Reader

with frequent activities they're talking about outdoor entertainment I just don't see this as the proper use of that facility of that building being a commercial destination for eating and a lot of outdoor activities year-round thank you any other public comment okay moving on to the next project which is 1,100 South University Avenue the applicant would like to step forward and make their presentation we're just the first time we're doing this so that's fine thank you this is a 1,100 South University Avenue project I believe currently known as the Vic village South Design Review Board project number Dr 19-0 0-3 again I'll give up my my brief summary of a zoning review and compliance with the downtown design guidelines but first a quick introduction this is [Music] I'm sorry this is the project that takes up most of the block on the south side of South University between East University and Church Street it'll redevelop seven Lots with a 13 story high-rise building student-focused housing above some first floor commercial space with two levels of parking below they will use the residential and the affordable housing premium options to get close to nine hundred percent floor area ratio access to the parking garage is going to be either off of Church Street or Eastern University the included design plans have access from church street that may be switched to East University I let the applicant speak a little bit more about that a cursory review of Zoning indicates that it does or will comply with all the standards areas that should be confirmed are the the massing articulation and regarding site planning we found that all of the subcategories for site context and site planning do apply they are providing the urban pattern and the features in urban patterns and forms that enrich the pedestrian experience the site layout does include some open space particularly in front of the in the thin strip in front of the buildings and at the corners that have appropriate urban qualities parking driveway service areas have been designed for minimal impacted pedestrians we would note it's not zero impact but they have been designed for minimal impact there is a pedestrian connection on the south side be in sort of a mid block connection for the buildings one of the the premises of the design guidelines is for the building to be reflect the character of its of its area and I would say that the South University area is really no longer a low scale neighborhood when we're talking about buildings on South University so in in that sense this building does fit in with its context there is one existing and remaining lower scale building but from the renderings it does not appear that this new building is looming or hulking presidents it appears that it can fit nicely within we find four building elements that all the categories are applicable and that they do provide a strong Street edge and street-level entries and a high level of first floor transparency and I understand that the applicant is here to give a brief presentation I will use them like I've heard to use the mic thanks Alexis my name is Sean Rivera the VP of construction for Hugh's properties where the developer of the project with us is Pat fix with the owner as well and we have Diane McIntyre and Dave NIMS with the architect who are going to be discussing more of the design items I just want to give a kind of a brief overview of where we're at how we're moving forward so there's obviously a lot of information that is missing within the package such as unit counts things along those lines and the reason for that is we met with Planning probably about a month or so ago as we started to discuss this project primarily as it had to deal with how we were going to handle the curb cut issue and one of the things that alexis recommended to us and one of the things that we like to do with our projects is to come more than once to the design review board so we primarily wanted to come forward because the curb cut issue while will affect a little bit of the of the facade there as you go down East University if it gets moved to there the primary aspects of the building will not change on the front facade aspects of this building we are in the process of working with engineering and planning and the DDA to evaluate the curb cut issues we're gonna also discuss and go back with the architect and our ownership team to talk a little bit more about how it where we put it at how that impacts the overall massing of the building overall impacts the FA are that we're able to achieve as well I think Alexis's report states about 785 right now and we really want to look at maximizing the affordable housing component and maximizing the overall FA are all which is done with 150 feet that we're allowed in that area so primarily want to come forward get your initial thoughts and views in regards to what the renderings and the elevations look like our intent is is coming back again for a second review once we have finalized the full unit mix the floor plates final elevations based upon some of your comments today as well as depending on where the curb cut is at and with that I will hand that over to the architect to talk more through the design aspects and then obviously we'll answer any questions you may have Thank You Shawn good afternoon my name is Diane McIntyre with Hobbes and black architects here to speak on the Vic village south project as Alexis and Shawn explained this is a 13 story high-rise it is located on the south side of South University Avenue we are flanked by Church Street and East University Avenue and I'm going to take a moment to walk you through the site plan and floor plans quickly and then lead us to the building elevations and perspectives there we go here showing the site plan on South University Avenue and to orient yourself this is the current location of the PNC Bank and we're also flanked by the good time Charlie's building good time Charlie's of course staying and the other one and two-story buildings on that block would become the proposed residential high-rise and if you've been around in Ann Arbor for a little while you've probably seen all the development in this area predominantly student housing high-rises on South University Church and East University and these are some context photos as we go around the site different university buildings student housing high-rises still an eclectic feel for some buildings that are remaining we have pizza house and as we move down the block obviously the University towers China gate and here we are at the site plan again which begins to show you that the proposed building is looking to extend to the property lines along the north and west and currently we have the garage entry located along Church Street and as Sean mentioned we are looking at the possibility of you know pros and cons of this location we have shown or also these East University side of the building and this also shows the pedestrian walkway that will connect mid-block both the East University and Church Street across the South portion of the building two levels of below grade parking are proposed with the first floor predominantly retail and commercial space bike storage as well and as we move up the building mostly residential and also some amenity amenities faces as well and up at the top level level 13 predominantly amenities faces and rooftop patios so you can see on the elevations and I think it may be clearer on the perspectives but the use of materials is predominantly brick and there's also metal panel materials at the vertical recesses that run through the building changes and brick colors there are three different colors and we'll see that later and then the top floor predominantly more of a glass material that's stepped back further than the rest of the building facade there's also the primary entrance the residential entrance upon South University Avenue not right at the corner of South University and Eastern University whereas that space would be dominated more by a retail presence and an outdoor open space this is showing the back or south side of the building and then we're going to look at east and west quickly a preliminary section of the building showing the building height at 150 feet above the grade plane and the 150 feet is - not the so much the top of the building as the top of any mechanical screens and would also incorporate the elevator over run as well again the different brick colors from nutmeg sienna evany cast stone elements and then the perspective of the buildings showing some of the surrounding buildings as well with a dominant glass vertical architectural feature at the northwest corner of the site directly diagonal from the Dennison archway at the University bit more of the facade on the north and west sides showing predominantly brick materials and I also see good time Charlie's and I think as has been discussed before a two-story high street wall at the property line and then a step back about five feet after that point for the third through twelfth floors with another step back at the top floor and I believe that may be the last slide so I would welcome any questions you may have well the curb cut is that it's a concern because there are three curb cuts in a row there is that the the challenge I'll go back to the site plan all right right so on the east tonight of the site you'll see what's currently a service drive which would have its curb cut and this is also a shared drive with 611 and and then this would be a curb cut for the residential parking and then there's also a curb cut currently for the good time Charlie's site right here so it's three curb cuts in a row with some pedestrian islands in between there are pros and cons to putting the curb cuts on either side over here where we shown a proposed curb cut there's actually quite a bit more pedestrian traffic that we would need to consider obviously safety is a concern so we're looking at both sites now and we have a traffic analysis that's helping to guide us so it's working progress and we're working with them to give us some guidance on occasion just this is really a minor point but why you had that that that plan up it looks to me like all your doors on the South University side swing out is that what you're intending you know those doors I guess could swing in or out and I think they disappeared if we had them swinging in at this point on the site plan so I think bicycles are gonna love that and I don't think it was allowed to swing out into them now that was just a minor the first thing that caught my eye is that that corner that is framed as you walk through the barrel vault from the diag it's the building and self you and east you and and I just wonder you it is you worked it out I know that an entry the entry then that just on that previous slide that is on South you this is this real elegant two-story precast piece that looks really nice in and so that is your primary entrance to the bulk of the building because it's perpendicular to the corridor system and and doing something like that at that corner that we're looking at would be more difficult because I think the corridor system would need to become diagonal or do something what was that the challenge they did their corners is such an opportunity because it's so perfectly framed as you're coming through the barrel fault and a whole South you emerges as you walk across the dike it's the first thing that you see in in being the first impression of the building and it just seems like an area that you might be able to give more thought to part of it in regards to the mid block is obviously when you deal with the core aspects of the systems for the elevator said obviously guys a lot of it from the student perspective where they entered the building they're gonna learn where they need to enter at the building at in regards to the corner aspect because that first floor retail tenant is there we wanted to make that corner via a regional tenant to be an active corner from a retail perspective so the retail tenant there will be able to have that area that's look at which plan it is but they can come out activate that corner and activate that as you come in part of the reason why we did the glass there was to for that aspect to draw your eye to that corner as well but to utilize that as a main entrance into the building just doesn't have a lot of that you lose a lot of efficiencies by doing that yeah I'm not worried about the students I know they'll find it and I know they'll fill it but I I do worry about it it's the view that we get of the building and as we walk across the dyeing and it's our first impressionist we're also headed east on South you it's the first tall building we're going to see in that corner is really critical are you a knight I hate to give it over to whoever of the retail person as for their advertised awning and it just seems like architectural II it's an opportunity that you're not taking and I know it's it's difficult the rest of the building is really elegant and well done I just wish you could think about that corner some more make it a little more special okay we'll put a clock on there for Bill I just don't want to walk through the urgency Starbucks I want to walk through their sin see something that is iconic of Ann Arbor and a part of the architectural language is a building yeah I completely agree with that comment I this is such a great opportunity for this corner and when you look at in a plan and you see the social work building pulled back and there's actually sort of a recess almost in the northeast corner as well and then you know I I really like what you've done with the glass and the corner you haven't tried to mimic the arch and put a you know I think of you know angled wall at the corner but you let it be a little bit light and with the glass going up but then that the base I don't know if that's dick is where you're you're having the issue but just what to do with that corner it seems awkward the the plan seems that nook that niche seems a little mean like so little you know it's it's not not symmetrical it's it's a little narrow I don't see people cutting through there very well but if you could take that corner and again that I don't have any great answers for what to do there but to do something that that reacts to this very important corner at this important intersection of University and not just you know have a little nook with a one little door in it you know it seems like it's understated suggesting that that that you try to reorient that that's a main entrance to building could it could still it still will be the entrance to a tenant that tenant could be thrilled if it's even something more dramatic right that's how it is come in and swing a door and you go into the space you got a lot of opportunities to do something really significant there take a look at Clyde for clarifying what portion we were talking about so yeah yeah I think I can speak for dick I think he was saying you liked the entry to the students the materials and the presence of it and just doing something that's that kind of statement at that corner not moving though yeah the entry on the North elevation of the flat elevation is really well done it's very I think that's a real nice touch and so something with the same mindset at the corner where you know you'll you'll find an opportunity yeah I well we're talking about that portal there I like it also I don't I think it's a bit awkward the way it the brick to the right of it comes in it's it's seems a little bit stuck on and I was wondering if if the it could be reworked somewhat so it's a little more by itself if there's a you know you've got these vertical I don't know those are those are glass glass and metal panels that go up between the brick is that right yes between between sort of the brick facade pieces right it must be yeah yeah the base of those columns there's a dark all right no I was talking about either like to the right yeah right there then you've got another metal and then you've got another one a little bit over on the far side but here it just if maybe if that apartment could be a little bit more set off and not just sort of a side of the of one of these these segments you know it's just it's off to the side there so maybe just look at that the other thing is for that entry I don't know if there's any opportunity to because it is very flat the whole facade is very flat you know is there an opportunity to push those doors back to create a bit of a recess for the entry and then pull a canopy out so you get kind of that feel where you're walking down and and suddenly you're you're getting a little bit of a deeper and more protected entry probably you're gonna have to swing those doors out probably looking very similar while we down on the the other side where that main entrance is set back a little bit there isn't an awning per se there by pulling that entrance back a little bit so you create a little bit more of a more inviting and it's not just BAM right there though it's just you know I'm really happy we've we've seen a lot of buildings in this district and more than one of them with you Sean and and sometimes in the past the material changes are expressed with just maybe a four inch reveal here and there and in-flight elevation they look effective but but in in perspective and in reality they're there they remain flat in that didn't happen here I really appreciate that the floor plane is actually changing and they're deeper reveals and so where the materials change it expresses an actual mass I thank you you did a real nice job with that I appreciate it I hope you keep that and not let it like flatten out as you're as you're developing it reveals a question on the East elevation is that setback from of that building property line from this short building is there as you get are you set back from that property line question is if they build another building up against it sometime we're set back about five feet from that property line and we were looking at the design of those units to not have to have windows on that side and we do have quite a few shown but we're aware that we're sure someone could build right up to the property line and that happens more often than you'd like yeah I'm not sure if somebody were to build up to the property line on that side whether there would be some code related issues as far as the firewall requirements yeah once they get they would have to pretty much set back in order to have any windows unless they went up with a complete block building but then obviously that poses challenge and how they constructed cuz they have to encroach on our property so obviously at the first two levels it's not hard because you're building right against the other building and once you get above we can set back and give us that five feet we need in order to scan our building brick the building all of that we just did that with the University of Michigan credit union building that they have right next to us on the north side where we stepped it back so we didn't have to encroach on their property or vice versa so yeah that definitely becomes a building code issue well when 101 North Main got developed there were some window this is the building at here on an Main Street another house in black building but there were windows in the west wall of that building and the planning or the building department or planning department one of the other made certain that the developer knew that if another building got built next to it which now the hotel is there that they would lose those windows and that they would have to make them comply with the firewall required yeah we set that far enough for building code issues by Vitas and then we didn't want to create the East facade to be too blank although we're well aware that how we designed those units along that East facade we were having most of them have their natural light coming from the north or the south just in case right looks like that Lobby or the corridors get the most of the windows for their larger the setback the larger the percentage of glazing you can have on that wall is it 25% for five feet so I think it is 25% from what I recall looks like I think that we're right at you're right okay well I really like the treatment of the lower two floors the weight that has been articulated it almost reminds me of separate buildings rather than you know one long mass so I think that got handled really really well I think there are some knifes canopies also that may be kind of hard to see only because oh gosh things become so small at the scale but we've tried to incorporate canopies all along here yeah let's get a blow-up of one I think on one sheet and on the brick yeah like know that there yeah the I would echo what Jeff said about the almost two separate buildings I feels like you haven't overdone the kind of layering of brick you know that's that you've you've done some of that or the lighter brick over the darker brick but it's not it's not overdone I had been thinking I almost wanted to see some variation in the height of that street wall pieces but I'm you know I'm a little torn on that I think one of the comments too that was made in Alexis's report I think Alexis you and clarify your intent if my understanding was correct is that the when I go back so the portions like we have along the front there where that cornice is that having a very it was your comment there are varying that cornice was that one of the comments I read because if that's one comment obviously we would like your guys's thoughts on that as well I did comment that more very haste variation in the height of cornice lines and projecting features to express the different modules might be considered I actually was talking about the height or the very top of the building but I think the same would apply to the height of the street wall my personal opinion is maybe the street wall doesn't need as much change in height because it is lower literally lower but the top of the building was a pretty solid line of top of building and for almost the length of a walk and I thought a little up-and-down vertical might add interest but I'm a planner and not an architect I do construction I don't design like what was done in the West West facade there's a little bit of variation what's your timeframe on this so our intent obviously pending the one we get back from engineering and planning and is hopefully we will come back in May with a with the overall redesign of the building and then obviously that will kick off the site plan process and that usually takes about six months I think now Alexis or somewhere in there you know we're looking at trying to start demolition towards the end of the year that would be what we do what we're looking at obviously that's all pending site planning all that process per meeting with the city obviously but that's kind of our intent right now thank you looks good I think through a few times we've learned yeah we will be really definitely coming back again we wanted this preliminary to get some of your preliminary views so as we move into the final configuration the building obviously once we know the configuration with the the curb cut we can finalize the building massing we've just finalized with our operator our unit mix that we're looking at so now how does a black can go back try to relay out units as well so we can finalize what that all is going to look like and then we can come back with more robust information we'll have obviously more views of what depending on what church looks like well if the church looks like so on and so forth a lot more of those pronounced elevations from what I heard that that corner is probably the biggest definitely be looking hard at that corner thank you Thanks at this point we can entertain comments get this down near me thank you it might work okay thank you again this is a character overlay district on South University and what it says in in the zoning ordinance what it says is as this is a mix of building types and sizes with retail uses on the street level and relatively narrow lot with the intent for this district is to maintain a variety in scale would design the reflects the small scale widths and heights of buildings though and look at the look the taller portions of buildings are to be located towards the interiors of Lots away from any lock lines and any sidewalks the south university character area lies just outside the DDA boundaries and adjacent to neighborhoods the intent for this district is to maintain a variety of small-scale commercial and retail enterprises mixed with some residential uses minimizing the impact on nearby residential streets this project does none of these things I think actually it's a very good example of doing the opposite thank you any other comments next item on the agenda is if there's any Planning Commission communications there is not and I would have deferred in the interest of time anyway yeah it's okay all right and then no communications I assume oh no there was one sorry that was going on the letter there was a letter from any other public comment on anything further okay then I believe we are adjourned thank you very much and thanks for being patient and going over you

Ruby could speak more to that I don't have the latest numbers but we can happen though there were more students signed up for ASL than for French there's a there's a huge push and there's a huge push it was just a big article in one of the major newspapers the other day on ASL and how it's just in the country and how colleges are you know it's accepting that credit and there's a great interest you know so we have you know if we can't hire the ASL teacher and have that program go forth we will have to change French no we have students we have students who are taking Christ but we have we just have to have more of that time phrase okay thank you what's the board's reasoning for putting ASL before something like Chinese let's say they're you know a large section of the world right and economics and everything like that is trending in that part of the world and people that are maybe between 12 and 16 17 years old or going to see a big influence of that culture and let's say of that language versus no daresay a smaller population of ASL speakers ASO is actually the fourth most studied language and couches studied study about use-apply is this like a liberal arts thing no this is this something where people want to take it because it's it's a trend or something that is accepted it's just the Chinese understand slide that's more important we're going to put $5,000 for that versus something where populations in the world is poised to be very relevant here there was many surveys done actually to determine what will third additional language I can't go to the whole language would strike the most interest and ASL was above the top the top priority for both students and community and parents as well if the interest is not there we could have all of the teachers you know that we had and the classes wouldn't get filled in addition it's easier to find ASL teachers than it is some of the other language teachers so again we can offer it but if we can't fill it with a language teacher then it's useless classes what I think you said everything what I've done touched on it is the the surveys it wasn't decided by a teacher or by administrators it was just the survey was sent out to students parents and community members and it was for all three groups overwhelmingly number one there was also a great presentation by mrs.

