Allenstown Budget Committee
Minutes –
Members Present: David Eaton,
Jennifer Morin, Ben Fontaine, Carol Angowski, Tom Irzyk, Gabby Daneault,
Henriette Girard, Karen Gendreau, Gene Vallee, Mona McCready, Robin McAfee and
Carol Merrill
Excused Absent: Colin Egan,
Don Bergevin
Others Present: Lou Conley,
Evelyn Guilbeault, Lucy MacIsaac, Donna Meadows, Dave Dziura, Tony Silva, Shaun
Mulholland and Jim Rodger
Dave Eaton called the
meeting to order at 7:10 p.m.
Lou Conley then began to
explain the School District Budget. The
School Board has established three focuses for the school budget. They are: does the district have a spending
problem, what has happened to the school district tax rate, and are there
issues with the facilities.
The Allenstown School
District five year tax rate history; 1999-2000 was the first year of the
settlement with the Claremont Lawsuit.
The actual tax rate after the settlement was $16.34, the actual tax rate
for the 2002-2003 year is $16.10. This
rate was attributed to two factors, assessed valuation and the surplus. The assessed valuations went up $21 million
and the $597,000 surplus.
Fund 1expenditures
This is the part of the
warrant article that is to be raised by taxes or state aid. The tax rate was $19.92 for 2000/01 and last
year it was $18.33 there was an increase of $291,025 or 5.1%. High School Tuition had a total increase of
2.7%, K-12 Special Education had an increase of 12% increase. The K-8 expenditures are 2/3rd of
the operating budget with an increase of 3.5%.
The cost of living has increase 3%.
Since 1998-99 the average rate of increase for the K-8 expenditures has
been 2.3%.
There are 155 school
districts in the State of New Hampshire, the State recommends that the average
cost per student in the State be $7,000.
79 of the 155 school district spend more than that amount. The other 76 spend less that than
amount. Allenstown is 14th
from the bottom, spending $5,455 per student.
Tom Irzyk then reviewed the
proposed budget. The proposed budget is
$7,253,370 with a default budget of $7,098,898.
The difference is approximately $155,000. The only articles that will be presented are
the budget and a proposal of building an addition to the school.
The Fund 1 budget will be
$6,992,023, the Fund 2 budget (Federal Projects) $122,500, Fund 4 budget
(School lunch program) $138,847 for a total of $7,253,370. The Fund 1 increase is a 3.5% increase.
The five largest areas of
increase are special education, contracted salary/benefits (this is the second
year of the teacher contracts); non-union salary increases; instructional
equipment and then to restore budget cuts from last year’s budget.
The proposed initiatives are
adding a computer teacher, foreign language teacher, ARD computerized report
cards; conference and replace the phone system.
Tony Silva then spoke on
areas that he feel needs to be done to improve the educational process.
Computer Teacher – In the past three years that Tony has been here,
the school district has made major financial expenditures, from the operating
budget and through State and Federal grants, to improve the technology in the
building. The improvement has been
significant. Each classroom has at least
two modern computers, there are now two computer labs that are located in one
of the 8th grade classrooms and one of the 5th grade
classrooms with 12 computers each, there is also a computer lab in the
elementary school. We are in the process
of transitioning from MacIntosh to PC in the elementary school as well and
there is at least one piece of modern technology in every classroom at the
elementary school.
But there are no regularly
scheduled computer classes. The computer
instruction that is conducted now is such that is conducted by regular
classroom teachers. Most school
districts have a dedicated computer teacher.
This computer teacher will work with students in grades K-8, at the
elementary school they will teacher entry level skills such as keyboarding and
some simplistic elementary school software to such things as sophisticated as
working with Microsoft Office and graphic type of programs such as Page Maker
and Photo Shop.
We are exposing these
programs to the students but not as extensively as could happen with a computer
teacher on staff.
Foreign Language Teacher – This teacher will be working at the Dupont School
only. Foreign Language instruction is
becoming an important part of the middle school curriculum. This will introduce the students to basic
levels of foreign language. Some of the
other sending districts to Pembroke Academy have completed either French I or
Spanish I level of foreign language instruction. So when then go to High School, they are able
to go right into a level II foreign language program. This is a very useful tool in helping
students in understanding the English language.
