Key Takeaways
- The Newberry Community School Board approved a one‑time technology plan costing $64,670 and a recurring monthly IT services fee of $5,594.
- Newberry Community School (NCS) will receive 468 Windows computers, 273 iPads, 118 classroom support items, 21 cameras, and 49 desk phones from Alachua County Public Schools (ACPS), with some devices to be returned for cost savings.
- Licensing for Google Workspace and Microsoft 365 must be purchased separately; the total first‑year IT expense is projected at $131,888.
- NCS will partner with ACPS for food service, eliminating direct costs while retaining the possibility of keeping current lunch staff who remain employed by the district.
- Current enrollment stands at 434 confirmed students (including 75 kindergarteners) with 86 seats remaining; the school will be considered full at 520 students, triggering a wait‑list.
- A kindergarten kickoff event is scheduled for May 6 at the Municipal Building, offering two sessions (3 p.m. and 6 p.m.) for prospective families.
Technology Asset Transfer Overview
During the Monday meeting, Eric May of Emerald Data Partners presented the IT infrastructure plan for Newberry Community School (NCS). He outlined that NCS will inherit a substantial set of technology assets from Alachua County Public Schools (ACPS) to support its opening and first‑year operations. The transferred inventory includes 468 Windows‑based student computers, 273 iPads, 118 classroom support items (such as printers and projectors), 21 security cameras, and 49 desk phones. May emphasized that these assets form the hardware backbone needed for classrooms, administrative offices, and common areas.
Allocation and Storage of Computers
May clarified how the computers will be utilized: 400 units will be deployed directly to students for daily instructional use, while the remaining 68 will be placed in storage as spares or for future expansion. This allocation aims to ensure a one‑to‑device ratio for most grade levels while maintaining a reserve for hardware failures or accidental damage. The recommendation to return certain devices—particularly the desk phones—to the district was made to avoid unnecessary redundancy and to pursue more economical communication solutions, such as VoIP systems, which could lower ongoing expenses.
Licensing Requirements and One‑Time Costs
Although the hardware transfer covers much of the needed infrastructure, certain software licences must be purchased separately. Specifically, NCS will need to acquire Google Workspace for Education licenses and Microsoft 365 subscriptions for staff and students. May presented a consolidated one‑time expense of $64,670, which bundles these licences, associated labor for setup, security hardware (firewalls, antivirus appliances), and the purchase of a physical phone system to replace the returned desk phones. Board member Lacy Roberts confirmed that this amount fits within the $80,000 earmarked for IT infrastructure in the school’s original startup budget.
Recurring Monthly IT Services Fee
Beyond the initial outlay, the board reviewed a recurring charge of $5,594 per month, effective August 1. This fee covers ongoing IT services that do not transfer with the hardware, including a managed security bundle, continuous cybersecurity monitoring, user‑awareness training, and help‑desk support. Roberts noted that the annualized cost of this service—$67,218—combined with the one‑time payment yields a total first‑year IT expenditure of $131,888. While the startup budget accommodates the first year, she warned that sustaining the monthly fee beyond year one will require revisiting the budget after actual usage and expenses are clearer.
Board Approvals of Technology Plan
After discussion, the Newberry Community School Board unanimously approved the one‑time technology plan, capping expenditures at $64,670 for the school’s opening technology needs. In a separate motion, the board also unanimously endorsed the recurring monthly IT services, authorizing up to $5,594 per month for the stated support and security package. These approvals reflect the board’s commitment to establishing a reliable technological foundation while exercising fiscal oversight.
Food Service Partnership with ACPS
Turning to non‑technical matters, Roberts recommended that NCS partner with ACPS for its food service program. She read a letter from the district indicating that, pending a mutually approved written contract, ACPS would provide breakfast and lunch meals to NCS for the 2026‑27 school year, operating the charter school as a site under ACPS’s School Food Authority (SFA). Roberts highlighted the cost‑effectiveness of this arrangement: contracting a third‑party vendor would still leave the school with a net loss after reimbursements, whereas the district‑run service incurs no direct cost to NCS, functioning as a flat‑fee agreement.
Lunch Staff and Operational Details
Vice Chair Leslie McGehee inquired whether NCS would retain the same lunch ladies and lunch procedures currently in place at Newberry Elementary. Roberts clarified that while she would not oversee the lunch staff, ACPS would determine which employees continue to serve at the school. The district expressed intent to prioritize hiring those who wish to remain in Newberry, but those workers would remain ACPS employees, not NCS personnel. Chair Derek Danne thanked Roberts for initiating the partnership, noting the historical challenges between the two entities and expressing optimism that collaborative food service would benefit both the children and the wider community.
Enrollment Numbers and Capacity
Roberts then shared the latest enrollment figures for NCS. As of the meeting, 434 students had confirmed their seats, broken down as 75 kindergarteners, 97 first‑graders, 110 second‑graders, 87 third‑graders, and 65 fourth‑graders. She noted that roughly 86 seats remain vacant; the school will be considered fully enrolled once it reaches 520 students, at point a wait‑list will be activated. The two‑step enrollment process—initial application followed by seat acceptance—was reiterated to ensure families understand the timeline for securing a place.
Kindergarten Kickoff Event
To engage prospective families, Roberts announced a kindergarten kickoff event slated for Wednesday, May 6. The event will be held at the Municipal Building, 25420 West Newberry Road, with two sessions offered at 3 p.m. and 6 p.m. to accommodate varying schedules. The gathering aims to provide parents with information about the school’s curriculum, facilities, and enrollment process, while also offering an opportunity to meet staff and tour the learning environment. This outreach effort underscores NCS’s commitment to building strong community ties ahead of its August opening.