001yeah he's been sick all right we'll go ahead and call the meeting to order uh first of all thanks for everybody for being here thanks for being here for your first meeting i appreciate you hitting the ground running and doing everything you've done so far so get into it uh approval of the agenda are there any changes or additions raise your hand motion passes and board approval for diane for the board clerk motioned by josh second second second by roger ball baby raise your hand motion and board approval for stephanie peterman for board credit motion by josh seconded by chad all in favor again motion passes stephanie sitting right there for those of you that don't know well welcome so she'll take darlene and board approval for the minutes from the june any comments or
002changes on the board i'll move the view through i'll move the data from motion by ride i'll say second bite josh bond baby raise your hand look you know i tried i let's hope my lifetime job isn't like this beginning balance first kansas 17 700.69 deposits 564 dollars and sixty one cents checks cashed two hundred fifty nine thousand two hundred sixty seven dollars and fifty seven cents ending bank balance three hundred twenty two thousand eight hundred eighty three dollars and seventy three cents checks outstanding two hundred ninety five thousand ten dollars and seventy nine cents ending balance on hand twenty seven thousand eight hundred seventy two dollars and ninety four cents bank of hollywood beginning balance four hundred nineteen thousand nine hundred ninety two dollars and twenty nine cents deposits one million nine hundred sixty
003three thousand 895 dollars and eight cents checks cashed 887 156.54 ending bank balance 1 ninety six thousand seven hundred thirty dollars and eighty three cents june checks outstanding three hundred to forty nine thousand eight hundred eighteen dollars and seven cents so the ending balance on hand with june is one million one hundred forty six thousand nine hundred twelve dollars and seventy six cents july checks out standing 248 thousand 309.28 august checks out standing 162 ending 610.90 on hand with all the lump sum checks and that is 735 992.58 cd at wilson is 100 437 437.50 cash available 864 thousand 303.2 cents the final state aid was received on friday yeah okay ninety seven thousand eight hundred eighty one dollars so total cash available yet for last year one million one hundred sixty two thousand one
004hundred eighty four dollars and two cents thank you [Music] motion passes and invoices is there any questions from the board or anything that's really like [Music] you should have a cash summary report in front of you which uh the ending cash balance should match the treasury which matches darlene's report and computer so and that i went ahead and reseeded the july of 8th state aid on june 30th because that's what the state department wants us to do so we have to record that cash i kind of report it as a receivable so that's the recommendation there i think she also included end of the year transfers that that was made and also your cash balances and all your funds which at the bottom you'll see there's a decrease in all funds of 159 000 two
005dollars so that scenario is you're taking money on your savings it's not a big deal yet but that trends not multi-year is not good so that's where we're at on cash balances and is there anything on graduation clients write checks no we're done with them for this fiscal year yes we're starting fresh and they're giving us a credit balance for the june uh the june credits they're giving they're giving us a credit for the june uh credits that were earned they're not going to bill us because of the gut budget cuts for the state audit so yeah did you find out from the state what they no they the only thing that they're going to do is called a cap like a plan of action all you have to do he owes theo but are
006you asking why they deny credits on the state denied the credits why did they then some of them are duplications i think right right i think the process i think the process has been refined we hope yeah plus we'll have to review that for the this year of what we're doing next year yeah we want to make sure that doesn't happen again that was our very first year so we uploaded some credits that were already uploaded on different transcripts so we duplicated some they were counting kids that weren't 20. you got to be 20 on september 20th and older we can't be 20 in november got to be on that day so they got they made that correction as well so it's kind of a trial and error this first year so hopefully we made
007the corrections i spoke with trina templeton and cherie sloan helped us upload those and tarina wrote up a paragraph that we had to send to them telling them our plan of action so this doesn't happen again so hopefully next year it'll be way more smoothly going so yeah so the reduction is authority i mean we didn't lose any cash over it but you did lose authority most of it was going to graduation alliance anyway and that 10 is coming here so it wasn't a lot of cash but you did lose authority which is we talked about that anytime you do a budget and you have that built in you have to be very aware of what that could go down just like special ed now you have to be aware the special ed could go
