So it doesn't include your capital outlay fund. It does not include your um debt service fund I believe. And it doesn't include any um sources and uses of funds either. It's just the revenues and the expenditures. But again it does show that there is a positive you know the debt service from a revenue to expenditure is really a wash. It is it's a one to one. So there there is a positive there will be a positive overall once the financial statements come out. But again please keep in mind this is just of your operating funds really is where your financial score is coming from. That's what your judge. So yep. Okay. Yeah. Good job. Y appreciate it. Yes. I'd love to see that 3.7. Yes. Highest score. So, so what's the timing from here to getting to December 15th? I'll leave that to Susan. So, um, right now all the deliverables are being sent to our quality control actually tomorrow morning and that's going to be probably a week or so turnaround and then we'll give it back to the district to review a couple hundred pages of information.
Um, and then any edits they have or feedback, we'll incorporate. So, I would think that we would be going final early December and then um on or before December 15th, we'll finalize and get it uploaded to the ISBY site. Awesome. Yep. So, our our review will be very quick. We do have to present a management letter, but we're already starting to work on that. That's part of the audit. We all, you know, we just have a letter in there that summarizes everything. Um, so our our review will be pretty quick. I mean, um, we really don't change anything the auditor says to be honest with you. Um, so we'll do that. I will also want to update the board while Susan is here too. Um, on a couple of the findings that they had found we have already corrected and that uh, one of them was an IMRF posting uh, of funds.
It was kind of a carryover from last year. We caught it during their audit but it happened when we caught it was like November of last year. So, we have already corrected that and so that has already been taken care of. When um Susan does talk about the separation of duties, uh Brian and I have already begun that discussion and are doing that with a lot of our new financial reports that we have. In the beginning, um I was really doing the financial reports and then submitting to the board and all that. Uh now what we're doing is Brian is actually creating those reports, sharing with me. I'm looking them over, approving them, making sure of everything, including all the bank reconciliations and that signing off, and then it goes to the board for approval on that. So those are just a couple things that we've already begun working on and taking care of and the findings.
But for all four of those items, you'll prepare action plans for review by the board. Yes. Yes, I will do that. And um so those were the four material weaknesses. We did identify some significant deficiencies which are less material than a material weakness just related to making sure expenditures get captured in the right account so they're classified in the financial statements as well as um prior to this meeting Ken showed us the information from forecast five and the you know the bad budget to actual which is really great illustrative reporting. Um and one of the items you'll see in the management letter is just enhancing the budget process to make sure um the expenditures are captured in the right funds and at the proper amount. So then that information going into that forecast five is you know really representative of the budget to actual that you guys are reviewing on an interim basis.
Okay. Okay. Thank you very much. Okay. Thank you. Sure. So, Ken, I think you're still up. I am. Okay. Yeah, that works. So, again, good evening everyone. Um, and again, Susan, thank you very much. Appreciate it. And Brian gets a night off, too. So, so I'm gonna I I am going to talk about the next three items kind of together because they do kind of go together. Um the first one is the discussion regarding the public hearing concerning the intent of the board of education to sell $7.5 million in cash fund working cash fund bonds for the purpose of increasing the working cash fund and $45.5 million in funding bonds for the purpose of paying claims against the district. So next week there will be a public hearing. It's called the Bina hearing uh that will take place prior to the meeting. It'll start at 6:30.
We have publicized that. So that will be taking place next week and then uh the board will be presented with two resolutions to decide upon. The first one is a resolution for the issue of $45.5 million in funding bonds. The second one is for the issue of 7.5 million in working cash bonds. Again, this is part of if you recall part of the um financial uh plan presentation that I gave last week in uh paying off the debt certificates. The debt certificates were purchased on November 1st. They will be closing, which is $45 million. They will be closing on the 12th, which is this coming uh Friday. So, the money will be in the bank as of the 12th or 13th, something like that. So, uh then you have the funding bonds to pay those off along with the working cash bonds. Uh the actual close of these will be uh in February actually.
