001to adopt tonight's agenda there you go you first I will okay you got me Tong TI now I will a motion to adopt the tonight's agenda I will thank you second all in favor I uh call to the public do we have any cards to evening so there are no uh public comment cards however is there anyone that wants to speak on any anything that is not on the agenda this evening addresses perfect moving right along to item sixa is our public hearing regarding our proposed budget we do need a motion to open the public hearing I move that we open the public hearing and a second I will second and all in favor I Mr Livingston great M president board um this this public hearing then is an introduction you can call it a
002first first review first uh first look at our proposed budget for next year the way the legislature has these set up if we propose numbers tonight and the board approves them that's called an approved proposed budget uh and then by July 15th which I believe the meeting will be held July 8th second Monday in July will have a meeting to adopt those numbers and the numbers that we adopt then can't exceed the numbers that we put in tonight so it's a preliminary look at next year's operating budget with all the other funds involved and I'd like to just do a a quick summary uh the budget we've got prepared to to propose tonight is $1,350,000 for the operating fund uh 1.1 million for the capital fund there's lots of variables within that um we we
003don't know for sure how many students are going to be driving these budget figures I used the last count we had as of May of 2024 which was 2,170 students that's cor where we left the current year that's going to be my assumption it could significantly significantly change it could be higher than that or lower than that uh so that number is an unknown our student count we don't know that basically till the end of March after a 100th day and then the state looks at all of our student counts and they say these ones the word is uh past Integrity they were here long enough with enough documentation to say they were at Chino Valley District the state now waits till the last day for our 100 day it's about February 24th 25th they
004wait till that last yeah this is the count I'm anticipating that's going to be at least what it was last year the amount per student that we get in our operating fund is really close to 5 ,000 but the legislature hasn't approved that new amount it's called the base level amount unless I'll talk about that in my report they have actually was $531 is what the number was then that's just the 2% when I when I did this last week to get it into the board agenda they havn't approved it so correct so they just took the 4,900 chains that they had this year added 2% to it so that's step one but at least it's 2% higher so that 2% then on top of that base level amount equals almost 300,000 to the budget
005so if our our student count stays the same 2170 and we get that extra 296,000 then our budget will rise from m350 to 19,6 40 if the student counts the same if it goes down or up then that's the second variable so we don't know our student count yet we're just anticipating the same as last year we do now we can count on that and we can get that at the July meeting we still have to use these same numbers for the July meeting so in October we'll come back to you and we'll know but our base level is amount per student the 2% more than the 4900 but we still won't know the student count until March of 2025 another variable that we've brought in you can look at page seven if you have
006a copy of the budget we're bringing in from Capital because we've given over a million dollar last years from our operating fund to our Capital fund we're bringing 350,000 back to m&o and then of course the variable is what do we have that we're not spending in the current year the 23 24 year that would be the fourth grade but we're able ble to bring in to the next year last year we brought in a Mil 64,000 I'm estimating that that'll be really close to the 2425 carryover in from the current year another just over 1.1 million so you put all that together and it equal the1 19 million 350,000 for next year operating budget Capital down from 2.4 million to 1.1 million Capital down from the 23 year of 2.6 million down to uh
0072.3 million this year down to 1.1 million next year for Capital but that's that's where we're at with capital so one really strong fund is classroom site fund that's the one we've been able to use for some teacher salaries and the projections are still quite Rosy even though there's concern uh that the the base level for years and years for that per pupil was never higher than $272 per student and that's based on sales tax revenue Etc but this year it's still over $700 so we're able to do transferring if you will some teacher cost to that fund that's that fund is still based on a pretty strong pretty robust economy so that's really all I have for the public hearing if uh we have comment discussion that's great I I do hope you approve
008that proposed budget that we'll bring it back to you with to adopt is there anyone that wishes to speak on the uh budget this evening during our public hearing seeing none I will take a motion to close our public hearing your turn have a motion to close the public hearing fantastic in a second second all in favor I I moving along to item 7A is our superintendance report it says the May report but it's actually June so um please forgive me there um talking about the budget we um the legislative update the legislative session ended this weekend they did pass the state budget I think they're still waiting on the governor's signature for some of those bills but they're uh they should be signed in the next few days um some of the things that
009really impacted the district the one good thing whoop whoop is the aggregate aggregate expenditure limit waiver was passed thank so we won't have to deal with any of that Shenanigans going on in January February so that's a really good thing um it's not a permanent solution that's why one year pass correct it's this is what they seem to do is in the current legislative session they the last two years have passed something for the next budget so it's not a permanent solution because that would have to go to the voters as a solution but at least it gets us through one more year without having to worry about it um one thing that was interesting I thought that um something that we do is we issue contracts um usually before spring break every year in
010March we're now not allowed to do that until after March 15 um I don't know what the thinking of that is maybe um people are trying to tie up staff too early but um it's likely going to mean instead of doing a board meeting before spring break it's probably going to have to happen after spring break for those um for those contract unfortunately it does give more time we don't know who leaves until a lot of times contracts go out and so that's going to shrink the hiring season which is unfortunate we've um we've had a really good we've had a really good um or we will have a really good pool of new staff coming in um almost all of them if not all of them are certified which isn't always the case um
011and so we're really lucky this year hopefully that'll continue but that just means less time to hire people really um small increases to additional assistance in M as as Mr Livingston spoke about and for um Miss Brandy the Kinder assessment tool is no longer required so that was officially voted on which was going to be a nightmare trying to get the the using their tool to assess these kindergarteners in the time in a timing fash timely fashion it just wasn't really practical so um we can kind of use our own tool which seems to be effective and um we can keep moving forward that way so that's kind of the the kind of the big things that impact the district for the most part U there were a couple things I don't know what happened