Holly given to the Board of Ed I don't remember the date but it's probably very informative and it wasn't even just based on the surveys it was it was data in there to support it I know that you driving for a third language in this little skirt but number of years it's been a long-term goal we've also been pushing for having the language lab in the middle school and expanding that programs that one a priority over you I know that the world language lab in the middle school requires more capital funding is there well if we can't put a world language lab in the middle school that's commensurate with the one that we have put it in the high school we that we could do a workaround for the time being it would be it wouldn't offer all the opportunities that the world language laughs with flute offer but when we came down to looking at how to prioritize things we spoke with our common our technology directors see how we could you know put something together to get by through this next year if you know it's not going to afford students the same opportunity as the language lab but you know we have to make tough decisions there anything can expunge it that is it being included in this budget because it was cut last year with the reduction that's not being active is being this year's budget because it was cut from last year's budget um well what language that was taken out of last year's production since back in this year at least what we do the lists will start to consultant priority approving the budget service but I think that's about it so what would a 2 percent decrease from the format requested budget how would that impact you guys overall 2% increase speakers decrease from here the department requested budget was currently being requested from the department might repair did you need more education hundred thousand dollars we'll start there Wow it would be okay I'm serious $800,000 quite frankly meet last year to achieve the five hundred thousand average savings we did a lot of efficiencies Trude as much as we can we don't have anymore secretary positions or custodian assistance administrative positions to really reduce that much $800,000 there were positions not only you looking at positions you're probably looking at teachers I will let superintendent to work looking at increasing class sizes as we produce teachers we would still have to be specifically the areas of special education the three to five positions which is two pairs and three teachers still need to have those to be in compliance oh we have to have those so we have to look in other areas where we have to meet procedure cuts so you're increasing class size you're lessening program offerings soon that's what would happen Seabees drinking at just know are from our process would you would dictate our process and whatever you say is the number we would have to go back to the drawing board figure figure out what we do but what you would do could also help dictate what what draw number that's I mean I'm telling you yeah uneducated to get to that number you have you're talking people in eighty percent of our budget is people is a service-oriented business so there isn't more toilet paper to cut there isn't more copy paper to nut and move away from anymore we reduce a Soviet position administrative position of secretarial position Clark positions last year with a five hundred thousand dollar cut that you're talking about so we've already gone on the human side of things and so we would have even go further because you know we're talking about cabling again we'd have to look at some particular materials and then we wouldn't say a horse flesh strategic plan that impacts learning because you need tools to teach gets injured measles in there has mean regular critical health so sure one of the things that I talked about last week at the board meeting was that while if you don't hear complaints from us a regular basis about the impact of the cuts that we made last year if you talk to parents and faculty members the physicians that we cut last year the the clerk's that supported special education secretary some of those positions we feel those every day and we get complaints because we're not able to deliver the services that people expect from you know a school system when we don't have bodies and it what we did last year affects us every day what I just asked about holiday you're not know so you're still not going to mess with your elections in order for those American cookie we have the five-year strategic coherence plan where we're trying to take the districts from where it was three years ago to where it needs to be in just that five year period and built into that plan if you look at are all of the curriculum instruction their learning needs for to bring the school district in alignment with the current standards which we weren't in line with and so the items everything that is in the budget that's curricular some of the end and then the enhancements of eating people is being compliant for special ed those are all part of a strategic plan that was laid out three years ago so it's these aren't things that like we we sat around and thought oh this will be really great we could do this it's it's all part of a plan that's been there and so since we have to stay on track to meet those educational goals that we in order for our students to be prepared for college compared for jobs even compared prepared to go into the military if that's what they choose to do we have to maintain the the program development that we set out to do so do we need those positions that we cut last year absolutely but we couldn't put we can't have everything so we could put those back in and take away from the strategic plan which we have to complete because we're already thinking about what the next strategic plan will be because we're coming to the end of this one so I don't know if that if that helps yes it enrages one less piece thanks for saying that in case the special education those numbers are ever evolving and so with the increased enrollment with most students with special needs that's driving the compliance issues it's all kind of train of thought Ricky's number of person introduction 800 was catastrophic skies fallen there's 200 that's in here now which is acceptable so that seems to be the bid-ask if you will what is there a number that you think the point if the safe was four on before it gets you to the out of two point nine percent that we were looking at its model back and wall I mean again I know you not think a specific move over that curve so that would be an additional way you sing I just an addition to each other they didn't know it or install a corner to corner poll addition to the two hundred senators left narrating there that's like course let mary has so globe wolf my I mean we'll find it somewhere it'll will have to again these capital forward so well we'll look for it somewhere I can I sit here and say exactly where what happened now we have to go would have to look at it and I can't speak to that without the full court here because that's a decision that that has to so you said it was a bit ask right Dennis we still would like the money that you asked for it's not like we said oh that's fine I need that that the money that's been taken away so far by the Board of Selectmen is to take away from the programs that we support felt were important right you know where we would just urge you to consider those cuts again in addition to making what you're looking at going the other way I will tell you that what we went through this budget we were some very sensitive to the increase in spending year-on-year that's why we didn't put in some of those positions we scrub the status of all budget which is in your book that you receive that look at line by line to make sure there was a flaw for fat in there that I didn't find at any right so what you're looking at is a sense role budget that's basically flat year year or contractual purposes plus this list - that's all it's something so that says if you're if you're going to reduce from top level it will definitely be fewer teachers administrators staffs or custodians nurses somewhere and that's going to be a heart that would be a heart bit for us to deal with let alone going the other way which is we've already taken away the things that would be good for our students in terms of new programs that the particular those those those pay me immensely and with because that's not a favorable so I wouldn't call what it did that's paramount right it's it's it's these are always hard discussions I mean I know they are because you're over here the batch rate at the same time you have to fight your schools so damage and the model right that the Board of Finance had gone through after Town Hall and since it was brought up I think it needs to be awesome that that model is not necessarily for you to put stock into right but more of a Board of Selectmen Board of Finance tool to gauge where we are in relation to where we think we need to end up when the school project comes on board everything like that in favor throw that out there if we do talk about the models and unnecessarily that the Board of Education because you don't need to follow the guidelines right and it's just this is something that we need to keep in mind when we were evaluating a town that that service the Board of Education the whole package but you're actually what you're saying is you'll never meet the model because what you're adding it not with the necessities blows the model out every year you can't pull back any of these positions these aren't any one-time costs so this milling in five is going forward every year when your model only shows a million going forward every year so how do you what's the million five million five is you can't claw back that's going to be included in the budget every year a million times of your assets right now your teachers they're these 20 other these positions are one-time they're all gone over all your salary increases are eighty percent you just talked about or send your gum that was on the hall it's that angry these positions now weren't in the mouth but they are in the mountain now as opposed to club is resource and talk about 3.6 3.7 so these are positions that are going away these are positions that are always going to continue to be there so we don't have like a net crawl back anywhere so as this goes how do we stay within the model how do you stay within a million dollars spend every year because you're spent there's on the ability of dollars all right it goes up for about a million to every year that just spends in the mop in the model then we sold the school line then we we basically say nice numbers the border that never ever and I said I agree they didn't commit to recommend a sound we looked at the depth that we could carry we look these numbers that we could carry and that that is our cross to bear after we have this discussion with them when they present the needs of the school and then we go their deliberations and see how what they're asking for with the words that we put forward for this department essentially fits in with the whole plan of the town I'll agree with that but also we didn't account for the 130 teachers pension we didn't account for a $300,000 decrease of ECS the town takes a hit monsters from another four hundred thousand dollars built into town expenses that aren't on this side so this is where I think Dan doing the muffler's we got a plea support of the school's total in the new school heartless thing we supported a unified force everybody preached new school nobody was negative and here we are with these decreases ECS and everything the model becomes more important to be in down the road here in this state try to stay closer than 3% increases to me that's what we thought my finding build this model if we weren't like making it - based on the border financed besides the size to make reductions to be in line with this model than Soviet but that's not the point of the meeting tonight to hold them to let that model set the point of tonight is to understand the needs of all right I agree that Amelia that's not gonna head of the SS and I understand ideally we would understand the impact of this would be that this couple exactly disagrees with me that agrees but I understand that without going back to this so so so it so in a sense it is out of the number some way the vacuum tube it to a slot and that's just the way it was yeah I tried to do that while I was sitting yeah I'm in a hole one year and it was really hard because you just can't find yourself trying to make decisions with two equal pieces is more to that and the Board of Ed that might hear a lot when i was yougner sure about so I'm gonna disagree a little bit I think the meeting is about we're trying to say hey we're trying to hold a 3% and we're looking for them to say maybe we can help we support the schools we're asking for like a 3% is a number we're looking at what can they come back and come back to us and say hey we've really looked at this and we understand the position you're in we understand the position you sold the town well you know I think it's a process different question becomes a different approach to this as well that's the approach that kind of you know that we're all in this together we're all in this is a town and we built this thing to look for we went through these things these models and everything else and it's 3% why I can't be safety what were the 3% marketing what would that really impact is 40 something million dollars it's not a lot of money to get down to 5% at what 5% we're not talking the end of the earth what can you do to help us what can you do that help us to maintain our goals that's right Rama look do you think that 3% something that has to be as generator I think we built a 20-year model you can't get the first year back throat a mile away garbage you can't get your one out of the gate right there Joe I would never be able to been getting on your first yeah no I understand your point but part of the challenge we're hands and that's to be very frank what we're in a interesting cycle with special education that as you know last year grow up a lot of costs and this year and this year interestingly enough what we're going through the current year we're seeing exposures due to special education and as you can see in this budget for next year we're seeing exposure to the special education those tend to come and go over time having washed it over many years I mean I am hoping that there's a point where we go over the topic we don't have 30 kids and under source in and out place positions because of the nature of the finding of the kids and the things and we get money back in those years so I don't know whether 3% in a world where you're in this increasing situation with special ed is necessarily the right answer it might deal in the long run that you have somewhat limited we have some high years and you know some low gears so that's point number one point number two we are in a position where we have strategic plan to try and invest in certain things in the schools that will make our schools better that was part of the 5-year plans place is rolling out new curriculums they're statewide curriculums and things we're doing it that was input into your mind it wasn't so that's a that's something that I know floats slightly above the model and I don't know how to blend tell you that we could go take out other programs to compensate for them that's that's how it would be a struggle though it means I take away from our kids I think we should worry about all right let's go back a specially track is special that I think that's special that has increased the trend is its increasing for the past four years I bet you see significant increases so to say we're gonna see a drop-off we're seeing I don't foresee that the trend line tells me that's always going to be a crunching then the school system from the point of the spending and across what you should do go on so don't think I'm not important but the trend shows and the demographics of the town with these we're bringing in these apartments and everything else the trend is your at your special that's going on we've shown in every graph that mr.

brill shown with last four years this youngest one to say that we're gonna see an ebb and a flow I think is maybe but I think the more more line is it's going to increase every year I don't think we're expecting to see fewer special ed students I think what we're hoping for is to be able to service them in-house more more than we can now - right but I see I lived through that too I lived through the outsource the other two insourcing I lived through that that growing up I lived through that we're gonna bring it in-house we're gonna reduce overheads by so much you know outsourcing let me brew overheads what you had to because you have to meet I still think it's increasing thing it's increased every year that watch this number is increasing I've never once said one of these meetings in the past five years in her special that decreased and I gotta live over 15 years I have that's why I well they're also dealing with eight percent like different things and I were up to thirteen percent correct and your T's forty percent so that eight percent yes I agree but now we're at a new era where 40 percent it's a whole to me as a different that might be I just that they all you need is a handful of the whole place kids and then changes your equation for doubtedly so that's why again I come back to this model and trying to hold it as tight as possible position does cost you can't control and that's what we've got a garden yeah cuz and without this list we were at three percent Oh I just wish we didn't have these outside influences house my backup said yeah I had some questions so the pre-k teacher [Music] so this broken down in a binder with salary and benefits so that's the other question it seemed anticipated budget adjustments at $140,000 for the world language lab and those how does that impact the ass 104 thousands total weight 104 thousand is an offset 25,000 to be for the Chromebook revenues and 79 thousand one hundred eighty four hours from the non lapsing fun okay so that's why I said me yep yes world hangers I chose of the new all right this is a 2000 that's not the world that much lettuce is believe it or not that's mostly the software and some Chromebooks with it would be on a cart that we go as a class we have asked and this is prior to us knowing even further the referendum is under pass because with that and we're having 25% the students out we might actually be able to have a will it's permanent world language left at which time we can take the wrong language the mobile lab and kind of pretty much install it into a classroom so it's not in the talking about the next year's budget proposal bottom line you know just be reoccurring job could you provide us have a breakdown of what's increasing the benefits weather-wise wider benefits is going on 425,000 the salary increases are 685 just as disproportional I guess what's just driving that I can cry thank you I think that was actually it was have no doubts I thought that was in one of the questions with education saying I can take that part of the reason it's disproportional is a health benefits increases are going up close to 80 percent versus salaries going up at 3% so why that's the biggest single reason you would see a different ality than the second piece family appliances yes so but I had the exactly right now look we are we are added entering it don't ya so lovely in two pages here is wholly asked for so I have a draft of the kafir' that we went through the tool editor today and one of the schedules is very funny actual variances and you know on the town side most of the a lot of the most of the variances are zero or four figures and on the for that side there's lots of bearings is to budget some quite large into now it's managing to a tool bottom line but on line by line and there's lots of variances that are better sizable so I'm wondering if the budget that in percents is where you met kind of night how you manage my item by line item to get to the bottom line and is it more of a a guideline that you may manage during the course of the year review but when you do look at the budgets and manage that lets you manage a line item by line on basis yes absolutely detective we're gonna get variances so dance less what we do is we actually get out of budgets to the schools at line item by line item and we put additional controls in TSO in terms of approval on things that may be brought in you know most of the budget is salary as she life example ken manages the employee benefits costs directly manages this transportation contract directly manages the facility stuff directly the schools have very individual line items that they managed but in a large organization like this stuff happens you know you got somebody who goes out on eternity unpaid maternity and you have to go hire a substitute so you know having an overrun of the substitute line in under on the salary line we're constantly dealing with that so what we have as a Finance Committee will actually reviews this every month line item by line item to make sure we're understanding why things are changing and what options are we taking to make sure we can actually care that but yeah and so are there when there is when there are overruns who's ever going to be yeah do us chair of that committee already know areas that you can pick from we actually lost some of those last night yes we improve them up there and that it actually goes to the full board and the full board has to vote that was the fun of it we've been working on our policies to nature that was tight controls with all this gone on in the district one of the things we did was put a budgetary control module and where they carry thanks to the board for budget change before this one which is that helpful but in any case we do for example we had just last nineteen that we saw some exposures on couple special ed situations that were actually increases and we had a very active discussion with mr.

post about what what are the areas that we should be freezing now right but you know Paul in a couple months left me over here so that we can make our number so very active and conscious you know focus when things like that to us including listen we're gonna have to those who freezes on discretionary like we did last year said you I hate to do that but that's that's what we had had a couple of extra students one one show up it is a desperate one more we have to send them out of district so it's it's it's just something you had to deal with constantly you know thanks I change any of those changes material enough supervise what's been presented here we asked that last night and yes thirty forty foster homes I mean it's a lesson swimming but tactical intent by the way why we've offered this in the past we would love to have one of the members of the Board of Finance come sit with us and we this town controller this is Mary Ann has joined us and it's been very productive in terms of communication and getting things done so I would offer that continue to offer that to the Board of Finance at once it'll be great [Music] we do post Animas and and we you know it's it's a great plug we do things like we review every suspended for over a thousand dollars right that's from the vestiges of problem we had a couple of years ago and make sure that where our board is actually looking at those we look at the budget reports we talk about the issues of the day we talk about the budget you know the budget process of selling to an activity fund a lot of different puffs allotted last night for example so it's a good it's a my brother I was very comforted in hearing that you have that line by line scooting on your side to be succulent so he actually said the word discretion so you said that you have some discretion when you bring out Hector you realize you you're going to be possibly have to count for additional special ed costs and you're looking elsewhere in your budget especially areas where you can pull that where are those areas it's usually supplies some supplies at the school level so it's books it's textbook purchases it's there things that I think that are very pertinent but they're things you can tactically deal with you know sliding out forty thousand dollars you have a 40 million dollar budget you would tactically manage that you'd have to cut back on some IT purchases you'd cut you know okay we're not gonna have as many new Chromebooks this year right of course you don't want to do those but it's things you have to do on one percent of your budget you know what that sort of thing happens because I was on the conference all the orders today well Dan did he finished with a $66,000 surplus so basically your way that the plane is I hope you board set which is really where do you want to be but what you also want to doing is coming up in these discretionary areas and look to say hey is this really what we need runs business and that's what we do in the budget it's totally that's exactly what we do in the bunch of manages and unfortunately the last couple of years because of special ed growth as we talked about with mr.

