001okay bob thank you mike the november 23rd 2020 board meeting will now come to order mrs moak roll call please mrs buttimer here mr estes here mr guzman here mrs hill here mr lobock here mr curry dr bruno here thank you very much uh mr lobock would you please lead the board in the pledge of allegiance i pledge allegiance to the flag of the united states of america and to the republic for which it stands one nation under god indivisible with liberty and justice for all the world thank you before we begin i would like to note that it has been determined due to the coven 19 disaster that an in-person meeting of the board is not prudent feasible or practical for members of the board and the public the superintendent and myself are present
002at the central services office that's provided for in section 7e5 of the open meetings act but board member and staff participation will be conducted electronically the meeting is viewable by the public by live stream through the district's website i'd also like to remind our pacific our participants to please mute your microphone unless you are speaking to avoid background noise and all of us please be attentive to our board norms and policies thank you everyone all right so we've got a couple important presentations this evening a couple of guests and i'll turn it over to melissa to introduce our first guest and presenter all right okay i'd like to introduce our humanx consultant svetlana popovic the board is very familiar with svetlana and i'd like to point out that she's already started working directly with building
003principals and they're building leadership teams on their individual building data and goal setting process so i'm going to turn it over to svetlana uh good evening board of education and superintendent and superintendent cabinet and all of the glenn allen 41 district members i am sharing my screen and going to put up uh the slideshow so just bear with me thank you so as we review uh can i just get someone verbally to acknowledge that you're seeing the humanx report on the screen yes great thank you um so just to review uh we launched the insidex survey this year uh which was this staff uh engagement survey culture and climate survey in september so the data that you're looking at here is from september a reminder that the conversation we're going to be entering into is
004about employee climate and culture so the employees the teachers the staff of glen ellen41 and how they are feeling about their climate and culture a very quick review and i think something that is going to come into um a conversation maybe later or something a context for everybody uh what what climate is and when we have clarity around climate it is the working environment it's the conditions in which you're working in as an employee the materials the things that you have and need in order to complete your job to the fullest capability that you can and then culture is the way we behave within that working environment uh the what we have witnessed globally um as of march 13th was a global shift in our work climate we were asked to work if we were
005in buildings and in schools but in buildings all across the nation we have now shifted to remote so all of our working conditions and environments have changed which really predicated a different set of materials uh we all of a sudden across the country had a think about wi-fi access and different technologies how are we going to set up our employees to experi have a positive experience in this climate shift so what happened for everybody not just in education is that our work environments shifted to remote which then caused um a different uh set of you know materials devices and things that we needed to do to uh really equip our staff our employees to do their job from a different environment the culture though culture is the way we behave within that environment and what
006i'm finding from the research um of the local districts here in chicagoland is that the culture and the way we behave as a staff or in our working environment hasn't necessarily changed and so they are not they are exclusive they can happen independent of each other so culturally we have found uh and what you'll see in your own data is that culturally teachers have bound together they are building relationships perhaps in a different way but um more of that kindness more of that caring more patience uh continuing to find time for recognition finding time to celebrate finding time for some of the same rituals that we had before is what draws us to gel together as a culture and so even though a climate shift has happened in where we ask our employees to do
007their job culturally um it does not need to impact their culture and the way that they behave with each other um it doesn't need to impact it positively or negatively but what you will see from your data today is that it impacted it it is sustaining a positive culture in glen ellen 41. so when we think about the assessment that the employees took it was an online assessment it is confidential and anonymous participation is extremely important like any survey data data the more informed your data is the more integrity that the data has it is very authentic when we have is close to a hundred percent informed so what we're looking for here is a hundred percent informed data as close to that 100 percent as we can 74 question statements were presented and filtered
008down into 15 different dimensions of culture and climate and four different question stems underneath every dim underneath every dimension were asked so that we can use this data to goal set with we were able to drill down to dimension levels and question uh question levels so you're looking at here the first template is the 15 dimensions of culture and climate at glen ellen i want to draw your eye to the upper left-hand corner though where we see that the total number of employees expected to take the survey were 444. 353 employees took the survey which is a 79 participation rate so that is a fantastic rate um it's increased since last year last year's participation was 68 so even with the uh remote uh access uh that that employees were taking the survey at home
009we have a higher participation rate so your data this year is more informed uh so it it holds more integrity so 79 informed fabulous i really like those numbers to go up and i really think that's a great indicator that the employees appreciate being asked um how they feel about their work environment and then you're looking at the 15 dimensions at ranked from top to uh the 15th so quality of the work that i the quality of the work that we do engagement in our work environment continuous improvement mindset prideful of the work we're doing and innovative are all the top dimensions um expressed by 353 employees you see there the um past the previous mean for equality uh increased and and so did it and for engage and inspire and many of those at
010the top either stayed the same or showed increase so that's fabulous news um as employees are expressing um these are their top dimensions and this is how they feel toward their work environment the lower dimensions in the red square performance planning communication training and development support and equip and mission conscious are all holding steady really in that same pattern hold and i do want to uh also give you a benchmark to say that we consider any dimension that achieves at 4.0 and above out of a likert scale of 5 is already very sustainable and already that good to great category so you're doing fantastic and i really can't even call mission conscious and uh support and equip to be low they are relative lows um 3.92 is a fabulous mean to be able to have
011when we consider that it's 79 informed by your employees so really uh excellent numbers uh that we're looking at here uh the three by three on this slide again 79 percent informed data what we're looking at here is we plotted satisfaction and engagement so the upper red circle is what we call our dream box that is the percentile of highly satisfied and highly engaged employees so last year uh the dream box was 71 this year we are at 74.14 and i also want wanted to take uh the corner the top quarter quadrant where that green arrow is and last year 2019 that corner uh upper quadrant was 85 and we've shown a growth yet again even in that upper quadrant this year to 89.65 percent so when you add in that upper corner those are
012still satisfied and engaged employees so i like to demonstrate it that way the other way that we want to use this three by three is to make sure that we are showing movement in the right direction so meaning from the lower left the low satisfied and the low engaged that corner last year was six percent uh this year it's 3.45 percent and so we want to ensure that we we look at the numbers and say where are we moving people and the shift that we want to make sure we're making is from the lower left to the upper right into the dream box um also can't forget that the top predictors of healthy cultures and climates are pride talent and fit relationships continuous improvement and career development again this is fabulous news considering 353 employees
013took the time to to confidentially and anonymously individually express how they feel about their work about their work at glen ellen41 and i think this is fabulous i do want to remind the board too um last year when i did this preview the average in education across our education clients the average dream box is 61 um so even last year and this year you are still surpassing that average um and considering it is in a pandemic or not i think that the conversations i mostly have having with administrative teams and superintendent cabinets and with board of educations is that we can't blame everything on the pandemic pandemic is a climate change and really strong culturally strong teams have been able to pivot very quickly and adapt and provide their employees what they need to be
014able to um do their work successfully in a different location a remote location so i think that this is a great indicator um that your employees and that you as an organization are very strong and we don't know what next year's data is going to look like either it may go up or down but i'm not so certain and i'm still holding out to say that we can blame everything on the pandemic you guys are doing fabulous when we look at participation across every all of the schools the green is uh the district overall last year had participation this year 79 i think the administrative administration did a fabulous job of getting the message out and promoting the survey i also think that this is a a standing practice for the staff uh faculty and
015staff of glenn ellen this is not the first year you've been administrating humanx we thank you for your partnership but it's a routine now and they i think the increase in participation is really validating and really appreciating being asked about how they feel as about the work environment here in this slide we're looking at all the dream boxes of all of the buildings and understanding that the district went from 71 to 74 this again is an opportunity to learn from each other this is also showing great progress at every one of the schools and again we can't look at this dream box in isolation we have to again associate how informed they are with their participation but i think that this gives us a view of where we stand collectively and how it we really
016all pull together uh as one unified district so it's fabulous progress here are the top five questions so out of 74 questions when they are ranked in order the top question that your employees rated and even grew a little bit from last year is i feel great pride in the work i do and and that resoundingly along with i am fully engaged in the work that i do uh is really what we are hearing and seeing from teachers all across the education educational systems is that although might be stressed might be a different location might be a lot for us to figure out uh we are still very prideful in the work that we do which uh is is a is a great statement to be able to have um also continuously seeking to improve
017overall productivity what i find to be you know really uh significant here is the two questions that have to do with organization i'm driven to contribute to the success and i'm committed to the success of the organization and that if you're if you follow any leadership research any any leader writers that commitment to the full organization is key to very strong cohesive teams so i think that that is fabulous that the majority of the 353 employees that completed it ranked these two questions so high so fabulous fabulous work when we look at the lower questions the uh these are the your lowest five questions and the dimensions that they uh that they come from i feel in on what is happening in our organization uh is a very typical uh question statement that is lowest
018uh but again it is always something that gives us an opportunity to strive for to look at how can we continue to um communicate better it is organizationally probably the hardest thing that that organizations face i am provided personal coaching by my supervisor administrator in the past three months my supervisor has discussed success with me so all of those are the relationship and the performance planning having to do with the administrative team again been working and goal setting every layer of glen ellen 41 is looking at the appropriate data and setting up appropriate goals both to find areas to celebrate and to find areas for continuous improvement two of the questions that i'd like to highlight here too is i've received meaningful recognition in the past uh 10 days and business decisions are made consistent
019with the mission and vision of values so those two questions are really um speaking about your mission and how we're how we're in alignment with the mission of values and also in receiving recognition one of the greatest senses of belonging in a company or in a district and job satisfaction is recognition so critically important that um we are a culture that we don't let 10 days go by without giving some kind of recognition to our coworkers um and so that those are holding steady um in the same areas and i do want to say that they are holding steady but they but you are more informed so last year 3.55 and this year 3.58 last year it was 68 informed this year it's 79 percent informed and those questions are still holding steady so we're
020not finding any um drops if you will again these are all areas for uh improvement and to take a closer look at you know of course the planning process like dr k was saying is that i have been in contact with each and every one of the schools uh already filtered through and did each school's presentation with their staff and i'm in different stages of consulting with their teacher leadership teams that are actively taking their school data and um identifying three dimensions one dimension from their top two dimensions from their bottom and actively um setting goals with and the administrative level is and the um cabinet is so again a really heavy lift but really going to pay off when we have all of the goals and everyone really working with a mindset of improving
