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Cabarrus County Schools Budget Committee Meeting

Budget Planning for 2015 – 2016

Meeting date: February 3, 2015

Time Agenda Presenter

8:30 Welcome and Housekeeping Kelly

8:35 Norms Donna

8:40 Discuss parking lot issues from last meeting Kelly

8:50 Status update from Board Retreat Kelly

8:50 Budget Hearings – capital outlay non-FMD Staff

10:00 Break

10:15 Budget Hearings – capital outlay non-FMD Staff

11:30 Lunch

12:00 Prioritization of capital outlay non-FMD requests Kelly

2:00 Break

2:15 Budget Hearings – Technology Kelly

4:30 Adjourn – resume on February 23rd Kelly

Budget Team Group Norms

• Honor time limits set for agenda items

• Utilize parking lot for questions or issues not addressed during allotted discussion time

• Respect the conversation and engage in active listening

• Engage in open, authentic and solution-focused conversations

• Become familiar with the agreed upon priorities for assessing/ evaluating budget proposals

Parking Lot Items January 20, 2015

• Add unfunded mandates to budget objective

– Comply with laws, policies and negotiated agreements.

Budget Objectives

Comply with laws, policies and negotiated agreements.

Positive impact on safety, security, health, and sanitation.

Positive impact on student learning experience.

Positive impact on the recruitment, morale, and retention of employees.

Positive impact on life cycle cost, ROI, replacement cycles, efficiency, sustainability, and recycling.

Positive impact on equity.

Positive impact on programs to attract and retain Cabarrus County families to CCS as well as business’s to Cabarrus County.

Positive impact on community use and involvement.

Board Retreat Follow Up

• Royal Oaks – Action item on Feb. 2nd board agenda

• MPMS – estimate for construction increased

• Odell Grades 3-5 – request for ROW funding

• Growth – Board will discuss, no decision has been made

Capital Outlay – Non FMD Budget Requests

Prioritization of Capital – Non FMD

Technology Budget Requests

Prioritization of Technology

(time permitting)

Next budget committee meeting

Monday, February 23, 2015

Time: 8:30 – 4:30

Agenda – Expansion budget

Location – Auxiliary Services, 111 Union Cemetery Road SW, Concord NC

Project Description

Background & Justification / Status

Impact if Delayed or Not Funded

FY 2015‐16

Request

FY 2016‐17

Planning

FY 2017‐18

Planning

FY 2018‐19

Planning

FY 2019‐20

Planning

Future Years

Project Costs

Planning/Design

Land/Acquisition

Construction

Building Improvements

Equipment 40,000 40,000 42,000 42,000 44,000 46,000

Total 40,000 40,000 42,000 42,000 44,000 46,000

Funding Sources

State

Local 40,000 40,000 42,000 42,000 44,000 46,000

Federal

Other TBD

Total 40,000 40,000 42,000 42,000 44,000 46,000

Operating Budget Impact

Salaries & Benefits

Materials & Supplies

Contracts & Supplies

Other

Total 0 0 0 0 0 0

Due to growth of our high school band programs (aligned with current CCS Strategic Plan) and the age/life‐expectancy of their marching

band uniforms, our band programs are in desperate need of support to replace their existing uniforms. This proposal is to begin a cycle of

financial support that will give every traditional high school enough funding to replace and expand their band uniforms. Since the industry

standard for the life of a band uniform is 7‐10 years, depending on the quality of the materials used to make the uniform, the replacement

cycle would apply to one high school per year over the course of 7‐8 years. Uniforms can range between $350‐$400 per uniform. The

average band membership is between 100‐125 students. Costs for future year planning reflects the natural increase in the cost of materials.

Below is the age of the uniforms that are in use at each high school:

Concord ‐ 14 Years Mt. Pleasant ‐ 9 Years

Jay M Robinson ‐ 14 Years Hickory Ridge ‐ 8 Years

Central Cabarrus ‐ 12 Years Cox Mill ‐ 6 Years

Northwest Cabarrus ‐ 11 Years

Even in a 7‐8 year cycle, the newer schools will have outdated uniforms within the next two‐three years.

A quality uniform represents the identity and pride that a school/district has in the band program and the students that wear them.

Uniforms are visual branding of schools and systems, and help us recruit and retain public school students to CCS through band participation

at various local, regional, and national competitions and performances. Because of the cost of replacing these items, this should be a county‐

supported expense rather than passing the burden to the school or parent booster organization, who are already working very hard to

offset the costs of participation in marching band. In addition, due to student enrollment growth, many schools do not have a sufficient

amount of uniforms for students to wear.

Budget Request School: All High Schools

Department: Fine Arts

Project Title: Band Uniform Replacement Cycle

Total Cost: 40,000

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Project Description



FY 2015‐16

Request

FY 2016‐17

Planning

FY 2017‐18

Planning

FY 2018‐19

Planning

FY 2019‐20

Planning Future Years

Project Costs

Planning/Design

Land/Acquisition

Construction


Equipment 80,000 80,000 80,000 80,000 80,000 80,000

Total 80,000 80,000 80,000 80,000 80,000 80,000

Funding Sources

State

Local 80,000 80,000 80,000 80,000 80,000 80,000

Federal

Grants

Other TBD

Total 80,000 80,000 80,000 80,000 80,000 80,000


Salaries & Benefits



Other

Total 0 0 0 0 0 0

The addition of 6th grade band has increased the opportunity for students to develop their musical talent at a much earlier age. With this

opportunity comes the need for additional instruments and resources to support the student demand. Most band instruments are

purchased at the same time and they wear out all at the same time creating an ongoing replacement need. Additional instruments allow

teachers to provide instruments to students who cannot afford to purchase or rent these instruments on their own and allows our students

to perform at a superior level.

Project Title:Replace, Repair and Expand School‐Owned

Instruments

Total Cost:

80,000

Budget Request

Schools: System Wide

Department: Fine Arts

Many students may not have the opportunity to participate in band due to lack of instruments we cannot provide for them. Our band

programs will not be able to meet the expectation of the CCS Strategic Plan for growth and improvement. Our schools will have limited

resources to offer to our talented students. Our district will not be as competitive in offering the best possible programs as compared to

other local districts that have a strong financial backing for resources. Access to instrumental performing arts will become severely limited

for at‐risk students due to the inability to provide these students with instruments to play in class.

Increased enrollment at both the high school and middle school level places a tremendous need for additional school‐owned instruments

(tubas, bass clarinets, baritones, French horns, etc.) due to a shortage in available inventory, and the number of instruments that are

underperforming due to age. Schools are in desperate need of additional instruments and resources to support the success of the addition

of 6th grade band as a district initiative from 2013‐14. Many schools have concerns of turning away students who cannot afford to rent or

purchase an instrument, simply because school‐owned instruments are not available for those students to play. These students are often

labeled as "at risk", and programs such as band helps these students find a sense of belonging in the schools and help reduce the drop out

rate.

