001Hey, [Music] hey, [Music] hey. [Music] [Applause] Hey, hey, hey. [Music] Lord. to order. >> Uh, is there a motion to approve the agenda? There's no electronic participation today. Everybody's present. >> Motion. >> Mrs. Lowry. U Mr. I call it Pastor Nigel, but Madame Clerk, would you please call the role? >> Mr. Baron? >> Yes. >> Mr. Alen? >> Yes. >> Mrs. Lori? >> Yes. >> Mr. Connor? >> Yes. >> Dr. Gupta? >> Yes. >> Mr. Depal? >> Yes. >> Mr. Gillio? >> Yes. >> Dr. Farmer? >> Yes. >> Mr. Po. >> Yes. >> Motion passes. >> Pledge of allegiance, Mr. Connor. >> Pledge algiance 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. >> Thank you,
002Mr. Connor. NC administration business. There's none. Uh work session consent agenda item. Is there a motion to approve the consent agenda? >> Motion. >> Second. >> Pastor Nigel. Mrs. Lowry. >> Madame Cler, would you please call the role? >> Mr. Baron? >> Yes. >> Mr. Alen? >> Yes. >> Mrs. Lori? >> Yes. >> Mr. Connor? >> Yes. >> Dr. Gupta? >> Yes. >> Mr. Depal? >> Yes. >> Mr. Julio? >> Yes. >> Dr. Farmer? >> Yes. >> Mr. Poe? >> Yes. >> Motion pass. Next is finance support. Uh Dr. >> Okay. All right. Miss Jamies. >> Good evening. Chairman Gupta, members of the school board, and Dr. Majette. I am going to be as quick as the rest of the items have been on the agenda. You have before you July 31st, 2025 month end
003financials. Included. There's a little different look. Um this time included in this month end is an expanded expenditure report that was approved by the finance and facilities committee at their last regularly scheduled meeting. The expanded report still lists by function the same expenditures you saw on the abbreviated report, but it expands the categories from a summary of two, which you are used to looking at, um, to a detail of up to eight lines um, to be able to to gauge where the actual expenditure is taking place. um within those functions. And so I believe it gives us a little more transparency, gives us a little more um information to make fiscal decisions um moving forward. So um each category, a little extra explanation, each category is a summary of multiple lines. Um so you the
004function is donated by denoted by three x's. So if you see three X's, that's not a mistake. Each one of those lines encompass a multitude of lines that the report would have been 900 pages if I hadn't have summarized them. And nobody has that kind of time except maybe the CFO. Um so moving on, as of July, which marks 8.33% of the fiscal year passing, um the percent of revenues collected versus original appropriation is at 3.52%. The amount of expenditures versus original appropriation is 4.61%. So the bigger number is the total expenditures inclusive of encumbrances that equates to 11.16%. So I'm going to talk about these variances really quickly. Um instead of going line by line tonight, we're just going to in the interest of brevity speak to all of the variances at once. So
005the encumbrances uh and the variances are included in purchase, service line, materials of supplies, operations, and capital outlay. That is because we are building our school year in July. So we have we're putting contracts in place. We're encumbering funds for the entire fiscal year. We're paying liability insurance payments. So those things skew um the the um the uh ratio of how much you have spent. So um that's basically my instead of going line by line, that's basically what the variances um entail um setting up the the school year. So moving on to statement of revenues. If there are no questions on that expenditure report, um we have received so far in July, um a state allocation of 5.14%, federal allocation of 12.09% and a local revenue collections will come um uh in a later month.
