001delivered at this moment. We have a message from Tom Street that he's inbound with ETA here 710 and it's five likely five members out of six I think we're in place and do want to make a couple comments. So, I'd like to conclude the meeting at 7:13. This is a special meeting of the Shenville County School Board on May 27, 25. The action item we'll discuss tonight is a request that we appropriate the 2024 surplus for future construction projects. Uh we go any further, I'd like the record reflect um five members of school board present. Um Gloria Carino is abroad. She is not here. Um but the other five members are and uh we will proceed. Uh do we have a uh motion uh to um approve the uh our one issue agenda? Move to
002approve the agenda as presented. Thank you, Mr. Gutshaw. Second. Second. Second by Lee. Was that you? Yes, sir. Okay, Mr. Vance. Uh all those in favor, please signify by saying I. I. Any opposed? None opposed. So, uh, we're going to move right into the, uh, right into the, uh, issue itself. Uh, I'm going to provide kind of a a backdrop or summary of what what's occurred up to this point. Uh, and then, uh, at at some it seems like a logical point. I'm going to turn it over to our superintendent who has been coordinating things uh, subsequently between this board and the board of supervisors. So, uh, we became aware, uh, couple months ago that there was indeed a, uh, a 6.4 approximately 6.4 million surplus that had been generated by, uh, our system. uh
003and um had to do with various economies, had to do with a lot of uh um unfilled teaching positions, which uh meant salaries that did not have to be paid and some other things. And so the approval of various things brought us to that to that amount. And so there was a immediate discussion among the board for interest as to how we could um reclaim uh some of that surplus to be used for projects for the school and uh one of the schoolboard members I forgot who it was may be I'm not sure but um asked that the options be um recorded and so a number of the school board members did come up with various options uh up to and including our last regular meeting of May 8th. And on May 8th, we went
004through uh options 1, 2, 3, and four. Uh and those are um listed on the on our um background or explanation summary uh for this evening. And then thereafter, I think there's a yeah, they're listed there. Um they are a combination of major construction projects basically u I think three and various one-time capital improvement projects and so that we had a if you will a mix of desired um applications for those surplus funds and in each case And I say we the school system. I think you guys nodding the superintendent to Ken um Kaylin, excuse me. And um we um we came up with options that totaled up to the 6.4 million because we were optimistic uh maybe in the extreme but nevertheless optimistic with with various uh with various of these these options. uh
005at our meeting on May 8th um I think there were two additional um options that were added on the floor that night. One was I believe from Mr. Street and the other was from Mr. Rickard and so they were added to uh to the uh to to the set of four that we had that was had already been planned for that evening. and uh none of those options garnered a majority vote. So we left that evening undecided as a board as to what we would um what we would request uh from those uh from those funds. the uh there was an agreement uh on the board that evening that we would reconvene before the end of uh May, at least by January 2nd, which is our due date to uh to the board of supervisors
006and that we would um come up with our with a unified position or at least a majority position. and the superintendent um volunteered at that point to seek feedback from the various board of supervisors so we would be able to have some more input on how they were feeling about it. And it's my feeling like I'm I'm pretty sure that various other members of our school board al also talked to to different school board or excuse me board of supervisors uh trying to get some some further background on what what the feeling was. There was a a feeling among our board that we would like to have a meeting a joint meeting of both school board and the board of supervisors. Uh it was I believe felt by administrators trying to pull us together that
007that would be basically impossible to get all 12 together uh and have some sort of effective effective mean but the but um Evan Bass and um Dr. Shepherd, I think, um, came from the legisl kind of came up with a basic game plan that the leadership of the two boards, the chair and the vice chair would meet with with Evan and with with Dr. Sheepard and try to get a feel for what the two boards were together and then to come to some general conclusions about about how we could uh work this out. school boards and um this I know that this option has been done in the past uh where the the leadership of two the two boards have worked together on similar concerns. So um so it that seemed to be the best
008option we had. So on 21 May the U Kyle the vice chair and myself met with Josh Stevens the chair and Dennis Morris the the vice chair of the board of supervisors with Evan and with uh Dr. Shepard Evan pass and and so we had we had a meeting I want everybody in the school board to know uh that Kyle and I were um kind of kind of we were dedicated to making sure we did not make a particular proposal about anything that we wanted or we thought was right and proper. We were in the receive mode from the board of supervisors to see what it was that they could could not give and what it was that their concerns were with with what we were doing because we did not feel speaking for Kyle
009here and myself that it was our position to opt for one of these options over another just to get a feel from the board of supervisors uh what their limitations were on how to distribute these funds and how they viewed do some of the things that we had put forward in the various options that had already been um put on the table on May the 8th. So, uh at at that point I'm kind of I kind of kind of kind of stop right here and uh we're in kind of an informal mode here. Is there anybody on the school board that has anything further to add about the the chronology up to that point? I got a question. Were there any minutes kept of that meeting uh of the meeting with the board of supervisors?