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Budget Request

School:

Department:

Project Title:

Total Cost: 425,000

Project Description



FY 2015‐16

Request

FY 2016 ‐17

Planning

FY 2017 ‐ 18

Planning

FY 2018 ‐ 19

Planning

FY 2019 ‐ 20


Project Costs

Planning/Design

Land/Acquisition

Construction


Equipment 425,000 1,700,000 680,000 425,000 425,000

Other

Total 425,000 1,700,000 680,000 425,000 425,000 0

Funding Sources

State 104,423 417,690 167,076 104,423 104,423

Local 425,000 1,700,000 680,000 425,000 425,000

Federal

Grants

Other TBD

Total 529,423 2,117,690 847,076 529,423 529,423 0


Salaries & Benefits 104,423 417,690 167,076 104,423 104,423



Other

Total 104,423 417,690 167,076 104,423 104,423 0

If the 5 yellow buses are not funded, it will have a ripple effect in the following year(s). Future years show an increase in enrollment in both Tier

1 (956 children) and Tier 3 (122 children). Should the department have an insufficient number of buses available, ride time will increase, earlier

stop times will occur and ridership could be denied in heavy growth areas. In addition, a shortage of buses would cause us to use our spare

buses to transport students which would decrease the number of buses to be used when a bus is "parked."

System Wide

Transportation Services

Yellow School Buses (5)

This project would allow CCS Transportation Services to purchase five yellow school buses, 2 with EC capabilities.

Expected county growth shows the following: an increase of 709 bus riders in Tier 1. Currently the system does not show any increase in Tier 2

or 3. Transportation will utilize "bus credits" to cover the majority of the expansion however, we will need to purchase five additional buses to

cover the expected growth & enrollment of students and keep the ride time average (50 minutes) stable. The additional EC buses will help to

keep the EC bus ride length similar to regular education students ride time (a federal guideline). NOTE: The credits were generated when Head

Start transportation was eliminated.

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Budget Request

School:

Department:

Project Title:

Total Cost: 90,000

Project Description



FY 2015‐16

Request

FY 2016 ‐17

Planning

FY 2017 ‐ 18

Planning

FY 2018 ‐ 19

Planning

FY 2019 ‐ 20


Project Costs

Planning/Design

Land/Acquisition

Construction


Equipment 90,000

Other

Total 90,000 0 0 0 0 0

Funding Sources

State

Local 90,000

Federal

Grants

Other TBD

Total 90,000 0 0 0 0 0


Salaries & Benefits



Other

Total 0 0 0 0 0 0

As the number of disabled students increases, it becomes exceedingly more difficult to accommodate the needs of the students.

Currently, if there were a situation where more than 6 disabled students were scheduled for a field trip at the same time, we would be

unable to accommodate them. We have legal and ADA considerations which much be fulfilled.

System Wide


Activity Bus with EC Capabilities

Purchase one new activity bus with EC capabilities to be used for transporting students with disabilities on classroom field trips.

CCS currently has three activity buses in the fleet that are equipped with EC capabilities. In the last few years the number of disabled

students in our system has increased making it difficult to transport all students on a class field trip. Busses are only able to carry 2

wheelchair students per class; in some cases this is insufficient to allow all students to participate.

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Budget Request

School:

Department:

Project Title:

Total Cost: 27,065

Project Description



FY 2015‐16

Request

FY 2016 ‐17

Planning

FY 2017 ‐ 18

Planning

FY 2018 ‐ 19

Planning

FY 2019 ‐ 20


Project Costs

Planning/Design

Land/Acquisition

Construction


Equipment 27,065 27,065 27,065 27,065 27,065 TBD

Other

Total 27,065 27,065 27,065 27,065 27,065 0

Funding Sources

State

Local 27,065 27,065 27,065 27,065 27,065 TBD

Federal

Grants

Other TBD

Total 27,065 27,065 27,065 27,065 27,065 0


Salaries & Benefits



Other

Total 0 0 0 0 0 0

If the lift systems are not purchased, mechanics will continue to wait for the existing systems to become available. This results in buses

being out of service for longer than necessary periods. There will be an increased employee safety problem because the mechanics

continue to use creepers to work under the bus. This could potentially increase workers compensation claims.


Floor Lift System for Buses

Purchase additional floor lift system for bus garage to improve safety and expedite repairs of buses for specific "under the bus" repairs.

Plans are to add one lift system per year until all bays are equipped.

CCS has three of these units and one in floor lift system for buses. There are a total of 14 garage bays assigned to mechanics for bus

repairs. Mechanics are having to wait in line for one of the existing units to complete certain types of repairs on their assigned vehicles

resulting in longer "parked" time for the bus. Adding an additional lift will increase efficiency. There are also safety and workers

compensation issues to consider. Mechanics use a creeper to roll under the bus to do repairs as opposed to the lift system. This places

them in a situation where they are in close proximity to dirt, particles and fluids falling on them.

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Budget Request

School:

Department:

Project Title:

Total Cost: 104,712

Project Description



FY 2015‐16

Request

FY 2016 ‐17

Planning

FY 2017 ‐ 18

Planning

FY 2018 ‐ 19

Planning

FY 2019 ‐ 20


Project Costs

Planning/Design

Land/Acquisition

Construction


Equipment 104,712

Other

Total 104,712 0 0 0 0 0

Funding Sources

State

Local 104,712

Federal

Grants

Other TBD

Total 104,712 0 0 0 0 0


Salaries & Benefits



Other

Total 0 0 0 0 0 0

Technicians will not be able to work efficiently without their own vehicles and as the mileage increases on a vehicle, it poses a safety risk to

passengers (some are used on snow patrol) and it becomes more difficult to find parts for aging vehicles. As additional positions are approved

service trucks should be added to support these positions.

System Wide


Service Trucks (4)

Purchase 4 new vehicles for new mechanic and technician positions.

It will be necessary to provide service trucks for four (4) new mechanic / technician positions. Each mechanic requires a service vehicle to

conduct weekend and after hours road calls and to perform their duties of inspecting buses. The technician requires a service vehicle to travel

to the various schools to perform repairs, scheduled maintenance and pulling of cameras. One of the vehicles is to replace Truck 8090 which is

currently in service with 180,690 miles. The vehicle was purchased from the state a few years ago at a reduced rate due to excessive mileage.

This vehicle allowed us to not purchase a new truck when we added a technician position during the 2014‐2015 school year. While this offered

a good short term solution, it is necessary to have these vehicles in the state replacement cycle.

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Budget Request

School:

Department:

Project Title:

Total Cost: 54,000

Project Description



FY 2015‐16

Request

FY 2016 ‐17

Planning

FY 2017 ‐ 18

Planning

FY 2018 ‐ 19

Planning

FY 2019 ‐ 20


Project Costs

Planning/Design

Land/Acquisition

Construction


Equipment 54,000 36,000 36,000

Other

Total 54,000 36,000 36,000 0 0 0

Funding Sources

State

Local 54,000 36,000 36,000

Federal

Grants

Other TBD

Total 54,000 36,000 36,000 0 0 0


Salaries & Benefits



Other

Total 0 0 0 0 0 0

Not funding this project will result in cars off the road for extended periods of time, longer man hours by mechanics to repair the vehicles

and finally, parts will be obsolete.

System Wide


Replacement Vehicles for Planners (3)

This project would allow Transportation Services to gradually phase in new replacement vehicles for the staff planners.

