001technology committee meeting this Wednesday, May 14th, 2025 at 5:31 p.m. We'll do roll call. I'm sure Rachel will get everybody. We have Jeff Putnham and Ellen for a quorum. Rachel. Marissa. Me. Marissa. Rachel. Marissa. Thank you. That's a point of order, isn't it? There it is. Rachel, you can too if you want to. I'll get right on the house. All right. We have board members for a quorum and everybody else. So, first thing I would like to make a motion for approval of the agenda. Second. Favor. I Any discussion? All opposed. All right. Approval of the agenda is passed. Second. I'd like to make a motion for approval of the minutes. So move. Second. Discussion. All in favor? I opposed. Hearing none. Motion passes. Josh, I have your name correct. All right. Anybody on the
002public line? Q cards. I do not see any. All right, we'll skip number five for the public participation, which means we jump right into the next one. Discussion next steps and we start with Marissa. There you go, Rachel. All right, so yeah, social media update. Um, you can see I included everything in the packet. If there's any questions, please let me know. a lot of good pictures this month. Good sharing. Want to promote the sharing. Um I I did want to send something out um probably for next year. Um just about sharing Facebook to parent square and vice versa. Um just so we can get a more of a cross connection there. So you know just a a periodic um post on parent square. Hey, check out our Facebook for updates. Um, and then likewise
003on Facebook reminding parents that they can get important messages on Parent Square. For the most part, uh, our enrollment in Parent Square is really good. Um, you know, we have parents utilizing it, which is great. Um, but it's always nice to get as close to 100% as we can. Any questions? Do we use any analytic tools to see how many unique families we have across all the social media pages? Because obviously as you know kids move on, you may still be following a middle school or a touring for school but your kids are at the high school. Do we do we keep track of any of that just to see like how many the actual reach because your reach is really only you know what our unique visitors are. Meta might have that. I can
004look into it. I was just curious as a data point. Yep. I can look into that. I'll have one. How many How many websites do we have yet to finish? Are we done? We are finished. I was gonna put that in. So, they are officially all live. Um, Toring. So, when you first make the website live, it can take up to 48 hours for like the DNS wording and all that. Um, so Tor's being a little um finicky with me. It hasn't gone live yet at the toringford.org, but it should be within the next 24 hours. Um, so that's pretty much what the homepage looks like. Um, I just sent Josh a screenshot, but scrolling down, you know, uniform with the other websites we have. Um, so Toringford has their little s'mores newsletters that they
005do. So they have a little featured spot for that because that's something that um is you know that that school typically updates on their website and I wanted to continue that for them. Um so they do have like a little s'mores newsletter featured area. Um and then it continues with sharing their Facebook content and their calendar. Um and just any uh fun pictures of the kids. Um, and then Southwest was the other one that still needed to be done. And that one is done, too. And same thing, they've got, you know, their um Facebook content sharing and their calendar and other photos and um in the parents and families, they can access, you know, school times, uh, lunch and breakfast menus, PTO information, forms, anything like that. So yeah, they are all officially done and
006then we'll have to change them all. Yeah. Well, not all, but you know, fair number of them. Yeah. Yeah. So, there'll be a little switching up over the summer, but not not too big of a deal. The ground work has been laid. Yes, exactly. Yes. So, we are all up and running with the websites. Okay. Any questions? Have a tech question, but not a website question. Is that an appropriate time for that? for the tech update. We'll wait for the tech update or is that all was that all inclusive? Um I have one more tech update on Go right ahead. Um so over the break the team went into Vogal Wetmore and um put in the Moroi access points that were taken out of the old high school building. So, they were repurposed and put
007in over at Vogle um so that they have the new access points and the 802.1x authentication. Great. So, yeah, a little repurposing going on. Awesome. I haven't heard any complaints from Peter yet. So, complain to Josh hasn't made it my way yet. We'll ignore that. It was acting very smooth. We had a um a couple folks that need help logging in, but that was expected. Yeah, just um getting rid of any access excess networks that we don't need, things of that sort. Just trying to uh streamline it and make it um uniform at all the buildings. Do we have any more do we have any additional ones left over size of the building kind of a thing? Do we have are there more that we can put in other places or do we expend them
008all? Um, not enough that it would move the needle cover. Yeah. So, I'm just keeping them in stock to cover any like dead spot areas, things of that sort. There were a lot of suggestions um from the tech there that oh, you know, this area could use a little bit more coverage and things like that. So, we're going to look into filling in those spaces. Great. Tougher with the older building. Yeah. I mean the block concrete doesn't help. There's a lot of stone and cimmer block and brick and but we actually everything's covered pretty well. I think I walk around with my laptop and don't drop you don't have as ceiling tiles. So that is that is the biggest one for us. We got the drop ceiling in there. So nice and easy installing and
009yeah I think it went pretty smooth. All right. So what was your technoeny question that went did we did we finish the zip transition is that for the crown castle and the TMS and everything. Yes. So when we have an issue what's the failover time to to move it if we have an issue with the SIP trunking now how hard is it to back feed that service somewhere else now that it's done and we because that was the big piece you had to get done first. You couldn't do anything else until you had the ability to do it. What does it look like now if we have to do it? So it's my understanding that that is still only the Cisco system that is on that failover right now. So that means only new building
