Business
The Business Office at the Monticello Central School District oversees the financial and procurement operations of the district. It performs the planning and development of the district’s budget each year and provides financial reporting to New York state and the federal government.
Internal Audit Report Jan – Mar 2023
Corrective Action Plan – Internal Audit Jan – Mar 23
Internal Audit Report Oct- Dec 2022
Corrective Action Plan – Internal Audit Oct – Dec 2022
Internal Audit Report – July – September 2022
Corrective Action Plan – Internal Audit Report – July-Sept. 2022
Internal Audit Report April – June 2022
Internal Audit Report Jan – March 2022
Internal Audit Report Oct.-Dec. 2021
Corrective Action Plan – Internal Audit Report Oct. – Dec. 2021
Internal Audit Report July – Sept. 2021
Corrective Action Plan – Internal Audit Report July – Sept. 2021
Internal Audit Report Apr-Jun 2021
New York State Comptroller Audit Report April 2020
External Audit Report Letter 2018
External Audit Letter of Findings 2018
2021-2022 Smart Schools Investment Plan
VISION STATEMENT
The vision of the Monticello Central School District Technology Department is to infuse technology into our educational programs so that we will ensure our students are life ready. Technology will act as a support as we change the culture and instructional environment to foster collaboration, personal learning opportunities where students drive their learning, develop, and use inquiry skills to gather and interpret information to solve problems and build solutions that are meaningful. Students will have equal access to learning materials in electronic form and will create, research, and evaluate information as they become information literate through the use of technology that will lead to the development of skills for their personal and professional future. This process will give students the tools to apply to any opportunity they encounter during the school day and beyond.
TECHNOLOGY GOALS
Goal 1
Build and sustain a reliable network infrastructure to support instructional and administrative computing.
Goal 2
Plan and implement effective professional development programs to create communities of inquiry and knowledge, target student’s accessibility to become embedded in current instructional initiatives.
Goal 3
Integrate instructional technology strategies to improve writing across the content areas K-12
Read the district’s Technology Plan here.
SMART SCHOOLS BOND ACT
WHAT IS THE SMART SCHOOLS BOND ACT?
The Smart Schools Bond Act was passed in the 2014-15 New Your State Enacted Budget and approved by the voters in a statewide referendum held during the 2014 General Election on Tuesday, November 4, 2014. The Smart Schools Bond Act (SSBA) authorized the issuance of $2 billion of general obligation bonds to finance improved educational technology and infrastructure to improve learning and opportunity for students throughout the State. The SSBA requires that a Review Board review and approve districts’ Smart Schools Investment Plans before any funds may be made available for the program.
HOW MUCH WILL MONTICELLO CENTRAL SCHOOLS RECEIVE UNDER THE PLAN?
The district was allocated $3,020,208.00 under the SSBA. The state will reimburse the district for 100 percent of its expenses as identified in the Monticello Smart Schools Investment Plan. The first phase of this plan earmarks $490,938.00 of the allocation for High Tech Security Features in alignment with the district’s Strategic Planning process and Technology Plan. Smart Schools bond funds remain available until a district has used its entire allocation.
IS THERE ANY LOCAL COST ASSOCIATED WITH THE SSBA PURCHASES?
There is no local cost associated with purchases made under SSBA projects.
WHAT IS THE TIMELINE FOR THE PLAN?
| ACTIVITY | TIMEFRAME | NOTES |
| The Executive Director of IT will submit the letter of intent to State Education | November 2018 | This has been completed and approved |
| Executive Director of IT will write the Smart Schools Investment plan as a draft. | January 2019 | This plan has been researched for the past year to determine our greatest needs to be met. We have worked closely with the Building Principals and Security to identify the needs |
| The plan has developed overtime with various stakeholders. It will be presented to the board and asked for feedback | ||
| Meet with architects to review the plan | December 2018 | We are only “replacing” existing equipment. There will not be any structural changes or cabling required that need engineering. It is required by the state. |
| Preliminary plan will be posted to website for 30 days. | January 2019 | The district will include an address to which any written comments on the plan should be sent. |
| The school board will conduct a hearing for stakeholders | Winter 2019 | The hearing can be part of a normal board meeting |
| Activities as listed above will occur culminating with the submission of application | By March 2019 | Most of the work has been done. |
IS THERE A PUBLIC HEARING ON THIS PLAN?
A public hearing was held at the March 28, 2019 Board of Education meeting.
The Board of Education approved the SSBA project at its April 11, 2019 meeting.
WHAT IS THE SCOPE OF THE PROJECT?