Replace vehicles for Planners @ $18,000 each

‐ 3 year cycle to replace all 7

‐ replace 3 in 2015/2016

‐ replace 2 in 2016/2017

‐ replace 2 in 2017/2018

The age of vehicles currently used by the planners range from 1998 models through 2001. The average mileage of the five vehicles is

147,297 per vehicle. Repairs on the vehicles are becoming costly and extensive. It is also becoming harder to find replacement parts for

aging vehicles.

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Budget Request

School:

Department:

Project Title: Wrecker Bed (1)

Total Cost: 95,000

Project Description



FY 2015‐16

Request

FY 2016 ‐17

Planning

FY 2017 ‐ 18

Planning

FY 2018 ‐ 19

Planning

FY 2019 ‐ 20


Project Costs

Planning/Design

Land/Acquisition

Construction


Equipment 95,000

Other

Total 95,000 0 0 0 0 0

Funding Sources

State

Local 95,000

Federal

Grants

Other TBD

Total 95,000 0 0 0 0 0


Salaries & Benefits



Other

Total 0 0 0 0 0 0

The current single axle "in‐service" wrecker struggles to pull the larger, heavier buses. Continued use of this wrecker will result in

additional damage and ultimately cause the wrecker to be pulled off the road leaving us with only one wrecker capable of towing of buses.

System Wide


At this time CCS transportation has two wreckers however, DPI states that one has to be replaced. One of the current "in‐service"

wreckers is a single axle vehicle and struggles to pull the larger, heavier buses. The state will assume financial responsibility for the chassis

and cab but the LEA must assume responsibility for the wrecker BED; this project will allow us to increase our large wrecker bed numbers

to 2.

CCS Transportation Services is using an old wrecker for towing purposes. This wrecker is inadequate for towing the larger buses. Purchase

of a new wrecker bed (the state provides the chassis and cab) will increase our large wrecker bed numbers to two and enable

Transportation Services to tow larger vehicles in a more efficient and economical manner.

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Budget Request

School: Various Schools

Department: CCS Technology

Project Title: Security Camera Installs Phase 1

Total Cost: 272,025 (Phase 1)

1,376,255 (Total Project)

Project Description



FY 2015‐16

Request

FY 2016 ‐17

Planning

FY 2017 ‐ 18

Planning

FY 2018 ‐ 19

Planning

FY 2019 ‐ 20


Project Costs

Planning/Design

Land/Acquisition

Construction


Equipment 272,025 362,830 403,000 338,400 0 0

Other

Total 272,025 362,830 403,000 338,400 0 0

Funding Sources

State

Local 272,025 362,830 403,000 338,400 0 0

Federal

Grants

Other TBD

Total 272,025 362,830 403,000 338,400 0 0


Salaries & Benefits



Other

Total 0 0 0 0 0 0

There will continue to be five schools without security cameras.

We have five schools without security cameras in the system. These schools are WM Irvin (62,240), Pitts School Road ($68,700), Long Pre‐

School (31,955), Rocky River (62,240), and Mary Francis Wall (46,890). Future phases will update current analog systems to digital IP. We

want all schools to be on the same system so cameras can be viewed simultaneously and with a high level of quality. We have systems

that are 10+ years old and the video quality is very poor.

We want every school in the system to have a quality IP based security camera system. By using IP cameras, the cameras have a better

resolution, they can be remotely controlled, and are much easier to upgrade. Another aspect of moving to IP is the fact that schools can

partner with each other as monitor back ups. Basically, on the IP there is one address to hit the server for all the IP schools. In phase 1, we

want to make sure the five schools with no systems have the same ability to protect their students/schools as the other 35 schools.

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Budget Request

School:

Department:

Project Title:


1,155,000 (Total Project)

Project Description



FY 2015‐16

Request

FY 2016 ‐17

Planning

FY 2017 ‐ 18

Planning

FY 2018 ‐ 19

Planning

FY 2019 ‐ 20


Project Costs

Planning/Design

Land/Acquisition

Construction


Equipment 290,000 240,000 200,000 200,000 225,000 0

Other

Total 290,000 240,000 200,000 200,000 225,000 0

Funding Sources

State

Local 290,000 240,000 200,000 200,000 225,000 0

Federal

Grants

Other TBD

Total 290,000 240,000 200,000 200,000 225,000 0


Salaries & Benefits



Other

Total 0 0 0 0 0 0

There will be no impact on operational phones in 2015‐2016 as long as CCS IT can obtain parts for repairing the Mitel 200SX series.

System Wide

CCS Technology

Replace "End of Life" Phone System

All CCS schools use the Mitel200SX series. This systems is now at "end of life". This means no more production of replacement parts. We

can obtain replacement parts for the next 3‐4 years, but be prepared to have the entire system replaced no later than 2019. Our request

is to "phase in" replacement of current system over the next five years, to avoid a million dollar expense in 2018‐2019. Phase 1 includes

purchasing the "core" server and updating the oldest phones systems (Education Center, NCHS, and CHS). All equipment pulled from these

three sites will be inventoried and saved for break/fix parts of the analog systems still active.

The current Mitel 200SX series is digital/analog. Our monthly phone bill runs approximately $13,000 a month. The new IP based phone

system has a centralized trunking component which will lower the monthly phone bill to approximately $7,000 a month. When all five

phases are implemented, CCS will save approximately $72,000 a year on telecommunications. FYI: Kannapolis City Schools upgraded to

an IP system this year.

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Budget Request

School:

Department:

Project Title:

Total Cost: 500,000

Project Description



FY 2015‐16

Request

FY 2016 ‐17

Planning

FY 2017 ‐ 18

Planning

FY 2018 ‐ 19

Planning

FY 2019 ‐ 20


Project Costs

Planning/Design

Land/Acquisition

Construction


Equipment 500,000

Other

Total 500,000 0 0 0 0 0

Funding Sources

State

Local 500,000

Federal

Grants

Other TBD

Total 500,000 0 0 0 0 0


Salaries & Benefits



Other

Total 0 0 0 0 0 0

System Wide

Furniture for Schools and Departments

Furniture is needed in schools to replace old/broken items and to provide adequate furniture for growth.

The schools with a shortage of furniture will continue to fall further behind, or be forced to use funds that are intended for instructional

supplies or other instructional items just to make sure we have the basic needs met for the students and teachers. The inequity issue

between the schools that are perceived as the "haves and have‐nots" will continue to exist and grow. All students and staff should be in

classrooms that meet a minimum standard of uniformity, cleanliness, safety and functionality regardless of what school they attend in

the district.

Furniture is needed in schools to replace old/broken items and to provide adequate furniture for growth. This school year 635,000 was

funded by the County and allocated out to schools with the oldest furniture. This funding was greatly appreciated but there is still a need

to support growth in our district as well as continue to replace old/broken items and provide equity in our schools.