010as a failover. Um and then the other schools are still on our old NEC system. So ideally, you know, I I did put that in capital, you know, money to try to get all the other schools on that system. But so we have um two Cisco routers, one at the new building, one at what will be Torington Intermediate for that failover. Um so we have the room to expand. We don't have to worry about purchasing new equipment in that sense. So the NEC system can't look across our dark fiber to the SIP from another building if it needs to. Things to shoot for. Yeah, I know. It's very very antiquated and our vendors beg me to get rid of it but it takes money to do that. So, you know, in time um maybe, you
011know, we can look into doing smaller schools first and you know, just move on from there. Thank you. But they do talk to each other like the um like so it will it'll route to the NEC servers. So like um one of the you know concerns was like oh am I still going to be able to um enter office dial like you know by extension it they talk to each other they just don't fail over like that. Thank you. Do we know a rough order of magnitude if we had to update all our schools to or is it Cisco you said? Yeah the newer phone system. Um I I don't have a rough number. I could always get one. And then, you know, it also depends on um how many desk phones you need versus
012classroom phones, things of that sort. So, I think you had it in capital at one point, didn't you? I I might have had I want to say it was 300 and something thousand something, but that that may have been just for one school and I don't remember which school. Okay. Because I don't think I would have prepared to do it all at once. And you're still doing the grant stuff, right? We kind of look through and see through grants for absolutely critical communication systems that type of thing. I don't know about yeah communications a little tricky but we can look into well could fall into safety security when you still need to communicate. Yeah. Yeah. Absolutely. Yeah. Yeah. Those are going well too. Um so by the fall um all of those should be in
013well not all but um a good majority of them. I um started looking into um the fishing training for staff. Um so I got all the information and I just need to go in there and set it all up. Um you know add in our users and things of that sort. Um, so it's on the list, but you know, it's a little busy right now. Oh, it's terrifying to see those reports in our experience. Yeah, I Yeah, but necessary, right? You know, and I think that'll be the end goal. Does everybody know what the security awareness she's talking about is, how it works, etches out to the staff, anybody who's got a torington.org. It's depending on how um we'll say sneaky we might there's no other way to put it right. So when we send
014them out to our customers we put the logo we can you can actually make the fake emails the templates and you can put logos for your own company. So if I was the Torington company I could put the Torington company logo and you make it look as real as possible but there's clues in it email. There's an obvious warning sign. So you send these all out at random things periods of time to all the staff and the system keeps track of who clicks and then it takes you to a fake place to put in your credentials in some cases and it keeps track of who clicked it realized it or who clicked it and gave away the store. Yeah. So and it's a great tool for Rachel and her team because it helps focus that
015education. Some of the systems if you give away the store put you in the IT jail. Yes. and they say you must complete this training module because you technology is great and it can solve 90% of the problems but the person is your best line of defense. So that that's the purpose of that training is to train the person at the front line who can give away the store in like six clicks and one password and that is what this program does. It would put you in a in a retraining proverbial jail. Yeah. Yeah. You know Michael Wilson's not requesting Apple gift cards. Yeah. So I'll come fix your problem faster. True. I was just gonna say, Peter, Josh, don't be blocking that email. Josh warehouse. What do you mean? Exactly. Galaxy Rachel. Well, I
016mean, they get people like that all the time. So, it's unfortunate, but definitely things you got to look out for. Important, but ne I mean, frustrating, but important than necessary steps. Absolutely. I love getting So, that's about it. other than that just getting ready for the big, you know, move. Okay. Speaking speaking of the move, do we have any critical infrastructure here that needs to be dealt with over the summer? Techwise, yes. Um, I wouldn't say critical. No, this building is is pretty separate. Okay. So, there's that switchboard downstairs. Yeah, I don't know about that one. That's a great point, Mr. That is classic. And that is Titan. I was calling 1920 the operator. That's the new phone system. I thought I know. I like it. Yeah. All right. Well, move on. Everybody Any other
017question? Bring it with you and put it in your office. You have a question, Ellen? No. Comment. Comment. You have a comment. She had a comment. No. Okay. Excellent. Then we'll move on from technology and go to Mr. the goal in facilities. Okay. Um so I I shared with you guys um little late to dance but we still got there just a list of program I've been using to try to keep track of our day-to-day activity and the things that we do. Um that's not the wrong one for myself here. Here's the correct one. Um, so you know, I was hoping that you could take a look at it and if you had any questions on it on on, you know, again, we aren't doing much in capital right now. Um, our couple of capital
018projects are well, it's not even capital, our um, our retro commission projects going well. We are up there. Uh, you you see it on here too. Also, when we had to fire up the chiller, there was some other things that we had to do to the chiller. nothing to do with the retro, everything to do with keeping the building cool, but we were able to start it up early. So, it's a good thing they were in there doing it because we fired this chill up earlier than we had to when we found a few issues that we're taking care of right now. The outdoor um the outdoor unit uh that water flows through the pan uh was leaking substantially. It's just going on the ground, but you can't have it leaking. So, I had our
019roofing contractor that we use come up and seal it up for us. We we took care of that and they're they're moving forward with the retro commission and um um but there's other things with the chiller that we're we're doing to uh you know kind of update it, get it clean. It's called punching out where you clean out the tubes and signs much like your boiler or any other piece of equipment that um to our records has never been punched out, never been cleaned. Um so and where is this? At Toyota Middle School. Middle school chiller. Yeah, that's the retro program up there. Uh I walked through with those guys and we checked out all the VFDs and and um went through uh a new BMS program which is the building management system which is
