06.10.2025 Governing Board Meeting

001[Music] Liberty Elementary School District governing board meeting should be called to order Hey, the 10th of It's not on here the date. Uh 10th of July, uh June, sorry. U 4:30 p.m. here at the Jerry Roby District Facility. We have five board members present, board member Schmidt, board members Zimmerman, Vice President Kenyon, board member Stenci, myself, Michael Todd. I would also like to welcome Miss Roslin Quintterero uh who will be assisting Miss Camarada with minutes of the meeting. Next item is item 1.2, pledge of allegiance. Board member Serenion. Did you do it on time? Okay. 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. Next item of business is 1.3, approval of the

002regular agenda. Mr. President, I make a motion to approve the regular agenda form consistent with board policy BED and temporarily suspend governing board policy with which this agenda may be inconsistent. Second. Have a motion to second. If there's no discussion, we'll call for the vote. Board member Schmidt. I. Board member Zimmerman. I. Vice President Kenyon. Hi. Board member Shrenion. Hi. I'm also I we approve show that approved five yes zero no. Next item is 2.1 superintendent update and attendance enrollment reports. Dr. Stephanie Mahorn. President Todd governing board. Um attached you will find the uh board updates the attendance reports for the end of the year. Um please tell me if you have any questions or anything. These are for the month of May. Members, any questions? Hearing none, we'll move to governing board update. Start

003at the end. Miss Schmidt. Yeah, thank you, President Todd. Um, I just have a couple of things. Uh, as we know, the school year came to an end. I had the honor to be our representative at the Lascus um moving forward ceremony. Sorry, I can't think of what they call it off the top of my head. Um, got to meet um, teachers and speak with some of the staff there. That was a really nice, enjoyable experience. Um, and that was kind of the end of the school year. I did also want to just respond to something that was said during the last public or call to the public. um where a member of the public questioned why I'm allowed to vote for uh anything for the board since I don't have a student attending the

004schools. And I just wanted to remind everyone that having a child attending the district is not a requirement to be a board member. I get to vote on these things because I was elected by the community. Um I'm also not the only board member who does not have a child in the district. So, um, and if you would like to be able to vote, then next time there's an open seat, I encourage you to run for that seat. Um, and that's all for me. Thank you. Thank you, board member Zimmerman. Yes. Thank you, President Todd. Um, I have a couple things tonight. First, um, I was able to serve as an IB mentor um, for Estrella's uh, fifth grade group. Um, so I got to participate with them and uh go in once a week

005for about four weeks and work with a small group of students and uh really enjoy that opportunity. For those of you that don't know, I was a teacher. Um, and so the opportunity to work with students again um in a small setting was so fun. So I was so appreciative of the fifth grade teachers asking me to do that and then to be able to go that night and u watch their presentation that they made for their parents and things like that was just a a very cool opportunity. Um, I also had the honor of attending a promotion. Uh, happened to be my oldest son's um, eighth grade promotion. So, what a unique and special event um, for me to be the board uh, member representing the board at his um, own promotion. So, that

006was really um, a unique experience and um, you know, one of the enjoyable parts. There are many enjoyable parts but to be a board member to witness those students and uh you know be a part of their special day. Um I also wanted to take tonight to just do kind of some celebrations in the district in terms of uh standardized testing. So um you know we I feel like as a board we focus a lot on those proficienc the agenda policy is activities participated in since the previous meeting. I think we would need to schedule some uh this is a rough situation but I don't think can we talk about celebrations of a campus if we don't have that agendaized. The agenda specifically says report activities participated in since the previous meeting. That's all we're

007allowed to talk about in our board update. Well, I don't know exactly what uh um Mrs. Zimmerman is intending to accomplish here, but um is it just a reporting on what you are doing, what your involvement is? There have been plenty of board members who have used their time in different ways and I feel like I have if if it comes against me, then somebody can file an open meeting law complaint if they feel that that's if I'm misusing my time. I don't believe that I am. Mr. Todd, I would let her proceed. I wanted to check make sure we're good. Okay. Um, so in terms of acadians, um, there was a 78% across the district. Um, 78% of our kindergarten students were at or above benchmark. Um, which is up 4% from last year

008and exceeded the goal set in the KPIs. So that's great. First grade exceeded their KPI goal by 3% and third grade only missed meeting their KPI goal by 1%. So that's across the district which again affects all seven schools and it's just a kudos to those younger grade teachers who you know don't have state testing to kind of rely on their cadence is that um in terms of ASA or ASSA we had a 4% increase in math um across the district. I believe that's a huge celebration. um we have been stagnant and the fact that the teachers really took on what the board asked essentially which was to focus on math proficiency and they did that and I just wanted to be able to publicly thank our teachers and our principles and our instructional coaches

009and all the people that really worked hard with our students this year to make that achievable. Um, fourth grade across the district in math went up 11% and fifth grade across the district proficiencies went up 6%. Um, and so then just uh some celebrations at each school. Blue they had seventh grade ELA up by 22%, eighth grade up by 17% in ELA, fourth grade math up by 12%, and sixth grade math up by 8%. Uh, Estraa Mountain had third grade ELA up by 13% with a 71% proficiency in ELA, which is awesome. Um, sixth grade ELA at Estraa up 8%, third grade math up 9%, fifth grade up math up 8%. Um, in terms of Aadians, they really stood out. Kinder at Estrella had 98% of their students at or above benchmark. Second grade had

01085% of their students at or above benchmark and third grade at 89% at or above benchmark. So, we're really setting up our kids to be successful in reading and it's a great um achievement at that school. Freedom fourth grade ELA was up by 8% and math up uh math overall at Freedom was up 5% proficiency. Again, great achievements being made at all of our schools. fourth grade math up at Freedom by 15%, fifth grade math up by 17. Um, over at Los Brius, we had fifth grade ELA up by 8%, 8th grade ELA up by 11%. Third grade math had 72% proficiency, which is a great number for them. Fourth grade math 19% up. Fifth grade math 12% up. eighth grade math was 25% up um from the previous year. Um they also had kinder

011um for Aadians uh 85 at or above benchmark. Liberty fourth grade math up by 21%, sixth grade math up by 12% and their kinder was at 97% um at or above benchmark. Rainbow Valley, uh, third grade ELA was up by 12%, 8th grade ELA up by 10%. Third grade math up by 11, and first grade had 72% of their kids at or above benchmark at Rainbow, which is a great also achievement. And, uh, Western, we had fourth grade um, at 70% proficiency in ELA. Fifth grade ELA up by 9. Seventh grade ELA up by 15%. and fourth grade math up by 18, seventh grade math up by seven. And uh again, I just think it's really important to celebrate what our teachers have done with our students this year. And it's important for me to

012be able to recognize them and thank them as a board member um because they give a lot of in, you know, their time, their energy um takes times away from their families. So, thank you to our teachers who made all of these achievements possible. Vice President Kenyon. Yeah, thank thank you, President Todd. Um, so I was also able to attend some graduations this uh last month and it was so exciting to be a part of that and the moving up ceremonies of the kids that were graduating to the next level, still staying within the district and the eighth graders that were graduating out and moving on to high school. Um, it was a great time. a lot of people there even though it was a little bit warm out outdoors the the one I was

013at. Um I didn't get to attend I tried to attend but I didn't get to attend the West Star Steam Camp. And uh but from what I've heard about that it it went very very well. I'm glad we were able to put that on and I hope that continues for the years to come. I just wanted to take a moment and thank uh Amy Castanos um our staff and every one of these board members for being dedicated. Over the last month, we've had a number of special meetings called just trying to deal with certain things um that the district's going through, including, you know, change of board policy over to the trust. Uh, and this last Saturday we met for four or five hours and gave up our time with our families and and uh,

014just, you know, I just wanted to personally thank everybody who was involved and showed up for that. So, that's all I have. President, board member. Uh, the only update I have was uh, being our representative at the West Star promotion. I don't know if any of you guys made it, but I don't think the heater was on in there. It was extremely hot. It looked like a old style church. Remember had the little fans going. It was freaking it was ridiculous, but I think everybody enjoyed it. Um, I never seen people leave so quick because of the heat, though. Um, other than that, it was awesome. I had some family also that was graduating, so it was nice to see them. Uh, other than that, that's all I had. Thank you. Um, yeah, mostly the

015same for me. I was fortunate enough again to attend graduation this year at Blue Horizons and Freedom. Uh, both schools did a great job putting their graduation ceremonies together. Both schools host those over at Yoner. I'd be remiss to not thank the high school for working with us and allowing us to use their facilities. I really like having it at the high school from the standpoint that we're not limited to the number of tickets or um guests that we are allowed to the students are allowed to bring. Just opens things up. Uh the air conditioner worked extremely well over there. So, while you were sweating, we were we were loving it where we were at. Um also very fortunate the district had Alice training recently, which is active shooter training. It was hosted by the

016Arizona Department of Education. I was invited by staff to attend that training. Um, very very educational. It's the second or third time that I've been through that sort of training and uh always good anything we can do to teach our students, our staff how to prepare students for that unfortunate situation. Uh, for years schools never thought it would happen and you don't have to watch very many days of the news to see bad things happening at schools. Unfortunately, that's the world we're in today. But uh, feel like the staff will be better prepared. I think there's plans to continue doing that sort of training to all of our teachers and uh um and and eventually as a board I think we'll need to discuss some some additional training with that. But uh that was great.

017So I appreciate that. Um also I was invited by staff to come to their uh staff meeting with the principles and business managers. There was a lot of good stuff from there. I alluded to that at the last meeting we had on Saturday. uh the uh principles have asked if they could do a round table meeting with us and you'll see some invites that have come out to to start that as a very informal uh just discussion phase which is something I've wanted to do for many years while being on this board and until now haven't been able to do so. So um that concludes our board updates. We'll move on to item 4.1, our public comment. And just as a reminder, you'll have three minutes uh from time you start speaking. And I guess

018first we should see, do we have any comments tonight? Yeah, Mr. President, we do have one. Okay. And so I'd like to call up Ashley Wright. Good evening. My name is Ashley Wright. I do reside within the district. Recently, through a public records request under the Freedom of Information Act, we attained emails between board members and county officials. They weren't intended for for us, but they reveal a lot. Two emails in particular stood out, both from Vice President Kenyon. It was full of exclamation points, informal language, bad grammar, and even a haha thrown in as if governance is a joke. It revs a group of militant liberal parents who are out to get conservative board members. He continues to insinuate in the email that we want to sexualize our students, remove parental rights, and use

019bullying tactics to silence anyone who doesn't agree with us. Any insinuation that we want to sexualize our students and open them up to any form of hurt or abuse is disgusting and defamatory. Let me be very clear. Our group is not militant. We're organized. We're informed. We're parents, taxpayers, and voters. Thousands of us. And to your shock and dismay, many are conservative Christians, just like you claim to be. We're not threatening anyone. We're demanding accountability. We believe in facts, not hearsay. And we certainly are not driven by by bipartisanship. This board is nonpartisan for anyone who needs a reminder. We're trying we're not trying to make it liberal. We're trying to make it functional. And if there was any doubt, the documentation we submitted and the findings from the auditor general's report support our concerns.

020Budget discrepancies, improper credit card use, misrepresentation of financial status, these are not opinions. These are documented facts. And also, we didn't get rid of the superintendent. You did. but only after voting to give an increase in his bonus pay. So, what was it that made you finally decide it was time for Monroe to go? Was it the teachers leaving in droves? Was it the lack of oversight of our budget? No, it was the appointment of Michael Todd. It's clear from the text I received via the same foyer from Monroe that he knew his time was limited if Michael Todd was appointed. This is only solidified by the PIP that Monroe was going to be put on. It was all about bored and making life difficult for Monroe and not doing what was best for our

021students and teachers. You also mentioned in the email that Monroe inherited the budget issue, but also in the same email that it was recent. So, which is it? That seems to be a common theme with this board. Different answers for different audiences, whatever will benefit you at the time. Instead of replying to the email of a concerned parent, you forwarded it to Republican political leaders and committeemen complaining about our group. So, clearly, you're okay with political ideology in our schools, but only if it's yours. Lastly, you mentioned the community spoke how they feel via the last election. And considering board members Zimmerman and Schmidt both won by huge margins and Michael Todd lost, I agree with you. So, Vice President Kenyan, let's stop pretending we don't care about parental rights. We are the parents. That's

022exactly why we're here. We've done what we could to inspire change through legal routes and we will continue to do so. Thank you. Members of the audience, there is to be no comments during the meeting or clapping of hands. That is the violation of the open meeting law. The next item will be item 5.5, the consent agenda. Mr. Todd, I'd like to pull a couple things, please. You may. Um, I'd like to pull 5.3, 5.13, 5.14, 5.15. Go a little slower so we can pull them. I got 5.3 and I'm trying to get I was going to make the motion since I wrote them down, but All right. I just pull them from here. 513 and 14. 15 and then 17, please. Okay. Uh, I make the motion to approve. Hang on. Oh, I'm so

023sorry. We typically go in order and start at the end and work our way down so we can keep this in order. Miss Schmidt, do you have anything you would like pulled? Nothing additional. Thank you. Okay. Vice President Kenyon, not right now. Board member Frenion. No. Okay. Now we can take a motion. I make a motion to approve the consent agenda with the exception of 5.3, 5.13, 5.14, 5.15, and 5.17. Second. We have a motion and a second to approve the consent agenda with the exceptions of 53, 513, 514, 515, and 517. Did you get them all? Okay, without any further discussion, we have the motion, we have the second. We'll take a vote. Board member Schmidt, I. Board member Zimmerman, I. Vice President Kenyon, I. Board member Stencion, I. I'm also I will show

