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February 6, 2003 Work Session 423 A worksession ofthe Frederick County Board of Supervisors was held on February 6,2003, at 5:30 P.M., in the Board of Supervisors' Meeting Room, County Administration Building, 107 North Kent Street, Winchester, Virginia. PRESENT Chairman Richard C. Shickle; Vice Chairman W. Harrington Smith, Jr.; Robert M. Sager; Margaret B. Douglas; Sidney A. Reyes; Gina A. Forrester, and Lynda J. Tyler. SCHOOL BOARD Chairman Stuart A. Wolk; Vice Chairman Patricia D. Stiles; Barbara Van Osten; Melanie Mullinax; Cary Smith; John Lamanna; Superintendent of Schools Dr. William Dean and administrative staff. CALL TO ORDER Chairman Shickle called the worksession to order and asked for a moment of silence. PLEDGE OF ALLEGIANCE CHAIRMAN WOLK PRESENTS PROPOSED SCHOOL BOARD BUDGET FOR FISCAL YEAR 2003-2004 Chairman Wolk thanked the Board for the opportunity to present the School Board's needs and concerns. He hopes this year's budget will follow suit with a genuine spirit of give and take being evident. He reviewed the school board's budget process which began last October. Following this process School Administration began the task of determining needs versus desires. An initial list in excess of$14.2 million and 109 positions was pared down to the budget Superintendent Dean presented to the School Board on January 20,2003. This budget represented a $2.1 million increase above and beyond the $5.4 million needed to open Millbrook High School. Only eleven new positions were included in this and the School Board voted 6-1 to adopt this budget as their budget. Dr. William Dean presented a quick overview to the Board of some of what brings them to the needs that they have. At this time Dr. Dean presented a power point presentation wherein he reviewed the school's budget perspectives broken down under school essentials and what dollar figure would be needed in order to maintain these essentials. He advised that a total of $4,000,000 was needed to take care of total needs, and this does not include the opening of Millbrook High School. He further advised that Frederick County spends less than the state average for each student, and that the essentials could be funded, and the Frederick County Public Schools' average per Minute Book Number 28 Board of Supervisors Budget Worksession with the School Board 02106/03 424 student cost would still be less than the state average. He advised what cuts to be considered to fund "School Essentials"and those options are eliminating selected classroom aides - $873,000; eliminate middle school core team planning period - $597,000; close Gainesboro Elementary $711,000; and eliminate selected non teaching positions $73,000. He advised if the Board is not willing to cut programs and vital staffto meet essentials, he is proposing the following financial summary for the school operating fund: 1. Additional discretionary revenues based on Governor's proposal $1.7 million. 2. School needs $9.4 million -(of which $5.4 million is needed to open Millbrook High School MHZ). 3. In a nut shell, another $2.3 million is needed from the Board of Supervisors to fund school essentials. 4. Proposed new state revenue Cost to open MHZ County Funding of MHZ Net essentials $1. 7 million -$5.4 million +$5.4 million -$4.0 million County Funding Needed (in addition to MHZ) $2.3 million. Dr. Dean further stated that $1.1 million is needed for technology, simply to be able to stay on top of software and changing out older technology they are currently working with. He advised a large number of buses, ten, is also needed to add to the fleet that will either replace some older buses or will augment their current operations. Patricia Stiles, Vice Chairman ofthe School Board, feels the School Board wants the same thing that the Board of Supervisors wants for the Frederick County Public Schools. This is the best possible education for all of our children, fair salaries for their employees, along with a safe, comfortable and healthy environment, both for working and learning. Vice Chairman Stiles reviewed the schools' anticipated revenues at this time, and by way of a printed handout, reviewed with the Board the School Operating Budget Work Program for FY2004. She advised the final figure is $2,127,605 needed, in addition to fully funding Millbrook High School. Administrator Riley stated that the increase in debt service is not on this sheet, so he is assuming it is in Millbrook's number. Superintendent Dean advised Administrator Riley that they run roughly ten different budgets, and they are just talking operating budget at this time. The 1.2 million for debt service is in a different budget. Minute Book Number 28 Board of Supervisors Budget Workscssion with the School Board 02/06/03 425 Administrator Riley asked, so this needs to be added to the $2.1277 Dr. Dean advised not in the General Fund, but in another budget. Administrator Riley asked, so you need an additional $1.2 million on top of the $2.127? Dr. Dean replied yes. Supervisor Tyler advised that she is a consumer ofthe Frederick County Public Schools. She feels they are to be commended for the below State average per student. She would also like to remind the Board and the citizens of Frederick County that the County also has a lower than State average for administration. She feels her children are getting an outstanding education in the County school system. Supervisor Tyler asked what the percentage was ofthe student population from the previous budget year to this year. Assistant Superintendent Robert Cleaver advised it was 2 percent. He further advised that the expected increase