001all right good evening everyone I'd like to call this meeting to order and welcome all of you thank you for joining us this evening if you are able please join me in the above the case there's a flag in this I pledge aliance to the flag of the United States of America and to the Republic for which it stands one nation under God indivisible with liberty and justice for all thank you moving on we made a motion to adopt tonight's agenda Madam president yes please can I make a recommendation that we actually um we're going to for 7K we will just put that off until November V absolutely so the motion needs to include um except for 7K correct only 7K cor thank you so I'll make a motion to adopt this evening's agenda minus
002item 7K a second a second fantastic all in favor I all right call to the Public Public all right then we're going to move on to information and discussion items and first up is Dr Ed Moody from delal elementary oh we go back fantastic um Madam president members of the board um esteemed colleagues um I think all to often in these meetings and in the media and in um our daily discussions and talking to parents we we don't hear enough good things about what are going on in schools and especially you guys sitting on the board you you don't get to the schools enough to see all the great things that are going on um and one of the things that has come up at this board meeting time and time again has been the
003increasing number of Spanish speaking kids that we have e kids that we have um SEI kids or whatever you know we're we're using these days and that always shifts in my mind um so I thought I'd take a moment um with um as we're kind of rolling through schools just to take a second and show you something that's really good about and what we're doing with those e kids that are coming to our program um I I do have to say um um in full disclosure um our e teacher is Mrs Moody um and and she does um she she does great things I didn't hire her and I don't evaluate it but um um she has a um Aid in the classroom with her AA in the classroom with her and um she has
004a variety of things I'm going kind of go over the the format of what she's doing here in just one second um but first off we sat down at the very beginning of the year and Cindy Daniels was part of those conversations and there's been several people looking at what our goals are um and I'm going to start at the bottom and work our way up um obviously we want kids to be able and I've said it before this board time and time again and on my campus it's like leading the dead horse you know we want kids to learn how to learn and we want them to enjoy where they are and we want them to be successful socially that is to say to build friendships to build cohesion to learn how to function
005in classrooms and in society and with one another and I would hope that if you're coming to our campuses any one of our campuses kids are holding doors open for you you're saying yes sir and no ma'am and we pledge allegiance every day and we do those those wonderful things and that's part of our our society and our culture and so we're we're acclimating kids to that culture to the the culture of Del Rio and the culture of of uh Chino Valley obviously we want them to be academically successful and if you come here and don't know the language and don't know the the social cues and you know like we have obviously kids who come in and they don't understand to ask a question you raise your hand and you have to start with
006those things and so we want them to be not only socially successful but academically successful and give them the tools to be academically successful and then obviously acclimate and assimilate um to our culture without losing their own I'm going to come back to that in in just one second as well um and then um you know because we are a datadriven society you know we look at math scores we look at reading scores we look at writing scores um the primary testing function for the um um English language Learners in Arizona is the AEL test U measuring whether they're proficient in English or not and they take that at the end of the year um typically in March we'll start testing kind of in February and move into March um and and we're preparing them
007for that as well part of what we'll do there and I'm not going to mention it um when I talk about the E class and some cool things that are going on that we're trying differently because I think that's one of the great things about education if we don't show kids that we're learning and we're striving to do things even if we kind of drop the ball sometimes um that they're not going to follow in that so we're we're trying a couple different things but one of the things we will do you all know about Friday School we've mentioned it here um several times um in um second semester January February and right up until the test we have um Friday School boot camp for kids who are going to be taking aella as well
008um and Mrs fips who's one of our fifth grade teachers and a um Spanish speaker as well as the parah Veronica aan who was in that class and Mrs Moody will be will be doing that boot camp next um semester for our kids and she already knows those kids she has a relationship with those kids and we're kind of moving them along directly to that test so those are our goals well how do we do it um we're doing a variety of things and then I'll kind of show you what it looks like and and it looks like the sun doesn't like some of those but um the the schedule um for the E classes um um it's it's kind of like a jigsaw puzzle and if you wanted if you were to call at
00912:30 and say to miss apman or Mrs Moody hey what are you guys teaching right now she would have to look at a schedule um it's it's kind of in and out but she does reading um specifically for English language Learners in third fourth and fifth grade she also does writing for fourth grade specifically um that is our largest group with the lowest level of English proficiency um and then at the very end of the day um we've made a decision at Del Rio um to have a beginner English class what I mean by that is we have nine kids on our campus that speak zero English and um so we've put them they're in the reading class they're in the writing class but we've also put them in this beginner English class which is
