I just want to say I'm super proud of these girls. They worked really hard for this season, so. >> [applause] >> At this time I'd like to recognize and congratulate our marketing and public information department. If they wouldn't mind coming down and standing right in the middle, please. >> [applause] >> So we're recognizing the marketing public information department tonight because of the awards that they've won at the 2026 ASPRA Asian awards. That's Arizona School School Public Relations Association. As you can see our awards of excellence and our awards of merit that we got for the different campaigns and the different things that we do. We always like to joke around they prefer to be on the other side of the camera taking the picture. So it's wonderful for us to get to recognize them for all of the hard work and dedication that they have done with their video, multimedia, marketing, graphic design, and writing all of the different awards that they have won.
So the student choiced in but then ended up going to another place to meet the needs of that student. Um so there is an incumbrance on here for $131,000 for that students out of district placement. So that hits the pelum budget. However, because they are a school choice in student, we will claim that on our school choice claims and receive that money back in school choice funding. Um, so at some point, we're not going to do it this quarter, but at a later quarter, we will ask to increase the amount of school choice funding for this purpose, and it'll end up being a net wash. Um, I'm not increasing it or I'm not going to ask for that now because right now it's only encumbered and we haven't actually paid the bill and if something changes um I don't want us to to vote it until I actually see the bills being paid but we've encumbered what the the anticipated cost is going to be.
Beth was there as well. Um, the message they um, requested uh, that I send back to the school committee is that we work to reduce the operating assessments by utilizing our reserves. Um, they do have free cash available, but their operating money is very short. Um, I did share with them that there's a challenge of that that you do inevitably set a bit of a fiscal cliff. Um, they are they understood that. Um, I suggested that there should be more conversation before we engage in something like that. So, that's I'm just the messenger on that and just sharing the message from them. And and just for our clarification, Aaron and I apologize. So, Aaron and I have a meeting with the new town manager um, on Thursday morning. So, we meet with him to go over the budget for the town of Berlin as well, too.
>> Correct. >> Okay, great. Thank you. I just wanted to make sure uh that was clear for the public in the event they thought there would be to a first reading and then a second reading which can be a typical process for those items. Do other commission officers or committee leazison have anything else to report at this time? Go ahead. >> Um OC met last week. Is that right? People on OC with me. It was last week. Um we talked about two things that are on our agenda. And then one other thing that we're going to see soon but is not on our agenda that I am blanking on and that was the biggest conversation we had. Alexis >> building electrification. >> Okay. Building electrification. The the >> height limit >> exceptions. Thank you. God, >> it was it was really fun and you guys will see it soon with us.
All right. Uh Dr. Robinson, you brought this up. Why don't you go ahead and kick us off? >> Yeah. Uh so mainly just wanted to start with a discussion and and uh and hear what my fellow board members uh think. Um so I and I and I let Dr. Martin maybe tell a little better. we can correct correct the record here, but I think uh Gilbert Public Schools was the first to come out with the calendar and I think uh of the surrounding districts and I can see kind of the wisdom in choosing the dates we did and um after speaking with him it makes sense. Um unfortunately all the surrounding districts chose a different week. So, um, that's that's Charter. Um, and Chandler, Mesa, Queen Creek, Higgley, every other district starts the week before ours. So, districts that have a oneweek break, we miss them completely and then and then the two weeks breaks, we're just we're off by a week.
So once again, let's give a big round of applause for our [applause] Mr. Fields, where did the microphone go? Would you mind introducing yourselves and your positions, please, within the department? This is their favorite part. I'm Alexa Sanchez. I'm the senior admin assistant. I'm Luz Cabiruel. I'm the marketing specialist. I'm McKenna Mattingly. I'm the graphic designer. I'm Gardner Jordan. I'm the multimedia specialist. And I'm Jessica Bautista. I'm the director of marketing and public information. >> [applause] [applause] [clears throat] >> All right. So, we'd like to say congratulations to Leila at HTA for first prize in the cupcake cook-off. So, if Leila, if you're in attendance, please if you wouldn't mind coming up. >> [applause] >> And I thought I saw Ben from Chartwells. Ben, if you would come on up as well. Thanks, Leila. Right there in the middle. So, Chartwells, our food service vendor, recently hosted a cupcake cook-off with our elementary schools.