012what what the result was but that um The increased additional assistance and also there's a um basically a free and reded lunch um factor in there they were thinking about making those only one one year and they'd have to approve them every year instead of a permanent solution so that that may have happened but um for the most part it was really a quiet legislative session um compared to some of the others um that we've had not a whole lot of stuff that we were concerned with since January I guess is when it started so um not too bad um questions about that [Music] uh the HVAC installation I was over at Territorial and they have all the ceilings tore out in the gym and and the uh B building which is the one right
013in front where the preschool is so that was exciting they were working on installing the ducting the sheet metal ducting it seems to be going along fairly steadily we have a hard deadline we got to get that done end of July for the beginning of school to start because there's nowhere to put those kiddos so um that's kind of the the plan right now and uh but it seems to be going along fairly quickly um once they're done with that then hopefully they'll move back to Heritage and finish the Heritage um office I know uh Miss Caitlyn is in a portable right now along with her um assistant principal scheduler and her administrative assistant so they're hoping to get back into their building which there's no ceiling right now and we're working with sfb to
014get that taken care of so that's kind of where we're at now the are um it's it's going to be a SLO to try to get through this we're trying to um get portables for the schools which is proving to be difficult and some other things so um we we are moving forward so that's a good thing other stuff going on in over the summer um at Heritage it's exciting news there's the the wood shop expansion and so we're um we have a patio outside the work the wood shop now we're just going to closing that so we can have more kids in in during our Woods classes which always has a waiting list so that's um good news at Del Rio we have um and we're doing that project by the way our staff
015is is is doing that expansion and there's going to be a storage area also for for wood objects at Del Rio a contractors working on the quote weatherization which means painting although there's some block work that has to be repaired as well just um some water damage that happened that they're working on and then um at Heritage and territorial we are getting a new floor in our cafeteria new flooring in our cafeteria that's going to be paid for by sfb um actually the the weatherization project is being paid for by sfb as well um we had a um a county health inspector come in and just suggest that we do that um prior to his next next um inspection and we were um able to use that information to get it paid for by the
016state in order to replace that flooring what was wrong with with the current floor job they have to be a continuous floor and they're just old and there's cuts and some other things in there this just breaks right and you can't with that flooring you can't really just patch it because then it creates other openings the issue is they don't want places for moisture to collect and for for gross stuff to to grow and impact food and things like that well they have to take out the existing floors or just be on top no no this is like a sheet flooring so it'll take out the sheet flooring make sure that the uh the slab underneath is dry and then reinstall one continuous sheet floor in there and part of it is we've had a
017lot of equipment move in and out so there's been some damage due to that and some other and just I can't remember the last time we've done it it's been a long time so it's it was due and um so we again were able to get it paid for by the state so we're moving forward that that's nice yes because it's it's incredible how expensive how what John do you remember what the the cost to do those two projects were 37 and 22 59 $60,000 to change the flooring in those two kitchens we do get a bonus each one is about 3,000 less if they don't have to put in a moisture barrier per se but if they do then it's 6,000 more so we it could come in a little bit less yeah contractor
018said we may have to put in a moisture barrier here that's really good that's the that's the issue moisture getting into the sub I guess you don't want to go cheap on something like that either well we wanted the last right because you know we again we haven't done it for years we don't want to do it while any of us are here be honest let the next the next Administration take care of it um so that's kind of what's going on at the schools right now other than the normal uh maintenance and cleaning that takes place want to invite you on the 27th at noon we have our end of year celebration uh Dr Moody hopefully I have to talk to him to confirm but hopefully he's doing Smash Burgers um over here behind
019or at the high school in the quad area and he brings his gonna bring his black stone he said and make smash murgers we'll have potato salad everything else just an opportunity for all the 12-month employees to get together and celebrate the end of the school year so that's that is on on the 27th noon at Chino Valley high school and if you flip it over um we finally received our sedexo contract today this is something that will allow us to continue our relationship with sedexo uh it has to be reviewed by the Department of Education which has I assume it's been submitted to our our liaison at the ad so they can review it hopefully it'll just take a few days to get that done it was one page one and a half pages
020in length it's not a hefty document so um but it needs to be board approved and we can't do it tonight and it has to be done before the end of the month so what does that mean it means a special board meeting uh Miss Marsha can't can't be here next week she's going on vacation Mr Fogle is on vacation next week um M Mortenson said she can do it at 2 o'cl on Wednesday I'm hoping that you are both available 2 o'clock on Wednesday I am not but Cindy said she will be here and we'll run the meeting and we're talking about it could be virtual so you don't even have to be in the room if you don't want to we're talking yeah 15 minutes max to to to get us together Wednesday
021Wednesday we may do that6 yeah I'm good two o' 2 p.m. on the 26 works for both of you y have it in my calendar okay so um Karen will get an agenda out tomorrow probably and we'll have that um available and it'll be so Wednesday at two o'clock we'll have our our um meeting to approve the sedexo contract said five o' yeah I think we should have a quorum if there's an issue we may give you a call but I think it should be fine so that's wedn any questions on anything addressed in the superintendent oh yes um and Sam you'll have to forgive me I don't know your last name I'm gonna let you why don't I let you introduce yourself this is our new food service director for with sedexo pleasure to
022meet you the camera will catch you pleasure to meet you president Thomas members of the board my name is Sam schoy I Am the new area general manager for sedexo in charge of the whole Northern Arizona territory if you will ranging from here to next door of the Neighbors in Cottonwood and all the way down to Fountain Hills I'm from Gilbert Arizona here currently have my house there I bring 10 plus years of school Food Service experience to the table with affiliations with ad NDA and CD as well so I've served in three different states and I'm just glad to be back in Arizona and helping schools here helping us Thrive and through children welcome we look forward to working with you thank you yes it's a lovely place and been here for two weeks