Romeo a couple minutes ago we have had to go squeeze out all those nice don't call nice necessary things we do in the classrooms and dr. ruby has been bending our ear every time we have a budget about me a lack of classroom library so that's what we would love to have a year where we don't have supplies right what we planned you just add John a particle last year not whatever increases especially all the uncertainty of the state budget last year and so we froze very early on the school level settings so that impacted why we had the circles so early Oh son school operated have any questions or comments on the capital request the new school was approved only be looking at half over so we've Alliance that was presented as this is section seven have priorities changed when you did this budget a couple months ago right have any of your priorities changed as far as what you were planning and capital money or the these projects and then anything a pink just as a reminder with our key there goes wage I think this is consistent we will be not notice likeness cut it off than any paving and concrete course at our school is decreased that's it that's Josh [Music] just kind of a a comment for my personal ad I understand as we ask for a budget that meets the school's business and that's really where were you presented to us and you know I think it's short-sighted to cut the budget by cutting programs that have been asked for for years and we can't just we can't stay stagnant because we're trying to reach a number we need to have smart decisions money issues which is what you guys work do so I I do want to make sure that we're supporting a budget that goes out to the voters that gives us the programs that we need and progresses the stores are our goals so I I understand the 3% line of you know I personally don't feel that that something needs to move ourselves to just a for the record I'm looking at the selectmen budget the paving a concrete for senator was introduced just to sixty seventy five hundred it's completely bedroom there's no reduction completed just FYI [Music] just leave as our surprise thank you yep all right I'm gonna know now that paving at centers apartment isn't something that can get by yeah I don't think we can get by at like a better facility director of to explain [Music] noise so what we did in evaluating the the paving on this team with the help of tacked on at our our capital projects in mind we look at their base sent forth us their evaluation existing conditions so put these numbers together we utilize unit pricing sweater fluids slurry arts that will allow us to expand project based on funding that's available we also try to limit it to certain areas of section so we doing facing not knowing I was useful project marinara receipt so specific questions about quantities I think the amount that we left there was to do the loop around the back of the building correct that's the worst you just spend the need of that sure so throughout the paint area at Central Elementary School there's a tremendous amount of erosion there's been no maintenance on that parking lot and I worked here for four years and with the exception of some some hot patching cold patch of potholes we have not done any work at Central Elementary so just normal erosion and lack of a news program for that it's beyond the point where we get to every surface just about anything we do would require milling and perhaps without knowing the existing conditions underneath would require full base removal and reinstallation so again we've got anymore and I did not bring an operating center with me but the unit pricing would be Oh you know paving correct thumb again prioritizing so when we looked at paving as a whole existing conditions with with tech time that was the number one issue throughout facilities and so we went through and sectioned off buildings phasing similar to paper projects that we did that was here we have a four or five phases including doing any single project so this is one of the back this is student entrance parent drop-off rather it's a very constricted area we might not for passenger car our oil delivery we have to perforce do you have a small factory all the way around these use that with not the actual oh the combination of a combination combination because it's so narrow it's kind of rolling lay on the sides and coming narrower yeah that's New Testament so there's an what is that what's the need over the next three years today I mean obviously if this were useful once one but I mean is there a state concern is there uh is there a liability concern that that a parent's gonna drive through in Carroll out of it are sue or or is this something that'll make you know life easier but not necessarily Memphis area the next three years well this school is an operation there's an ad hoc committee and determinable to do with the property sure so along those lines safety issue because it's no longer a smooth seamless surface anywhere it's it's been broken up through the fog Frost and moisture has penetrated throughout so one is this year this time of the year's most prevalent losses in the ground frost heaves drivers pick up and they they don't settle back so there there's a tremendous amount of degradation on that paper you can pick a spot I think I think the section around the loop because it has a great amount of activity certainly there are trip hazards throw out some of those we maintain through general maintenance some grinding of concrete in the past the lower raised surfaces not really an option with the asphalt surfaces they're just they're broken so the 900,000 that was completely redo it from scratch is it yeah no I'm sorry let's not bring this yeah that was reduced replace all pavement sidewalks and curbing except for the main entrance Plaza these playground walkway and how much longer is sin still going to be used and 398 status so if you know what you were going to do with it would you still feel very strongly that that was a long expenditure it's a bond for 20 years that's not with the stunt uses necessary conferred for safety security of so if if we spend my selfie if we weren't there if we weren't to to look a full-blown replacement if we were to skip any subjects you paving on top of unstable material you wouldn't get the longevity out of that project yeah three days you will get three years out of it can we get that price I don't want to speak for the board knows what I think don't make any major shooting that's the logic behind that I like I said on so we looked at some of these some of this paving initially with with just a a mill and resurface and then some that comes out completely within new subjects so we can evacuate some you know pricing on on that I think it's pretty easy to define that we also have square footage show areas I mean I'll say that's my opinion at it it's not a doing it's a theorist it's not impacting instruction there's no reason to do that's fine but so so my question is is there an imminent safety risk to its best question I hesitate to say yes to that I think yes sir to find out don't be kids play on this don't they also has this they don't they class already winter time they're not up there on this utilizing I don't think they play on that it's bigger I said oh thanks yeah it's been softer daytime Sun make they have that area Jack's party hazard birding by the children I'd say there should be at least something for tonight knowing what goes on center school so you could call the principal hangs around this part of all this hair of activism does that change the question around from dance with you pretty fast anything else any other capital items can you describe the security upgrades that are gonna be going into the school we aren't if if you we are happy to bring you an executive session it may or may not include things like extra cameras security software PA system pointing hardware issues though the penalties but again we'd be happy to have anybody I needed to executive session sessions on that you talk more freely in their hub yes thank you and if you have any further questions just send them to you know your secretary chair and they'll important to us and we're happy to answer some camp you're in seeing that leadership for this

you big it is but that's okay I got to see but I just want I've got no one sitting okay thank you I'm not sure if anybody can hear me but it is four o'clock and we are on a pretty tight schedule tonight there apparently has been a car accident not with anybody we know but there's been an accident so it's delayed a couple board members we're trying to get him on the line so we're gonna start here in just a minute because we have a lot on the agenda I know a lot of people have come pretty far too to speak and to hear what's going on today so just just give it a minute we'll get some people get the call in number lit up and then we'll get started he's got the call anyone Leticia is the called in line live yet I haven't heard is on it okay we're gonna go and get started then okay good evening everybody we're gonna go ahead and get them yes okay so we can get started something here okay I think we're gonna go ahead and okay well take your time don't rush we're just getting started in ijen item number one perfect timing okay but are you okay well let's do the roll then yeah I can have Lindy the roll call while you're walking okay thank you everybody this is my second board meeting is pork present so we're gonna kind of item number 1.01 I don't have my standards list so I will just look at who's here Linda Bove Shelly her Bowl isn't present Dean Howard here David Nigro present Mike mannalie doesn't suit cake knife oh okay mark Sims but Mike Gordon when Davison is here no I think we're good we've been in the item number 1.02 I think we're going to postpone that one as well could we want to hold off on that one that'd be great I'm currently texting with Superintendent Hoffman who is also being affected by the traffic issue on i-17 she has let me know she should be here at roughly 4:15 okay here's what I'm gonna do and I don't know procedurally but I've been on other boards where we've been able to move agenda items up and down just based on that so we'll put that one on hold come back to it somebody just please remind me just so I don't forget come back I'm sure she'll remind you when she walks in thank you so on the following items 1.03 1.04 I know there's some folks that have come in from Flagstaff before we get started on those I want to make sure that I put this at the top of the agenda so people that were coming in town from out of town didn't have to listen to the whole administrative side of our board meeting so I was trying to give everybody the crazy of that with that said there might be some folks that show up a little late or a little bittle kind will try to accommodate that that the best way we can but if it's okay with the group and the board I'm gonna go ahead and hold these the way they are on the agenda and let's go ahead and start with 1.03 with that said we've received a number of letters emails on both these of the issues are going to talk about today they are on record we did receive them the board to receive them so they are in the public record so that means basically we don't need to read each letter and email you just want you to know that we didn't receive them in there on public record with that said we'll start with item 1.03 all to the public and is another piece to administrative leak I need to limit to you to three minutes on your under public comment so when the three minutes is up I'm gonna hear a bell and we have to stop you there because we're in a really good time country and I do one here from this many people's actions so the first one on this agenda item is Lindsey delft oils did I pronounce that right got it and then I'm gonna have a next one is Barbara Chirag really bad accent straight I'll come back to these Lisa ring okay I'm going to there's no glucose coupons Oh is that you Lisa come on down I want to put you in three minutes hi my name is Lisa ring and I'm currently a teacher in the early childhood and family education program out of Flagstaff I've worked with ASDB since 1985 and taught in various some jobs in Phoenix Tucson flagstaff north central regional cooperative and for six years with early childhood and family education program I've been a teacher with the EcoP for six years and like Barbara shrug I've dedicated my entire career to ASDP and the mission and vision of this agency under Barbara Jean's leadership our EcoP department has thrived and I've been thrilled to see the commitment towards excellence and innovation in the field barb lives out everyday the vision and mission of our agency she demonstrates excellence in leadership and service collaboration with families partnerships with other aid agencies to ensure positive outcomes for children and families throughout the state of Arizona I am dismayed that her contract is not recommended for board approval barb is highly qualified and has devoted an entire career to the success of deaf and hard of hearing children and leadership in the EcoP program I believe there's no one in the state of Arizona more qualified to lead the ECFE program barb has demonstrated outstanding leadership in working towards increased funding to our birth to three program so families have an opportunity for increased services and greater outcomes for visually impaired infants and toddlers and hard of hearing deaf infants and toddlers as the Board considers a new proposal of a certified program there is no one more qualified and experienced to lead in this direction over the past years our agency's guiding principles have been a CT accountability collaboration and transparency if we are following our guiding principle ability collaboration and transparency it causes me to wonder and ask the question the board and ASDB agency need to make decisions that are based on our guiding principles and the shared understanding of evidence of successful leadership as the Board considered considers a template for teacher contracts it causes me to wonder what types of decisions will be made in the future that will guarantee fair and considerate treatment of teachers and leaders these two decisions should be based on the evidence that is agreed upon within the agency for renewing contracts Barbara Chirag is highly qualified and dedicated to the mission and vision of a std barb leaves a legacy that cannot be touched or tarnished she has demonstrated the seven habits of effective leadership that our professional development team has spent a year discussing and implementing with our developing leaders I urged the board to be more collaborative in their decisions and to seek to understand from the many voices of a CFP that are here to support her continued leadership thank you very much thank you but the other folks that I mentioned that wanted to speak are they here otherwise I'm going to continue each one of these items are from people that wanted to speak specifically to item four point one to four point one to four point one two and there's the last one which is three point oh two which was airing Helene I got Melissa Holt HOV L when they try it out president Howard superintendent Reichman and members of the board my name is Melissa Foyle and I'm a supervising teacher for southern Arizona for the early childhood and family education program I wanted to speak today regarding by the shrug and the fact that superintendent Reichman has chosen to not submit the contract for renewal Barbara has worked for this agency for 30 years the last several years have been in the capacity as director of the early childhood programs in this position she has embodied the agency's mission of a CT accountability collaboration and transparency she's worked many long hard hours to help bring the legislative funding to the EcoP program and she's been accountable for this funding by helping our department develop data collection and she continues to this day to work on systems for that data she's collaborated with the agency as well as with the Arizona early intervention program to bring new life to a program that continues to grow and learn she has worked long tireless hours to bring us together as a statewide program so that we can collaborate as a Department towards a common goal and she's been transparent in all of her actions with staff if there are changes she lets us know about them and why they're occurring when we learned that Barbara's contract is not being renewed we asked many questions and I can share with you as a supervisor that many people have come to me asking for other questions there's confusion right now regarding how changing leadership at this very crucial time when our trajectory is upwardly moving how will that benefit the early childhood programs I wish I have the right words to share with those who ask but I'm truly confused at this decision and I would hope that as an agency that we would also embody that mission of a seat what's the accountability for the decision what data shows that she's a poor fit for that contract years of staff satisfaction and family satisfaction surveys certainly don't point to it I also understand that thirty years of past performance observing evaluations also don't speak to someone whose contract should not be renewed so as an agency when we have transparency in this matter as well I was fortunate this week to hear a talk on a spree to core the common spirit existing in members of a group and inspiring enthusiasm inspiring devotion strong strong regard for the honor of a group Barbara has worked to bring that common spirit to the ECFE program this spirit can only build our program build our teachers to learn more and be our best professional selves and this spirit is what it's going to take to follow ASD B's vision of providing excellence and innovation in education for all children throughout Arizona who are blind have vision loss are deaf and hard of hearing removing Barbara Straub from the position will work to do the opposite thank you for your time thank you Melissa next person is a cathing Kramer hello my name is Catherine creamer I'm also here to support Barbara's Fogg in a position as director of the ICI Fe programs I am currently my role at ASDB it's coordinating a teacher for listening and spoken language I work with birth to five so I work with the EC epi program and also with pre schools around the state I have worked at HDB since 1979 I'm not going to tell you how many years that is it's a long time and I worked with barb for many of those years in many of different roles I left ASDB in 2010 to pursue some other options and Barb was responsible for hiring me back and what I can tell you in the last four years and what has been built has been pretty incredible there's been a lot of growth to programs she has supported me in building the preschool program in Tucson which was at six children and then now is at 29 and growing she has helped me to support teachers around the state both in the birth to three programs for people that the children that going to the homes for toddler groups and also the preschool teachers we've developed trainings we've done a lot of training and have really impacted services to children as I watch her I watch her work Tyros tirelessly for children and for families she has built the program by hiring and recruiting and hiring new teachers they're training them for their specific needs starting new projects right now we have about three ongoing with me alone there's a lot more that are in process so what I would like to say as I agree with my colleagues that this is a time of transition for birth to five it's a time of transition and the ECF II programs I think for leadership is needed to continue on with the kind with the trajectory that we're having it is an upward growth it's in the middle of it it's it's it's still growing things are still happening so I would just like to say that as we go forward Barb's leadership is very important to ASDB I also like would like to say just a thing for me personally because I'm with teachers all the time and it does say a lot to the morale of the agency when someone who they see is working really hard and working a lot of extra hours to not have their contract renewed moved has a huge impact on how those teachers feel about work thank you very much thank you next person I have is is Lindsay okay which of the interpreter can't see me sorry Emily no stuck in traffic hi I'm Lindsay dehoyos I am a former teacher of PTSD six and a half years Donna stay-at-home mom with two deaf daughters two and seven months old last summer I was on bed rest in Boston Massachusetts and I had my daughter there while on bed rest I learned so much about the deaf education there they have a very strong bilingual approach and I went to my mom and I said I'm concerned about deaf education in Arizona especially in early intervention and my moms and I fought thirty-five years ago now it's your turn because in Boston they're thirty-five years ahead so I would like you to really look at it through a different lens hearing parents of hearing babies are teaching their children to sign and we're fine with that kotas children of deaf adults like dr.

well one nation good evening madam president members of the governing board dr. Kellis and members of cabinet this evening we are excited to continue to recognize outstanding athletic accomplishment in the Dysart Unified School District by recognizing our middle school basketball champions from this year we had another outstanding season with middle school basketball with both with boys and girls and this evening we're pleased to present to you the champion so if the governing board wouldn't mind coming down to the steps so that we can recognize folks and we'd like to start this evening by recognizing our middle school girls basketball champions the Rattlers from rancho gabriela come on down ladies [Applause] all right stand close together make some new friends so we can get a picture of you and rancho gabriela did an outstanding job this season and one turned a closed championship game at half time into quite a nice victory at the end congratulations ladies and we look forward to great futures for all of you and we'd also like to present this year's boys middle school basketball champion the Canyon Ridge Cougars come on down [Applause] all right move back to the center if you don't mind Canyon Ridge also in the championship game was in a tight game up until about midway through the third quarter and then they just turned it on and and ended up with quite a nice comfortable victory margin are you guys some of you standing on your tiptoes just checking but let's give a nice round of applause for all of our champions this evening all right one more one more governing board members one more it's it is my pleasure to introduce the signature architecture program at shadow Ridge High School in addition to its involvement in skills USA it has a student chapter of the National Association of Homebuilders for the past two years members of the NAHB student chapter have competed in the student design competition held at the International Builders Show in Orlando or Las Vegas in 2018 shadow Ridge successfully won first place and the secondary competition this year shadow Ridge made history as the first high school program to in consecutive national championships having two teams place first second or third the shadow Ridge teams were the only secondary teams west of the Mississippi to compete all the other high school teams were from the East Coast team one members placed first with members Mathew Dunson Angela Perez and Robert Riley two team members placed third with members Jordan Johansen Brennan Longo Logan Smith Tommy Lynn Quist and Ray Karki jamie mcfarland from the city of glendale arizona served as the coach for both of these successful years and of course led by teacher Scott Thomas congratulations come on up [Applause] and then I understand mr.