021climate and culture for every school and every department this is what the template looks like we drill down into behaviors what behaviors give us evidence that this dimension is going well and what behaviors get in the way of this dimension going well so i really do have to say that the um it's not the goal itself it is the rich rich conversations that staff are having administrators are having at every level um and and sometimes these are the first conversations that we've ever had but that's what happens when we have data data really prompts um an opportunity to have conversations and and i'm always pushing to say it isn't goal setting to just get better at something we always have to be finding and celebrating what is going well we can't ignore that 343 staff
022said some very positive things how do we validate that how do we keep that benchmark and keep everyone happy at those levels while at the same time finding some areas to that we could continuously prove it so a very natural goal setting process i will stop sharing my screen for a minute but are there any um questions from the board of ed before i stop sharing my screen will it uh there you go svetlana so what we'll do is to keep this orderly i will call on individual board members and give them an opportunity to ask any questions or make comments on your uh presentation and in your summary okay do you want me to continue sharing my screen right you know what if why don't you leave can all board members still see the
023screen they may want to reference back to it okay so let's why don't we do that in case that's that's necessary okay yep all right thank you very much all right well all right so let's open up a conversation then uh with svetlana and let me turn to uh julie would you like to ask any questions of svetlana yes it's all moving around okay i got it um i just have like a data question how um at what point are these changes um significant like just 4.4 to 4.45 is that statistically significant does that matter is that kind of like yes it's basically the same uh good question so with a with uh applicant with a size of a size of 353 you would it statistically is is a significant change with 0.1 difference a
0240.1 difference is statistically with this large of a size group yep okay thanks you're welcome um that's all i have right now thank you okay thank you julie thank you uh guillermo any questions for svetlana yeah i just had one one quick question so he said to me when i was going through the detail that um we didn't see anything that was in the 3.5 3.4 last year that actually improved significantly they kind of like to stay within the same range so what can we do better to move some of those numbers up a little bit especially the ones that has to do with communication and development so um and thank you for your question guillermo i think that uh first off uh anything that is staying the same that's a relative comment um last
025year you were 68 informed this year you're more informed than you were last year and you held the same value or improved on it so i i do think that that is a positive indicator that you have more people taking the survey and your values are staying the same to answer your question about what we can do about it we're goal setting we've literally actively taken the data and given and and and taken it into the schools and the teachers and the teacher teams are really having rich conversations about what they can do every building has its own culture every building has their own data and it's really important that they take their data and they turn it and make it personal for who they are in their buildings and only they know what's best
026uh about what they need to change in their buildings and so really my guidance i i am really serving as a coach to facilitate a conversation but i i really do help the teachers understand that there is so much that they can be doing to celebrate and so much that they could be doing to continually improve i think the numbers will start to change um as we see the school teacher teams and and every layer of the organization actively taking a role and setting goals around that and i don't believe that it happened at that level or that um or this intensity uh before and so i'm hearing some very positive comments from administrators that are saying wow like this is really different you know thank you for being here to help help guide these
027conversations so the improvements going to come now when we see all the schools taking their data and their goal setting and creating what they only know um to be their their environment and improving on it thanks you're welcome thank you uh bruce bruce any questions for svetlana uh not right now i might have second questions all right thank you bruce uh let's come back here uh ted any questions for svetlana uh no questions thanks okay and uh jessica any questions um yeah i just thank you first of all for the summary and how it's laid out appreciate the thorough and very clear reporting and i also wanted to thank the staff for the increased participation i know i've made comments before about how i really want to get my money's worth out of these efforts
028and we really care about their thoughts and so i i love to see that that's reflected in the participation rates um so thank you for everyone taking the time particularly in probably one of the hardest years um we've ever had so um so i think i think that's important and also you know i think this is our sixth year of this survey um and we've come really far in culture and climate is really the hard stuff and it's kind of make or break so a thank you to every participant and our system for really working on the issues that um each year it's been very iterative it seems that we get a little bit better and better um in these areas so just kudos all around um i guess i was a little bit surprised
029to see that the results continue to improve um during a year of the pandemic and kind of touched on this a little bit about how you know the culture is strong and so even though our climate's changed that's kind of people have rallied um and so i'm just wondering you know like what really is the take away um in the year in light of the pandemic in the year of the pandemic knowing that this was administered in september is it really just these that we're continuing on a great trend um despite the adversity or should we be reflecting differently so jess thank you there was uh first of all i appreciate recognition of the staff and the participation definitely uh kudos to everybody um that did get that out i think uh the other kudos
030really does need to go to dr k and to marcy in the in the cabinet um i can't tell you how many uh phone calls i got of anxious superintendents in july and august and september um our typical clients that did uh that do these inside x surveys who were really worried about is this the and i was getting questions is this the right time to do the survey should we be doing this right now our teachers are taxed and everyone is stressed and and i really came back and and simply just said well what's the option that you're going to say no we're not interested in what you think about your work environment in in a most pandemic you know in this time um and so really it's not about for me and and
031for you even as a board of education it's not the numbers um it's not that dream box number that we're chasing it's exactly what you said jess it's a participation is that as a board of education as administration we want the employees of glennell and 41 to know that we care that we are looking at the data and that every layer of the organization is going to actively try to do something with that data whether it is whether the numbers are pandemic or not i'll tell you that out of the 12 school districts in this area there's going to be 14 pretty soon that have given the inside x i can tell you that 10 out of the 12 have shown an increase in their culture dream box and whether it's by 10 percentile points
032or whether it's by two or three um it is an increase and so that's why i said i'm being very careful how i quantify this data and whether i'm even connecting it to a pandemic or not because there's nothing that shows us or tells us that a change in superintendentship a change in administrative teams a change in the school board or policies or um even school borders right has an impact or doesn't have an impact yet i think that's only going to where time is going to tell when we have a trend line that maybe just maybe we'll be able to point back and say hey 2020 yeah that was the year of the pandemic maybe we'll be able to do that right um but i think that you're on the verge of something different
033this year it feels different um because we are digging in um deeper into the data at the school level and the teachers and the teachers are again i can't emphasize enough very thoughtful conversations um about how they can improve their cultures and climates but more than anything i really am emphasizing these are opportunities to celebrate i don't know that you can impact data by just thinking about what you can improve i think you actually impact data when you focus on what you need to celebrate and it's those celebrations how do you validate 353 employees that are telling you we are doing quality work we are engaged in our work environment um that to me is the biggest leverage um and you see that in the teachers it's a it's a relief to say oh we
034are doing a lot of things that are great yes you are yes so thank you jess for that awesome thank you and i um i know that last year we got uh two additional reports one for certified staff and one for support staff oh yes and that that was um adjusted this year can you just just speak to the thought yeah so uh when we first started out with with this work with districts we did offer uh certified and classified staff separately and then um two years ago we made this transition um because the messaging that they that that gave work environments is that you're separate that you're not part of the same environment and that's not the messaging that we were wanting to convey and then districts got into kind of stuck saying well
035here's our certified data here's our classified data but you're all in the same building and so the messaging was not unified and um so what we did was we just said you know what everybody works in the same environment everyone is part of that goal setting so we uh did we didn't we stopped offering that option as a way to help districts unify their working staff thanks for um thanks for the question okay thank you and i just have one um so one more yeah and i i'm not remembering um how many people took the leadership skills um survey but i'm wondering you know based on how you're doing this how though how the results of those um those surveys might be factoring into your conversations that you're having now so we didn't do any
036teacher seven 7 talent assessment i mean we didn't do what we did with you guys at the teacher level yet with the teacher teams that is that is yet to come that's a matter of pacing and timing that is still available and what does it have to do and how does it overlay in the culture survey the talent assessments the leader 12s that you took that is developing talent within a system um so you are using uh your your your um you are acquiring talent you are developing talent and then you're ensuring that the culture and climate is conducive for that talent to thrive in so there's no direct connection i can't say oh you have this percentile you know or these talents uh in your teacher teams or in your leadership team and this
037is how they're affecting culture and climate that's not how it works it's about developing talent and ensuring that you have high cultures within for that talent to thrive in so it would be like saying um we have highly talented individuals but we have but if you have poorer cultures and climates you would see more turnover you would see people leaving even you would see that talent going out the door that that's exactly why you want to measure your climate you want to measure your climate as a means to making sure that that all that talent stays within the organization because they're thriving in the culture and climate that you have so that's how they're connected okay thank you that's all i have thanks bob thank you thank you very much thank you mr lobock questions
038for svetlana i think my questions have been addressed by by some of the others so thank you for being here for atlanta wait wait just one more just so people that are listening understand you just just briefly explain the difference between the certified staff and the classified staff just for people that aren't listening uh the difference between oh why we stopped yeah some people aren't familiar with the terms okay so classified staff are non-certified teaching staff they do not hold a teaching certificate to be able to be in front of kids teaching certified staff is they are teachers that hold a teaching certificate and can be in front of um students and teach great thank you yep thank you svetlana one question it actually goes right back to the i think the first comment you
039made when you were contextualizing your presentation and that was this interaction between climate and culture and you noted that the climate has changed dramatically and yet uh culture seems to have risen to the occasion and and so it got me to thinking um is culture where it's strong than a mitigating factor against negatively changed climates absolutely yeah yeah you're hitting you're hitting that right right on bob um so think think of it this way when you have and that is what what i'm saying when you have high performing cohesive teams when they're strong relationships when there's strong communication when that culture and that behavior within in the organization is strong they can weather climate changes changes in their work environment changes in the expectations of their work environment without as much stress so um think
040of it this way i i can relate to it as a woman that shops um if if you're shopping at you know if i'm if i have a return and i go to a store that has amazing customer service and yet i have a return if i am treated well with this return if i don't have a lot of red tape and if i if if there's manners and respect and i i walk away from that experience feeling that i was treated well chances are that i'll continue to shop there even though i had a return or i would i had something that i was displeased with as opposed to having a return going to a store being treated like it's my fault uh red tape poor service poor customer relation um the chances of
041me going back there not only was i disgruntled with my return but also i didn't have a good experience with it chances of me going back and shopping there are that way so it really does go back to what maya angelou says is that people will will remember how they are treated um and that is where your high cultures happy teachers happy cultures when they have relationships with each other feel supported that lessens the load they can weather that climate shift much easier because they realize i'm not doing it by myself we're all doing it we're all in this together and so you've heard that language of all in this together this whole season um that this is what adversity does it pulls us all together and we can weather those storms much better than
042a culture that was toxic and then they have to weather this stress of a climate change on top of it makes it very difficult so you always want to guard your culture and create a healthy culture and i and i often tell leadership that um climate change this pandemic is going to go away what are you left with is really what you need to worry about you want to make sure that this pandemic does not leave any residual cultural behaviors behind because once the pandemic goes away you will be left with the culture behaviors and culture behaviors are inherently harder to fix it's a it's a harder lift to change people's behaviors thank you thank you appreciate it yeah now let me just go back around in case board members had some additional thoughts uh