at the high school this coming year is approximately 6 percent, and at the middle school it will be approximately 6 to 7 percent this year. The class size at the middle school would be somewhere around twenty-eight, twenty-nine. The high school would be approximately 24. Supervisor Tyler advised that some $700,000 was reduced from the Technology line item last year, due to budget constraints. She asked if the $1.1 provided this year will help absorb part of the cut from last year, or are we still going to be further behind the curve. Dr. Dean advised the $1.1 million really deals with replacements that are in the 2004 plan. Anything that they didn't get in this year's plans they are going to try and make up with any revenue they may be able to cobble together, but ifthey cannot do that, they will be behind. He clarified the $1.1 is for equipment and licensing together. It is software and hardware combined. Supervisor Tyler asked if the elimination of classroom aides is going to be all over the school population? Dr. Dean advised they have not been earmarked as far as specific individuals because of efforts made to get folks to realize what their budget needs are. They will not focus on kindergarten aides or mandated special education aides, or any other aides required by State or Federal programmg. Minute Book Number 28 Board of Supervisors Budget Worksession with the School Board 02/06/03 426 Supervisor Tyler asked if most of the aides are in elementary and middle school level or are they also at high school level? Dr. Dean replied mostly elementary. Supervisor Tyler addressed Gainesboro School and the two schools that would have to absorb these students should Gainesboro be closed. It is her understanding that these two elementary schools are close to their functional capacity? Assistant Cleaver advised the current population of Apple Pie Ridge is 523 with a capacity of563. Indian Hollow currently has 491 students with a capacity of527. Supervisor Sager advised he has received a number of calls from teachers aides advising if the funding is not made available they will lose their jobs. He has always felt there are places that cuts can be made before you start cutting employees. He asked about the capacity of Mill brook High School. Dr. Dean advised that Millbrook was built for approximately eleven hundred students and can be expanded to fourteen hundred with an addition. They will open with just under a thousand students. Supervisor Reyes stated that a few weeks ago there had been a meeting with Chairman Wolk at the Gainesboro School to answer questions that the citizens ofthis area had about the continuing operation of the school and what was needed in order for this to happen. He further advised that he felt at that time there was some confusion about putting Gainesboro Elementary School on the "chopping block." He does not want the school on the "chopping block" simply because it is one of the older schools in Frederick County, and we have the acreage for a new school bought and paid for some years. With an additional 700 homes scheduled to be built in the Summit, which could give the County an additional 300 students why is the Gainesboro School on the "chopping block" if in fact it is? Chairman W olk advised if it is the key concept here. At this point and time their budget does not reflect any cuts about Gainesboro School or reductions afforce. They have come to the Board to present their needs. If Gainesboro School would be closed, yes, there is property available right now that belongs to the School Board to build another school in the future when the numbers justify that those numbers are not there at this time. Minute Book Number 28 Board of Supervisors Budget Worksession with the School Board 02/06/03 427 Administrator Riley inquired about the elimination of the Middle School Core Team planning period, does that have anything to do with the Middle School? Vice Chairman Stiles replied no, those are the Core Team planning periods that are in existence now and operating in our middle schools. Administrator Riley stated that cuts twelve full time equivalents, if you do away with that planning time? Vice Chairman Stiles replied that was correct. Supervisor Forrester asked if this would leave them with a planning time? Vice Chairman Stiles advised they currently have two planning periods, but one ofthem is designated to talk with each other as teams, and also to talk with parents. She further advised that Patty Taylor, Assistant Superintendent ofInstruction, advised the extra planning period was only for the Core Subject teachers. The other teachers only have one period. Chairman Shickle asked how many Core team teachers there are? Assistant Cleaver replied 104. Finance Committee Member Wilkins asked for further information on the opening of Millbrook High School about how many new positions are being requested and are there new teachers to the system. School Finance Director Lisa Frye advised that in the 5.4 the 5.1 their continued cost there would be 90 full time equivalents in this figure. There would be thirty-three academic teachers and vocational teachers, approximately sixty total. Director Frye will be sending this complete information to the Board. Supervisor Smith asked how many vehicles does the school system have, not counting the buses? Dr. Dean advised he would hesitate to guess, but will get this number to the Board. Supervisor Reyes stated that at a previous worksession Dr. Dean stated that the School Board was between a "rock and a hard place" and he wanted him to know that the Board knows and appreciates that. He feels due to actions by previous Boards and this Board is what