010Yes. I took some notes, but they were not official notes. Um I took notes as well. Okay. So, we could compile some informal notes, but there was no one I know taking official notes for the comp. Um well we do have some pretty good recollections and u I've asked Dr. Shepard come to help at this point talk about the meeting and then events which occurred subsequently. So with that is back is there are there any other questions? Thank you. Okay. So Dr. Shepher, if you don't mind. At our meeting on um May 21st with the chair and vice chair, both the school board and the board of supervisors, um the board of supervisors representatives indicated that they would be willing to support um 3.9 million and and possibly 4.1 million in one-time capital projects. However,
011as we all know, the um two members can't speak for the entire board. So, it will have to be voted on um in June. Um they'll receive it for information at their first June meeting and then they will vote on it at their second June meeting. So um this option which is option six um is the information that was put together. Um that includes um all of the one-time capital improvement projects with the addition of the three modular that were included in the original options and we also included the addition of three modular units at Sandy Hook Elementary School and improvements to the transportation facility. After that, school member street later requested that the access road um at the southern campus be added to the list. So um which comes up to $4.1 million. The
012and the 3.9 to the $4.1 million um was what they had indicated that they would support which also um they indicated that they would support onetime capital projects. As far as the long-term major capital improvement projects, they would like for us to take um have two members of the school board, two members of the board of supervisors meet in the near future, as soon as July uh to actually start working on a long-term major capital improvement plan. and they recommend, you know, my recommendation is that the school board appoint two um members for this committee at the June 12th school board meeting. And I know that the board of supervisors have an early June meeting as well that they will be um considering appointing two of their members. And then myself and um Evan Bass
013would serve on that committee as well um to do this major long-term capital improvement project um plan. The other thing that I needed um to say is that that came from that meeting is that the um during the meeting the uh county administrator emphasized that they are required to keep a maintain a fund balance of at least 12 and a half% uh policy and um with a preferred target of 15%. if they return to us the full $6.5 million surplus to the school division, that would likely um put them below the fund balance, that threshold of the fund balance. So, they would they would be going against their policy if they gave us the entire um $6.5 million. Therefore, that's, you know, that's why the number of 3.9 million or possibly 4.1 million actually um
014came forward. So, be happy to answer Before before we do that, um since uh Paul Gaw was at that meeting as well, I'm going to ask him if he has any um things to report and above what Dr. Shepard has already indicated. I think Dr. Shepard gave a good recap um as she mentioned and the board of supervisors is motivated as far as getting together and putting a committee together. um with two members from each and uh I think they wanted to name it the school infrastructure planning committee. So uh you know long term this is going to be something that is a collaboration between the school division and the board of supervisors and uh you know I think it's a step in the right direction as far as looking ahead. Clearly, it takes time
015and development to get these sort of things to this magnitude in order, like building a new school, like renovating a new school. Uh it's a lot of layers to that equation, but um I think it's a great idea to get this committee together and have the two boards collaborating in a way that um can be positive moving forward and seeking community input. Um, so like I said, I think it's a great idea for us to to join arms with them moving forward uh into the next two, three, four years where we're going to be thinking about doing these sort of projects. And I think when we get the planning down, um, we can evaluate where we're at, but it's to me it's a step in the right direction of trying to get something going in
016the works for down the road. And I I like to finish up um talk about the meeting. The uh it was u several things were clear. Uh, number one is that u I don't think that the board of supervisors felt that they were particularly I won't say empowered but I'd say um felt comfortable in trying to deal with building projects that were going so far out and have so many dollar implications into the future without further planning. And so they they seem much more comfortable with um with dealing with the the one-time capital U improvement projects, especially since each of those was a very finite project that has have indications of direct and I'll use the word urgent needs for now. And so I I I my take was that they felt that that was
