Minutes
Budget and Finance Subcommittee Meeting
Tuesday, May 21, 2013
A meeting of the Budget and Finance Subcommittee was held on Tuesday, May 21, 2013 at 5:00 pm
in the 2
nd floor Conference Room at the NAGE Building. Present were Mayor Thomas Koch, Mr. Paul
Bregoli, Mrs. Kathryn Hubley, Mrs. Emily Lebo, Mrs. Anne Mahoney, Mr. Dave McCarthy, and Ms.
Barbara Isola, Chair. Also attending were Superintendent DeCristofaro, Assistant Superintendent
Colleen Roberts, Mr. Michael Draicchio, Mrs. Mary Fredrickson, Ms. Beth Hallett, Mrs. Joanne
Morrissey, Mr. James Mullaney, Mr. Kevin Mulvey, Mrs. Maura Papile, Ms. Madeline Roy, Mr. Keith
Segalla, Mr. Kevin Segalla, Ms. Judy Todd; Ms. Allison Cox, President of the Quincy Education
Association; and Ms. Laura Owens, Clerk.
Ms. Isola called the meeting to order at 5:05 pm.
Dr. DeCristofaro reviewed that the main focus of
this meeting would be a review of the four areas of subsidized services: Food Services, Building
Rentals, Transportation, and Athletics. To begin, Mr. Mullaney reviewed the discussion that took
place at the last Subcommittee meeting and presented some revisions based on that discussion. Most
categories have no changes from the previous version of the budget presented, with the exception of
Travel reimbursement, which has been reduced to a $10,800 increase. The $5,300 savings will be
added to Special Education training. In Academic Expenses, $7,000 from the Work, Inc. line item has
been moved to fund Screening and Medical and Psychological Testing.
Mr. Mullaney then reviewed the Revolving Accounts, beginning with Food Services. Lunch
Attendants are the only Food Services line item carried in the Quincy Public Schools Budget. Revenue
is down for FY2013 since the vending options have been limited by the new federal and state
nutritional guidelines. Mr. Mullaney is anticipating that expenses will be in excess of receipts by
$60,981.72. Additional expenses this year include investments in technology for the new cash point
system and new tables for several elementary schools. This deficit will be funded by the account’s
reserve fund. Mr. Mullaney noted that this is a healthy revolving account; Food Services is mandated
to keep three months of expenses in reserve, approximately $800,000. Mr. Mullaney also informed
the Subcommittee that current lunch pricing will need to be raised for elementary and middle school
lunches to meet minimum federal standards.
For School Rentals, projected revenues are $486,500 with a projected surplus of $54,000. There is no
recommended change to the fee structure; higher rates have historically reduced rental volume.
For Transportation, user fees are charged for student transportation under 1.5 miles from school,
$200 per child with a family cap of $400. Of the $130,000 revenue for this account, $30,000 is
transportation user fees; the balance is for bus rentals. There is a projected deficit of $48,454.48
which will be covered by the account’s cash reserves. There is no recommended change to the fee
structure for this account.
The Athletics revolving account is supplemented by the Quincy Public Schools budget in a way that
other revolving accounts are not. Mr. Mullaney is projecting a net deficit of $125,000 which will be
covered by the cash reserves for this account. Mr. Mullaney warned that reserve funding has been
utilized to make up deficits in previous years as well, so this reserve account is low. It is probable that
additional funding may be needed for FY2015 from the Quincy Public Schools Budget. In analyzing
Athletics expenses, the same type of evaluation is done as for other accounts, putting students in the
center and working out to expenses.
The current high school user fee structure is $100 per sport, with the exception of football, lacrosse,
which are $150 and hockey, which is $300. There is a family maximum of $750. At this time, the
Leadership Team is not recommending any increase in user fees. Middle school sports also require a
fee that is also part of the revolving account. Revenues are user fees, gate receipts, and donations.
Expenses include dues, security, supplies, security, insurance, and transportation.
For FY2010, the Athletics budget was reduced to $876,000, about $140,000 less than in FY2009.
Freshman sports were eliminated and there was a reduction of non-league games and the associated
transportation costs. User fees were raised and it was anticipated that additional user fee revenue
would stem the need to cut Junior Varsity sports and reduce varsity coaching staff. This additional
user fee revenue has not been realized and Athletics is facing a systemic deficit that will need to be
addressed in FY2015.