024that proof five yes zero no I'll move on to item 5.3 Miss Zimmerman um I noticed that there is a principle um on the consent agenda um and so uh I'm happy to see that. Um it's just different than when we how we normally do it. So I just wanted for the public transparency to be able to ask a few questions about the process. Um were um parents and staff and teachers of the school um able to uh participate in the interview process? They were invited. Yep. Uh Mr. President, board um they were invited. We unfortunately only had one parent, but we did have uh staff in um invited in the process that participated as well. Okay. Um and uh was this person the choice of the committee? Yes. Okay. Clearly. Okay. Thank you. Um

025the only other thing that I wanted to highlight is um you know there's been a lot of discussion about vacation payout. Um and uh it is significant on this agenda. Um I added don't quote me it's a rough number about $150,000. Um so that is a significant number and you know there has been some discussion about you know we don't we don't stock that money away and and my comment to that is if if we are concerned about the vacation payout then we should not be forcing long-term employees and telling them they're not going to be renewed and then we wouldn't have a problem with paying out a large sum of vacation at once. Mr. Does that is that part of 5.3? It is because it's personal action items and the vacation payout is included

026in the personal action items. I just I didn't know if we were talking about one specific or if it was a general deal. So not just trying to keep this in order here. Thank you. So our v vacation payout um has been a policy in this district for many many years. I don't think we cannot pay out vacation payout. Correct. So that's that's why that's there. You are absolutely right. What can be done is some limitations for carry forward and how much is allowed to be carried over. A lot of places will restrict it to one and a half times their annual compensation or annual aotment. Uh we currently don't do that. If you'd like to bring that to an agenda item in the future, I'm certainly willing to get that onto an agenda uh

027to discuss further. I'm not interested in that. Thank you. All right. Is there any further discussion? All right. Take a motion. A second. I make a motion to approve 5.3. Second. All right. There's no discussion. We'll go to a vote. Board member Schmidt. I board member Zimmerman. I. Vice President Ken Todd. Yes. Can you please hold on for one moment? I'm sorry. Who made the motion? I did. Zimmerman. Serion made the second. Thank you. Have a yes vote so far by Schmidt and Zimmerman. We'll now call for vice president Kenyon. I board member Shion. I also I will show that approved. Five. Yes. Zero. No. Next item is 5.13 approval of out of state travel to the Synergy Connect 2025 conference for November 6th and 7th. Mr. Lane Man is our staff representative for this.

028Board members. Zimmerman. I think you have a couple questions. Yeah. If if for the you know public and for transparency, can you just explain how this is being paid for please? President Todd, uh distinguished board members, um the annual synergy conference is our student information systems conference. As part of our synergy subscription, um we are allotted a few spaces for the conference. um the conference uh we get to go and learn about the latest student information uh tech. We uh get to do hands-on projects there and meet with different vendors. Um it's it's beneficial and it's at no cost and it's fairly standard for districts to go to this conference. Okay. And so when you say it's no cost, it's just part of our plan that we pay for for Synergy. Correct. Yes, ma'am. Okay.

029And that includes airfare and accommodations. It includes airfare accommodations. Yes, ma'am. Okay. Thank you so much. If there's no further question, take a motion. I make a motion to approve 5.13. Second. All right. If there's no discussion, we'll go to the vote. Board member Schmidt. I excuse me. I I Okay. Board member Schmidt. Oh, we got you. Sorry. Board member Zimmerman. I. Vice President Kenyon. I. Board member Strion. I. I'm also I always show that proof. Five. Yes. Zero. No. Next up is 5.14 approval to hire two summer hourly technology support assistance. Mr. Lane Manuel be the staff representative. Mr. Simmerman, you have some questions. Sorry, should have told you. Um my question is uh and this might be hard for you to answer because you're you know newer to the position but do you

030know have we hired summer um help prior to this year for IT specifically? Yes. Uh last year that's a negative but uh in previous years they have hired temporary help for IT help or for tech help. Uh this year we have a significant need in um Chromebook repairs and an additional campus added. Okay. And um you know I noticed in the you know questions that were asked ahead of time um that you only have full-time. So does do some of your uh you know employees that fall under you. I guess do they not work during the summer? That's correct. Um, uh, some some of like like, uh, Loretta Zumbro, she's she's on a teacher contract, so where she typically helps out with some of those tech needs. She's not here during the summer or she's

031doing other duties as assigned. Okay. Um, are the other um, tech uh, people, do they work during the summer? Yes. Okay. They're 12-month employees. That's correct. And we have um, we have two techs for eight campuses. Okay. Um, and uh, what fund is this going to be paid out of? Uh, I believe it's going to be coded um, indirect 290 indirect funds. Okay. So, not out of ML. Okay. All right. Thank you so much. Thank you, members. Any other questions? All right. Uh, sorry, President Todd. Just a comment. Just looking at this, Mr. Lane, it says the hourly rate is $1512 per hour for the level one. Correct. That's what we're looking at. So, it's not like they're getting $40 an hour. Yes, sir. Uh, President and, uh, distinguished board members, yes, we tried to

032reduce the cost to the districts for this. Thank you. All right. If there's no other questions, we'll take a motion and a second. I make a motion to approve uh 5.14. Second. All right. If there's no discussion, we have a motion, a second to approve 5.14. Call for the vote. Board member Schmidt. I. Board member Zimmerman. I. Vice President Kenyon. I. Board member Shinion. I. I'm also I will show 514 approved five yes. Zero no. Next item is 5.15 approval salary schedule revision of lead title and job description assistant technology lead. Miss Ham was our staff less on but I think somebody's coming for her tonight. Correct. Dr. Mahorn. Okay. Um I just wanted to ask a question. Could we pull up the red line version of that? Um yes. Thank you so much. So

033as I read the sum sorry no it's okay. As I read the summary, it says that it, you know, it's not a new stipen. Um that it's essentially that it it it used to fall under the um s uh SLP lead. Is that a correct statement? Correct. When I met with Kay, that's what she said. It's just moving from one position to another position, but it's not an additional stipen. But do you see how it's in red as it it appears to me because it's a red line that it because there is also an SLP lead still. Yes. So there has always been two. She explained to me there will still be two. It is just going to be two different positions. Now instead of being two SOPs, it'll be one SOP and one AT.

034So it doesn't add any any additional stipen talking with K. just changes where that second stipen goes to. Okay. So, we were paying a stipen for two SLP leads, correct? Okay. And now we're going to have one SLP lead and one AT lead. Okay. Thank you for the clarification. Are any other questions? Just have um Miss Zimmerman, your question I think is valid for sure. I appreciate. Should we make a note in our motion or on this that says it's it's limited to one of each position for the stipen? Would that would that you think make it a little more understandable or or clear for future boards and administrations that may need to interpret this later? Are you asking me or Dr. Mahorn? Sorry. I mean, I'm throwing the question out there for I guess

035anybody that would like to answer, but you're on the board, so you go first if you'd like. Just since we were paying two lead SLPs previously, I think if we show we will pay one of each as leads, that might make it more clear. Uh, I would agree because I wouldn't um, you know, and and I'm not sure if maybe this is something that, you know, needs to come back with uh, some clarification from staff cuz if we're, you know, singling out this particular group to only have, you know, one lead, I don't know what the other stipens for different leads are across the district, and I'd hate to make a decision without having all of the information. Mr. President, hi. So, if we move this position over from the SLP to the AT, like

036it's going to close that second SLP position, correct? Correct. Okay. So, there won't be a possibility of having a second stip in front of that one then. Correct. Okay. Mr. Dangerfield would be would it be appropriate for us in the motion just say do this and it'll be for one position of each or do we need to bring it back? No, the motion can say that. Okay. Absolutely. All right. All right. Members, if someone would like to make a motion, feel free to do so. I make a motion to approve 5.15. Okay. Do I have a second? A second. All right. There's no discussion. We'll move to the vote. Board member Schmidt. I. Board member Zimmerman. I. Vice President Kenyon. I. Board member Shinion. I. I'm also I will show that approve five. Yes. Zero.

037No. Okay. Next is item 5.17. Approval of a contract amendment. This came out of our meeting on Saturday. This will be to review and cross reference of the trust policy manual and it'll be uh awarded to Amy Castanos who's been doing the rest of the policy work. Miss Zimmerman, you had had discussion at the board and I wanted to uh last meeting so we wanted to bring it up, give you the opportunity to explain a little further and take action if need be. Thank you. Um and it's why I pulled it out of the consent agenda um for us to be able to have a discussion. um and I'll share uh my reasoning for why I believe that the cross cross referencing is important. So number one, we are adopting around uh between five and

038600 pages of new policy. And sure, a lot of them are are similar, but they're definitely not the same because they cannot be the same due to copyright. And that is a lot for staff to learn and process and um keep straight frankly. And we rely on those policies so much um for governance of the district. And I think that it would be beneficial to staff if there's a policy in chapter 3, but part of it falls under chapter 4 and then a different part in chapter 5. they can see those referenced policies and know where to quickly look instead of searching through 600 pages because right now I'm sure a lot of our staff knows right where to look in policy. Oh, I need to go to you know GCO and knows exactly what

039GCO is about and that's really going to be different but it is a it is a cost to the district and so um I just wanted the board to be able to have a discussion of whether they found that valuable as well. Mr. President, if I may, I uh Yes, I do. I find that valuable um because there is a lot and when you're bouncing around, it's hard to remember what other sections to cover. So, I think would be valuable also, Mr. President. Yes. Um I agree, uh just from our own experience and we've read through these chapters countless times at this point. um the the stacks of paper that we have sitting from reading through all these policies multiple times and we still have a hard time remembering where to go back to find

040the previous policy. So, um no teacher is going to have time to read through the policy four or five times as we already have. So, um I think it's it's definitely worth it so that people can easily uh find policy and and not spend a lot of time because if it takes a lot of time, they're just not going to look, honestly. Um, so I agree, Mr. President. Go ahead. My I I don't disagree with my fellow board members. I think it is a very valuable tool to have those cross references. However, um, in our summary here, it says the these services shall not exceed the additional money of $2,500. Do we think that that's going to be enough? because as it was explained on Saturday, it's going to be take a significant amount of

041time. I mean, I'm hoping it's less than that. Um, but where did this number come from? We got that from our consultant. We asked them to give us a not to exceed number. U, this is never been done before uh with the trust policies. So, it's a a little bit of a guess, but based off of the the rest of the work that's been done, she's confident that she can do it at at this price or hopefully a little bit less. We'll certainly encourage her to do it for less, but she doesn't think it'll exceed this. Thank you. I just wanted to make sure we didn't hit that number and all of a sudden half of our policy has references and the other half doesn't. So, thank you. Right. I think the board summarized that

042well. Appreciate your time on that. We'll take a motion and a second. I make a motion to approve five uh.17. Second. I have the motion second for 5.17. With no discussion, go to the vote. Miss Schmidt, hi. Board members Zimmerman. I. Vice President Kenyon. I. Board member Shinsion. Hi. I'm also I will show that approved. Five yes. Zero. No. Members. Next up is item 6.1. This is a presentation by the ASA relating to the district interim and or president superintendent search process. At our last meeting, you asked that we try to get this on for this meeting. We jumped through a couple hoops, made it happen, and Mr. Mark Jornstad from the ASA is here to present to us now. Good afternoon uh board members, LD staff members and community members and interested persons as

043well. Thank you for allowing ASA to uh be here to present the components of a search process that we would use for a superintendent as a permanent position. And it also could be modified or adapted to assist with a process for an interim superintendent should the board decide that that's how you want to proceed. And the other thing I'll say in to begin this is that the board is the decision makers. We're the facilitators in this. So that that would be our role. It would be collaboration but but again we emphasize that it's ultimately the huge decision and responsibility of the governing board to to make the decision. We suggest a couple of okay I should use my playground voice I guess and I thank you Clyde. So we suggest in two goals in a

044process like this. First of all, we suggest that you select the highest qualified, best fit superintendent to lead Liberty into the future. And those aren't always the same thing. The highest qualified, there are many applicants who are wellqualified. The question is, are they the best fit for a growing elementary school district in the West Valley, a district that combines a rural segment with a with a urban segment. So, for example, if the superintendent from the Los Angeles Unified School District should apply, that person might be well familiar with a massive operation of hundreds of thousands of students and hundreds and hundreds of schools. So, they might be well qualified. Would they be the best fit for Liberty? So, that's that's what we would try to bring to you, candidates that would be highly qualified and

045a good fit for your district. Then a second goal would be a process goal that the process used would be transparent and would involve stakeholder input and again the board would make a decision as to the level of transparency and the amount of stakeholder input. We would provide some suggestions. It would be board decisions that would govern that. Once I get going, I'm can be a runaway train. So if you have a question just uh please uh interrupt me or I'll just keep barreling down the tracks. So the the most searches that we facilitate take six phases. I will suggest how they there could be an additional or a lesser as we go through this. But phase number one would be we would develop a profile. This is a profile of the candidate. What are

046the characteristics of the candidate you are seeking? What are the qualifications of the candidate you are seeking? Then a timeline for the search. When will it open? When will applications be due? How much time in between to allow applications to be turned in? How much time to allow for us to recruit candidates? What kind of interview process? what kind of final process you also decide on community engagement. What level of community engagement will be involved and and we could there's a couple ways that at least that can be done. Some districts do surveys. some districts do a meet the candidates session of some kind or other that those would be decisions you would make that together we would uh suggest some ideas and you would decide again what's the best fit for the Liberty Elementary

047School District in this process phase two then once those decisions have been made and a job has been listed officially a position has been posted then we go into phase two which is posting and recruiting posting this in places where likely candidates will see it and recruiting. We know a number of um leaders in in not only in Arizona but certainly in the southwest United States and and we know sometimes we know who's actually looking or who's in may be interested. So we would reach out. You board members might have people who contact you and say this person would be a good candidate. you could send them refer them to me assuming we work together on this. I'm I I know we haven't agreed to do that yet so I don't want to be presumptive