023and we're going strong and there's actually an agenda item later on the agenda to maybe put him in a tiny home so we're um we're we're hopeful and and but uh but we're excited to have him he he brings some good experience and we've had some good interactions with him over the last couple weeks so we're glad he's here thank you that's great any other questions from Mr SCH his last superintendent report anything youall want to ask okay all right then item 7 B1 is financial reports Mr Livingston please okay looking at the the month end at May 31st 2024 of May was a busy month for our budget it got increased by about million3 we took it up2 milon 4,000 for operating budget we did that on May 13th the end of the month
024uh we had a budget then of 20, 4,000 for our operating we spent 8,1 192,000 which was 90.5% of the budget but almost 92% of the days gone as of the end of May there's only 30 days left in June so we like that when we have a little lag rather than spent 95% of the budget 50% of the days have gone like that so we have that nice little 08 of a of a percent there so we we like a little drag that way Capital we've got a budget still of the the two million we' spent 64% of that we do have some encumbrances left some in our operating fund of course are salaries benefits we've got utilities and and fuel uh Capital we do have a few items that are still encumbered um
025as well and our our policy is has been for the last three years to just really really really scrutinize everything in that capital budget and we've been able to buy I think 1.2 million in curriculum last few years just because we've been able to to do that and it's been it's been really helpful to have those Capital dollars uh ending cash overall the district 6.6 million um the report there that shows cash is I'd like to just focus on that for just a second the one that's got the vertical and that's got starting at 010 in the upper left corner and it goes down to 9 959 the one is looking at there uh it's not really deceiving it's just it's got to be written in a certain way to show incumbrance so if we
026take a look at fund 691 it's about tenth from the bottom it shows the beginning cash of zero and what we do when we pay bills like tomorrow well Wednesday we're paying another $700,000 of bills out of this fund so we wait for those revenues to to clear the county account from the school facilities board and then we match the revenues to those expenditure invoices and we pay that so after we pay our bills to to our we've got seven different contractors we paying out of there cash always goes back down to zero so when we started the 23 24 year cash bu if you come along there you see the total revenue is 12, 2,000 so that's what we've brought in 12 million 2000 the reason expenditures are a little bit different is some
027of those if you remember back in July August September up to October last year we were spending money out of indirect costs not of of M to pay Millennium gas because they they shook our hand with us June 26 and said we'll have Del Rio's gas lines in by August gosh it was July 26 they they discovered the leak in the gas lines of Delio by August 4th they had them completely redone but they said when we need payment we're going to need payment tomorrow we can't wait around for the state so the expenditures are are a little funy there I'll have to Che those up because it's more than 9 million it's 12 million spent make sure was into that account right move it in shortterm borrow it and then once the cash from
028the state comes in so that's why we've got a little bit of but 12 million 200,000 has come in and then you follow it across to the encumbrances of 19 million and then you see the ending budget balance 17 million that's that's not quite right it's just that those encumbered amounts like we've still got $7 million encumbered for the high school we've only paid them about 350,000 for the high school agac because they don't have any units going they've been getting materials on site so we've got to encumber that same amount for next year same with territorial we haven't paid them much I think we've paid almost 600,000 on a $5.2 million budget territorial so those 13 million are all encumbered for next year so the encumberance are are the most accurate thing here about
02919 million and those will carry out in next month you'll you'll show them again the new budget y so so there's three things going on there's beginning cash and then Revenue then there's expenditures and incumbrances and those incumbrances kind of drag that ending budget balance out so you're seeing two things you're seeing cash but you're also seeing incumbrances which have nothing to do with cash so but it's a liability that we have to hang on to so it's it's it's kind of overstated so but the one that's perfect so to speak is 010 at the front end the very top one there is actually at the end of April exactly that amount that 1.4 million cash in because we don't count in cences for those we just spay them four times a year this is
030our our teacher special fund we just pay them four times a year so whoever's here at the time and the principles approved that they're on course and meeting standards pay them amount given this year was 13,500 per per full-time teacher that met all the standards so that that fund is doing extremely well and that but again it has no incumen so any any questions on the month end report again I anticipate out of the 20 million M budget we'll have at least a million to carry forward to next year any questions any musters all right uh Mr Student Activity fund report case great so that's that's on the following page and that's one uh our purchasing person Charlie all purchasing and accounts payable does and if you look there in the incumbrance column second from
031the right you see there's no incumbrances so that 164,000 cash has no incumbrances against it so it better not be they're not in school anymore yeah so because that that is connected with a student motion student body motion to approve expenditure so way to go anyone that's involved in watching Student Activity accounts they had their last meeting to approve their last expenditures before school let up so then we could write those checks and one of the later later things was in May I believe M Crawford might correct me but I think they went on the senior trip in May is that right so then that was the last big expenditure from student council went to California it was all approved funds were in the account all I can say is really well done on the
032Student Activity takes a lot of time and and dedication on the part of our staff to make that's all I have on thank you so much item 7c is our Chino Valley Unified School District Workforce housing project Mr SCH so um six months ago um I was several superintendents were approached by um Tim C of the county superintendent saying hey there's another housing Grant um and you got a month to take care of it to get everything in and so it actually no one was ready for it and so um no one applied for it and and so the County Schools office said hey there's going to be another opportunity in September for this and so that gave us plenty of time to to plan and so um I've been talking to Cindy and um