020shows all your equipment. Um we've we had one there but it was never implemented. So we're implementing at the same time now um which is which is working out well. We um the gentleman that was there retired. We have uh Dean Bar is now the new custodial 2 up there. So, he's been able to um kind of jump in on that a little bit um and and he's starting to get the hang of it. So, we've been training him through that through that process, but it all has to do with that retro commission uh project we're doing. Um our TMS roof um a little bit of a delay as far as going out to bid, but that will be going out to bid. Do we get a date on that? Hopefully by the end of
021the month. By the end of the month. uh some paperwork issues that we had to kind of work through um to get it there. So, ours or with DAS? I can address that. I mean, Donna and Dean and I actually have it's it's a huge task when you're putting the stuff uh into the system and to update it. And uh I mean, I'll take full ownership. A couple of items were ours, but it was more not as having the document, but they wanted the document signed and then they wanted it stamped and they wanted it verified and things of that nature. So, while we had the document and while you know, for example, minutes of a board meeting where you would approve something, those are approved by the board. Those are legitimate and we have
022the date, but they wanted them initial, right? So, when Don and I Exactly, Mr. Kiss. So, when John When Don and I first uploaded them, we were like, "Okay, but they were approved. They're on the website." They said no, they didn't. So then we had Donna had to come back and repopulate all those documents. And it wasn't as if it was just that one page because you have to actually do it as a bundle. So yes, uh to answer your question, Glenn, it was it it was some of our mistakes, but it wasn't a mistake where we didn't have the correct information. It was more getting it down to that really really nitty-gritty level. Um and Dean and Donna and I have I don't know. I think we've spent more hours on that roof project
023than we would Well, I'm going to be honest. We've lost been you and Don and um kind of seeing through that part. That means you're delegating what? So, so we're happy to say though it is it's it's where it should be. Yes, it's where it should be and we're moving along. So, under Yes. out. Yep. Um, and again, we're just we're we're going around each one of the buildings trying to figure out what we're going to need for this um transition period that we're going through. So, we're spending some time, you know, um a little bit of makeup, you know what I mean? Uh some floors that need to be done, um walls that need to be patched, toilet partitions that need to be installed, especially at the middle school, getting it ready. So, we're
024we're working on that as we speak. And of course, moving everybody. That's probably been 75% of my time this week has been on the moving aspect of it. How was the morale with the with the staff overall? We don't know. So, we don't know. I couldn't speak. Get itchy. Get itchy. And I don't blame him. But it's just a matter of timing. You know, there's only so much you can do in a day trying to gather all this information. And, you know, you think you have it until another element pops in. Oh, what about that? And what about that? Oh, yeah. you know. So, um I don't want to speak for Sandy, but I've heard that the teachers were very happy that the board approved that last day as a a move day, and they
025were very appreciative of that. Yes, I know. So, they are very happy that they have that time to pack and move. They're just a little antsy about their boxes and when those boxes are coming. So, Dean's making them right now. Can I add that? It's also important. I mean, we still have school for another month, so it's important. Yes, we want boxes and we want to start packing, but we want our classrooms to be welcoming to kids to as long as possible till that last day. Yeah, exactly. Okay. So, I think you were talking about this list. Yeah. You got anything? No, it's pretty long list. So, this is just everything that Well, you know what I mean? Peter just Peter just came came to me and was talking about uh you know, a stove
026that it's on the list. It's on the list. It's on the digital list. It didn't make it to the paper copy yet. Oh, I saw. So, it's I get a call, I throw it on here, and I kind of go from there and try to track it that way, whether it's complete, and complete. Um, I did hide out some of the costs and things of that nature. I just figured you guys take a look at that to see what we do. I'm excited about this because I see some things on, you know, that have been on the list in my head for a while. I know what it is. You know which one it is. I've been saying it for a couple years. Like and this is pretty neat that you guys are you're starting
027to make this list of things that need to be addressed and whether they're you know what the priority is and when they get done but it's the things that when you walk into a school if if I walk into a school walk down the hallways walk into our important rooms where we invite the public to and I look up and see that the facil's been coming down for the last 5 years. This is great that you guys are taking the initiative now to to correct this stuff because it shows that we take pride in the buildings and the people who are inviting in they lose that you guys don't take care of anything. So this is great. Thank you for putting this together and making an initiative to take care of those little things. The
028list will get exhaustive over time. It is there's a lot of detail here that you'll never see. But a lot of the stuff is just what you said when you walk in. you know, what the windows look like, what what the floors look like, what the ceiling looks like, what the stairwells look like, things like that for just, you know, and when I say makeup, that's probably not the right word. I mean, this stuff is tough enough to the upkeep when it's new, let alone when it's 30 and 40 years old to try to make it look good. So, um, you know, the staff is doing a great job. I've changed some systems with the staff um, on how they clean and and and things that we're using in some equipment and they've been fantastic.