008down in june on you so you have to have ruin your budget to decrease that budget down you can't be spending your cash before the end of june until you know that so yeah they're lying on it yeah yeah so hopefully we can take care of that can i stay on top of that we did increase those credits though the current so that what we get is ten percent i mean this isn't the time and place i guess we'll already do that yeah we can do that too okay uh so move on to the appointments we will just do all of those appointments at the same time one through the 14th could be one motion and so i will entertain the motion to approve those appointments as written unless there are changes or questions so
009the new board members would this is like any discussion here none all in favor raise your hand move on to the approval of the policies and the resolutions the first one would be the district inoculation policy and i think all of these should have been impacted and these can all be approved in one version any discussion or questions from the board i'll entertain a motion to approve all the full move by roger signify josh all in favor raise your hand motion passes and then we need to assign uh some board members for positions um the governmental relations network that's an appointment yeah and i think i've done it in the past which i don't mind keeping that nobody else wants it basically it's just extra mail he gets topeka so that's i think has chat
010our breath and then a board member representative for the bbc and i believe that was roger roger i think you just go to them i don't know they have meetings but they probably have i shouldn't say yeah i think professionally yeah through pdc that's not hesitant to do that or if anybody else would like to jump with a chance do you not want to do it i'd really do it that would be fine allison thank you and then uh the authorization of the petty cash fund usually it's 1 000 for the junior high wilson in the district and 500 for the elementary year that's the book usually authorized and that does take promotion yeah it does take a motion anybody would like to make that motion by josh second by roger all in favor raise
011your hand most best and then the district mileage rate for reimbursement for 2223. 50 cents for staff 37 cents for parents is that what has been in the past and then review of the on organizational chart that's in the back your packet basically shows the delegated lines of responsibility board superintendent clerk and principals and that works this a lot of times we'll work that backwards and we say chain of command we'll actually go from below and work our way up chain of command so the designated is in there looks like this chart right here that you have it's just a review for you there's no questions or concerns on the board we'll move on and approval for the uh dispersal of property value at five hundred dollars for once which is standard deployed any public
012forum no okay thank you and the review of the revenue neutral so the process now for all government entities city counties is to notify the county clerk by the 25th of this month if you tend to exceed revenue neutral tax rate and with our evaluation has gone up in all funds is about four and a half million up general fund is not up as high because this year they're doing a 40 000 exemption on homes so that keeps that it didn't raise the general fund valuation is high so it's based on dollars so to raise the same amount of dollars you have to decrease your will level that's the bottom line so if you look on there 20 mils for general fund that's a statewide statute you have no choice on this and to actually
013be neutral we have to go 19.818 which we can't do it because state statute says everybody pays 20 bills for general fund now our other funds which would be local option budget and even capital ally the valuation is up so on our local option you can see to be neutral it actually has to go down what we assessed last year okay so last for neutral has to be 12.182 and then for capital la it has to drop eight and eight is what the standard most people go total of eight although sometimes they never get eight assessed in the county sometimes it's the 7.9 and so forth uh we are in the course the records too i would suggest that we notify the county clerk our intent not to be revenue neutral because of the hearing
014the board has the authority to adjust the mill levy as desired and you have to have a milk both a hearing for your budget and a hearing for tax revenue revenue neutral also at the same time and they push that back now till it has to be after august 20th so with that timeline you're looking at the hearings being in september now which is pushed us back about 30 days from what we're used to doing that's neutral 19 8 12 1. they're raising the same amount of dollars yes as we did let's choose our evaluations up right right and that you know my thing is if you if we do this at least gives us all the tools when we get to the final budget hearing we can go up also let's say the county
015clerk did not estimate correctly and that evaluation goes down she can't raise her middle levy to meet those dollars because she's frozen so i always like to have the opportunity to do the most we can and then adjust it at the hearing when you get there it's a lot more work for the county clerk be honest with you all of this she'll have to do it for and some people try to stay neutral but it's going to be difficult in our situation i would recommend that we at least express the accounting clerk and that's what my intent is that these are and these are preliminary numbers i mean we've got the information into the budget doc and this is what the mail levy uh looks like right now and you know we're locked in basically