033we've and then also Chris sheriff who's our facil director and I was we have a piece of land at the high school that I thought would be an ideal ideal location which is on the northeast corner over behind the softball field and we have done a great job about getting our single teachers housing um we could use something for more f for more family housing um so there is again the opportunity for this grant uh we also know have have been told that if we partner with other entities that we might have an advantage in um the being awarded this this Grant and so we have reached out to the town of Chino Valley to see if they would like police housing um along with uh the central Arizona fire and medical authority to see
034if they would like firefighter housing and both of those entities were excited to hear about this grant opportunity we met Cindy and I um met with both um groups and so um we have if you if you look on the um there is a satellite picture of kind of like the location you can see the softball field there um and then there is a um Chris Sheriff reached out to somebody um who owed us a favor and they kind of Drew up some plans and so right now on that 6100 squ foot area which is behind the softball field and we would move in the softball field fence we would move it in um the softball coach wants that because there's a temporary fence now we're not hitting enough home runs and so they'd like
035to fence in a little closer so that would provide some more area um we are thinking that we can put four duplexes or eight units on that property um of the 61 thou th000 square feet we have access to Road one East through an easement so they the um residents would not have to travel through the school they could directly come off of one East to that property uh it was a it's 1300 foot homes um three bedroom two bath homes um easily it could either be multiple single people or um families that could live there um we're thinking also longer than just the maybe the transitional housing this may be longer term housing um but the the neat thing about it is this would be a $3 million project it would only be we'd
036only have to come up with 10% of the funding so that means that we could potentially come up with 8, units and what the proposal would be would be $100,000 from our school district $100,000 from kma $100,000 from the town of Tino Valley and then the fourth contribution would be the school district providing the land and so um because we would be providing 200 half of the um half of the donation or the contribution we would get half of those housing units so it would be four housing units for the district um and then each $100,000 addition $100,000 would get two additional housing units so the town will get two units the cap would get two units they decide who stays there and how they want to use those housing units they're Theirs to do
037that um just like ours housing units would be for us to decide we would all be on the same rent amount um things like that uh to and then it would all be all three entities maintaining these housing units this would all be contingent on obtaining the grant um it's a right now we're being told it's a $30 million direct Grant from the federal government um through Senator Kelly's office and for Workforce housing so that would be this is an ideal solution it would be the exact same process for selection selecting the grant awardees as we were awarded last time we have evidence that we can we can deliver on what we say we're going to do that would be an advantage we have the partnership we have um ideally um we would have support
038from the other two entities this is just information only at some point down the road we' come to um with you to you for an IGA we just are kind of testing the water to see what kind of um interest there is from the board Cindy and I are meeting with the Town Council next Tuesday for a study session to give them the same information and um to kind of so that they have this they we can kind of get an idea from them what um how they feel about it so again our partners would be kma and the town um estimated cost would be 3 million only 300,000 would have to come from the partners um eight units uh I'm trying to think if there's anything else two for kma two for the um
039fire depart or the police department four for us and the third the well this is being the Fiscal Agent is Coconino County and the the operational agent is Yavapai County that means those two Counties have the first opportunity to apply for this grant this is the same thing happened in the last Grant then it opens up to the 13 rural counties and so really um I we have a I think we have a really good um really good chance if the grant is out there to get this money if we can move forward with some kind of plan we have we have a location we have you know a a track record yeah a track record we also have a plan of what we want to do if we can get the support from the
040other two entities we can show that and so um that's what kind of wanted to throw it out there and answer any questions you may have um and again we're not voting on anything I ask you just kind of get the feel for the what the board thinks about this um we went through Coconino to get our first uh housing Grant didn't we it was the same same thing the the Yavapai County Schools office was the one that actually uh evaluated the the the proposals they awarded it Cino County was the Fiscal Agent so same basic process that's the same it's going to be the same committee even that approves the project and we were told that just because you got it the first time does not mean anything as far as NE negatively um
041for the second go round it would be positive things that would it would impact so I know the town's excited about the project so I think of anything bad to say trying the the the cost to do this normally at three million none of us would be able to afford it um if we can get this grant we it's free you know free money um a 90% match is enormous and so we can't pass up this opper in my opinion much better than the the first 10 yeah we that was only a third one-third match yeah so we had to come up with the with the other million dollars to do that we can get um you know figure for us it'd be uh 26 40 um you know 5200 Square ft um which is
042less than what we paid for over or that we have over there but um no it's actually more than what we got over there for uh one 15th of the cost it's hard to think of any negatives on this and the utility wise the nice thing is there's um sewer access off of one East there is um we have water um which we actually do city of presc water um electrical we'd have to bring in but the utilities are right there also so it's it's kind of a it's kind of a a great location U because of utilities and access and it wouldn't impact or would yeah the rest of the campus it's not like the C central campus or anything so it's kind of land that's vacant now um so it works out really
043well any other comments be great to help some of the teachers or people you help with yep great all right well no other questions then we'll go to item 7D our 2324 retention information miss good evening and shair board members Mr SCH Daniels I wanted to share with you um information regarding our retention rate of our um certified staff which includes teachers and counselors and U we're really happy with our numbers um you can see that I gave you um the total teachers and the point five is that we have some positions that are half at maybe at one school or another or we have people that work just part-time for us um and then you can see that um the information given about resignations um so we started off with a total of 127