good morning the holidays March 15 2009 it is the 124th day of school this is WPA key news I'm Jack and I'm Emma today for lunch there will be shamrock Nuggets baked rice carrot sticks green jello sherbet and milk Monday for breakfast it will be mini pancakes yogurt bananas sunset just mmm we have some friends celebrating birthdays Calvin a math Nathan oh gee Nathan K Taylor D please go to the office to pick out your birthday plug yesterday's funk that question was how many red stripes on the American flag the answer is 7 the winner is Carly team Smiths girl come to the office to pick out your price today spot the question is what tree jus 8 corns come from remember your rights are too neatly and include your name in class we have a special announcement some foreigners came up with an awesome idea called help the homeless you can help by bringing by bringing in coats clothes I don't think you can food snow pants or gloves you can't put them in the fourth grade time in the big boxes please help the homeless and now we will observe a brief period of silence Eric left on the ant system activities of the day please stand for the pledge our allegiance to love one of the United States of America and to the Republic for which it stands one nation under God indivisible with liberty and justice for all have a fun Friday and remember kindness counts every day everywhere thanks for watching bye

[Music] good evening I'd like to call to order the regular meeting for the board of finance March 13 2019 let's start by saying the pledge pledge allegiance to the flag of the United States of America to the Republic for which it stands one nation under God indivisible with liberty and justice for all missing today is chairman Sean Hawthorn he will be here in a little bit and take over let's start with public comment if there is any no public comment communications and correspondence so I make a motion to approve I'm sorry we received communication and correspondence from power blaster and heart Jaffe meeting materials discussion all right approval of meeting minutes I'd like to make a motion to approve the minutes from the regular meeting on February 13 and the special meeting starts at sixth and seventh second discussion vote all in favor say aye passes since the First Selectman spot here we'll go to the report of Marshall all right if you would take one of these which is revenue and one of these which is expensive so the revenues that if you take a look at the revenues that I give away my happy that amid most of the revenues have been received to know if they work I think that we have those are the expensive expenses the revenues start was saved the revenues start with page one and the expenses start with pages arrow but most most of the revenues have been received as you would expect the big chunks of revenue that we still have to receive so the revenues most of the revenues have been received we're not we've been trying to post them daily or weekly so that we don't fall behind that or as we're trying to do next year's budget and last year's order we have fallen behind a little bit on some of the accounting but but it shouldn't be the daily revenues and the daily expenditure some of the interest posting is behind that the big revenues left to receive we have a low set that we have to apply for I believe it's a hundred and ninety three thousand that we should be receiving we have that's what is it called here the budget is 122 the actual I believe will be 193 that solos up is a local Capital Improvement Program and every year in April the state bonds money for it and we ask for a reimbursement and every year we spend it on our road paving program so we have to it's it's a really simple program that they give us about a hundred and nine I forgot how much they give us a year maybe it was the 123 but they give us a set amount every year and we many years of them for whatever year and we can draw it down if we don't draw it down in one year we can draw it down the next year and so that's how it's a little more than the annual allotment that we didn't draw it all down last year and we send them an application we can essentially use it for many different capital projects our history is always been to use it for roads that it just takes a form to fill out with them to say we've spent it here's the receipts can you send us the money if you don't if you don't use the only get reimbursed so if we don't get reimbursed for it it stays with the steep and then we have to ask for some towns we'll take it and they'll save it up for six years and then BAM they take it all at one time I don't really trust the states always gonna have it there so I think we should take it every year but we not use it all last year because of the background probably they didn't to all the road if we have your marker room I think we just didn't have it on the agenda to get that money as fast as possible the second thing is we should get a second installment on the education cost sharing grant in April that it's 25% in September 25 percent in January 50 percent in April we have a second installment due on the town age Road program that's about 150,000 and the grants for municipal projects we found paperwork for that in January that there's nothing that tells us when they're going to give it to us but we're still expecting to receive it that there is an orange orange thing on the paper and what that is is an adjustment that we've asked for tonight that we'll talk about later I think the everything else is coming in on schedule I tried to follow up for Glen on the fire marshal fees that I think we're at $27,000 we had nothing in July nothing in August and for the last three months it looks like the average is about fifty fifty five hundred dollars and the woman that does that has been out sick and I tried to see if I could find someone else that could after 4 o'clock that could help me with the receivable thing be the last time we checked their receivables it was about seven seven to seven hundred dollars but I don't know what it is right now and I follow up on that in addition to what's in there correct so we should from that if we add fifty five hundred a month and seventy five hundred for receivables we should be above the fifty thousand but that's just me trying to estimate based on what I see it's not an educated guess enough or get that educated educated guess of where we stand so in total we've collected ninety seven and a half percent of our receipt out of our revenue most of our revenue is tax collections and that the second big installment was due in Feb 15 uary so that makes that makes sense just for your ends and amatuer that fiscal year ends in June so that they'll still be paying but anyone that's paying now is paint Li more than expected really games of all do more than expected revenues wait no we should actually right now even the low sip to put us over 70,000 we ended 122 we're getting one night surplus we can very excited for sure poster yeah like prior to her sexism so even it goes so they would it would create a profit in the profit falls into fund balance when you close it don't less we spread it awesome correct right and the goal is not to have any additional appropriations so we wouldn't be spending it elsewhere and then we think we can still meet that goal with appropriate budget transfers that pressed on that and we've not and then again we fallen behind on the current year but not the day-to-day postings with the balancing of the balancing with other departments so these we think they're they're pretty good numbers but they're not perfect numbers that the expenditures before we go to end up before you go one more next month is after budget season right so we get through the budget can you do an analysis on where we're going to stand on the revenue where the shortfalls I'm back and look at the numbers here but some of these numbers don't mean anything by timing or evidence so we'll do the same thing to this that we're going to do to the expenses and we'll just do a projection to here end right like let us know because some of these are way over right but someone wrong there were some of our timing issues so you can't really you can't really do what 12-month and do four months but can you say hey but based on what we have we can't hold it to a but based on what we have we think we're going to get 200,000 more in revenue you don't want to be 20,000 less expenses no we stand the other one that you have that starts with page zero my copying skills are not that good that is the expenditures and they've made little comments off to the right that we have some lines that we know are over we have some night lines that we know that are going to be under we've been meeting with the departments to find out where do they stand where do they think they're going to stand how much money we want to know how much money do they think they might have extra the the as far as the grounds and Public Works which are two of the biggest budgets we won't know where they stand until April they would feel comfortable telling us in April about this hopefully the snow is done by then but for right now we're looking good they've done the variance the final column is the variance yes the some of the things we're going to talk about tonight again are those orange highlights that so this gives you an idea of where we are but it but next month we'll go to the Board of Selectmen for budget transfers and then we'll go to you for budget transfers so we're taking the information we have from the department's from the meetings last week and we're working on projections from that nor some of them we've sent them back to to get us some additional information does this relate are those related to some of the discussion we had earlier in earlier meetings about the pen where they're going to become where the source of the adjustments where they are all right so the some tonight the ones tonight are carried over from before that I've moved the sources out of health insurance used up the rest of the WPC a money I've used some money from a salary that we've hired someone at a lower level and that's the line I can't remember the third place I used money but but that's the tonight's correct I don't even I'm okay without me there was the postage but I didn't do the postage because at that time when I did these back in February for the Board of Selectmen meeting we hadn't had the budget meetings I didn't know who had had some extra yet that I now have more departments that have some extra those don't have to be approved tonight as long as you know that I'm overspending postage I'm over expending my over time some of those that is that's my error that when I drop this into Excel none of the formulas are there and for some reason all the FEMA's stuff went into the building department and I pulled that down to the bottom because it's not building department and I forgot so basically though out your expenditures you're running a 66% and that's where we should be right then we're 66% through and now the payroll the payroll is six we've had 16 pay periods out of 26 we have no parole this year because we ended it right nice date so the 16th fret that's 67 something percent and the rest is 66 percent that so we're running on track and then we're expecting that we're haven't done our final yet but we're expecting we're going to be able to we're not expecting to ask for anything additional that and some of those individual line items what we've noticed as we were trying to analyze these is that what's supposed to happen and the way we talked about it in the budget is people work 35 hours a week or 40 hours a week depending on the department and even if they work 35 hours a week if they work extra it goes to overtime even though it's not time and a half that's the way the budget was this year that's the way the budget is next year but that's not why the actual list and so we've got we've got to move around some of that the actual salaries the some of the overtime is going to their regular wages which makes it look like it's over and when we did the details with the departments we don't think any of them are going to be over but we need to adjust them and unfortunately that if it's an invoice we can go in and say modify invoice and and do it real quick if it's salaries we have to do it all manually with a journal entry and backup fun that we create ourselves so it's just a real time-consuming thing so we'll be working on that but but if you look at some of the salaries I can think highway that I think one is a 75% and one is and then the recycling might be at 54% or something like that and it's just one person is being posted to highways when he should be in recycling and some of the overtime is in regular salaries when it should be in overtime and so it's it's just fine to fine-tuning munis so that they go to the right spot all the time two thirds it like we just talked about what is alarming to you on any of these expenditures is there something that you see this going to creep up in the next few months some of the things that are alarming that we've talked about health insurance we've talked about some things that will be over we also have an equal amount of things that will be under you haven't seen those yet because we haven't asked for an appropriation from them yet but if you look at but the bien interest that I don't know how is calculated that but but it's less than what it should be that so that's a large one but it spawned anticipation little interest that so that one is under what is the dollar amount so you don't have to be be exact one hundred thousand fifty thousand twenty thousand eight to fourteen everybody so that's the piece of I both we need you to look at the support to forty page and so I that's after we've made that be a PCA paper there so this is some of the things that we're going into into now to look at them short-term financing is going to be under that we hadn't done the short-term financing at the time and I believe that was done in July of this year so it I don't know if we didn't finance as much as we thought we were going to but we're saving money they're saving money or did we budget wrong because let's get it right I'm sorry hey there's certain things in that we've budgeted it wrong we budgeted a good assumption and something change in that assumption so I think that I don't know that we've budgeted wrong and probably we're not even saving money or probably spent more money on the things for some book which I do know is that that happened that we paid for more things in cash than we had anticipated is what I believe happened when I was doing all that bonding stuff but we can't just we're actually having issues we can't just believe or guess or do this if I have a difference from this amount of money we should have a paper trail like rookies always thought it should be I'll say we're here but we paid cash for these five items these five items total $277,000 and then also should be a close number in addition I think I can go back and look to see if I have anything on how that was calculated originally you got a better idea but there should be a storyline no you're up in and absolutely there should be a storyline and and that's what we're doing trying to analyze each of these to get the storyline because that's a bitter where do we stand the next year's budget this one we're currently looking at how do we know that one's right or Howie or how can we change that one the way this one changed if we had money in the budget to pick up bonding that we paid cash for then what could we pay the next year's budget I mean am I missing something here again are there there's a storyline so this year's numbers we have the the bond interest this year isn't right or is it wrong or are we going to deter from the road map in this Judas budget we're just deliberating on so the budget that we're delivering in Chania is what the way we calculate the interest was we took the coupon rate times the total and that was the budget and hopefully we did that prior year as well so weird we roadmap it wrong how advanced we're also looking at the amortization schedules for me I'm talking about bond anticipation notes are you read that they were doing the amortization talking about ones from dead I'm talking about principle is your honor this year for this current budget that we're deliberating we don't have any man's anymore all right we do we do that we have one point eight million one point nine million the current year capital expend the expenditures iron beans we did not okay so the bands are one year that well offense 364 days and what's happened in the past is they've been rolled over each year usually they a government would might roll them over for rum two years maybe three before they bond them with permanent financing these were rolled over for maybe four years that five years there were a longest I've ever seen - I think these would get axe keep getting rolled over because they're waiting for certain some wave multiple projects - yeah complete committee their final all-in cost maybe that would be comfortable to use the interest collect so the bonds the bands it's one when you pay it off after one year you pay them the interest in arrears and and the way that this accounting works the modified accrual basis it is a similar to a cash basis we we on the budget we wouldn't accrue or anything like that the bonds themselves the Permanent Fund financing we pay principal once a year and interest twice a year I'm gonna go back to we paid at the end of whatever your bond here it is not the the fiscal year I'm gonna go back to every meeting we come to there's a drop of four hundred thousand three hundred thousand dollars and I'm in favor in our laps oh this isn't all gonna be in our favor I mean what are we running the bond the bond interest is not in our favor you're supposed to have I'm gonna I'll take a look at I don't have a lot of details on how last year's budget was calculated it's not a baby but I'll see what I can find it's positive we were supposed to have an expenditure of 1.2 we're currently at seven four five right at the bond the bond anticipation of a transitory Martinson the bond interest just looking quickly that note in the comments of 504 looking quickly I think that's what we have left to spend for this year that so I don't I think that's gonna be sure is and then that not it's not a big difference but we wouldn't have known the interest rates and things not something some of this is because rates went up over the course of the year it did have you missed by that much no no there so we have support that we tied to the opponent presenting some time just looking marshal doesn't happen right because you were here watch you came through sir thank you so but what will different for the next meeting is we wanted to projections so that you can see where we think we're going to be on every line item and we'll well if there's a big difference with the budget we'll see what we can find on how the budget was calculated so we can try and explain some of them percentage that's correct and this year with the budgets we started to try and say could you tell us what month you think you're going to spend it because Glennon asked if maybe we could divide this budget of monthly we didn't have a lot of a lot of help in bad compliance with that request but that would be our goal is to to try and do a month by month budget so we could say here it is the year-to-date budget and the year to date actuals on quarterly basis look at numbers are like the ECS grant it comes at 50% 25 and 25 so you can't do a true projection if you don't know the background even if some of those numbers you know like the ECS you always get it in that that layout that if you have a permanent comment that's held over but you can add instead of having to run it at the budget but like yeah I looked at the dog license if it's a small number but the end of June is when places are do so you'll see that at the end of the year which explains a 27% now but if you can even just have a perfect comment between those line items and then you can look at it but if we give it a month let's just talk about then you can look at oil like over four months you can look at salt over four months you can look at it what you're anticipating yes bigger items that you burn in certain seasons so that then you could do eight plus four is nine plus three when you see where you stand by these projections and then reckon it would be I could do that is they easily nerdy laughing so yeah all right we all that think around the same page that way so anything else that was all that you had there I've got some more slides when we get to financial statements and I have some slides on the capital budget okay Steve doesn't show but I'm ready expenditures so I think you're up all right so I'm going to start and then I'm gonna hand it back from our shouldn't it so the capper which is the audit is almost ready to go we had a long quality yesterday with Michael V what a partner Mahoney stable I was on a line Marcia and John's booster also on the line and some of us were in the car but it was still a very productive call Spence it spent a good hour going through this presentation as well as his thoughts I'm not gonna spend an hour today but I'm going to go through some of some of the highlights and then I will turn it back over to Marsha and John if he has any comments I didn't email out this presentation to the team but that was sweeping the day today so so I'm going to start on page three and that is the status of people on it so do the actual itself tonight plus so Marsha and her team delivered the financial statements and the notes to Michael and they went through the process is finished them up last week and as our end of the day yesterday they were substantially complete they will sign off tomorrow and then issue the official capper on all the proper channels by the end of the day off right so that's that's the step the plan does not anticipate any changes other than formatting and typos from the quality control review if there's anything other than that you will certainly like not only Marsha but myself as chair of the Audit Committee know exactly the table but not a dissipated so should be in which in good shape moving on to page 4 the finding on the audit is a unmodified opinion essentially a clean opinion that the statements as presented provide reasonable assurance that they've been prepared in accordance with generally accepted principles and that they are free from the material misstatement whether due to error or fraud so important to note I stated this last year stated to get me sure they're not tested they're not checking every single entry on every single journal entry they're doing sampling other than what it is and providing reasonable assurance of both accuracy a lot of times that a government a lot of the audit boards like to my oddities that boards like to think of an audit as a report card and auditors don't like to think of it as that because it's not what the audit should be is there's a level of materiality and sometimes it's as high as three to five percent of the revenues in the fund and so what the audit really is is should you invest in our bonds or not so that's why the level of the the boards would like it like this and the reality is like this the level of materiality and in the past or its a problem in this town and they have been we've had to bring in to go down to from 10,000 feet down to very low to dig through some issues in them and that's no longer you did so I appreciate that on the next page page five when one thing that we will have to address today and this is this is important or we are going to have to look at making prior period adjustments to certain fund balances Marshall will go into this in more detail but essentially in the past there were mistakes in terms of what the fund balances should have been entering into the past auditors which then carried through because if your balance is wrong senior zero then that error varies through so those were those were uncovered they were rectified there are different ways to handle how to how to rectify that I spent a good deal of time with Marsha and with Michael on the accounting treatment and determined that the best way is to go back to the original period be if 2016 2015 whatever make an adjustment to those balances and then assume that those balances were that carried through going forward so that as a end of the year fiscal 18 were accurate so that does result in some changes to general fund in and out but with these there were several different ones of Arthur yeah well people get paid six last year the auditors did identify so so in addition to looking at financial statement presentation and accuracy they also looked at accounting department controls and proper controls proper procedures which is a really important aspect of an audit and last year they did find several weaknesses and deficiencies that rose to the level of required citation either in terms of material weakness or significant deficiency both of which have to be reported this year happy to report that all of those deficiencies and weaknesses have been rectified by Marsha and the staff in the finance department so I say congratulations extremely well done at least one year ahead of the schedule that I had in my head tick tick to reach that goal so Marsha Kevin everybody good good job there even on to page page 9 I'm just going to try and put it on the oh sorry again that because I did meet with a citizen this week who said it's really hard when you say look the lady didn't like they think of that okay so on page 9 the the timing of the audit is still what was a bit later than we anticipated it's supposed to be within the same calendar year we knew that was not going to be the case the goal was to have all the audit field work done in January and have the report completed in February the field work was done in January but there were some delays in terms of Marcia getting some outside third-party information as well as needing to do all the work needed to maintain compliance and do all the budget work the first year so there was a couple big delays so that's why we're very March that will be a recommendation to for improvement for this coming fiscal year and have full confidence that and that that by fiscal year 1908 when we don't tell me you're 19 hopefully time to spare next few pages are just are required communications it's a lot of official you know requirements but nothing material to discuss on the next couple of pages on page 12 so while there are no like I said no material deficiencies no significant weaknesses there war there are recommendations which were discussed that I'd like to bring up and that I've discussed with Marshall already the first one as I just mentioned is the timeliness of the financial reporting again first year putting in lots of new closing process these cleaning up a lot of things that I've gotten improved the recommendation is to to be more timely and we're not that's going to happen the next one is implementation of additional procedures to shore the expenditures recognized in the throughout the period I'm not really quite sure with that said that one is when they were doing their audit testing we found one invoice that so in you have to remember the whole Finance Department quit in May and there was a storm on May 15 and so there was a big workload before I came in that Kevin and Lorraine were handling in June and they were trying to get the the year closed down trying to get the invoices to the right amount there was one invoice for a four corners project that was posted to June because the invoice said June but the supporting documentation said it was the work was done in July my own who invoices early you know where the wrong date on it but but we missed it and it's also a waived adjustment because when they found it we had already had all the statements bounced all the thing money moved around and we said you know we'd like to just it it doesn't affect a budget to actual it it was posted to June it should have been posted in July I don't wanna say we just don't care that but it wasn't big enough in our opinion to redo all the financial statements and prior period adjustments and things so recommendation hopefully that shouldn't repeat itself consider developing a policy over in conferences for budgetary purposes that was explained on a conference call and will need to be explained again so inin cumference gap generally accepted accounting principles you put something as an expense when the goods or services are received in municipal accounting and some other accounting that you use encumbrances and so let's say and I always use the same examples that let's say we were going to redo the gym floor in June and then lo and behold there were so many snow days the kids didn't get out of school till June 27th and we couldn't get that done you can have an encumbrance to say if we sign the contract with them even though it's not a gap expenditure we're gonna put it against the budget to where it belongs that instead of saying up too bad that we're gonna have to go through again additional appropriation if the budget the general fund budget ends June 30th so that would be an encumbrance so let's say it was $50,000 you sign a contract and that 50,000 goes to last year that we had one income go to the expense to the expense last year dora boji correct well I'll show you where it is later on she's cool that so we had one encumbrance this year at the Board of Ed for 23,000 he wasn't fighting an error and he was just saying it's good practice I totally agree with them that my 35 years of auditing governments I saw a lot of abuses here and the definition says that not in this town but a lot of abuses in this area encumbrance area that and the most egregious example was a town that said well we signed our contract with our attorney our retainer agreement in June we want to put it against last year and it was for the next year's services now none of us really think that that fits but the definition is such that it says a signed agreement it's an encumbrance so there's no teeth that an auditor could use or the finance director could use to say you know that's not what we mean that and so he's and so it's good practice it's a good recommendation that we should have something that says this is what we intend for an encumbrance to being in the approval process of any that we wanted so we're going to get that worked out that written up before June thank you from a budget point of view to chop as I you know inexpensive quotes around it for the period when it wasn't really intended to be made or is it a liability for the following budget so we're going to look at that in a few minutes that but so it depends on the report that you're using that if you look at the Board of Ed reports they've got expenditures and then they've got a column for encumbrances and it would show up separately they're pretty on the same time allocated to the same time to the time that that that yes that so like that like that gym floor that 50,000 would have been shown at that June 30th as an expenditure and the budget it shows up at you can't tell the difference on the budget to actual than the audit but there's a reconciliation down below and you move - yeah I'll show you that turn it all right the next recommendation is in this one is is an important one to me and I know to other people on the book to the whole board is better procedures for their touring additions and subtractions to the capital assets and what's been spent what hasn't expense with the budget to make sure that we're bonding appropriately that we're following all the requirements of what was approved in what was spent so there has been improvement on that over the year and there's some theories and you sent me some some information today which I need to go through but that's still and then I think it's twofold in the financial statements we live in a minute that there is we keep track of capital assets and it's always been done at least as far back as we can tell from the last three audit terms audit rotations between the Mahoney stable now RSM Mahoney sample before it's been done by the auditors and it's not accurate when it's done by the auditors I'm not sure I know I didn't check it this year to say that we have that card do we have this this car on there but that is something that we also need to do for next year is to get make sure that's all cleaned up and we just didn't have a capital asset is something lives last more than a year that and we have a definition of all for $5,000 when when we had talked to the auditors about it about increasing that because you could fill a pothole for $5,000 where we really don't want it on our list that we don't have to have the same amount for every class of asset so maybe office equipment it's 5,000 but roads and infrastructure which we're never going to sell and nobody really cares about and we have a hundred thousand that the goal is to get it so that at a level the perfect level you have 80% of the value of your assets are included there but it's only 20% of the number of items that there's some that's the the perfect amount but none of it really don't know who is listening but none of it really matters I mean we could do depreciation or we're not making decisions based on depreciation we're not reporting to the IRS so it would be great to to get this cleaned up so we have capital assets for the financial statements but then a separate list of inventory for controls that we don't lose things and that if there was a fire we knew what we had so that would be the goal for rum for next year