Planning Budget Smart Schools Investment Plan
| Total Allocated | $3,020,208 |
| Total Left | $2,529,270 |
| Category | Description | Quantity | Cost | Total |
| Electronic Security System | Cameras – 360 Degree Multi Sensor | 6 | $987.00 | $5,922.00 |
| Electronic Security System | Video Software with archiving, media router, audio, camera sequences, time zone, edge recording and trickling | 1 | $3,235.00 | $3,235.00 |
| Entry Control System | Disk Adds to existing storage | 36 | $1,185.00 | $42,660.00 |
| Entry Control System | Access Control software | 1 | $853.00 | $853.00 |
| Electronic Security System | Standard Labor – Install | 1 | $12,500 | $12,500 |
| Electronic Security System | Servers | 3 | $750.00 | $1,500.00 |
| Electronic Security System | Server Storage | 4 | $81.00 | $324.00 |
| Electronic Security System | Server blades | 2 | $1,725.00 | $3,450.00 |
| Electronic Security System | Additional Server blades | 12 | $1,075.00 | $12,900.00 |
| Entry Control System | Access Control – Small Enclosure Kit | 3 | $510.00 | $1,530.00 |
| Electronic Security System | Cameras – dome vandal and dust resistant, 1080P | 240 | $477.00 | $114,480.00 |
| Electronic Security System | Video Software – Plan Manager for up to 500 entities – cameras, doors, alarm panels, etc | 1 | $8,332.00 | $8,332.00 |
| Electronic Security System | Cameras – Freight and Handling | 1 | $5,000.00 | $5,000.00 |
| Entry Control System | Access Control- 1 External Reader connection | 43 | $150.00 | $6,450.00 |
| Entry Control System | Access Control – Alarms | 31 | $62.00 | $1,922.00 |
| Entry Control System | Access Control- Security Center Base Package | 1 | 1 | 1 |
| Other Costs | Standard Labor – Project Management, IT, Engineering, Training | 506 | $125.00 | $63,250.00 |
| Other Costs | Standard Labor – Pre-Fabrication | 20 | $62.00 | $1,240.00 |
| Electronic Security System | Installation Infrastructure (Server Hosts and Disk Storage) | 1 | $17,991.00 | $17,991.00 |
| Electronic Security System | Servers | 4 | $2,250.00 | $9,000.00 |
| Entry Control System | Access Control – Synergis Cloud Link | 3 | $1,019.00 | $3,057.00 |
| Electronic Security System | Video Software | 1 | 1 | 1 |
| Electronic Security System | Video Software – Desk client connection | 5 | $266 | $1,330.00 |
| Electronic Security System | Cameras 180 Degree Dome | 2 | $1,645.00 | $3,290.00 |
| Entry Control System | Access Control – 6A Power Supply Kit for power supply/charger board | 31 | $284.00 | $8,804.00 |
| Electronic Security System | Server Support – | 2 | $1,827.00 | $3,654.00 |
| Electronic Security System | Video Software – 1 camera connection | 350 | $219.00 | $76,650.00 |
| Entry Control System | Access Control – Lenel Custom enclosure | 31 | $375.00 | $11,625.00 |
| Electronic Security System | Cameras | 111 | $617.00 | $68,487.00 |
| Other Costs | Standard Labor – CAD | 20 | $75.00 | $1,500.00 |
Total: $490,938.00
SSIP Amendment 1
We spent a full year reviewing the capacity of our current security system. It has served us well in the three years since implementation. The system has reached capacity in terms of its resources and is ready to be upgraded. We have identified increased needs as the system has produced positive results in securing Monticello staff and students. We are proposing to do the following:
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- Build a new video infrastructure.
This infrastructure will include:
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- Replacing all cameras with newer more sophisticated hardware to manage the increased demand for higher quality video
- Install a new and more robust feature rich software to manage, report, and give more visibility to what security demands
- Build additional storage for camera footage for investigations
ADDENDUM #1:
The Monticello Central School District is submitting Addendum #1 for the approved SSIP- Revised SSIP Security application.
We are requesting $311,896 in additional funding to provide sufficient funds to complete the District Wide Door Access Control and Video Surveillance System Replacement Project. Listed below are the factors that contributed to the shortfall in required funding for the project:
- The Original SSIP was submitted in the Fall of 2018 and was not approved by Smart Schools until July 20, 2020. All submitted unit pricing was based on cost proposals from vendors dated September 2018.
- The District did not proceed with the design and RFP process associated with this High Tech Security Improvements until February 2021. The Project was then bid on June 4, 2021 and was significantly over the available funding that was approved by Smart Schools in July 2020. Therefore, with the delays in SSIP Approval and in proceeding with the design and procurement process created an overall delay of three years. The Amendment will show a 37% cost increase for all unit process to reflect the cost escalation over that period of time.