helped to put them there, by their actions on rezoning applications etc. He feels we got you there and we have to get you out of there to. He feels the general public needs to know that certainly actions by the Minute Book Number 28 Board of Supervisors Budget Worksession with the School Board 02/06/03 428 General Assembly recently did not help the cause at all. It is not your fight, we give you the children, you are doing a goodjob educating the children, but you have to know it is difficult for the Board, especially for him, to raise the taxes 25% to provide the type of education that we need for Frederick County, it is no easy decision. So the Board too is between a "rock and a hard place." Vice Chairman Smith made the following statement: I would like to request that the School Board complete the same budget exercises that we requested from the County Administrator; that being to prepare a present level expenditure budget that excludes capital. Prioritization of expenditures is at the discretion of the School Board as to what gets funded. It is my opinion that the Board of Supervisors should only consider new funding for the opening of Millbrook High School and the increased debt service. Any increases in State and Federal Funds for the school system should also be reviewed to determine if increases in local funding could be reduced. This request is consistent with what we have requested and received from other County departments in this budget crisis. With limited resources, and increased demands, it is in my opinion, the only equitable solution to this budget that will allow the Board of Supervisors to minimize the increase in real estate taxes. Supervisor Tyler addressed what Vice Chairman Smith just read. She advised she has difficulty with it just in the fact that the student population is increasing 2%, that one bothers her. Board action has done this in increasing the population, and that sort ofthing. If you back out the 2% student increase in population that the School Board is required to educate, you are asking for approximately 3% increase over last year's, minus debt service, is she kind of on the right track? Most of that is simply cost of living adjustments for teachers salaries. Dr. Dean advised that the largest portion of what you see in the General Fund, over half of it is for Millbrook. The rest of it is for 2.5 % for COLA for cost of living adjustment, and $1.1 million for technology. Supervisor Tyler advised she was not sure what Supervisor Smith was looking for, justification of the 5% increase over, she is just trying to understand his motion. Vice Chairman Smith stated that he is just trying to put a basis out there of what the Board Minute Book Number 28 Board of Supervisors Budget Worksession with the School Board 02/06/03 429 can afford at this time, the opening of Mill brook and - - Richmond is treating us like a second class citizen with their mandates. We just don't have the money, it is that simple. Supervisor Tyler stated that she understands that, but we also have the responsibility, and this is not the first time that localities have had to "suck it up" for Richmond. Vice Chairman Smith stated that he does not want to put this Board in the position of bankruptcy. Although there was not a vote on Vice Chairman Smith's request, the endorsement of his request was as follows: Richard C. Shickle - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Nay Margaret B. Douglas - Nay Sidney A. Reyes - Nay Lynda J. Tyler - Nay Gina A. Forrester - Nay Dr. Dean advised that he is not really clear on this directive as this is the first time he has heard this. Supervisor Sager asked Dr. Dean ifhe could possibly provide these changes by the Board's next meeting. Dr. Dean advised that he is not quite sure what Vice Chairman Smith is wanting, as they have pretty much shown the Board that $5.4 million is the cost for Millbrook, 1.2 million is debt service and all the rest ofthe increases are related to some priorities that they believe are important to them that they call essentials. It would be a huge loss if they are not funded to open Millbrook High School. Vice Chairman Smith suggested perhaps the Board could meet with Dr. Dean and Director Frye on this budget. Administrator Riley advised he would like to request a worksession with the Board before the Regular Meeting on Wednesday, February 12. He advised some funding scenarios have been developed. He will be seeking direction from the Board as to a tax increase, if any, and move in the direction to advertise this budget. He suggested an hour and 15 minutes for the worksession and then determine how many subsequent worksessions may be necessary to finalize this budget. This would be at 4:45 P.M. on February 12. Minute Book Number 28 Board of Supervisors Budget Worksession with the School Board 02/06/03 430 CHAIRMAN SHICKLE REOUESTS TO HAVE A WORKSESSION. ONCE THE BUDGET HAS BEEN FINALIZED. ON THE COUNTY'S PROPOSED BYLAWS Chairman Shickle advised he has heard from Supervisors Tyler and Forrester on the proposed By-Laws. He asked the remaining Board members to please submit their proposals as soon as possible in order for this to be discussed following the passage ofthe budget. The Board concurred with this request. UPON MOTION MADE BY SUPERVISOR REYES, SECONDED BY SUPERVISOR SMITH, THERE BEING NO FURTHER DISCUSSION FOR THIS WORKSESSION, IT IS HEREBY ADJOURNED. (TIME: 6:55 P.M.) \L-~Q '- ~~CL-\L.~ Richard C. Shickle Chairman, Board of Supervisors Minutes Prepared By: ;1nuJJ -,-:- ~ 1<.t4.4.) Carol T. Bayliss Deputy Clerk, Board of Supervisors Minute Book Number 28 Board of Supervisors Budget Worksession with the School Board 02/06/03