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Points Ranked Item Amount Points per Answer

8282 1 Security Cameras 272,025 A = 0 No Positive Impact

7608 2 Furniture 500,000 772,025 B = 4 Low Positive Impact

6492 3 Yellow Buses 425,000 1,197,025 C = 6 Moderate Positive Impact

6260 4 Activity Bus 90,000 1,287,025 D = 10 High Positive Impact

5748 5 Phone Replacement 290,000 1,577,025

5180 6 Band Equipment 80,000 1,657,025 Possible Points per 11,280

4970 7 Floor Lift System 27,065 1,684,090

4956 8 Band Uniforms 40,000 1,724,090

4814 9 Service Trucks 104,712 1,828,802

4278 10 Wrecker 95,000 1,923,802

4146 11 Planner Vehicles 54,000 1,977,802

1,977,802

Budget Request

School: All Schools


Project Title: Increase System Laptops and Carts

Total Cost: 7,651,500

Project Description



FY 2015‐16

Request

FY 2016 ‐17

Planning

FY 2017 ‐ 18

Planning

FY 2018 ‐ 19

Planning

FY 2019 ‐ 20


Project Costs

Planning/Design

Land/Acquisition

Construction


Equipment

Other ‐ Lease 1,000,000 1,000,000 1,000,000 0 0 0

Total 1,000,000 1,000,000 1,000,000 0 0 0

Funding Sources

State

Local 1,000,000 1,000,000 1,000,000 0 0 0

Federal

Grants

Other TBD

Total 1,000,000 1,000,000 1,000,000 0 0 0


Salaries & Benefits



Other

Total 0 0 0 0 0 0

Students and staff will not be able to meet digital conversion expectations for learning. The lack of devices will continue to be a burden on the

system and will continue to cause frustration for all levels of staff and students. Clearly, the lack of devices clearly will hinder the instructional

environment.

In 2015‐2016, CCS will purchase laptops/carts to meet the NC DPI testing requirements, as well as provide devices to support students and staff in

our digital conversion plan. To meet this need, CCS IT is requesting $3,252,000. As of January 2015, CCS has 8,354 devices that are over 5+ years

old. By the end of the current fiscal year (June 2015) that number will increase by an additional 1,254 devices. To meet this need, CCS IT is requesting

$4,399,500. Our total request is $7,651,500.

See attachment regarding lease funding.

In recent years, the state of NC has increased the number of on‐line tests, as well as increased the testing time limits to testing sessions. These two

variables have increased our need for more devices. In addition, CCS has begun implementing a digital conversion plan which includes having

students and staff access on‐line content with various on‐line tools. The students and staff are requesting more devices to be able to utilize the on‐

line content. There is a great deal of frustration because the devices necessary for students and staff to access the online content is not available.

Even though the district has added schools, students and staff, CCS IT is operating on the same operating budget for devices it had in 2002. The

aged machines cause increased break/fix issues, as well as frustrate students and staff with poor device performance and reliability. In addition,

because every device (regardless of age) is needed to meet the testing and learning requirements CCS cannot surplus aged machines. In a recent

meeting with the Friday Institute, CCS leaders were told the state thinks the responsibility for providing devices lies with the local government. We

were clearly told no money would be coming from the state to help meet this financial need.

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Project Name 13/14 14/15 15/16 16/17 17/18 18/19 18/19 19/20 20/21 21/22 22/23 23/24 24/25 TOTALFY12 Dell 324,123 324,123FY 13 Apple 321,843 321,843 643,686FY 14 Dell 342,379 342,379 342,379 1,027,136FY 15 Apple 324,952 324,952 324,952 974,857Future expense 280,000 280,000 280,000 840,000Future expense 325,000 325,000 325,000 975,000Future expense 325,000 325,000 325,000 975,000Future expense 290,000 290,000 290,000 870,000Future expense 320,000 320,000 320,000 960,000Future expense 322,000 322,000 322,000 966,000Future expense 296,000 296,000 296,000 888,000Future expense 316,000 316,000 316,000 948,000Future expense 321,000 321,000 321,000 963,000Sales Tax 68,240 58,800 68,250 68,250 60,900 67,200 67,620 62,160 66,360 67,410 655,190

Total 988,345 1,057,414 1,006,131 998,202 998,250 1,000,900 1,002,200 999,620 1,000,160 1,000,360 1,000,410 637,000 321,000 12,009,992

*** Paid entire amount of sales tax on all lease in 1st year of leaseCurrent lease budget 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000Expense 988,345 1,057,414 1,006,131 998,202 998,250 1,000,900 1,002,200 999,620 1,000,160 1,000,360 1,000,410 637,000 321,000Under/Over 11,655 -57,414 -6,131 1,798 1,750 -900 -2,200 380 -160 -360 -410 363,000 679,000

# of devices @ $500 average cost 1,680 1,950 1,950 1,740 1,920 1,932 1,776 1,896 1,926 -

Project Name 13/14 14/15 15/16 16/17 17/18 18/19 18/19 19/20 20/21 21/22 22/23 23/24 24/25 TOTALFY12 Dell 324,123 324,123FY 13 Apple 321,843 321,843 643,686FY 14 Dell 342,379 342,379 342,379 1,027,136FY 15 Apple 324,952 324,952 324,952 974,857Future expense - FY 15/16 1,100,000 1,100,000 1,100,000 3,300,000Future expense 1,300,000 1,300,000 1,300,000 3,900,000Future expense 1,325,000 1,325,000 1,325,000 3,975,000Future expense 1,130,000 1,130,000 1,130,000 3,390,000Future expense 1,280,000 1,280,000 1,280,000 3,840,000Future expense 1,315,000 1,315,000 1,315,000 3,945,000Future expense 1,160,000 1,160,000 1,160,000 3,480,000Future expense 1,260,000 1,260,000 1,260,000 3,780,000Future expense 1,305,000 1,305,000 1,305,000 3,915,000Sales Tax 68,240 231,000 273,000 278,250 237,300 268,800 276,150 243,600 264,600 274,050 0 0 2,414,990

Total 988,345 1,057,414 1,998,331 2,997,952 4,003,250 3,992,300 4,003,800 4,001,150 3,998,600 3,999,600 3,999,050 2,565,000 1,305,000 38,909,792

*** Paid entire amount of sales tax on all lease in 1st year of lease

Current lease budget 1,000,000 1,000,000 1,000,000 2,000,000 3,000,000 4,000,000 4,000,000 4,000,000 4,000,000 4,000,000 4,000,000 4,000,000 4,000,000Request for additional lease budget 1,000,000 1,000,000 1,000,000New Lease Budget 1,000,000 1,000,000 2,000,000 3,000,000 4,000,000 4,000,000 4,000,000 4,000,000 4,000,000 4,000,000 4,000,000 4,000,000 4,000,000Expense 988,345 1,057,414 1,998,331 2,997,952 4,003,250 3,992,300 4,003,800 4,001,150 3,998,600 3,999,600 3,999,050 2,565,000 1,305,000over / under 11,655 -57,414 1,669 2,048 -3,250 7,700 -3,800 -1,150 1,400 400 950 1,435,000 2,695,000

# of devices @ $500 average cost 6,600 7,800 7,950 6,780 7,680 7,890 6,960 7,560 7,830

Additional $1,000,000 to lease funding for 3 years, Total of $4,000,000 per year in 2017/2018

CABARRUS COUNTY SCHOOLSSCHEDULE OF LEASE OBLIGATIONS

Current Funding

CABARRUS COUNTY SCHOOLSSCHEDULE OF LEASE OBLIGATIONS

2/2/2015 Technology Justification Increase Laptops and Carts msm

J50

Budget Request

School: System Wide


Project Title: Increase Technology Break Fix Support

Total Cost: 420,000

Project Description



FY 2015‐16

Request

FY 2016 ‐17

Planning

FY 2017 ‐ 18

Planning

FY 2018 ‐ 19

Planning

FY 2019 ‐ 20


Project Costs

Planning/Design

Land/Acquisition

Construction


Equipment

Other

Total 0 0 0 0 0 0

Funding Sources

State

Local 420,000 432,600 445,578 458,945 472,713 486,894

Federal

Grants

Other TBD

Total 420,000 432,600 445,578 458,945 472,713 486,894


Salaries & Benefits


Contracts & Supplies 420,000 432,600 445,578 458,945 472,713 486,894

Other

Total 420,000 432,600 445,578 458,945 472,713 486,894

CCS IT will not be able to effectively support end‐users and devices in 2015‐2016.