043as a result of the conversations that have taken place um ted estes any uh questions that occur to you no i'm good thanks okay thank you ted uh julie i do have one i just wanted to follow up with what you were just talking about um this survey was taken like early mid-september if i recall correctly yes would you expect a lot of things have happened since then right like it hasn't just been teachers are doing the normal thing we've had a lot of back and forth and it's um a lot of they've they've had to weather a lot of changes right would you expect that if the not just teachers if the entire d41 um i guess employee community um were to take that today or in another two months would you expect it
044to hold up like this or would you um would you expect to see some changes in the culture while the climate is going to change but would you expect those culture numbers to move after weathering some stresses just because of a pandemic so i hear what you're saying julie but um no one's able to really predict that um the data because this is behavioral data this is perception data of course it's always moving the importance of this data is not when you take it it's what you do with it when you get it um and that's the difference so we can benchmark and benchmark and benchmark every month to check in and check the temperature where our employees are but the only thing that's actually going to move the needle is just take the data
045get the data start doing something about it um start really diving in and creating action plans which is the reason why we started uh the insidex in early in september and last year i think we were a little earlier but so that teams and teacher teams have the rest of the year i think right now by this is november this was our goal we've we hit our goal to say every school is going to start goal setting and have something and be ready for this by end of november because now you have from december to may teachers to actually start uh celebrating and and creating some really great things in their schools to help that culture and climate in their school so for me there is no predictor it's perception data of course it's always
046going to be changing and we again can't draw any conclusions to why it changes i think it's important to say we have the data what are we going to do with it we're planning with it and the same will help will happen next year we're looking to validate our employees voices and actively help them help themselves and all of us to create better cultures and climates thank you you're welcome thank you uh bruce any uh questions from you uh no thank you thank you bruce uh let's see let's go back guillermo any additional questions from you no thank you all right uh jessica any final questions nope thank you very good and jason i'm good thanks again scotland thank you jason very good uh well svetlana thank you uh so much for uh the good
047work uh it's great to have you in the district and it's uh it's it's very affirming uh to have the participation that we that we got and the responses um so thank you for for the good work all right thank you so much thank you for your partnership and and thank you to all the teachers administrators that really are doing a fabulous job uh organizing and giving time to this kind of work so everyone's really doing a great job at at glennallen41 thank you so much thank you melissa do you have any final words for svetlana before she leaves us no um you know i think we're enjoying um looking at this differently and bringing in a level of support so that it's not just a couple of people trying to interpret the data and
048come up with some action plans of what to do i think this is much bigger work and the voices that need to participate in it are participating now so i look forward to it right okay well then we'll say good night svetlana be well thank all right melissa you have a second guest to introduce absolutely want to introduce um matt barron from as you all know we have a new audit firm working with us this year so um matt is from louderbach and is it amen yes amen okay um just want to introduce and welcome matt and turn it over to matt and eric um i know this probably isn't as it's a different type of report than you just heard from um svetlana so um matt welcome i'll try to keep it uh uplifting
049i'll uh do that uh usually a lot of times at board presentations after one like that uh i have a lot of people that are in the audience leave before i go so on here on the zoom uh you know everyone's contained so hopefully everyone stays with me so um thank you for having me here tonight i'm matt barron the partner oversaw your audit uh this year um thank you very much for having me um and thank you for having choosing us to be your auditors it was a great first year audit um as i go through the presentation tonight i think you'll see that as we go it was a good audit for the district i want to thank eric and amy for all their hard work they put together the audit package to
050get us here for to to tonight so um as when i do my presentations for the audit i like to keep it at a high level and then open it up for any questions that you may have so please feel free to ask questions um i'll try to you know as dr bruno did we'll maybe get through the first part with the audit report open it up for questions i'll do the management letter after that and we'll see if you have any more questions about the management letter or just anything in general about the audit so um i will share my screen so you can see it and everybody see the audit report on the screen yep wonderful so as far as the audit report goes i'm going to take you to the few uh
051some of the highlights within the audit presentation uh is for the first page you want to take us to is this page this is the uh opinion page it has a lot of backend name and letterhead on it this is the main thing that you're getting from us is your auditors so as we go through the audit the whole build is to get you to this opinion right here and we gave the district the highest opinion that we're able to provide which is the unmodified opinion um basically what we're saying with that is three things one the numbers within this port report are where they say they are two the report is in compliance with all government accounting standards and three the the district has an adequate internal control framework in place from here a
052few pages later on page 16 is the management discussion and analysis so what this section is for everyone is a high-level narrative summary of what happened at the district during the year so you can read in a you know a few bullet points in a few words what happened rather than going through all 150 pages or whatever is in this report keeps it a very high level for you to follow along so as i'm going to be hitting and going through this within my presentation i'm going to flip on past this whole section and get to the numbers of your audit report and highlight a few numbers and i'll take us all the way forward up to page 32. on page 32 this is the start of your governmental funds balance sheet on here what
053you're seeing is these are the funds that you look at when you're doing your budgeting during the year so as you're budgeting these are the funds that you look at so on here we got on page 33 far right hand column your totals second number up here from the bottom is a total fund balance across all of your funds of 31 million dollars the main fund i'm going to focus on tonight and during our presentation is the general fund which includes your education tort working cash all combined together this is truly your main operating fund here at the district we have a total of about 24 million dollars of fund balance so how'd we do this year let's go forward to our income statement here on pages 36 and 37. on pages 36 and 37
054like i said is our income statement again our far right hand column our total this year of the total change during across all these funds is a minus 7.5 million dollars reason this happened as you guys probably remember is the budgeted capital projects that happened you guys had multiple capital projects between hadley junior high forest glenn library roof there was multiple projects throughout the year we had about 13.5 million dollars of total fund balance across the year which resulted in this decrease as far as your general fund goes their main operating fund again as i said we have a total increase this year of 1.3 million dollars you can see that as the third number up from the bottom here in the general fund uh column this also includes you had a transfer out of
0553.1 million dollars that was budgeted for the beginning of the year to help fund those capital projects to start the year so those were to fund the courier capital projects into a leave at the end of the year about 425 000 worth within that capital project fund as far as the general fund and how it did this year um of that 4.4 million in the middle revenues were over budget this year by about 1.1 million this mostly had to do with your investment income and having a slight uptick in your property tax and your pprt um as far as that investment income goes you know i may not expect that to be quite as high as you go forward with interest rates being as low as they are after this but that was where it
056was at at least for june 30th 2020. um as far as expenses go on the expense side of the of the house we are below budget by about 900 000 uh support services was the main area that that was it was spread across your different functions of salary benefit supplies and capital um the other thing i like to look at as far as fund balances go is how healthy are our fund balances at the end of the year and i do uh typically a look here as far as your general fund goes and your totals against your expenses so i take out your on behalf payments that come from the state compare those expenses against your fund balance at the end of the year your total for your all of your funds is at 48
057and your general fund is at 57 so both are healthy fund balances at the end of june 30th um and all funds across the district are in compliance with your fund balance policy does anybody have any questions about the audit report before we go uh and shift into the management letter now let me let me then pause and invite board members to ask any questions or uh or comment on what you've presented so far okay dr bob real quick oh sure please um one thing i would just clarify and matt talked about this with the capital projects that was that number of 13 million represented in large part the spend down of the existing referendum dollars so that 2017 referendum spending related to that were that was you know that was close to 10 million
058dollars of that spend line just something to make sure the board is aware of okay good clarification thank you eric yep okay so let me give board members a chance here to uh jump in um guillermo do you have any uh questions from matt no no question thank you matt thank you um ted any questions for for matt none at this time thanks okay very good and let me see uh bruce any questions for matt um just that are no no questions at this time okay thank you bruce uh julie questions no questions i appreciate the explanation it's much much more helpful for me than trying to look at this book of columns of numbers so thank you for your uh for your work good thank you thank you uh jessica questions for matt yeah
059i guess i i i was a little confused by the um the fund balance and you're taking out the on behalf of payments from the fund balance yes can you just speak to like why you why you do that because i think when we look at our fund balances we think of it as all sort of unrestricted but you have categories of restricted and unrestricted so the one i'm taking out is the expenditure side so in total expenditures uh here on page 36 you can see halfway up right above the total expenditures there's these on behalf of payments of 23.7 million dollars okay so those and then you can see right up up in the total revenues right above the on behalf payments of the revenue side so you can see that it's a it's
060a complete wash that comes from the state so the state provides these funds for the trs benefits for the teachers and because the district has no say in this amount there's no impact to the cash flow for the for the district that's you typically the reason why we don't include that within the calculation of a fund balance policy okay all right i'm not positive i understand that because i think i guess what if and maybe i'm go jumping ahead so we can i can save it for later if i'm jumping ahead but on um i guess where i was seeing this was on page 138 139 that's where i i i wasn't looking at the pages you detailed but i feel like these numbers are sort of repeated all over the place so um maybe
061that's we don't mind going to the point at which i was confused um page 139 yep it's 130 restricted your how the fund balances are classified so i had laid out we had a total across your general fund so those three funds that's the total right here that about 24 million dollars okay into two different categories of what was restricted for the year and your total unrestricted you're restricted i believe has is your tort side of what is set aside within the court fund um and then down here at the bottom is your other governmental fund so as you went across on the pages that i was showing there was the transportation fund the operation maintenance fund imrf funds those are all set aside down here because those funds are restricted for a certain purpose
062it can be spent on those those dollars because the district had levied specifically for those purposes so you can only spend on those that's why restricted in nature okay gotcha thank you thank you very much matt um uh jason questions i'm good for now thanks man i may have started to go along okay all right matt very good let's uh uh you can you can continue all right i'll take us to the management letter can everybody see the front cover that says management letter now on the page great all right so the management letter is the other document that i want to go over tonight this is the second document that we provide uh what this is is additional information we found during this audit uh typically comments that are uh i break them up
063into three different categories when we're providing them uh first being informational in nature that we're wanting you to know about two being best practices that we see out in the industry or out with other districts and three being truly internal control issues that we noted within our audit as far as this year goes there was two management letter comments and both of them are informational in nature we had no comments as it related to your internal controls so we did our full walkthroughs of your internal controls on all of your cycles within your single audit your grant reporting and we did not have an internal control issue so it was a very good year as far as the district's internal controls go as far as our two informational management letters are more just to give