006Um miscellaneous um has collected 6.49% 49% and charges for services has collected two 28.33%. So if there are no questions there we'll move on to the monthly summary report. So um looking at the monthly summary report the the audit factors into this report. So the the negative amount for the beginning balance um for 26 it will it is a a fluid number a fluctuating number right now because the auditors are currently looking at all of our um all of our incoming uh premiums and outgoing um dispersements. And so once they have audited all those numbers, they will give us the number of what the beginning balance is going to be. So those numbers will change significantly um on that summary sheet. Um so I I wouldn't get too um worked up over those numbers. So
007that's basically month one of fiscal year FY26. And I will entertain any questions you have at this time. >> Mr. I love it. >> Um, what when do they always come back and audit? Like you said, then the auditors finish. So, we're into a new school year. They haven't finished. I know they got started because you said we're on a schedule of different people they visit. >> We are. So, um, so we have a preliminary audit usually the end of May. >> Um, then we have a full-blown audit usually the end of August and we just got through with that. So, we were ahead of the game this year. We're very pleased about that. I think everyone's pleased about that. But they do have as they're crunching these numbers and looking at lines, they have
008follow-up questions for us to provide documentation and things of that nature. So, we're working through that with the auditors um this week. So, we have provided them everything they've asked for. We're just waiting for the next set of okay well let us see this type of questions. So our um our goal as a finance department was to be completed with our piece of it by September the 1st and we were so uh for the most part we have some other questions that come up. So >> well thank you for your hard work because you came into this position in a tough situation. Appreciate you did a lot of work. >> So it's a team effort. I'm not going to take all the credit for it. You have an amazing finance department and they are hardcore
009workers. >> Yes. >> So, yes. >> Other question for M. >> I have few uh your incumbrances uh for July are 13 million including expenditure. So, I'm assuming they are from the PIS previous fiscal year. You're carrying them over to this fiscal year. >> Uh no sir, we're not carrying over encumbrances. anything that we're carrying over is on um your revenue sheet and that ended up being about $71,000. So um the incumbrances are the purchase services contracts. Uh the insurance that we any PO that we've done in January, I mean in July feeds into that encumbrance line. Um and so we may expend all that incumbrance uh those incumbrances but we may not depending on how many services is needed out of that that restricted funding so to speak. >> So somebody who's watching this
010and they like to know you getting only $4.18 million in receipts and you got expenditure plus incumbrances for 13 million. Mhm. >> So if everything falls in the month of August, how will the school division cover those expenses? >> So um so >> do you have a line of credit to fall back on? >> We actually get monthly we get um aotments in in from the state and fed and local. So, what will happen is if we uh look like we're ending up short for a month, um the wonderful fine people at the City of Lynchburg Finance Department will go in and pull from their budgeted allocation and pull that money and give it to us that that month. But for the most part, it is a fluid action. Um usually we don't have any
011surprises or anything. We we expect these expenses at the beginning of the year. Yes sir. >> Thank you for clarification. The other is about health insurance. Looks like in July we are underwater by 2.5 million. >> Yes sir. >> And we were looking pretty good last time when we had this presentation. So what has changed >> between the last presentation to this to get us underwater by 2.5. >> So that's where I was uh speaking about the beginning balance. the auditors, that's a that's a a a not a real number for us. They are the auditors are still working through a lag report that we get from the insurance company um that tells us, okay, here's your true up at the end of the year. This is what you're going to owe um or not
012owe. And so that lag report comes about a month and a half later than the fiscal year closing because they have to look at all the billings. Um so that number I fully expect that to change. Um once the auditors have looked at the lag report and the dispersements and um and things like that that that number will not remain the same. >> Mrs. Larry, >> how much of the new employees play into that? Um so uh into the lag report into that. So we're trueing up fiscal year 25. So those new employees didn't start okay >> um until their contract year which you know most are in August. So those that benefit those benefits wouldn't be calculated in this number that we're talking about. We are talking about the beginning balance from last year.
013beginning balance of what this year is going to look like. Could be a positive number, could be a negative number. We just have to wait and and let the auditors give us permission. We think we know what it's going to be, but we can't put that official number out there until the auditors have audited everything that they want. >> So, when you say it'll change, hopefully it'll change in the right direction. >> I fingers crossed. Yes, sir. I'm pushing on that topic because last time when numbers were presented I looked at the superintendent and I said could we refund that money back to the employees because we increased their premium in last year >> but looks like I need to put water on that statement now right it's $2.5 million I >> I completely expect
014that number to change so I hope it goes in the positive direction yes sir >> so when the new employees are factored in is that going to raise it up >> um So the new employees won't be factored into the beginning balance. So they will be factored into the monthly premiums and dispersements um that we pay. So because those new employees were filling most of them were filling vacancies of old employees. I don't expect a spike because their benefits will be what the >> slightly different if they have a family it's going to be a little bit more ba based on their withholdings but there is money budgeted for that outgoing employee that those new employees will slide into. So I don't expect it to be a huge spike when that happens. >> Other questions
015for Miss James? Good. Thank you. >> Yes sir. >> Next one is new business policy BHBA. I'll leave it to Dr. You Dr. because it came out from the governor's group governance policy group and both of us have a voting into it. So if I'll let you carry this forward if it's okay. >> Okay. All right. Well, good evening everyone. Um so tonight um under as Dr. Gupta said working with the chair vice chair the governance board committee um there's a policy that's proposed tonight. Um I have it for information and discussion and potential action if that's the direction you choose to go. Um it's policy u BHBA board member school visitation policy. And I want to let you know um that we did work with an outside law firm um that they were able
016to find some other school divisions that were doing a similar policy so we weren't recreating the the will and um so they were able to to craft a policy for us. Um what it states is board members may visit v v v v v v v v v v v v v v v v v v v v v v v v v v v v v v v v v v v v v v v v various schools throughout the year when invited for regular programs and special events or when board member or when the board member has time available prior to any school visit that is not pursuant to a specific invitation by 12 p.m. on the school day preceding the visit, board members agree to notify the superintendent one of their intent
017to visit the school and two of the purpose of the visit. Um, upon completion of any visit, board members agree to first contact the superintendent with any questions or concerns resulting from the visit. So, essentially, if you see something there that's of concern, just let us know so that the team and I can address. Um, and the reason why we say even the day prior, that's helpful because if there's something that's going on, say there's testing, we're not going to be in the building on the day that they're doing state testing or anything like that unless we're there to provide support. So, we just want to be sure even making sure the principal is there if you want to go and visit certain classrooms. Um, board members acknowledge that they are guests in the school
018when they visit. They'll stop first at the principal's office to advise the principal of their presence. Um, school board members are encouraged to visit the total school when possible rather than attempting to visit only selected programs. And board members agree that they will not interfere with the daily operations of the school when they're visiting, which includes but is not limited to directing disciplinary action or attempting to take disciplinary action against school personnel. In accordance with policy BBA, no single schoolboard member has the authority to take or direct such such action. And then in an emergency that affects the safety or security of students and staff, this policy may be waved on an individual basis by the board, chair, vice chair, um or superintendent. >> Yes, ma'am. >> So, we had adopted schools in the past.
