E-S District considering outsourcing supporting departments; cuts approved for food service and special ed staffing

by Beth Kraft

In an effort to locate some potential cost savings for the Eleva-Strum School District, the E-S School Board at its regular monthly meeting on Monday, Jan. 11, discussed request for proposal (RFP) guidelines for food management, bus transportation and custodial services.

The Board approved moving forward with putting RFPs for all three departments out for bids, but E-S Board President Lois Havenor cautioned that the district is not yet certain if it will move to privatize the district’s food service, transportation and custodial departments.

“It’s kind of a research tool,” Havenor said of creating the RFPs.

School leaders agreed that night to take a wait-and-see approach to the process. If the bids returned in response to the RFPs don’t offer a cost savings or the district’s expectations aren’t met, the district won’t look to privatize those supporting departments.

“The board is being financially responsible and in this process they have determined the need to review current services,” commented E-S superintendent Dr. Kellie Manning. “The board is gathering outsourcing financial possibilities for three departments. We are researching the financial impact of district sponsored services compared to outsourcing services.”

Dr. Manning outlined the contents of the separate RFPs for Board members that night.

The transportation RFP factored in field trips and travel by athletic teams as well as limiting student ride time to 90 minutes or less.

School Board member Dan Wallery remarked that over an hour on a bus is long ride.

Food and custodial service RFPs laid out expectations for building employees, supply needs and hours of operation. Building care tasks, such as mowing and snow removal were also included.

The Board also moved to reduce food service staff by one, four hour part-time position yet this year and to cut three special education teacher positions for 2016-17.

According to Havenor, the part-time food service employee will be given a 30 day notice. The three teachers will finish out the school year in their current positions.

The district has also advertised for one special education teacher with multiple certifications, Havenor said.

Concern for the food service budget (Fund 50) led Dr. Manning to take “corrective budget actions” to ensure that budget line meets its financial goals by the end of the fiscal year.

In addition to the staff reduction, Dr. Manning took action to reduce the number of cafeteria line choices from four to two.

The main entrée and salad bar lines will remain, Havenor said.

“These adjustments were made because we were losing money,” Havenor added.

By making changes now, the district is working to avoid a certain deficit in the food service fund at the end of the year if no changes were made, school leaders said.

Also that night, the Board discussed potential changes to the 4K schedule for 2016-17 that could mean four-year-olds will be in the classroom five days a week.

The Board discussed upping the program from a four to a five day week, ultimately tabling the decision in favor of asking Dr. Manning to provide more information about the potential effects of the switch.

“I think the five day program has many benefits from a social and academic standpoint,” commented Dr. Manning when Board members asked for her opinion.

She noted a four day per week 4K program used to be a “big transition” for four-year-olds who went to school for the first time after spending most days at home. Now many children are in day care five days a week, so making the switch to five day 4K may not be as big of a change, Dr. Manning said.

Changing to a five day program would dictate some curriculum changes, Board members agreed. They also asked for an example of what a five day plan might look like compared with the current schedule.

School leaders agreed they would like to finalize any decisions about changes to 4K programming by March to allow parents adequate time to plan.

In his report, technology coordinator JB Grangaard mentioned some cost-saving moves he is working on in his department.

Explaining that the district’s five year contract with EO Johnson is almost up, Grangaard said he was taking a look at the district’s fleet of printers to determine needs. 

Grangaard also mentioned ongoing conversations with TCC regarding phone system upgrades for district buildings in hopes of reducing the district’s monthly phone bill. A new IP-based phone system is estimated to cost about $40,000, Grangaard said, but conversations with TCC indicate the district could pay for the new system in reasonable installments.

An updated phone system would be easier on staff members who travel to different buildings during the day, Grangaard explained, resulting in increased efficiency for communication.

In other business that night, the Board approved the following:

• pursue hiring school psychologist to be shared with Augusta for 2016-17

• Martin Walter for seventh grade girls basketball coach

• second reading of Board policies regarding selection of valedictorian and salutatorian; indoor environmental quality management support services

• table first readings of additional Board policies to obtain more information