001so basically um work hard to keep the grades up they had a this whole semester and then boom this test gets inut it and now they got low spe I don't think it should affect them everything he just said okay okay that's why we're all here okay thank you very much and then as I said The only things we're allowed to do is defend if it's not an agenda item is to defend the district from accusations or ask the administration to look into that and I'd like to um have you all look into that see what can be done thank you next item is classified resignation of Maintenance staff Chavez yes Mr President members of the board um Chavez has resigned his position as a maintenance worker as of 103 2023 there is no board
002action necessary this is an informational item only and you have the attachment from the administrative content section thank you sir we do any ex interviews we know why all these maintenance guides have left over the last few years um told money like well speaking specifically to this one there was another professional opportunity yeah he was very direct and hon okay next item is the classified resignation of teachers Aid April Isel Mr President members of the board April Melody Isel has resigned her position as a par professional as of 922 2023 there is no board action necessary this is an informational item only and you have the uh uh attachment in the content section okay there's no discussion on that the next item is classified resignation of teachers head Jennifer GS Mr President members of the
003board Jennifer GS has resigned position as a her professional there was no blood action necessary this is an informational item only she has her explanation in the administrative content section um she was very positive in stating why she had to move on and uh actually thank the district for the experience so right thank you very much there's no discussion on that our next item is the certified employment approval for fall intercession staff Mr President members of the board the administration and the grant Court are recommending the following teachers and Par professions be approved to teach intercession from October 16th to 19th funds will come out of title and mes teachers are listed below with the intercession coordinator PR professionals are also listed below there is no board action necessary this is an informational item only
004okay any questions on that okay next item is certified employment of various tutoring Grant employment Mr President members of the board the administration and the grant coordinators are applying for the Arizona State tutoring Grant from ad for Theo High School title and tutoring for the elementary school and jom tutoring funds narrative and budget for the grants are attached teachers will work from 3:30 to 4:30 Monday Tuesday and Thursday individual tutors to be employed are you have the following the teachers listed under State tutoring Title One toring jom tutoring there is no board action necessary at time this is an informational item only okay there's no questions next question yes ma'am yes ma'am what's the difference between the state tutoring and the title one tutors um from what I understand um I I know there's just
005there's those are those are different options that are available uh so that we could have more tutoring for our more tutoring opportunities I believe this part of the $30 million the state authorized for tutoring just about a month coming out of a different yes yes yes more opportunities different funding sources to try and get more teachers to tutor to get more students in thank you next item is extra pay and volunteer position inment okay Mr President members of the board did individuals Below have expressed an interest to be the corresponding uh to be the corresponding positions coaches for The 2 24 school year we have uh David leco for boy head basketball coach Brian Bissell boys assistant basketball coach we are still working on uh girls uh head basketball coach and assistant basketball coaches at
006this time um there is no board action necessary this is an informational item only thank you sir yes sir next item is the fiscal year 2023 annual financial report okay Mr President president members of the board um as required by AR ARS 1594 governing board of each School District shall publish an annual financial report for the prior fiscal year the financial report shall contain budgeted and actual expenditures for the preceding fiscal year and shall be prepared and distributed by October 15th by the school district with a copy to the county school superintendent Arizona Department of Education and posts on the website Tyler Moore are uh of our Consultants from True professionals who serves as a Chief Financial Officer for Gilbert Higley Unified School District will go over the annual financial report remotely on Mon uh
007today and I believe he is here with us at this time no board action necessary uh this is an informational item only and he is with us right now uh good evening Tyler how are you no I think it's camera froze too you [Music] getu hi Tyler you didn't send me the AFR right I sent it to you in the email he is I can pull it up I can share my screen yeah yeah you you could cuz it didn't go through I've been checking I've been checking my email and I I didn't see it so we don't have a a copy right now yeah just give me one second I'll no to the our schools yeah on Friday October 6 at 3m. May that's why I okay did not see it but yeah if