Computerized Report Cards - There is a student management program, MMS, that
is a computer-based program that is a student database. We have the basis MMS program to record all
attendance, but we would like to purchase another component of this program
that is a report card system. This
system allows us to do many things that we are unable to do now or that takes a
lot of time. We just ended the first
marking period, and he has spend time looking at each students reports
cards. As the years go on, we would be
able to look at trends with students and trends with groups of students. This is difficult when you are flipping
through report cards with one hand and making notes with the other.
By having a program such as
this, it would eliminate the numbers of hours that it takes to look at each
individual. By programming it into the
software, we can make a better analysis, spend a lot more time in analyzing
trends in the grade reporting system then in the actual management of that
data.
Curriculum Leaders - We currently have four curriculum leaders and we
have just completed a major curriculum revision for our school. Through the State’s Best School’s program, it
was a three year grant that provided the district with expertise in whatever
initiative we felt was important in Allenstown.
We felt 2 ½ years ago that our curriculum needed a lot of work. At the last School Board meeting, the last
curriculum was presented to the School Board and officially adopted, this was
the English and Language Arts section.
We have sharpened our ability to identify what we want the kids to know
and what we want them to be able to do.
Now we have a tougher job in
deciding how to implement the curriculum, what types of things do we need to do
make sure that we are doing what the curriculums call for us to do. By adding two additional curriculum leaders,
it will increase our opportunities in implementing this project, specifically
in the areas of collecting and analyzing data and in researching Best
practices. These are techniques that the
school will be using, teaching strategies that we are going to be using to
deliver the curriculum to the students.
He has also requested that
some members of the Steering Committee participate in a Best Practice
Conference. We do not know where these
conferences will be held, but we hope that by participating in this conference,
is to be able to go and listen to people in areas where we feel we need to
strengthen our curriculum.
One of the areas we will be
looking at is how we teach reading in Allenstown. There are a lot of techniques and strategies
that are employed in teaching reading, we need to, over the course of this
year, to identify specifically in the reading area what types of things we feel
we need to strengthen our skills on, identify a conference that will have
people who are learned in this area and send people to this conference and come
back with this information. The
curriculum leaders will then become trainers for the other teachers.
Most of you have heard about
the federal legislation called No Child Left Behind that President Bush has
pushed forward. This has placed
additional demands on school districts, and has placed a higher level of accountability
on the districts. One of the areas that
is addressed is the area of educational assistants. We currently employ 25 to 30 educational
assistants. There are no basis for level
of requirements at this time as to what training they need to be employed in
that area. The new federal legislation
is going to have some requirements in place by the 2005-2006 school year. This will require that all education
assistants have a minimum of an Associates Degree or have passed some standard
passed by the Department of Education.
We need to be able to find and create opportunities for the education
assistants to attend workshops so that they can assist us and we can assist
them in meeting this requirement.
A bid has been received from
two companies to replace the telephone equipment for ARD and AES, with the
hopes of tying in both schools with one system.
This would allow both schools to communicate with each other by dialing
an extension for the other school.
Currently there are two lines at each school. The main problem with the phone system is
that, no one can figure out when it was put in, we know that it is not
manufactured anymore and we cannot get parts for the system, the telephones are
also no longer manufactured. Maintaining
the phone system is becoming a real burden.
If something goes wrong with a major component, the school could be
without a phone for days. The $10,000
that is in this initiative would allow us to replace the phone systems in both
schools and to get it modernized.
The total proposed budget is
$7,253,370 it is higher then the default budget by $154,472, it is a difference
of 3.5%.
The current tax rate for
this year is $16.10 per thousand. Over
the last three years, there has been an average decrease of 8.7%. What we are proposing for this budget is an
increase of $1.84 for a rate of $17.94 per thousand.
Tom stated that when the
kindergarten addition was built, it went on quickly. We were the first School District to apply
for the grant money to build the addition and we were the first School District
to be approved for funding. We have been
looking at a building project for quite some time, last year we asked in a
warrant article for money to be put aside in a warrant article for an architect
to begin this project. Currently we are
looking to replace a bond that is about to run out. This bond for ARD was at an interest rate of
7.1%, currently the bond rates are 3.7%.