029They've all bought in and it's been TMS auditorium leak and when I go I'm at TMS for some of the events out and it happens to be raining. Yeah, you see the boxed off buckets and the these are just the things that is that portion of the building covered under the the roof project. So where he's talking about is going to be the new roof and the gymnasium that's going to be the new roof. So I had the um not not 100% of that roof is part of that bid is no the flat roof is done. So the so anything that's stay okay pitched is getting done. All the flats been done before I got here. Okay. But we were up there the other day and we noticed that some of the roof drains were
030not cleaned out and water it was puddling already and that's just a recipe for disaster. Um once you get puddling on the roof like that gets up into places where it's not supposed to. So we went through we cleaned all the roof drains out and huh especially in the winter. Yeah. Now you get all the crap coming off the trees and that's what it was. everything to that point. So, some of these things that you're noticing that we may not have had a rigorous maintenance schedule for like the the chiller tubes and things. Are we going back now and we circle back to our contracts with our vendors who perform this maintenance? Are we planning to integrate some of these things so that we don't make this burden on you? Some of this is some
031of this isn't a yearly thing to clean these tubes to be honest with you and I've been in the industry a long time. I want to say every five or um yeah, maybe once every 15 years, but you usually got to replace a trailer after 25 years to be honest with you. It's not because of the tubes. We've noticed some of the flow difference in this um because of the retro that we're doing and we saying, you know what, there's got to be something other than the 15 other things we checked. Um so we're going to go go and clean tubes out because that's all it really could be at this point. Um so something like that probably not. I want to say we'd be cleaning tubes on trailers every 5 years. Um, but is
032it going to will it there's a lot of stuff on here that will be coming up more regularly. It'll be coming up in the contracts like you said. The contracts that we have written um need to be a little bit more defined and a little bit more which is going to cost more money by the way. Um but it's but it's going to be in there. It's not going to be that extra cost. It's going to be a contract cost. But if it means that it's taken care of the right way, we get the efficiency for it having been working. And if it lasts an extra five years, that's great. If it doesn't, at least it was efficient the entire way. So, these are Are you building a a new schedule of things, you know,
033like a every 15 we do this every kind of like the playbook for maintenance? Yeah, it's it's it's it's one of the things I um I I lked out on the side of the sheet is is uh time wise when it has to be done annually, yearly, monthly, things of that nature. Great. Thank you. Okay, back to you. Is that it? Any other questions? Um, roof update, projects. This would be your projects update. Yeah. And contract renewals and revisions. Uh, the the the one revision is um because of the landscaping up at um up at the high school. We did get some numbers um from Jesperson. So, you got to remember Jesperson's contract is up next year, but Jesperson's contract every year went an increase of a certain amount. Okay. Um, that being said, the
034total amount of savings that we should have seen is uh as far as labor and and what what their contract is is about $17,500, okay? Credit from them doing the baseball fields and doing everything at the high school that they were supposed to do. Now, there's an additional cost of stuff that we bought on our own, the material he used. So, his contract now is him installing it. Um, lime, clay, paint we bought. So, there should be an additional in the neighborhood of 28 to 30,000 there savings because we're not buying that this year. Okay? Yeah, but that's outside of C. That's outside. That's outside of C, but it's what we spent on the fields. That's what we spent on the fields. So, what I want to give you is we should be saving in
035the neighborhood, you know, of of uh I'm sorry, that was 15 in the neighborhood of 32,000 total. So, it's about sorry, it's about 15 on material, about 17 on their contract work. So, somewhere in the neighborhood about $30,000. Now, there's an increase there's an increase in his contract this year. So, it's not quite the true number, right? But just to let you know, we say on that might have given us a credit of that. saying that there's also scope of work that I have numbers from him to do that I want to see what you know I want to see what it looks like to clean up areas like along the fence line that we never used to clean up where the track and field is because nobody ever went by it was always off
036to the side now it's right there you drive down a new road to get to the back you look to the left and there's this nasty fence that vines and weeds and grass that we never paid attention to because it was never being used so I'd like to get that cleaned up the tree line along the highway. Get that cleaned up also because it's, you know, looks like crap, you ask for. Um, who's responsible for the fields at the middle school? Uh, we are. I just So, talking about material and clay, when you I know it's not quite baseball, but when you drive into the middle school and you look over at the fields, they look like they probably need a little TLC to start the season. Sure. The ones in the as your first
037Wait a minute. That's on the Jasperson's contract. Wait. Yes, that's when I say that. We don't do any outside work. I'm sorry. I didn't know if you met like the We were on the Jasperson topic. I was just trying to figure out handles that field there. So, what he does and we had him up there is he cuts the grass. He clays the field. All that is done. It our high school team has been practicing up there along with the middle school. So, we put some time into getting that field playable um after winter. The biggest problem with that field is right now is dando and we haven't treated or put any line down in those fields since anybody knows now I don't know what you do the same way just just to throw that