and we have a fire marshal that has a background in doing a lot of this stuff and he is chomping at the bit to help us get this look together okay that's time alright and the last one of this page is most likely going to be to go away if we believed that it was the result of the report of the owners asking for report and the person pulled report just pulled the wrong thing and so that led to confusion but but she said that'll probably rectify so no no go away so what we have to do this over the kaffir the audit is like I said in good shape in clean shape but it does assume those prior period adjustments were in place which have not yet been approved by us as it were clients so in order for the tapper to be correct we now have to go through and approve those adjustments which Marcia is going to discuss right now so there on the screen we've talked about they haven't changed from the last time other than that one pension numbers change slightly they haven't you have benefits changed because this year we started allocating penchant to the WPC a that they are in our pension you don't have the printout of the site that so the first line here shows the fund balance as originally reported each column is a separate fund the final column is the government-wide means nothing's here right now but hopefully when we're done looking at the audience so much so as originally reported Susan's last year as this so this is the June 30th 2017 equity and so we're trying to bridge the gap to say the top line is where you saw it on last year's audit and the bottom line is where you see the beginning numbers on this years old it so we implemented Gatsby 75 that is an accounting rule that that last year could have been perfect everyone has to do this it's a new rule and we did it a few years ago with the pensions essentially we used to calculate pensions I think fast be the the for-profit businesses still do this we used to base it on the payments we would be given the the arc the annual required contribution if they said to pay in a million we paid in nine hundred thousand we'd have a liability on the balance sheet of a hundred thousand and then a real calculation in the footnotes it was a different number much higher usually and a few years ago someone said hey you know what we should do we should say how much money do we eat to pay all these people and our best estimate from the weary how much money do we have what's the difference it's like rocket science but so so we've switched the the format and the rule just went into effect this year so that it went down we're adding to equity it's a positive number that our liability went down that and that is for open the other post-employment benefits that health insurance after people retire there's a low sat liability that low staff is the volunteer firefighters service awards that we've never had that on our financial statements before that but if you're a firefighter and if you mean all the requirements you earn ten dollars a year for when you retire that you're not paid as a firefighter but you could be getting two hundred and fifty dollars a month when you retire this is he has been in there for years and years and years but we've never had a liability there we had an argument when I first came in whether it be material I thought it was gonna be about $750,000 that's one point nine million dollars that it is the estimate from the actuary of how much that we would have to put aside it's both in total that if we wanted to have all the money there to say we're there's going to sit it will stop the program and it's going to fund itself that's what we would mean it's a lot higher than what you might expect if you were to compare the sort of pension our pension we've got money there so we can use an interest rate of what we're earning that we have no money set aside for this in a trust so we have to use a bond rate so it's about three and a half I think it's three point six seven was the discount rate that we had to use so that makes it a lot higher that we have a sewer assessment that's never been recorded on the books before the this whole sewer assessment thing that we said well where's the liability for the sewer assessments not it wouldn't affect fund balance this whole column of the only fund balances at first column we recorded the sewer assessments on the books we took some money out to allocate pension to the WPC a the the pension had been reported on a December 31st basis that's the way it should be but the actuary is reporting it on a June 30th basis just to make them equivalent we moved them both to June 30th there's some accounts receivable in the were not reported in the general fund and then one of the other funds that we recorded the general fund was a state payment the other funds I think it was also a small grant payment there's loans receivable that we have a small city's program that that you could have a rehabilitation loan if your salaries the love if your income is low enough and you can't get money from a bank that there's a federal grant program that will long get the money that for free that you have to pay it back if you die refinance or or sell the house but if you need basic installation and things like that we have half a million dollars and loans out there and we want to we want to put them on we need to put them on the books that there are some adjustments and accounts payable just when we're trying to work through things we found heart and hypertension that we had some things that were again auditor driven that we had other funds that kind of mush together at the end of the year to say it was all the general fund and we've stopped doing that we've set up its own fund for heart and hypertension and then there was a liability for heart and hypertension that an estimate of how much were going to owe for claims going forward the library that the library last you had there was some committed fund balance and the general fund committed means that we have said we can't spend it when we did some research on what that was it was restricted meaning that someone else in their will told us we can't spend the principal and so we have taken that money out of the general fund and moved it to a what's called permanent fund we'll look at in a minute the library revenue we used to be accounting for this kind of like a separate little fun that we mushed together at the end of the year into the general fund and we've just cleaned it up so that the library is in three places the endowment fund the general fund we should spend about seven hundred thousand a year nine hundred thousand depending on which budget you're looking at and then they have their own money that comes in through donations and grants and user fees and that's just moving all that of their own little affairs as you call it for the Parks and Rec you call it self-sustaining fund and then when we're looking at the different funds we've made commitments the biggest one here is the capital non-recurring fund for some reason two years ago with the auditors not these auditors but prior auditors took at that and just zero the fund out and said it had no equity but we have reserves and other things that we had made commitments for and there we can't zero and out that and so what we did was we calculated all the commitments that we've made them you know we said you could spend a hundred thousand on this you said you spent 75 7 - 25 left and so we've we calculated all those project by project is and these three funds are grant by grant and these three funds to say how much should be in that fund and so this is to properly fund them so that that when they need the money it's in fund that or the equity is in the fund so those are the the adjustments okay so the net result is a decrease in the beginning balance on the general front from six point three two million dollars to five point one one million dollars as of 6:30 seventeen so the beginning balance was 1.2 million dollars less than we thought it was at the time during the fiscal year of 18 we actually have a surplus that adds one point four seven million dollars into the general fund so we are as of six thirty eighteen the general fund balance is six point five eight million dollars or ten point three six percent of the annual budget which is a good number you want to point out that if that 1.2 million dollars were correct there would have been more like twelve point three six percent which would be a great number but but that twelve would have had the library down but where we probably were yeah right but that's not including any issue that's just moving right picture of his library exactly exactly so it's not like a Miss hell no no it was just a Miss no that's vacation that's correct but when you look at Jeff I mean general fund and general fund percentages is one of the key statistics already yes Glen's point it didn't for the most part it didn't leave the town write it down you just put it in the right pocket right that's correct yes you put it the right bucket and we replenished it with surplus this year to get get us back to a very comfortable position for bonding and for projects so these chicks so then what do we need to do to rectify that right now so make a motion to right I would say we want to make a motion to acknowledge that these changes to the fund financial statement said the prior period adjustments to the financial statements that you've seen them and you don't disagree edit it on after daiquiri I wouldn't three I'd say I don't disagree and that mostly that there's no statue or anything that goes along with this but heaters just want to make sure that you see them you know they're there and you don't sell no idea they don't right so yeah so so Mike line I talked about that I don't think we need an actual motion but I am stating as chaired the Audit Committee that I every viewed these with goes to town controller as well as the auditor and feel comfortable recommending to the board that we accept these James so they just exactly so let me make a motion to approve we can do that that that that might as well might as well so I'm fine so I'll move that we approve these prior period adjustments as stated that we yes I think that's all you do second anybody second in discussion second first second anyway second very discussion no discussion of a boat we just did something similar a couple months ago this you've just been seeing the same schedule for months okay it's just been yeah okay all those in favor say aye my motion passes unanimously so with that we accept the the capital work did then thank you for everything you've done thank you is there anything in the calf for a patient we should look at it really consultation their sons one page in here that's really tells a good story I've got the full story here if you wanted Cornyn I get a summary story that's a summary story I'm gonna go fast I love it it's tough but finally acknowledged you might not but less like Dan said could you just do something sorry it was on the cards they Parkman this is important I mean one of our one of our key charges as board of mine answer and I think that it'll help you going forward to understand the statements that so if we look at the and so I just want to do it a little map we've got three basis of accounting in these financial statements so they get really messy that so you might say well education says on this page it's this much and this page it's this much yeah they're all different that but exhibit 1 and 2 and the way that's laid out is laid out for the auditor and not for the ease of our understanding that's the required way that it's laid out so exhibit 1 and 2 are called government-wide financial statements it's everything rolled up together and it's on the cruel basis like a business would do and we'll talk about that quick quickly 3 and exhibit 3 and 4 what's called the governmental funds and it gets confusing because every word we use begins with a G we've got governmental activity we've got governmental funds we've got general fund with that gap we've got GFO a that we just those genes and governments exhibit at five six and seven are the business type funds primarily WPC a seven eight and nine our fiduciary type funds our pension trust funds and the custody that we're holding for the students and in their activity funds and the other exciting one is RSI required supplementary information one which is your budget to actual for the general fund usually exhibit three an RSI RSI one are the only ones that anyone ever looks at that this is the budget to actual in a summary format that the first column we budgeted for um a loss our final budget was a loss of 1 million seven hundred twenty-five thousand dollars the 25 thousand I forgot exactly what that was but I think it was a police additional appropriation the 1.7 was the FEMA that are actual our revenues that we had more revenues than anticipated by two hundred and fifteen thousand and that is a net figure the big revenue that came in extra was self insurance we closed that out some went to net with the Board of Ed some went into the general fund and then we had a bond premium that is included here which which wasn't budgeted for it we've never budgeted for that and then there's a big under variance that we didn't get enough money in intergovernmental revenue and that's because we did our budget in the spring and the state did their budget the file info and then so we didn't spend a lot of the money the biggest amount was FEMA the way we worked if the FEMA is just the dominating these financial statements but the way we did and we did an additional appropriation and then we picked up a receivable for FEMA that the receivable offset all the costs that we spent so it's like we didn't spend anything on this budget to actual plus we didn't spend a contingency so we had we added 1.4 million to our fund balance on a budgetary basis that our budget is a little bit different than our modified accrual basis that we're fund balance is calculated and a lot of it is just ins and outs for example on our exhibit three and four is on a modified accrual basis and we're measuring the working capital we're required to pick up revenue and expense for something benefits that someone else pays on our behalf and the state pays our Teachers Retirement and the teachers health insurance so that's those first two items that are showing that if you go from here to that page you'll see there's more money in revenue by four point seven more money for expenses the next set there's some things the revenues that the board of it Nets with their expenditures they get grossed up on the next schedule they totally 153,000 the storm expenses that we net those in the our expenses they told a seven to twenty five and there was a transfer in from the other fund the self-insurance fund so they got grossed up later on and then finally the encumbrances we talked about the encumbrance as our separate they're an expenditure for the budget but they're not an expenditure for gas so that's where the twenty two thousand was the one in the conference that they had so just and then that's this is all at the front row right from the financial statements if we look at exhibit three that's these are the major governmental funds a major fund is a big fund that there's a calculation that's done we'll probably have to add will ask the suit the the selectmen to approve a new fund probably good idea for you also to get in on that approval for the school construction fund that should show up in the front of the major funds the audit opinions there's an opinion on each one of these columns that we have the general fund that's the one that has the budget we all talked about that we have the bonded capital projects funds money that we're going to bond that the expenditures go in here and and the bonds come out water assessment fund that some people got waterlines they're paying for them this is where the receivables go and the debt for that goes in here and then everything else will look at everything else in a minute the general fund that first column the important night items numbers down here are the numbers right here our funds balance at the end of the year it's divided into different categories we have unassigned and we have assigned that that assigned find balance is the million dollars that's left on the on the FEMA expenditures that and then the 23,000 was that encumbrance that if we look at our fund balance over time our unassigned fund balance over time we the blue line so the light blue lines here show that our total general fund revenue on a budget basis and the dark blue lines show our unassigned fund balance in 18 I did add that FEMA money because I we're going to get Brisbane returned it would otherwise distort it that so here's you can you can see that the the general thought of fund balances we divide the unassigned fund balance and what percent of the revenue is it so if you had one month's working capital so think of fund balances working capital if you had one month's working capital if I have eight percent that that we have been an increase in we weigh on 6% a few years ago and now we're over over so that's great that years to know that the rule of the thumb was it should be fine I could be percent and as very old that Moody's when the city start lending but this is a minimum of a year maybe years ago they said we'd like to see at least 10% and then if you asked Association they 60% of Florida have enough so it just keeps growing and growing the way it grows the the the role of he's drawing but the way they final throes to just make profit that's like really nice for that so that that's been adduced asked well that the surest ton of any when my name product and then a million was because if you look at all this is a 13 and 14 that means Tiffany dukedom so this balls isn't inflated so that's what I guess I didn't happen it is the so what that back here we talked about this is Tom and then they said of other men until the phones and that's this whole below with these other high because among the separate final reporting of bounds Parsons interacting their selves to sustaining fund this shows that the revenue and expenditures that went through there this is all sitting here and I'm going to talk a little bit about that's where it has the most receivable that's all the stolen through there it's a process that the grocery properly my that's more than the curse seats and industry or those but that's the conservation my idea this is restricted for that Social Services fund has there an emergency fund and they get donations to that but the town grant fund is grants it to come in they come in and out throughout the year you'll see that in the because it's the word of simon has to approve them all but the only kind of set it out the education the little asterisk another statement is there's an allocation to see all the detail of what what branson and now that that's not a requires general but that education grants the same thing that is the day that brands that come in and out but they're not love being the general fund the cafeteria funds and the last education ability to use an iPad finds those closed down on October of this issue shouts women to the gear and those are old funds to different names we're not a program last year like pay to play but anymore the second page of the police I'd have to funds that kind of attracted to services fund for they go to door look at the parade and then the parade organizers meeting in the back for their time and overhead asset forfeiture fund think it is stating fed up before were determining in there the library talked about their funds they've either seen their their revenue fund the deep fire our choice is a name of the person and that money that they've had five point five million five hundred dollars in there about three hundred thousand is not settle into two hundred thousand is the capital project is fun that it's open space funds that not gonna happen here and there they can't help I Milani recurrent any fun to look at a product by product it didn't from here we take those we put them together yeah can we prefer an accrual basis we're going on between now and then extra audit that has a fire trucks trucks buildings are equipment that and appreciating that every year and the weird thing that it has in it an infrastructure that that is the road said we cannot pick out the road never used to count as an asset but the equipment Alice she Jenna so we wouldn't have we would skew the input statement and that's just right and we take it out on a long-term dedicate is that it's a depreciated cost that we might have some land and Canada would like that we might have gotten for you know to the cow and that my the long-term debt is these sort of the the top half are the categories of long-term debt we've got the permanent fine but the funding is twenty six million and that's the truth area that's changed in November we buy the patient notes that we refinanced and there's a surer rule in government and said if you really planning some before we go out to go to how did you call long-term debts at bottom anticipations that's a madness there's premium sodomize those are the extra Cubana that we get when you sell them and they ain't my style with other like the bond we have some alone stable at the end the year to you say miss bank we have the assessment panel in the media promise it's kind of potato to a physicists our vacation time static time the people will be paid for women and Eve we don't know if it's just a comment on the town side primarily the world I percent and then at the bottom half are just there do not include a long-term debt those of the bond anticipation of the tune of 30s and again they were some of your mom's is that so the moment that we had it in November we're going to happen two or twenty years and they always go straight so you guys so that's our long-term debt and I did a little scale it away down the of the long-term deficits let the play go over the years so this is the long-term debt and we blew this is the red and the dark blue and the ratio between them and in the last three years it's been going down that yes in a few years that will drive before this one kicks in trying to manipulate me antigen but the others that we don't talk about we should have talked about anywhere initiative we have this sort of tension and this is fantastic if you look at the punishment of my ability that I honestly hadn't found it it's but it's a half million dollars what we hadn't been funded in anything Senate finally that's about 100 a student estate we had a 400 is that a we didn't find the - yeah that we have opened that okay we have two types of old kind of other post-employment benefits we used to missile maybe 50 years no bother people that we paid out the determines when they retire that that some people are grandfathered in and then we owe them they're healthy they retire that is about two-thirds of this liability down here in in I understand you have to understand at first that we've only had a government for me the last 10 years that a thesis is an enemy again I would say that for the doctor that I would say that it's we never had followed the 20 years but if you talk but oh does this mean minute maybe 10 years so and so and there's no requirement to find it we have about a 90 million dollar valuation that two-thirds of that is money that we are these people tired we're finally going to this page to go basis one third of that is it's called implicit remake set up city that we're requiring to have other retired teachers on our health insurance plan they pull it up at the premium for everybody else and I think incredible to me that it could be that as much that every single town about one-third of the vitality is our inflated of an ounce or that we're paying because it looks tired teachers are on a plan and so we can't ever see that money didn't pay off and at the end of the year and and very few places starting to find anything okay very good house this isn't a new one the volunteer service of words it shows up a little bit different because we don't have a trust fund where we're funding it so it's just the lighted roast liability instead of the net liability the total liability that and what we've had every year on that is thirty six thousand dollars that last year's overpay on that and there are some other ones that we have to be aware of out there that the state of Connecticut the teachers are under the state pays for the Teachers Retirement and the state has not been really good at funding it they funded fifty fifty six percent fifty five percent so the town of Brookfield's liability that if they said you know what we want you to pay that is sixty three million dollars that the concern that that we have about starting to pay a percentage of the of the payments is this is a cost-sharing plan if they make us pay it as this is our share of the cost we have to pick up our share of the liability so if they said you have to pick up the draft pay twenty five percent we would have to pick up twenty five percent of those liability the way it's structured now we're just giving them a contribution towards it and we're not actually legally liable to pay that percentage about this year so the way that structure is that it's not it's not an actual class share it's just we want you to reimburse us this but not in actual class show what I understand from CCM that that the pension bonds that they took out to bring us up to fifty five percent about ten years ago won't allow it to be set up as a true cost share so it's just a payment to the state and that's how they happen I mentioned this a shot at one point but during one of our slower means I think be good to get a true education on all the pension issues I think that'd be a helpful yeah I'm so CCM has got people that are out that and they'll they'll come to meetings think good ideas and this is a big that'd be great and Pokemon customers are actuary then and then starting this year we had that also with us Gatsby 75 that the Teachers Retirement that the state pays they have haven't funded that as well that our portion of the OPEC for the teachers at the state level is sixteen thousand sixteen million dollars alright so we take all that that we just looked at we mush it all together and that's the full of cruel financial statements that's the government-wide financial statement and exhibit one this is a full accrual basis these are the assets there's no rules of thumb there's there's no comparing to other towns because everyone has separate depreciation separate thresholds that and the we work so so hard to create this statement and up until the last time I heard was maybe 18 months ago the all the bonding companies say they don't ever look at it but this is really financially this is the most important statement in here those are the assets those are the liabilities again it doesn't tell us anything except that if we're getting if they're going up or down we can look at the government-wide and there's governmental activities that's all those separate funds we've talked about business city's WPC a that when we look at the income statement of all these numbers on these two pages that one that's circled is the important number that our long-term financial health went up by about 1.5 million dollars during last year that I'm on a full accrual basis but this is kind of an exciting schedule because you show your expenses over here it really is you show your expenses over there and then you show the direct revenues for each one so your net expenses and again if you look at one of the other towns in eastern Connecticut that they have their education expenses and their what they have to cover up the education expenses is half that because they get so much of the education cost-sharing money that but here's the net cost of each of those programs we cover that by property taxes essentially and so that is our long-term fact that increase in our long term financial health and we should always be conscious of that that and really pay more attention to the schedule then then most any government pays should you get a number in that cold water Tori um so this column is is us and this this column is w PCA we should watch W PCA as well we're required to UM we sign off on their part of art of the town that part of the audit we sign off on a management rep letter about them as well so we need to pay attention to them as well and what happens there changing that position that stays with them any questions any suggestion especially of heads of each to the ones in years maybe right lying there [Music] than to say here the new business we approved the I propose importance we approve the campus so now we're on to the state grant that we have a package I think there were two other adjustments that group that you were supposed to approve one is the ins and outs between departments the the JD had sent that I have a copy of it here someplace that that Jimmy had sensed this and we looked at last month when we didn't have a forum please but it was the Board of Selectmen were able to approve within the departments of the budget transfers rate for 2018 and there were some that were insured apartment that the Board of Finance has to approve I can make copies of what I have if I can use that machine but you should have received that from Jenny and then the second thing the second thing was I can pull it up to that the second thing was to carry over the appropriation for FEMA that there was about a million dollars left at the end of last year that we want to approve to carry over to this year so both of those to finalize the financial statements yeah thank you I'm thinking try to squeeze into so we have to amend the agenda so how's the agenda yeah man it's a regular meeting so there can be other things that [Music] in the context of its in the packets of the other [Music] damn you know Diana's making happy something all right so then while we're making copies why can't we go on to the emotion of grief [Music] so we have a forest the packet that was given to us by Steve in regards to the freeway extension fool the recommendations Board of Selectmen the time use 100% of grant funds in the amount of 270,000 $355 approved by the state on commission for the town's application community connectivity grant program administered by the CG Department of Transportation for the construction of the 2500 foot trail extension of the store evergreen way to connect to the campus of municipal center and parking I second the discussion there's nothing for me all those in favor by saying aye motion passes do you need a formal approval for the other keys that's over kids hold it up and then Marsha who's doing it have known that you've been um I have not been authorized but I am ready to do it looks like we can a discussion on that I want to get any information that we can before we deliver very excited yes of course we don't need to supposed to like me to necessarily do that Marshalls comfortable doing that I'll see I don't know what he would want to say it or not you've said in the past but on the agenda said something right Billy I mean I'll bring this up say POTUS did today was uh for the schools there was there was no security cameras in that nature it's all be okay I mean I was gonna bring up more in deliberations but since we're yeah particularly the ones are all the Verisign yeah I mean and then again yet why are we fighting 20 years for every year get fake notes on that go through tonight and make changes when they actually deliberate next week yeah I think there's a there's a bit of a sense of urgency and improving capital yeah before based on what gene sent over yes there is a memo he received shown that they want to have the top red ready for the tummy so we have to probably do that how many paste the pants Tommy it easy people who work [Music] 14 days [Music] we should talk about it anyway and then we'll get some some advice some sound advice it's two weeks we have so get some sound advice very good all right let's go back to the corporation so I'm Serena the memo that that were to the transfers between the departments and the carryover of the FEMA appropriation that the transfers between the department following this screen [Music] illegal fees these money finance departments or purchase professional services the non union wages for land use the economic development needs $93 just a lot of little things that and it's coming out of contingency talk it's all right here so so so this is week was coming out the trend so this year what we're trying to do going forward is we're trying to come to you every quarter and say hey it looks like we need more money here and we can take it from this this other department so it's not adding anything to the budget but we're trying to do it quarterly and but your practice in the past has been after the audit is in draft then you approve all the transfers and and the Board of Selectmen can approve them within the department's and so these are just transfers that go from department to department that nothing adds to the bottom line it's just that they can't approve inter-department transect contingency numbers wrong it should be 35,000 lower which we show the columns it's it's less than a $50,000 we improved that's personnel so no that's personnel contingency in Nashik sure thank you this year take care of thinking this year it was 50,000 and you took out there's 15,000 remaining at me but that's the next 80 90 this is something is that after he read these transpose yes yes and the audit is done as if you have approved by all these transfers so John basically the prior you weren't sure what the state was given us for my so the contingency fund was quite large