The time is right because the rates are so low.
The proposal would be to
move the 5th grade from ARD back to AES. This would make ARD a junior high. We would like to add 9 classrooms at AES and
renovate some existing space at AES, like office space. If the 5th grade is not moved
there will be major issues at ARD.
Currently there are three 5th grades at ARD, the proposed
number of students coming over next year would required four 5th
grade classrooms. With the other classes
maintained here, we are short a classroom already. We do not have the room to house the number
of children that will be coming over to ARD.
There will be a public forum
on December 11 at AES, we are asking everyone to please come. We will run through a presentation, and will
ask for the communities input to show them what we are going through and what
we hope to accomplish.
The School Board has sent
the initiative to an advisory committee, the ABC Committee; there are currently
10 people on that committee. We will
meet with the architect and construction managers who are already in place.
Lou stated that the School
Board is proposing a very modest increase, 3.5%, for the total Fund I
budget. With the way things are now,
with the facilities the way they are, and with the impact it is having on learning
and teaching and with the bond rates as they are, what we are looking to do is
have a zero impact between the bond for the purchase and renovation on ARD and
the new bond which would add an addition to AES. We are looking to get as close to a zero
increase as possible. That is why
there is such a modest increase in the proposed budget. This is the best time to go for a building
project.
Dave asked if there would be
any State or Federal aid available for the building project, Lou stated yes it would
be State aid. The District still
receives $3,000 to $4,000 per year over the next 15 years above the 75% that
the State has already paid. This new
project aid would be 30%.
Carol A. asked if the
proposed addition would be a second floor over the Kindergarten, Lou stated
that right now it is up to the building committee to discuss this with the
construction manager and architect. But
from what we have seen so far, it may be the plan. The kindergarten was built with the idea that
a second floor would be able to be added above it.
Carol A. asked if the
architect was hired from the current budget.
Lou stated yes. Currently the
District is projecting a $150,000 surplus from high school tuition. We think that we can get the amount of money
needed to contract the architect for the preliminary design.
Tom stated that they are
committed to make whatever cuts to the budget to hire the architect because
they feel it is that important.
Lou stated that last year
they were looking for $200,000 from surplus to make the complete design, and
this was defeated.
Tom stated the construction
manager is currently working free of charge and he will do what he needs to do
without cost until the building project begins.
So far we have not spent any money for the construction.
Henriette asked how much the
engineering cost were, Lou stated that they had just voted on this to not cost
over $21,700. What the District gets for
this is, the construction manager is at zero cost until the construction
begins. What we need is someone who will
be there all the time and will have the hands-on knowledge of what is going
on. He will work with the architect to
provide this service.
The $21,700 (it should be
less then that) is for the drawings, in order for any type of renovations you
must have a mechanical engineer to check the heating and ventilation, an
electrical engineer and a civil engineer.
Before any type of construction begins, someone has to come in to survey
and make sure that we are really building on our property and make sure we are
not too close to the boundary lines.
Soil testing must also be done.
David Dzuira stated that the
engineering cost is the biggest part of the $21,700. The architect has to be able to go out and
hire engineers to make sure the building is able to handle more rooms or is
there going to be problems with the boiler, electrical requirements are looked
at also. This will allow him to draw up
the plans which the construction manager can then look at and give an estimate
of the cost and they a warrant article can be written. The cost also includes the architect coming
to any public forums that are held.
Lou stated that the Budget
committee needs to review the budget and prepare recommendations which must be
done no later than January 14, 2003. The
School Board will meet with the Budget Committee on December 5, 2002 to answer
any questions.
Lou stated that the sheet
listing the 2003-2004 Budget Development shows increases over $1,500 and the
bottom part shows areas of decrease. Lou
then stated that a lot of the lines change, some are over and some are under,
since last year we ended up in a surplus in repairs and a deficit in new items
because it was not feasible to fix an old one, it was better to buy new.