016general buzz locked in our enrollment from last year uh lob that's kind of locked in it'll always go down in the eight percent eight mills for cowboy so there's not a lot of things that we can do to move those uh numbers so any questions that so the intent is that i'm gonna we're gonna send this into the county uh clerk to tell her that we intend to exceed revenue neutral bill rate doesn't mean the middle levee is going up just means more dollars will be raised because of the valuation going up no we just have to let them know by july 20th that's why we brought it out to your attention today that that was our intention it's her job to notify every taxpayer of every entity that's not stated revenue neutral which would
017be all your cities counties any government agency yes they had their work cut out for them yeah [Music] okay he said i'm going to say anybody i'll do it by consensus that there's not opposition to that if i do that okay and board approval for the regional hazard mitigation and this that's barton county uh mitigation of course it's a planning stage and the reason you want to participate in this is that in a disaster and you have a plan number one people are safer because you have a plan of emergency but also if there's funding available you're eligible for funding fema and so forth you're eligible for funding without this plan you won't get the emergency funds with that i would assume you probably have this with every county have been five counties and i
018mean you have to have five different plans and more approval for the student insurance the district does catastrophic coverage and we've been with student assurance which was with ksb and ksab has actually changed their carrier the first agency and they are a little bit cheaper catastrophic they're like that's like 25 difference we don't it's not a lot so it's saving twenty five dollars going with ksab which i would recommend that because if you ever wanted to go up uh it's quite a bit cheaper than what it used to be if you wanted to carry more insurance coverage also when they've been vetted by ksb and they kind of stand behind that and help you through different if you have a problem they'd help you with that so i would recommend the ksab student insurance through
019first agency the other one is student assurances is the other bid 570 571 compared to 597 about 25 difference between you're just carrying catastrophic anyway it's not like some schools carry all students every time insurance which used to be very cost prohibitive in the day so entertain the motion to approve camera second by josh all in favor raise your hand push your passes and uh exact session one okay so board approval for the supplementals and the list should have been in your package first one we're going to amend this so if you prove it it'll be as amended we're going to take off the wilson uh forensics at this time we're going to strike angie mcguire should strike that at this time because she's the one to clapper yeah and i couldn't reprint a new
020one of these i didn't have in the right format so we'll strike that if you want to approve it as presented with the men with corrections would be the proper proper way to do that entertain that motion if anyone that would be proposed supplemental as far as i know anyway i've heard anything of that so i don't know i don't think it got that far okay so i'd make a motion to approve as amended promotion by allison second by roger all in favor of your hand push and superintendent before we went i went over to the uh our new offices that we're going to be moving to here over to klaplin today diane and i um right now looks like the wreck might be out this week to those offices and maybe at the end
021of the week they'll start tearing the carpet out hopefully next week they'll start we'll start painting and the carpet hopefully will start being laid on on the 25th of july so i anticipate the very earliest we could start moving beyond this one you will have to juggle juggle a few things number one we have a board meeting coming up we have payroll coming up so we have to kind of work through that quite a bit of work in there i think we're going to a couple of things i think we need to review the bathroom up there eventually because right now it's down time locked doors down below so that we'll talk to them and see what at some point that needs to be done be a lot of work when you get ready to
022move i anticipate uh there's several of those i don't know if you've seen those fireproof locking cabinets in our office pretty good weight going up those stairs if we storm up there which we will go up and probably take the drawers out of those so but i would say august 1st hopefully we're in there like i think by the end of august august 1st would be the first time we get to move we have a new phone number so we can start changing our headings on all of our documentation with address and phone numbers and fax numbers so we've got those numbers set post office box so it's one of those things like when you move all the little things you have to do when you change addresses so that's where we're at right now
023any questions about the district office how are you going to move i think what staff yeah a custodian i mean they they've they've been in and left tim's been up look tonight we'll probably get trailers roger joshua there you go i'm going to suggest maybe we go get a shredder with those shredder tubs rather than shred because we're going to probably get rid of some stuff that needs to be gone anyway i will tell you it's a lot of shredding shredder tubs a lot faster and better so we can look into that i know just in my office i'll pray hamilton just a lot of confidential banks account numbers all that stuff needs to be shown you just can't throw that away and that'll take hours if we have to hand shred it ourselves uh