017uh that those were um deserving of immediate funding. Uh nevertheless when uh when they did and they came from from I think board of supervisors had this idea to have this joint committee. they did apply that they would um like to actually start the committee and have the committee moving on those three particular building projects. So, it wasn't like it's going to be open-ended. It's like those three building projects that were identified are going to be the three that they're going to be um would be looking at. And I believe that that group is supposed to include yourself, Dr. Shepard, and Evan Bass as well. So, a group of six would meet periodically to to discuss those those those building projects. And because it's an appointed committee, um there would be minutes to get at
018each of those meetings. I think I think we've kind of covered the waterfront on that. Now, any other questions on on the meeting and then I'll ask Dr. Sh development since then. Why wasn't this included on the agenda for tonight? So, our meeting was Wednesday with the board of supervisors, Wednesday, May the 21st, and the agenda went live that same afternoon. And if you'll recall, that was the same day that we had the um I won't call it a swatting incident at the M campus. But I mean, we had changes to personnel list right up till the time of the meeting. How come this was never added? And as far as I know, none of the school board members, other than what Tom got added down here, we weren't pulled on this. We didn't there
019was no discussion on what we wanted to add or how we came up with this list. No, but the U that's true. On the other hand, uh each of those except the access road uh to Southern campus were parts of the options that we had seen. Okay. So, if I'd like to make a modification to this tonight as another option, we could do that. Correct. Yes, you could. Okay. Now realizing um that having been said uh that um we were pretty much told that we were at stretching at the upper limits to 4.1 million. In other words, if we were to peak above that with something else, so we either have to mix and match or or re recalculate some of the one or two of these or whatever. But um my my pretty firm
020pretty clear impression was that uh anything above that number is going to um is going to break their um which we were pretty much told straight to our faces this is a ceiling because when we asked well can we get $6.5 million back that's when the whole thing came in about the percentage 12 and a half is below the threshold that they'd feel comfortable that. So they said, you know, five or 10 minutes into the thing when we bring that up that, you know, that's not going to be a possibility. So we have to adjust because if we come in here and then say we want to get 6.5 after they told us they're not going to do that, it's just going to I think it's going to muddy the process a little bit. Um
021I mean, we went in there, we didn't go in there asking for the low ball. We went in there asking for the full amount that we, you know, that was the surplus fund um dollar amount and we were told, like I said, pretty straightforward, five or 10 minutes in, you know, this 6.5 is out of, it's not even in the question right now. Um, no, I believe I could save us some money on this. Albeit it would be a little bit. The only modification I would make, it was brought to my attention and I hadn't thought about it until this afternoon, the transportation facility. Why are we footing the bill for that ourselves when the sheriff's department uses that as well? Which was a very valid point. Um, if we split the cost of that
022and we take 150,000, I'd like to see 135,000 added for the night locks in case we don't get that security grant. That would save us 15,000 off the 4.141 million. I mean, does anybody not see that logic? If if we're sharing the transportation facility with the sheriff's department, why are we putting all the upgrades to it? It only seems logical that it be split. It might be too late in the game to um to do that because hasn't the tender board supervisors already approved their budget for the the fiscal year which would include the allocation to the sheriff's department? Yes, they've already approved their CIP from this year. Um and that was $5 million. We received two and a half million of that $5 million and then other departments receive the other two and a
023half million. Then it would seem to me we give them 150,000 and they do what modifications they could to it next year ask the sheriff's department for another 150,000. Any other comments on that? I I probably have to my my thinking is the same as Mr. uh Mr. Vancees and and at this point in time of the game I thought ought to kind of go back to kind of going back and to ask to restructure. Um I don't I don't know if that's realistic and you know right now um I mean to me all the modifications to the to the uh transportation facility they don't all have to be made this year. It's kind of like us if we're only getting 4.1 million from the board of supervisors we have to make fit with what