064the district a heads up on what is coming as far as what your auto report is going to have the first one being is gasby 84 will be helping the district implement that next year and it basically has to do with how the student activities are going to be reported next year they're going to get rolled out or rolled up into your operating funds next year right now they're set aside separately and next year because of this gas b-84 it's going to roll up into your operating funds and then the second one is gasby 87 and this one will be how your leases are reported and how we'll show those and both of these we'll be helping the district take care of during the audits that is my presentation on the management letter um i'd
065be happy to open it up dr bruno to anybody for any other questions if and and before we do that i just wanted to see if there was any additional commentary that eric had uh either on nope you're shaking you're good all right uh well boy let me just ask one last time around either on the management letter uh or maybe something has occurred on on the basis of the presentation of the audit let me go around one more time a guillermo any final questions uh just one question matt for clarification on the student activities um and i had a note that i read somewhere that it really doesn't affect that much from the primary district right it's mostly a lot of expenses in the higher levels but for us should be a minimum minimal
066change is that correct correct for uh elementary and junior hybris it's a very minimal amount of activity that goes through student activities i'm just trying to pull it up it looks like we had um as far as our student activities goes we had about 18 000 worth of revenue last year not as an amount uh that's going to be impacted yeah okay thank you yes your high school friends have way more if it goes through those perfect thanks julie any final questions for matt i don't thank you very good bruce any final questions for matt thank you thank you thank you uh ted any final questions so matt in in your introductory introductory comment you said it it went great do you tell every district that no no i do not dad i didn't have
067to say that every time i did uh i mean obviously i have uh i've worked with eric in the past and i expected how this year's audit would go and we were very uh excited when we were able to get this audit coming into the year and the districts on it met the expectations that as i as i hoped it would be it was a great first year audit first your first year is always the hardest ted uh because you're getting us in our what we're asking for and we're getting to know you and um you know we're building our perm files there's a lot of extra work that goes into the first year and have it go as well as it did i mean amy is outstanding i mean every question um that we
068asked she uh would get it back to us like immediately it was it was fantastic which obviously helped make sure the first year went really well and see no reason it won't continue to uh keep getting better as we go forward fantastic thank you thanks ted uh jess any final questions yeah um one more back to the big kappa report i think i read in there that one of the things that the board can pay attention to is the um net position and that can be an indicator of the um district's financial health um so and i think that is detailed for the past 10 years on page 134 um what is it what does the district's net position tell you about the financial health of our district what should i be taking away from
069those two pages um so i'll show the pages to everybody really quick so we can all kind of be on the same same page here does everybody see uh the audit report again on the screen yeah great okay so i was highlighting to you your fund level financials which i feel is the more um appropriate indicator of how your financial health is because those are your funds and how they um how you're budgeting how much money you have in your funds versus your expenditures that's that's truly where i think we're seeing your uh financial health okay so these on this page indicate this is what i call your government-wide financials so i don't uh page 134 and 135 where you end up at the end of the year is that about 34 million dollars and
070i will show you what this page really is up in the front of the audit i think that'll be easier for us to see up at the very front this is page 28 and these are called your government-wide financial statement so your net position is your government-wide financial statement total so this is all of your funds put together into one spot where we put your long-term assets which is your capital assets over here on 28 and we put your long-term liabilities which is your debt and your pension liabilities onto the books and then the net fallout of assets minus liabilities is your net position okay so at the bottom you can see we're still at that 34 million of what i indicated on those back pages capital assets makes up most of yours you have
071about 43 million once you take that out we're at about a minus 10 million dollars of the rest and the reason is and that can jump out of people and say what what is going on here that has to do with all of these liabilities here in the middle so you got your non-current liabilities and they have to do with your pension fund so total opeb is 27.8 million um your trs is 3 million your net pension liability of imrf is 2.5 million so this is predominantly why you have a negative unrestricted balance um on this net position and for the most part the district has no control over those because like i said about those on behalf payments everything is set aside down at the state so the only way that the district would
072be truly responsible for these is if lit uh you know it changed and the state legislature pushed everything back to the local level and you would have to pay everything out at that time but that's not really um how this works okay that's why i like to focus at the fun level okay and i i don't know if this i don't think this is a question for you exactly but it's it's one that i have perhaps for the board that's prompted by the report so i i really like the seeing this comprehensive annual financial report because i feel like it really tells a story about the financial health of the district not so much in the charts that i don't totally understand all the time but in the kind of the narrative um pieces and
073the statistical pieces where it shows the trend for the 10 years and i think you know as a board member i'm most interested in the trends are we going in the right direction or not um and so um you know in terms of the economic uh i guess in that initial pages um where where it's going over our economic outlook um i'm wondering if there's an opportunity for the next report to kind of give a more thorough look of that and kind of update it a little bit because it seems like some of the things are and i know this is the first year so it's it's kind of a process um it's it's a lot of work to get it to where it was but if if we can iterate for next year to
074kind of update some of the information about the housing units that um for a while it was like every five years but it hasn't really been updated since the 2006 figure that gives the trends of the growth in our housing units um and uh some of the other i don't know and i and i talked to eric a little bit about this there just might be some opportunities to look at updating some of that information in there for the next time um and putting in you know some of our fund balance policy um specifically in here just detailing it so it's part of that story and then another thing um that jumped out at me too that is is probably more of a broad discussion is that the casarda report um it looks like it
075was updated and and just for everybody who might not be familiar with the casarta report it's our demographic study that tells us um about stable enrollment or tells us about enrollment um it was done in 2012 and then updated in and this year we saw an increase by 73 students which is kind of significant um and i i don't know like as a person that's filling the neighborhood i feel like we've had a lot of turnover of housing um with more families and so as a board i wonder if maybe we need to be talking about whether or not it's time to update the casardo report or look at how when the right timing is for us to do that because based on this it looks like we're doing it every four years and we
076would we would be in the fourth year here um okay good okay thank you jess thank you uh jason any questions no i'm good matt thank you i appreciate some of the background that you gave with that it was it was helpful um i guess what just one quick question and just more of a just a procedural kind of a background thing um in switching auditors was there is there any difference in the the auditing process that your firm went through with the district as opposed to the prior daughter of prior auditors um i mean for the most part i always say uh everybody bakes their cake a little bit differently but most the ingredients are the same you're doing it so um obviously as first-year auditors we're coming in with a fresh set of
077eyes which can be helpful um as well as far as the auditors go but i mean we have a team that's you know comfortable with coming out and seeing different things and we have an audit process in place um that we that we utilize and it's like i said it's it's probably similar to what your prior auditors had was just where uh we do it a little bit differently right okay i just kind of want to get that understanding out there i think it's always good to have a fresh set of eyes just so people understand that's really a lot of what this wasn't like an issue with auditing it's more of a getting new people in present advisors i think amy made comments during it that she thought we made more selections on the
078invoices and some other different things uh which was always funny because she'd give us a hard time about how many invoices we'd be asking for and then she'd turn it around in 10 minutes so you really were pushing around things like that he's really good okay well matt thank you eric any final thoughts from you before we move on no i would just echo what matt said this is uh the first year of any any new engagement is is usually more difficult and this really would go really well and uh it's a pleasure working with them so well matt thanks for the good work for the time visiting with us and attempting to educate and explain lots of charts lots of figures lots of pages um and trying to sort of keep it all together
079can be a challenge but it's a it's it's an important one to do so we appreciate your helping us uh through it and we will uh with that we can let you go unless dr k has any final parting words for you um no she doesn't so thank you matt and have a good evening thank you guys too have a happy thanksgiving you also sir thanks man thanks matt all right we will turn to uh reports and up first we have uh our superintendent reports melissa a couple of uh updates from you sure um we're going to start out with a celebration i'm going to turn it over to katie who is going to share and walk us through a second grade science celebration so i'm super excited tonight to celebrate our second graders in
080remote science you're about to see a video clip that shows our pbl coach mr papana tying in world war ii with veterans day and my favorite topic chocolate the this lesson is going to teach the students about solids and liquids through the engineering process and it really also shows our amazing partnership with our partners throughout our community this one highlights our our partnership with cantigny and they were even kind enough you'll see mr pepino wearing a uniform which they had donated for the video um so that he could do this virtual field trip for our students um so with that mike if you don't mind showing the video [Music] so hello boys and girls today we're going to be talking about changes to states of matter but we're also going to tie it in to
081veterans day which was last week so we're going to tie in some history from talking about world war ii and some sweet treats that needed to be used during world war ii and reversible changes so make sure that you follow along with me as we travel to cantini to learn some more about how a sweet treat chocolate was used during world war ii and why scientists had to work within some parameters to make sure that they could actually use it out in the field to help the soldiers so join me as we go welcome to cantini you can tell we've traveled a little bit back in time whereas i'm wearing the uniform of a world war ii soldier so we've traveled back to 1937 where the u.s government has reached out to the hershey's chocolate
082manufacturer and asked them to create a chocolate bar that had some scientific constraints or things that it had to have for the soldiers now what they asked was that this chocolate bar had to be light less than four ounces which isn't very much it had to have a lot of energy inside of it it had to taste a little bit better than what they were eating and it also had to resist a bunch of heat now during world war ii not all the war was fought over in europe where it might have been a little chilly and kind of weather like what we have some of the war was fought in warm warm tropical places and so that chocolate bar had to give energy to the troops in places where they had to worry about
083it melting melting or turning from that solid to a liquid i'm here at cantini's tank ground and we just talked about the problems that these scientists met they had to work with chemists and food scientists to solve that problem to meet all the requirements that the us government needed for the soldiers to get that candy bar now they did meet all those requirements this d ration bar was what was created they did make what they had to and i'm sure they had to go through the same engineering steps where they had to have a problem which they did and then they had to imagine and plan and create and then improve that step because while they were making it hershey's the the chocolate was so thick that it could even go through the machine so
084they had to have special machines that made these super thick chocolate bars now if we're going to talk about the properties of these chocolate bars they were hard and thick okay so that's usually describing solids hard and thick and with the taste we'll describe it as a solid or a liquid it is definitely not like the ones that we buy in the grocery store today so even in a dangerous environment where we have [Music] dangerous things happening all around us we still have to have our needs of food to give us the energy that we need [Music] another material that was super important during world war ii was metal as you can see the tank behind me that is made out of metal and the reason it can look like a tank is because metal
085is reversible it's a reversible property where it can be a salad and we can melt it down into a liquid and then put it in the shape that we need and then it will harden okay and kind of freeze up back into that solid into whatever shape we need i want to make sure during this experiment where we're going to see this salad start to warm up and then start to get more energy and then it starts to melt into that liquid chocolate so that heat from the lighter is getting so strong that if i hold it too close it's causing the salad to turn into a liquid and then turn back into a solid right away i really like hershey's chocolate because they did a lot to help our soldiers in world war ii
