Q1: Will this allow A/C units in schools? It’s too hot in classrooms during the summer for teachers to teach and students to learn.
A1: This project does not include new central air conditioning in our schools. Due to scarcity of resources tough choices had to be made about which items would be included in the project’s final scope of work. Upgrading and replacing heating and ventilation systems, fire alarms, public address systems and building roof replacement make up the bulk of the project (~80%); these items are essential to health and safety and therefore ranked as a higher priority than new central air conditioning. Fortunately, the District high school is a large, modern, fully air conditioned building which allows us to host many educational and recreational programs during summer. This hosting includes the District summer school program and the extended school year Summer Crusaders. We will also be exploring the possibility of using heat pump technology in at least one building in lieu of a traditional fossil fuel heating system. These systems usually provide heat and air conditioning capabilities. Furthermore, air conditioning of congregate areas, such as auditoriums or cafeterias, will be considered for a future project but not as part of 2023 capital Project.

Q2: Can you go into more detail on the funding of this $98 million proposal? How do you access Building Aid? Is it guaranteed funding? Does it need to be repaid? Are taxpayers already funding the capital account each year? And what debt is being retired that allows for funds to be allocated to this project? Does this mean the district will incur new debt? How long will it take to pay off this new assumed debt?
A2: Building Aid - Building Aid is a program funded and administered by the New York State (NYS) Education Department (NYSED). It provides reimbursement for eligible capital projects carried out by NYS public school districts. Generally speaking, costs associated with capital projects that make improvements in school buildings, with voter approval, are eligible for reimbursement over a 15 - 30 year term. The scope of work proposed in the Monroe-Woodbury C.S.D (M-W) project will be reimbursed over a 15 year period. Building aid is not a loan from NYS therefore it does not need to be repaid.

Generally speaking, the formula for building aid works as follows: each school district in NYS is assigned a building aid ratio which is essentially reimbursement rate. These building aid ratios are calculated by the NYSED and take in account the wealth and resource needs of the district. With higher wealth districts being assigned a lower building aid ratio. Conversely, higher need districts would have a higher building aid ratio. The current M-W rate is 74.1%. The other factor that plays a part in the amount of the reimbursement is how much of the work is eligible or not eligible for building aid. Generally speaking work conducted in instructional buildings is fully aidable. For the M-W project, we project that 95% of the cost of the project will be eligible for building aid so the weighted building aid reimbursement percentage is 70% (74% * 95%). The building aid program has been around for decades and has changed over the years but changes are always made prospectively, meaning whatever formula or rules are in effect at the time of our project would not change during the duration of the repayment period.

Capital Reserve - The capital reserve was created in 2017 and has been funded through the contributions or transfers from the general fund each year since its inception. The contribution is year end surplus from District operations that is transferred into the reserve to be saved for future capital projects. So the capital reserve is funded by the community.

Debt Service - The majority of the District’s existing debt will be retired over the next 3-5 years. This debt was used to fund the construction of the high school and other work such as energy performance contracts for district wide HVAC improvements.

As part of the proposed referendum and resulting project, the district will be incurring new debt to fund the upfront costs of capital construction. This borrowing will occur over a four to five year period with each issuance of debt repaid over a fifteen year period. NYS Building Aid reduces the net cost to the District and local taxpayers.

Q3: When will the actual construction begin? Will this disrupt the children’s learning during school hours?
A3: We anticipate construction will begin in the summer of 2025 and last for four to five years. The phasing of this project will ensure no disruption to students. Any work that is potentially disruptive would occur during the summer or after hours.

Q4: When are we going to address the extreme heat conditions in the elementary and middle schools? Classroom temperatures exceed 90*, which is neither safe nor healthy. During the summer, our custodial staff does a tremendous job of cleaning and preparing the buildings for the upcoming school year. This is very physical labor and is being performed in excessive temperatures. Again, neither safe nor healthy.
A4: See response to question #1

Q5: First and foremost, there is not a lot of detail for the proposed $98 million why is the proposed capital improvements lacking detail? One of my biggest concerns is the safety and security. I do not believe that a vulnerability or risk assessment has been done. What is/are the valid justification for security and safety? what is the threat to all schools? Not the emotional wolf cries. Upgrades come with costs and the costs normally affects peoples lives. Do I want to protect all human life, especially children, Yes but to ask for approval of a 98 million capital project without more details is ludicrous. What has been the plan in prior years? was there a plan to incrementally replace/repair major systems?
A5: Capital Improvement Details - The District has outlined in detail the individual components or items that comprise the $98 million project on the District web site and during public meetings. Although safety related improvements such as security vestibules, fire alarms and public address systems are part of the project, the bulk of the spending is on basic building components/systems such as heating, ventilation and roof replacements.

Safety and Security Assessment - The District engaged Putnam Northern Westchester (PNW) BOCES to conduct a security assessment of District schools during the 2022-23 school year. PNW BOCES has an outstanding school security unit who visited our buildings and assessed individual building level security and operations. PNW BOCES provided a final report that included numerous observations and recommendations to enhance safety.