044um FTE or full-time equivalent teachers and then um we had 22 resignations uh two terminations seven retired retirees and then I took off of there um the position reductions because we had two positions at each site that we did not fill because of the budget limitation right so if you look at that um you can see that um we've went ahead and retained um um you know for the majority of the schools about mid 80s a percent which I think is really um good and it shows that um you know we're having a still about a third of our or uh little less between um 20 to 30% of our staff leaving but um but I feel that the numbers are have increased since last year last couple of years um then below that um
045the classified staff was just par professionals and office staff because I was looking at the numbers that really pertain to the schools and that their staff there and you can see that we had 90 total employees 19 resignations uh three terminations and four retiring so um you can see that overall we had about 29% that left and um we retained 71% and those are things that I have for my goals for next year in the HR department is to look at retention and how we can have our employees stay with us especially for the amount of time and effort they put into their education and we put into um helping them get to where they need to be so you have any questions for Miss W while she's here on this one thank you for
046the information that was very helpful moving on to our consent agenda if we get a motion to approve items a through p [Music] ftic all in favor I okay item 9A teacher performance a valuation adoption Madame President members of the board happy June I'm GNA um have anuka come up here with me and um we are here to request that we um adopt a new teacher evaluation it's not really new it's just updated it's the same um program um framework Charlotte Danielson but we um went to the state and the state has improved their tool and so this is based off of the state's tool so we're here for questions or you have it in your um I don't know if if you had time to look at it um we follow the policy they
047spent about one million hours on this I can't tell you how many hours we spent on it and then um we had the committee so we had a special a teacher we had two gen teachers one is a self-contained teacher one was a Content teacher from the high school we had an elective teacher Sonica and we had four instructional coaches and then Brandy and myself Fant and we started on this in February and um we looked at two different Frameworks and the committee chose um Charlotte Danielson So Randy and I really just um let the teachers look at this and coaches and decide what's best for them because they would know the purpose of the tool is to improve instruction so we really wanted um input and buy in from teachers Jo me and I'm
048express my total ignorance I thought we had a prior evaluation process or was this the first time we've done this we did about gosh I want to say how long we do that 12 years ago no I thought I you were you were on the board back way back then I thought we that's why was was timed up David no that's that's and I have to tell you this was our third go at it um over the years Brandy and I have served on um three different committees and um every time we would start on it it was just so overwhelming and we're like okay we'll just keep it and it still matched the state but this time we stuck with it and we had a great committee and um they were really determined to
049make a difference in the teachers anuka do you have anything um just that the the conversations were really um wholesome and had the best interest of all stakeholders not just teachers but the kids the community um and the people being evaluated as well as the people who will be evaluating um it it's a really it's colorcoded and Julie was really proud of that but as somebody reading it it's it's easy to read and it's easy to know which domain as a teacher being evaluated what it is that they're looking at and why um as well as the evaluator I imagine can probably just Channel it a little bit better um it's it was the mindset of growing uh was a big piece so rather than having staff who are not uh you know where they
050should be or maybe they need to work on something um and they're being maybe feeling like they're being put down uh it's more of a we want to improve we want to give them the tools and the resources that they need to improve on whatever it was that they were docked on so that they can come back stronger and better um and then serve our kids so the the appendixes and the the live Doc and stuff show all of the the forms for those remedial um processes as well as um self evaluations video evaluations which um I hate watching myself teach but that is something new we added Peter that wasn't with the old um evaluation in this evaluation tool um in order for a teacher to be highly effective they have to self they
051have to videotape themselves at least 20 minutes with instructing a class and they have to do a self-reflection that's cool and take that back to their principal the principal won't ever see the video just the teacher will and they'll have to fill out the self-reflection that you that's in here in the packet and um what was the other thing we added we added the video self reflection can you hear [Laughter] me oh the instructional coach thank you um we added the instructional coach into this evaluation and so they the teachers will have to do a professional growth plan and they'll have to do that and work with their instructional coach to write that plan based on their current evaluation so where where do I need to grow so once this gets started that will happen
052in the spring once they finish their evaluation and the instructional coach will work with the teachers to do that and then the instructional coach will meet with the principls and give the principal all of those um professional plan growth plans three questions um do you know of any other districts that's utilizing this tool there are districts in the state but not in the two surrounding ones actually one surrounding one didn't want to share and then the other one is using a different framework what a problem um okay that about how long is this process going to take for so there's a timeline so if you go to it's it going to be in the append right one thing they did really really well was clarify all the language that described the teachers performance before there
053were so many things that were ambiguous about it that the it was more subjective right so it was very subjective and we wanted to take subjectiveness out of this because a teacher could be evaluated by three different principles and come up with three different scores and we wanted to take that terminology out of this and either they Master it or they don't M so um we wanted that so if you go to your pendix list you want to go through those um help me um so the timeline is there for the principal and the teacher to follow and the instructional coach fantastic okay and then if you go to attend B like um Cindy said it's really explained in here what is expected of the teacher and what the principal should be looking for we
054gave a summary of each domain which those four are Charlotte Danielson and then there's a rubric and the rubric our goal is for every teacher to be effective if they're highly effective then that's wonderful but um we as you can see it's molded the effective and um if you look in that rubric we also give attributions attributes and so that's what another example this kind of describes what they could be doing to get the effective and then this one there's an artifacts if you go appendix D it gives artifacts that the teacher can share with her principal for each domain because she may not see everything in this uh evaluation tool but the time that she's with me for that hour or um and so I can come back after and say you know you