If it was a perfect world,
these would be the numbers for grades 9, 10, 11, and 12. If the number of seniors that are at the
school right now graduated and moved on and the number of 8th
graders that are at ARD left ARD and moved on to PA, there would be 242
students at a cost of $7,025 per student, the cost would be $1,7 million. As in other years, we have reduced that
number. We are very comfortable that at
least 12 students will not show up or drop out.
That is why the high school tuition line is now at $1,615,750.
Henriette asked what the
lowest figure is for the high school, Lou stated that the $7,025 is the tuition
cost for PA.
It is feasible that the
number of students may be at the 242 level or it may increase by only one. There is no way of knowing.
David Dzuira stated that the
tuition is paid three times per year.
Mona asked what happens if no one drops out. Lou stated that the money must come from the
budget, and something else must be cut.
Lou stated that last year
the District returned $597,000 to the Town, and most of this was from special
education and high school tuition. Lou
stated that this money could have been used to increase the amount of spending
per student if they had known that it would be left over.
The School Board has voted
to have no less than 15 students per class.
Gene asked how old the
boiler was at the school, no one is sure.
Has it been working fine, yes, but some of the problems are that as the
parts wear out you cannot find replacement parts for it.
Gene asked if there was
money in the budget to pay for any problems like this, Lou stated that there is
a maintenance expendable trust that is around $38,000 in it. There is also an expendable trust for high
school tuition and for special education, there is also a technology one which
has just over $4,000. Gene asked if
$38,000 was enough for a boiler, no, but if it turned that the boiler was not
large enough to handle the addition, the State would pay 30% of the new boiler.
David Dzuira stated that in
the high school tuition trust there is $11,817 in the technology trust there is
$4,053, the maintenance trust has $38,267 and in the Special Education trust
there is $36,653.
This has everything that the
State and DRE requires the District to have in a default budget. It is basically this year’s budget with any
contractual obligations that must be fulfilled.
We are projecting revenues
from grants, nutrition program, tuition, lunch sales, etc. to be
$4,802,961. Having a surplus makes it
difficult to budget things. This drops
the tax rate and also makes the gap between what we have this year and what we
are projecting for next year larger.
So the proposed expenditures
for Fund I, II and IV (food service) is $7,253,430, this is the number that the
voters will be voting on, less estimated revenues, leaving the appropriation to
be raised by taxes to be $2,450,469. The
estimated local tax rate plus the estimated State portion making the estimated
tax rate to be $17.94.
Since the Town is in a three
year program to reassess the property values, the District tried to get a more
accurate tax rate for next year. The
Town was just assessed at $183,000,000. Usually next year’s tax rate is based
on this year’s tax rate. Looking at what
has happened over the last two year and forecasting into next year, from 2000
to 2001 we went up 18.6%, the following year it increased 24.7% and last year
12.8%, for next year we went up 5.5% which came up to about $10 million. So to try to get a more realistic tax rate
for next year, we added $10 million dollars to this year’s assessment to get a
more accurate tax rate.
Henriette asked how set the
education tax rate of $5.26, David Dzuira stated that this is set by state
law. Right now it is set at $6.30 but
not every Town pays this amount. It must
be adjusted to equalized one community to another. Allenstown’s property values at 93% of the
true property taxes, on the other hand Pembroke is at 67%, and an adjustment is
made. So Pembroke’s Statewide Property
Tax will be higher than Allenstown’s until they do their reevaluation.
Henriette asked if all field
trips were cut, yes from the operating budget.
Carol A. made a motion to
untable the Parks and Recreation budget, Gene seconded. The motion passed unanimously.
Karen began by giving an
overview of what has been happening with the Parks and Recreation
commission. We started off the year by
having our warrant article for a recreation department director denied. Then a couple of the commissioners resigned
and two new commissioners were appointed with one vacant seat.
We then had to let go the recreation
director and we have worked since then to re-open the center, at renovating the
center and doing a lot of public relations.
The Renaissance program
helped the center do a summer program.
The kids and parents have stated that this was an excellent
program. We are very grateful to the
Renaissance program for this program.
The ball fields, this was
put on hold because the Army Corps of Engineers were being deployed, so this
got put on hold.
The other commissioner was
appointed. This commissioner has worked
with the toddler group and opens the center once a week. So the three commissioners are Karen
Gendreau, Jim Rodger and Patty Gardner.