024we get. Okay. Well, so I have a couple comments about that. One is um I'm sure that the modifications for the transportation facility, if I'm correct, and you guys can correct me if I'm wrong, consist of consist of three offices that would be constructed across there, which would it's hard to just do two out of the three or do it partially. Uh, so we we've costed it out for that for that and I I think it would be too late to go back and and redo those figures based on a hope that we could get um another agency to uh to pay. On the other hand, um I do think that um going forward with a more I mean that's that's an old facility and with its modernization in those offices should make it more
025attractive for for the sheriff's office to use and we probably should go in and and ask for some sort of partnership or support financial support for for them in the future. But I would think at this point in the game, if you're trying to just sausage slice something off of that, you're just going to kind of kill that project. Um, I also am I'm pretty I'm going to defer here to Dr. Shepherd, but um the the grants that we're going for for the uh for the security locks um I won't say the sure thing, but these are things that we've done in the past that have yielded success many times. We've received grants, our school security grants probably regularly over the last 10 years. Yeah. Um, but it doesn't mean that we're going to get
026the entirety that we ask for. So we may ask for 250,000 and we may get 150 or we may get 175. So it just depends. Yeah. So it seems to me if we based on the probabilities we just go for that get it and keep this this plan for modernizing the transportation facility and in the future um request a little bit more partnership from the sheriff's department. What was the cost of the locks? 130 133. So hypothetically let's say we get 100,000 towards it. What would we have a game plan? Could we find a way to to try to make that project happen? If let's say the grant gives us 100,000, we're 33 grand short. We can always there's a couple of places we can always look, but certainly um there may be some efficiencies
027on some of the capital projects that we're doing. Um, so we may be able to, you know, um, there may be some money there or, um, yeah, when would we be looking at knowing whether we're getting that grant or not? Yeah. So, we the application is due over the summer and we typically know September, October whether we get the grant and the grant has to be spent before the end of the year. There has there have been a few times that we didn't know closer to until closer to December whether we received the grant or not. Um but those were really 2122 um those years. This past year's grant we didn't get notified until the end of November. It was Thanksgiving and we got $185,000 for cameras. And did we have to have those done
028by December? We had to have them done by June 30. The grant runs from award to June 30 each year end of the fiscal year, not calendar year. Mr. Chairman, I would comment. Sure. Um, back to the school bus garage facility. One way to look at it is to, and correct me if I'm wrong, Mr. Long. One way to look at it to to deal with the mult with more vehicles with the sheriff's department, which we looked at and then looked at what has to be done in that facility is up here. Probably you're talking a million dollar project. uh but to do what we wanted to do what needs to be done on this would take care of the school system part to you know nothing's been done to that facility since it was
029built I think 68 or whatever it is um to get us to the level to where we probably should be in today's world with the school system. So that that was looked at as far as renovating that facility to increase the capacity for more vehicles. Uh but that's a whole another level which we financially don't have. So for clarification, you say whole, you're talking about about a vertical build, right? Or what? No. In addition addition, I'm just talking about price. I'm just talking about cost like to get it to where we probably should be to Okay. You know Yes. the sheriff's department does and and I don't know Mr. long would have to you know come up with a off the top of his head a percentage I don't know you know that is the
030percentage of your facility used for sheriff's department is it 10 20 it would be a minute number compared to our responsibility and the upgrades to the transportation department are dedicated to supporting us as we serve students in the division not so much an increased ability to serve the sheriff's department um for example we did our random drug testing for our bus drivers and we're doing that in the same room that our technicians eat on the same table. So, this improvement would go towards benefiting the division. Um, Mr. Street's making reference to if we wanted to expand our capacity. Um, that type of conversation is not relative to this cost, right? That would be a different that would be a different topic. Thank you. We just appreciate it. Does the school division cover 100% of the