Um, in terms of our support services, we had a appellum resident um that choiced out of the district and we had originally had $50,000 in our um special education budget for that student. And that um student choiced out as we receive the um school choice assessment amount. So when that other school district claims what to charge us, that comes in um monthly that uh that is anticipated when I do the math of how it'll be. Um it's it's more like 73,000 and some change 74,000. So we only had 51,000 to support that. They're it's costing more um for their placement and the programming that they're receiving. So we're short about 23,000. So that is a cost that Pelum would have to pay because it is their stu it is a Pelum resident student. So we might have well we will have to ask for approximately 23,000 in additional school choice funds to offset that.
Yep. Aaron, when you say they asked to use our reserves to offset Yep. So, what is that? What What reserves That would largely be our school choice funds. So, as I've shared, we do have a a robust um, school choice account. As you recall, I suggested putting a significant um, outlay of capital on the school choice this year uh, as a bit of an olive branch to express our understanding that times are tough. Um, but you know, again, their their sort of moving money around situation is that they do have free cash available, but they don't feel that their operating money uh, is is is adequate to cover the needs of the district. So, so school choice, so you already have school choice in the budget. That's all. >> [cough and clears throat] >> Yes, we do have some school choice. So, school choice we get money in and then you use that money to offset the budget.
[laughter] >> Thank you, uh, Commissioner Hammershmid. Um, that brings us pardon me, that brings us to public comment, agenda item number six. This is an opportunity for individuals to speak up to three minutes uh for any item not listed as a public hearing or a dedicated public comment period. We will first hear from those of you who are present with us in chamber chambers and then we will turn to remote participants. To speak remotely, press star 9 if on phone or use the raise hand feature if on zoom. For phone access, call 87785325247 and enter meeting ID 9776341226. City staff will identify callers by the last three digits of their phone number or by name if on Zoom. You'll hear an announcement when it's your turn to speak. Please move to a quiet area and mute any background noise. For all participants, please state your name and address at the beginning of your comments.
And so um so I actually had a a few families reach out to me and that's that's what started this where they um you know have decided to have you know one child with one district and one child with another district and the first answer is we'll bring them all to Gilbert public schools. We'll take great care of them. Um and so but I do understand parents um you know make those tough choices that they think it's best for their kids and and so there are um some families and so asking just just about that hey like uh we have a oneweek break here and a two week break here and they don't line up and three weeks apart and so the question with that and then also with sports um I've actually had a couple coaches this this year said even with a twoe break how how difficult it is because they have no games or matches scheduled during that time.
And the competition was uh I didn't write this, "Deliciously impressive." Congratulations to Leila from HTA for earning first place. Students partnered with their cafeteria lead for this competition. So, congratulations go out to Esmeralda Bajit from HTA. Your creativity and baking talent truly stood out. We are so proud of you. And so Ben, if you wouldn't mind describing it for us a little bit. All right. This was our first attempt at a cook-off. We were very excited how it went. It was great partnering with all the schools. We definitely couldn't have done it without the help of all the principals. Of course, our leads as the sous chefs and then of course our executive chefs. All nine did an outstanding job. I happen to be one of the judges. I also want to thank President Way for being a judge. We had a sugar rush and it was a hard choice.
Um, however, I would still like to wait for a later quarter to do that and not at this time. In terms of our facilities budget, we had an unant unanticipated cost for our sprinkler system inspection, which is done every five years. Um, so I have I I'm going to add that to our capital planning going forward, five years out from now, so that we're aware when that is upcoming. Um, and it was about $8,200 and they had to remove some of the sprinkler heads and replace them with new ones and they get tested. Um, so we'll we'll plan for that going forward in the future. If we didn't have that cost, the facilities would have been around 58%. Um, and right now we have um some contracted services for HVAC and plumbing um that we weren't able to do in in house. Although we have recently onboarded an HVAC person that we haven't been able to fill in quite some time.
Yes. I don't know if you use all of it that we take in or part of it that we take in. You're using I think more of it this year already. >> That comes up in a couple slides. Can I Can I Just while we're talking about what Berlin asked you to do. So basically they wanted us to use the cash savings to pay for ongoing operations. Correct. >> So after after next year, we'll still have those same costs, but we will not have [clears throat] that savings in the bank anymore. Is that correct or not? Exactly. All right. Exactly. And And as I said, we have you know a a respectable account. Um it may take a while to drain that if we continue to do that on an ongoing basis. Um you'll see that the effort here is to use some of those funds in a responsible manner to help with the budget this year um and to also offset some capital items.