048here but u but you would guide those candidates to contact me and then we would take it from there. A community survey if used would probably take place during this time as well. Some people use a community survey, some people don't. Some people say there's survey fatigue in our in our staff in our community. The last thing they want us to do is take a survey. But you will decide what kind of input to get. Then phase three, this would take place. Then let's let's say we develop a profile. That would take a meeting. Then we list for six six weeks, 8 weeks, 10 weeks depending on the timeline that you when do you want a candidate in place. Then we backwards plan from that. But then the applications come in, they're closed. I would

049initially review them and make sure that everybody who's applied does meet the actual qualifications that the board has chosen. Then we would have a meeting. This would be could possibly be a long meeting depend on how many depending on how many candidates have applied in which I would guide the board through reading and screening these applicants and choosing At the end of that meeting, which of these applicants you are interested in taking further along in the process, i.e., whom will we interview after we have screened the applications? So that can that can be a meeting that takes a certain amount of time. And having looked at the meetings you've had in the last couple months, I see you're not afraid of having lengthy meetings. And you certainly, I know, would relish having another one. But

050um but it's this is an important decision. So it it bears time in in doing that and really reviewing anybody who's applied because ju just applying takes a certain amount of effort as well. And and you can often see in reviewing applications who's taken that effort and who's maybe not quite putting in the effort that's needed. Information like that can help guide a decision. So then you decide whom to interview. Phase four, board interviews, the finalists, or perhaps this would be the initial number of interviews. This is where we could go two ways. Let's say you have 20 candidates or or and you might interview five or six. Then you say, "We really want to talk to two stood out." That's a less common occurrence. Commonly, most boards that I've I've done about a dozen

051of these searches, most boards go to from a group of 12 to 15 to 20 applicants. Most boards will interview four, maybe five. And and often then they say, "Well, we thought we'd pick the top two, but guess what? One stood out. We all agreed this is the one we want. Why go through another round of interviews if we know which one we want?" So, so this is presents it this way. The board interviews the finalists. You have a possibly if you've chosen this to have some stakeholder input. You have a community event where the the final candidates, the interviewees on the often on the same day they interview, there's a community event where they meet the community as well. There's a number of different formats that together we can develop and use for that

052type of community event. I've done some searches where the board said no, we don't need to do that. Others have had a very formal process. Then finding following the interviews and following a community event, should you have one, then the board would meet again, this would all occur probably in the same day and make a decision as to which of the finalists to enter into contract negotiations with. Excuse me. So then that leads to phase five. The board and the attorney, the board's attorney enter into contract negotiations with the finalists. Phase six, the board is at an open meeting approves a new superintendent. Uh just quick question before you move on to the next slide. So I think three of our board members have had experience with before. I don't want to speak for Miss

053Schmidt, but you weren't involved with like the other contracts, right? I think you were as as a citizen, right? Yeah. Um, what's a realistic timeline? Okay. Um, are we talking permanent position? Both. Both. Yes, sir. Okay. I would say for Let me start with a permanent position first. often when boards know as you do that you're going to seek a new superintendent then you could start and for example start in August with the listing we'd have a meeting we develop the approve how we want to list it together then maybe two months later midocctober is the deadline for applications you have that meeting number three there where you screen then we go into probably end of October, early November phase four board interviews. Then the rest of November phase five and you could have a

054candidate to approve in your first meeting in December. I' I've been through a number of districts where that time frame has worked well. Sometimes we start later. Thank you. servant leadership. I've also um would suggest if you're going to choose an interim to serve this year and then during the year we have a process I I would choose an interimm more quickly frankly. Uh my suggestion would be you might list legally you would be required I believe if I'm correct you you have to list the position you can't just go and say this here's a good candidate we want to be the interm let's we know he or she has a track record therefore we'll just choose them so you'd list it for one to two weeks I would say meanwhile one thing we would

055do then is we know a lot of um people who have been superintendent this would I would suggest you hire someone who's been a superintendent for an interimm position so they could hit the ground running. School is happening soon. So you want let's say we list it for a week or two then you would we we would come up with candidates. You you maybe have some ideas as well. again have that um have a shortened application for them and then maybe in the third week then uh screen and and I would say we may not have to screen. If we only get two or three, go right to interviewing those two or three. Maybe in the third week, then in the fourth week, you could make a by the fourth week, you could have made

056a decision and I I would think in within a month you could do an interim. Now, that's really that's not going that's not listing it for a month and beating the bushes all over. And I would recommend you don't do that quite simply because you're telling this person you have this job until whatever the board decides, let's say for the year. You're you're our superintendent till June 30th, 2026. And so we want to get you on board and we want to get moving because there's a budget meeting in July. There's school starting in August. There's any number of things uh that need to be done. Well, I won't say right now, but shortly. certainly a busy you some of you are experienced board members you know that July meeting is a critical one for bud

057the initial budget approval so that would be sorry that's a long answer to your question but that's no I appreciate it thank you okay let's go on to I'm going to just going to delineate for the purposes of transparency which of these coming actions take place in executive session and in open session. So, so we're clear on that because we believe it's very important to have a transparent process. We don't go and huddle in a back room and come out and say, "Tada, here's your superintendent." That never works. Okay. So, phase one again, reviewing the search process, the profile, the timeline, the stakeholder engagement, that's all done in open meeting. You can see in the third column on the right there, it's a discussion and vote and open meeting. Phase two, no meeting necessary. That's

058when we take over. We post it, we recruit, we we find candidates, we we entice them to come in and and apply. We field questions about the application process. Then phase three, if you've used a survey, we would have a meeting and you'd review that data. But then you screen applicants and select candidates. So that would be a combination of notice in column two, open executive session in column 2 and open meeting in column 3. Here's your where you're telling the public we've screened these applications. We've discussed them thoroughly. Here's whom we're interviewing. And that makes those names public. And we tell candidates if you apply and wish to tell us not to publish your application, we will do that. But if you are chosen to be interviewed, those names at that point are released

059to the public. And if there's anybody you need to tell that you're applying for the superintendency, you need to tell them by that time or they're going to read it in the paper and may or may not be pleasantly surprised. Like, yay, you're leaving or oh, you're leaving. So that's a combination of executive session, open meeting. Phase four, interviewing the candidates, selecting a finalist. The interviews take place in executive session. So that's um and and discuss the candidates's qualifications. Can I ask a question? Sorry. Yes. Yes, ma'am. Um is there a reason that you recommend for them to happen executive session? Because the last two times we've done this, the interviews have happened in open session. Our last one did not the interviews of the candidate. Correct. I my Dr. Monroe definitely interviewed in the

060public. I sat right there and Dr. Schuff definitely interviewed in open session. Yeah. I'm not I I know both those individuals, of course. I'm not familiar with how you did that. That would surprise me a little bit. But obviously you generally candidates often if they're in a public meeting the board is deciding but the public is attending and sometimes candidates will for want of a better word play to the public a little bit. They won't you you you won't maybe get the the frank direct answers you're hoping for if there's an audience. Doesn't mean it shouldn't be done. And I'm just saying if there's an audience, it's like anything. If there's an audience, that affects how people behave and how they speak. If I may, I was involved in the last um the last superintendent

061search and yes, the interviews of the candidates. So, we were presented with I the number may be a little bit off right now, but about 15 candidates that were presented to us. We selected I want to say five or six. We had those interviews in executive session. When we came down to the final two, that's when we brought it out here and had those two out here. So that that may be what Miss Zimmerman's referring to. You had a community forum, what we call a community forum where you and the candidates address some questions for the audience. I'm saying two different but but regardless some sort of public forum was held with the candidates. It sounds like they asked the candidates the questions and the public had the opportunity to view it. The board asked

062the candidate the questions. Mhm. Okay. Well, are you're in charge of the process, the board is. My my suggestion would be you get more direct answers, honest answers if it's just with the board. But I do feel it's a community forum of some kind where you have people speak, they address questions from the community, but it's moderated. It's not a town hall where people shout out questions because sometimes we find that the loudest voices are not the most thoughtful voices. So it would be very much any event like that would be well controlled candidates want that. Um so we can certainly modify and and design a process that the board likes. As I said at the beginning the board is in charge of this. What we really work hard on doing is making sure that

063everything is legal as well as you know and in in any hiring process there's a number number of legal what would I say well legal requirements frankly there's state law there's federal law as well so that would be executive session and something in the possibly in the community depending on what the board wishes and of course if we do something like that and the board is going to to be present. We we have to appropriately list that the board will be present as well at a quorum of board members. Then phase five, if you've selected a finalist in to whom you wish to negotiate, phase five, no formal meeting needed, usually the board selects a representative of the board to work with the district's attorney to negotiate a contract. Often a successful candidate will have

064legal representation as well. We advise them to if they're later on happy with it and they didn't have legal representation. Well, that that's a mistake. So, it's better for everybody to be happy on both sides at the beginning of the relationship at least. Questions on those duties and responsibilities of ASA? This is what would our duties would be to consult with the board throughout the process. Provide agenda language for search related board meeting items. So we provide legal language for various parts of the search that the board uses. So we make sure everything's listed, everything's out there. We're not making any legal slip ups. Collaborating with the board on developing a timeline. We would build that timeline together. publicizing the vacancy, providing related documents, communicating with all the applicants. That's the important one. We we

065give the proper notification to all applicants. As you know, if you're being discussed in a board meeting, a person being discussed in a board meeting has to be given proper notification that they are in fact going to be discussed. We'll schedule and facilitate the entire interview process maintaining strict disconentiality and that is so critical especially in smaller communities where often misunderstandings can easily arise or someone can get the perception that I think they're really favoring this candidate and then the word just gets out there. So we we really are careful with strict discompet confidentiality on the questions to be asked, confidentiality on the candidates until finalists or interviewees have been chosen. It doesn't mean you're keeping secrets. It means you're being careful with the confidentiality of the information. And and then there's um I think

066this was sent to the board president or may maybe I'm wrong. The there's an ex exhibit A of the we have a complete agreement. I'm just summarizing the agreement here. You have not seen. Okay. I'll make sure you get that. What's the ex responsibilities for you as board members? Adhering to all Arizona statutes related to the Arizona open meeting law. And as you know some of your experienced board members, it's it's easy to to run a foul of the complex uh requirements of the Arizona open meeting law. Referring all communications with applicants to the ASA search consultant until the board enters into contract negotiations with a finalist. So if a candidate comes up to you as a board member and said, you know, I'm really interested in this district. Let me tell you about my

067qualifications. and you would say, "No, I'm glad that you're interested. Here's the the phone number or the email of Dr. Jstead. He's our search consultant. He will handle any questions you have. That way, it's especially important so no one and in a small community even more so, no one gets a perception that, oh, we saw a board member talking to one of the candidates. Oh, that person's a favorite candidate. I know it." You know how that informal networking goes. It's the fastest way of communication that there is and social media facilitates that speed. The speed of miss and disinformation. So very important not to give any rise to that or any appearance of that. Board members like Caesar's wife must be above suspicion. Okay. determining the final candidate and oh, excuse me, providing the ASA

068consultant with required information. Determining the final candidate, that's your job. It's not our job. I certainly will assist you, but but that's your decision. Adhering to equal employment opportunity laws, very important. If we work together, you'll find I might become a little tedious in reminding you of the legal necessities of the job. And of course you have legal advice as well, but we're not going to make any any u mistakes that later come back to say, "Oh, we forgot to do that. I'm sorry. Now the search is moot. We get to do it all over again." No. Maintaining strictest confidentiality. We both share that questions on those guidelines and recommendations. It is recommended that the board follow a moratorum on contact with the media. My suggestion would be if the media calls you or asks

069about it, you refer them to ASA consultant, Dr. Jornstead. And some of these over the years I've done searches, I end up being on speed dial with some of the people. Um, it just let me handle that. You're you stay out of the fray. Where your real work comes in is reading the applications, listening to the answers in the interview process, collaborating together on whom you feel would be the best leader. And the rationale is this action will support transparency and perception regarding the board's efforts to conduct a fair and thorough process. Nothing uh wipes that out more quickly than uh the local paper talking to one board member says, "Well, we've got a couple really interesting candidates from California." Then all the Arizona candidates go, "Oh, okay. I guess I think I'll just withdraw

070right now." So, even the slightest remark can can be a problem. It is recommended that individual board members do not contact potential superintendent applicants or finalists prior to or after the screening and formal interview process. You may well know of some qualified candidates. Then you would refer them to me. You would let me know about it. I will seek them out. Then they're being sought out as part of the process. And no one board member is seen as handpicking in advance that candidate. This prevents candidates or others from any perception that their candidacy has an advantage. Sometimes nothing has been done wrong, but a perception gets out there. And we all know what happens when a perception takes hold. Then suddenly it's not a perception. It's the reality we're living in. Questions? I don't know

071if I hit on everything you're thinking of or just I'm just sort of presenting an overview. Should you decide to work with us, we would of course would each of these phases we would discuss in considerable detail? Members, any questions? Uh Mr. President, I have some questions. Please go ahead. Okay. Um, you know, one of them, uh, first, I guess it's more of a comment to my fellow board members before I ask you any is that, uh, my understanding is that we were focusing on an interimm search at the at this time. So, um, I don't personally want to focus too much on the permanent search because I didn't believe that's kind of where we were going. So, Mr. Senzone asked one of my questions, which was the timeline for an interim. And so I

072believe you said, you know, at least a four-week process you think it would take to find an interim. Member Zimmerman, President Todd, members of the board. I we could do it more quickly. I I you know, I have probably three or four people in mind, experienced superintendent who might be willing, a couple of them I know would be willing to do interms. a couple others I don't know but have presented with the idea they might but it's it's also I think it's good to allow a little bit of time so that it just doesn't look like a backroom deal. The other question uh I don't know if this is your question or I'm going to anticipate it. Would you you would make a decision would an interim be considered in the long run as a

