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August 20, 1991 Special Meeting330 A Special Meeting of the Frederick County Board of Supervisors was held on August 20, 1991, 11:00 A.M., in the Board of Supervisor's Meeting Room, Frederick County Courthouse, Loudoun Street Mall, Winchester, Virginia. PRESENT Kenneth Y. Stiles, Chairman; Dudley H. Rinker; Roger L. Crosen; W. Harrington Smith, Jr. and Charles W. Orndoff, Sr. Robert M. Rhodes was absent. SCHOOL BOARD R. Thomas Malcolm, Superintendent; Robert Cleaver, Assistant Superintendent; James Boyd, Finance Director; Charles Hott, Chairman and Tom Sullivan, Administrative Assistant to the Superintendent. Mr. Stiles called the meeting to order and asked that everyone observe a moment of silence. Mr. Stiles explained that he had called this meeting in light of the School Board meeting that was held last evening and the School Board's request for Board approval of carry forward funds. Mr. Malcolm, Superintendent of Schools, passed out the following year end balances and explained the figures to the Board: FY 1990 -1991 SCHOOL OPER CAFETERIA FUND FUND 50 51 REVENUE: Local - -Bd of Supv $15,534,140 Suppl Approp For O/S PO's 143,547 Computer Training Carry -Over 18,600 Carryover Funds Budgeted 250,000 Receipts - -Fed, State, Local 20,179,618 $1,606,138 TOTAL REVENUE 36,125,905 1,606,138 DISBURSEMENTS: Expenditures 35,085,818 1,497,807 O/S PO's 249,544 2,996 TOTAL DISBURSEMENTS 35,335,362 1 REVENUE OVER DISBURSEMENTS 790,543 105,335 BUDGETED 1991 -1992 548,142 REMAINING LOCAL FUNDS 242,401 ADDITIONAL FUNDS AVAILABLE 1991 -92: Health Insurance Savings 203,182(A) (2.3o Decrease) Early Retirement 419,914(B) Additional State Funds 0 331 DJH Carryover TOTAL 160,886(C) 1,026,383 (A) Health Insurance savings are a result of a 2% decrease in premiums as in previous years, actual premiums are not known until well after the budget has been finalized. (B) The Early- Retirement program was proposed by the Governor in January, 1991 and lists of eligible employees and projected costs were developed. In March, 1991, VRS revised the method of calculating costs and sent to localities an updated list of eligible employees, instructions for submitting applications, etc. On March 18, 1991, Early Retirement resolution was passed by the School Board. No savings were included in the 1991 -1992 budget. (C) The audit of DJ Howard vocational School for the year ended June 30, 1990, indicated a credit due FOPS. This credit, along with surplus generated during 1990 -1991 resulted in the $160,886 credit. This amount was not known until after the 1991 -1992 budget had been adopted. PROPOSED USE OF REMAINING FUNDS TEXTBOOK FUND $ 75,000 3% Increase In Salaries Exclusive of Administrators and Bus Drivers 686,418 2% Increase Plus Adj to Adm Scale 231,797 Personal Computer Analyst- - Administrative (1/2 Year) 13,000 Addl Per Pupil Supplies (Elem) -- Addl 2.00 11,848 Contingency 8 TOTAL 1 Mr. Rinker asked how many dollars had been put into the Book Fund and what the balance was at this time. Mr. Malcolm gave a breakdown from 1988 and stated that the balance is $385,161 as of June 30. Mr. Stiles asked about the schedule for buses. Mr. Malcolm replied they are on schedule as of the Board meeting last night. Mr. Smith asked what the years of service was for a bus. Mr. Malcolm replied approximately four years depending on runs and they usually need to replace six or eight per year in order to keep up, and that there are approximately seventy -five to eighty in the fleet at this time. Mr. Crosen stated that he agreed that the funds should be carried over as funds are available and this is not a request for new money. He asked if all schools have their supplies so that at next year's budget hearing, the Board will not hear that teachers had to go out and buy their own supplies. 332 Mr. Malcolm replied yes, what is there is adequate. Mr. Crosen explained that he did favor the Contingency Fund for the schools and felt $8,300 is a small amount to go into this fund as he is not in favor of the School Board coming back before the Board of Supervisors at a later date requesting additional funds as enough was not set aside at this time. Mr. Rinker stated that he felt the three percent for teachers' salary increases should be two percent as this would mean more could go into the Book Fund as well as Contingency Fund. Mr. Malcolm explained that he had asked the school staff to cut back and if the funds were available at the end of the year, they would be given back. He stated they did cut back, the funds are available and he felt he had to be as good as his word. He further explained the importance of the county remaining competitive in the area of teachers' salaries. Mr. Smith stated that if this is approved, he hoped the Board of Supervisors would be given as much credit as they were given "hell" at budget time. Upon motion made by W. Harrington Smith, Jr. and seconded by Charles W. Orndoff, Sr., to approve the three percent for teachers' salary increases plus two percent for administration. The above was passed by the following recorded vote: Aye - Kenneth Y. Stiles, Roger L. Crosen, W. Harrington Smith, Jr. and Charles W. Orndoff, Sr. Nay - Dudley H. Rinker. CONSTRUCTION PROJECTS - SUMMER. 