After the ball fields were
put on hold Jim did a lot of public relations work by getting some articles put
in the newspaper and Keyspan Energy came forward and offered to do a lot of the
work for free and since then PSNH and Advanced Excavation and Paving from
Allenstown have also offered to help out.
It looks like the ball parks will be done with little or no money to the
Town. Carol A. asked if the fields are
now on hold until spring, yes. Shaun
Mulholland stated that they would try to do what they can depending on the
weather.
Shaun then started speaking
with the Concord Girls and Boys Club about opening a satellite office. It seemed like a viable option. They come in and lease the building and run
the center. There will be at least two
people there every day or six days a week.
So, everyday and probably on Saturday the center would be open for the
children at no salary cost to the Town.
The major cost to the Town is the upkeep of the building.
The commissioners met with
the Boys and Girls Club, we talked about what we were looking for in
Allenstown, that we did not have a lot of funds to give and it looked like it
was a go. We had to find some
funding. We had a pizza party, this was
already being planned due to some of the renovations, but it turned out to be a
way to get the town’s people to see the Boys and Girls club, and for the Boys
and Girls to see the Rec Center and see what type of support there was. This
turned out to be a huge success. This
showed the Boys and Girls club that this is obviously a need in the Town and
there is obviously enthusiasm and support among the Town’s people.
Then we had a meeting
between the executive committee and the Allenstown officials (Selectmen, Budget
committee members, Police Department) and we had the Hopkinton satellite office
of the Concord Boys and Club there to talk about their experience. The major thing to be done is funding.
This is especially
important, the Boys and Girls club needs to see there is support from the Town
for funding and then they needs to get funds themselves.
It has been prepared with
the premise the Boys and Girls Club will be opening the Rec Center, however,
should that for some reason not happen, our budget has only increased $2,190
over our proposed budget now considering the Boys and Girls Club.
The total budget to open the
center is $90,000 of which Allenstown total budget will be $27,520. This amount includes not only the maintenance
of the Rec Center, it also includes mowing the lawns at the Rec Center, the
Town Hall and maintaining the ball parks.
The Boys and Girls Club is
really paying the major part to fund the Rec Center. There is a decrease in last year’s budget of
35%.
Summer Program - $6,000 this
is the same as last year and will still be run by the Renaissance Program.
Program Contracts –
programming for the center – if the Boys and Girls Club does not take over, we
are looking into Federal work-study programs with colleges. Patty Gardner is currently working with Plus
Time, which is a non-profit organization that does funding for different types
of programs. This line would be $1,500.
Building Repairs and
Maintenance - $3,000
Equipment Repairs and
Maintenance - $2,000 this would cover computers and lawn mowers.
Program Supplies - $1,200 –
this would be to have supplies to run the program within the center, either
with or without the Boys and Girls club.
Office Supplies - $600 –
paper, pencils, files, etc.
Advertising - $200 –
promotional print ads, and employee advertising.
Transportation - $2,500 –
this would be for buses to bring the kids on field trips.
Postage - $360
Promotional Programs - $500
– this is for activities like the pizza party that we just had, Halloween party
and Christmas parties.
Trash Removal - $1,200 –
this should be a one-year cost. We have
already signed a purchase order for a dumpster and will probably need to set up
an area for the dumpster (fence, platform, etc.). Jim Boisvert will be picking up the trash for
the Rec Center. Shaun has already
coordinated this with Jim and the Highway Department has already approved the
dumpster.
Landscaping - this will
include the Town Hall, Ball Parks, and Rec Center. We have estimated how many hours it will take
to mow the lawns and this number also includes the gas, flowers, oil etc. This line would be $1,500.
This leaves a total request
of $27,520.
As of the last expense
report that was printed there was approximately $27,000 left in the
budget. Some of this money is currently
being spent to renovate the center, pizza party, etc. Aside from this, the remaining money will be
returned to the general fund to offset the tax rate.
Carol A. asked about the
transportation, do the commissioners know how many trips this money will cover,
no, it depends on how many students are signed up, how many students are
regular members, how many students can fit on a bus, etc.