Dr. DeCristofaro then presented options addressing Ms. Isola’s request to consider adding full-time
(rather than half-time) Library Teachers at each Middle School, an additional $125,000. Five options
were presented, each with the result of not meeting the School Committee goals of incremental
improvement and sustainability. Option 1 would defer hiring the additional Central Middle School
custodian and cut the funding for text and materials purchases; Option 2 would cut the full amount
from the text and learning budget; Option 3 would reduce Academic Programs and Academic Support
by 2.5 positions; Option 4 would reduce Academic Classroom Teachers and Academic Programs by
2.5 positions; and Option 5 would reduce Academic Classroom Teachers by 2.5 positions. All agreed
that these were not options that would be considered at this time.
Mrs. Lebo asked for consideration of an additional half-time person who would oversee all five of the
Middle School library teachers. Dr. DeCristofaro agreed, saying that we are missing the system-level
department heads in many areas. Mrs. Mahoney asked if this could be a stipended position. If we
are planning these incremental improvements, we need to do that in a way that makes this
successful. Dr. DeCristofaro agreed that this is something to explore. Mr. McCarthy asked to see a
job description for the Middle School Library Teacher; Mrs. Roberts shared descriptions collected
from other school systems. Mr. McCarthy asked about technology support. Ms. Isola said that during
the recent Newton Public Schools visit, they saw how the librarians collaborated with the classroom
teachers to support project-based learning by setting up databases for research on specific topics and
guiding students on creating multimedia projects. Ms. Isola said that classes were not scheduled for
times to visit the library, but the library was really an extension of the classroom. Mrs. Mahoney said
that the Library Teacher will integrate the technology required by the Common Core Skills. These
positions are key elements to upgrading our curriculum to meet the new standards. Mrs. Roberts is in
the process of researching library teacher job descriptions in other towns. These jobs emphasize
technology. The Massachusetts School Library Association defines the Librarian as a Teacher, Leader,
and Librarian, making the library an essential part of the learning community.
Mayor Koch asked about the Athletics deficit of $125,000 and whether this has been discussed in
previous Budget and Finance Subcommittee meeting. Mayor Koch would like to address this
structural deficit issues now; community members are concerned about the constant fundraising to
support Athletics. Mrs. Mahoney agreed that this is an area of concern and asked to see the Athletics
revenues and expenses allocated by sport. Mr. McCarthy also expressed concern about the deficit.
Mr. Mullaney noted that there was a smaller deficit last year and it was covered by Athletics revolving
account cash reserves. Mayor Koch asked for the total amount of anticipated expenditures for
Common Core: Mrs. Roberts is estimating $1 million for elementary reading program (paid over
three years); $200,000 for middle school and high school ELA; and $200,000 for high school
mathematics for a total of $1.4 million.
Ms. Isola asked for information about the cash balances for each of the revolving accounts. Mrs.
Lebo requested the number of individual athletes served: an estimated 734 individual students
participate in Athletics, some in two or three sports (1327 total). Mrs. Lebo asked if our user fees are
comparable to other towns and are they really covering the costs of sports. Mrs. Mahoney asked to
know the dollar amount that booster clubs and parents contribute. Every booster club is different
and there are inequities between sports and between schools. Mrs. Lebo asked if the boosters pay
bills directly. Mr. Mullaney said that there is a mix of ways this happens; the coaches sometimes pay
the bills directly for transportation and game fees and some booster clubs pay directly.
Ms. Isola asked what the next steps will be. Dr. DeCristofaro said that we are developing a new
model for Athletics and information about revolving account status will be shared at Quarterly
Budget and Finance Subcommittees going forward. Mrs. Lebo requested an analysis of the
information in addition to the per sport costs.
Ms. Isola noted that the next meeting of the Budget and Finance Subcommittee is Wednesday, May
29 at 5:00 pm in the 2nd floor Conference Room of the NAGE Building.
Mayor Koch made a motion to adjourn at 6:15 pm. Mrs. Mahoney seconded the motion and on a
voice vote, the ayes have it.