073permanent candidate? You can leave that open or you can say this is we're looking for someone to be an interm and we want your assurance that you would not be a candidate should receive a long-term person. Um I'll go ahead and just respond because I assume that my other fellow board members will you know we'll have a discussion here tonight that um I think it would be important to leave it open-ended. Um, I think, you know, it would be unfortunate if we hired an interim and it and we all, you know, universally agreed that that would be a great candidate. I think what I don't want to do though is not have a permanent search. If that person chose to apply for the permanent search, I think that is okay. But to not have one

074is where I personally would struggle with. um what is the cost um both for an interim search and a permanent search and and we've been this and I it's my mistake I thought an agreement had been sent to uh President Todd about the the costs they they vary each formal meeting we have there's a certain cost then there's some other now travel since I live in the valley here that's not really much of an issue compared to when I've done searches in Globe or Winslow or um other places like that. So I'm I'm hardressed. I'd really prefer our our executive director to give an answer to that because if I say something now and then he comes back with a different number then I look like I was pulling a bait and switch. I can

075appreciate permanent search probably we try to bring that cost in under 10,000 which you might say oh my god that's a OMG. Um, but compared to some of the national firms, for example, then they get well into five figures. Um, and that would be one thing we would discuss. Do you want us to recruit nationally or do you want us to recruit regionally or do you want us to recruit primarily in the state of Arizona? And there's various arguments that can be made pro and con about those which I'd enjoy exploring that with you. The cost for that's the 10,000 or so. I'm again that's a ballpark. Sure. For that would be for the permanent search. So I would guess it would be considerably less for a quick interim. Okay. Um and just one final

076question. Um do you uh your firm you know that you ASA um do they have a number of superintendents that they've been able to you know participate in the hiring of them and the longevity? So, do you have a number of how many have been able to, you know, stay at the district that you that they get hired at for three plus years? We've we've been doing this for two years. So, so we don't The reason we started doing this was a couple years ago the one of our fellow state associations had always been doing these searches and they fell onto some hard I'll just say they fell onto hard times. they got a little discombobulated which um and they lost some of the things they typically did such as policy manuals and so on.

077And many governing boards and superintendent started calling us saying we want you to do a search because well frankly they said because we trust you. we know you won't politicize the process and and so that's what I've done about 10 I had done a couple before that and then I've done about 10 with ASA the last couple years they're all still employed but it's a short term so appreciate very good question though thank I mean we strive that's why to us the best fit is so important so important to get that fit yeah no I appreciate your honesty thank you so much and again thank you again for coming so quickly and making time for us tonight. I appreciate that. Well, if we're going to I shouldn't say we yet. It's not a we. If

078you are going for an interim that you need to get moving, other questions, Mr. President, you may if I can just uh really second. Vice President, um we did get an email, but it looks like it got caught in spam. I know it came in. I'm getting it printed right now from the board. That's the agreement. uh to answer a couple questions. Just looking at quickly, it looks like cost for the permanent search is about $8,000. Um an interim search all depends on the level of which we want to do. In theory, we could follow the same process for an interim as we did a permanent. I don't think we would need to, but that was a a voice conversation that was uh kind of depends on how detailed the board wants to get, how

079many revisions they want to make. Uh but I'm going to get this printed to get out to the board right momentarily. That relieves me a little bit that I thought I was going crazy that something was emailed and it wasn't and see the look on your face. That's why I started searching spam and your ballpark was pretty much there under 10,000. So, thank you u most of the questions that um you had already answered and in your presentation, thank you for bringing this and and thank you for coming so quickly. I know you just contacted what on Saturday and you're here tonight. So, thank you so much for that quick turnaround. Um, and one of the other things I guess you already mentioned it, the current pool for an interim right now, you said two

080to four, five, you kind of have off the top of your head. Yeah. That I that I know a couple of them I know are have an interest. they they've been superintendent, they've retired, and they're just saying, you know, I don't want to be a long-term superintendent again, but if somebody needed someone for 6 months or 9 months, I'd be willing to do that. There's um so there some of them find as I'm finding that retirement is enjoyable but it's boring after a when you've been a superintendent you've been you know it's a 7 days a week job and when you've been doing that for a few years you can't come to a hard stop. So this is my less than hard stop. And then in following up with that, in regards to an interim

081position, if in your experience, an interim position typically is how long? I know it could be open-ended, but but typically, my understanding is it's about a year. Yeah. A year to Yeah. Some sometimes by the time someone's hired, it ends up being nine or 10 months or they get a new superintendent more quickly than they anticipated. But um it's not it's generally not longer than a year. Although I know one in in the Union District a few years ago that it was interm but the interm was there two years because they I don't I don't know the ins and outs of that but it it was a very successful interm position. I to go back on the other thing on the interm if you decide that whoever is the interimm can become a candidate. It's

082very important as board member Zimmerman said that that person go through the entire permanent search process as well and and and do do everything just like the other candidates are. So there's no because sometimes someone who does an interimm pretty well maybe isn't the best fit for the long run but they're a good fit for straightening out some things in the short run. And sometimes the straightening out things leads to relationships that maybe in the long run aren't as good because sometimes you have to do some things. People are unhappy. They don't want you around for a long time. So just depends on if you if you have an interm that you really want to come in and fix this, fix that, do this, do that, or you want someone keep things going as they

083are till we get someone new on board. And that's two very different things. And I would agree that the fit is very very important especially for an well both interim and a permanent right. Um I've seen where there will be somebody come and fill a position for either principal or teacher and and for a period of time but because they know they're short- timerrs they're completely disconnected from everything. Um and obviously that's we got to look for that fit. So thank you. Any additional questions? No, but I I do want to say thank you for coming out. Miss German asked all the questions I was going to ask. So, appreciate that. Thank you. Uh members, we do have an opportunity to take action. Um we are getting this uh agreement that Mr. Shortstead spoke to

084um printed for review. We can sit on this and bring it back towards the end of the meeting if we need to take action on it. I would probably recommend we do that once you look at the uh the agreement. And again, that's more of the permanent line. So if we're going to do an interim, we just need to spell out exactly what we want. Do we want community forums with that? Do we want surveys? That's for the board to discuss. So we can discuss more of that now. Take action after you look at the the agreement. Uh it's your pleasure what you'd like to do. Um, I'll go ahead and start. I I would like to look at the agreement before we take action, but in terms of having a discussion, if you'd like

085to have that now, I'm happy to offer my thoughts. That would be great. Okay. Um, for me, as I stated in um I want to say it was Thursday's meeting. I apologize. We've had several in the last couple days. um that it would be my goal to move quickly for an interim. Um and so, you know, four weeks or less um is is what I would be personally looking for. Um as uh as been stated, you know, the school year is going to happen quickly. Um you know, we'll be hiring new staff and to to be able to have this person in place um to start the year as quickly as possible would be ideal in my mind. Um so when I refer to the steps it's it's only I would only be eliminating steps

086for the interim not for the permanent search. Um and due to the fact that we are in the summer um I think the community engagement would be difficult to get um the amount of people and engagement that we'd truly be looking for. So for me, um the timeline that was presented would be fine, um with a posting for a week or two, screen interview the next week, and hopefully offer uh in the fourth week. So that's personally what I would be looking for. Okay, members, any differences of opinions or suggestions? No, Mr. President, I I would also like to look at the agreement before actually committing. Um, I do appreciate the ASA coming out and and having this discussion uh with us and and showing us what they have available to our district. Um, and

087from my understanding, it is probably the one of the most cost effective um companies that are doing this right now. And so I apologize, but I do think that uh you know I'm I'm very open to using ASA. I would like to look at the agreement. I'm also in favor of getting a interim as soon as possible, making sure that we get that good fit. Um, I would hate to start the beginning of the year and get halfway through the year and we haven't selected a permanent yet and have our interim fall apart. So, it's very important to me that we find the correct person. So, I don't want to cut any steps, but we do need this pretty quickly. Um, that's all I have right now. Okay. Any other comments? Members, I I might

088propose we we know basically based off this agreement, which is the first time I'm looking at it. Mr. Dangerfield, I'm guessing that you've seen this probably before as well. It's a boilerplate agreement from I haven't seen this one before. No. All right. Well, then we'll have you review it um as well, but this is again more for the permanent because nobody knows as they head into this exactly what the board will want to do for an interim. We can certainly send Mr. Jornstead back with the information that we shared tonight and ask for an updated pricing agreement and then we can move pretty quickly. We can even hold a virtual meeting if we need to to get this approved by the board to move forward. Um, but we'll need to know a price and I

089I think sounds like the board's pretty comfortable with that four-week time frame trying to do that posting, screening, and then making an offer in about four weeks if that is still doable in your mind. Can you come to the mic for the minutes? If I understand correctly, what you're asking then is that we give you a price for a say a four-week maximum four-week search for an interm with just what we would charge and maybe I I would put together an outline of the steps as well. And and that would I we're going to do that. We I appreciate several board members saying, "Let's get on this right now." Because you've got staff members and kids and parents and people expecting school to start on time and to be a safe, welcoming, orderly, and effective

090environment. So, uh I think some of the steps that you normally might take, community forums and things, surveys and things like that, I when you do a interim, you you have a hard stop for that person. So if it doesn't work out as well as you'd like, you know that we're done with this person at a certain point anyway. So that's why I I don't think it would be so bad to skip some of those steps and get right to the interviewing, finding some candidates, interviewing them, deciding who seems the best fit for a shortterm interim position. Then while while that person is holding that position, we could then commence a long assuming you would want us to do that one as well. We would then commence a longer search something like I outlined. Mr.

091Todd, may I ask one question? Um, it was just kind of a followup to what Mr. Kenyon asked about the time frame of an interim and you said typically it's a year but you know could be 9 or 10 months depending on when that person's hired. Do you write a contract for that person then for a year um and then pay them you know kind of pay double if they overlap. Is is that the is that what typically happens? You know I think uh Mr. Dangerfield probably has more experience in those contracts. So I'm going to defer that. you can write a contract that would have a contingency in it for when that uh if the candidate would agree to it, you know, that would end whenever you have the new uh person hired. Uh

092do you see contracts typically written like that? Would that be something that would discourage candidate candidates? I I think most of the people are interested in interm okay if a if a contract says you're done June 30th but if if the board is interested they could add another month while you work with the new superintendent or they or just to be available to to consult part-time with the the new superintendent. Let me add that I quite often these are people that that Mr. John that's talking about are retired superintendent and they're looking for a temporary assignment and so they're pretty flexible actually. That's been my experience. They're pretty flexible about the time frames. Okay. Yeah. I'm just wondering um you know I'm not really concerned about extending it a month but more if we hired

093somebody let's say in March and they're ready to start. I don't know what the situation is, right? I'm I'm completely playing hypothetical here. Um but uh you know would we kind of be able to end that contract early I guess is so that would be a negotiation. Okay thank you. Okay members any additional questions or we want to wait for updated pricing and then we can call a quick virtual meeting if we need to and approve it. Not to put you on the spot, but with the upgraded upgraded updated agreement, would it still follow the same pricing in here like $800 a meeting? It would just be less meetings and so on. I would say that would be similar to that. Now, we depending on the type of meeting we have too. Um, again, I

094it's not my decision to make. I I'm I'm a hired gun, so to speak. Sorry for the weapons language. Um, I I would You're good. You don't have to answer that. I don't want to put you on the spot. No, but I if I understand then you would is there a time frame in which you would like this this um pricing this quote if you will today's I mean given that we really want to get going on this and I I appreciate the faith that you're seeming to imply that you would have in us to do this would we could probably get it in a couple days I could I sweet and they've just the organization has just finished uh smaller conference 150 and then a large conference 375 or so that just ended earlier

095today. So they have some time. I mean they might say yeah we have time to go but um we I could probably get together with Dr. Tai and unless I don't know his plans unless he's planning on getting out of town. I'd say on your way out we have to do this. I would say we could have it by Thursday or Friday. We need to get if we're going to do an interming. Okay, that would be great. I would say as soon as possible. So, if you're saying Thursday and Friday is as soon as possible, let's go for that. Okay, members, that'll take us on to item 6.2, discussion, consideration to approve the fiscal year 202526 proposed annual budget district expenditure report. Members, if I might ask that we just uh take a quick break.

