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District IT budget rises for online testing, backups and device replacements
Summary
At a work session, district staff outlined technology budget increases for the 2025-26 fiscal year to cover online testing, device replacements, backups and new software licenses; board members discussed paying some items from capital funds and asked for further cost-reduction ideas.
District staff presented a preliminary 2025-26 technology budget that anticipates higher costs for student testing platforms, device replacements and third-party services.
The district plans to expand its PowerSchool suite to include SchoolMessenger and SafeArrival and to move emergency-closing notifications into PowerSchool, a staff presenter said. The presentation also listed new or higher recurring costs for: additional QuickBooks licensing; increased litigation-hold and e-discovery support; SysCloud backup storage for Google Drive and Microsoft accounts; mobile voice and backup internet services; and device-management licensing for iPads (Jamf).
Why it matters: Online state tests are now computer-based, staff said, and some existing Chromebooks are too old to support required test software. The IT budget proposal therefore includes Chromebook replacements and a line for new interactive classroom boards after trials showed some mounted boards were more reliable and cheaper than projectors.
Key figures and vendor notes
- Staff said the average replacement for a battery backup unit is now over $8,000, and the budget was raised to reflect likely replacements. - The presentation included an extra $7,200 for SysCloud storage tier increase. - Staff estimated roughly 1,000 Chromebooks in the district are near end-of-life; the proposal budgets for replacements to support online assessments (PSSAs and CDTs). - A service the district currently uses for campus-wide mass notification will be replaced by PowerSchool in mid-2025; the interim year carries an $8,500 cost that could be one-time if the transition completes in July.
Board discussion: capital fund vs. general fund
Several board members asked whether some or all of the proposed purchases (printers, classroom boards, Chromebook replacements) could be paid from the capital fund (CapEx). One board member noted the district has “about $8 million” in capital reserves and suggested moving eligible items there; administration replied the district has a capital plan through 2026 but not for the full balance.
The IT presenter said the department has shifted some services in-house to control costs but that litigation-hold work and phishing remediation are driving an increase in billable support costs.
Ending
Board members challenged staff to find additional savings and to identify which items are one-time capital purchases versus recurring general-fund costs. Staff will return with refined numbers before the board—s April budget vote.