038in there it was a cello a cello I and and I went over so we're you know again it cost to go in and line those fields and to maintain and we've never done it ever and I know my house I don't have any dandelions because I put a lot of chemicals on that or not and not chemical but lime down to to prevent this from happening. So you know it cost I did get a number from him to see how much it's going to cost just to line it and kind of keep those nano lines down and if we have it in you know our general is this is this something that as we're we've done a good job adding some additional staff to your team for next year. Is this something that we
039may some of this stuff we may be able to tackle on our own? No line in the field no you need equipment. We we don't have any equipment to handle something like that. That's a pretty big deal. This would be something that, you know, may maybe when we put this contract together, we we put it as an alternate on there and we get a price cost every year, maybe every two years to do it to get these fields back to so it looks like a field and not a weed factory. There's not one of our yards, I'm going to be honest with you that there's not one of our properties that um I'm proud of. Hate to say that. Just when you pull in that even like the dirt sections of the field seem to
040have weeds in them. Well, he's supposed to turn those fields over twice a year. Yeah, he does. He turned them and he actually brought clay in this year up. You know, we didn't use a lot of clay at the high school. So, we had to, you know, go up to middle school, get that ready because the high school was practicing on the middle school baseball team. They got a lot of use this year. Are they using the ones deep in or are you talking about the ones out front? The ones closer to the parking lot. Okay. We use that about 35 years ago for women's softball. So his credit for basically the high school was $17,000. He doesn't have to mow and he doesn't have to take any care of any fields. Was 17,000 out
041of two I want to say 220 230. Yeah, it's up to this year. Yeah, it's up to that number this year. I don't remember the exact number. So we just talked about it the other day. She can't talk. It's got to be if you added all the square footage up. I was high school was probably close to 35 port 40% of in his entire mowing and 50% of his field maintangel the board's not responsible for the one up on the other side. Yeah. When you come into you pull in you got the the soccer fields and baseball and then you go down further into the school and you park down at the auditorium. That's a set of fields back there. That's not part of that's not ours. No, that's okay. All right. All right. Anybody
042else have any questions, topics for future meetings? Stick with the Anything else you want to add? We get a budget. We really can't really add too many things in there, right? Yeah. I mean, if I come up with anything, I could probably squeeze it in as all right. I guess we'll ask about how to ro when So, if it goes out the end of the month, what is it open for two week period? 10 days. We won't get it back by we won't get the results back by the second week week of June. If it goes out, you know, there's a possibility. Well, it's open for 14 days, right? Yeah. And then and then so that's past our second Wednesday. We're going to get to that open date, right? So declining end of the month
043like I'm hoping like the 20th, but um that that would that's next week, right? Right. I'm being hopeful. I have a direct commit and overachieve. We've been calling daily. We're not expecting construction of this to begin this summer though, are [Music] we? I know it's always been the hope, but as the timeline slips, I mean, I'm sure they're going to want to start something, whether it's whether it's, you know, getting equipment there or getting a layout or I'm sure they're not going to want to wait cuz it's going to put you off a whole another year if we don't. They're gonna have to I mean listen from July till November December work could be done you know even while our kids are in well you gota again what could be done sure work can be
044done what can be done is another story we'll keep the roof up there on there just in case fingers crossed I like your projects update you want to just keep building on this and yeah that's very simple for me to do too that's why you can highlight red things or as things get done you won't see them is there a date column so we you might be able we could just see when the date was entered so then at the new ones we wouldn't have Yeah, you you'll see the ones that are done. How about that? The ones that are complete because sometimes I don't get the date in when I'm doing What are you using for this? It's called Notion. Notion. Yeah. It's a free It's a free app that a bit of a
045learning curve, but you can do a lot of stuff with it. All right. I guess we can scratch the contract renewals and revisions. Something came up in my head the other day that we talked about a lot last year and we haven't really covered it much this year, but last year is the big thing about the air quality and testing and all that. Yeah. Yeah. Is that still uh part of the state thing? It is. It is. So, we're looking at that also. Okay. We don't want We're not really going to talk about that just yet. The quotes are ugly. I remember and it's still being legislated and thought is it because of the cost factor and because there's not many contractors that were certified to do it and everyone trying to rush to get
046it done. That's why they kept delaying the end date end date. So the the there's no end date. still being it's it has to be being examined as we've talked about it just now and Dean's talked to a couple of other people in you know in his boat but there there is no definitive end date because so we're not supposed to put on that until it's two new schools right now and if I recall wasn't it like 2x what we had carried for a number back in the day we're building yeah we have two brand new schools our percentage we'll talk about in September that will be Right. That's all I can think of. Can anybody think of anything else that they would like to add that's important for next meeting? Yeah, we got one