008you could pull it up then I'll make sure it's an attachment um for the Wednesday me could you send me the presentation but not the actual AFR that's good tonight we're we're just reviewing it you said Wednesday we are approving actual forms right okay right so I can me see uh there we go my scen yeah got it I think you guys no don't I'm sorry go ahead Tyler you're you're on take take two confusion but uh yeah tonight I'll uh be presenting the F report so uh get started um what is the AFR so this report you should see as a board annually this is required by Statute as Dr kind of started the conversation with um every year by Statute to be approved school districts are required to prepare and submit the AFR
009by October 15th these forms are are made by the aitor General in consultation with the Department of Education and all school districts um are required to use these forms so there's six supplemental forms um they include the AFR itself there's also a food service AFR a classing site fund narrative um report a school level report a cad supplanting worksheet and a results based funding report so these six reports will be uh on on your agenda for Wednesday to approve and you guys can look into those uh and check out those the details are pretty minute um it includes a lot of information and so for AO that includes summarizing 9.8 million of total expenditures that includes all funds not just your your m m and capital that's that's every single fund that AO utilizes including
010grants and some of your cash controlled funds and that also includes uh sumar about 24,7 accounting transactions so every time a invoice is paid or payrolls paid each one of those is delineates a transaction and so that's uh uh for the fiscal year 2023 that equated for 24,000 accounting transactions so digging into the details a little bit each year the auditor general takes this AFR report and compiles it and creates a classroom spending report you'll get an email about this in November Tyler from the aizon can you go to the next slide where you are please this one um no it's just showing us the cover page for it yeah it's just on the cover page but it's not on on how your PowerPoint set up oh it's not it's not transitioning no you have
011to most speakes are disabled if you hit the activate [Music] button let me try to reshare see pull it up would it be quicker if you just emailed you that PowerPoint you sent to us real quick do you want me to resend it to you I should have it think you said he sent it on October 6 yeah Friday more you want me to try to share again or should I I got it I should okay sorry guys is that better can you see it can you see that Tyler yeah okay yep so if we go to slide [Music] two okay so I guess that makes sense now that's what I just uh went over I realize you weren't seeing that so uh uh any questions on that slide before I move to the next
012one okay we go to slide three please so like I was saying the AR General kind of takes this AFR and compiles it into a classroom spending report um this report is then yeah then provided to the governing board super tenant in November um I've done my best to kind of summarize what this report will be for for AO based on the AFR um there may be a couple small changes but for for the majority the vast majority this is what your report is going to look like um majority your spending is in the classroom which is the same as most districts um your next B biggest line up their is Administration followed by plant operations F ser student support instructional support and transportation so you go to the next slide I compared um how
013this fiscal 23 um compared to the the previous fiscal years and where the changes occurred um you'll have to forgive me a little bit I know Dr SLO asked me um what was the reason for some of these changes and I'm digging into some of that information um considering I just came on you know several months ago uh I don't have a lot of com context the past year so it'll take me a little longer to um draw out what those differences mean um but I do intend to follow up with an email as to uh some of the reasons why some of these percentages changed over fiscal 22 to to this current year that I'm summarizing so but just the highlights include classroom spending increasing from U fiscal 22 to fiscal 23 by one
014and a half% um instructional support decreasing student support decreasing um we see Administration increasing c% um plant increasing 1.8% um transportation 02 and Food Service relatively flat at01 um again I'll I'll provide an email on on some why some of these increases took place um in a in a probably by the end of the week so if you go to the next slide please um the main uh highlights of this AFR include budget control funds and cash control funds so as I outlined in the uh adopted budget and the proposed budget your budget control funds are formula generated by your average daily membership and those funds are the maintenance and operations and the capital outlay fund um we cover those I mean it seems like every report because those are your these are your big
015um hitters so to speak so those are your funds that keep your District operational um IND your budget control funds also include your federal and state grants indust report I don't go into a lot of detail on those um but just know those are those are budget control um on the flip side your cash controlled funds are generated by various Revenue sources and those are operated um much like a much like your personal finances right whatever you take in in Revenue uh you have to account for expenditures and then whatever you on is your beginning fund balance for the next fiscal year so um they can have an year to year influx of it could be it could be very high very low depending on that operations um situation so your main ones that I'll