096We're going to be in this one for a long time. So before we get started, let's uh recess for about 5 minutes. Give everybody a chance to refill their water, get more water bottles, and then we'll we'll come back to that uh that one. So we'll show at 554. We're recessed for about 5 minutes. [Music] Hey, [Music] hey, hey. Heat. Heat. [Music] Heat. Heat. [Music] Hey, [Music] hey, hey. [Music] stupid. [Music] Shoot. Heat. Heat. [Music] I don't know. [Music] Heat. Heat. N. [Music] How you [Music] doing? Heat. Heat. N. [Music] Okay, time 601 will show us back in session for Libya Elementary School District governing board. We're now on item 6.2, which will be discussion consideration to approve the fiscal year 202526 proposed annual school district expenditure budget. And presenting staff leazison will be Crystal

097Moer and Rebecca Williams. Thank you. Good evening, governing board and members of the community. Um, we thought we'd do something a little bit different tonight, something slightly more interactive, hopefully more entertaining. Um, I'm going to run through kind of a summary of our budget proposal and exactly what we're going to be bringing for tonight. Um, and then I'm going to turn it over to Becky who will then do kind of a little more indepth dive of our budget forms. Um, and hopefully that's a good learning tool. uh for you and also for our public. So, thank you for having me. Okay. So, um first, why are we here tonight? Uh a budget proposal has to come before the board sometime prior to July 5th. Um and that's a statute, a state requirement. That's what gets

098us our budget. Uh we've published a summary. This uh PowerPoint is kind of a summary of what that budget proposal is that's publicly available. Um and then we also have a notice for our public hearing for our next meeting where we come to do the adopted budget. So that has to be done at least 10 days prior to that July meeting. Um after the proposal is approved, we'll be uploading that to the Arizona Department of Education and that's also going to be published on our district website. Okay. So, what we are bringing forward tonight in some of our numbers, some of the biggest information is our average daily membership. So, I know you've seen this chart before. We we talked a lot about this at the May rei revision. Um, but what I wanted to

099point out is that the FY2425 number has changed slightly. So, we've gotten updated information. Now, our last revision had information as of March 15th. This is now the updated information for April 15th. So, we have captured a few more students. We got a little bit more ADM there. Um, again to note, our kindergarten students are always half. Um, and preschool students who are tuitionbased, we do not get ADM numbers for those. Um, another thing I want to point out is that in our May revised budget, we were doing a base support level of $5,000 13 $13 per student. Uh, with this budget, we're using $5,113. So, there's a little bit of an increase there per student. Um, I also want to say a little reminder that in the budget, we're not adding any ADM at

100this point in time. we are using that exact number. So 4274 is the number we're basing the budget on. Um in prior years we've kind of done maybe we book in some students that we're counting on, but with our budget being tight, we want to make sure we don't have um any guesses right now. We're going to just we talked about basing it on the numbers we have and then we're going to capture those increases later. Okay. So could I sorry is it okay to ask a question? Sure. Okay. Um so going back to that that last slide. So when we did the budget prioritization and we um essentially made the budget prioritization with an additional 50 ADM, we're not including that. Correct. That's not included in this number. So that even gives us a

101little more wiggle room because we're not adding 50. We're not adding 100. It's exactly the number we have right now. Thank you. Okay. So, a basic summary of what you're going to see in our budget forms um is that between the May revised budget and the proposed budget uh for FY26, you're going to notice some changes. Um the revenue control limit has gone up a little bit. Some of those contributing factors are the fact that we are doing a little bit more per student and we have a slightly higher um ADM count than we did in May. Um our override, same thing. Uh usually when our control limit goes up, so does the override monies. So that went up a little bit. Um our carry forward monies, uh what we had in the 25 was

102over a million dollars and right now we're proposing that we're going to have about 500,000. So that's a difference there. Uh we also are not counting at this point in time that we're going to get Prop 123 money because we have not been told by the state legislature that we're going to get that. So that's a reduction in that area. Um but we are going to maintain the same capital transfer that we did in May. We're going to maintain that in the FY26 budget. Um that's something that we really need to keep in place until we have a little more um consistent numbers. We have a carry forward that you want to get to. um before we can take that away. So overall, M uh we're down a little bit from last year, about $368,000.

103Uh capital, not too many changes there. You actually see a little bit of an increase. Um and that basically the reason that that is up is because with capital money or district additional assistance, um you don't actually capture your ADM uh until later on. So right now we're capturing some ADM for the growth we had between FY 24 and 25. Um where M is kind of the opposite. You're getting your ADM on current year where DAA is prior year. So we're catching up a little bit on that. That helps us capture some additional money. Um so we did increase slightly on our capital budget. So um some other things I want to point out and I think we'll talk about this when we get into the budget forms as well. Um along with the Prop

104123 money uh not being included at this point in time, um last year we also did receive onetime funding for um extra DAA and we also did receive onetime funding for free and reduced price lunch money. Um, those are also things that the state legislature hasn't decided yet. So, it's not money that we're counting on right now, but those are things that we are hopeful for and if all goes well, we can be bringing that back to you at the December revision that we've got a lot of increases we weren't planning on. Do you know about how much money that totals if we were to get it? Roughly I don't want to say wrong. right around 260,000 just over that. That's the free and reduced price lunch and the DAA. So Prop 123 for this

105last year was another 276,000. So that's some that's some good chunks of money that could be increased by December hopefully. Any other questions on this page right now? Okay. Okay. So, what I also wanted to go over is we spent a lot of time throughout the spring discussing things that we would reduce um doing your priorities and going through all the work and the exercise of doing that. So, what I wanted to point out is that uh we did make the following changes. So you will see reductions in some of the areas of support services, operations, uh, memberships, consultants, subscriptions, and some supplemental type of materials. Um, we also have done work to move things out of M and use alternate funds. That's not something that we're going to stop doing. Um, FY26 will be

106better off if we continue to do some of those things as well. Um, and then we're going to continue to reduce spending to needs only at this point in time. Um, and monitor our budget very closely throughout the year. So, any questions on that info? Okay. Um, so what I would like to let you know is some of our next steps moving forward. So, uh, we've got the proposed budget here for you tonight. Then in July, we're going to be bringing back the adoption. Just as a reminder, there can be absolutely no changes between the proposed and the adopted. Those have to be the exact same. Um the deadline for adopting the budget is July 15th. Um and I believe one of your agenda items, the meeting schedule says July 14th, so we'll come right

107in under the wire there. Um and then we've got a couple days to upload it to the Department of Education. Um the next step would be our December revision. So that will be a meeting in December that fits within the deadline. Um and that's what's really going to capture updates to our ADM. That's going to allow us to use the new year forms because one of the things that the state legislature also needs to do is these are 26 budgets really on 25 forms. So, um, they need to make all of their changes so that we can adopt on the new year forms and use all the correct formulas so we can get the right numbers. Um, and then that's generally where we can bring in our carry forward from 25 into 26 because by

108December we've done our annual financial report. Everything's transferred over into the new year. So, we have that exact dollar amount of what it was. Then in May, we will kind of do a similar practice. Um, whatever meeting falls within the deadline in May. Uh, we'll do another revision. That's our final chance to revise for FY26. Um, that's another chance for us to capture additional ADM. And then we'll align more closely with what our actual expenses are, what categories they're in. That's where we can kind of do some shifting of things around so it's a little more accurate. Um and then as we have promised in August we will start bringing some monthly budget reports so that we really can report to you budget where expenses are where incumbrances are and you can start to see

109things in a monthly formatted report. Um so we can discuss or you can just be more informed. So I am going to allow our tech team to switch to our budget forms. Could I just ask a quick question? Sorry about the PowerPoint. um when it uh when it says that the you know the July adoption and I apologize because I have not been through this process as a board member um has to match the proposed budget. So if there's a change are we able to change it tonight? So if you if you vote to approve the proposed budget that is exactly what the adopted budget will be. No, I understand that. But if we were to make a change in the motion, like to change something in the budget, are we able to do that

110or are we essentially locked in? Clyde, do you think that would be an option or would we'd have to reschedu a meeting? It would help to understand that the budget you're adopting right now is based on what the district is allowed to spend through the state revenues that come in. Mhm. So you're really just but you're not making decisions about how the expenses are going to be made more what is allowed. How much money does the district have? That's the budget you're adopting. Yeah, I I I I understand and I I'll kind of reserve this question for when we um pull up the budget forms because I think it will uh be easier to explain. So I'll just come back to this. Okay. Thank you. Okay. Do you want to draw? Sure. Well, they have

111to do the tabs, but I can even um so I've been asked to go a little more individual um tabs of the budget so that everyone has more of an understanding of how this uh budget was put together. If we can start with the tab at the bottom that says calculations, it's to the far right. There you go. This is the And then if you can scroll down for me, keep going. Right there. That'll be great. So this is where the um calculation is done for the carry forward. and we're basically saying that we're projecting to have about a 500 um,000 carry forward. So that's the first piece of our budget. If you can move to the data entry tab for me. This is our um student attendance. This is what your budget is really

112based on is your student attendance. is so important each site does their attendance daily and keeps accurate attendance because this is what drives your budget and how much money you get. If you notice at the very top um Okay, I was going to say that didn't look right. Yeah, we got the right budget now. Yeah. Okay. So, if you could scroll up so they can see that we are basing this, as Crystal said, on 5,113 per ADM and then we put in our attendance for 2024 and then 2025 and then what we're projecting for 26. And as Crystal said, we're projecting on the same number as 26 because we are concerned about the number of eighth graders graduating out and the number of kindergarteners coming in. We want to make sure that we have enough

113ADM to cover that before we start into growth. So because we had the opportunity in December to adjust and again in May to adjust, we didn't want to inflate at this point and have to reduce later on. So that's why we chose to do this. So if you can scroll down for me, this is the number of our um special ed students, our ELLL students. We get additional uh funding for them because we get additional multipliers for them because the state re that we um it costs more to educate those students. They allow us to have a higher multiplier for those students. Then we come down to the TEI. Our district has a 1.0 O TI, which means that our teachers um have uh they're not longevity in the district because the state does recognize

114that districts with a lot of teachers with a lot of longevity cost more. They will get a higher TEI. This district at this point does not have that. So we have a one TEI which mean a TEI is teacher experience index and that is done in October every year. the um state requires us to do what's called the SDER report which is the school district employee report and that's where we put in how many teachers we have how many years of experience they have and also our classified people and how and what pos how many positions we have and that that gives us our TEI. Okay. Then we are also allowed to um ask for reimbursement for our cost of our um audit. So we can add that in. And then for transportation, we um

115we get 25 days that we can claim the mileage that all of our buses go to go out and pick up the students. and the number of miles they go. So they claim the miles they drive and the number of students they pick up and drop off that day. They add that up, divide it by 25, and that's what we put in here to to claim our for our transportation. Okay, if we can go on down, this is where we put in our primary assessed value. And this helps the state know how much they're going to um pay for what it costs to run the district and how much our taxpayers have to pay. So that's part of the assessed value. Um and then again comes in our um budget what we have expended in

116the current year for uh FY25 expenditures so that it the formula knows what our carry forward will be. I believe that's the end. If you can go on down and let's just make sure. All right. Yeah, the the rest of that doesn't apply to the district. If you can go to the page that says um BSA 55, please. And if so, this is now where comes in all of what we've put in on the data tab and all of our multipliers. As you can see, we get a little larger multiplier for our sped students. And then if you can scroll down a little further, here comes the formula. Okay. Um, so when they get all the multipliers in, now the district now has 6,139 ADM times the $5,113 times the one TEI, we have um

117a revenue control limit of $31 million. Then we get to add in our audit service. And if you can go on down, this is where last um year we got to add in those two uh one-time supplemental pays that we do not have this year. Um if you can keep going, this is where we add in our transportation multipliers. And then we have uh keep on going down. We'll find our DAA. This is our district additional assistance. And as you see, we have our FY25 ADM and our FY24 ADM. Uh we won't see 26 until next year. That they always pay a year behind for your capital. And so our total uh capital is the $2,328. And so now we can go to page seven. If you can scroll over to page seven, we will

118see oh um we can see the the line that says maintenance on operation. It the 32 million that came from the um BSA. We are moving some of the money from our capital over into M. We then have our override and um we're leaving that all in maintenance and operations. If you can scroll down, budget bar balance carried forward should be 500,000 for some reason. The um I think if you opened it in Excel Yeah, it would work. Yeah, it's I've just learned over. So if you if you open in Excel then we'll be able to see it. I think it's very top one. There we go. Thank you. All right. And there we have our total at the bottom. Um, and it is less this year again because of the fact that we have

119the half million dollars less in carry forward. We're not getting the two onetime payments and the prop 123 has not been given to us yet. So keep that in mind. And and that's why um if you go down to the very bottom for me, you'll see that that number is that uh Crystal stated earlier about $300,000 less even though we're getting more money per ADM. If you go to page eight for me, this is the um capital page and we had um it takes into consideration what we had last year, what we project we will spend this year, the new amount on pay on line 11 that we will get this year. And so our new capital amount will be the 2.6 million. If you can go to page six for me, this is our

120grants page and our um cash controlled funds over here on this side. Um food services in here, civic center, all of the cash controlled funds. Once the cash is gone, it's gone unless we are replenished in some format. Um, Mr. Todd, am I able to ask questions as we get to the pages that I have questions about? Is that okay? Yep. Okay. So, uh, we're kind of working a little bit backwards just Yes. Okay. So, on here, uh, on this page, you know, I like you kind of pointed out, I just want, you know, uh, obviously the board's aware, but the public to be aware that, you know, Title One funds are s are dropping significantly. Yes. Um, and so, uh, you know, as we, uh, by a million dollars. So, I want to, it's

121hard for people to see. So, that's a lot of money that we need to account for in the budget for things that we normally use title one monies for. Um, the other question I, you know, makes more sense now about food service, talking about those one-time funds, but, uh, looks like food service is down, uh, almost a million dollars. Remember, we're using a lot of the um food service money to open Loretta Zimbro. We're buying all of the kitchen equipment, all of that furniture, fixtures, and equipment that's going into Loretta Zimbro. And so, the freezers, the refrigerators, and all of that kind of stuff that's going in there. So, that's why that's coming down. Okay. Yes, we're over the required amount of of carry forward. So we're we're using it. We don't want to lose

122it. So we're using it. Okay. Um so in terms of civic center, so when we did the budget prioritization, um you know, I believe we started it back in maybe not February, March, I think March, end of March. Um one of the things that we said is that we were going to pay for positions out of different categories. And so one of the things that we have is custodial services 3.5 positions and operations 1.5 positions funding source reallocation to civic center and food service. But when I look at this civic center is only going up by $50,000. So essentially we're trying to pay for five positions and I I realize it's not all coming out of civic center. So are we still planning to do that? We are planning to take some of that out

123of there. We will adjust as the money as we see the money coming in and going out because this is the money that we receive for you use of the facilities and so as the money comes in we will use it um as much as we feel comfortable using it. So, you know, my concern is is that we accounted for taking that many positions out of M right when the board did the prioritization. And so, I don't know if it if it's appropriate for me to ask to go to page one, but there you will see the different positions and I don't see the reduction of five from essentially the operation of the plan. So my concern is is that we set ourselves up to be able to fulfill what the budget is asking. And

124so if the board removed five positions from M but it's not reflected here then my concern is we're not going to be able to do that too. Okay. Thank you. Um, just as a reminder, when we did discuss the things about moving the custodians, it wasn't their full salaries. It's only a portion of the salaries that we were moving. Um, but yes, I I uh there are still plans to do the civic center. Um, that is something we've done with a couple custodians in the past because they work at the schools that are very heavy on having rentals. So, when they have things like overtime, all of that comes out of Civic Center because that's why they're working the overtime. So there there is still plans to do that. Yes. Okay. Cuz in the budget

125of prioritization, it says that it's $231,000. So if that wasn't the plan, then I feel like the board has to look at this prioritization again to make it match with the budget because my concern is we're we're counting on losing $231,000. I'm just using this as an example right now um from M. And if we're not going to be able to do that, then we we need to be able to either make cuts or or change where our prioritization is. No, the plan is still to stick to the prioritization that we worked on in the spring. Okay. So, you think in other funds we have we're going to be able to pay 231? Well, one of the other funds we talked about was indirect costs as well. So, there was actually three different funds that

126we had talked about moving those to different places. We also have different funding opportunities every single year. Just depends on how much revenue comes in in the different buckets. Okay. So, if we go back to page um whatever page we were just on, sorry, it's different. The PDF that was uploaded is different than this. So, I just don't have the correct pages for this. The indirect costs are going down significantly from the prior year. So, um I again I'm just concerned about if we're not budgeting it for those in those categories, where is it going to get budgeted? So, a lot of these funds are cash based like Becky had mentioned. So, we can update them to actual cash revenues when we have those numbers. Um we're not locked in like our budget controlled funds.