047more left. Huh? We get one month off. Say pizza. Pizza party. Next meeting. Nice. Sounds good. All right. Comments before we go to the order. I start with you, Jer. Nothing. I like I like everything. This project list is great. Thank you. Thanks for all the effort. And uh Rachel, good luck this uh with all the work you have left to do coming into the end of the year. Well, great meeting. Shout out to Dean and Rachel. They're beyond busy getting ready and the next several months are going to be even busier. So, kudos to them and thank you to everyone else. Good meeting. Excellent. Good meeting. Great meeting. [Music] Great meeting. Thank you. Good meeting next month during Rachel's report. Look for um Vogetmore wacky Wednesday including tie day today. I do something different
048and feel like I need to explain why I'm wearing a bow tie but great meeting. Good. Good work from you too. Thank you for keeping up with everyone. Good meeting. Good meeting. Good meeting. Thank you, Mr. Kisco. Meet your standards. Yes. All right. Very good. Motion to move. Second. Everyone else, thank you for coming. A motion to approve the agenda. Second favor. Move of the minutes. Second. All in favor? Any public participation Josh? No. Right along discussion and next steps monthly financials. Okay. Good evening everybody. Um, everyone received the April uh budget summaries in the packet with the roll up and then the detail behind it and uh, as I've stated before, we're in very good standing. We're 90% through the fiscal year and we're approximately 90% through our budget. So, we are in good
049shape. There are some line items that are over, some that are under, but they balance each other out. So, um, there might be some budget transfers in the in the future, but I'll keep everybody updated. Anybody have any particular questions? Does anyone have any questions, Jeff? Yes. Was there anything that you thought I always ask first just so I don't ask a question. Is there anything that you wanted to point out to us? Um, nothing that we haven't already discussed at previous meetings. Uh, I'm feeling pretty comfortable where everything is. Okay, then I shall ask my questions. Okay. Uh, here. Hold on. So, my questions on the substitutes. So, 51204, it's the substitute custodians and then how that relates to the floater. And then I saw 5130.90 custodians subbed like overtime. I just was new.
050I hadn't I don't remember having seen it before the subs if we had because we had the floaters who float in some of the buildings. I actually don't remember a substitute custodian before. So I'm going to defer to Dean on that. Great. So we we Yeah, we have um we have one substitute now that that we're using. We had two for a while um and things developed. So we have one substitute now which just adds to the adds to the to the group. So, um, it was available. Um, they applied for it and and you know, we, uh, we really needed help. So, it's been working out pretty well. He's doing a great job. So, we call them in to fill in for a floater. No, not for a floater. No, for anybody, but for
051just about for anybody. Um, but we had quite a few people out um with operations um phys some people out. So, I really needed if I could take another we only had two people apply for it, I would take another one just because we were that that short on it. So, I mean, I figured it was a short it was a tiny dollar amount on the overtime. So, but I figured you must have had an extenduating circumstance to get there. Yeah. Get just so many people out, right? Plus coming the end of the year everything that needs to be done. Yeah. Yeah. And actually, I'm looking at, you know, talk to the boss about possibly I put out to the high school kids um to the seniors if they want to come and work this
052summer. Um we'll get some high school kids out to move out to under Google classroom. I went through the um guidance counselor in the principal. I got to check on So this sub you use daily? Yeah. Yeah, I've been using So normally with a sub you have a further contract you can only have them for a certain amount of hours per year. Mhm. But because I just started it and you could tell me when I just started it because it's on there. Yeah, I just saw he's been there every day. Um, young kid working out pretty well. Okay, good to me again. To you again. Uh, 5190. I know we haven't used it this year, but what because you moved around a lot of things. You've been very efficient about starting to put people in
053the categories that they need. Well, 50 who would go in 5190 or what kind of a position would land in 5190 if we were to have some other salary just other it was we used to have things that were there that had to be reclassified or they they landed in the wrong category but now there's nobody there so I wasn't sure oh there so unfortunately my numbers got cut off so oh it's other salaries on page nine okay it's about a quarter of the way down okay oh okay okay I see where you Um yeah, so traditionally I I'm going to look on that on the um New World report from last year to see what exactly was flipped there and I'll get back to you. Uh 5340 which is on page 10. We had
054talked about it previously and my question is just more of a followup. It's continuing its trend for um going way over. Do we have any idea if that's starting to level out or what particular other professional service is pushing us over and have we adjusted that accordingly for next year or moved it to another category? I think that one was a little underbudgeted to begin with, but um you know we have some probably some special ed services um baked in there. So I can um I can get you a detailed report on that for next. Okay. This is one I also hadn't seen before. 5352 other tech services league officials. That's Jeff's uh that's Josh's drone pilot drive. It was just I saw that maybe had a transaction or not this month but I maybe