One of their many recommendations was adding security vestibules to the remaining schools that do not have them. This is a relatively inexpensive way to limit and control access to our schools making students and staff safer. In the event an intruder tries to enter a school, the security vestibule stops the perpetrator from gaining immediate access to the building, allowing time for the school resource officer and local police to respond. In many instances, slowing down or stopping a perpetrator from gaining access to the school can make all the difference.

Capital Planning and Incremental Repair - The District has been planning for this project for years. Step one occurred in 2017 with the creation of the capital reserve. The reserve is like a savings account which permits the District to save for future capital work. The District has also specifically waited for this time period when existing debt would be retired to minimize the impact to the budget and taxpayers. The District has maintained and repaired our boilers and building systems for decades which accounts for their 50+ year longevity, but now is the time to reinvest in our facilities and based on our timing we’re able to do that with no tax impact.

Q6: Boiler replacement in 6 schools? which schools? 3 elementary schools, which one? and all schools you say the boilers have exceeded their expected lifespan? what year was these boilers installed and did the initial contract include a maintenance plan? will the boiler replacement have a maintenance tail or will maintenance be assumed by the janitors? why is there a need for new tennis courts to be lined for pickleball. Monroe just opened new pickleball courts. Does not MW School District have maintenance crews to perform repairing brick facades? How old are the underground fuel storage tanks? why do they need to be upgraded? when were they last inspected? when were they installed? who performed maintenance? These are just a few questions.
A6: Boilers - Boiler and HV improvements are slated for the following buildings:
HS, CV, NM, PT, SC, these boilers range in age from 12-60 years. The HS has the newest boilers but those boilers have been notoriously unreliable. The next oldest boiler is a CV with an approximate age of 40 years with the remaining boilers over 50-60 years old. Any original maintenance agreements are long expired. We do have annual inspections and maintenance of the boilers and maintain a contract with a local boiler company for our boiler maintenance needs. We will evaluate ongoing maintenance agreements in conjunction with our architect and engineers as the project progresses.

Tennis Courts - Have been repaired numerous times to no avail. The damage is structural and underneath the surface layer, a permanent fix requires new structure underneath the surface. We believe lining for pickleball will increase the utility and value of the courts to the community.

Brick Facade Maintenance - In the past we have performed brick repointing maintenance work in-house, however, the extent and complexity of the repairs needed, makes contracting this work more cost effective option.

Underground Storage Tanks - The underground tanks at the bus garage are 29 years old and at the end of their useful life. As the tanks age, repairs and maintenance becomes more and more expensive and increases the likelihood of a fuel spill or leak causing extensive environmental damage to the surrounding area. Obviously, spills of this nature are expensive to clean up and pose a health risk to residents. The tanks are inspected monthly by American Petroleum, a contractor specializing in this line of work.

Q7: Safety and Security. Has a risk assessment been completed and if so when and by who? Why is there a need for Security vestibules in three schools, when most doors in all schools still can be entered by using a key (key control inspection)? Can the results or some of the results be provided to the public). Most windows can be broken and the facilities entered, so in my opinion there is no need for these vestibules. Electrical panel upgrades, do these upgrades include security of panels, protection against intruders? Why is the new public address system needed? Again, purpose and task? overview of usage and the reasoning. I understand that upgrades need to be made to facilities used to teach and transport our children, grandchildren, yet there are to many questions left unanswered as well on page 2 a statement was printed "zero tax impact for our district residents." then on page 3 under the topic of "How will the project be funded? Immediately under topic "In order to minimize the impact on taxpayers, the program will be paid for with multiple sources of funding. So what is the 100% source of funding? will our taxes increase? Can this explained in more detail? not just through verbal or email expression.
A7: Safety - See answer #6.

Project Funding - As described above the District is eligible for reimbursement of 70% of the cost of the project paid over a 15 year period. The District will align our borrowing and debt repayment period to align with the receipt of building aid. 24% or $24 million will be funded with cash from the District’s capital reserve, this is like our down payment. The remaining local share is offset by the reduction in existing debt payments as old loans are paid off. In this way, the project will have no tax impact.

Q8: Can you tell us which boilers are being replaced and which ones are not in this capital project?
A8: See answer #6.

Q9: What is the cost of each boiler being replaced?
A9: In millions of dollars:

HS - $1.8 million
CV - $13.3 million
NM - $10.8 million
PT - $11.6 million
SC - $2.4 million

Total cost for boilers and heating and ventilation: $39.9 (~41% of total spend)

Q10: What is the cost of the new athletics complex being proposed?
A10: Field restrooms/concession/storage building and new tennis courts: $4.2 million

Q11: Will CVE get air-conditioning?
A11: Not likely, central aid was considered for this project but deemed to be prohibitively expensive and a lower priority than other items. Future consideration may be given to adding AC to school congregate areas.

Q12: How will cost overages be paid for?
A12: We are working with the Palumbo Group construction managers who provided budget estimates. Escalation is part of the estimate. In the event bids come in over budget value engineering decisions and can be made and other options explored.

Q13: What is the proposed completion date of project and what are the consequences for not completing on time?
A13: It is anticipated that it will be a four year project, though there are factors that can impact this timeline. There are no stipulations from the state regarding a timeline.

Smith Clove Elementary