010at the very end of the day it's 40-minute class and it's not associated with a zel though it's going to help them it's not associated necessarily with with any particular standard-based um U progression though it's going to help with that it is a social acclamation class and I see those kids coming out of there every day smiling and every day knowing more English and wanting to use it and and so they'll come out and they'll walk up to you and you know what what they talked about the day before cuz they're trying it out hello principal hello America how are you I am good how are you and that's kind of where to stop at that point but um every day it's something new and it's something different today they were going over some vocabulary
011and they were going over um emotions and feelings and I have some of these pictures here and the word that they they put up the definition um the kids have to take the English definition and then translate it into Spanish and then they um because if you can translate it you know it and then um um they'll put something up in Spanish and and Kira will translate it into English and they kind of go back and forth um but the word today was um um surprise and that they were working on while I popped my head in there for a moment and if any of you know me kind of one of my the greatest things to do during the day is like pop around corners and surprise people cuz it's funny um and um
012I was kind of waiting outside the door and um she come with a definition what's the word what's the word and finally this this little boy goes and he he knows zero English 3 weeks ago and recently surprise and I jumped in went surprise and the kid fell out of his chair and so um my point in that is he's he's trying English he's using it in that beginner class and he has with her a couple classes during the day well what do we do in those classes you can see some of it up there you see more of it up there um um obviously they're translating on a kind of a um on the-fly type of situation um they're translating um um verbally they're translating on whiteboards they're translating on paper they're translating with
013the person next to them they're translating as a group um if it's harder um we're encouraging them to use Google Translate um what a wonderful tool that is and obviously obviously because we now have computers in the classroom and and you know we've had that for a while but um that's that's a huge deal um and in fact we had um um every kid loves it this Monday was our writing day across the campus kids write an essay for the entire day or until they're done and some kids it takes the entire day um and I say they love it sarcastically but it helps them prep for the the standardized test at the end of the year um gets easier if they go along well the kid who doesn't know any English what's he going
014to do and so we gave them the prompt in Spanish so they could write that prompt in Spanish um we gave them the documents in Spanish um and we have Maria Garcia our attendance grp translate those for us um and then we had them write it in Spanish and then use Google Translate to to turn it in um Google Translates now perfect um one of students I don't know what she wrote in Spanish but it translated to Seasons like what's your favorite season and why and her favorite season was duck and so I I'm not exactly sure what where that came from but we're using Google translate obviously we're practicing and practicing and practicing and part of the beginner English class as well as the reading classes is that they're required to go out and
015find three adults um to practice with obviously with the peers um and and um um Miss Daniels and um superintendent scha were on campus just the other day to um give teacher and and certified and classified up the quarter and I don't know if they heard him but as we were walking down the third grade hallway from my office there was a little girl that said um good morning how are you it's because you were the adult she was trying to get um and so come on there we go um we're reading we're writing and we're doing both of those in English and Spanish they're using flash cards and they're taking them home um and um we've had several students actually um and this goes to something Miss Daniels and I've been talking about for
016quite some time several students are coming back and like my mom's helping me with the flashcards and she's learning with me and that's actually a really cool thing to to hear as well um we're using foldables which are you see English on one side and Spanish on on the other um and as every um anyone who's ever been in class to understands competition is the is the biggest motivator and kids will do almost anything for a Skittle um a singular Skittle um so the budget not B but um the the biggest thing is every day you see kids coming out of there um what's that budg yeah we'll work on that once you s that just for you um but um the biggest thing is is kids at every grade level regardless of their capacity
017and ability um and I heard this from Miss Al this one of our fourth grade teachers today I heard this from Miss tips one of our fifth grade teachers and I heard this from Miss Bond one of our third grade teachers today that those kids are coming back and actually using what she's she's making them use and so we're already starting to see some gains um for our STAR testing and and reading testing for those kids and I'm super excited to see what they do not only on a z but on the sa well what does that look like just just so you can kind of see um you know some kids one of the things they had to they had to go up and and what's the word say the kid in the bottom
018left is my favorite like he's really really sad so um he looks so they were there were playing without um but you know again you know if you can if you can make the make the facial expression you understand what the word is this is this is real translation um um that's supposed to be the other way I apologize but um this is um she it's written on Spanish it's written in Spanish on the board they have to translate to English I love the one in r view it's on the right but um I like math they translated I like math and then they go from here she asks a question in Spanish and they have to answer it in English what's your favorite subject who's your favorite person um you know those those sorts