016cover in this report are Food Service your Civics Ander your rentals we school and indirect cost so if you go to the next slide we go into a little more detail um first up we'll look at your ml budget summary so for fiscal 23 this again last fiscal year um I did a comparison of the last three fiscal years and what you'll see um for the most part is uh a steady increase in your budget um some of this has to do with the state level increases in funding um as well as your carry forward um kind of steadily growing over the last couple years so that carry forward again you can add that to your budget um formula so after you take into your state formula you add that carry forward and and that's
017again we've talked about this a little bit that's kind of your your reserve um right if any emergency comes to play um that carry p is often used first U because when you have some on forceing circumstances um they're typically not budged for that year and so you you want to have a a relatively healthy carry forward to account for some of those instances um for AO your care forward uh for fiscal 23 is about 22% of your total budget um we've talked about this in the adopted budget this is a very healthy carry forward um it sets AO up for being able to adopt not really adopt but basically um capture if there is an enforcing circumstance be able to handle that with a bu balance care forward and not have to tap into
018any other funds or reduce salaries or go into those situations so um it is uh uh recommended to be anywhere from the 10 to 15% I've seen districts go as low as 4% some of the larger districts but uh my district personally is at is at 21% our ml budget care for so um Alo being as small as you are um is relatively good position with your bud bance carry forward go to the next slide do your capital budget summary so Capital again is one of your your other budget control funds this is generated Again by your average daily membership um Capital can be a little higher when you're looking at budget bounts carry forward um Capital cost right you think about equipment um tangible such as building and land um these can have a
019lot higher dollar figures when it comes to unforeseen circumstances um so generally you you'll see a lot higher bounces carried forward from year to year um over the last three fiscal years your capital budget has remained relatively steady um carrying forward um fisal 21 760,000 fisal 22 850,000 and a fiscal 23 920,000 so um some of this uh I talked to Dr s about creating a a fiveyear capital plan um to start to Target um some of your Capital initiatives as as a district um and use some of those funds uh to basically put back into your your schools and I know the football field has been a highlight right at point of Memphis lately so um I don't know if that's a future priority but I know Dr sua will work closely to kind
020of create that that Capital plan and start to U establish some options for expenditures in this in this capital budget so yeah just for my information so carryover is I budgeted $5 this year I spent $3 so the $2 is is what I carry with the next year that's correct y okay and so U and then we set that budget and so we decide how much we're putting in each category and terms of the capital budget and for either any of the categories so we we set a,1 157,000 for our our capital budget for this year that right yeah yeah that's right so that includes your state allocated um amount based on your perable allocation and then your carry forward okay and and what I'm sorry so what what decides what we set into the
021budget so I mean if we're budgeting 1,1 157,000 for Capital what what um how do we come for that number so that that number comes from your student count and the state generated formula so that that Capital amount by the state is about $150,000 annually for AO and then where the where the million comes from is is your carry forward so you would take your prior year carry forward and add it to that annual allocation that's your total capital budget so within that capital budget um you typically have Capital needs for for maintenance uh for your education buildings for transportation um me just getting started and I know Dro that Capital plan is what I was referring to as is being created um I don't think there's been one in place for the for AO
022um and maybe maybe there has but just um I think we're going to set a new capital plan and designate how how Dr chair wants to spend down that or propos to spend down that 1.1 million and that doesn't mean spending it all down right in that 1.1 you'll still want to set aside some amount for contingency so 999,000 of that is um of of the $1 million that we have in in the budget 999,000 of it is carry carried forward that's correct yeah okay the majority of your budget is carried forward and you you your annual budget for capital is like 150,000 like I was suggesting so like I said it's not much money so this carry forward amount um is is basically one time one time money um so you have to be
023pretty thoughtful when you're when you're designating spending for that because that's not going to come back if you do spend it right thank you okay and the the next slide um some highlights of your your cash controls funds that I um outlined earlier in the presentation um again this isn't all of your cash controled funds but these are the main ones where we see uh some higher balances um and that's not a bad thing per se but these are the funds that have typically more activity than um your tax credit your clubs Etc I'm looking at your food service fund um that is slightly down compared to last year in terms of ending fund balance so this is your ending cash balance um a lot of that has to do with fiscal 22 being um