086as you saw and not only that but uh milton hershey the person who worked with the hershey's chocolate bars and invented it he is someone that opened up an orphanage for her boys back in the early 1900s and he actually really liked to help people too so whenever i buy candy i do try to go to squishy chocolate because they do a lot to help me so thank you for learning with me today and have a great day as you can see we kind of skipped through the lesson so you could see the different parts um of the lesson but i do want to thank mr papana and ken tigney for letting us provide such a cool experience for our students i know it was super engaging for me so i'm sure for the second
087graders it was equally as engaging thanks kitty i'll send him an ice katie an email did he return that did he have to return the uniform right away he did return the uniform good good thank you um all righty let's see so we've got a couple of i don't want to say housekeeping but um first up is the immunization report just want to remind everybody that this is an annual report that our nurses submit it goes to the illinois state board of education and then we are required to post that report and it's in the same form that it gets reported to the state on our website so um we're given a copy of that um and then for our return to school plan update um let me get in here jumping around a little
088bit okay so today um i was on a meeting with the dupage county health department as many are aware we remain in red or substantial as a county um the county health department shared today that they have 200 employees that are contact tracers they are conducting contact tracing seven days a week from eight in the morning until seven o'clock p.m with community transmission being as high as it is and continuing to surge they are asking schools to um support them in that work which we have been doing but shared resources um that we can share with any families that we have to contact regarding isolation or quarantine or or any other questions they are having to prioritize who they actually call back in person because of the surge um it was shared that this weekend
089they saw over 800 new cases each day over the weekend they emphasize today during the meeting do that they do not yet see transmission stabilizing and they expect it to continue to search for the upcoming holidays so we will look forward to their next um their next update um for our initial round of saliva testing which will happen on 11 30 and 12 1 we have approximately 1700 students and 200 staff members will be testing we will be adding those who submitted the waiver after the deadline to the next round of testing the process of setting up the barcode the pcr labels is pretty extensive and it takes a good portion of one day to print all of those labels and have that work ready so as we add new people they'll be added for
090the next the upcoming week's testing today we had nine people working throughout the day from about eight o'clock this morning um until slightly before um six o'clock to get the micro bar coded and the baggies ready for delivery i want to remind those who are participating that the testing baggies will be delivered for students this saturday and sunday um for staff members those baggies will be brought to their um their building that they work at and they'll be able to test there and get their baggie there parents and guardians are being asked to drop off the test sample on monday 11 30 between the hours of 8 a.m and 6 p.m or on tuesday december 1st between the hours of 8 a.m and 10 a.m so a much shorter delivery window on tuesday but that's
091because we want to get everything prepped and get it taken to the lab there will be a drop box on both days at the main entrance to each school that those drop boxes will be checked every half hour and the samples taken in and they'll start prepping for having them ready for transport this wednesday we have a consultation with dr dorgan who is an epidemiologist with uic school of public health to discuss how to use the screening data for decision making so i will update the board and everyone after that meeting um we made some modifications to the assessment plan um because we are on remote so katie will be having um kitty did that letter go home to parents today or will will it be coming soon which letter about map testing um they
092probably will go out um when they return um probably on the 30th i would say okay um so there'll be a letter um getting sent home just with some date revisions for map testing for this year um but that is pretty much what i have um in terms of an update for today thank you melissa let's see if there are uh any questions that uh board members have um uh let me go around here again uh mr estes any questions for melissa ah no thanks all right thank you very much uh uh bruce any questions for melissa why am i always second no no oh all right all right noted uh let's see that threw me uh julie any questions i don't have any questions okay uh guillermo any questions no questions thank you jessica
093any questions um yeah i i kind of did the rounds on all of the um dashboards today before the meeting and i just wondered if we would see if we should expect to see the d41 covet dashboard be updated while we're remote or what should our expectations be for that um i don't well i they are still reporting to the county health department because they want um to receive those line reports directly from our nurses even if we are out on remote um you know what i will write myself a note um to check with ken and see if he will be pulling an update from the nurses to update um and as we um as families are on remote i am assuming that the recommendation is that any family who has a positive test
094or is in quarantine should be contacting the school yes um that was in one of our recent communications where our nurses sent some information directly and ask parents to continue updating them regarding that information um you know when we're on remote and even through the holidays so they are continuing to check um and support families with that and they're also continuing to report to the county so yes parents should keep us keep them in the loop absolutely i think thank you and if i could uh just add melissa noted uh her meeting with dr dworkin from the university of illinois chicago their public health i i'd like the board also to know that dr dwerkin was the past illinois executive director of epidemiology and infectious disease so he actually served the entire state looking at
095past breakouts of infectious disease so i feel real fortunate that he's willing to talk with us okay very good uh let me then that was it melissa yep okay uh let's turn to the board and see if the board has robert you're doing questions oh i skipped oh yeah i did i jumped right past you jason i'm sorry mike go ahead you're up so uh immediately on on wednesday and then at that point a decision will be made as to how the testing results will be utilized to determine back to school the following week early december whatever that date is yeah we really want to talk um you know about how to best use the data when we're coming off of breaks um we know that you know the the primary way that the testing
096will be used is to identify those asymptomatic carriers um and get them into quarantine but then also to talk through um you know how else can we use this data can't are there other ways that we can use this data to make decisions about how much um you know positivity now keep in mind it's not diagnostic it's probable but how much positivity can we have in those that are being tested before you know they would determine it to not be safe to reopen and you know just to ask questions about how else we could use this and he'll be informed by somebody who's who's qualified to be able to answer those questions and that makes sense um so what time frame do you think that the parents community will be notified as to when a
097decision will be made um on a return to school um an early december day was it the second or the third right of the top my head right it may be late in the day on that wednesday so if we test on monday we test on tuesday and get you know and get um samples taken to the labs um you know it's really as they process um you know will that will start getting the nurses will start getting calls um about any probables who have bubbled up but then once our that round of testing is completed to to look at our data and make some decisions so um you know we'll be checking in with the lab probably more than they want us to be on that wednesday um you know and so we can
098give him now a good idea of the numbers um that we'll be doing and then um see if they can give us an anticipated time when they'll have all of our testing done so we could get that information um and make some decisions on it on that wednesday okay thank you all right now board reports uh let's see let's go around and see if there are any board reports for this evening uh guillermo any board reports for you please no nothing from you thanks okay very good uh julie board report yes i've got a couple um i turned in a couple and then i forgot to do this ben franklin pta so i'll tell you about it and then i can get one to mr smoke tomorrow um so their wrapping paper um fundraiser was
099a little down this year i think that was kind of expected given that no one's in school they're still going to use the gift crowd for holiday gifts so ben franklin families can look for emails coming on that for the teachers the book fair is currently open there are a bazillion books to choose from and it's open till november 25th so if you have some holiday shopping that's a good place to do it it helps benefit our school's library i think um they're going to have a food drive for the glenoland food pantry on december 4th and um holiday sharing stuff will be due on the 11th um so that was sort of that was sort of the high points um seriously though in the book there wow and then there's so many books and
100i already did all the damage um friday where do i start let's start with the um the delegate assembly i'll just um read you really quick the decisions on the votes it was um it was pretty fast because there wasn't all the discussion it was literally like here's the consent agenda here's resolution number one number two number three um so it i don't know i think it was like 45 minutes it was really fast this year um so that resolution number one which was about the loan program got no appeal so there was no vote um our resolution number two had a vote to get to a vote and they voted that down 57 to 43. um so i like to call that a good ass a lot of people agreed with us but a
101lot of people didn't so um you know we don't have to give up um number three was a school report card there was no appeal so there was no vote the number four pre-pre-licensure or pre-service teacher licensure um that first one like the original language did not get the vote to go to a vote it's like so confusing the way they did this um but the revised language passed with and so basically they want to push for more reading instruction instruction um but it was much less specific than the submitting district had written um the teacher shortage passed like by a landslide number six the e-learning past 98 um number seven is similar 89 past it was like 2 30 to 28 some of these i got the number some of them i didn't um
102and number eight was another local control for the pandemic and that had no appeal and so then it had no vote um all the re affirmation of existing positions passed at 98 percent as did the new belief statement about equity um so it's pretty quick obviously disappointing about number two but um the work doesn't end there and we have a lot of state statewide organizations um backing that and i think they're gonna probably do something with that so we'll see what happens and then one other thing i attended the um virtual ias speaks conference this year and um the variety of classes or sessions that you could attend was it wasn't really i mean they were like i don't remember like six or seven maybe six throughout the day i can't remember um and each
103several districts would talk about some experience they had they had two um two keynote speakers one at the beginning and on the end so i just sort of wrote up a little a little super short summary of each um but they talked about one was talking about generational poverty one was talking about closing the digital divide um and how districts handled those things um and then they had one talking about like they started this matrix which to me sounded like our gecrc um so that was interesting to hear about how they went about working on that um anyway i i um submitted the report so anybody that wants to hear more i can read it um and i think that's it for me thanks thank you thank you julie thank you uh jessica jesse you
104there sorry no it's okay the tv must be trapping its babysitting function right now um all right uh board reports i attended the s-pac meeting and um they are uh understanding that the information session has to be delayed but they're still very much looking forward to that um and having an opportunity to do a q a with the administration so um that's still on the radar um attended the d41 kids meeting and i wanted to extend my thanks to mrs bruno lynn bruno who completed a grant application form on behalf of d41 kids for the dupage foundation and we were awarded a 20 000 grant from the dupage foundation to help us continue our work in community outreach and supporting community outreaches efforts and making sure that all of our families are supported during this
105difficult time so um kudos to your better half miss dr bruno um and i should say doc dr lynn bruno is the one who filled up the um the grant application um i too attended the iasb virtual conference and um i'm sure julie's notes suffice and um i also attended the lend diversity equity and inclusion meeting uh subcommittee meeting which kind of uh changed in the the flavor and the focus of that conversation was more you know um forward thinking about you know yes the pandemic um has been really challenging and troubling but it's also created opportunities for us to rethink how we do things and start to imagine a post-pandemic way of delivering education and what are the positives that we can take out of what is happening right now and apply it to
106the future and kind of the discussion of you know if nothing changes then that's kind of a missed opportunity so um kind of a a recommendation us for us to look inward and and be reflecting on what those positive takeaways are and so that's something that um i hope that we can discuss in the future as well thank you thank you jess bruce any board reports no not at this time thank you jason board report yep i got a couple i submitted one for the inclusion subcommittee meeting from november 5th um this is more of a higher level meeting about my budgetary concerns that are being seen at um due to the pandemic and how to address some of those and of a development of budgeting concerns about regarding um early childhood development of between
107birth of seven um which i have birth of five um so that was that was the main topic of that conversation and then i also attended the pta council meeting on november 10th um i forgot to submit a board report on that but the big topic conversation while i was present was of the slava testing program and how that was going to be implemented fast thank you jason ted did i ask you if you had a board report you did ask me and i said i i don't and just so you still don't okay good all right uh just uh two uh quick notes um um i had the pleasure of attending the churchill uh pta meeting uh and and one point i wanted to uh acknowledge and would actually look forward to seeing more