019of things um again facial expressions and they have to drawn um a surprising number of them as you can see here um when they draw faces and I don't know why this is don't use noses that just alwayss me out um but and Logo um but just that you know when we talked about flash cards last one here um they have to match the the cards with the um the cards on the left with the cards on the right and um the cards are in English obviously it's the word in definition words in green definitions in pink or red and then um then once they're they're done with that then they have to put them in order of importance um there's no right answer apparently I'm told I disagree with that but there's no right
020answer but they just have to be EXP be able to explain in English why they put them in that order and so this would be kind of a dayong activity for them or at least in class per so I just wanted to take just a moment um and that's the the the last one there I just want to take a moment and highlight something that's that's going on that you guys don't typically get to see um that that I think directly affects our kids and and is making a better world for our kids and that's really what our goal is so I'd be happy to answer any questions I know that was was um quick and sideways um you have questions I just think it's awesome that the kids are you go so fast and
021children do pick it up a lot faster yeah they do they do te their parents at the same time I've had the translators were their parents I mean foury olds 5-year-olds that were translating for their parents so this is so great that the parents are learning along with the children oh absolutely and and the teacher is too we were sitting in the kitchen the other day and my wife was asking for a box on the counter and she's like [Music] Rob so drood uh are these students um in Miss Moody's classroom today no so um so there will be a third grade reading class which will be during their reading time um during the regular classroom um but it doesn't take up their entire reading block so they'll come to her for 45 minutes um
022there's a writing class um which is uh 45 minutes as well which will be during their normal writing time so we have the time blocked out for each grade level um these kids at the end of the day this isn't actually the um these kids are in her her beginner English class um these kids at the end of the day we are taking them out of their social studies and or science time depending on what grade level this is a mixed grade class you know um third grade fourth grade and fifth grade um and we're we're hoping that this is going to allow them to be able to Garner more from the regular Ed classroom and we think this is more beneficial for them Aela wise um reading and writing wise than you know a
023a lesson on F clouds that they're not going to really Garner much from so the beginning English is that a 45 minute period class uh it's 40 actually right right at the end of the day but yeah it's a short class and U and then so how many total students are in this particular program 29 Del 29 yeah well and and we just involed another one today starting after the break 30 and there are just nine that are they Chang to us speaking knowing okay and then uh I was just wondering is Miss Moody is she a Spanish speaker she is not she speaks Swedish when she was nine her mom moved to Sweden Mary to Sweden mov to Sweden and they put her in classes on day one she knew no Swedish and by
024the end of the year she knew Swedish and so she kind of wants to mirror and emulate that for these kids but no she she's learning Spanish she went to has been to several programs and it's kind of slowly picking it up but she does not speak at yet thank you thank you well Dr Moody thank you very much we commend you and your staff for doing such a great job thank you all right next our superintendent rep Mr all right I'm excited cuz as of today um we are looking for only one teacher which is a science teacher at CH Valley High School we do have two openings on the website one of those is just um for Visa purposes we have a a teacher on a Visa that requires us to post their
025job and we have got it's a special ed position we've got no viable applicants so um that's the only reason why that second one is on the website and we have a special education care professional although that that could change in a in a heartbeat that just seems those are classified positions that come and go um relatively easily but right now that's all we have of than some substitutes and things like that so actually we're in pretty good shape stat-wise um and our enrollment as of the end of day Monday we are which is our 34th day so about a third of the way through the 100 days we are um about 49 ADM and most of this is at the U Middle School and High School um about 2/3 at the middle school 1/3
026at the high school and um there is a summary of the enrollment attached to your any questions on those two hours before I move on S about where we were last we were down we're down a little bit more this month than we were last month right so I think it's you know typically what happens is through the first semester especially at the end of the first semester High School tends to go down and the k8s go up so we're we're um kind of in that mode right now but just the high school's going down a little bit faster than the Cades are going construction update thank you um you all were attended the teage um r cutting I thought that went really well we are having uh we are hopefully fingers crossed going to
027have our final inspection tomorrow and people can move in over the weekend um and get settled during fall break and then be ready to go have a weekend their home and then be ready to go for it when school starts in a week and a half we are hopeful for that um and I I think they turned out really well we've got some really good press and it it um has gone um very well um we are currently still doing um I like using this this term this is comes from um the high school principal our Burn Unit which is our cvhs fire reconstruction we're still working on that after well over a year we have um if you've been anywhere in front of Del Rio you've noticed the parking lot um reconstruction we have
028the gas lines that the high school still going and then of course we have the hbac install they're actually working on the top the roofs at Heritage um right now along with the roofing project that's going on um I have under upcoming the D the Del Rio fire alarm that's actually in process right now um we don't have a we have a fire do we have a fire watch or we waiting on uh we we have a fire wash for one portion of right our campus so we're working on that right now we also also have that quote weatherization project at B which is painting um that's kind of in in planning right now and then we also have um we're waiting on when you order any kind of hbac units they tend to be