Is there anyone in chambers who would like to address us at this time? [snorts] Many Kelly, do we have remote participants? >> There is one caller. Phone number ending in 534. Do you have permission to address the planning commission for 3 minutes? >> Good evening. This is Tom Stalber. I'm calling from 1202 Traver Street in the heart of Lowertown. Like to uh talk about R2A in general, a little bit of history. um maybe some questions that uh should be discussed this evening later on. But in terms of background, letting you know that uh one of the hats I wear is as a landlord, we have a number of duplexes. Uh so I followed this pretty closely. About 3 years ago, um the city changed the R2A rule and the intent was to allow more duplexes where it's already zoned duplex. Uh but things like lot sizes were too small or lot widths were too small uh to actually be allowed to have a duplex.
So then they really stacked it in to the other other weeks where you know they have what the coaches felt was too many games in a week and it kind of put a burden on on the team. So um so that was with a two week break with overlap. So, I just think with a with kind of three weeks, if they don't have games for three weeks, is that going to really pile it in in the other weeks or then or are they going to have games during the break or I'm not sure what the best option is, but they probably won't be able to have games the week before spring break because everyone else will be on spring break and then we're on spring break for two weeks. So, so just question about those and and what's best. And I'm also um heard and and you know everyone got email um from a teacher who brought up great points as well about um why to keep it and so I can understand um kind of both both sides and so just wanted to hear I guess maybe more from Dr.
It came down to the creativity, but overall every cupcake was amazing to eat. So, you really stood out. So, thank you so much for the job you did. >> [applause] >> Um it was a vanilla cupcake with um yellow frosting and like gold edible glitter in the frosting and it had a cookie on the side with strawberry toppings. Excellent. >> [applause] >> All right, now it's come to the time where we're going to do our points of pride. Could I have Mr. Potts and his admin team come on down for the Sussman Spartans? >> [applause] >> Thank you, Superintendent Lotzenhiser. I know you were on the the watch with Jessica at the business partner breakfast. Do we have a time limit or can we just brag and brag and brag? Okay. I will thank you, President Wade and the governing board and cabinet for having us.
Um so that's good in in terms of less contracting out for the remainder of the year. Um, and then we also have some encumbered purchase orders for regular maintenance that they plan to use throughout the year. Um, but we'll see in a later quarter if some of those can be closed out. Usually in March and uh March or so is when I actually it's March now is when I start um checking in with staff members to see what is been encumbered and what hasn't been paid or it's it's been open for a while. Why? and let's start closing things out so we can fine-tune for the end of the year. Um, other than that, overall it's in okay shape, I guess, depending on how you look at it. Um, in terms of understanding the net wash with the special education line, um, but the additional support needed for, uh, a resident that had to go out of district.
Again, that'll come up in a couple slides. Fair enough? Yep. Yep. Okay. Um so as before, my presentation is broken into a number of sessions sections. We begin with the operating budget. Okay. Um I'm not going to go through many slides. We're going to jump right to slide five. So at this point you will recall that the last version of the budget we were at a 10.3% budget. Um we we understood that was a big lift. We also were waiting for health insurance numbers. I was also looking to do an analysis of funds that we have put into excess and deficiency. We've also had a few other small items come in in that time. I also want to be very clear that this does not include Yesterday I sat down with um Janelle, our director of student services, and her assistant Michelle, and we went through out of district placements and transportation costs.
So those lot sizes were reduced. Um and here we are today with something like 904 Lincoln. I'm sure you've heard about that one where it's a 10,000 ft lot and the way the R2A rules are written, it's uh 2500 square ft of lot per unit. So, the house was raised there and two duplexes were built on that site for a total of four units uh two each two pods of two on that lot. Um, I've asked and been told that, uh, if I have a 7,500 square foot lot or more, uh, where I have a duplex now, I could add a third unit. Uh, the third unit wouldn't touch the other two. Uh, that could be, I believe, 10 ft. I think it's double the sideyard setback. Uh, separation between the two buildings. So, I'd have a pot of two and a pot of one.
Martin if you he wants and and from board members on on their thoughts. >> Thank you Dr. Robersonson and governing board Dr. McCord. So, uh, just a little review. So, this current calendar iteration was about 3 years ago in the spring of 2023. So, uh, doc, uh, Mr. Thompson and Mrs. Humphre were on that board and went through the three-year calendar cycle where we put out to the community about, uh, surveys of looking at the 121 and the 222 calendar, which we'll be doing here in the next month for the upcoming three years after 2027. Um, we went through that process. Um, I do remember that the governing board did talk about um, philosophically, do they want to have a longer third quarter or a shorter fourth quarter because there are going to be 91 days we knew and it was just do you do the 48 days in the third quarter or do you do the 43 or vice versa.