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Bethany board approves amended budget, encumbrances and HVAC replacement bid as part of capital plan
Summary
Bethany Public Schools trustees approved an amended 2024-25 general fund budget, multiple encumbrances and accepted a bid to replace 12 rooftop HVAC units at Earl Harris Elementary as staff outlined a multi-year facilities replacement plan and building-fund outlook.
The Bethany Public Schools Board of Education on April 14 approved an amended general fund budget for 2024-25, voted to authorize several encumbrances and accepted a bid to replace 12 rooftop HVAC units at Earl Harris Elementary as administrators presented a multi-year facilities replacement schedule.
Board members approved the amended budget and encumbrances to ensure staff can encumber ongoing projects before the fiscal year ends, and they accepted a contractor bid for the HVAC work that staff said is needed for units more than 20 years old.
District staff told the board that, after accounting for collections and projected carryover, the district is expecting more revenue than initially budgeted and needs authority to encumber additional funds so planned capital and operational work can be completed. A staff member said, “Right now we’re showing … about $131,000 left to encumber,” and later projected “a $4,300,000 carryover in general fund and a $1,500,000 carryover in building fund.” The board discussed how a potential $1.5 million track and bleacher project would draw heavily on the building fund and that staff would present a range of options to limit that cost where possible.
On the HVAC work, staff described 12 rooftop units at Earl Harris Elementary that are over 20 years old and recommended replacement. The board voted to accept the bid from the Hardesty team to replace the 12 units; staff said the work would be funded from general fund encumbrances and would be one of the larger projects covered by the carryover amount.
Votes and financial context: the board approved the encumbrances and budget amendment by roll call and accepted the HVAC bid by roll call. Staff also presented a district master replacement plan that lists projected replacements for flooring, parking lots, technology (teacher devices and classroom displays), vehicles and HVAC units; staff recommended pacing replacements over several years and using a mix of general and building fund sources depending on the item.
Board members asked how much of the replacement schedule would be covered by non-building funds and were told technology and some other items would be funded from general fund and Title I where appropriate, while major capital items and certain custodial/OSIG premium shifts may fall to the building fund. Staff warned that some insurance premiums (OSIG) could rise and that custodial costs might need to be reallocated between funds.
The board did not vote on the proposed track project during the meeting; staff said they expect to return next month with options and cost ranges for track/bleacher work.
The approvals give district staff authority to proceed with the encumbrances and the HVAC procurement while continuing to refine the district’s capital priorities and funding split between general and building funds.