024the federal government made 100% every student free fre reduced um as a part of their initiative so if be coming back into 23 some of those students who qualified for the free reduce application um now do not so that is where we see some of the differences in that food service fund saving cental rental not much change there Community Education the same thing really not much change um and then indirect cost indirect costs are revenues that stem from your Grant programs um so in every Grant you can um have a line item to recover indirect costs and that goes into this fund indirect costs are spent um on basically utilities any of the overhead expenses that it takes to operate that Grant um so when you think of um indirect cost in terms of the
025school district you typically offset some of your business office salaries because there's the ones either writing the grant paying down on the grant um and helping administer the Grant and insurance and compliance with ad so end C is a valuable is a valuable fund um helps save operational dollars and with that I as a quick highlight of your anal report um be happy to answer any questions so what's the Civic Cent so usually every year when we state says that we if somebody wants to use the any of the fields if they want to use the auditorium gym any of our buildings any of our costoms we're required to charge a fee um and it can't be to anybody they have to have so much liability to or whatever so um each time we don't
026really touch that money all that often until it becomes a a slightly large chunk I think the last time we used it was in like 2010 or 11 or 12 somewhere around there we were in the wood shop room is the last time that we use it just because you know it's like $120 $150 you know for three hours to rent the auditorium or I don't know something off of the off of my head so renting the fuel renting the gym things like that um we we're legally obligated to charge for those things just because it's all taxpayer money funded so if we have the this you know organization or that organization not only do they have to have liability insurance but they have to pay so much and the the asba down those fees
027from the legislature for us too and then but later on when because sfb does the buildings so like if we decide to repay the par l or if we decide to fix the playground SSP doesn't doesn't uh cover that they only classroom buildings so that comes in handy later on anything else you can think of sharing with us [Music] Tyler no I think I think I was in a good position I think um like I mentioned I think u a capital plan would be in good um would be a good next step for AO as a district I think that amount of carry forward I think is nice to have but I think putting that towards uh you know a plan and having you still there there we go you still there yeah sorry I
028just closed the PowerPoint my bad yeah that have I don't know if there's any question questions you have on the no questions thank you thank you Tyler we'll um we'll keep in touch thank you sir thank you okay now the next item on the agenda is approval of the switch for sped record software yes Mr President members of the board um ET St sped and support uh consultant has been working with uh Mr Excuse me excuse me guys yeah work Mr darara on um SP Department recordkeeping EIP Pro is a special um platform that is designed for for ease of use this system provides the ability for special education staff to ensure paperwork compliance and storage the system stays updated with new regulations based on Arizona specific laws and revised statutes that cover special education
029the system is designed to enhance compliance and ease to ensure the students to receive special education support are provided with the specific resources to address their needs no board action necessary at this time what do we use now we use CE uh EIP Pro is a lot more efficient yeah and the attachment it actually lists out the differences between C's and Pro okay that's there's no more questions on that and the next item is the 2223 performance payout yes sir um excuse me guys my my throat's dry uh 2223 performance pay data has been calculated by the leadership team the board is being asked to review and award the attached proposition 301 funds to qualified teachers certified from the 2223 school year no board action necessary this is an informational item only and you have
030in the attachment all the teachers um what they're eligible for based on what they what they received uh when they were certified the performance plan the retention stien see the the numbers the values are different anywhere from 55100 to 11,000 I think 11,200 is is the most and so it's a it's a great uh it's a great U additional compensation okay any questions about that next item we have is the first reading of the AO Unified School District's governing board policy review yes sir Mr President members of the board uh most of the following policy advisories are derived from enactments of the 56 legislature first regular session 2023 these are indicated by references to the bills Ander statutes which have either been newly created or altered by the legislature you have the policies there um
031you have the attachment what what I'm going to do is just what we did in the past um I have pretty much uh and I think you have it also uh just a summary of each policy advisory so instead of reading each policy you know word for word I'm just going to read the summary that I have uh you're welcome to follow either on the summary as well or I'll follow each policy so this will be the first reading uh policy advisory 748 uh policy BCB any person who served as a member of the school district governing board during the proceeding two years only in a position in which the person will provide services directly to students uh policy advisory number 749 policy BDA board organizational meeting School District governing board is required to meet