CCS IT is requesting $420,000 to contract six additional break fix staff to support the current device inventory (31,845), as well as the

projected 5,000 device increase for 2015‐2016.

Currently, CCS has 31,844 devices for students and staff (iPads, Chromes, Apple and Dell laptops, and Apple and Dell desktops). We have

8,354 computers that are out‐of‐warranty (5+ years old). As devices age, there are increased issues related to break/fix. In CCS in order to

have enough devices for testing and learning, we have to keep devices until the ROI makes it not feasible to operate the device any longer.

That state recommends one technician for every 900 devices (1:900). Our current ratio with computers is 1:2,900. The ratio with all

devices is 1:3,200. Our teachers and students are requesting more devices for 2015‐2016. Our technology staff (instructional and support)

are pleading for additional support before CCS adds more devices. The operational system (human support) cannot take any more devices

without more break fix technicians. If we add six technicians the ratio would drop to 1: 1,800 for computers, and 1:2,000 for all devices ‐‐

this is based on current inventory. If we add 5,000 devices in 2015‐2016, our ratio will increase to 1:2,300 which is an improvement on

current staff: device counts.

J51

Budget Request

School: Various Schools

Department: CCS IT

Project Title: Update Networks (Phase 1)


Project Description



FY 2015‐16

Request

FY 2016 ‐17

Planning

FY 2017 ‐ 18

Planning

FY 2018 ‐ 19

Planning

FY 2019 ‐ 20


Project Costs

Planning/Design

Land/Acquisition

Construction


Equipment 505,000 505,000 505,000 505,000 505,000 0

Other

Total 505,000 505,000 505,000 505,000 505,000 0

Funding Sources

State

Local 505,000 505,000 505,000 505,000 505,000 0

Federal

Grants

Other TBD

Total 505,000 505,000 505,000 505,000 505,000 0


Salaries & Benefits



Other

Total 0 0 0 0 0 0

If a network renewal cycle is not started in 2015‐2016, we are delaying funding which will only mean increased funding will be needed in

the future. For example, if our aging networks begin to fail all at the same time, CCS could be facing a budget item well over $3 million

dollars. Without networks, nothing happens ‐‐‐ no internet, no phones, no printing, no computers, no point of sale, etc...

Replace/update four networks in the following schools: Furr (85,000), Boger (85,000), Odell (85,000) and Hickory Ridge High

School(250,000). Network replacement includes switches and imaging servers.

These networks were put in place in 2007 when the schools were built. The average life cycle of a switch is 7‐10 years, and the average life

cycle of a server is less than 5 years. At this time, there are no allocated resources for renewal of network infrastructure. These are the

oldest sites, so we are starting with these. We need to begin a renewal cycle for network for network infrastructure.

J52

Expansion Request

School:

Department: Accountability

Project Title: InfoSnap

Total Cost: 105,600

Project Description



FY 2014‐15

Request

FY 2015 ‐16

Planning

FY 2016 ‐ 17

Planning

FY 2017 ‐ 18

Planning

FY 2018 ‐ 19


Project Costs

Planning/Design 34,200

Land/Acquisition

Construction

Equipment

Other 71,400 71,400 71,400 71,400 71,400 71,400

Total 105,600 71,400 71,400 71,400 71,400 71,400

Funding Sources

State

Local 105,600 71,400 71,400 71,400 71,400 71,400

Federal

Grants

Total 105,600 71,400 71,400 71,400 71,400 71,400


Salaries & Benefits



Total 0 0 0 0 0 0

Time and money that could be distributed for different purposes will continue to be used to print copies, sort

information, and manually enter data.

InfoSnap is an on‐line registration process that will save the district time and money. InfoSnap predicts a cost savings of

$305,667 in the first year of deployment. In year two and beyond the cost savings is $335,867. These savings are realized

from reduced paper and copy cost as well as savings in personnel time processing data, conducting administrative follow‐

up, packet preparation and more. The Cost Savings Calculator has been included to show the elements of the cost

savings. Families complete much of the registration process from the comfort on their homes on‐line, saving families and

staff time. The registration process will also include on‐line forms and handbooks, reducing copy cost and eliminate

paper handling and reporting. For example, the student handbooks can be placed on‐line as well as the Technology Use

Agreement. Electronic signatures can be used to acknowledge receipt and agreement. The forms are secure, and any

forms we choose may be made a part of the registration process. Each year, the previous year's information will be

prepopulated and families will only have to make changes as appropriate which can be completed online. All registration

information is then uploaded from InfoSnap into PowerSchool seamlessly. No additional server space is required, as it is

hosted on InfoSnap servers. Student information is secure with a tight privacy policy. The process takes about 90 days to

get set‐up.

The current system is paper and time intensive. Parents are expected to enter data onto a paper form which is then

reviewed by personnel and entered manually into PowerSchool. All required forms are also printed and require parents

and/or student signatures. These forms must then be returned, collected and checked for completion.

J53

infosnap Online Registration Cost Savings Calculation for Carrabus County SDSTUDENT COUNT 29,500

Number of printed pages per packet 40State North CarolinaArea Charlotte‐Gastonia‐Concord, NC‐SCMailing Costs (per student) $0.00

Year 1* Year 2COST SAVINGS (manual registration ‐ infosnap online registration) $305,667 $335,867 Per Head $10.36 $11.39% Cost Savings (cost savings / manual registration cost) 69% 76%% Return on Investment (cost savings / infosnap registration cost) 227% 322%

SCENARIO 2 = Hard‐copy Packet Sent Home with Student COSTS (YR 1)

Salary Cost $39,920.00 Annual Salaried Hours per Staff Member 2080

Salary Cost, per hour $19.19

per Head Total Costs

MANUAL REGISTRATIONPACKET PRODUCTION COST $4.40 $129,800 Hard‐copy Packets PDF Packets

PACKET PREPARATION COST (part‐time wage*) $0.48 $14,154

MAILING COST $0.00 $0

ADMINISTRATIVE FOLLOW‐UP $0.17 $5,096

FORM / DATA PROCESSING Sorting and Checking for Completeness $3.84 $113,235 Data Entry per Registration $5.76 $169,852

ADDITIONAL ADMINISTRATIVE FOLLOW‐UP (Data clarification & correction) $0.27 $7,926

Total Costs of Manual Registration $14.92 $440,063

INFOSNAP ONLINE REGISTRATION

ANNUAL FEE FOR INFOSNAP SERVICES $2.56 $75,400 One‐time setup fee (Year 1 only) $1.02 $30,200