fund yeah so that's why there's that much left in it short because we had pushing it to cover but I'm still confusing the among the ax dollars removed because I heard 93 27 so those are all events those are all in the total that we're moving is a hundred and eleven and it gets interspersed out and most of it goes to legal fees [Music] unexpected event so 1718 so this is the reason this is 1718 I can't tell you too much about that year but I think so that's part of it that there are last year was a revalue and so there were a lot of lawsuits that are winding down this year taksim lawsuits that that is the extent of my knowledge just those know their position arey no make a motion to approve the final transfers for a year and 18 but I'm at NASA so I move that we approve the intro interdepartmental transfers as from contingency to the various departments that described for fiscal year 17 a for fiscal year ending 6:30 18 I'll second raise the okay if I say I had passed the six zeroes [Music] and the second one is to carry over the storm appropriation to dis formalize that that it was an appropriation in the general fund last year and the general fund budget ended June 30th but the work that the costs did not in June 30th so we want to carry over keep that appropriation open into this year one yep so I move that we carry over 1 million 1978 cents from the original 1.7 million dollar storm appropriation into the 10,000 1819 general fund budget [Music] discussion in Reverse a 9-iron at zero we have one more of the one of these ones here there's some 19 things but I think you're waiting they we've discussed around their addition we're going to wait till next month [Music] sibling back ceiling we should do duration of capital just try to hit capitulation delivery on Monday without a major and and or approval Indyk or we should try to approve the 19th of the latest ourselves trying to get it on both 22nd this is a deep or dead Monday oh yeah sillier oh yeah yes yeah still operations all right so we should try to smooth it in before Tuesday so there's time forever flow back before the council approved the right percentage in addition to whatever you know they'll give lower hall a bunch of time to were always our backs against the wall at this one okay I have yeah I mean otherwise it's just so many deliberations anyway since I necessarily specified but just have familiar with you put everything we could possibly delivery up okay so we can all right so then let's circle back to the bunch of discussions l70 talked about the capital insecurities you know that they are longing asses there are some way affecting just for exceeding it reserve if there's room in the budget this year if we can at any point on it earlier so it's added the next year so just some way that increase the cash that were additional at sheer if there's anything extra no just keep at the back door if it's possible I don't know what the protocol is for being able to do something like that to say hey let's just funds you know there's an extra $50,000 on it rather than throw it to general fund can be over that's the protocol right there and you know something and have a discussion I mean I think it's a better discussion during them kind of look at the budget probably squeeze in this year and that's part of what we discussed well you weren't here Shauna's Marsh is gonna give us a better forward-looking view of the revenues and the expenditures next after we got a budget season for our next meeting she's gonna bring us some protect we're not gonna be able to hold each I know that but best guess projections of revenue versus to see if we do have some you know some money left over at that point maybe we can tackle some of these items I break you said see them on the brick you know the fire house for twenty thousand dollars so that it doesn't crop up and the next year's budget discussion and we're already going to put because of the theme storm we talked about a good chunk towards the general funds so we're not like I'm building the general fund as Ben and Marsha present point three percent now so identities got it right I get that we look at some of the things that take the burden off next year's taxes yeah we talked about apparatus research everything that's something you can't avoid and miss cook giveth engineering plans yeah so I think that puts the onus on you unfortunately Marsha to give us some numbers that we can somebody yeah yeah don't want to be magic just give us enough practice they're smart and I spend it there's covert op kappa Hyundai sure and again I don't know which talk about I don't know did you participate in the discussion with the departments and why as though yet some of these things are the I know that the goals that the selectmen used were from the department's requested over 12 million dollars and they were trying to get it to five million which is an increased spending over prior years they also wanted to increase the current year how much was spent with cash and then financing the projects of long-term and midterm debt that so the Board of Selectmen budget has come in with 5.3 million in projects of that almost 1.6 million would be current year debt that primarily all the assets over 55,000 which is up from 45,000 last year and then the security that they put in they really wanted to do that but but at that time they didn't feel comfortable putting it in as a cash payment and then one of the considerations as far as the the midterm spending is maybe just changing the mindset that we have to replace some of these big servers some of these things every five years instead of putting it in capital every five years maybe it would be better to just go for a leasing that that equipment that's we can get a lot better leasing rates than you and I individually that and just keep it as a just a continuing expense for one-fifth of it every year instead of five years so I want to point out and for the sake of consistency across all deliberations last night me and then we're going to talk about the port of education budget in terms of the model the ten-year model and I think that capital expenditures are as important even more important because of the bonding aspect of it so the model that we approved that we proved though that we acknowledged in this studied showed five million dollars of capital projects for this coming year with three point two five million bonded this budget is five point three million dollars of capital projects was $300,000 greater than model and with three point seven million dollars bonded so if you carry it forward and you you use the same assumptions of the model and you use this number we're talking about two or three million dollars of additional bonding over a three or four year period for a five year period and that's exactly what we need trying to avoid so I I would challenge the board to have the same discipline in this piece of the budget as we're having in others in hold-hold the capital budget to the model that was it so that's where I'm gonna we're got this there's many hard choices that need to be made because we can't we can't be over burdening the town with two and three million dollars of bonding every year and still do what we need to do with the school and everything else so I think it works I think that the model the current expenditures were about a hundred and sixty thousand dollars higher higher than this that they're blessed one 1 9 750 well so we're shifting it's about my pointer for shipping the ovaries to bonding which is exactly what we shouldn't be we should be burdening the cash and not on it when the Board of Selectmen look at this mean all they do they have the model in mind or is it relevant to their deliberations and they just go on other they didn't discussed it in the deliberations that I think Steve had it in mind when he did his that and then I think the other board members were looking just from listening to the conversations were looking at some of the things that really needed to be done and that would have been on here for for a lot of years so the just going through each of the different items that goal was to keep pushing up pushing the limits of what was paid currently that they had already taken out everything that's under $5,000 had to go into their their operating budgets that every department the the general government is a number of different departments but then later after that we get into department by department that they had asked for their rum they had asked for their priorities that finance we talked about was the the time reporting system the Sasser that we're putting money aside for a rebound that will happen in a few years she's asking for sixty two thousand every year and last year in this year and we last year we bumped it down to 50 this year we did the same thing she said upgrade her computers so that they continue to work with the software IT is a windows server upgrade the town clerk is map storage cabinets she's run out of space right now she's found some used ones that she's trying to negotiate they want to sell all of them just trying to negotiate to get just one and maybe fitted in her operating budget as a used map storage cabinet for the police they'll talk more about theirs on Thursday night but they were asked to prioritize we normally buy them three cars and when they prioritize they they put the third part at a lower priority that so that was kind of different that on some of that meant the stuff that's the other financing that's stuff that we talked about leasing instead of buying but they're getting to the end of their their fiscal year they're useful like when I second you determine the these verses are that it should be determined it so so we're looking at midterm findings if you change this is that you want paid currently I think that Steve and John have the option for from how to finance the midterm that but first we'd have to solve the numbers solving the numbers so at the budget solves the numbers that the the budget says yeah you can have your data center and I was thinking that you saw the the board said how they wanted to fund it looked like that was the way that the budgets were presented in the past that it's either cash this year or as finance right I am and we were at least favorably sort of it is but I think that tonight so some of the other ones on the financing it was your beef rough yeah but I'm getting been perverse about leasing versus buying this event way making that where do we get that calculation from where do we get who's the girl that says jitta these things makes more sense than the bottom then these verses loan yeah that I think that from what I understand again from the coupon council is the first selectmen and the treasurer made that decision right we really this way the Charter is written it's really up to the treasurer and the first 11 to determine the tenor and the method of financing right this is kind of a gray area when you talk about leasing versus paying for something of a different a different way thank you to me it would be something comfortable to the short-term financing but if I the least means operating budget not a passive thing the pants on the lease so one of the things that look into this one of the things that we did in next year's budget we tried to take all the lease payments and put them down into debt just those they are after that so we put the lease payments in that service whereas previously they're all in the IT budget so it wasn't any type of control that the department's had as they weren't in the department budgets anyway so let's get down to basics - what's that cost analysis these forces by who's doing the cost analysis okay the way we're paying for it if we're paying more for a lease it doesn't make much sense at least if we're paying I mean who's doing the actual operational analysis right down to where somebody attacks me we'll do it I don't make the decision but I would have to do the analysis are you also talking about the I mean if you look at the goods and generally printers often a leasing option is makes more sense than buying them out because the mean is that said no self-control discipline the data center hardware that could be the same type of excuse me but how repeat it could be that releasing is the best option for that type of we don't want to be bonded because they're not they're not like don't last the 20 years so we want some shorter term option and in this last bonding what we did was we asked that we gave a dollar amount of the of the other financing and we bonded that for a ten-year period instead of a twenty year period you can't really tell from the bonding but they can from the immunizations but see how I agree with I mean on this with a we're in the budget even though when it's the decision gonna be made because it changes but I think that's something we just need to ask the police about find out we're ready determine if it's leasing the equipment so that mean but from there what do you mean well but leasing suddenly stop years ago work yeah damn that's nice and yeah so we were thought all right right right but it could but I'm just thinking my husband's idea so but I mean you look at the length it may be that these thing is the way that you purchased the data hardware so it's not an outright payment and therefore that might be why it's considered other financing versus it's a few thousand dollars well plus it could be a cap release we end up buying it for a dollar it's under the that's yours yeah you still own it so let's go back to the basics in real simple what's that number up there that 58,000 what does that number buy or lease and that is a customer that's uh buy so that number if we lease go change obviously right I'm not actually looking at one of the documents of our short-term financing so the services data storage backup and recovery that's part of the agreement contract with a technology group that we are short-term financing so paid for out of debt service imagine this me something similar so what you've done in the past this is the last two years is anything that you've put in the cost as in the budget you haven't liked none of those 20-year bond things include the interest payments either so I guess I'm a little confused that we've had an interest to the approved modernize its 5% I thought that was supposed to cost us closing costs instead but not interest until the until then in the budget itself that there's debt service payments and we've kind of estimated what the debt service payments would be which would be interest in principal and they said 5% interest assuming that we buy these things mid-year over a five-year period so I think that might answer your question don't repeat them if we just know what the annual lease payments are with the length of the leases versus what the cost them how do you spread shake essentially submit operate so that was actually already [Music] so so to answer your question cleanse we haven't sent Robert but we do have debt service but that's in the in the budget right but we're just reading on the notes is if we go to Lee sickles the operating budget basically doesn't go to finance again you have these notes says that if we remove it from the capital and we go to Lisa becomes opera tangible eventually I don't want it to be operating as if it that it shouldn't be in the operating budget because we've gotta divide these out for debt service payments we've got that doesn't fit the chart of accounts if we put it in the operating budget it should be in debt service whether it's a lease whether it's alone okay yeah next so next we have the the center fire company that the Canada wood fire company that one thing that has to be purchased is the pumper truck that tickets there's an 18-month lead time that they've given us every year they give us their capital schedules and they so the four hundred and fifty thousand dollars is the money that they need from us there would be another two hundred and fifty thousand that they would put in of their money for this truck that that is the biggest item on on these schedules versus their apparatus reserve does a will usually have a separate private reserve they have an apparatus reserve and they want to bolt with it yeah we don't want to replenish it not the year that they're buying the token when they first put in there so I don't know what your original paperwork looks like they first put it in as an apperance reserve but then when we calculate at the time the lead time they would need it can't be a reserve it has to be a down pay that the the payments on the truck so they can order it and get it in time this I know it can be again after budget season get a list of where there are different reserves are decided upon it today but I know that we've been putting money has been put in the reserves hope so there is one in your financial statements that I think that's said would but that won't include will be appropriate about this should be one it doesn't do this again with money this year yes the other one should be pretty much okay that's the most significant of of the payments for the fire companies the second one is roof replacement as it at the truck B's they also put theirs in order of priority that the one that was was let into was they want the emergency responders vehicles to have AED devices in them so that if they're driving personally and something happens and I have to drive to the fire company if they've got stuff there they asked for 15 of those and that were selectmen cut out ten and thought to five a year the other thing the incident command vehicle they both asked for incident communica 'ls that both are going to put money towards it the Candlewood fire companies is more expensive because they don't already have an incident command vehicle Center company has one and has the equipment that they can just move from their current vehicle into the new vehicle Public Works they have their this is their budget for vehicles one through four you saw the pictures of their fledgling Franklin's that and then this is a bowl numbers are pretty going further we gotta talk to him but they present to us next a great tomorrow because we did have a you know Shawn to we proved it and then they did a flop or something so why are they in there because the computer have last year's right we approved their incident vehicles in the first go-round he gave them both an incident and then I know who your since we found the vehicle or we did something but then that would make no sense them they have a lesser a year yeah there's a new command vehicle for handle of fire [Music] because they had a tool or something like that so they didn't need the full outfit but why would we do that for one year and then have it come back next year that makes yeah we need to get a better storyline how's that Janice on it over here yeah do you know what but last year's but we already figured it out me at least kind of approved money to buy it so we approved two new vehicles last year so we need to know what happens and if we spend any money from Westar on that or yeah I mean it's it's classified five ultimate quest currently the important again against their religion so they requested fifty five thousand dollars this is Jen look for the new command vehicle in it it was placed under 10-year bond financing but important finance the notice is currently can with fire department only has one vehicle capable of towing their boat if it is not on service that boat becomes unavailable this will fund a vehicle capable of towing a boat and necessary equipment fifty-five thousand for the vehicle and can outfit equipment and operating budgets moved from postponed to under ten year financing past assistance we'll talk about tomorrow again and that Center actually brought their requests down to 27,000 because they hadn't taken a statement as we approved 35 last year that they brought their sounds they were gonna pay part of it will be approved 55 last year so okay yeah yes there should be a surplus that summer we have the top half of the page is highways that the equipment that are non vehicle equipment that the one that is split that looks on is the library windows the library badly needs windows but it was four hundred and seventy four hundred and twenty five thousand but the cupola at the top is leaking and so the five thousand dollars is to fix that to the wrong table yeah we talked about that maybe making catchment so this right so the lawsuit portion isn't it so that's not typically included in assets sorry Steve and I went through this that that and and I don't know where I'm not catching on to what he's talking about that that we have we want to pay one point five million more twelve in total um and we have revenue coming in from Llosa of a hundred thousand and so has concern is were not paying 1.5 million early paying 1.4 million and of our own money yes that's true and so we went round and round about about how to do this so it would be very clear so that's why we ended up with this showing 105 is coming out a little which has always come out we've always used our loss of money for the funding what you had asked at the last meeting or one meeting where we talked about this is to take that instead of reducing the nine hundred and fifty thousand to 844 you asked to keep it at nine fifty and reduce the 552 for 45 I want one six and get a reimbursement of one and once I do that was supposed to shine us there so if we do spend one six and get one back and then back to what we totally understand fine unless we were always including 100,000 of those images with a show in which case we ready position hold it I agree with dance logic right true I went back I got that that the paperwork directly from the state see what we spent it on we've spent it on roads that we have it in the revenue that and we've had it in the revenue every year that correct but the finance part should stay true regardless when we find it so it's just whether we spent the cash on the cash outside of it right does your financing there's a lesser number and I'd rather do suffice I agree about the same from pest but right the finance numbers of finance network which were decreasing 500 on a fishing by 100 yes and so if we decrease the finance number by the loafs of this year it would be kind of fight 200,000 we're decreasing it because we've always reduced the current expenditures by receiving loss that's a lot cause we're taking I'd almost rather heywhere wallrun 83 make a note talk when we talk about the town capital for versus school capital for paving Center they talk to the town side and get like the bulk thing or they just go out give up quotes on their own I mean we coordinate that or ask that question like if we can do 100 miles at one point five million dollars why are we going to cost us two hundred thirty thousand dollars into a quarter mile [Music] but are we talking to the town we Ralph it this way they're gonna look at new avenues it's a school gonna look at what how to do the person that we know has the monitor yes drinks that's everything else gonna use are we gonna use expertise are we using our expertise I guess is the question so we'll make sure that the two of them court naked on the parks and grounds again that's that is there's that the as far as 1 to 13 are their priorities that there was some thought that based on Steve and Mary talking about getting some of these little things and knocking them off but then so Steve had left them in the budget then he talked to Mary again and she would have preferred the Bobcat utility vehicle over some of those little things so then they the Board of Selectmen made that adjustment I think she talked to you about all of these and I don't think there was anything strange it other than she had asked for the tennis court replacement and the turf replacement and the selectmen had changed or reserved instead of their replacement library not anything to do with what they asked for in there so as I understand that the operating budget was three hundred thousand to look at their current building and this one is sixty five thousand to look at plans for other buildings and the selectmen didn't figure this first leg but didn't think that it made sense to do both it should be going through this now that the school is and he did ask them to take it out of their budget before it came to them but they didn't ask them to take both out because she felt as though it was more appropriate for us to go through the process see if the school is going to be approved and now that the school is approved to set up a committee to figure out what to do with center school after it's not a school and that would be a town-wide committee and a town-wide approach instead of it just being the library that's doing so he said please wait and see and if we're going to make plans it would then come out of that committee instead [Music] and then the slide is education that the high school the first two and he pretty much stayed that their order is on the left their overall order between all of the different projects he pretty much seen with their order and but included all of the different security upgrades both of those social mobi delivery we're going to go to Livi last year my lion oh yeah dad take away do you want to make sure that knee is called pulse here also to insert a character yeah yeah I mean the education folks are planning with some of them are finally pneumonia don't you'd like to add Marshall um he's dead thank you the dead budget that the bond principal and bond interest was based on amortization schedules they had done an initial one for the budget and then I did a really much more thorough one for the audit and so I used the what it figures ties down to the audit and I think I forwarded that you at some point that but do it again the band interest is based on the total amount of the bands times three percent which is the interest rate unless advantageous on you're not 490,000 because what we were just this is next year four hundred and now I'm looking at the previous year so I think that's the budget and the budget was 240 it can actually see those tiny little numbers right so so this number right here to 59 60 because that's the budget as it stands today okay which we discussed was not correct we think that Johnson a theater ESquared over there are some movie parts from last year's death service because me estimated the interest on the new issuance that we were going to do in November of last year so go back to your time we were looking forward to November sangra issue dead we have to project the interest on that debt there was some back-and-forth who the short-term financing member so we may have overestimated the short-term financing number and underestimated the band interest because I said all this to marshal kept me since they were actually not here so they'll be able to decipher exactly so but we'd that's what we talked about earlier tonight okay a differential one is over in one round this already brought before 50 yeah the short-term that we have a loan right now where we took out for the with the Union Savings Bank that's our payment per month we have 8700 because we want to move the lease payments to debt instead of having them in people's operating budget and we have a figure in their short-term financing we assumed we would do it halfway through the year at five percent over five years but as we adjust the capital budget we have to remember to adjust that budget and then one thing we've never had in our budget before is financing costs if you look at your budget notebooks you'll see that we paid it just keeps growing that that we still have a bill that we just got in this month for November's debt and then the Laurie hall is not billing us everything that she's saving some too tell for the photo fellas that so just the finance and costs we're trying to allocate it out that there's some if we looks like we're gonna take bonds of bond anticipation notes out every year we shove something in our operating budget to pay for those that to pay for the the costs of that that we have a lot of other costs that we pay for that we have a an intermediary that uploads our stuff to the EMA system and follows up with that maybe as we get more comfortable with what we're doing we can drop them and do it ourselves but right now if they got enough why are these costs in there now I don't know them you know they cost us a cost is a knowledge oversight - yeah so we're referring to the cost of issuance for body anticipation notes well your what I'm trying to what I tried to do in the in this debt budget here and then you can see all the cost I knew about at the time that we did the the other budget I'm trying to put what looks like annual costs in this budget and what looks like costs for when we do permanent by in the capital projects budget that and then there is a no-brainer for capital projects my saga cut that down and we'll parent so if we will wait until we do permanent financing before we but that number in the budget was a theory from the selectmen what was that 215 that code that was the one I was trying to put the one trying to put in an amount for for an allocation each year for the long-term financing and the theory was that we won't put it in this year but next year if we do permanent financing we'll put it all in then and say so what would the 215 this year have accounted for [Music] this one is 73,000 Oh we had some costs paid at closing that and so I tried to prorate those also underwriting costs we have death digital assurance certifications that there's an annual cost that's in the 73 we have printing of the offering statements and we have that every year with the bands as well source of media that every one of them that came in I thought this kind of spam because they I'll email them to me that but I checked with our council on each one of them and yeah that's legit and she was the one that told us what it was for that's advertising the bonds she says we don't want to cut that for them from the budget or we would get a higher rates hilltop securities that I've prorated their advice or fees between the two she she gave us some portion of an allocation that the Hawkins Delafield is Laurie Hall that she gave us an allocation of her budget her fees and this is the one that she gave us at the time I said well we don't want to have your holding bills for us that one we're thinking of going out to bid for these services we don't want to be surprised going forward and so she's wanting to get me their full potential occasions for each and and then some consulting work that she had done that we're trying to Alex that's all over 73 so that's prorated between the 73 and the partisan it's a 73 + a 212 as we were paying almost 300,000 for the 212 was the 212 is so if we've got cut how am I gonna pay that to 12-bits 212 is permanent financing and so it's we're not expecting that next year we'll go out to bid the next year that will do permanent financing finding fun permanent financing we're not expecting that we'll do permanent financing next year so I was thinking maybe we cut 50% and kind of ease it in but the whole thing was cut and so that next year when we do it we'll have to put that back in in the past you have been adding 5% for these costs but it doesn't show up anyplace and I just thought it should show up so that it reconciles so so this is your 5% that shown that you've been at your reality that make sense so the worst worst we've had a little bit more in finance and costs since this time that on permit now permanent financing prior talking $20,000 questions so we're expecting five point two five point two three versus and I it's versus but if you look at the model I think wherever that 15,000 all right I'm I'm just I understand playing the drum again but but and say that one third of the entire requested budget increases because of paying for debt service increases for pest capital projects we sure some are needed to be done but we need discipline to keep that in Jacklyn forward or else we're not going to be able to do the town we do yeah and then the big one was that we went to a huge amount of the permanent financing this year that the 26 million that right it's about a million thousand there as advertised so this 12 months ago that's correct it's just what we have to keep behind yeah I agree with you all right any other questions all right before other items to come before the board I don't think we have any for the next the next regular meeting after the Board of Ed Finance Committee meets they're going to put together a list of bullet items to accompany their March financials and that will be included as a pilot for a beta in our April meeting when we review the March financials so it'll be it'll be a nice try out of what our expectations are of that knowing all we know about how much governance oversight in actual Collett and I want to see if there's any value to it there is you know going forward with it if there isn't then those a nice try but I think we owe it to everyone to at least think about taking a look at that because we've always been in a position where the books never reconciled it was kind of a black bag and what the hell it's not anymore so well the other shot and see what happens anything else since we're your team anything else you know get out there that's it I'll send a note out to Colette bobbed and a mouth and see if we really need to wrangle the troops or if we can get them but there has a very good answer resources oh yeah all the favorites a budget like unity one capital project and just goes from here to here there somebody's probably on the way yeah I'll send it no doubt just in case we don't need them to be here for two minutes I know we need you mr.