024we burn up insurance we have a real good shredder at the office we've done boxes and boxes of shredding oh wow we have some wonderful youth that visit our office that's good to know actually because ours is not near industrial big enough to shred what we have to share absolutely out yeah check that out that's good to know is that territory yeah yeah so then like four in the old number and all that and i gave them a number and the signage on the front of the building will probably try to uh they have the rack uh on the door we'll make one side the district office on one side the wreck the address and phone but they have a stone out front that says cleveland recreation so we might we'll figure something out on
025that so people know where we are um administrators meeting on wednesday here trying to cover what we have on kisa our open positions which we have a few of those we're advertising again trying to come up with solutions that build our open positions also we'll talk about needs assessment which is part of the new finance bill the new finance bill contains about 29 bills wrapped around the finance bill this year and one is that we have to do principals have to do a needs assessment to be brought to us during our budget hearing and we have to post that on our website also so that'll be included so we need to start those conversations and there's several things the other thing talk about a little bit is the uh paperless board meetings that i had
026brought up uh i included the quote in in your paperwork there tonight i may just turn this on and show you a sample if you don't care very quickly so when that's warming up as we look at this you know a couple of reasons i don't i think it's important is yeah if you everybody read the update i don't know when you guys got the packet this time because the mail could be different to each one of your locations with this when we release it it's automatic within seconds to everybody and everybody gets an email including anybody who wants packets who has to be involved they'll get an email that the gym has been released and it'll be accessible i'm going to shut that up it might be hard to see uh yeah to shut
027that off thank you so this is a login for for me right now but you would have a login also if i can do this in the dark i don't so from an administrative point another thing i don't use a pc i'm learning how to use this i've been a mac guy for all my time but i've learned how to use this pc this is on the admin side this is how we start and update meetings i can start a media i can update it i can duplicate it so it it has a starting point so when i go to here and i put in tonight's board meeting in about 15 minutes in this there we go so this is my view of it as i look at it uh we can add this diane
028and i we can add these things and so when you see a blue lit up that is a link that's been attached all your documentation so like this regional hazard mitigation plan so if you click on that that comes up to where you can go to that and right there it is okay so all your all your attachments are there and it's easy accessible another thing and i put supplementals and i put the paper so you have three attachments so you can see the blue links also on the right side are notes so like an executive session there i made this note if we would have wanted to i moved to go into executive station for non-elected personnel for supplementals okay so all of this is on the admin side when i go back and
029you log in your version will be this go to meetings and you would click on this and so here's what it would look like on your part as a board member you can see it's narrative you can see where i put the recommended motion what we're recommending what the motion is and also over here you can see notes if you wanted to make a private note to yourself you could do that and what's nice about this if you say what did we do last month on this you go right back you could go back to a year ago if you wanted to and see so there's a topic you could actually search a topic in this format also you click on the blue links and you automatically have all the attached items if we go
030back and to the login site right here so right here is a public user anybody in the public if you can log on here you can see you go to meetings you got approved minutes you can put policies and other files there if you chose to probably goes here they can click on any board agenda and this is what the public is right here so they can see what that agenda looks like from the public point of view it'll always have like the next meeting and it's in blue and it's hard to read it gives the date time and location which i think that's kind of important for this district where we move them around so people want to know where the board meeting is this month they'll be able to see that any questions
031on that so when you've uploaded your stuff for example like with this one you've uploaded it you've sent the packets out and then we need to amend the agenda or you need to add more do we get notifications you'll get an email that it's been changed just like if if we could have changed that supplemental we saw that there's an error we could have updated it and you would have got an email saying that legitimacy changed okay any time you'll get an email anytime after we've published it and there's any kind of a change you get an email even if it's just like adding an attachment or anything like anything and we will provide the board members with the laptop yeah i think he's talked about chromebooks okay i asked him either chromebooks i mean