REGISTRATION INVITATION Data Extracted to Populate Registration Roster (Technical staff wage**) $0.01 $240

Email Online Registration Invitation to Families $0.0001 $1.92

ADMINISTRATIVE FOLLOW‐UP Total for 3 rounds of follow‐up with families that fail to register (email reminders) $0.0002 $5.76

ADMINISTRATIVE REVIEW/APPROVAL Review and Approval, per Registration $0.96 $28,309

DATABASE UPDATE Automated import of registration data into SIS, Total Hours $0.01 $240Total Costs of infosnap Online Registration $4.56 $134,396

J54

Notes and Assumptions* Year 1 cost includes one‐time setup fee

**Part‐time wage = .5x of a salaried staff member

***Technical staff wage = 2.5x of a salaried staff member

MANUAL REGISTRATION

SALARY ‐ Bureau of Labor Statistics ‐ Assumption of 2080 hours / year

PACKET PRODUCTION COST

Hard‐copy Packets ‐ per page cost = 0.11$

PDF Packets ‐ per page cost = ‐$

PACKET PREPARATION COST ‐ hours/packet = 0.05 (3 Minutes)

MAILING COST

ADMINISTRATIVE FOLLOW‐UP (Includes working with parents who fail to comply)

Hours / Student = 0.1 (6 Minutes)

% of students requiring follow up = 9%

FORM / DATA PROCESSING

Sorting and Checking for Completeness ‐ Hours / Student = 0.2 (12 Minutes)

Data Entry per Registration ‐ Hours / Student = 0.3 (18 Minutes)

ADDITIONAL ADMINISTRATIVE FOLLOW‐UP (Data clarification & correction)


% of students requiring data clarification & correction = 7%

INFOSNAP ONLINE REGISTRATION

ANNUAL FEE FOR INFOSNAP SERVICES ‐ Based on infosnap Online Registration pricing

REGISTRATION INVITATION

Data Extracted to Populate Registration Roster ‐ total hours = 5

Email Online Registration Invitation to Families ‐ total hours = 0.1 (6 Minutes)

ADMINISTRATIVE FOLLOW‐UP (3 rounds of email reminders for non‐complying students)

Total hours for all students = 0.3 (18 Minutes)

ADMINISTRATIVE REVIEW/APPROVAL


DATABASE UPDATE

Automated import of registration data into SIS, Total Hours 5

J55

infosnap, inc. ‐ CONFIDENTIAL & PROPRIETARY ‐ PLEASE DO NOT DISTRIBUTE

MANUAL REGISTRATION COST INPUTS

SALARY

PACKET PRODUCTION COST Hard-copy Packets (per page. includes printing and paper) PDF Packets (Scenario 3 only)PACKET PREPARATION TIME (expressed as total minutes)

ADMINISTRATIVE FOLLOW-UP (includes working with families that fail to register) Percentage of students requiring follow-up Time per student (expressed as total minutes)

FORM / DATA PROCESSING (Sorting and checking for completeness) Total Time - Sorting and Checking for Completeness (expressed as total minutes) Total Time - Data Entry per Registration (expressed as total minutes)

ADDITIONAL ADMINISTRATIVE FOLLOW-UP Percentage of records requiring data clarification and correction Total Time - Additional Follow-up per Registration (expressed as total minutes)

Notes and Assumptions* Year 1 cost includes one-time setup fee**Part-time wage = .5x of a salaried staff member for Packet Preparation Costs

We obtained regional public school administrator salary figures from The Bureau of Labor Statistics. You will see the salary figures for your region when you run the calculation. If the salary numbers are different for your district and you wish to include them in the calculation, please enter the hourly salary below. Please account for total compensation cost for one administrator (e.g. benefits).

This calculator uses registration process cost inputs based on the average figures provided to us by our customers . They are a realistic estimate. If any of these cost estimates vary from those at your district/school you may modify them in this section and run the calculation again in teh "Cost Saings" sheet of the calculator. Your new calculation will be run using the figures you provide.

J56

Hourly Salary-$ per hour

$0.11 $0.11 $0.00$0.01

3 3 -

9% 9% 9%6 6 6

12 12 12 18 18 18

7% 7% 7%12 12 12

J57

Points Rank Item Amount Points Per Answer

7840 1 Laptops and Carts 7,651,500 A=0 No Positive Impact

7616 2 Upgrade Networks 505,000 8,156,500 C=6 Moderate Positive Impact

7386 3 Break/Fix Staff Support 420,000 8,576,500 B=4 Low Positive Impact

3612 4 Info‐Snap 105,600 8,682,100 D=10 High Positive Impact

8,682,100

FY 15‐16 Cabarrus County Schools Budget Committee Minutes

Date: February 3, 2015

Location: Board of Education Conference Room

Kelly Kluttz opened the meeting by welcoming everyone.

Donna Smith presented the Norms for the meeting: Honor Times, Utilize Parking Lot, Respect and

Listen, Focus, and Know the Priorities.

Kelly Kluttz discussed “Parking Lot” issues from the January 20th meeting of requesting that

unfunded mandates be included in the budget objective of “Comply with Laws, Policies and

Negotiated Agreements”. It was agreed upon that unfunded mandates did not fit the criteria of this

objective. David Harrison requested that the justification form include in the Project Title if there

was an unfunded mandate involved. Dr. Shepherd further requested that the form include where

and who the mandate came from. Future justification forms will include this information when

applicable.

Kelly Kluttz gave a status update from the Board retreat.

Royal Oaks – Board decision set for February 9th meeting

Mt. Pleasant Middle School Replacement – estimate for construction increased

Odell Grades 3‐5 – request for Right of Way funding

Growth – Board will discuss; no decision has been made

Budget Hearings were held for Capital Outlay non‐FMD:

Band Uniform (7) Year Replacement Cycle (1 school per year) ‐ $40,000; presented by Chris

White. David Harrison pointed out that CCS will be represented in an upcoming event in

London, England. Mr. White stated that band members had to pay a fee of $500 to

participate but none of this was used for uniforms. This fee covers 60% of costs associated

with band and the remaining 40% was made up from fundraising/Band Boosters. Athletic

gate proceeds are not shared with the band. However, it was pointed out that there are

parents that only come to paid events to see the bands. Discussion was held concerning

the cleaning of the uniforms. In some cases uniform pants can be washed but the uniform

jackets have to be dry cleaned. Uniforms are cleaned twice a year unless weather

conditions (rain, heat, etc.) require that they be cleaned more often.

Band Equipment (if funded, form a committee to allocate funds) ‐ $80,000; presented by

Chris White. Mr. White stated that this request was for larger classroom instruments such

as tubas and that one instrument impacted multiple students. Vince Powell asked if schools

shared equipment. Mr. White stated that they do when possible but many times they

cannot due to multiple classes at one school per day. Dr. Shepherd pointed out that the

schools have been very good at sharing when possible. It was pointed out that a lot of the

instruments are old. Repair and cleaning costs average $2,000 per year per school. Dr.

Chris Lowder and Barry Shoemaker requested to see examples of CCS band budgets.

Finance is currently working to gather this information. Results will be shared with the

committee when completed.

