001All right, let's see. Okay, so uh it is now 6:32 and I am calling the uh Hey. All right, Mike made it. Um so yeah, it's now 6:32. I'm going to call the uh ad hoc budget procedure committee meeting to order. Um and uh let's see what did what do we actually have what did the agenda end up looking like? All right. Yeah. So, um the new business basically I just wanted to kind of talk a little bit about what the plan was for um you know our our mission uh as was given by uh the chair uh Bev um was basically just to look at ways we could uh reframe the restructure the book so that uh there'd be more detail and more uh consistency um in response to all the complaints and critiques
002that were uh brought to light over the last budget cycle. Um, so to that end, I was thinking of just creating a an a mockup Excel document of like a few select pages uh that would be templates of from from based on like this year's budget that we just passed. Um, just to kind of play with like how the Excel layout could look. Um, and then, you know, we just kind of project that on screen and kind of move things around and and and come up with a few uh templates of certain page types and send that back as as as our recommended um display. Um, and or just use that as our starting point to get your the two of you uh the input coming from you guys as well. What do you think
003of that approach? I'm okay with it. Um, I think it makes sense, right? Um, we put a good packet together last time. So, um, I think we need to bring that up because I'm not really sure how much of the packet they utilized. Um, so, but definitely, um, and you guys know this is my frustration. and I think it was both of yours too. Everything when you're doing a budget really needs to start with FTEES. So, um we need to maybe man like requests or highly suggest that there's an org chart doesn't need to have a name. It just needs to say here's super well. we at least know superintendent, principal, assistant, you know, and then we could say um in this org chart if there's three levels of teachers, we could say 10, 15,
004five, whatever. And um we can so that we can get a comprehensive look at how many people are employed at the district. Um, I know we have the work charts in our past packet. I not work charts, staffing counts, but they weren't consistently applied to the right places. So, um, like in the marketing document, they were counted somewhere else, which is fine because it's a marketing document, right? But at least um we need consistency because once we get that then we can get a solid understanding of salaries, benefit and bonus. Um so that's the major tackle item and then the second I think largest items is like um outside services meaning our bus and our energy. Um, so I feel like those are our three largest expenditures and everything else like you know we can
005either manage up or down but if we get a good handle of that I don't think we're going to be um spending a lot of time. Um so it's almost like yep we need an org chart. we need like a material um or outside services, whatever you call it, summary. Um and those are my two biggest things that I feel like if we had it early on, we would have not spent a lot of time, right? Um, and along those lines also, I know it's been mentioned by a number of us, uh, the grant reporting, um, and having like also like the the commitments of where the money is being directed Yes, that's fair. Better articulated. Um, Mike, do you have any thoughts you want to throw in here as far as like what we
006want to set up as uh, you know, the the the template pages? Yeah, definitely. And I like this approach. Um, organizational chart would be wonderful and that can be a like there can be a broader one then there's a drill down for each whatever if they want to do that but um with hard numbers right uh and then uh along with outside services I also think that we should have a separate page literally just on benefits and and um just have that explain um you know this is a projection d whatever it has to be but you know the rationale for what that's based on. That would be like a one-pager. Uh the other thing that I have advocated for, I know Jenna advocates strongly for the organizational chart. We uh many of us would
007love to see that and mention that it wasn't in this budget. Um the other thing during the budget process I thought was really easy to add would be um you know description of um if there's an FTE added like say that say this was these were added for this year where they were d um these were where things were removed um because you you just couldn't you couldn't figure that out um on a higher high level uh you can't from the budget document real easy thing to I I suggested it didn't get in there. That needs to be in there in my in my my estimation. And and then then the other thing is as general point out everything has got to add up the same way no matter how you slice it, right? And
008and to that end, uh, one thing I definitely like, uh, I wanted to bring into this document was the, uh, what Dean suggested a number of times as far as having all the positions, regardless of where the funding comes from, listed out per function, per department, and then having little notes where if something is exclusively funded or partially funded by a grant, show that percentage off to the side somewhere or at a footnote. And that's something we can kind of play with the layout. Um, again, oh, sorry. I was gonna say that would help clear up a lot of the confusion as far as like getting the numbers at FTEES correct and consistent. I think that's great. And I also think we should the the school system should have a comprehensive annual grants report separate