127We are locked into that budget because that's all we have. We don't have cash to back that up. But these we do. So even if we say a budget of 10,000 on something, but we actually have cash of 50,000, we still have 50,000 we can use. So that's where we would do something like in December and May, we would shore those things up with actual expenses and actual revenues. I guess my concern is I just don't want to get to May again and, you know, or February and us kind of be scrambling. I'd rather try to see if if you know if you think that we're going to get the money in indirect costs, you know, that's fine. Um it's just, you know, as a board member and and kind of watching what has happened

128this year. I just don't I want to set us up for success, all of us, the district, the board, the public, all of us. And so I just want to make sure that we're, you know, budgeting them in the right funds. Correct. And I agree completely. Um, kind of the theory is is that what we know in M is what we're able to capture right now. So, we're going to maximize the use of that fund, but cash controlled funds change so often that we can make those changes several times throughout the year and that will help M. Okay. Sorry. Okay, let's go on to page five and this is our um capital funds and fund our new school fund and as you see the bond fund has been used quite a bit this year opening

129Loretta Zimbro as well as the new school funds and also Jason Wes fund has been used for the transport transportation uh facility as well as Loretta Zimbro. So you see all of those funds coming down because they're being used for construction. Do you have any questions about those? Sorry. Um yeah, I have a couple questions. And this is the uh it's it's on page one or two. I'm sorry the pages are different, but this uh this document I went back and and looked at old um proposed budgets or adopted budgets, I guess those are what's posted is it has a line for maintain spending after fiscal year 26. This budget carry forward. Oh, sorry. I'm not on the same page. I really apologize. was page five in the um in the PDF. Yes. Sorry. Is

130it okay if we discuss this or no? Do you want to wait till you get that? No, this is fine. This is the capital which is also on page um five the very first two columns. So yes, this is the capital budget where we're projecting some of the or most of the expenses will be. Um, and we are projecting about a million dollars carry forward. Is Is that a new line? Yes, it is. Okay. I'm greatly in favor of the new line. I think it provides a ton of transparency and accountability. Uh, so I'm so happy to see that. I think that's very helpful for school boards. Um, my question is um what uh under property, what do we think we're going to be spending? Is that is that furniture? Yes, furniture, fixtures, and equipment.

131Okay. Is under property. Okay. Um I guess this is where I'll kind of make my personal comment is that I was not aware that we were going to continue, I guess, to transfer 700,000 from capital. I thought that was a a one-time thing. Um, and so as a board member, um, I would prefer us to look at the prioritization and kind of try to live within our means because I think there will be capital needs. Um, and I don't know if you've heard if the school facilities board is going to get more money in fiscal year 26. um or if we're going to kind of be in the same predicament where we may need a lot of capital funds as some of our older schools, you know, need maintenance. Sorry. Uh the SFB will get

132money. It's just when they get it, but uh I sent out on the board update that, you know, they were broke. Yeah, that's what I was concerned about. We we keep we keep putting in the building renewal grants anyway just okay get on the list you know and work our way down and catch it but uh I talked to our less on the other day about a couple of projects and uh she said at this point you know they're they're going to get they're going to get their aotment and prioritizing uh you know I what I put in is like life safety needs air conditioners the ADA stuff like that uh you know other schools put in for painting and stuff those go down on the list unless there's a moisture problem and uh and

133and so they just put it they put it on a priority list and they you know they have their formula what they use for priorities and things but we'll keep we'll keep applying for it and try to keep getting as much money as we can. No, I I sincerely appreciate that. I was just wondering do they expect their allotment to be less this coming year than it has been in the past? I believe they're they're what they requested was a little more than they've had in the past. Okay. Suddenly all the school districts are are going for it where before they didn't know you know a lot of the people I know they said I don't even go for that because it's too much work. Wow. Well to me if you you know 10,000 $30,000

134$50,000 it's worth the paperwork. Yeah. No I I truly appreciate that. So, you know, as the board, you know, uh, discusses, I would hope that we would be using a DAA transfer, you know, kind of what we did this year as a, uh, kind of to solve a immediate problem, but not necessarily to start out that way. I would hope that we would look at our budget and trying to fit within what we have. So, I guess that's my concern with the transfer of the capital. Um, but that's just my personal opinion. Um, well, we can definitely in December move it back, you know, and if you're really uncomfortable with it, we can do another budget in September and move it back just knowing that you're then going to be a million dollars short of

135what last year's budget was. So, do you know, and you know, I realized that um you know, the person that kind of set the prioritization, you know, we're missing some people, but when we when we had to get under a certain number, I believe it was 2.3, were we planning to make the transfer from DAA of an additional 700,000 in fiscal year 26 at that time? Was that the plan? I I don't know. Can you use We need you to use the microphone. Uh I don't believe we had a set number at that point in time uh because we didn't have the $700,000 amount until uh we got a deeper dive into our expenses. So essentially, if I could just clarify that the amount that we cut 2.4 four from the budget in the prioritization

136that still wasn't enough to balance it. It wasn't I guess it wasn't enough if we didn't want to do the 700,000. Yes, that's what I'm asking. Yeah. Okay. So, we really should have been if we wanted to keep what we, you know, have for capital and I know that they are interchangeable. I I know that that is to be true. I'm not saying that you're doing anything you're not supposed to be doing in terms of moving money. Um so I I know that to be true. Um I guess I just, you know, I was not under that understanding. So well, and also remember at that point we did not know they weren't going to give us the one-time funding. We didn't know that the Prop 123 was going away. So that is your 700,000 that

137we didn't know was going to happen and we I mean the state still has not passed the budget so we still are so we still can move it back in December providing they give us that funding right but they could give us less too and we may need to move more of the capital to make the budget work that's why we're given that flexibility If I could just add something too, I' I've been around school finance for a long time. Uh it's very very common for school districts to move money from districts additional assistance. That's a common transaction with many many school districts. It's unusual to not move money from district additional assistance. You are lucky if you don't have to move money because um as you're aware, most of our expenses are in salaries

138and benefits. that's all an M. So, we have to focus as much as we can on M. And even though our capital needs are extremely important, um it's sad that sometimes that takes a back burner because we just don't get enough money from the state. Okay. Okay. Can I stop you for one second? Yeah. You, Miss Moer, you you made a comment that's resonated with me a lot. When we talk about some of the funding, I want to prioritize this by saying every student in our district is a high priority, but just for people to understand, we get a little extra for certain uh special education students, but we actually many people don't realize we have some special education students who are we're paying for for their education, but they don't even attend school here.

139So, can you talk a little bit where the principles mean? talked about some numbers of what some of those students cost versus what we receive from the state and that again can show a a pretty quick offset of budget and I'm by no means advocating we we not take care of those students they're they're just as important as every other student but just as we look at this we I think a lot of people say oh well you get the accelerator for the special ed student that doesn't come close to what those student actually cost correct um so our weighted numbers gave us a little bit of of a boost that we saw saw on I think our yeah the in yeah our data tab. Um but students that we have to outsource and send

140to another school because their needs are specialized and they need to go to a certain school to be have their needs addressed cost well over $100,000 per student. Um so that that is definitely something that we do not receive reimbursement for a lot of those things. We also did from the state if we're spending a hundred,000 what's the most we pay? Do you have any idea roughly the per student? Yes. Um like I'd say this year we have we have students that were 125 130,000 and what do we get from the state for those students? So the calculation what did we do earlier? Yeah 6,000. We also did a quick calculation earlier. Um, basically our sped budget right now, um, if we were to break that down per sped student, um, they each cost roughly

141$14,000 where our our regular ed students were only getting about $5,000. Like we just said, we get maybe $6,000 $7,000 for a sped student, but they cost much more than that. So again, I just want to clarify, we we absolutely want to and must take care of those students. There's no question about that. But as you look at budgets, people wonder where things are going. We say education's expensive. It you're getting $6,000 for $130,000. It's a great deal if you're a state legislator. That's a that's a good investment, but doesn't work so well on the receiving end of the district. So adds up quickly. We've got how many of those students? Probably 10 or so. Um outsource students. It depends on the year. So, this year we were relatively lucky. We only had maybe like

142four or five, would you say? Um, but we do have some that we pay for our Sierra schools. We do have some for there. That easily is over a million dollars on its own. So, um, one thing I want to point out too is that we do live in an area where we have a lot of charter schools. Charter schools typically um are able to pick the students that can attend. So, um, public schools can't pick, uh, so we do end up with a higher sped population, but we don't have the money coming in because that money is going to charter schools as well. So, that's something we compete with all the time. Thank you. Okay, let's move on to page three. And this is our classroom scythe fund monies. And uh for some reason

143Oh yeah, uh we're projecting the um unexpected okay um yeah okay the I'm sorry the actual expenditures and then we'll have a carry forward and then our new amount per um for AD is $842. So it went up just a little bit from last year. So that all goes to the teachers. They receive part of it in December, part of it in um right now in June and then again in August. Right. Correct. If we can go to page two. Oh, could I just ask a question please? So um when I look at the totals at the top so it says prior year 6.1 essentially and then um are we now because in prior year they didn't have that maintained for after spending. So now we're kind of adding those two together to equal what

144would have been there. Correct. So initially to me it looked you know significantly lower. Um, but is it because like the carry forward was combined? Yes. Yes. Now a lot of the tabs they now are adding that field. So you're not just seeing the current year, you're seeing the money moving from the prior year too. We want to make sure we carry forward enough or the goal would be to have approximately one year of reserve because if the they come in and take away this fund and put it somewhere else, the money somewhere else, we want to give our teachers one year to notice that the money is going away. So, we don't want to spend it all every single year because then if they cut us off like they did this year with Prop

145123, then we're cutting the teachers off and that's a lot of money for them to absorb a cut in one year. So, we want to reserve as what we can at least a year's worth so that they have a one-year notice. So, you know, on the on the end column with the increase and decrease, we're seeing a lot of decrease. So, are we getting less money or is it just the way that it's being calc? Well, usually when you budget, it's uh let's see for What a rain fire year we had the totals. Yeah. So we're carrying forward more, right? Yeah. We're carrying forward. We're trying to carry forward more. So what we're getting from the state is more per per ADM. Yes. Okay. Yes. Okay. Uh any other questions? We'll go to page two.

146And this is just um a recap of some of the other information. I think the only uh we have to state in here um kind of how we're spending the sped money our audit expense and then we have to help uh support the food service program. There's a formula that we have to follow on how much we have to support the food service program out of M. And so that's our support there and we use that generally in um utilities and trash and that kind of stuff. The uh M pays for that to support the food service program. So if we can go to page one now and this is the overall budget. Um the top part is regular education down to line 14. Line 15 through 24 is our special education. Then line um

14725 is our transportation cost. And then if you go on down we have um K3 reading on line 29. and then our projected carry forward on line 31 and then our totals on line 32. Any questions? Okay. So, um I have several questions about this. So um and I apologize if I I jump all over the place but um one of the question sorry one of the questions that I had asked is where do different kind of job titles fall so that um it's clear where we made the cuts as a board. So one of the things that we said is that we were going to reduce psychologists by 1.5. And so when I asked psychologists fall under students um and that number that FTEES is the same this year as it was last year.