Um, and coming out of the hearing, then there is a 30-day petition period that will take place that will start on the 17th of November. Okay. Yes. Going back to the working cash bonds, uh, we sold what, $17.5 million last year and about six of those million, six million was going to be for working cash. So what is your goal for because for for a while not saying it's good or bad for a while we was running basically with nothing in working cash. We pretty much didn't have much at all there which not a good thing. Right. So I haven't seen the latest uh I can't recall I don't know if you can recall offh hand roughly roughly what do we have in working cash now? Yeah I I I honestly don't know that offand I really don't. Okay. No no no worries. But what is your goal though for working cash?
Because I know there is there is a process that you can borrow and the board can approve working cash, but you don't actually have to sell the bonds and you have a certain period, a time frame to sell the bonds. Could you explain that a little bit? Well, you have a time frame to sell the bonds. You also have a time frame on on some bonds to sell them depending if they're taxable or non-t taxable. Mhm. taxable ones you have to expend within three years. And so some of the bonds are 17.5 million. I don't know the exact number, but some were taxable, some were not taxable. Um and and so you also get different interest rates when you do those type of things, too. Uh at least the buyers do. Uh my goal overall is really that additional, let's just say it's $6 million, whatever it was, Mr.
around, you know, that number there that uh is is just leave it in working cash until such time as either I would bring a recommendation to the board or the board would bring a recommendation to me to to spend that on something, you know, at this point, you know, and that uh to use it as cash on hand. um you you'll see that that money has allowed us to raise our financial profile, but it is money there that is uh the pleasure of the board to to spend as they want they want to spend it. I just I for simplicity purposes, my goal is just to hold it as a savings account. Quite honestly, I I don't I don't plan on spending it. That's not my goal. Okay. So, whatever we have in working cash now, we're going to pad it with the 7.5. It'll be padded.
Now some of the money that is currently in working cash now that 17.5 million is going towards life safety project that so you know that will be transferred out of that fund at such time like going into next summer like we did this year going into next summer we'll transfer money out of there into&m then into capital projects to pay for those projects but that additional money of that six million or whatever my plan is to leave that there not touch it Well, overall that helps our financial score, you know, keeping that as cash on hand like you said. So, I was looking at we had 227 days of cash on hand which is 180 days is really good. So, we got the score before so that and usually that's where we kind of weak at having cash on hand. Again, working cash we have been in kind of floating with little or nothing there.
So, right. Yeah. I was just curious again, you might have said it, but I uh you know last was it a couple weeks ago at our regular board meeting when the board passed the resolution to go ahead and move forward on this you know selling of these bonds. So So right now there's nothing specific that you're looking to do just have that as as a fund where we can borrow from as need be. Yeah I I I have I have not earmarked that money for anything. that money is just staying there and you know I I won't touch it unless you know I would come to you with something uh and that would have to have board approval for me to do any of that. Okay. So can the getting back to this the 227 days cash on hand that we have now if our target's 180 days roughly that the excess here is probably the funds the working cash that we have in the bank that hasn't been spent on the um life life safety projects yet.
Yeah I I think so. Yes. Yeah. Looking at that absolutely right. All right. That's all I have. Thank you sir. No problem. Don't you have Oh, I'm sorry. I'm sorry. All right. Um, so those those items, the number three and number four on the agenda, those will be coming as resolutions and then we'll have the public hearing. Bob Lewis will be here from PMA to conduct the buy a hearing. Um, so he will be here, I'll be here also, of course, but Bob will be the one that'll be taking charge of that and overseeing that. Okay. All right. So now now comes a little bit of fun because um I I laugh about this because we're going to be doing some live data here. I'm going to do something live. Um I I sometimes don't like doing this, but uh I'm going to do it.
Um and and one of the things I think that we have talked about and excuse me while I type because I'm logging in here as I go. So uh I'm just going to talk as I do this. I think, you know, we've all realized that there are some deficiencies in building a ground. I I you know, I think you know me well enough. I'm a straight shooter. There's some deficiencies there. And whenever I look at deficiencies, I look from a system standpoint. Is the system strong enough? Because I don't look at the people. I look at the system and make sure the system is strong. Then have the people work the system. And if you can't work the system, then we have we have a problem. All right. But we need that system strong. So, you know, as the board well knows, uh, you know, I've begun analyzing things that have going on in building and grounds and the system that is there, not the people, the system.