Jennifer Hensley she grew up with two deaf parents and she's a very successful woman and my daughter is two years old she has a cochlear implant and she already has 200 words in ASL before she even got her cochlear implant after three weeks at Desert Voices the teacher said she's already using pronouns theirs and other cochlear implant users are not as advanced as she is so important is it's really all comes down to language acquisition as a deaf mother and also she has a father who is deaf you should really believe in the experts know from those who raise deaf children you need their help so for barbers Schrag for her position she's been here in it many many years and to be honest with you looking at children from birth to 12th grade we haven't seen much improvement thank you for getting the 1.6 million but I feel like it's the same plan visiting the home expanding more services in the home but it's the same thing nothing is new there's not enough education to the parents on how they can raise their deaf child and not only that there's a division between the Deaf mentor program they're the experts in working with deaf children now they're not even working with ECFE you know and a lot of the teachers have broken ASL they don't have that strong foundation in ASL and it's going back to that old school thinking so I think it's time for a new person a new school a new outlook okay thank you for your to letting me speak thank you last one four on the last month for this item is Erin green Aaron just real quick you got three minutes but is this that are you speaking to an agenda item specifically or I mean 0-2 okay so that's the IGA just wanna make sure yep three minutes sir mr.

Dean that and I saying we had another team on the agenda I know if you want to speak to that yes Madame president we wanted to assure that they could all be present thank you okay next we move to item D address the governing board audience with individuals mr. Leonard all right move to motion to approve consent agenda item I'll entertain a motion I move the governing board approve that as consent agenda items as presented second she's made by Tracy sourcing fell second him by Jennifer Tanner please cast your votes motion carries let's move to information item G information one policy governance board monitoring of adopted policy section 11 school Community Relations dr. Phyllis thank you madam president members of the board and members of cabinet this evening we present policy section 11 as part of our routine policy governance review and mr. Dean will introduce this item madam president members the governing board dr.