032ipads i asked about chromebooks and he said well what about ipads this is all this work is on internet i've had board members bring their phones also what's good on a special board meeting we get this out get it out to everybody quickly so they can see the agenda too and also the public can see it you have to to input three you've got your you got yours yeah yeah we have ours and the public has theirs they're all linked together yes we just put whenever you separate your information to us from the public is that the attachments yeah so i got three choices on attachments all right so i got three choices i could you know it could be public they could be board members or it could be board members yeah but then
033no matter what notes we put in as a board member your notes are private for just you okay when you go to yours your person is gonna see it's you and i'll be there if you want to go back from a meeting previously to see what you had you know i don't know how much time just this small one to running papers and getting this set up making copies paper you know now i'm always looking for ways to save money and this is one of them is something that i've used this for over 10 years i started this in hoisington and it seems to follow me around the developer he has expanded this a little bit he has like four other i haven't got into anything else he's developed in this uh my school my
034web schools tools uh but this is one that is very economical compared to like ksab is probably per year three to four times higher than that per year they have a company called board docs which is very expensive and you could put your policy book in there you could put whatever you wanted on the site which is good for you because it's one site for you guys to look at some things it'll take a little bit of getting used to and maybe probably more training i'm sure so i'll have to learn it too but ultimately probably a big time saver oh yeah so your options if you if we want to do this is one year at setup which is 275. if you go three years there's no setup if you go five years there's
035no setup in a five dollar 500 discount over five years so those are the three options there that you have is that paid out annually that's a reason it's cheaper because he's getting the money comes up front so it's kind of from my perspective the five years but at the end the best savings is five years you're committed to five years it's not going to go away so i don't know everybody's still using it that i you know they're still using they still use it and otis is still using it and i'm pretty sure i know stockings because i'm still connected to them i'm still doing some transitional it'll make it a lot easier for the next superintendent to go back and look things up if they can search for it yeah and my resource
036has been right here she's a good resource and she's very good resource uh so what would move into the open agenda items and just we could talk about that first and if anybody would like to take action or further discussion on going with the uh paperless of the website and i'm up for it for sure i think it'll be simpler and it would be nice to be able to go back to recent ones a lot faster let's do that any further discussion all right raise your hand works best you'll probably get more dialogue from me too than this i mean besides that nature that you can easily to be upon information i think it would be good to have the policies on there too yeah it's uh the board policies yeah any other open-ended okay
037next month's agenda we'll have hopefully personnel substitute teachers we usually do that in august now we're postponing the budget until september so we won't have the budget hearing possibly negotiations oh yes and classified salaries we haven't started there have been negotiations yet for this correct um i can't think of anything else right now i think that's yeah that's electoral next month's meeting uh it's scheduled to be hollywood so i'm soon as probably still going to be here because i don't think we'll be moved yet to platform we have a room we have a room over at the element clapton elementary school board board meetings we talked about that when we visited this morning but we'll have to see how that's going to work with tables and moving stuff out and putting chairs in and go
038from there but i think we should plan on meeting here as scheduled for the for the august just to make sure and then the september meeting is at clap at the uh high school but yeah i want to talk about that too because that's good there is a room up there for board meetings about 15. i thought i said that's plenty so if for some reason you're not moved by then we'll need to have the september one here right well we have it scheduled at the high school basically moving the budget do we need to have it at the district office no i all i have to do is tell the newspaper where the hearing is going to be so i can tell them there's going to be a climate and i think that's what
039we did last year i just didn't know if you needed to make sure you got stuff no i didn't have an address we'll have to determine well more than likely it's probably going to be in the high school because we're sure we could do it here and wherever wherever his skin is yeah and that's it's scheduled at the high school anyway and we did it at the high school last year 700 west albrow street clap one was we probably won't be ready to go i don't know it's gonna be tough so is the board meeting in august on the 8th yes here yes [Music] that's the plan and then october 1 is wilson we'll go back if nothing else i'll entertain a motion to adjourn thanks everybody you