We really don’t know how
many trips we will be taking, this is mostly for summer program. Next year we will have a much better idea of
the exact numbers.
Henriette asked if this cost
would be without the Boys and Girls Club, no this number is with the Boys and
Girls Club.
Gene asked how they figured
the price of heat would go down. Karen
stated that the Rec Center was open all of last winter, so the line was
increased but not much.
Gene stated that the mowing
of the Town Hall lawn will take more than20 hours. Mona asked if this was in another section of
the budget. Karen stated no that it is
in the Rec Center budget.
Karen stated that it was
figured that it took two hours to mow the Town Hall lawn and it would be mowed
10 times. Jim stated that with a riding
lawn mower it would take about three hours.
Gene stated that if you are looking to do a really good job with weed
wacking it would take about seven hours.
Jim stated that the first couple of times it was worked on, but it was
figures that it was an average of three hours with the rider.
Henriette asked if the prior
year request was for 2002, yes.
Henriette then stated that many of the lines were not used. Karen stated yes it was because the Rec
center was not open.
Mona asked why $1,000 for
the telephone. Karen stated that they
took the current numbers and projected it out for the whole year. Jennifer asked if there were two lines at the
Rec Center, yes.
Carol M. asked about the
Sewer and Water lines. Usually the sewer
is 2 to 2.5% higher than the water.
Karen stated that she did not really know, that they had just taken the
numbers they had a projected them out for the rest of the year. Karen stated that they took into
consideration the water for the ice rink.
Shaun stated that you have
to remember that the water is not being used at the Rec Center now and the
original budget planned for water to be used at the ball fields. Shaun stated there is no sewer charge at the
ball field just water. Karen stated that
the ball field water is not in this amount.
Should the sewer line be increased?
Carol M. stated that the fee is based on how much water comes in and
they think twice as much goes out.
Dave stated that you can’t
figure this because of the ball park, which will be using a lot more water but
will not affect the sewer.
Shaun stated there are no
plans to drain water out of there for an ice field. So it will not affect the water bill.
Karen stated that a lot of
this is just an estimate to see what will happen because the center has not
been opened. We may be over budget or
under budget just because we don’t know.
Shaun stated that a lot of the things we have proposed have not come to
fruition, so instead of spending the money these commissioners did not do that
recklessly, that is why there is $27,520 left.
I hope they will be fiscally frugal in the future as well.
The plan for the ball field
is that the organizations that are using them will maintain them. There is a gap between baseball and soccer
where we will have to maintain them.
That is why there is only 30 hours because the ball field alone will
take quite a bit of time to maintain.
The public meeting with the
Boys and Girls Club scheduled for the 23rd has been cancelled
because it was for public support that we already have. It was also to present a proposal, but it is
still too preliminary since they are still working on their budget.
Ben made a motion to accept
the bottom line of $27,520, Tom seconded.
Gene stated he would like to
see the bottom line increased to $30,000, Tom asked if it would be better to
wait until they have had a chance to run a full year’s budget and see what they
will really expend.
Gene stated that since they
were good enough to return $14,000 to the Town and not spend it next year, if
they don’t need the $2,480 they would return it next year. Tom agreed, that they have already shown
this.
Gene stated that he felt the
budget is not enough, that they will run into a shortfall and they have to stop
some of the programs.
Gene made a motion to add
$2,480 to the bottom line, Mona seconded.
Tom asked about the motion
that Ben made and he had seconded. Dave
stated that the process is that a motion is made on the bottom line; this
motion opens up the whole budget to allow everyone to look at each line item
and make amendments to the line items or, as Gene is doing, make an amendment
to the bottom line. You don’t vote on
the motion right away. Because once it
is voted on, it cannot be changed.
Tom asked if when someone makes
a motion doesn’t a vote have to be asked for?
No. Gene stated that all motions
have to be made in the positive that is what Ben and you did. This opens the budget for discussion and
through the discussion an amendment can be made. Dave stated what is really happening is that
someone is amending the original motion.
The committee then voted on
the amendment to the bottom line, the motion passed with 6 yes votes, 3 no
votes.
Gene made a motion to
recess, Ben seconded.
The meeting was recessed at
8:58 p.m.