029months out especially for the kind of stuff that we're looking at so replacing the HBC units on the gym at the high school things are slowing down we were pretty hectic on construction things to be slowing down a little bit which is okay so um now that the Summer's over um and we're already the way through the school year either or not but things are are getting sett down yeah uh any questions on construction now do you have all the homes be rented we have one we have nine of the 10 um that will be occupied we have that 10th one that we hope to use to lure in a science teacher if that's what it takes so that's that's going to be the recruitment part of of the project hopefully get somebody in there
030so 9 out of 10 we do the Asda annual conference for those that are interested in attending is December 6 through 8 at JW Marriott if you are interested please let Karen know sooner rather than later those rooms tend to just fill up right away so let her know when the time comes for that to open up she can be Johnny on the spot and get those reservations then CU it will it will sell out so we want you to if you're interested in going we are want to make sure that you are a roomate um Thanksgiving lunches I'm sorry Mr F you have a question okay Thanksgiving lunches we're getting only a month and a half out from that from Thanksgiving lunch week so there is a schedule November 13th through 16th we have
031the days and the times for you please RSVP with Karen so she she knows we want to make sure we have enough people um and just let her know and she'll on the list and if you're not on the list and want to show up we'll accept you um we just want to kind of have an idea so one of the neat things that we get to do once a quarter right before breaks is we go around and we honor our staff with our staff of the quarter and I want to thank Donna web from jeds she came out and provided the goodies and a gift certificate for lunch at jeds and so she comes around with us and then Matt takes pictures and we have their pictures on Facebook if you are a Facebook
032person you can see their their bright shiny faces it can be a little alarming when the principal superintendent and assistant superintendent walk into your classroom some if if they aren't you know knowing what's going on it can be um it can be a bit alarming but um we have some you know we honor some really good teachers at territorial a long-term special ed teacher Shannon pel um and then actually they were in the same room Amber is her par professional so we was a one stop at territorial Del Rio we have Ella Alvis and Sarah Paul um Ella is our teacher Sarah Paul is our permanent substitute she happened to be Manning the gate that day um because we have an alternate entrance into Del Rio because of the construction going on so um we
033got to call her down and surprise her as well at Heritage we have Erica wary who's our teacher she's in one of the Portables um so she's she's there and then Sarah Bradley is our Behavior coach and then at the high school we have ailio Cardis who's um one of our teachers and Cory Fuller who's our day Porter so um and and then um someone that's uh uh close to our hearts in our district office is Kathleen little she's our student data coordinator this is her last week we celebrated we had a lunch for her on Monday she will be sorely missed she's been in the district over like 23 years she and I worked together I Mr Fogle you were there when when she was working at the high school um she was secretary
034when I was um admin or she was Administrative Assistant when I was assistant principal we were closely together I finally convinced her to come to the district office and it's been a a blessing to the district as a whole her coming she she really um has taken on the role of student data coordinator and so we wanted to honor her in her last week with the district and fortunately we found a a good replacement that um I won't say will be as good as Kathleen but she'll be she'll be close she's going to be um right up there so we're excited about that a calendar of course we're on fall break next week next why we're having meeting today um we have um Thanksgiving at here at the high school November 13th our governing board
035meeting will be November 13th that after that evening Del on the 14th Tech on the 15th and HMS on the 16th all the with the times there 6 through the 8th of December is the asba ASA annual conference and our final board meeting of the calendar year it will be on December 11th any questions concerns comments from the board lot of stuff happen well this is a this is just a skeleton calendar there that second quarter seems to be filled with concerts and plays and you know all kinds of stuff that's going on um basketball is going to be ticking off in wrestling and there's a lot of Athletics going on and so it's going to be second quarter season will be one of the busier quarters of this school year all right item six
036C1 our financial reports good evening mam chairman members of the board staff Administration ladies and gentlemen a quick look at the month end in September 2023 September 30th I've got uh three reports I'd like to just summarize real quickly and hopefully again just be comprehensive but but direct as well uh a look at our operating budget operating budget is at this point the one we adopted 19.7 million that's probably going to go down just a bit to 19.6 maybe 19.5 million I'm just going from the front based on a slight reduction in our daily membership um year to date as of September 30th 4.7 million spent on a budget of again around 19.5 million uh the balance there is 1.2 million unspent and uncom and that's a really cool term for schools to use there
037can be five people in a department and each want to buy certain things with certain line items but as soon as it's encumbered on a purchase order that has to be released until um something else would be added so once it's in there and it's encumbered in payroll or encumbered on a purches order those funds are tied up once you add together all the expenses and the incumbrances of 13 million we have 1.2 million left or about 6% of the budget whether that PS throughout the year we'll have to just well we keep you updated that's a really strong position right now uh capital budget 2.2 million Capital as you know the last three years 20 1 year 22 year and 23 year we've squeezed our operating funds and transferred ending fund balance and those