(5) Yellow Buses for Increased Ridership and New Programs ‐ $425,000; presented by Joe

Gala and Doris Dry. Mr. Gala explained that the State would pay for future replacements of

the (5) that Transportation is requesting. Ms. Dry stated that the State mandates that

buses be replaced after 250K miles or 20 years whichever comes first. Buses that are taken

off the road (replaced) are repurposed and used as spare buses. She also commented that

when a bus is requested from the State, it takes a year for the bus to be received. Dr. Chris

Lowder explained that the 3 Tier process burns mileage on the buses daily. Vince Powell

stated that he feels that Transportation is being efficient with current bus routes. However,

he noted that Magnet programs do not fill up buses. Jason VanHeukelum questioned if EC

covered the cost of handicap buses. Kelly Kluttz responded that EC pays for a monitor to

be on each handicapped bus but are not required to pay for student costs; rules are the

same for all students.

(1) Activity Bus with EC Capabilities ‐ $90,000; presented by Joe Gala and Doris Dry. Dr.

Shepherd asked if vans could be used to transport EC students. Mr. Gala pointed out that

they would have to be modified. Pam Dubois pointed out that the County uses handicap

vans that seat (2) wheelchairs and (2) passengers. Kelly Kluttz stated that the need for

activity buses was not limited to EC children. Dr. Shepherd expressed that the age of the

current activity buses was a safety issue due to buses breaking down in route to and from

events.

(1) Floor Lift System for Buses ‐ $27,065; presented by Joe Gala and Doris Dry. Barry

Shoemaker commented that when maintenance workers use a creeper under a bus they

only have a two dimensional view underneath, whereas a lift enables a three dimensional

view allowing the worker to better see maintenance issues and safety concerns. Mr. Gala

pointed out that their Transportation motto is “Safety – Our Children Come First”. Derek

Todd questioned the cost of ‘waiting on a lift’. Ms. Dry commented that not having multiple

lifts result in longer wait times for buses to be repaired which requires older substitute

buses to be put on the road.

(4) Service Trucks for Mechanics/Technicians ‐ $104,712; presented by Joe Gala and Doris

Dry. Kelly Kluttz stated that once a District puts a truck into service, the State will pay for

the replacement since the truck is actually servicing the yellow school buses. CCS has not

had the money to purchase new trucks. Mr. Gala pointed out that one Technician had to

drive a truck with 300K miles on it. Vince Powell asked if vans could be used instead of

trucks. Ms. Kluttz stated that they could but the State would not currently replace a van

but there was an initiative to get them to.

Replace Vehicles for Planners (3) Year Replacement Cycle ‐ $54,000; presented by Joe Gala

and Doris Dry. David Harrison questioned if the size of the current vehicles accommodated

their need. Ms. Dry stated that at times the vehicles are used to transport students to

school due to missing the bus and having no other means to get to school. In these cases,

for safety reasons, the children are required to ride in the back. She also commented that

these vehicles were used for accident investigations, parent bus route complaints, and

school to school travel. Most of the current vehicles are recycled drivers education cars.

David Harrison asked where vehicles were purchased from. Kelly Kluttz replied that State

contract was used unless the vehicle offered did not accommodate the need. Tammy

Lambert asked if the Planners could be stationed at their prospective schools instead of the

Auxiliary Service Center. Ms. Dry replied that the 3 Tier system placed them at multiple

schools and that the Planners were a “think tank” group and better placed at Auxiliary

Services. Dr. Shepherd asked for mileage records on the current planner vehicles. Mr. Gala

is currently working to gather this information. Results will be shared with the committee

when completed.

(1) Bed for Wrecker (State provides vehicle, LEA must provide bed) ‐ $ 95,000; presented by

Joe Gala and Doris Dry. Kelly Kluttz pointed out that wreckers are designed for specific

weights and that buses are now made heavier. David Harrison questioned if the

maintenance staff were trained on this type heavy equipment. Mr. Gala stated that they

are trained. Barry Shoemaker questioned the use of propane vehicles and asked to see the

research that was done in the previous year on propane. Mr. Gala is currently gathering

this information. Results will be shared with the committee when completed.

Security Cameras Phase 1 ‐ $272,025; presented by Dr. Katherine Propst. Barry Shoemaker

commented that there is a big issue with the variety of cameras that are currently in the

schools. Dr. Shepherd added that schools vary in the amount of cameras that they have.

Dr. Propst and Kevin Crisco replied that Technology now has a standard type of camera and

amount of cameras in the schools. Cameras can be modified at schools for ‘hot’ spots if

needed. David Harrison questioned what camera footage was used for. Specific events

included a situation of a stolen phone, fights, and skipping school. Glenda Jones added that

camera footage provides assistance in personnel issues to make good Human Resource

decisions. Michelle Cline added that cameras were also a deterrent for students. Dr.

Propst stated that there needed to be a renewable cycle put in place for cameras. Michael

Stocks added that cameras are motion activated. Tripp Aldredge stated that at Harris Road

Elementary there were 12 year old cameras as well as new ones and that money had to be

spent to make the camera system work together. He also stated that the quality of the

older cameras was not good.

Phone Replacement Phase 1 ‐ $290,000; presented by Dr. Katherine Propst. Phase 1

includes Northwest High, Concord High, and Education Center. Tripp Aldredge questioned

if the phones were related to the bells. Dr. Propst stated that the paging system would not

be upgraded (all calls) but the intercom paging is through the phone.

Furniture (replacement for old furniture and student growth) ‐ $500,000; presented by

Michelle Cline. David Harrison asked if there were any other funding sources for furniture.

Kelly Kluttz replied that State funding could not be used. However, instructional funds

could be used but there is not enough money to cover furniture. Fundraising and PTSO are

also possible sources of funding. Mr. Harrison also asked what last year’s target schools

were. Ms. Kluttz stated that 13 of the oldest schools were visited last year. If more funding

is received, the next oldest schools would be looked at as well as looking at all schools for

growth. Dr. Shepherd would like for the pictures and reports used to determine the

allocation of last year’s funding be provided. Finance is working to have these documents

added to the CCS website (Finance > Budget Information > FY 2015/2016 > Budget

Committee Meeting February 3, 2015). Ms. Cline pointed out that CCS staff was very

resourceful in taking care of the furniture that they have. In the past they have welded

furniture back together. Ms. Kluttz stated that there needed to be a replacement cycle for

furniture but CCS is not at a point yet that this could be done. Vince Powell asked if, when

orders are placed, they are standardized to maximize prices. Ms. Kluttz stated that State

contract is encouraged for optimal pricing and that it also cut down on the bidding and

approval process. Pam Dubois commented that the County uses State contract but spot

checks other sources as well.

Budget Hearings were held for Capital Outlay Technology:

Laptops and Carts ‐ $7,651,500; presented by Dr. Katherine Propst. Michelle Cline

commented that teachers need the devices to do the things that they are required to do.