And so, what I've analyzed is we have a system there called school dude. And school dude is the backbone of our work orders, our maintenance, all of that. but we haven't been using it right now. It's one of those softwares that you have and you know you're really not using it the right way. So, you know, my goal was to delve in here and to begin a process of setting this up and doing this the right way. So, I think I shared with the board in the last FYI some numbers on work orders out there on that because School Dude is a cloud-based system that was built and designed specifically for school maintenance. That's their goal. That's what they do. And it is nationwide. And it is a great great system. Some parts of it a little bit archaic. Uh but it is a good system.
Now, if I can remember my password, I'm gonna I'm gonna get in here. Oh, yeah. I won't go into Zoom. Oh, here we go. So, what I'm going to show you here is these are some of the different areas that I'm not going to go into a lot of these, but some of the different areas that school dude has. They have different modules that you can purchase and all of that. Uh, maintenance direct is really the one I'm going to go into. There's some inventory. There's help desk. Uh, I believe Don in tech you use part of school dude. Am I right on that or not? Okay. So, so tech is using part of this too as part of their inventory. When when someone calls into the help desk, it's logged in here. Those type of things, too. All right. Not just maint. It's not just maintenance.
It's other departments, too. All right. So, what I'm gonna what I'm pulling up now, I made this large enough. So, this is this is actually what I can see or what any administrator can see in the system. And it tells us and you and I'm just going to I'm not going to go through all this because there there's like a lot of data here, you know, and all that stuff. But you will see all the different work orders that are here. These are all work orders by status all and the different ones. And the nice great thing about this system is that you can start going down into levels and funneling down. So let's just look at a period of this fiscal year and it's automatically going to change. Our chart's going to change and you'll see where we completed 1896 orders. But now I've got two new requests here.
I'm just going to click on this and it's going to pull those up and who it's requested by, what the location is, and all of this. So what happens in this system now is what we have done and what I have done now with building and grounds is every custodian every maintenance person has now gotten a new Chromebook and they are now directed that as they do their work they are to begin logging these things in you know just like Bill I'm going to take you as an example please just like when Bill goes out to a job and he has a work order that he has to go out and put in some new AC units and that he now logs what he did and he also puts pricing in there and then that goes probably back to the shop to do the invoice or you get somebody's credit card and you run it.
The same thing is happen can happen here and this is where we're going to get. Now here's what I will say this doesn't happen overnight because this is a change of working because people get have to get used to doing this. You have to get used to carrying around an electronic device to do this. And that so I've begun a process where I've met with all of uh building and grounds all custodians all maintenance in one uh meeting and I've shared with them this is what we're doing. There is no exception. This is now the way you work in that what happens with a work order is anyone within the district can can submit a work order. They can go through our website and there's a link on our website that they go and submit a work order. It's a simple one. They just give us the location and what it does.
It's directly routed over to building grounds office over to either Jeannie Gruin or it goes over to Linda Zurich. they then will assign that out to either a custodian or a maintenance person um or to one of the higher level administrators either Keith or Vince or Bruce and it's taken care of and then their responsibility is to follow up to make sure all you know the paperwork is done and everything is done and all that stuff too as we move forward in that. The other nice thing about this system is it it has and let me just show you again. If I want to see in all of our buildings, let's say the completed ones, well, let's just say the work in progress and you know, new requests. I want to see something about there's parts on order. What's on order? So, I can easily go in here.
I'm just looking at my keys here. Pick some buildings. Uh, there's one I want to pick there. Okay. All right. Hit refresh chart. Oh, yeah. I got to have period. side will I hate when it's smarter than me. And now I get each building. This is overall. So, let me separate it by location. Now I get each building broken down into what are the cases and where is the status. Again, the other nice thing is I can click on one of these bar charts and it tells me right away what the work orders are. So, the system is in place now. It's in place and that and this is this is again we just need to um you know get it into a culture here in our district that everybody is utilizing it. The other thing I will tell you that we did and that I've had Keith start working on and I'm going to go to CSK here and you'll see here there's 14 it's called open extended but what we're actually doing is we're actually putting in the life safety violations in the projects.