055I hadn't noticed it previously but uh I just didn't know what fits in that because it was tech services. I must have missed this in a prior month. Yeah. 52. Yeah. It was just No, I'll have to get the expenses that are coming out of that. I think it's league officials. It says League of F. So, that was my Yeah, it's 5352. Maybe it's just a mis whenever you get a chance. It's not obviously not critical. Um 5550 I believe that's on page 11 if I'm not mistaken. 5550 is printing and binding. Isn't this where we make that magazine? The um the Torington. Are we still doing it this year? The This is where we have that really cool magazine that goes out to the families that kind of says like why Torington. We've talked
056about um I think it was Mrs. Ferguson, you mentioned that we were doing the catalog this year to encourage kids all the new offerings school. I think Tim Gaffne works on it. I just noticed it hadn't been hit yet. Are we are we doing it this year? So that that I know um we're get that's paid out of a grant for community engagement. So this I believe might have been an old line item to the old days when we used to bind the budgets for the the city and we used to have to print about you know 20 copies and kill a couple trees. So that um I believe is the historical um data behind that one. I also believe if I may that's like the graduation pamphlets the binding of those that when they
057used to hand out those graduate so that's what comes out of that. So it might get hit before the end of the year. That's where that's exactly what you remember. Yeah. There was something that was that's where it is. So that probably will get tapped once the high school sends those out once we get our list of graduates. I only have two more dots. It's a light one. Um 5563 tuition detention center. I It's at like 3500%. Mhm. And it's it's like six times even last year's total. Yes. So what was the I guess where is that happening? What's the cause and what's the mitigation step we're taking for budget next year? Sure. So that one's kind of unpredictable. It's a student related um issue and it was something that was not anticipated. It is
058one of our one of the cases that could happen. Um so I can't really speak to the particulars. No, not at all. General generalizations just right. Is it is this something that happens and three kids can throw the budget way off or is it something that is a affecting a larger group? It could it could be one. I was just trying to be general. Yes. Yeah. Yes. Yes. It's one of those moving targets. It's hard to predict and you know from year to year and some years it's none, right? And we could do a fiveyear look back to see what you know maybe an average is but that's still even you know shot in the dark. It's a guess especially if one person a small number of students can greatly impact the number me not
059using real numbers. Okay. And then my last so we had a conversation at Mr. Kisco's meeting school improvement about the summer school and I know summer school this budget ends June 30th but do we encumber do we handle any of the expenses for summer school out of this budget or is that entirely fall and next year it is this school year okay so I won't ask that question until next year thank you and that's a question that gets asked every year well I was just school no I know yeah we were just talking about how they were maybe not having a hard time finding some high school level teachers to run the program in the manner that so I wasn't sure what implication that was going to have but that's an extra question. Anybody else?
060No, I think you covered anybody. Anyone else? I stole one of her. Okay, moving right along. student activity funds. Donna has some handouts. So, it's done annually where we are able to look at the student activities. Um, and I'll just and I do apologize. I will email these out um later, but the top is a student activity and I just included the PTO's on the bottom as well for everyone's viewing. Um, so I don't [Music] know. And so, um, basically this is a year-to- date look at, uh, look at it and we're, uh, you know, in good shape. We have the principles report back, you know, what's going to be carried over on the top. Um, if you look at the bottom, you'll see like what was their previous in the previous year. And so,
061um, that, you know, obviously gets added to the total of deposits. And then you see your withdrawals right next to it. And the bottom, uh, line where it says current is what's currently in their account. Currently, as of March, March, yeah, we we'll be getting the Aprils and and some of the schools provided them. Some of them were still looking for them. Right. Right. So according to our policy, if they have anything over 2500 2500, they need to um let Donis know when to request to carry it forward. Um I did ask though for the Torington High School there's 40 or more individual little accounts. Yeah, they have a lot in their Quinn books. Yeah. And it includes Yeah. So if we could get the detail and maybe there's some that we can eliminate or
062they can eliminate whatever for next year and PTO's well like stale accounts right like key club what is key club they don't use it anymore maybe there's $10 in it'll move to the principal's fund stuff like that we used to get um like an accounting of it I think it was it policy or was it budget We did it through through budget. Through budget. Yeah. So we can it was like a quarter. They were doing it. Yeah. And then there's people who are in charge of the accounts that are no longer with us. So there's names on there that no longer with us. Um my question in regards to this is what's happening at the end of the year with the consolidation of schools um to intermediate like who's getting what money? Especially is there
063a designation between what's seventh and eighth grade money? It's I know there is line items but there's other principal funds and how is that being handled? Has that been discussed? Yeah. So, we're going to have a meeting on that because that is pretty intricate. Yeah. Try to figure it out. You know, the fundraising hopefully will follow the student as well, you know, to the moving from one school to another. Um but we will be um having a meeting on that and I can report back. Okay. I can if I can add some color to the to the bottom the PTO portion of this. There have been some initial discussions amongst PTO's um nothing official but there's been a text string amongst the boards that we're going to try and have that money follow the students.