Kelly Kluttz discussed the lease obligations. Jason VanHeukelum stated that enrollment was

50% higher than in 2002 as well as technological advances. Dr. Propst added that not only

students are using the devices but teachers as well. Kelly Kluttz stated that in order to have

a 1:1 device ratio, CCS would need 35,000 devices. Dr. Shepherd asked Dr. Propst if the

current system could handle this amount of devices to which she stated that the servers

could handle the devices. Discussion was held concerning the effect of lack of devices:

lessons suffer, student suffers ultimately, tears are shed, no paper test if computers fail on

testing day. Dr. Chris Lowder stated that when his daughter was taking the math exam, her

computer kicked her out 6 times. Erica Williard pointed out that devices are needed in day

to day instruction and not just on test days. Carolyn Carpenter added that when using

devices the student atmosphere was more relaxed and students felt comfortable. Ms.

Carpenter added that when students are comfortable we can reach them and that’s what

our job is.

Contract for (6) Additional Break Fix Staff ‐ $420,000; presented by Dr. Katherine Propst.

Dr. Propst stated that CCS had a current ratio of staff to device of 1:2,900. The

recommended ratio is 1:900. Technology Facilitators have to help with break fix as well as

teach in the classroom. Derek Todd added that Technology had the same issue as

Facilities; not enough staff. Dr. Shepherd questioned training students with break fix and

giving them credit for the skill. Dr. Propst stated that this was hard due to the amount of

access level that would be needed to be given to a 17 year old. Erica Williard stated that for

every 10 work orders that she receives at school, her assistant (not all schools have a media

assistant that can help) addresses 2, she addresses 3, and the remaining 5 go to

Technology.

Update Networks Phase 1 ‐ $505,000; presented by Dr. Katherine Propst. Dr. Propst stated

that the server sustainability in the schools is not good. The physical equipment is the

same in each school but some are older and dying. Barry Shoemaker questioned if the parts

were interchangeable. Michael Stocks responded yes, but the parts themselves were at

the end of their life cycle. Dr. Propst stated that this need was not immediate but if not

funded, the cost was just being deferred.

Info Snap Software ‐ $105,600; presented by Mathew Fail. Carolyn Carpenter questioned

the server security of the software provider. Mr. Fail replied that CCS had looked at Info

Snap’s security from a legal standpoint and found that the software was secure. Corey

Cochran asked if this software would save time for data managers. Mr. Fail responded yes;

that currently forms are sent home for verification and the data managers have to update

student records manually. David Harrison questioned if the software had been tested. Mr.

Fail said that Mooresville City currently uses the software but CCS has not. Mr. Fail stated

that Info Snap fed into Power School and DPI pulled information from Power School. Mr.

Harrison also asked if parents would feel comfortable using the software. Mr. Fail stated

that parents were already using the Parent Portal and if parents had issues, they called CCS

and staff would help them. Carolyn Carpenter questioned how many students had email

addresses and in home computers. Mr. Fail answered that 73% of students had email

addresses but there was no way to measure how many in home devices there were. David

Harrison asked if Info Snap would sell student information. Mr. Fail stated that this would

be breaking the law and Info Snap would not be able to stay in business if they did.

The committee then voted on the budget request above by using anonymous Senteo computer

voting. Each of the budget requests were weighed against the budget objectives and ranked as no

positive impact, low positive impact, moderate positive impact, and high positive impact. Kelly Kluttz

encouraged discussion as each item was voted on. Carolyn Carpenter reminded everyone that the

committee was an advisory board and that the Board of Education had the final vote. The following

discussion was heard:

What impact will a replacement cycle for band uniforms have on the student learning

experience? Marjorie Brown stated that she considered this a high positive impact because the

students could not personally afford them.

What impact will new band equipment have on safety, security, health, and sanitation? Carolyn

Carpenter asked Dr. Shepherd’s opinion and he stated that he thought it was a low positive

impact but could be argued a moderate positive impact during the flu season.

What impact will new band equipment have on the recruitment, morale, and retention of

employees? David Harrison asked how many staff band affects. A reply was given of 15 to 20.

What impact will a floor lift system for buses have on the recruitment, morale, and retention of

employees? Jason VanHeukelum reminded everyone that Joe Gala stated that the maintenance

staff’s safety was at hand and the age of the staff.

What impact will a new Wrecker (Bed ‐ Local, Body ‐ State) have on safety, security, health, and

sanitation? Carolyn Carpenter questioned this need. Kelly Kluttz responded that the need was

to accommodate heavier buses. Ms. Carpenter added that the need was safety related.

What impact will security cameras (phase 1) have on safety, security, health, and sanitation?

Glenda Jones commented that all schools need cameras. Carolyn Carpenter asked how the

cameras were used. Dr. Chris Lowder commented that they are used in hearings that go to the

Board. Ms. Jones added that they are used multiple times weekly for personnel issues.

What impact will security cameras (phase 1) have on the recruitment, morale, and retention of

employees? Frank Lapsley commented that the safer you feel at work the higher the morale.

What impact will security cameras (phase 1) have on equity? Dr. Chris Lowder commented that

in Elementary schools the PTSO helps to buy cameras but PTSO’s funding capabilities vary from

school to school. He also stated that every school needs a full set of cameras.

What impact will security cameras (phase 1) have on community use and involvement? Marjorie

Brown asked if cameras were used on the weekends when church’s or outside groups are using

CCS facilities. A reply was heard that yes, the camera footage had to be pulled before.

What impact will replacing phone systems have on the student learning experience? Carolyn

Carpenter asked if the phone system had anything to do with the internet. Dr. Katherine Propst

responded, no.

What impact will updating our networks (phase 1) have on community use and involvement? Dr.

Chris Lowder commented that churches using CCS facilities use high tech equipment.

What impact will Info Snap Software have on safety, security, health, and sanitation? David

Harrison asked if Info Snap included doctor information. Mathew Fail stated that the software

could be designed to meet CCS’s needs.

The results for Capital non FMD were compiled and presented to the committee. Each request was

evaluated for the risk of ‘doing’.

1 ‐ Security Cameras ‐ Risk that too many cameras possibly could project a “Big Brother”

atmosphere (Carolyn Carpenter)

2 – Furniture ‐ Risk that it appeared to be cosmetic (unknown) also this was funded last year

3 – (5) Yellow Buses – Risk that it is a drop in the bucket as to Transportation’s needs. If funded

could probably only fund 3 (Donna Smith). Risk that more buses mean increased overhead

(David Harrison)

4 – Activity Bus with EC capabilities – Risks is same as Yellow buses

5 – Phone Replacement – No risk noted

6 – Band Equipment – Risk of favoritism ‘some schools/some students’ (Carolyn Carpenter)

7 – Floor Lift System – No risk noted

8 – Band Uniforms – Risk is same as Band Equipment

9 – Service Trucks – Risk is perception (unknown)

10 – Wrecker Bed – No risk noted

11 – Planner Vehicles – Risk of being abused, perception, and equity (unknown)

The results for Capital Technology were compiled after the meeting but are stated below. The risks

of ‘doing’ will be evaluated in a future meeting.

1 – Laptops and Carts

2 – Upgrade Networks Phase 1

3 – Contract for (6) Additional Break Fix Staff

4 – Info Snap Software

Kelly Kluttz adjourned the meeting.

Next Budget Committee meeting is scheduled for:

Monday, February 23, 2015; time 8:30 – 4:30

Agenda – Expansion Budget

Location – Auxiliary Services, 111 Union Cemetery Road SW, Concord, NC

cabarrus county schools budget committee meeting budget ... · cabarrus county schools budget...

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