055didn't see the student portfolio but here it is and this is evidence for domain whatever wonderful as an employer and an employee I know how important this process is and the reason why I was asking the time frame is usually the more in depth you have to get into it the less likely people are to do it but the thing I have found is number one there should never be anything on an evaluation that they don't already know and that means constant communication and this is what this is doing that's right Sindy and they will be two principles and instructional coaches will be using that tool for their walkthroughs as well they would not go in for a walkthrough looking for all four domains but they would choose a domain they're going to focus on
056that would be my recommendation is to choose a domain you're going to look for that month during your walkthroughs let your teachers know you're looking for this one uhuh and because under each domain are best practices that every teacher should be doing and every principal should be looking for there should be no questions wondering what am I doing wrong or what should she be doing I think it's more valuable to the employees KN what's going on your real rather than now those are the evaluation and you know what everything you've been doing wrong instead of right I like it well I have one criticism no you find a misspelling No appendix C if you're over 40 you can't see that SI I agree but I just have to hold it closer I did that and
057it still hurt my eyes by the time I I got we wanted it to fit on the page nicely didn't we well please guarantee you you have some staff you have over 40 staff on just had to be trying to read this stuff a chart like that no really I tell you I was I know it's hard and we'll work on that Peter we need to make the print bigger I got will do that I'll tell you there are many hours our committee spent many hours and then Brandy and I took what our committee requested and spent hours and hours I'm not a computer Guru so Brandy is so she spent hours formatting or format's great your format ry's having a hard time hearing some us can't see of us can't hear yeah what do
058we say just smile hopefully this tool will help retain teachers too because they'll know where they're at what they need to improve on and they can work on that and if if the teacher showing I'm improving that's when they should be praised for that you know right and honest yes all right well this is an action item if we could get a motion to approve the evaluation adoption then I will move on agenda item 9A adoption of a teacher performance evaluation partially let's say with an amendment of larger type size we will send one to you here thank you m fantastic all in favor I thanks ladies thank you very much item 9B teacher St staff so our um currently our Ada unit has not been utilized um this school year so um and our
059policy states that District housing shall be reserved for full-time District employees and a lot of our employees don't like the layout it's personally my favorite but you know I'm not renting it but they don't like it because it's one big room the um the kitchen's off to the side and then there's a living area in the bedroom because you would need that um room for somebody that would be in a wheelchair or whatever and so we are we were asked about renting it out to um one of our um sedexo Partners um and um totally happy with the unit um the other units we currently have four units available one has been spoken for by a teacher new teacher to us and the Ada units another one that's available we have two more available my
060plan is which I've sent out emails asking if it if we have even classified staff that are interested in the units so what I'm looking for um today is to get your permission um to wave the policy just for that particular unit not the other units with all the same policy the two-year term and that's things still exist yes yeah all of the same they'll they'll sign a lease and they'll have to do the same with the deposit first last month deposit all that stuff and under the same rules of no smoking no drugs no pets that those things will still be part of that okay any questions no okay this is also an action item if we can get a motion to approve the uh teacher staff housing policy I will motion to approve
061the way of the policy GCB D- a so that SED sedoso sedexo sedexo I'm sorry food service manager can rent the Ada teacher meeting tested second all in favor I thank you welcome item 9C Personnel reports you have the Personnel report for June and also a small supplement um we have six new certified staff um teachers five new classified uh six resignations one termination one um individual declined the offer of employment two certified changes 16 classifi changes three extra duties and 187 time sheets anyone have any questions on tonight's Personnel report number 18 what does that mean uh resignation by default well that's because it's a classified substitute that's a great question and what happens is that um the HR department Shelly we she reaches out to our subs and sees if they want to
062continue being a sub um for our classified positions in the in the district and this person never responded to emails or or phone calls so fact that's the what we're calling in yes yeah all right see no other questions um I'll entertain a motion to accept tonight's Personnel report along with supplement my turn so I will say on item 9C I move to approve the Personnel report the I was second all in favor I all right item a Mr L thank you um budget yes yes members of the board so item 10 proposed budget I mentioned a few factors I'll review them and then uh the way I see it many factors in play and then there's another one that I did speak about earlier uh student count I just estimated for the beginning of
063the school year to use last year ending student calendar 170 that's average daily membership that's not taking into account all the heads and seats that's the weighted student account that we end up with for actual membership the base level has been increased but we'll leave that now at the $494 per student we know that's going up 2% to just over 5,000 we're basing 350,000 coming back from the capital fund back to the operating fund that reduces the capital fund for next year 1.1 million bumps the operating fund up to 19 350 canot mention these uh five of the budget there's a really small spot there to put in if you want to do it adjacent ways Levy we've done that the last several years and we propose an adjacent ways Levy it's right in the
064middle of page five and it's got a little sign there uh District moded writing P by districts that are levying any amount for adjacent ways must in the truth and tax worksheet use this number and that's got a $350,000 number there that increases the tax we went through this the other day with President Thomas and with Daniels increases the rate right now it's $993 up to $12.66 so $100,000 home assess value in the district that's what the tax rate that's assess value is for the tax purposes was paying $993 for $100,000 valuation now that'll jump to $126 valuation so if you've got a $200,000 basis for your home it'sit 126 * two or $252 so a slight increase about uh this year's Levy was 250,000 next year we jump to 350,000 jump $100,000 uh for
