earlier than 2012.

Board Adopts District Goals

When the new Board of Education took office in July, President Jim Hudson wanted to take a fresh look at our goals and make sure all Board members had a chance to give careful thought to the process. To that end, the Board held a planning workshop this past October, most of which was devoted to a discussion of how the schools help students cope with social issues in their daily lives.

At other times the Board also heard presentations on the District's global initiative, a facilities report, and the background for budget development. At the December meeting, Dr. Hudson presented a final version of the proposed goals for Board discussion.

Regarding a goal about Annual Professional Performance Review, Dr. Quattrone explained the background of Race to the Top requirements, which, among other changes, assigns a weight of 40% to student achievement results in all teacher evaluations. The district will negotiate the exact terms with the Bronxville Teachers Association as the law stipulates, and we must develop a new plan by next September.

There was also quite a bit of discussion about the learning environment and youthful behavior. The Board wanted to make sure parents were included in a discussion with Village officials and asked that a review of existing programs be kept current, to include such problems as cyber-bullying. The Board affirmed the importance of strong programs at all levels of the system, mentioning specifically the Elementary School program on courtesy, civility, and character.

Finally, with respect to finances, the Board declined to set a specific budget target for the coming year, nor did they link the budget to anticipated tax caps. After modifications were made to reflect these concerns, the Board adopted these goals unanimously:

1. By June 2011, through the collaborative examination of student work, the faculty will have established a district definition and assessment standards for critical thinking, creativity, innovation, and student initiative and responsibility.
2. By June 2011, create and plan for the implementation of a new Annual Professional Performance Review process, consistent with new state requirements regarding teacher and principal evaluation, achievement accountability, appeals procedures, and data collection and analysis.
   
3. Hold a joint dialogue about social issues and teenage behavior with students, parents, staff, the Board of Education, and Village Trustees.
4. Study the need for and feasibility of regular forums or programs at the high school to promote high standards of personal conduct and healthy, safe, responsible behavior.
5. Strengthen the continuity, connections, and consistency of school climate programs across the schools.
   
6. Update the facilities master plan to address identified infrastructure needs and renovate Middle School science classrooms and the auditorium. Develop a funding approach to carry out the plan, including establishing a construction reserve.
7. Develop a 2011 school budget that supports high quality teaching, programs, services, and operations.
   
8. Provide a multi-year framework for budget planning that includes an analysis of per pupil costs, and projections/scenarios that address unfunded mandates, declining state aid, and the rising costs of compensation, retirement, and benefits.

The strategic questions associated with these goals can be found here.

Internal Auditors Review Facilities Controls

Each year the Board of Education selects an area for an internal audit. In the past, for example, the auditors examined co-curricular activities and strengthened controls by assigning a staff member to serve as the central treasurer for student activity accounts. For 2009-10, the Board asked its auditors to review facilities procedures, based on a risk assessment of the expenditures and level of activity in that area.

David Moran of Accume Partners delivered the report at the December meeting, following a prior session with the Board's audit committee. The auditor reviewed controls and procedures regarding supplies and equipment; purchased services contracts, preventive maintenance and work order systems; overtime; facilities use; and state requirements. Some of the specific recommendations for improvement included:

1. Improve the documentation related to purchased service contracts;
2. Make better use of a work order/room reservation system;
   
3. Update the building conditions survey and facilities report card;
4. Pre-approve all overtime requests;and
5. Comply with prevailing wage requirements.
   

Assistant Superintendent Dan Carlin noted that most of the recommendations are already in place or in process. Recommended adjustments to requirements of documentation were implemented immediately. As a way of addressing several anticipated recommendations, School Dude, a new work order/preventive maintenance/room reservation system was installed this past summer. Our architects completed the Five Year Building and Conditions survey and presented it in October; the School Facilities Report card will be presented in January. The auditor expressed a high level of comfort with the management response to these issues and stated that "in many instances remedial action has already been implemented." Accume will forward its current risk assessment to the Board in January.

Accume's presentation can be found here.