032in January following an election and it has the dates right there uh policy number 750 school board meetings school boards required to provide for an amount of seaing sufficient to accommodate the reasonably anticipated attendance of all persons Desiring to attend the deliberations and proceedings when feasible does not require a public body to relocate a meeting uh outside of the largest regular meeting room policy number 751 752 states there BEDA notification of board meetings pretty much the same information as as uh what was just uh stated right now I do want to add for your information uh policy number 753 this is uh per the advice from the executive director of Arizona School administrators Dr Paul Tai Tha I'll just read you the email that he sent out to Arizona School administrators um Statewide citing this
033policy he States um however the timeline changes in this policy being recommended and policy advisory 753 were not part of the evaluation instrument development process I am not aware of the rationale for the recommended changes to policy CBI and my personal opinion is that they are not prudent my advice to you is to maintain the current timelines and policy CBI and not adopt the recommended policy changes in advisory 753 so I want to make sure I share that with you and and and this part of the first reading this is from the executive director of Arizona School administrators and for him to send this kind of communication out Statewide tells me that this is this is this is pretty serious that we should follow his his advice so uh the next policy members of the
034board number 754 EBC emergencies um the emergency plans are required to address how the school and emergency responders will communicate with and provide assistance assistance to students with disabilities policy number 755 gcg part-time and substitute professional staff employment small school district ars1 15-91 is allowed to employ a substitute teacher who is related to a member of the board as the member spouse or immediate family and was had the same household of residents within the preceding four years if a small district school district employee Subs teacher in these circumstances a member of the governing board who is related to The Substitute Teacher must be recused from voting on any matter relating to substitute teachers uh we have policy advisory number 756 Iha and ihe pretty much stating um AR 15-21 section c literacy coach or literacy
035specialist a list of employees that may satisfy the dyslexia training requirements So it's talking about literacy coach and Specialists are good for dyslexia training requirements and we currently have a few primary teachers who are going through this training just for your information policy advisory number 757 uh jfa BDA admission of students in foster care pretty much states uh within five days foster care replacement changes all parties decide child stays in the school of origin it also uh give some critical information about the department of child safety working with um Arizona Department of Education and the local Education Agency so that's um that is also something very important for uh for districts to remember uh as it as it deals specifically with Transportation the best school for the child is is is one of the main
036uh points made here and we have then we have uh there's three policies right there next to each other in little summary underneath it is relating to those three uh 758 policy JK student disciplin 759 JKD student suspension 760 uh jke expulsion of students pretty much stating statutory requirements that must be met in order to suspend or expel a student in kindergarten through fourth grade do not apply to an expulsion required due to a student bringing a firearm to school or to a suspension for two or fewer days when the aggregate suspension for that student do not exceed 10 days within the school year so that ride up applies to those three policies and the final one 761 and 762 policy JH missing students regulation jrc R request for transfer records the main point here
037in the advisory uh stating House Bill 260 RS 15828 increases the window to request records from a transferring pup's prior school from 5 to 10 days so that will conclude the first reading uh like I stated um it has the policy whether it's the policy or exhibit in Lan but this is how we did it last year just going through the summaries and um we'll do the second reading on uh on Wednesday thank you sir any questions about any of that and we're on to item K which is a resolution to as yes sir uh Mr President members of the board um it was recently reported that the newly appointed executive director of asba engag in the falsification of his educational credentials which represents a serious breach of trust and violation of ethical standards inherent
038to his position school districts in Pima County and around the state have resolved to send a joint statement to the asba governor executive board the attached joint resolution uh the joint resolution is attached there is no board action necessary at this time um I believe I did send it to all of you previously before the meeting just so you had the information um you have any questions uh or comments on the matter uh just for I do for your information um see other school districts and Pima County have already uh these are some of the districts that have taken action um I know the Voting is on Wednesday but just so you have the context uh tank bir Unified School District 5 passed it Unified School District 5 bail Unified School District passed it empa