- During the application submission process there were originally 359 cameras specified in the Smart Schools Investment Plan. However, 393 cameras were required for the Video Surveillance System Replacement. This also affected the number of required Genetec Video Licenses, so they were also increased from 350 to 400 licenses.
- The Approved SSIP Funding did not include enough hours and associated funding for the Project Management and the Design of the Project. Therefore, the Amendment has increased funding requirements for that task.
SSIP Amendment #1 Description Amount Electronic Security System 174,667 Entry Control System 28,443 Other Costs 108,785 Total 311,895
IS THERE A PUBLIC HEARING ON THIS ADDENDUM?
The Board approved the Addendum at their regular meeting on June 24, 2021
Public comment will be from January 18, 2022 – February 16, 2022 publiccomment@k12mcsd.net
A public hearing was held at the February 17, 2022 Board of Education meeting.
The Board of Education approved the Addendum on March 3, 2022.
If you wish to comment on this plan, please contact:
Kimberly Gordon, Director of Information and Technology
kgordon@k12mcsd.net or 845-794-9430
Click here for the Smart Schools Investment Plan
Click her for Revised- SSIPSecurity Amendment 1
Click here for the SSIP Amendment Statement of Assurances
Purpose
The Monticello Central School District has $2,217,375 remaining in Smart School Funding and the District would like to apply for the funding to improve Public Address, Mass Notification and Lockdown Systems throughout all of the District’s facilities. The Smart Schools program provided funding for these High-Tech Security Improvements and the purpose of this study is to determine the scope of work and associated cost capital project cost to implement these systems.
School District needs to submit a Smart Schools Implementation Plan (SSIP) Application to Smart Schools to secure the funding. This assessment will provide a detail description of existing systems with recommendations for improvement or replacement and associated capital construction cost budgets that will support the Smart School Implementation Plan Application and submission process.
This assessment can also be utilized to augment the District’s Building Condition Survey and Five-Year Plan. The majority of the recommendations for technology and security improvements can also be accessed by NYSED Capital Construction Aid, BOCES, E-rate and Operational funding. Each of these funding categories will be reviewed to determine the most beneficial manner in which to fund the various improvements.
Facilities to be included in Assessment:
- Emma Chase Elementary School
- George Cooke Elementary School
- Kenneth L. Rutherford Elementary School
- Robert J. Kaiser Middle School
- Monticello High School
- St. John Community School
- New Bus Garage
Public Address, Mass Notification & Automated Lockdown Features
Mass Notification / Sound with Automated Lockdown Systems typically have the following features:
- Initiation of a lockdown by panic buttons, on-premises telephones, and lockdown software.
- School and Campuswide paging via speakers and horns located inside and outside of the facilities.
- Visual displays advising occupants of the type of emergency.
- Blue Strobe lights, located inside and outside of the facilities.
- Interface to Door Access Control to restrict access into the facilities during a lockdown.
- Interface to Fire Alarm System to release magnetic hold opens on smoke doors in the corridors.
- Interface to Cellular dialers with internet back up for automatically contacting the Monitoring Agency or 911 directly when a lockdown is initiated.
- Email and Text messages to school administrative groups.
- Broadcast of lockdown messages over on-premises IP
Telephones Optional and more advanced lockdown features such as:
- Activation of a lockdown via cell phone app.
- Interface to digital displays within the facilities.
- Interface to exterior school signage
- Broadcast of lockdown message over Cell Phone App.
Existing Building Systems
To develop the scope of work and associated project budget required to implement Mass Notification / Sound with Automated Lockdown Systems as described above, the following building systems and components need to be evaluated:
- Network Cabling Infrastructure and cable pathways
- Network Switching
- Uninterruptable Power supplies and associated EM Circuit capabilities
- Telecom Closets (Racks, Power, Cooling, etc.)
- Sound Systems
- Clock Systems
- IP Phone System Interfaces
- Fire Alarm Interface
- Monitoring Agency Dialer interface
- Door Access Control Interface
- Lockdown Procedures
- Visitor Entrances
- Visitor Badging Systems
- District Email and Text Software
Project Budget
The available Smart Schools Funding for the Sound System & Automated Lockdown System Project is $2,217,365.
Facility Sound & Lockdown System Cost Per School
Emma Chase ES $161,339.87
Cooke ES $260,922.31
Rutherford ES $229,233.75
Middle School $330,996.40
High School $433,106.80
St. John’s School $345,266.85
New Bus Garage $34,336.06
Totals $1,760,865.97
Public Hearing
The Board approved the addendum at their regular meeting on April 25, 2023.
Public comment will be from April 25, 2023 – May 31, 2023
If you wish to comment on this plan, please contact:
Kimberly Gordon, Director of Information and Technology
kgordon@K12mcsd.net or 845-794-9430
A public hearing will be held on June 1, 2023