031first no cost of the transportation garage? Yes, but we charge the sheriff's department a fee when we fix their vehicles. Thank you for that. Is there any are there any further comments on what now is before us is option six as well as the other options that have been that are before us? Would anyone like to make a motion? I move to adopt option number six to request the fiscal year 2024 surplus in the amount of $4,141,365 from the board of supervisors to support capital improvement projects. Again, as outlined in option number six. Second. Okay. So, we have a motion from Mr. Kaw, second by Mr. Street. Um, Cheryl, have you been able to do you have the uh the motion? So, I move to request the fiscal year to 2024 surplus in the amount
032of 4,141,365 for the board of supervisors to support capital improvement projects as outlined in option six. discussion. I'll start since I I think I've said the last few meetings a lot of what I think about it. But again, a lot of importance with the money that we're going to get, which is approximately this amount. We have to reinvest in our schools that we have now before anything. We have to fix these things. These issues have been causing more money to be poured in every year. Some of these issues that we're addressing now will actually save us money over the next two, three, four, five years. And you know, talking to some of the board of supervisors and talking to some of the members of our public, they feel strongly that putting money back into what
033we have now is very important before anything else. Now, we've already talked about the everything else regarding new builds. We're going to start getting that, you know, in action with this committee. So, don't want anyone to think that we're just going to do this and that'll be the end of the show. Um, I think it's just beginning. Uh, and moving forward, we just continue to work together with them. um get this thing knocked out over the next few years, figure out the planning and then go from there and see what what our situation is. But um I just feel strongly that, you know, this is where the money needs to go that we that that we're being given back here, right? Um we've got numbers here. So, I was just curious on the carpet replacement
034and the HBAC system at the elementary schools. How quickly are we going to be able to get moving on that? I know our our budget is what approved July 1st. So, for the HVAC system, that will be that'll be a project that has to be done next spring because it's going to take all summer to to get that done. Um, is that right, Mr. WS? So, it'll take all summer to to identify equipment plans and then we'll be able to do that in the spring. I don't think you can be able to do all the I don't see how they could do that. Okay. Unless you do we know who we get the most complaints from? Sandy Hook, WW Robinson, Ashley Lee? Sandy Hook and Could we get both of them done simultaneously? You think
035we could try to do that? Yeah, we would have to put put it out and find two different companies to do it at the same exact time, right? What about the carpet replacement? Is that something we can get moving on this summer? So, um I asked you to do a timeline uh for me and so I'm reading from there. It said we could begin the summer and get the worst rooms first and then, you know, work our way from there. So, And that would be most if not all of the carpet at our elementary schools being replaced. Yeah, I know here recently a lady fell and hit her head at the sunken stage at Sandy Hook and unfortunately somebody tried to put water on it right away. So it's looking pretty bad because of course
036once they put water on it, it was set. [Music] Um, how how are you feeling on those night locks on the secure on the security grant? I would like to say that I'm 100% but I want to get about 80% that we'll we'll be able to um we we get school security grants um every year and there's criteria that's based on that. You know, when was the last time you got the grant? What was the grant used for? How old are your buildings? our buildings are, you know, are older, so we get the maximum amount of points for those. So, you know, so the rubric is based on a lot of different factors, but we've been very successful over the last um or the last 10 years with the school security plan, but it's it's
037not a guarantee, and I can't say that it is. Okay, I'd like to see something in here. When you when you apply for that grant, if you've already spent the money out of pocket, are you able to reimburse yourself? So, the grant has to be the initial upfront payment toward whatever you're doing. Okay, thank you for that. Um, yes, my, you know, my comment is kind of feed off what Kyle said. kind of same feel the same. Um, you know, the board of supervisors, they pretty much explain, you know, the what their what they thoughts and and what they want to do and what they're going to do and and we've had good working relationships with the board supervisors. Um, I've personally have had good conversations with them and and there definitely is a thought