065the district uh we ended the year with about 240,000 ,000 we add the 350,000 next year so that would lead us into a good spot to do two or three things we've got a quote from Road Runner asphalt they do a lot of fire lane work uh and we got a quote from them for over 1.4 million for some adjacent ways eligible expenses for next year things like fire Lanes things like bringing in fire lane over here to the mini to the houses on the east side that we might put in um just for the fire LAN this year at the many houses on the west side of of Del Rio and that was $70,000 to put in that fire lane from this portion of it it didn't cover it all and the work south
066of Del Rio just the work South where we put in French trains we put in parking we the parking areas there was 43,000 so we have slurry seal coats we have chip seal we can do in several places to increase the the license expand of fire Lanes uh we also have some subsurface soil that has moisture issues and other issues uh we got a quote from Road Runner for 1.3 million to do some fire approvals hopefully that'll stand up in the next couple years and we can chunk these over the summer months when uh fire lane U operations are are approved rather than during the school year where we really interfere with traffic so that would be an additional factor that we want to increase that way $100,000 a quick question are all the improvements
067around the perimeter of territorial now done we talked about earlier I believe several of those are not done because I walked every every square foot of the fire Lanes last March of 2023 with Sunland asphalt and with James from Road Runner and that was one of the places to the north of territorial especially that that still need to be approved well that because you can't go that way because of the construction but last time why it look like there's an awful lot yet to do that's that's why I was asking the question then for instance this area immediately south of the district office might be 130 by 90 ft wide that's all considered fir Ling that's all considered eligible for jent Waste funding and you don't get adjacent waste funding unless you do the taxation
068U piece and then we have to notice that in the July meeting with another uh public hearing and then just we can present our needs it's a really effective way of increasing these otherwise we have to take it out of our capital or out of our operating fund that are really really tight District maintenance for fire lanes and again the one on the east side there would be an expectation if we move forward with Kaa and the local PD that we would put in the fire lane on our own property and this would help us help us with that now there may be some grant funding a little bit available for for that but this is this we don't want to end up short I sound and valid the way it's written any questions further
069question no I just want to reiterate that I'm glad that we're raising the I'll be honest there was another proposal to go even higher I was on board they talk sens me so thank you thank you all right this also as an action item in uh I'll entertain a motion to approve tonight's expenditure proposed budget I will approve motion to approve the FY 2425 District expenditure proposed budget thank you all in favor item 11 a ufli ponics adoption Madam president members of the board I'm up here again so we are going to talk this time about um some aonics curriculum for territorial I came to you a couple of months ago and asked if we could um pilot it and territorial had several teachers pilot the program and we had our me last meeting on
070May 15th and I just want to read some of the comments um from everyone do please note that I had um three parents three te teachers and administration at um both of my adoption piloting um meetings so one thing that happened not only did they pilot It But Lizzy their instructional coach did a training a presentation of the youly curriculum to the entire staff there was a 95% um attendance at that meeting I was there as well I was very impressed with Lizzy and how well she presented it and um the teachers seemed to be very excited about it not only were they teachers there but they were there were classified personnel there as well which is wonderful and um teachers are seeing the teachers that piloted it said they are seeing an increase of
071confidence by their students and that a parent said comment was that my child went from not wanting to read to reading every and so they were very excited that that confidence was there with their with the child um the consistency helps the students become comfortable and it helps um students stay on task they know what to expect and their scope and sequence I know bry's teachers worked hard um creating a scope and sequence with the curriculum they have now the Wonders program and they um combine youly and the wonders together so they have I've seen it it's a beautiful nicely formatted um scope and sequence and colorcoded it's primary very primary um it's a spiral a spiral so that is really um one thing the teachers like as well so I recommend that um you
072vote to adopt this new um curriculum you fly like I said I used this 20 years ago and when I taught first grade and I absolutely loved it so questions anything to help the children learn that's right I think it'd be very beneficial all righty then see no other questions we'll entertain a motion to approve I guess on agenda item 11a I move the adoption of the ufli fic program thank you I second all in favor I I thank you very much yes okay item 12a tonight is just the first reading of some revised policies i j n DP use of Technology resources and instruction I found this kind of amusing um one change was they took out a reference the compact discs and floppy discs when it comes to technology um but mainly it
073has to deal with or it deals with um how AI artificial intelligence should be used in a classroom and as part of instruction um they talk about using it in an ethical manner um something that can be accessed to all students um um those that are English language students or um maybe have disabilities of some kind but really it just provides some General guidance as far as be careful with how you use it is how I I kind of read it um this is was provided to us by the asba so this is their their their policy that they would give to all all districts it's not something that we put together and um again it's a first reading so things can be changed between now and then but uh pretty generic stuff can you
074know any examples of the AI that could be used in the classroom or would be well I know that in many in some cases there's um there are students that are using AI to generate and their work um which isn't necessarily that's not their work necessarily but yeah translation is a so using um translation programs AI programs to translate like if a teacher gives a handout in English and we have a student who has no English skills whatsoever they're using like Google Translate for an example which is a type of AI it translates it for them it can read it to them in English and Spanish and things like that so that's when we were using it to enhance learning right now but as John pointed out we've had a few students wander into plagiarism
075land but the high school has owned subscribes for year turn in.com yeah to turnit in.com and we've been subscribing to that for probably seven or eight years and it's a program that allows teachers to run students work through that a AI program to identify whether it's been plagarized or not just curious for the viewers some parents are concerned about AI I I do like that helping children to translate from their language to English so they were English to their language so they can understand and that was the main reason why I asked for examples because to me those are that's just technology that's right not a figure that's been produced so right well and that's that was going to be my only comment AI has gotten to be such a generic term right that there's