1991 Mr. Malcolm presented the following information and explained the priority listing and noted that he would like to "salt" away $100,000 based on what they know at this point with regard to next year's budget: Construction Projects Summer 1991 Funds Remaining The following list contains the funds that have not been allocated in the ongoing construction /renovation projects that are taking place this summer. Also included in this list is the current status of the Armel Elementary School project and the funds that are remaining in that account. As part of the contract for some of the projects, a contingency amount was included in the bid price. This amount has been noted where applicable. Since these projects are not complete, we are not able to determine at this time the exact 333 amount from the contingency funds that it may be necessary to use to complete the projects. We are hopeful that some of this contingency amount will be available following the completion of these projects. Additional projects requested by many of our schools during the development of the current budget have been delayed until we can determine the status of any funds that may be available because of the excellent bid prices were received on the projects that have been listed below. Gainesboro Elementary School Renovations Frederick County Middle School Renovations Contingency - All Phases Stonewall Elementary School Renovations Bass Hoover Elementary School Renovations Contingency - All Phases Armel Elementary School Construction $ 55,009.00 59,091.69 75,000.00 42,592.73 ** 29,709.30 ** 50,000.00 208,830.67 * *Source of funds for the renovation /construction projects at Stonewall Elementary School and Bass Hoover Elementary School - Frederick County. Capital Projects Fall 1991 The development of the 1991 -1992 school budget resulted in the postponement of some capital projects that were requested by school administrators. Bids received for construction and renovation projects that are currently nearing completion have resulted in substantial savings to the Frederick County School Board. The following lists contains additional capital needs for consideration during the 1991 -1992 school year. An estimate of the cost associated with these projects has also been included for your review. The projects are listed in their order of importance. 1. Fuel tank removal and replacement- Frederick County Middle School, Robinson Elementary School, Stonewall Elementary School and Administration building. Estimated Cost $ 85,000 2. Storage buildings- Robert E. Aylor Middle School and Frederick County Middle School. Estimated Cost $ 30,000 3. Replace exterior doors -- Robert E. Aylor Middle School and Senseny Road Elementary School. Estimated Cost $ 10 4. Asphalt playground pads -- Stonewall Elementary School, Apple Pie Ridge Elementary School and Bass Hoover Elementary School. Estimated Cost $ 45,000 5. Playground equipment replacement and renovation at elementary schools. Estimated Cost $ 50,000 6. Design work James Wood Amherst Campus -HVAC system. 334 Estimated Cost $ 15,000 7. Roof replacement Senseny Elementary School. Estimated Cost $100 8. Design work to convert James Wood Ridge Campus to grades 9 -12. Estimated Cost $ 50,000 9. Design work boiler replacement - Stonewall Elementary School. Estimated Cost $ 15,000 10. Air conditioning multipurpose room - Senseny Road Elementary School. Estimated Cost $ 30,000 11. Installation of internal pod doors and replace ceiling tiles -Bass Hoover Elementary School. Estimated Cost $ 20,000 12. Eight lighted tennis courts -James Wood Ridge Campus. Estimated Cost $250,000 Mr. Smith asked if the present debt service would not peak in 1995. Mr. Malcolm replied, that is correct. Mr. Stiles stated that he too agreed that $100,000 - $150,000 should be put aside due to how the economy is looking at this time. Mr. Stiles and Mr. Malcolm both stated that they felt the construction figure for Sherando will come in under what has been budgeted due to the economy. Mr. Orndoff asked about the air conditioning project at Frederick County Junior High. Mr. Malcolm replied that this is being done over a three year period. Mr. Crosen stated that number 12 gave him some heartburn for he felt when the last monies from the Board was given to this outdoor athletic project that this was to complete the project and as far as he was concerned, the project is finished. Mr. Malcolm explained that it is hard to say no for Ridge Campus when this lighting is included at the new Sherando High School. Upon motion made by W. Harrington Smith, Jr., seconded by Dudley H. Rinker and passed unanimously, to approve numbers 1 -11 from current bond funds. Mr. Stiles stated that if the state should make more money available in basic aid, this would replace local funding which would then be transferred to the Contingency Fund. Mr. Malcolm explained to the Board that Parks and Recreation planned to relocate water tanks from Clearbrook Park to Sherando in order to increase water pressure and there will be limited use by both the School and Parks. Upon motion made by Dudley H. Rinker, seconded by W. Harrington Smith, Jr. and passed unanimously, the above was approved. Charles Hott, Chairman of the School Board, appeared before the Board to thank them for all their help and support as he felt both sides had come a long way in their being able to work together. Mr. Stiles stated that he would be asking the Finance 11 Committee, at their meeting in September, to look at giving County employees a possible one or two percent salary increase. ADDITIONAL FIREFIGHTER POSITION - APPROVED Mr. Crosen presented this request and explained that funds would be coming from a vacant position within the Finance Department. Upon motion made by Roger L. Crosen, seconded by W. Harrington Smith, Jr. and passed unanimously, the above request was approved. UPON MOTION DULY MADE, SECONDED AND PASSED UNANIMOUSLY, IT WAS ORDERED THAT THE BOARD OF SUPERVISORS ADJOURN. 1 r' Chairman, B a cV of Supervisors Clerk-,-,Bl,,ard of Sup rvisors