039Unified School District 5 Z Bale 5 Z Catalina Foothills 5 Z Sal Unified School District 4 z uh we are hearing it on we will be deciding on on Wednesday um to UniFi school district is next week as our Continental so that's just uh just some context of what's going on have that information I have a comment I think it's ridiculous that school districts have to have a resolution to compel the asba to get rid of this guy and honestly that makes me question us being a part of the asba hugely if they will not vet a candidate for such a high position and then just assume it's going to be swept under the rug where all the districts they are represent that representing the state have to follow a resolution that's just wrong it
040should never have come to the school districts to compel the asba right to get rid of this guy if he did in fact falsify his educational records U Mr Mr Hopkin Mr G I also found out just you know learning about this more and more is that um he does not have a bachelor's degree I understand and that's irrelevant to this right now because we already know those facts I've read this all m-hm the fact of the matter is I think it's ridiculous they won't take action on this when they know they've made the mistake now we all as school districts and governing boards have to compel them with resolutions to take action like I like I said when you addressed it to me it also sounds like the president of Asa did not do
041their due diligence in reviewing this man's application stuff because you know if either of you had come if we found out today either one of you did not have the credentials you said you had that's it we wouldn't have to have we wouldn't have to have somebody telling us what to do with that we would know what to do they put out St uh from what I understand from what what's been shared with me that it really has not been addressed you can't even find much information Google sear we didn't get an email about it last month though but other than that that's it it wasn't addressed at the law conference there was a meeting last Thursday in tea County there was not it was not there either and there was a lot of the
042districts I just named were there so uh it's getting pretty I mean I'm glad the districts are doing this but none of no governing board should have to pass a resolution for them to act on it that's ridiculous in my opinion speaking for myself yeah and I'm very curious to see how they progress in the coming months having learn at so many districts against and seeing exactly what as's response to it is not only with the current situation but to see what their plan is going forward to make sure that they do a better job of vetting these people when they apply I agree thank you sir is there any more comments on I have nothing on that but I have an agenda item okay so next item is the possible new agenda item for
043the next meeting I would like an agenda item where we can evaluate terminating our relationship with the ASB just due to the fact of this incident okay and I have um two but one of them I don't really know that it needs to be an agenda item which is I know Carolyn Riley works with cheerleaders out in S suggest that and she's getting off work at 5:30 so she's leaving that obligation to get here at 5:30 I'd like to propose moving meetings to six so that she could make it I don't know that that requires a vote since that's just administrative of the board but I don't know if we would I don't think we would want to do it for Wednesday's meeting because that's very little time to get the public still have time
044I mean because it's an extra half hour it's not like we're shortening it okay you know we would have it would be posted 24 hours in advance just you for the next you're right if we were moving it earlier we'd have to I'd want to have it delayed but you're right if we're moving it back we do that just until the springtime is yeah I think then we can revisit it but thank you it's my understanding since that's an administrative of the board thing it's not something we actually need to have a vote on if we just have a general agreement that we're good at moving have a general consensus on it yes ma'am I know years we chy a [Music] lot of [Music] I think we just change as long as I post it
045okay and it's not something we need to like vote on on Wednesday we could just say right now if anybody has a problem with it we could leave it like it is but nobody does we'll just go ahead and move Wednesday's meeting to six and then we'll keep it keep it at 6 thank you and then we'll revisit it when when cheerleading season is over okay your second one oh my second one is kind of based on the the public comments I would like to have some sort of report from Administration on that benchmark and it impacts on student grades that change that change a month ago what the time no changing add for that I don't believe so I don't think so I don't think so I like to hear more on that okay
046I like for Wednesday Wednesday is there kind I wouldn't want to put off for a month since we have consern this is right now is that enough time I think so uh um sure I mean least have the discussion right okay yeah I mean I could give a brief just answer right now before even Wednesday well because it's affecting our kids now not a month from now yeah sure sure I I I think let's just leave have it for Wednesday sure and that way the people need to be here to want to hear or comment on it more they have that opportunity sure is there any other proposed agenda items for the future if not I will ask for a motion to adjourn I'll make the motion second Mr Ken I Mr Hopkins Miss Olsen
047Miss Rodriguez Mr Guthrie 622 75 degrees nice [Music] just