Edward Fersch President, Board of Education

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1 ROOF REPAIR UPDATE For the November school newsletter, I wrote an article in which I explained the condition of the school roof, the estimated cost of replacing the three flat sections from the 1996 building project, and the funds presently available for such a project. The Board of Education continued our discussion of this issue at our meeting in November. The question before us was twofold: one; whether to proceed with replacing the three sections of flat roof from 1996, and two; how to raise the required funds. After consideration, the Board voted to move forward with a roof replacement project. The roof that was installed in 1996 is a single layer of a rubber membrane. It came with a ten year warranty and has leaked almost from the start, most recently during the heavy rains in late October. The proposal before us would replace the present material with a three layer system that will come with a thirty year warranty. The rough estimate for the replacement is about $590,000. For the past three years, the District voters have approved adding money to a reserve fund specifically established for replacing the roof. This fund now holds about $151,000. We are eligible to receive another $155,000 from the federal government as part of the stabilization package. Together, these two funds total more than half of the money needed for this project. Our challenge was to find the remaining $284,000. We are reluctant to borrow money and there is nothing available from Albany (we asked!). New York State law allows school districts to hold up to 4% of their annual budget as unappropriated fund balance. Schools generally see this as a savings account to help deal with unforeseen (and therefore unbudgeted) expenses. This year our limit is about $377,000; and, we have the full amount. By using some of this unappropriated fund balance along with the money already allocated, we have the enough to fund the roof replacement project without borrowing and without raising property taxes. We will also continue to try to secure any grant money available to the District. The risk in using this unappropriated fund balance is that we will not have as much left in the safety net in case some other need arises. The Board vote to move forward means that we believe that the entire 1996 roof should be replaced and that we have the funds in place to pay for the project. The final decision rests with the voters of the District; we cannot spend the money in the reserve fund without voter approval. There will be a public meeting to explain the scope of the project on January 13 at 6:30 (prior to our regular Board of Education meeting). A vote will be held on the project in February. If the referendum passes, we anticipate that the roof replacement will take place during the upcoming summer. I encourage everyone to become informed about this project by attending the public meeting. Edward Fersch President, Board of Education

2 Roof Project: New addition Proposed: Summer 2010

3 Illustration of the Problem Deteriorating ballast stones causing sharp edges throughout the entire roofing system

4 Cafeteria Roof Exposed area to repair chronic leaks

5 South End Stairwell Pooling/Ineffective drains

6 High School Addition Exposed area for chronic roof repair

7 Where the old meets the new over the main office

8 Dark Line Accumulated water due to improperly placed drainage system (gymnasium roof)

9 Poured concrete caps/water damage Over the High School

10 Roof History Completed: September 1997 Type: Single layered rubberized ballasted roof with poured concrete caps.(30,500 sq. ft.) History of Problems: Multiple leaks throughout building since 1999 (Potential mold, electrical and property damage hazard) Major leak in gymnasium last spring $10,000 damage. 10 year warranty expired September 07, 2007, custodial repairs and visits from roofing company patching continues.

11 Proposed Method of Replacement Scope of the work: This new roof will have a Removal of the existing membrane, ballast, edge metal and deteriorated insulation. Mechanical attachment of existing insulation to metal deck. Installation of additional insulation over the existing insulation with a full mopping of asphalt. Installation of protection board layer in full mopping of asphalt. Installation of multiple ply ply (x s 4) modified bitumen asphalt with a polyester roof membrane. Installation of new flashings, counter flashings and edge metal. Flood coat and gravel topping. This new roof will have a 30 year warranty. Gymnasium roof Stripped to metal decking, gypsum board mechanically attached, completely built up (gypsum board never installed on this section which is code)

12 Cost for Replacement Unofficial Estimate: $ 590,625 Funding Methodology Presently we have: $150,945 Collected in our Capital Reserve including interest as of September 30,2009 $155,647 Approved use of Federal Stabilization Funds Present Funded Balance of $306,593 With an Outstanding Balance of $284,033

13 Where will we find the remaining funds? To ensure we can complete the project this summer we can tap into our 4% unappropriated fund balance reserve ($377,056). We will do this anticipating that we can recover some of these funds through the next round of stabilization funds and by maintaining a healthy fund balance this fiscal cycle.

14 Plan to Address the Outstanding Balance $284,033 There would be no proposal to levy more taxes for this project or to seek bonding. $155,647 (2009 allocation) x 0.83 = $129,187 Per the USDOE Federal Stabilization Allocation for 2010 will be a 17% reduction from this year s disbursement. $100,000 represents the remaining balance of the $250,000 capital reserve that has been $50,000 through voter approval for the last 3 years. We are forecasting that will be able to recover a considerable portion of this $100,000 through our present budget cycle as well as the $54,846 that represents the unaccounted balance.

15 Balance Summary Computation with an outstanding General Fund Balance. $590,625 Unofficial Estimate $150,945 Collected Capital Reserve $155,647 Approved Fed. Stabilization $284,033 Outstanding Balance $129, Fed. Stabilization $100,000 Balance to Cap. Reserve $54,846 Unaccounted Balance

16 Proposed Project Timeline Board of Education Approval to Go Forward 11/11/09 Informational Hearing prior to the regular scheduled board of education meeting with supporting resolution 01/13/10 Referendum Vote and Submittal of Project Application to SED 02/02/10, 02/03/10 SED Approval/Go out to bid 03/01/10 Awarding of the Bid 04/14/10 Projected Initiated 07/01/10 Substantial Completion 08/30/10

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