108on on this from them they spent a bit of time uh talking about a platform to access ebooks throughout the glen ellen public library system for classrooms and it sounded like something that could be done actually district wide so lots of discussion about this lots of excitement about this and i would actually like to see a little bit more information about what this actually uh consists of and what the costs were but i really seem like a great effort to access ebooks across all of the connecting libraries that are part of the lending library system uh with glen ellen public library so well done by the by the pta churchill and then like other some other board members i also attended the iasb virtual summit and i wanted to just make the point that i
109thought embedded throughout the presentation certainly the keynote the opening keynote and then the closing keynote but also the conversations that took place uh in the separate sessions the the theme of uh equity uh was very powerful uh it was uh on the present throughout the the conference and the state board association made a note of saying that as they think about excellence from school boards in the future they're going to add an additional element an additional qualification and that will be equity in what they're doing and how they're making change to that topic so it really does seem as if there's going to be a statewide movement to do some different things around more equitable diverse inclusive school practices just did your hand go up yeah i guess just i that made me think of
110one of the celebrations from my dei commit subcommittee is that in this uh pandemic world of remote learning one of the celebrations is that attendance has increased significantly um in in populations where that might have been more problematic than where it is in district 41. and so they're they're getting more engagement um from kids who might have challenges to getting to school every day and so that's one of those things kind of to take away that those kids are getting more days of instruction now great it's good to hear that maybe surprising finding that that okay good all right thank you thank you board people are staying busy all right we will move to public participation members of the public who wish to address the board were instructed to email the board before 5 pm
111at this time we have received three emails any emails that were received after 5 pm will be forwarded to the board after the meeting and posted with the official minutes once approved so at this time let me read the comments that we've received and so the first of the three came from stephanie clark dear dr kaskowski and board i'm writing to you about two matters the budget levy discussion and concerns with your treatment of board member curry first why have you not asked for budget scenarios so that you can review this information before having the levy discussion tonight at the last board of education meeting mr curry asked to have such budget scenarios prepared by mr deporter but was met with resistance this is a departure from the precedent that has been set in the
112past where the board asked the superintendent to prepare different cpi levy scenarios dr kaskowski i'll give you the benefit of the doubt because for whatever reason the board did not ask this of you last year however in the past it had been customary and essential to do and that ask would have been given last week you can refer to the minutes on the levy discussion from november 2nd 218 to see what i'm referencing uh mr bruno and mr lobock you both were sitting in board members at that meeting so you're well aware of this yet as the now board president and vice president you refuse to allow mr curry to request such information and fail to recognize the timeliness of doing so the purpose of the levy discussion is to determine how much more in
113taxes d41 is going to capture from the community this coming year it seems to me that you know um that you do not value that you see no value in i'm sorry not quite sure what's here no value in val in reviewing projections to determine how much money is necessary to successfully run the school district uh mr estes i was surprised that you didn't speak up and support mr curry in obtaining the levy scenario since you campaigned on fiscal responsibility you all seem to be following the stands publicly taken by mrs buttimer to take every bit of tax levy from the community because you can you're going to match the levy no matter what so why bother reviewing the budget so you shut down mr curry from a very reasonable ask which brings me to
114my second point why do you continue to have one set of rules for mr curry and a completely different set for the rest of your board your refusal to allow mr curry to discuss obtaining levy budget scenario projections at last week's meeting demonstrates this point not only did you delay the discussion which renders the information worthless you also said you forced ms curry to get board approval to obtain such information that had readily been provided in the past in stark contrast at the same meeting when mrs buttimer asked for the opinion of the fact on the levy for her decision-making process mr deporter quickly responded that he would speak with them and bring the information to the next meeting no one said a word about the ask no one said the board had to approve
115it to make matters worse to stop all conversation from mr curry on the matter mr estes called for an out of order motion which mrs butterworth gave a second then all board members except mr curry voted to stop mr curry from talking during the vote mr bruno let board members speak for reasoning for the vote yet when it was mr curry's turn mr bruno insisted that he could say yes or no and say nothing further why were other board members allowed to express the reason for the vote to stop mr curry from talking but mr curry wasn't able to mr bruno it seems you shut mr curry down when you don't like what he is saying because you willingly let other board members speak for long stretches at a time for example at the november
1162nd 2020 board of education meeting you would ask for the board to bring up further questions and discussions relevant to covet testing mrs button went on to speak for at least 10 minutes about community metrics and if our school should be full remote this has nothing to do with testing she even admitted she was off topic and said the board could stop could try to stop her and they laughed the meeting that was supposed to be about an hour was approaching three hours long yet or didn't vote to stop her speaking mr curry called for order about the length of mrs butterworth's comments it was ignored mr bruno you admitted that you allowed mrs button to speak for longer than the allowed three minutes because you found it warranted so when mrs buttimer is off
117agenda it is warranted but not mr curry none of you were elected by the community to have more of a voice or more speaking time than any of the others mr bruno the board president position isn't elected by the community either or given power to stifle a board member's voice your job is to run the meeting not control the conversation you created the rules of conversation to supposedly have your meetings run efficiently in order in under two hours yet they typically are three and three and hours long and i've only seen you invoke the speaking rules on mr curry and never to try to move the meeting along continually trying to stop only one dissenting board member from talking is an abuse of power our community deserves transparent open dialogue and diverse points of view
118even if you don't agree with them we also deserve a board that will deliver on their promise to be good physical stewards i don't see either of these things happening and it's concerning to me thank you very much and a second second notes a second email from heather grotto bellas i write this letter today in light of the new saliva surveillance screening i am extremely concerned with the lack of understanding the district has surrounding data security and the lack of an adequate data privacy policy first a little about me i am a product of district 41 my education and experiences to have significantly shaped who i am my career is centered on being a leader a designer and a storyteller i oversee a team of designers functional architects and developers for a california-based technology and
119data company we design software interfaces for business goals using database systems that may impact your daily life designed to collect and track various types of data when it comes to data most people generally understand that free software tracks data and that data is captured and stored somewhere however some may not know not all data is created equal specifically personal identifiable information like your name your email phone number and then biometric data face fingerprint i scan saliva are two special data types that have their own governance secondly all data tells the story the power of that story exponentially grows when tied to an individual person over a period of time third how their data is used abused and who is who it is shared with four once data is out there you no longer have control
120over who uses the data and for what purpose because of my professional experiences when my first child entered kindergarten seven years ago i began asking questions to the school about the data collection practices from and then from research interviews observational experiences i have learned the following at its core the illinois board of education writes policies and procedures to protect districts from litigation this is for the best interest of operating districts and not always for the best interest of parents and children second districts require only what the illinois school board of education requires this is what they are given funding to do third district technology and data policies and procedures are inadequate and out of date technology simply advances too quickly schools cannot keep up four there are no backup plans for teaching the curriculum without
121technology districts simply depend on technology everywhere to educate five fundamentally principals teachers and staff want to educate children in a safe environment they have the liberty to operate operate within district idols currently as we know the district and board has requested to perform saliva surveillance screening which upon participation will require the collection storage of biometric data in order to make the best informed decision for my two children i have pursued additional information from the board about this covet screening my findings are that biometric data is being collected with a new company incorporated just months ago that we know little about two the board contains known members with data and technology expertise they have limited they have limited to no knowledge of what questions should be asked to third-party technology partner contracts before they are signed
122and what would be considered basic data privacy and security questions were not asked or verified when embedding the contract and then third the technology and data collection practice questions i submitted to the board were either inadequately answered or not answered at all after a lengthy phone call with the board president these questions were minimized and still remain unanswered additional follow-up communication has gone unanswered as individuals and parents we each must consider the information before making a choice to provide our children saliva and biometric data for covid screening as a school community parents students administrators we must consider the broader implications and then she lists three the personnel in charge of the security of data may not be educated or experienced in creating executing and or overseeing an appropriate data security policy number two the security
123of data may sit in non-secure systems not specifically built for such a purpose and then three personal and district damages incurred by a security breach if one were to occur will be inflicted on our defenseless minor children at risk of following them for the rest of their lives the district and this board have an obligation and a responsibility to protect our children beyond their physical safety that includes their privacy and data based on my research i have no confidence in this district on board that my children's data biometric and otherwise is properly understood or properly protected in this time of e-learning with its reliance on technology and now biometric screening that crosses into active health data and storage it is well passed time for the district and board to engage technology professional as a standard
124order of business in fact i personally volunteered to act as a data and technology advisor to the superintendent weeks ago and to this board's president last week although my offer is yet to be accepted i remain available and committed to leading this practice no matter what you decide as a district in a board you must face not knowing data security practices is not an excuse to ignore or avoid the issue nor can you allow any perceived inconvenience to outweigh security the longer you go down this path the more our children are at risk thank you very much and then one final one from robin bollinger the remote core class sizes at hadley have significantly increased since november 2nd during a normal school year for example math and literacy are 80 minute blocks of learning the
125class sizes in each of the 80 minute blocks would usually not exceed 32 students in the first quarter hybrid schedule this year math and literacy teachers taught six 48-minute sessions and classes were split by the alphabet the normal school year math class of about 32 students was split in half the first half of the alphabet was in the first period remote class and the second half of the outfit was in the sixth period remote class the first and sixth remote periods were one class split by the alphabet second and seventh period were one class split by the alphabet and third and eighth period were one class split by alphabet on november 2nd that changed for full-time core remote teachers only on october 30th we received our class list and classes started november 2nd core remote
126teachers at hadley went from teaching one grade level to teaching two or three grade levels and multiple subjects over the course of a weekend the planned time given on october 30th allowed core remote teachers to meet with all of their new professional learning communities at sixth seventh and eighth grade it was a day of meetings not planning the remote core class sizes changed drastically in the first quarter of the hybrid school year a normal size class was split by the alphabet into two sections first and sixth period being one class second and seventh period being one class and third and eighth period being one class after november second that was not the case instead each 48-minute remote core class period was now viewed as its own class and open to any amount of students as
127the pandemic continues to get worse this winter and as parents continue to change their minds about in-person learning and go remote students will be continually added to remote core classes growing these class size numbers even higher currently in person teachers at hadley have on average 90 students due to social distancing guidelines the more remote core teachers at hadley have an average 140 students and the numbers are growing daily that is a 55 increase in students for remote core teachers between october 30th and november 2nd planning for remote lessons versus in-person lessons means creating peer deck lessons jam board practice and other interactive lessons and reviews to engage students and check for understanding this material does not exist and needs to be created every week i have two questions first how large will you allow the