019So, this year, Dr. Gup said, "Let's visit all of them." Um, is it okay? I set out a schedule. Is it okay if I just send you a schedule of when I'm going to visit to the super to you? >> Yes, I Okay, that'll work. because the another board member said they'll be visiting on Thursdays the time is blocked out. So that's perfectly fine. >> Okay. And that's helpful. That way if you all approve this, that way is helpful because at least we can say to the principles these a so and so is going on Thursdays. Miss Lowry is coming to all these schools on these various days or these are schools we adopted. And then if they are having a conflict where they're doing testing or there's something else that's going on, they can
020just let you know, hey, this is what's going on. >> Okay. Yes sir. >> Um the specific invitation can can you elaborate on that? >> And the re and the re and maybe I'll make it easier for since there are two board members that actually have children in school. So that >> I just want to make sure I'm clear about about about that situation. >> Yeah. So if you're essentially as if you're invited as a board member for an award ceremony, a promotion ceremony, things like that, if you're going in as a parent, that's your time is going in as a parent and that's separate of us. >> Okay. I just want to be clear about that. >> Yes, sir. It's a great question, but no, that's separate. >> And that's a question I asked
021too was like there is a Bedford Hills PTO night. >> Yes. >> So that's a schoolwide event, right? >> Yes. Yes. And we don't need to know. >> Yeah. That that way you don't need to know. Mhm. >> And my other thing is um I usually read to the elementary during the first semester, then visit the high schools in the second one. But if I set up a time to read to the elementary, do I need to let you know when I'm going in or after or before I call the principal and say, "Hey, I have these dimes available. Can I come read to any class you choose?" Or that's what I did before. >> Yeah. If you already know, hey, first semester I'm going to read to um I'll just say Palmer or >>
022kindergarters. Kindergarten, something like that, then it's something that we know and we just notify that principal. >> Oh, okay. >> Yes, ma'am. >> All right. >> Other questions? >> This is a comment. >> Yes, sir. >> I think this is unnecessary. I know in my job if I have a few moments, something to break during my day, I say I'll go and check in with the principal if they have time for me. if I can be on site if so can walk in do something 24 hours in advance I don't know if I'm going to have time some days if someone calls says uh makes a a reference to a certain situation that is being brought should be brought to the board the attention because of ways things used to be in the past I
023think we should have the uh latitude to be able to do that respectfully and check in with the principal um in in advance upon arrival We don't know what's going to happen and to do 24 hours in advance. It could it might end up not being an inconvenience as I see it. I just see this as being unnecessary. >> Other questions? Dr. Farmer, >> I am a lunch buddy and also I am a life coach. Now, would the principal let you know that I'm coming in or should I? >> Um, you would just tell me which which days, which schools or at least which schools that you plan on going to because you had chatted with me about the lunch buddy with some of the locations you were working on anyway. >> Okay. >> Yes,
024ma'am. >> All right. >> Other questions? Is there a motion to approve it? >> Motion. Second. >> Mrs. Larry, Dr. Farmer. Madame clerk, would you please call the role? >> Mr. Baron? >> Yes. >> Mr. Alen? >> Yes. >> Mrs. Lori? >> Yes. >> Mr. Connor? >> Yes. >> Dr. Gupta? >> Yes. >> Mr. Depal? >> No. >> Mr. Jalo? >> Abstain. >> Dr. Farmer? >> Yes. >> Mr. Poe? >> Yes. >> Motion passes. >> Thank you. Next one is theformational items. Tuesday, September 9th, we have a joint city uh school board meeting at the 400 p.m. at IT building, right? It's on Young Place. Um >> I guess sir, >> yes, it is Young Place Discipline Committee meeting on 3:30 on September 11th. Uh BSBA board training September 16th at 9:30 to 2:30 and
025uh the in the afternoon that day 5:00 p.m. we have a uh full school board meeting. Those of you who are watching, there's no public comments today because we flipped uh we flipped in terms of the work session and the regular board session. So 16th will be a long day, but we'll have a regular board meeting that day. Facilities and finance on September 23rd at 3:30, academic success committee on September 23rd at 3:30. And next school board work session October 7th at 5:00 p.m. Meeting is a Thank you. [Music]