076some neat live streaming programs I've been watching some of the national papers have had programs and all and it leaves me more confused than enlightened just because is what we want to talk about it and that's that was my sort of main question here but I think the example of the language one is a supreme good example of I call just technology than AI so AI won't be taking over actually teaching our children is what I'm concerned about I don't know Marsh our retention rates are pretty good I think we're okay but you know what I'm saying yeah well human o robotss are not going to replace teachers in our our lifetime know I'm impressed obviously I'm using Ai and I didn't know it so this is awesome that's pretty amazing no we don't have
077a no no plan on the horizon to replace instructors with artificial intelligence Personnel children need as much absolutely well this is just a first reading so there's no action to be taken on it and we move to item 12b which is the first reading of new policy daa fund balances Mr okay this this uh came I guess to more scrutiny or to more notice when I was doing the annual financial report last year for the October meeting that we had in palden I believe and there's now a page that you have to fill in your unspent fund balance on the annual financial report so if you've got a a million dollar budget and you spend $900,000 your unspent amount is that $100,000 so that would be a 10% unspent amount the state likes to consider
078that fund balance except over for the next year and so many districts are struggling with that now U those respectable or what they consider within range I've talked to the auditor general what do you consider is in range and is pretty hard to ignore for years and years and years and years they look at 4% so that million dollar budget if you spend 960,000 you got 40,000 left say if you don't have 40,000 left over on a million dollar operating budget you may not have enough to to operate the first few months of next year uh if a slight increase in say State retirement rates comes along I came to Arizona those of you that were working in Arizona public uh employee uh pension back in 1999 2.4% of my salary was put into my
079own account and then the employer would match it by 2.4% and it was so low that we had employees uh Cino County that weren't even on it they thought it was just a joke so they would take their their employer and their their own money and stick it into a 401k and thought that was better well now it's 12.2% because they've increased it because they couldn't reach payouts um so they've increased it so we have nothing to to say asrs increases that from 12 the 15% we have nothing to say if the federal government increases the 6.2% for associal security to 88.5% we just have to adapt we have nothing to say minimum wage jumps like it has the last five years so we have to have some reserves so after some discussion I've uh
080just some data the auditor General's got reports on 207 school districts if you go I think it's the second to last page in your packet you see a a nicely colored report thank you Karen I think I gave you some some of these copies you've got yellow you've got red you've got blue you don't have any pink or green or orange yellow red and blue and they they kind of indicate a pattern they they draw out four districts that are in in ex extreme difficulties right now making current um the big deal is that make current obligations so if you can't make payroll you can't pay for your accounts payable you're in one of these four districts it gives you the names left of these four districts and they all have at least five knockouts
081on these 10 Factor uh we've got two if you go to the page just up from there uh change in fund balance according to their data from the 23 year says we've got a fund balance issue high-risk financial position general fund change in fund balance uh and then so we would be one of the 27 out of 207 that's the only real serious Mark that they have for Chino Valley District right now um I don't really know if it's reasonable to try to say 8% of it at one District down in the valley U I think it was tols to District they had 15% goal for fund balance so on that million dollar budget they'd be spending 850,000 and then they stop and I don't know that's I don't know if that's really realistic if
082you have a lot of one-time money that's that's coming in uh donations like back in the day there were some grants in the 80s and 90s in early 2000 from Bill and M the gates they were one time software and Hardware grants those if you're living off money like that it's a it's a slippery slope you don't want to you want to live off your foundation funds like our $20 million budget for the current year 12 million came from the state n or 8 million came from local property tax you could say that basic sure there were some other funds so so we're positively funded by the state other districts get nothing from State Equalization it's all done on the property tax but those are just things that I think uh if we we make
083a goal and say go back to the million dollars at the annual financial report that I bring to you in October if we had a million dollar budget I would have to State again what our fund balance policy said which I couldn't really say last year I said our fund balance objective but I couldn't really tie it to a policy uh if it was 4% and we spent 950,000 we'd still be under that would be excuse me make it because our fund balance would let us spend 96 60 on a budget of a million dollar 4% be at 40,000 left well last year I just said it was 4% and we came in with maybe 30,000 we had spend but if I made it to 5% we so it's it's a goal that we have
084lots of variables we look at overall cost we look at overall Staffing we've got a staffing plan to to stay within our staffing limits and our St plan and then we look at overall revenues and side and all of those have to be in balance and I think we we spent a lot of time uh I gave you a copy hopefully it was in your packet we do have a policy called da fiscal management I don't know if that made I cited that there's there's five priority objectives in their policy da and one that I focus on is to maintain within budget limits uh a level of per student expenditure needed to provide high quality education I don't know if you got that it was not put in there so that's just one that we
085have if you approve one here and you might call it daa or da2 or U I did put in a sample but I cited those so this is a draft if you want you want and it's on the agenda item I guess the draft and I just put in those in bold there reasonable level of unspent budget balance and the operating fund is 4% that would be unspent annually Capital would be and capital is powerful because it could go back to operating budg if we need it uh would be 20% so any other comments this would be a good time we bring this back for approval and Adoption of the [Applause] July the only note I want to point out is on the policy uh proposed policy is a b AA and it should be
086D as a dog AA so that's we can make those changes between now and we'll have a corrected version for the um adoption I'm just glad our school district is doing pretty good we try to really follow that that policy we already have daa best policy best possible budgeting and then greatest education returns but it's really a balance you can give up something to get something else just try to do that cost benefit analysis thank you this again was just a first reading no action this evening however with that see yall next week well maybe probably not a few people will be here yeah I'll be here