064So the money at Forbes is really clearcut. It would go to short of anything dedicated for that particular school like like toring Ford raises money for a playground and in their PTO funds there's a line item for like you specifically raise money from parents for an item at the school. Um but so Southwest School's a sister school they're going we're going to try and figure out what portion of that money should follow those kids to the intermediate school. Forbes is going to move all of theirs and there's a discussion at the elementary school level about how do we support that new because the southwest now is not the southwest of next year. That money was raised by families who would have no no benefit we'll say to it being in K3. So the two K3
065schools are in discussions about how to transfer some funds number of kids because they're all they're both losing about a third of their population y to kind of figure that out. So there are some initial discussions about that details to be hammered out. That's where that's at. Thank you. You're welcome. It's it's nice to know that everybody's working on it and so absolutely it is it is in just just out of curiosity because I know I used to be very involved with it. Um and it's gone digital now, but how many schools are actually utilizing Boxtops for education? And and that'd be interesting to see because it's all digital now where you just scan your receipt and you used to have to do the little things and and I used to do that as part
066of a fundraiser for the DC trip. Um but now it's literally all digital. I had a check come in to the middle school and they knew that I was the one who used to do it. It was like for 12 bucks. But um I mean it's something that as a school I'm hoping you know it's it's good money for each individual school to do these fun things that we want to do with and it's literally just put an app on your phone and you scan the receipt. So I don't know if that's something that PTO's can put out there as a way of helping but I know that some of the schools used to have line items for box tops. I think Yeah, I think they do too. Yeah, I think the box tops well
067PTO's are an entity of the school district. It could be worked out, but I believe historically box tops was run by somebody in the actual building because we had to collect it, but now you don't even have to do that. It just goes to whoever deposits the check. Yeah. Do you ever see anything coming in through box stops or you you just The check just came in last week and it comes out I think quarterly or something and so yeah, Mrs. Gowski had tried to give it to me and I said, "Nope, just give it to Miss Miss Roy and it probably goes into the PR because I don't know if as a middle school we have a box. We don't have a separate line that you don't have. Okay. Okay. She typically puts anything
068in the student activity that comes in in that rather than And that goes for everyone like the school dance or something like that at the end of the year. Okay. Okay. And usually, I mean, this a lot of these look like it's a large amount, but a lot doesn't get paid forward or or get forwarded for the following year. But again, we'll have to look at the middle school. We'll have to look at all the schools and it's going to be split not only the PTO but well the money at the middle school would go to the middle school because it's only because it's 78 because the middle school what's going to be TIS is all brand new students that are filtering in from the elementary school because the eighth grade are going to nth
069grade and then the seven eight are going to so that would that's an easy right that would be right there's more and a lot of it gets spent at the end of the year with studentact budget for those activities, right? Yeah. The the other thing that for the PTO accounts, you'll see that the balances, some of them you look at it and go, there's $15,000 in the PTO. It's because of the time of year this snapshot is taken. So, uh, check again in about 45 days. So, the PTO does provide $10 per student in enrichment funding. So, Vogle and Southwest combined is approaching 900 students. So there's $9,000 of enrichment funding that will get dispersed in the other schools, you know, about 6,000 at touring board and 3,000 at Forbes type of thing. So just
070as a point of Yes. Yep. It's not a lot of money is carried forward for the kids for that year in that school. Right. Right. And for those sometimes who are less fortunate, it goes to we do helping. Y Okay. And we have alliance. I asked to have accounting so that we can see. Oh, one more hand out. Um again, I'll email it to everybody. This is um there was a request uh to have a balance of the alliance uh grant. So we uh put together a high level one and once again we're 90% through the fiscal year and we're about 90% done with our grant. Um so we're in very good standing with this as well. So I just wanted everybody to see it. And um you know this this one spent down by
071June 30th. Uh we have a couple entitlement grants title one two and three and IDA that are uh two-year grants and I can update you on those um next meeting but those are in good shape as well just so we can see it what we had what we spent and where we are. Of course with Alliance it'll be all spent by the end. Any questions? And this will be put out electronically as well. Yes. Yes. Yeah. It's just it wasn't enough time to get it get all of this information in. I wanted us to take a look at it before you ask questions next month. Just absolutely. So I have time to get through it. Sure. Absolutely. We'll put it on the agenda again for next month. Student activities and then we'll add greens. I
072always have at least one Yeah, but I mean they're all good questions. Okay, any other questions, comments for future meetings will be the monthly financials, the student activities on high school. Yes. Um we won't need the Yes, we'll need the alliance update just for any questions. Sure. And then the grants um same as we have for the alliance what we have and I know some of them are two years. So how that works out in spreadsheet. Yeah. No problem. Anything else? We should we should know have someone close to an answer by then. Yeah. Well, we should get an answer. We should have the city will by then be pretty close to having announced June 4th. June 4th. Well, that's the discuss. That's the discussion. I don't know if we'll have an answer, but usually
073So, we can still we can put it on. Sure. 2526 budget discussion. Sure. And be hopeful. Anything else? Okay. Comments for the good order. John, good meeting. You super duper nice meeting. [Music] Good. Could be just um ask for a district push of parents and families to be at June 4th to show our support for education. Yes, absolutely. And Donna, thank you for your all your hard work. Okay. Motion to adjurnn. So move second.