038there that we need to work together. Um and we do and um I feel that we have a good relationship to go you know now and to go forward and and communicate and and do what's best and and with what we have. So them making it clear um what they were going to wanted us to do with this surplus and how much um I think this is a very I support this list. I think it's a very well-rounded list. Um and and I'm kind of you know I'm glad and excited actually that we can that we can um you know address these things RS carpets you know all the way down to the the other on down the list. I'm I'm glad that we can have the opportunity to address these to to improve our
039system um you know in a well-rounded way. So, um, I'm I'm very this whole list, all these items, I'm I'm glad to see them on there and that the opportunity to be able to get them done. Mr. Vance, well, I hope the optimistic forecast that I've heard from Mr. Gutshaw and Mr. Street come true. Um, I reminded the chair and the vice chair of the board of supervisors uh this piece of advice that a politician focuses on the next election and the statesman focuses on the next generation. If we started today, I've heard this from other meetings here. If we started today on the problems of at Sandy Hook, they would probably only be about 50% done before Robinson surpasses and exceeds the problems at at Sandy Hook. Uh I base that on the number
040of housing starts and other changes in the economy such as some of the larger houses are being sold because older couples say we don't need five bedrooms anymore and they're moving out and people are moving in uh who are younger and and starting families. So I think what we have heard here this evening makes a lot of sense and again I hope your optimism is correct. Um, words alone will not solve those problems as Sandy Oak and Robinson takes dollar marks and lots of numbers on the left side of the decel. Why am I not right, Miss Campbell? Okay, that's all for this evening. Thank you, Mr. B. Uh, I think this is great news. uh don't often get $4.1 million to uh fix up your schools. And uh we could uh look at the
041glass half empty or half full. Um when I was in the Pentagon, if we came in with a $6 million surplus, they'd probably cut us $6 million because we didn't spend that money. So, uh the fact that um that we have and every one of these projects is one that uh I just it resonates in my ear what uh Tom said on May 8th like if we were working three for 3M or Martin Marriott or somebody else and any one of these problems was they'd say fix this today. Uh and u and and most of them have to do with safety and health of our kids. So, uh, I think it's great, uh, that, uh, these these are really worthy projects. The second bit of good news is the three building projects that we've been
042talking about throughout have not been ignored. And indeed, there's a lot of passion in the community and even uh, even within uh, the schools themselves about about um, taking these on. And we got the attention of the board of supervisors who admitted I'll just say this out loud admitted in in in that meeting that in the past um the board of supervisors has kind of let us operate on our own and kind of hands off and there was more of a we heard from the two leaders uh there was more of a of an of a of a indication to work with us along the way to do these uh they even came up with this name this this organization and so forth and uh LV I share your concern that we hold their feet
043to the fire as we go forward and do this. Uh but we've uh we've got a commitment uh from them and I'm going to take that seriously. I also think uh a lot of what we've been uh looking at or thinking about have been space modifications or think I'm talking about space. I'm talking about rooms and uh building space and the um I think we probably have to get a little bit more imaginative about where we have some of our programs. we can shift some students around various places uh in the county so that we can relieve some of the pressures there without having to build something that could break the bank. At the same time, making sure that the business plans for these three schools yield really positive results as they go along. So,
044I I I see good news on all fronts here. And um I'm gonna stop right there. Um, any other comments? Okay. Um, does there anybody that would like to have the motion read again? Sure. I think we're ready for a call vote. Mr. Straight? Yes. Mr. Gutshaw? Yes. Mr. Bance? Yes. Mr. Brick? Yes. Mr. Barber? Yes. So on the vote is 5 Z and uh and the motion passes. There's no further business to uh attend to tonight. So I'm going to ask for a recommendation to adjourn the meeting. Mr. J. Thank you, Mr. Gotcha. I'll second. Got two seconds. That means we can do it. And uh those in favor of German, please signify by saying I. I. Any opposed? Meeting is closed at 7:55 p.m. [Music]