128remote core classes to get before splitting up the class and assigning another teacher second how do you plan on supporting remote core teachers with a 55 increase in students and growing teaching multiple grade levels and multiple subjects and creating new material weekly the current situation is not sustainable thank you and thanks to all the folks who took the time to communicate with the board all right we will move on then to our discussion item and we have the fiscal 2020 levy and eric deported you will facilitate this report and discussion all right i'm going to go ahead and try and share my screen which surprisingly would be the first time i've ever done this let's see if it works are you guys seeing the levy calculation worksheet yep yep all right look at that i
129do have some tech skills so uh tonight's meeting the plan is this is what i would like to refer to as kind of step two of a three-step process with the levy uh the first step being the conversation we had on november 9th commonly referred to as kind of the levy 101 where we talk about what the process is for the levy and the timing and the steps the board is required to take so tonight's step two uh with this step my plan is to go over the calculation of the 2020 levy talk about some of the assumptions uh in the variables included within that field any questions the board may have and then later on tonight in the action item of the meeting there is an action request that would put the proposed 2020
130levy on display up until our next meeting december 14th at which point the board would then be given an action to approve the levy which then would need to be filed by the last tuesday in december so it's kind of a calendar of what to expect um with that being said i'm going to go over the worksheet on the screen right here this is similar to what we've used in the past so i'm just going to walk people through what you're looking at so at the very top of this you'll see we enter in last year's extension so the 2019 levy is at the top right here is where you see the cpi increment uh being added to last year's levy so cpi is 2.3 percent what you do is you take last year's extension
131you multiply it by 2.3 percent it produces new taxes to add to our extension of a little over one million eighty nine thousand dollars so that gets you the forty eight thousand dollar number that's the first step here what uh the next step and this is really the only there's really only two decision decisions to be made on this level let me kind of clarify what that means the first decision is what cpi increment to use obviously the max is 2.3 it can go down to zero if the board still locks the next input into the calculation is an estimate for new property so in addition to the cpi increment adding to our extension from last year we get to add an estimate for new property which will go on to our tax rolls for
132the next year so what you'll see here is a history of the new property growth that our district has experienced last year was a little over 12 million this year as i do and every year i've spoken to the local assessors the largest being the milton county assessor he estimates things to be pretty even uh year over year from 2019 to 2020. for that reason i've left the estimate at 20 million my expectation is that a 20 million dollar estimate for new property growth will exceed what in reality will happen and let me talk about what that means so if the actual new property number comes in under 20 million which i fully expect it to do so um p-tell which is the school stat the statute that dictates what is permissible to school districts
133in their levy will automatically reduce our levy down to that number so if we ask for more taxes than we're entitled to p-tell automatically reduces it down to the actual number if we were instead to estimate too low and let's say we put an estimate of two million dollars in here and new property growth came out to be 12 million we would miss the taxes on that additional 10 million dollars of new property and not be able to go back and capture that at any point in the future so best practice is always to aim higher knowing full well that pita will bring us down to the actual new property number so like i said here's the historical property numbers i have 20 million estimated for this year this right here is just kind of
134maybe a confusing part of it it just kind of calculates the amount of taxes that would be attributable to a 20 million new property growth reality uh in this example in front of you at 646 thousand nine hundred dollars so this chart just kind of shows you know what it would mean if it was 12 million if it's 12 million for instance it would be 388 000 so as i just mentioned the clerk will lower the 646 number down to that 388 number if it is 12 million and correct our levy moving forward so uh getting to the bottom of the sheet um step five is to just kind of do an analysis of those above computations so the 485 457 would go back up to the top and show you is that number right
135there after we add the cpi increment of 2.3 gets you to the 48 million 457. in addition to that we're adding the new property estimate right there of 646 900 that gets us to a total extension exclusive of bond and income uh bond interest of 49 104. so the reason this is broken out that way is because the clerk already knows what our bond and interest levy has to be based on our the documents we filed when we took on that debt so for instance the 2017 referendum there's an amortization schedule for that that schedule goes to the clerk and they know exactly what we need to extend to collect to make those payments so for the 2020 levy this is the amount that they would extend bringing our total total levy to 50 8.79
136down here is just a little test that i do as it says right here if the proposed 2020 levy is greater than 5 above the 2019 levy you must have a public hearing in advance of board approval of your levy well it's not it's 3.67 but that doesn't change the fact that we do this every year so we will be putting a notice in the paper advertising a public hearing we will have a public hearing in advance of the december 14th meeting where this 2020 level will be brought to the board for action so with that i think the calculations are pretty straightforward i'm happy to address any questions okay very good um um we can keep that up maybe for a little bit we'll see if people want to reference it in their in
137their questions if not then you can you can close it but let's uh let's open up our conversation uh let's begin um bruce any questions for eric yeah i see that i'm not sure i'm a little confused so it's 50 can you go down just a bit it comes out to 58.79 for 2020. in the budget worksheet you gave me is it so is that that's just local right yeah are you referring to the like the projection document exactly yeah that that's going to be it's going to be hard to tie these out perfectly now bear in mind that model was based off of the 2019 afr so it's a year old but it's if you look at local revenue that's where you're going to see on that projection it's a very first line you're
138going to see an estimate of the lobby and it is going to be slightly different just because it's not starting at the same point as this spreadsheet this spreadsheet is actually starting at this 40 47 million number which is the exact amount of our levy whereas that software does not have the exact amount it's very close but it's not exactly the same okay so it's 600 so we're levying 600 000 more than what was in this projection is what i'm getting at i think yeah that's very likely that they are off a little bit and that could be i i just saw 640 grand and that could be you know new construction or you know that that was about 600 grand who knows what it was but i just wanted to to note note that
139um yeah that's uh that's all i had for that okay thank you bruce uh uh guillermo any questions for mr deporter uh no thank you bob i had a question on the 20 million properly taxed but very clearly explain how that's calculating what it means so thank you so much okay thank you great great uh julie any questions for mr deporter i don't thank you okay thank you julie uh ted any questions for mr deporter no questions i do appreciate that you review the worksheet thank you thank you and uh jessica any questions for eric you know what ted said did it was okay very good uh and uh jason questions for mr deporter nope i don't have any questions right now for him thanks thanks that thanks eric or chad neither one of you
140thank you vote uh yeah thank you and uh yes eric i actually do like also seeing uh the worksheet uh laid out uh like this very helpful uh useful to understanding where the dollars are are coming from and how they're assessed all right well great thank you very much appreciate eric and again board we will um later on in the meeting take action to simply post the uh to post the uh levy and then an upcoming meeting will actually vote on it all right let's move to the action consent agenda are there any items board members would like to be removed from consent agenda to be considered separately hearing none may have a motion to approve the consent agenda which includes employment recommendations and resignations on the personnel report the school district payment order and
141foia report of october 1st 21 20 november 17th and october 2020 financial reports on november 2nd 2020 special meeting minutes and the member the november 9th regular board meeting minutes as presented i need a motion motion second thank you uh roll call mrs milk mrs butter yes mr lobock yes mr curry yes mrs hill yeah mr guzman yes mr estes yes dr bruno yes thank you uh when i'll turn to uh several superintendent recommendations the first being the hadley library media center technology purchase may i have a motion to approve the microphone solution of two wireless controllers to support 12 channels 12 wireless desktop microphones and wireless transceiver to ensure wireless coverage throughout the hadley lmc with a total cost for hardware software and installation of 29 493 dollars and 41 cents to be paid
142from the 2020 2021 technology budget as presented i need a motion motion sorry i forget i'm not i'm either okay i think we gotta look at that okay are any discussion all right very good mrs milk roll call please mr guzman yes mr estes yes mr loeback yes mrs buttimer yes mrs hill yeah mr bruno yes dr bruno i'm sorry and mr curry yes got it thank you uh summer 2021 capital project recommendations may have a motion to authorize assistant superintendent of finance facilities and operations eric deporter to begin the design process for the 2021 summer capital project plan and grant approval to sign the appropriate agreements as presented motion second roll call mrs buttermer yes and thank you and i just wanted to uh uh thank you for finding the cost savings in the
143capital projects dave we got the bruce fix okay yes okay mrs hill yes mr guzman yes mr lobock yes mr estes yes dr bruno yes thank you and then a approval of the professional services contract with ardor school solution may i have a motion to approve marcy conlon assistant superintendent for human resources to enter into a professional service contract with ardor school solutions at a cost of 69 dollars per hour for the time period of approximately november 30th 2020 to january 8th 2021 funded from the district budget contract services special education account as presented second very good mrs moak roll call please mr estes yes mr lobock yes mrs hill yes mr curry yes mr guzman yes mrs buttimer yes dr bruno yes next up is to accept the fiscal year 2020 audit may i
144have a motion to accept the fiscal year 2019 2020 audit report as presented thank you a roll call please hill yeah mr guzman yes mr estes um so i noted a couple of typos some of them that i'd like to see fixed am i voting on it as presented or can we good question eric i i saw your hand go up yeah can i just make a quick comment i did actually reach out to matt earlier today and talk to him about those and he's going to provide us with an updated report in fact he already emailed me something this evening i did not ask him to print new booklets all of these booklets that are physical copies i didn't think we needed to reprint them but he has fixed the digital copy and what
145will be submitted to the state and the roe is going to be accurate so that'd be great that'd be great because to two other things just could lead to some confusion and one just looked a little sloppy yeah i commend you on your uh your proofing as impressive that's a lot of pages to go through and a lot of detail you found oh it was a very interesting sunday for me so all right i vote yes thank you mrs buttimer yes mr curry yes dr bruno yes thank you and then finally to approve the 2020 preliminary property tax levy may i have a motion to approve placing the 2020 preliminary levy on display on november 24th 2020 setting the date and time of the truth in taxation public hearing for december 14th 2020 at 7
14600 pm and authorized publishing of the notice of public hearing in the glen ellen suburban life newspaper in accordance with the truth and taxation act make a motion to maybe take 0.75 percent of the uh total amount let's back up just a second so bruce if i'm hearing you you're proposing that the board uh actually consider a point to say it again i would consider instead of a cpi of i think 2.3 percent taking 75 percent of that making it 1.725 percent okay so taking full amount got it so we are at this point considering simply placing the district's recommendation on the uh for public uh to put to place it publicly uh to post it and then we would take action on the actual levy uh at the next meeting uh it would seem
147that's when we would discuss that yeah and that would be an appropriate time to discuss whether the board wanted to vote on something different than the recommendation okay okay okay um so are you comfortable with then placing the recommendation publicly sure in the public i said or not thank you okay very good mrs milk next i just clarify who's second the motion to oops for the lobby i have um mrs buttermer as the motion and was it mr estes who seconded i'm not sure if it got came through but i'd be happy to second that okay there you go it's going with you okay so are we ready for a roll call yes we are okay mr guzman yes mr estes yes mrs hill yes mr curry yes mrs buttimer yes mr lobock yes dr
148bruno yes thank you okay and we do not have any uh board governance learning together i'm not i don't think we have any other other and if we have other do we have another what's the other yeah well no i have an other oh all right all right what's the other um i i want to address some things that were raised in in public comics i think that they are they're important um from heather grotto ellis and of her concerns regarding policy and of mile i actually had a conversation with dr k following the information session on monday um and raising these similar questions um and one of the questions regarding the the lab um you know is personal information being provided to to the testing lab or to to to the lab and what