Caldwell I'll sure up the there Monday Tuesday the questions any public comment no public comment make a motion to adjourn [Music]

Howard I know you have the leniency to give me a little bit more time I drove over two and a half hours to arrive here and we'll drive two and a half hours to return home to speak to you today board members of a STB good evening I'm here to speak about a neck write men's proposal at the last board meeting that she was given unilateral ability to end a contract with the school district and the new proposal being offered tonight to give you some background as to the true intent of mrs. reichman's original proposal first some background the Arizona Department of Education is found through the state complaint process that the Flagstaff Unified School District was responsible for an ASD B teacher the visually impaired denying my son a free and appropriate public education by refusing to teach him Braille that same teachers been heard to brag that she's only had to teach Braille to three or four of her students over her career this same teacher created FERPA complaints from my school district by destroying my son's educational records at the end of every school year which is also a violation of ASD B's record retention policy numerous additional state complaints have been filed and one against my school district for the actions of two additional teachers of the visually impaired out of the North Central Regional cooperative for not following my son's IEP with the latest finding against Flagstaff Unified School District for the actions of an ASD B employee occurring in November of 2008 teen and a de is currently investigating two additional complaints related to the services from the north-central cooperative in 2018 and ASDB teach who refused to teach with curriculum to the point of threatening to quit the agency if they were made used curriculum in their Braille instruction that request was granted by the former director of the North Central cooperative and that teacher was reassigned to teach other children in my area without curriculum in the recorded meeting in a record meeting on November of 2018 the director of exceptional student services from my district and the current director of the North Central cooperative that director acknowledged that the replacement teacher the visually-impaired assigned to my son lacked the training and ability to instruct my son consistent with the IEP that they themselves helped right but that was still the only teacher assigned to provide services for my son we have tried to meet with superintendent Reichman in September of 2018 resolve these issues with the poorest service being offered our district and our son from the north-central cooperative in this recorded meeting she made specific promises to my family to resolve some of these issues that were never followed through with now you know that now you should know that weeks prior to the January board meeting where superintendent Reichman tried to establish your unilateral ability to end a contract with the school district miss Reichman met with the leadership of my school district and threatened them to end the contract with Flagstaff Unified School District and that started in October of 2018 mr.

Kelson members of cabinet this evening as part of the board's routine policy monitoring cycle we bring forward policy section 11 administration has no recommended changes be happy to answer any questions any questions from the board thank you thank you - move - information - information on teacher evaluation program model dr. Kellis Thank You Madame president members of the board and members of cabinet this evening the board will receive some information about revisions that are being made to the teacher evaluation model and dr. Steve Pauline will introduce this item Madam President members of the board dr. Kellis it's my pleasure to introduce dr. psy he'll be presenting this evening [Laughter] good evening president Pritchard members of the board and dr.

Aikman was more than willing to end the services of more than 60 children who are deaf hard of hearing and visually impaired to hide the systemic problems in the north-central cooperative for actions of threatening to end the contract and seeking board approval for the ability to end contracts at the January meeting represented a clear case of illegal retaliation for bringing up legitimate compliance issues with the IgA between Flagstaff Unified School District and ASD be something that mr. Negreanu publicly acknowledged at the last board meeting her mafioso style intimidation tactics at a public meeting were deliberate and calculated attempt to silence school districts across the state from bringing up legitimate issues of ASDB compliance of the contract by threatening to leave school districts 30 days to find alternative services to meet their legal requirements to provide faith also this intimidation tactic was meant to silence parents your stakeholders and shut them up so no harm up so not to harm other children in the district it was impactful and discriminatory miss reichman's actions represent the antithesis of ASD b's vision and mission statements I ask you to judge her actions at the January board meeting and her threats to my school district against the ideas that ASDB is committed to back support in the well-being of all and judge her by her commitment to excellence in innovation for all children throughout Arizona and finally judge her actions by the measure of excellence and innovation in collaboration with families and school districts as part of your not ask you to wrap up if you can please I will get it thank you as you consider the proposal in front of you today I'd ask you to consider new language in the proposal that would ensure that the issues that the school districts are having with regional cooperatives would lead to ASD be terminating a contract with the district would be investigated prior to that termination I would also urge you to give school districts an opportunity to appeal that decision before services were cut off finally I'd ask you to consider taking action to investigate the actions of mr.

Kellis it is my honor to present an informational item on the certified evaluation framework tonight the committee dieser it is responsible for assuring the state that we've met certain items and their legislation every year and this is why the teacher evaluation committee framework committee is it the committee that really never ends I volunteered five years ago and I'm still here the committee is comprised of 14 members this year we used a subgroup to get feedback on some of the items that we were proposing you can see from the slide in front of you that really committee members are very diverse in nature as we wanted to pull from multiple stakeholder groups within certified and administrative staff I wanted to start by going over the framework in general and what the state requires first of all the state does require that teachers are evaluated on an annual basis last year legislation was introduced that said districts could have the option of doing an alternative performance evaluation cycle however that is only for teachers who have been rated highly effective for the last three years so that alternate evaluation isn't for everyone they want some assurances that those teachers are really the best of what the best it the state requires that we have rubrics that are aligned with national standards and Dicer we use the Danielson rubric which is a commonly acceptable tool really throughout the nation for the teacher for rating teachers and the evaluation model the state does give us some leeway there and as it plays into teacher effectiveness so teacher effectiveness rating is separate from just my evaluation rating the evaluation score can be anywhere from between 50 to 70 60 7 percent of that effectiveness rating student academic progress can account for anywhere between 33 and 50 percent as measured by our state test as something that I think is great that the state did do couple years ago as they said we want you to move toward multiple measures to account for at least 15% we know that that's a lot of weight on teachers effectiveness to just have it all rest on one test any given day however we do know that test is important we have a responsibility to our stakeholders to produce at high levels that we constantly try to improve the committee working within that framework really ask ourselves what's going to really move us forward and what do we think we can do that will make things better for staff in our district but keep us on the trajectory toward greatness one of the things that we did want to do is move toward the alternate performance evaluation cycle for our teachers who had been rated highly effective for three years that is not to say they won't have any visits they of course will in fact the committee designed it so those teachers have a certain number of times they will be visited and announced before November 1st this gives us recourse if something's not going right their student academic growth according to a Z merit will account for 20% and we've been over that data previously multiple measures we wanted to bring that in and have a count for 15% that comes from the CCRI index at high school which I think we talked about two weeks ago and it also comes from acceleration points at the k-8 schools so those how did those three the about Danielson evaluation growth scores and multiple measures will all go together in a formula to give teachers a rating of highly effective effective developing the committee also recommended removing domain 4 so the Danielson instrument has four four domains the last one deals with things like PLC meetings record-keeping things like that that can really be dealt with if it's teachers aren't doing what they need to through the discipline cycle we can't really put teachers in double jeopardy in two ways so we thought that's the one that's most subjective it's also something that's hard to get integrated reliability on with your principals so made sense to remove it from the teacher effectiveness rating and put it into the MOU that way we're all still accountable to it it's just through a different accountability process the last thing that the committee recommended to change is removing domain 2e a domain 2e has to do with organizing physical space the indicator on the rubric that indicates distinguished as a child goes and pulls down the shade because too much lights coming in depending on the lesson it may or may not be appropriate to have a bunch of kids moving throughout the room for some lessons that's great for some reason first-time lessons not so great it's hard to really catch it in action sometimes and we didn't really feel that that was one of the components that should be weighted the same as questioning higher-order thinking communication management so we recommended removing that and I can take any questions any questions second one and that was regarding the removal of domain for PLC's we have everybody that is a part of a PLC at some point in time yes correct so how do you keep track of teachers that are or the progress through PLC's administrators on various campuses have a different ways to do that I can speak to when I was at Canyon I would actually visit each PLC each time they met on Mondays we have designated Monday time for that my purpose was not only to go in and check up on them but really to see how I could support them the PLC's needs support lots of times teachers will be like I want to do this or they need a second opinion what do you think when I was at Bali Vista because Valley is a larger school we had notes and we would respond through notes through the chat feature using Google Docs back and forth I know principals that check in with our PLC leads on a bi-weekly basis so it's really very site-specific we also look at our benchmark data and we ask ourselves why is one campus maybe flies fourth grade at one campus being more successful at another and talk about that amend administrators and is it a higher functioning PLC what does that PLC do that another one doesn't all right thank you I don't I don't know that this is a doctoral side question but it fits the agenda item so it might be more of a dr. pellis question and we've talked about this before but just to get a better understanding since it's our certified staff aren't all teachers are we as a district working toward finding ways that their evaluations are relevant to what they do so they have the opportunity for professional development not professional development than classes are in services but just growing as a professional in there remember Richard I can we many of those rubrics were reworked last year and went into effect this year is that correct so we have created rubrics for the positions that are not directly aligned with instruction with a certified teacher classroom teacher so we continue to build that repertoire of rubrics to match the specific jobs that the teachers or the people outside the classrooms that have specialized jobs are doing whoo yes we are addressing those things very specifically so we've expanded the number of reworks we have multiple times actually thank you so much thank you okay next we move to action discussion items action discussion one recommendation to approve the appointment of elementary principal dr.

Aikman as it pertains to this matter and look into the systemic issues in the north central regional cooperative that she was looking to hide by her actions thank you for the extra time Thank You mr.

callous thank you madam president this evening we are most happy to introduce to the board four amazing candidates who have been screened and interviewed and have been found capable and and accepting of for positions of principals within the the Dicer district our first is for Harley Park and mr.

green Laura I understand that and I'm on that next agenda item so just give me one second I'll get you Oh did you submit a pink form oh I can't read this I'm sorry Laura hawk no I'm sorry Laura come on up we should see this piece of paper I'm trying to reheat if you think it's a bad thing I hear you so again please state your name and got three minutes okay I'll talk really fast president Howard board members superintendent Reichman y'all thank you for letting me come my name's Laura hock Knoll I've been with the agency since 1997 I was a cooperative teacher itinerant in the southwest region before moving to Phoenix in 2002 to begin work in the early childhood program when Barbra Chirag was hired as the ECFE director in 2014 she told me that during her interview she laid out all the things she thought needed to change and improve within the EcoP Department I thought that was very bold and forward-thinking of her to do and incidentally that is a great way to describe Barbra shrug as a department we did need a reawakening and to be unified at our first statewide staff meeting barb spent time getting to know us better understanding what our hopes dreams and strengths were and started sharing with us her vision for the ECFE program during that first year she brought synergy to e cfv as stephen r.covey defines it in his seven habits synergy means the whole is greater than the sum of its parts he says synergy is the essence of principle-centered leadership that catalyzes unifies and unleashes the greatest powers within people I learned firsthand that the sharing of differences in creating open dialog builds relationships and as cubby likes to say sharpens to saw in 2015 again at our statewide meeting barb gave us all bamboo plants and told us the story of bamboo it grows a foundation with its root system for five years before taking off and grow into its full potential here's my bamboo plant it's much smaller than it was and December in December it was like this tall and it was doing really well and I made a mistake and I put it in the window and the stock started turning yellow I had to cut off the part that was living in order to save the plant so when barb gave us our plants she asked us to commit to her plan of training and change knowing we needed to strengthen our foundation so we could reap longer stronger and better results I knew at that point Barr was taking us in a solid forward-thinking direction for the first time for the first time since 2002 I felt like we finally had a director that was going to make our program effective and have lasting impact under Barb's direction we have gone from overseeing part-time providers delivering ECSE services to being the main providers in the home this has given us greater control over curriculum and supports we provide to families with the initial move of removing us from the role of service coordination to direct services we made a huge paradigm shift and family started getting better services and results this was a start and definitely not enough and we knew that we needed to better our skills under her Barb's direction and planning we got ongoing training to enhance our ability to support children whose parents choose a listening and spoken language approach we also continued to search for someone who could coordinate the Deaf mentor program to provide added support for families who are choosing to use ASL as their child's first language as well as provide an opportunity for all families to learn more I'll jump to the end in my humble opinion it is extremely short-sighted to learn of the decision or the suggestion to not renew Barb's contract barb has brought vision to this agency she has passion knowledge and determination she has followed through with everything she promised she would do for a program she remembers that we also serve kids with visual impairment we are nearly fully staffed and without her vision we would not be where we are under Barb's leadership we have set motion in motion opportunities for further growth increased services and training opportunities for our new hires I am asking that you reconsider renewing Barb's contract and allow us to continue moving forward continue with our momentum rather than cutting off the book the pieces of growth that we've had and making us start all over again please don't cut off our momentum please allow barb to carry us through there are so many more things we would like to do and we are growing and I respect Lindsey but I disagree we do we are trying to reach the entire curriculum I mean continuum for deaf and hard-of-hearing and also serving our visually impaired families thanks floor appreciate it I have no more pink cards that I believe so I'm going to move to the next agenda item actually yes sorry I'm gonna actually jump back to item 1.0 to superintendent Hoffman thank you for making it through traffic is not fun so okay thank you president Howard and superintendent Reichman and I apologize to everyone for my tardiness traffic was horrendous but the silver lining on that was as I had the chance to actually walk through campus I had a chance to see some students in action I saw students on the on the track and field practicing with their coaches as well as the girls basketball game as I was trying to find trying to find the room so I apologize sincerely for my for my tardiness but it was great to see the campus as well as I walked through I wanted to take this opportunity as a this is just finishing my second month in office as Superintendent of Public Instruction and I wanted to share some updates of what we've been working on and make sure that were one of the privileges of being superintendent is that I do get to serve on various boards as well as represent the department and so not only do I serve here on the Arizona School for the combined board but also the Board of Education and the Board of Regents and so I do see my role as also making sure we're building bridges between the various educational agencies and boards and so I wanted to make sure we share some of the highlights of what we've been doing in our department so in the first two months we have started various audits we we just completed a capacity review an internal capacity review that was completed by an organization called the Council of Chief state school officers or CCSSO and they are helping they helped us to identify some areas where we're doing well in other areas where we still need to to work on and one of the for example one of the things they noted that we should continue to work on is having a strong clear vision our entire department can be aiming towards and that we can have it also share that clear vision with the communities that's one area that we're going to be working on as we create a strategic plan for the department and we're also going to be we're also working towards doing an audit which is going to be more of our financial operations as well as our IT and data systems we have an audit committee that we have assembled they are school finance experts from across the state and so the committee has met a couple times and we are soon gonna be learning about the scope of the audit and moving forward with that because it's very important to us that that I can be held accountable for our school finance systems and IT systems as well as making sure that everyone is receiving their funding in an efficient way and and also that the public has trust in our data and in our finance system so that's been a great action there we also have our policy team that's been very active down at the Capitol we've been signing in and support and in opposition to various education bills and of course we're always looking to see which bills are gonna help our students all students be successful across the state and doing everything we can to support that so for one example where we already had some success was we supported the bill that reduced the restrictions of the for our ll block and that was very important to us as an administration that supports the diversity actually celebrates the diversity within our state and also supports multilingualism so we're very happy to see that pass unanimously it's just amazing to have such bipartisan support and so the last thing I'm gonna making a quick plug that for all families and educators I hope you're following our social media pages we have new official pages as well as we're updating all of our official Department of Education pages so that you can stay informed about everything all the great things we've been doing and also if you want to share with us some of your achievements we're always looking for student stories or educators stories to highlight and so my my twitter account is at SU PT underscore Hoffman and then on Instagram and on Facebook it's superintendent Coffman all written out so I hope you're following along and also Vegas if you'd like us to highlight something great that's happening in your community and thank you so much again for having me here thank you sir antenna ok I'm back on track item 1.04 this is called the public on non-agenda items so with that I the folks that have filled out a yellow for the sheep if you might want to kind of move up to the front that way you're you don't spend a lot of time coming up to the microphone my business in the front row that's just a suggestion one other thing I want to point out on the on the procedure here is I'm allowing three minutes for each of you to speak and I think that's adequate time for you to try to convey your point he will he'll to hear the alarm like you heard earlier I'll let you go fold it over a little bit but I want to be sensitive of everybody's time on the board and last of all on the speakers may offer objective criticism of a deep aid that excuse me ASDB operations and programs as concerned them but in a public meaning the board will not hear personal complaints about ASDB employees nor against in person connected with a std other channels provided for more consideration disposition of legitimate complaints involving individuals I want to say to keep that in mind as we were hearing this type of testimony that makes sense if that said first person I have is Danny Lawrence standing here I know you had a long drive I appreciate you coming down mr.