148So this is just one example um and of are we matching the cuts that we made in FTEES to the budget form. So yes in a lot of areas we have kind of uh put in new estimates including some of those reductions. Um but these are just estimates really they're not set in stone. Um, a lot of the thing is that FTE is mainly controlled by human resources. Um, where finance does the budget. So, we do the best we can to put the FTEEs where they belong. But that's not actually the number of people that we're hiring. That's more controlled by HR. M, what line are you talking about? You talking about line 10? I am on line 26. So, I'm talking or 16. Sorry. the numbers next. I got you now. Okay, because there's

149another student one on line 10 that the FT did drop. So, I don't know if they were in the wrong spot or not. Um, yeah, I was talking about special education and I asked specifically if psychologists fell under special education or regular education. So, I guess as a as a board member, it's hard for me to not have the FTEES match because if we're approving the budget and we're saying we're going to have this money, we're basically giving the okay to the district to hire them. And so, um, for me that's personally hard because we lost five psychologists essentially because they were not comfortable with the cuts that we made to the psychologists. And so if if we're still budgeting the same amount, I I'm just sad, I guess, that we lost all of those

150people. Um and so another concern I have is um central services which is essentially the district office mostly mostly um has the same number and we cut four positions I believe from the district office including communications director um district secretary. I think the other two I was thinking about fall under um yeah several of those actually fall under different areas not central services is mostly uh payroll HR um some of maintenance uh those types of areas it's not like the ed services side of the house is the district office but they fall in different areas communications is a little bit different areas so there are some areas where those fall so where would those where would I know where Ed services falls. I apologize. Where would communications director have fallen? So, communications, I'd have to

151pull my code book, but they actually could be 2560s. So, they could fall under central services. I have to look at my code book. I can't remember them all off the top of my head. Yeah. No, no. Again, it's my concern is that the FTEEs are not I don't believe are reflective of what the board prioritized. And so if we really had this money, I'm not sure if we reduced the other things like purchase services, supplies, if we reduce those budgets to kind of keep a similar FTE. When you look at this, uh we did decrease 16 FTEE. So I'm not saying that that did not occur. Um but when we did the budget prioritization we decreased 14 FTEES um or move them out of M. So I want to clarify that too. Um and

152six of the 16 are teachers. So that means that of the decreased FTEES are 10 that and we didn't we didn't decrease any teacher FTEES when we did the budget prioritization. So there's only 10 a a decrease in FTEES of 10 where we approved 14. So you know for me personally again that's concerning. Um and then also um the instruction where we see a a a decrease of six that could be teachers or pair of professionals. Correct. Correct. And also um I just want to point out that the FTE is not tied to the dollars at all. So the the priority is the budget in those areas. Um there's no calculation or formula that's tied to say if we have 200 FTE times this number to get that budget. That's uh those really don't go

153hand in hand at all. It's it's just a number. The budget is the portion that we live within. We live within the dollar amount. We we don't the FTE. We try to shore it up when we get further in the year because we know actual FTEES, but it's not part of the calculation at all. The only thing that we can't do is go over this number. This is the number that we cannot overexpend. Other than that, all of this can change every day. And we can change it in September if we want to. We can change it again in December if we want to, which we should, and then again in May. So, it is a budget. It the AFR is what I think you're referring to. Actual. Those are the actual numbers. So, the

154salaries are not tied to the FTS. Not at all. No. Now, do we try to be accurate? Yes. Uh, it's not like it's formula tied or it's this number of FTE times this dollar amount. It they're just estimates. Um, I'll I'll ask one final or not maybe a final but one more question about this and then I'll give everybody else a chance. Um, sure. The line 43 um, maintain for spending after fiscal year 26. Is that an opportunity for, and I'm not saying we're going to do this, I'm just asking a question. Is it an opportunity for the board to say how much reserve we would like to carry forward into the following year? So if we said we want that number to be 750,000 to increase the carry forward that we had this year,

155would that be the place that we would do that? Yes. But just know that if you make that a mandate from us in the finance department, you also have to be able to allow us to lay people off or cancel orders or whatever we have to do on our side to make that work. Right. I I'm again I'm not I'm not asking for that. I'm just asking clarifying questions since it's a new line item. Um, and I agree it's something that the board would need to do prior um, in terms of our pri our budget prioritization. Yeah. Can I ask you on carryover? The state really is not um, my understanding they're not real excited about large carryover numbers. In fact, in years past, they've even limited what can be carried over. So, we need

156to be very cautious. They they want to see us spending this money every year with very limit very limited carryover moving forward. Correct. Each year. Well, carry forward's a very touchy thing because you want to have a nice carry forward but not excessive because if th this district needs to be looking forward to selling bonds and the uh the bonding companies want to see that you have a carry forward, but you don't want to have an excessive carry forward because then the state's saying, "Well, then you've got plenty to run on, why are you asking for more? So, it's a very fine line of what's enough and what's too much? So, um I think every district needs to kind of set their own thought process, whether they're thinking about going out for a bond. Maybe

157they need to talk to their bond council about what should we be looking for for a carry forward. um what needs to what do we need to be doing to prepare for that? If we're not looking for an you know going out for a bond then um having a large carry forward of any kind is probably not necessary at all and we want to bring it down because we want to show our teachers we're giving them everything we possibly can and our staff we want to give them everything we have. I could just add something too. I did I and correct me if I'm wrong, but under district additional assistance since you show $1 million carry forward. Yes. So the district actually has $1.5 million in carry forward. Yes. Under according to the budget. Yes.

158Okay. If we can move on to the cover page. This is um giving uh at the top on this side on the right side these are estimates of our revenue and they do go down some because we're not um expecting a lot of money for new school. We don't have any more bonds to sell those kinds of things. So our revenue will go down. The tax rate is a projected tax rate. I put in the um our valuation and then I put in what the bonds are going to cost us, what our overrides going to cost us. And this is basically a projected um uh tax rate. The actual will come from the county probably late August, early September. Um, we matched the average teacher salary because we gave no payraises and we don't know

159really what the new staff is going to cost us. So, the average teacher salary will be changed then in December when we actually get the new staff and we get the new actual amount there. The only other thing to show you is the summary pages that will be posted on our web page and um that is just actually a recap of everything we've gone through. Uh we will need the board president's signature so that that can go into uh uh on the website. There's two pages to that. And unless you have any other questions, uh, just one thing on the cover, my first name is needs an an E at the end. Okay. Sorry about that. Okay. Thank you. Can you talk a little bit about the work you guys have been doing? Uh we've

160we've spoke several times about breaking the cost down per campus a little bit more. Sure. When we talked about some things and and maybe just so people realize um one of the questions came up was do you know what the water bill at your campuses cost? Mhm. Really not a single principal did. Um it's interesting to think we have a well at Liberty. So typically well water is some of the cheaper. Although and and Mr. Young, I'll put you on the spot a little bit. We also have a water treatment facility on this property. It costs us almost $100,000 a year for really a very minimal amount of water because we're in the city, but the city has never brought sewage into us. So, we're we're stuck kind of uh in a rough spot there.

161So, you know, and then we have I think Blue Horizon's water bill is exposure. You talked about that a little bit. I don't want to put you on the spot, but you threw out a number that's astonishing for a single month. Yeah, there's I mean they can be well over 15,000 and the unique thing about Blue Horizons is that their water is one company and their septic is another. So the city only services a portion of it. Um and the city of Buckeye where Freedom is and where Blue is is very notorious for having extremely high water rates. So some of that really adds up though. And you know, it's it's interesting to see where each school is at as far as cost. You would never think that a water bill because to be perfectly

162honest, the schools don't use that much water. We flush some toilets. The kids all bring bottled water for the most part. There's a little bit of water fountain usage and uh and we somewhat water the grass. And I'm not going to pick on Bob's team because they do a great job, but they're still not plush green like we're dumping millions of gallons of water on these things. So, um, it it's costly and as we look at this budget, we don't even know the numbers coming from the state. So, it's always interesting to me the state has a law that says we must you must give us your budget by this date. Yeah. But they're not really willing to tell us how much they're going to pay us by that date. Honestly, they should be telling

163us that 6 months in advance so we can get the process through. That's why these budget revisions are going to happen just as in a corporation, as in a school. Very, very common to do a December revision. Uh, right. Do that. But if you could talk again just kind of where that is with the school campuses and how we're going to start breaking that down a little bit more so we can see true costs at each campus when we started looking at signature programs. We saw some pretty significant charges at one almost no money being spent at another at another facility. So maybe just for the board's sake you can okay precursor of preview of what's to come in the second movie that you guys All right if we can go back to page one.

164So starting from the bottom up, we are going to include K3 reading with the top 100 U group, but we have to leave transportation unto itself because they have to have their own budget because they pay for their own fuel and all of that. So we're going to leave transportation alone. uh the special ed which is the 200 300 group we have to leave it alone because um each year you have to maintain effort which means you have to spend as much this year as you did last year. So we're going to leave the sped alone. The top group, the 100 is what we want to figure out what is sitebased versus districtbased. And most of it can go to the sites and be divided by ADM. And we got that number from HR. We

165asked HR, okay, how many students are you um hiring teachers for? I mean, are you and they gave me the number that they are hiring for. So, we're going to take all of that excluding some of the 100s or 2100s, the 2200s, the 2300's, and 2500s. Part of those will go to the site and part of them will come and stay in the district. So what we want to do is figure out what part of that we can say is all site level. We will divide it by the number of ADM each site has and give that to the principles and say this is your budget. You will pay your teachers. You will pay their benefits. You will pay your utilities. You will pay your purchase services. You will pay everything out of and you

166will control your budget. If you want to do have your specialty programs as long as you can afford it, it's yours to do. The district will no longer tell you or approve your but you know what you're doing one way or the other. It's all going to be on you. So that is where we're headed and that's what we would like to do. So by doing that it gives you a lot more transparency and the budget rolls up versus being forced down. So we have teachers who are asking us right now for a special or I'm sorry we have campuses or principles who are asking us for a very specified person. They have no idea where the budget is at. So by them being able to see their budget they can decide if they want

167to try to make a cut here to make a make a decision. Makes each campus more like a business unit. So if we look at another government agency just take the city of Buckeye. They know what their budget is and then the city can break that down and say our police department budget is this, our fire department budget is this, the water department, streets department and then those managers have to be able to manage this is our budget. This is what we're going to have to live within to make it a lot more transparent. Right now we have kind of a large as as we discussed it's kind of a large bucket of money that just sloshes around. This is going to draw it down and we can see true cost. So some signature programs

168are costing us thousands and thousands of dollars. They require additional staff. they require additional training um where others are spending about $5,000 a year. So, we have a a great um very disperate between what's being spent on different campuses and this will help us to identify and and resolve that a little bit. Um, I have a, you know, I'm a little concerned about, you know, telling schools that, you know, they're responsible for their electric and their water. You know, I'm not sure that I find that necessary for the principles. Certainly, you know, looking at the o the school budget in terms of signature programs and supplies and things like that, I think, but I think telling principles that they're accountable for how much water their campuses use personally is is not something I am in

169support of doing. Um, so I think we just need to be careful here that we're not putting too much on the principles. I think they're already responsible for their budgets in terms of supplies and and things like that. Um, so, you know, I hope that this becomes more of a, you know, an agenda item for the board to discuss. It's it's not that they would be paying the checks. It's just so they have better transparency to see what the cost of their schools are and if they have something happening, um, they can see that a little bit better than than what they're able to see. Now, it it's more transparency. uh several of the principles actually said this is exactly how we had done it at other districts. They were actually pretty surprised it's not

170happening here. So that was our meeting but they they very much were asking for a little more transparency and and and understanding that um and like I said many of the principles when we when this was discussed by finance they said this is fantastic. This is what we did at other this is how we've done it at other campuses. So I don't think it's new to them. It's just a little bit new to our district. But to be the most transparent with the budget and be able to better manage it, if we have this broke down a little bit more, it's going to help you. It's going to help us all see a much better view of what the budget's doing monthly, quarterly, and and then looking at cost overruns or if those are there.

171Just interrupt for a second. every principal that had been in a different district said that this is what they're the process that they're used to in a different district if they had been a principal somewhere else. It's the feedback that they gave us. Uh a couple of them even mentioned they were managing three separate budgets. We've kind of simplified it, but they were managing three different uh different budgets. So, that was very interesting to hear. You know, I just um when you said, you know, you're going to give them a a finite f finite, not the right word, finite amount based on their ADM, but you know, to the point of Liberty having a well and it being way more expensive, that's that's not Liberty's fault and they don't not having to pay like their

172own water bill or any that they're not having to do that. That's not going to be included as part of their budget cuz that's what it sounded like. They'll get to see that. They'll get to see it. is not going to take out of their it will be part of their budget. But if if we and that's one of the things that we're trying to work out what is right and equitable, okay, for the district, each of the sites, because each site has its own twerk, you know, or difference. And so that's why we haven't rolled it out so quickly is because Crystal and I are looking at it and we're looking at it and we're looking at it saying, you know, this may work and it may not work at that site, but it

173does work at this site. So that's we're trying to be very cautious and saying, okay, we're keeping some back in reserve for those kind of situations that it doesn't work at that site. We're going to have to supplement that a little bit. Okay. And that's why I think it's really important that you know the whole board is present and not one board member is meeting with a group of principles because it's making it very hard for us to know what was said. Okay. Okay. Any questions for either of us before we kind of wrap up? All right. Well, thank you, Mr. President. If I could just real quick just comment. Go ahead. Um, I greatly appreciate all the time and work you guys and your department's putting into this. I know it's been a interesting

174year. Um, and there's a lot going on and you guys have really been laser focused on trying to do what's best for the district and save the district money and get things in order and I really do see that and I appreciate that and I just want to let you know. Thank you. Thank you. I appreciate that. Okay, members. Um, we can take a motion and a second. Mr. President motion to approve the fiscal year 2025 2026 proposed annual school district expenditure budget and I will second have a motion second to approve 202526 proposed annual school district expenditure budget if there's no further discussion we'll take the vote board member Schmidt I board member Zimmerman I vice president Kenyon I board member Shinsion I I'm also I we'll show that pro approve five yes zero

175no next item is 6.3 discussion consideration to accept the annual financial audit report for fiscal year 2023 20224 staff leazison is miss crystal moer thank you uh good evening Again, uh what I wanted to point out is that we have attached the audit for FY24. So, this would have been ending June 30th, 2024. Uh normally our audit wraps up in the fall time. Sometimes things go over into the winter a little bit. Um and then we have an auditor come present in the spring. That's what we've done in years past. Um this year our audit was completed. Um something urgent happened to our auditor. uh they went out on some type of leave of absence. So, they weren't able to come in the spring. Um they have told us that if you would still like