149i was told is that there is no private information being provided allowed the only information that is being provided is a barcoded numeric identifiable sample so there is no personal identifiable information that is being um sent to the lab of any of our staff or students um internally the only the use of the information would be subject to the districts about privacy policies um that govern about various processing concerns throughout um so there will be no of a personal private information being sent outside the district through this testing and the district will maintain um all privacy of a personal private information that's provided regarding the test samples in accordance with its current policies okay and then certainly about mrs clark brought up uh some information that mr curry had asked for at the last meeting
150i just think it needs to be made clear that um the issue wasn't the request in fact the board did consent to um to have that information prepared in the sense of board members so i it was put out there as if the board denied the request for information the board did consent but to have that information provided okay okay very good looking around any others don't see any yo julie you got a hand up i do um i don't see on the agenda of space for requests for things for the next meeting did i miss is it on there it's next it's it's there it's a little further down yeah i'm getting to it i'm sorry i'll hold that i think can i oh sorry can i chime in um just based on jason's
151comment about the policy and privacy please um i did ask legal counsel to review our student records policy inc including um the portion on biometric information so just please know that they did do a review and did not feel that any changes were needed to that policy they are linked in an email that the board will get tomorrow morning about eight just for your own reference so that you can find it easily and the district with the new requirements with sopa will be undergoing a huge process to visit and um make any necessary revisions to be compliant with that so that's a requirement that we had to do anyway before any of this even came up good update thank you bruce i think i saw you yeah yeah i think it's important so i did
152get the uh you know the true the tax the calculated of calculation of the uh of the projections and uh plan on making those public because i think it's important that the public know um know what they look like and and can can view them bruce did the data that you receive uh come with a confidential stamp i don't know why it would be confidential though because it's it's a projection of how our future levy looks and i think the public should should know that well let me give you some confidential information can i ask can i can i can i ask you then to uh uh propose to the board that the two projections that you asked for and that you in fact got that the board consent to sharing the projections i i
153don't know i remember when uh we were talking about this two years ago and a board member um released a confidential information released the the projections and uh said that they were too important not to have them out there you know with the confidential marks on them um so if i you know i mean if there's a standard set and it was it was set by by a former board member and i remember distinctly i didn't care because i thought it was important public information for the public to know but uh there can't be one set of rules for that board member and a different set for me well so um i appreciate your feeling that the projections are good information to share and i don't think this board should be guided by a past
154practice that some may have agreed with and some may have disagreed with i think it's good practice for the board to act collectively to uh to decide these matters and you've made a reasonable uh proposal to share the projections that you asked for uh that and that you were made available so i think a request to your board colleagues would be would be appropriate uh to ask them if they would uh support doing that and so i'm i'm respectfully asking you to make the request okay i make the request okay um can we just uh take a minute and see if the board is is comfortable uh with sharing those two projections um i'll just kind of quickly go around just is that a yes well i just have a question for eric if that's
155um if if uh i know you were saying that that was kind of last year's information and when the timing of when you're expecting updated information and that is going to be updated sooner so it's more accurate when we release it to the public yeah just to expand on what you're bringing everybody up to speed you know we use a third-party forecasting software that they as a just kind of a general practice in their firm they do not start our projection template model until we have our final annual financial report our afr available for them to use as as kind of the ground level information that they start their database with that was submitted to this company the first week in november so you know we push them for an update on when that will
156be available this year and i have to respect their response which is basically they've been slammed you know everybody everywhere is asking for this information at the same time audits were delayed all the audits are coming in at the same time so all these requests hit their doorstep uh the early part of november so i've not gotten an update this week i suspect it will be soon i don't really feel that you know while that updated model is certainly going to be a more accurate starting point than the two projections that were prepared in advance of tonight's meeting i don't think it will materially change what those projections would look like you know it's going to show you the trend line moving forward over time maybe the ending balances would be slightly off give or
157take a little bit but i don't think it's going to change the direction the district would go with one of the two choices so for that reason you know i don't have a problem with them personally um i would like to take the confidential stamp off them but that's a minor thing okay good uh so so jess yeah so i'm fine with it very good uh guillermo you're on you're on mute you're mike's music yes i'm fine with it thanks thank you very much julie it was just going to ask the district if um if there's a reason it was marked confidential because i feel like it was public last year too was that right two years ago okay so um so it wasn't it wasn't public last year we didn't use we didn't do
158it last year we didn't do one last year no we didn't look at the projections never mind okay so so i guess um i'm sorry did i interrupt i i just i'm wondering if it's a problem and it sounded like eric said it's not a big deal but i just that's all i wanted to hear from the district okay very good uh ted so i had the same questions as mrs buttermer had and uh i'm fine with releasing it i'm wondering if maybe we could mark them as preliminary or or something like that or yeah you know pre-audit or something that makes sense just because we know that it's not um my newly accurate we mark them projections well yeah no the issue is that it doesn't have the actual um actual 2020 fiscal year
1592020 stuff in it so we could somehow say that it's you know preliminary or whatever it is eric would it be unofficial or preliminary projections uh i don't know that that matters i mean i i would argue that the executive summary that i kind of sent with it just talking about the assumptions would help to explain i think that exact point that you've raised here which i do i do think it is important to say you know this is starting with in in all reality the fy 20 budget instead of the fy 20 actuals that will be the the shift that will happen once our our model for this year is fully populated so i think that summary i provided in advance of it should adequately explain that okay and sorry bob bob i just
160wanted to also get included the the employee hires too sorry it didn't include that but i want to be clear that i'd like all three so the projections the cover letter and the employee hires the the ftes cove it in otherwise right does is does that all right uh board do you let me let me bring jason back into it here jason do you have an issue with uh either of these um no i think i i think it doesn't make sense to give it with that from our projections so the fact that they're going to be subject to audited information and fdes i think those are probably public anyway so i don't think that's a big deal okay i'm supportive also of making these available i do appreciate eric doing the projections i'm sure
161they are very close and i'm thankful to bruce in asking his colleagues to support that information being made available so we'll have the district then included in the material that goes out with the proper formatting of it okay very good thank you thank you very much okay uh so julie okay julie i could just do this really quick because i just found my note that i was looking for about the biometric information collection and use privacy policy for students is in is policy number seven colon three four zero e4 i just want that i was looking for that report so i just found that again so thank you thank you thank you jason all right miss hill this one's for you jason you're getting it in an email the whole world yeah all right i'm
162trying to get to you julie are there any items board members wish to suggest for a future meeting and i guess you have one i would like to suggest and then sort of immediately defend and here's why can you hear me yes go ahead so the bailey herald ran an article recently called largest teachers unions as educators leaving profession in droves due to safety concerns come a burnout so my original thought and i'm not apparently a quick enough thinker to then talk about this in my board reports so me improved would have done this earlier but i didn't i didn't get to it in my head fast enough um so my original thought was to say what can we do do we need to have a discussion what does the district recommend whatever um about
163this possible problem but given what we heard tonight from stellana about the humanx survey it sounds like it's not not a problem maybe and that we are actively working to combat so that it doesn't become a problem so we don't need it but i just wanted to put it out there that this is this is a thing it is happening um and i'm glad that d41 is taking an active role in guarding against it you know what marcy i saw you pop in did was there a thought that you wanted to share with the board on i just wanted to say that is the exact reason why um humanx was engaged with the district six years ago was to make sure that we continue to keep the climate and culture at a level where people
164want to continue to work here and we don't have staff leaving and not wanting to stick around our district so um and that's why we still continue to work with them to this day it's working uh jess i see your hand up jess uh yep sorry um for a future agenda i'd like to propose that we discuss the timing of net the next casarta report updates and um that perhaps the administration come forward with a recommendation for that based on um i know to me it looks like it's every four years but i don't know more history than the last eight or um and then and relative to our pride you know our hopeful projects for early childhood center is there any um marcy i don't know eric do you know what that rotation is
165for that enrollment report you know i i'm not sure how frequently we do it i know you know kind of best practices every four to six years is what i'm used to um you know and i think josh is spot on we're at four years so it might be time to reengage but i don't know what the district has done in the past we've done it on an as needed basis as we are considering um space utilization so the last two times that it has been done in relationship to space utilization okay let's let me then get it kind of go around here a little bit because obviously preparing a report will take some time it's gotta have some cost involved let's just get a sense of the board whether they would like to see
166this on a future agenda item uh ted um yeah i think well i don't want to add anything to the administration's plate in the middle of the pandemic with all this other stuff we're trying to do but certainly future future would mean maybe in several months from now even yeah okay good i see jess thumbs up uh uh guillermo yeah i second that's comments very good uh julie i guess i would think it um the district would you know no better to tell us when they think it's necessary um but i don't have any issue with it i just don't i don't know i don't know if we need it right now or i i feel ill prepared to advise to be able to i'd like to look at how accurate it's been over time
167and how helpful um you know i i think we know we have space issues now um you know so i'd like to see how accurate it's been um for the last couple years okay uh bruce yeah i'd like to support that and get an idea with you know all the apartments going up in town so yeah yeah yeah yeah very good uh jason yeah i'm you you're on you jay i guess i'm not quite sure what what where what the ask is are we are we talking about asking the district to go forward with the study or having a conversation about going forward yeah just for the district to take a look at it to recommend timing okay yeah you discuss like yeah that makes sense okay yeah uh very good i'm supportive of it
168also very good one more for me but i also agree with that as to the timing which the district should say when when's good for them to come forward with this income yeah i don't think it's uh rush i just think we're in the four to six year zone and we're at the beginning of it so um and then another topic is i i'd like um i think internal conversations at a lower level than the board need to happen for this and i'm and then they're probably on the radar and i and i don't know but i would be very interested before years and to hear um like a post the celebrations of what we've learned from remote learning and what we've done in the pandemic and how our teachers who are taking great pride
169in their work and feel like they've innovated you know what what they feel like the wins are for this year um as much as there are challenges that we all know that there are there but what can we take away as a win and how do we see that um creating opportunities for how we change what we do in the year to come and and you know what kind of planning do we need to do as a board how should we be taking that in to account for a long-range plan so some kind of like this is what we've learned and uh just just taking a look at that because this is the biggest thing that's happened in my lifetime yeah yeah yeah yeah okay we can we can bring that to cit and have
170conversation about it and that would be the appropriate place i i think to start um and board you can just kind of signal by a nod or a thumbs up uh after visiting with cit about this uh would this be uh an item uh that would be of interest uh for for a future agenda item you can just give me a thumbs up if you're comfortable with it okay i think i'm saying that yeah there we go yeah all right very good well thank you thank you all the board does not have a need to adjourn to close session so may i have a motion to adjourn the november 23rd 2020 regular workshop regular workshop regular meeting thank you uh i don't think there's likely any discussion i'm not seeing any um uh roll call
171mrs moak mr guzman yes mr asties yes mrs hill yes mrs buttermer yes mr curry yes mr loback yes dr bruno yes well with that this meeting is adjourned and thank you all uh for your time well done have a nice holiday