009from the budget. They can do it over the summer if they want or whenever off cycle, but we just need to know like for this last year, what was spent where, what got brought in, who was employed, coordinators, all that stuff. So, we just need a new document, too. Yeah. and and my and my uh perennial um pet peeve uh would be having that extra layer of drop down um in every function code. So that you know when it says professional services there's an extra layer beneath that that explains exactly what services are being targeted for that function code or for that department you know for the uh staffing instead of having like a broad have positions identified how many FTEEs are there for this for this function um if there is staff being covered
010by that section um how many um and then with that you could also make a note of this is a new position or this is a position that was shifted from one function to another. Um, but it it's really hard to parse out like how many people per department when you're looking at at the actual just where the salaries are. Oh, um, Mike sort of mentioned it, but maybe we could just like highlight it and I know he did like throughout our budget cycle was um, descriptions. Um maybe it doesn't go down Ian because maybe they don't have the capability this year but description on key line items so that we know that oh that's fuel for our buses right and understanding that um rather than us having to ask for it. Um I know
011that we had put that in last time but making sure that um that is you know followed this time around um it would just make life easier. One thing that really frustrated me was um when they split out the department, right? And so in the 2526 cycle, it was split out to three departments or like three cost centers. However, they never restated prior year. I feel like there should be somewhere in our guidance that if you are going to split a cost center um in the future that the associated expenses or budget from the prior year would need to get reallocated to the new cost center so that we can do um variance um or increases decreases from um one budget cycle to the other. Um, that was very frustrating like having to like add
012three in one place and then so I ended up doing my own little spreadsheet. I know you guys did too, but so that's like three three of us and I I'm pretty sure Adrian did too. That was like multiple of us doing the same thing whereas if they had just restated it um it wouldn't have been an issue. Agreed. Um yeah, and actually I think al along those lines it it would it would help that would definitely um help with the having an extra drop down level beneath each each little object code or line item. Um having one more drop down would help with that. Um then they could estimate be a direct salary, right? If these three employees move from this department to that department, well then these three salaries moved over. So you
013can say with these with the salaries that were in function 1101 and now they're in 11:02. Correct. Yeah. So I I agree like Yeah, that's that's definitely good. Um Mike, any other thoughts? No, that would go a long way to help. All right, so um homework assignments. I'm going to uh start creating like an Excel document with some mockups of of of the uh function code, the red pages. Um uh just a few just to kind of get a sense of what it would look like, you know. And um Jen, would you would be able to kind of create a mockup of the organizational chart that you envision? Of course. Yeah. Yeah. Okay. And um Mike, is there anything that you might want to kind of contribute to to uh throw in to create a
014mockup of something? I like delegating more. No, I can do the um the change uh from like this year to last year as like an example of what what we should have because I already had an email about that. So, I'll just build that out into something official. Got it. Okay, sounds good. All right. So, yeah. Um we this is what the third week of the month. Is that where I hope so? Cuz I think we have a full meeting next week. Yes. All right. So yeah. So if we want to aim for the next third Tuesday, let's see what is that. I don't want to I think policy tends to be on the second Tuesday of the month. Yeah. And finances on the first Tuesday, right? So I think we'd be safe going for
015the third Tuesday. So that would be May 20th. How would that work for everybody? Good for me for now. Like I don't think I have it. Yeah, I don't have anything. So Okay. All right. And 6:30 a good time for Yeah, that should be five. Okay. Okay. All right. So, I'll set something up for uh May 20th, 6:30 p.m. via Zoom. And uh just whenever, you know, uh if we want to try to include those mock-ups into the agenda package, uh we should probably set our due date for May 13th just to be safe. So, it doesn't have to be anything like, you know, fully fully fleshed out. just, you know, something that we can kind of work with in the meeting. Um, if email you me, you know, those mockups by the 13th, I'll
016put them all together in the agenda package and make sure that they we have workable formats that we can project up on the screen. All right. Um, if nothing else, I would entertain a motion to adjurnn. I move to adjourn at a very early hour. All right. Second. Without objection, we are adjourned.