176the presentation that they could potentially come to the July meeting. I would still need to confirm that. Um but that we shouldn't hold up accepting the audit. The the information has still been available. I would personally like to get this taken care of before the our fiscal year ends. Um so what's attached is the um compliance questionnaire. So, for our newer board members, that's an extremely long document uh with a lot of yes or no questions. Um if you have even one instance where you did not do the item that it asks, your answer is no. Um even if it was a rare case, an extreme scenario, and one little check mark wasn't on a piece of paper, you get a no. And there's usually no context. There's no notes. There's no comments. Um, and

177then you also have our single audit. That's a lot of our uh federal audits and our grant uh information. And then you have our full annual compliance or annual comprehensive financial report. That's got uh basically that's sort of the auditor's opinion of our finances. And some of it it's our financial statements. That's a lot of things you would see that maybe um like a corporate business would publish their accounting documents. So, I can answer any of your questions on any of the documents or the process that we went through. I'd also like to just take this small opportunity to thank my own team. um they put in a lot of work when we have audits. Lots and lots of work because one, we work every single day uh to keep our paperwork in order as

178much as we can because we know what auditors are looking for. Um but two, when audits roll around, and as you know, we've had a lot this year. Um it's a lot of work to pull those documents from prior years. Sometimes there's things in the warehouse. this past time, we all had to go out to the warehouse in the heat, pull boxes that had spiders on them and look through the documents to find what they wanted. Um, so that's not fun. But I really appreciate the team that I have and they never they never get mad when I ask them or tell them that we've got an audit coming. Mr. President, I have a question. Um, so I tried to be specific. I said, um, page 12 of the document and page six of the

179report. So I hope that is helpful when we're looking at what I'm asking. Um, but it says it's it's, you know, it's several pages, lots of pages, and it says management discussion and analysis. Is was that written by the district? Uh, yes and no. the actual words were written by the auditors but what they use to prepare that information is interviews that they do with district employees. Um so they would have done some type of basic interview with usually superintendent um whoever was the business manager or in charge of the audit at the time. Um and also staff members. So usually several people from my office get some type of interview done um in the different areas uh like HR, payroll, different employees in that group get asked questions that all go into that document.

180Okay. So um on page um uh 33 of the document and so I believe it's that first document, right? Is this the big one? That's the long one. Yeah. Okay. So, on page 33, but it's going to say page 26 of the report. So, this is for fiscal year 24. I just want to remind people that this is not for this past school year, but the whole school year before. It says that, you know, it's giving some explanation about why, you know, funds are going down. and it says due to the renovation of existing schools and construction of a new school, but there were no new schools constructed in fiscal year 24. So, I believe that's more of a generic term. There's some pre-work we did in 24. So, we did um and and Bob

181could probably help me on this exactly what was done, but there was testing done to the ground. Um there was some like several different testings like that. There was some work done uh for design prior to that. Um and then also there was land that was acquired and there were fees that went along with that. Things like escrow deposits and things before we actually acquired the full amount of the land. Okay. Cuz the land was acquired in fiscal year 25. But we did have to do escrow deposits prior to that. um $25 $25 $25,000 at a time. So there I believe there was at least two in that prior year and then we finally were able to finalize the deal. We kept having to give these escrow deposits because it was taking too long. Um

182and then we did that big lump sum to actually pay for the rest of the land in the next year. Right. Okay. Um I you know again it's still I understand those fees but the renovation of existing schools you know and then on page 34 of the document page 27 of the report so I guess just the next page I apologize for that um it says you know it's talking about depreciation and the the reason that it gives is because it's furnishing the new school but again the new school was not built in fiscal year 24. So again, my concern is with, you know, making sure that we're providing accurate information in a report. Um, on page 123 of the document, oh wait, no, I apologize. page 74 um in the middle of the page

183where it says excess um deficiencies of revenues over expenditures. So usually when we have something in parentheses it's indicating a negative number. is that I'm I'm thinking that's not the case here, but um okay, total and again I know that this is not your report. Um and so um it is I mean I'll admit it's kind of hard to read and it's very long. So if you know for this particular question uh certainly can be saved if we have a presentation. I was just trying to understand is it saying we okay excess ex okay excess excess of revenues over expenditures so I read that as did we have revenues more than expenses thinking of that correctly we'd probably have to clarify with our auditors directly okay um and then on page page. That's a grants

184page, so it might make sense. We we typically don't have revenues more than expenses because we only get reimbursed for our exact expenses. So, that's what I'm leaning towards, but I don't want to say that for sure without checking. Okay. Yeah. And just the parenthesis, what I'm used to seeing on like the budget forms, the parenthesis is a lot of times meaning negative. So I was just trying to understand if that's the year we had esser then we probably were in a negative because we were it it is a year of esser for sure 24 probably a true statement that it is a negative because that was the year we had that big I need to use the micron so the audience can if that was the year we had the the bigs three grants

185two and three and we were trying to spend it down that could have very well been a negative because we were waiting for reimbursement of the esser grants. Thank you. Um and then on page 123, um I just found this page to be um interesting because it's it's showing the operating expenditures for each of the last 10 years and also your ADM. And so um you know I think this is where um you know the district struggled with not having an increase in ADM but a significant increase in the operating expenditures um from the prior year. And then um on the next page on 124 um again I'm just highlighting for the public's sake um the capacity of 2024. So we have capaca at that time that's prior to the new school we had capacity

186for 5,762 students and we only had enrolled 4,191. So it sure seems at the time that there's a lot of capacity. So um but uh if they're um if they come to do a presentation then I'll I'll ask some other questions. Thank you. There any other questions? U Mr. President, I did see in here kind of the certificate and I I lost it now. I was trying to follow things. um basically a certificate of excellence for your office, you know, and the the communication they've had and uh I just want to highlight that that you guys do a a outstanding job and I know that's that's a lot of work and there's been quite a few audits and it's very time inensive. Um, I would ask maybe if we can get with it and see

187if we can get all those pages scanned in so they're all electronic instead of you're dealing with scorpions and widows back there. But, um, half joking on that, but half serious. Um, but I really do want to thank you guys for everything that you've done. You have put a lot of time and effort into this. And when they come back and they give you an award of certificate of excellence, you know, for the communication and and going back and forth and getting everything that they're asking for. Um, thank you. Thank you for that. Thank you. All right. Members, any other discussion or will we take a motion? Mr. President, I make a motion to accept the annual finance audit report for fiscal year 2324. Second. Is there any discussion? Hearing none. We have the motion

188and the second to approve item 6.3, which is the annual financial audit report for fiscal year 2023 24. Hearing no discussion, we'll go for the vote. Board member Schmidt I. Board member Zimmerman I. Vice President Kenyon I. Board member Shion I. I'm also I would show that approve five yes zero no. Next item is item 6.4 for discussion consideration to approve the governing board meeting schedule for school year 2526. Members, you are given a copy handout from Miss Camarada. Uh speaks about the proposed schedule of events or schedule of meetings. Is there any questions discussion on it? Mr. President, um I'd like to have a discussion about again about the Mondays. Um I uh know we have discussed it before but it didn't you know it obviously comes before us as a Monday but I

189would really like to see us choose a different day. I think Mondays um does not help staff be able to answer our questions and um and it it's very difficult um and I would and I heard that Mr. has a conflict with Tuesday. Um, and I have a conflict with Monday. So, I'd like us to if if the board is willing to have a conversation about a different day, potentially Thursday. I'm willing to take discussions. I think staff is not going to like Thursdays because that's their Friday and we're be holding here very late on on Thursdays. Mr. President, I would be in favor of leaving it on Mondays. Um, previously I had stated Mondays or Tuesdays. Um, looking at my calendar and looking at what other different things that are happening around here. I

190would prefer it remain on Mondays. Okay. Mr. Senion, you have any thoughts? Oh, yeah. Tuesdays are just bad for me. Okay. Tuesdays are fairly rough for me. Miss Schmidt, uh, any thoughts? Um, I the day of the week it is hard at this point because, you know, schedules change and the next school year comes around and and things change. But we do know that some things are consistent. We do know that athletics happen on Mondays in this district which is makes it difficult for parents of the district to be able to attend board meetings and their children's athletic events. Um so for me that's something that we should take into consideration. We want community involvement. We want parents to be at meetings and putting it at the same time as their children's sporting events. you're

191making them choose a meeting over their child, which you know, I know where I would be. Um, if I wasn't required to be at a meeting, I would be at my child's event. So, I think that's something that we need to think about. I understand I I think any day of the week is going to offer some conflicts to some of us at some point. Uh, it's just the nature of life and being busy and having children and jobs and all of those things. Um, so taking into account the things that we do know that happen consistently on the same day is is what we should be thinking about. I understand your thought about Thursday and it being the district employees Fridays and they not want to be here late. Um, and I can commiserate

192with that as well. Um, but it, you know, Thursday would give them more opportunity to answer our questions before meeting times and not having to try to work over the weekend. Um, potentially. So, I think there's, you know, there's pluses and minuses, pros and cons for for all the days of the week. My thoughts are we honestly as I look out at every board meeting don't see a lot of athletic parents attending these meetings. Don't see a lot of parents ever attending the meetings. Um, Mondays have been the tradition in this district for a long number of years. And I realize we've we've moved sports, but we have other events that happen on on other nights. As we continue to grow, we're always going to have some conflicts of of things that are happening. Um,

193as you look to any parent who might have business travel, if they've got to sit and wait for a Tuesday for a board meeting, now they're not able to travel on Monday or Tuesday. They're not getting ready. They're not able to get out of town till Wednesday if they want to come to the meeting. So, we have conflicts no matter what we look at. My my preference personally would be to keep them on Mondays where they've been for as long as I've been in the district until some recent changes, but willing to take a motion or further discussion if that's what you'd like to do. I would just like for the record to show that um certain board members are being accommodated for their personal conflicts and others are not. Okay, nobody's being accommodated for

194anything. There needs to be a vote and the board will make a vote and then the board as a whole will decide what needs to take place. I think we've addressed everybody has some conflicts. These meetings have all been on Monday and they were always on Monday and anybody that ran for this position in the last election knew that the board meetings had always been on Monday. So, if you applied for a job that you're not able to attend, that that's a concern. But if they go back to Monday, that's why they've been forever. Doesn't mean we always have to do it that way. They be up to the board for a vote and nobody's getting a special accommodation other than what the board decides to vote for. That's how board operations work. Mr. President.

195Yes, sir. So, saying that board members get special privileges or accommodations. Um, I've been on the board for two years. I have had multiple kids in multiple sports and I've missed a lot of their games because of our meetings. Um, and so I there like basically everybody said up here, there's going to be conflicts. Um, everybody has a give and take. There's no perfect environment. This is just what the majority of the board has a vote, right? Whoever whatever the vote is, it is. And so I'm sticking with Monday. Um, and I agree with President Todd that it has been the longstanding operations of this district to have board meetings and it was actually in our policy to have board meetings on Mondays. President Todd, may I? You may. In front of you, you're going

196to have two calendar options. Um the first option you're going to have Mondays only along with the work study session. The second calendar is identical to the first other than a second special meeting has been added in that month. Um if you are no longer if the board decides they do not need that second special meeting, it can be cancelled. So when you make the motion, if you can please either list option one or option two as a preference. Thank you. All right, members, this is this shows Mondays. It can be any day. You can just move the circles over accordingly to to wherever you need if if we're looking at a different day other than Monday. Mr. President, I may um I'm in favor of initially option two, which shows a regular meeting and

197a special meeting. So, two meetings um just about per month except for the month of December. Um, and the reason the reason behind that is so that district staff has the ability to and parents have the ability to look at their calendar and put that on their calendar. Um, it's much harder for us just to spring a a special meeting on staff, especially last minute that hasn't been on their calendar and all of a sudden it shows up rather than we have one on the calendar and it's easier to remove it if we don't need it. So, just because of that, I would prefer option number two. Can I ask a question? May. So, when we say option two and it's a special meeting, does that mean that it doesn't include the typical parts of

198uh public comment and things like that? Special meetings never have included that. Okay. So, I would be in favor of having two regular board meetings. If we're going to have two meetings and we're going to be making it um more challenging for parents to come because of athletics, then I think we should give them two opportunities to come and make comment. It's not a special meeting because we're planning to have it. A special meeting is when we don't know if we're going to have one. Well, a special meeting is also a like a work session. And that's kind of the idea behind these. It's also the ability to cancel it if we don't have anything that we need to meet on. We can cancel that and free that night up for anybody who may have

199been planning on coming. If they're general meetings, they're a little more locked in stone. Mr. President, I make a motion to approve the governing board meeting schedule for school year 2526 option two. Second. Have a motion, a second to approve the governing board schedule for the 202526 school year fee option two. Just for clarification, that would be a general meeting and a special meeting each month. Correct. Correct. Okay, we have the motion to second. Do we have any further discussion? All right. Hearing none, we'll take the vote. Board member Schmidt, nay. Board member Zimmerman, nay. Vice President Kenyon, I. Board member Stencion, I. I'm also an I. We will show that proof. Three yes. Two, no. Next will be governing board comments on agenda topics or recommended agenda topic addition. All right, we'll move to

200item 8.1, upcoming board meetings. Our next one is scheduled for Monday, July 14th, 2025 as a regular board meeting. Are we having a meeting on June 17th as discussed on Saturday? We are working to get that one done. I just don't have it completely confirmed yet. Do we many? Have we Miss Cameron? Do we have that one totally confirmed with everybody? It's not completely confirmed with everybody, but we will continue to work for that. Mr. President, may you we should be having a possible virtual one coming up too, right? We will as soon as we know a date, but I can't announce the date till we have that, but hopefully we will get that for with the ASA paperwork. All right, that concludes our business for the meeting. It's now 7:38. We'll show the meeting

201is adjourned. [Music]