038funds to Capital so when our eser funds dry up and we have some employees out there and they come back to ml we can move Capital balances back to Capital almost as if we were just reserving them there so my goal this year and it's it's it's interesting trying to work this through but my goal certainly is the $2.2 million budget in capital to not spend over a million so we have that million coming back to M next year and it doesn't leave us much room if you put together the expenses of 270,000 and the incumbrance is of 670 you see there's about 35,000 left to do something wor the capital and that's 3,000 not even 3,000 a month left so if we want to do something we have to reduce those incumbrances give up
039something or else we're not going to have that million to come back to the fund and a reverse transfer this year uh you look at the cash flow it's not really strong but there's two answers that explain it you go to that cash flow page which is the cash flow analysis you start looking at the the top July that's cash all funds 6, 475,000 and that held pretty strong July and August then Along Came September and two things happened in September if you take a look at that Top Line of revenues the the county has a I guess you could say a practice of receiving in the department of Ed send is that million 40 up top that comes from the state you get about 11.5 million from the state and about 8 million from
040property taxes that money usually hits the county about the second or third of the following month and then they do a real quick move and dat it back to the prior month where it belong that didn't happen when I did these reports I did these reports I think the 29th of September so those October transfers hadn't Mo that money back you see a nice zero in that state Equalization that was a little bit over a million and then with school facilities board we have 1.2 million in play they got us some uh 1 about 1.2 million in September but it really was dated August when the school facilities board sent it to us so the county booked it back to August so there's 2 million you see now we ended with 3.2 million end of
041the month of September it's not really a concern at this point because that money will be posted uh in fact it is already posted in in September I just didn't Revo the report so when you see for the November meeting should be caught up because no meeting I think is the second Monday is that is that right so by then it gives me time for all these have cleared you'll see the 1.4 or 1,40 in September you'll probably also see it in October so that's the equalization and you'll see some property taxes there as well so so not really a concern any any concern so far and anything I've brought forward you answered my questions without me asking so it's just uh it's just nice to know those are budget funds and the county knows
042they will be paid eventually if you could take a look at that cash balances fund on the next page uh this is the one that gets slack every once in a while the Arizona Republic likes to kick this fund around and they're strictly cash and I remember a report way back in 2019 one of these reporters reported on the cash that some districts were keeping and they looked at 17 big ons Deer Valley ma unified uh Scottdale and if you look at these cash funds these are ones that you can't purchase from unless cash is in the account they put together 17 school districts and they were complaining they wanted this legislature to come along and and reduce that and make them use those funds 550 million were in those school districts in these cash
043control funds in 2019 and you look at a couple of ours and you look at 570 we we have a a pretty decent balance there that's our indirect cost funds this is one that Scottdale had 8 million in back in the day 57 464,000 that helps us with indirect costs such as utility costs such as travel such as uh providing services that we might not be able to provide so these are cash control funds if there's no cash in the fund we can't do it food service is definitely a cash control fund uh our cash balance actually increased about 120,000 last year a very good sign but they're reserved for one purpose only so we like the freedom to let them build in case other things happen any questions on that cash fund page okay
044and then the very last page then is simply a fiscal summary with our cash balances I do apologize I can't I can't uh as of this meeting when I put this together a week and a half ago I can't bring or a week ago I can't bring the cash forward from last year in these reports from our financial software until the cash was brought forward and they roll that from one year to the next so July August and September we kind of go into this fiscal trough where we know where we ended last year but we don't bring that forward until the annual Financial reports approved which I hope you'll approve tonight and then I'll get with the county office the ed Service Agency and then we'll roll those forward next week the goal list
045of next Friday have all these beginning balances on that cash report for cash balances the last part of this report all brought forward from last year and then we simply do cash we started with plus revenues minus expense equals the ending cash balance and then it's active but until we do that they and it's really smart because we've got how many grants see that go till the end of September so like five grants again September 30th I'm and June 30th our end of our fiscal but they're really they're really generous and and intelligent to let us keep our last year cash in the prior year because so many things happen in fact there's about eight funds that that we're still spending out of last year's funds and then we stopped on the 30th of September
046so this will be updated any questions then on the financial report for the month of September thank you thank you oh and then we go ahead we have our Student Activity yes please yeah we are we are seeing some good activity in our Student Activity fund and you look at boy soccer for one they've got an incumbrance for their travel and tournaments $3,900 you look at student council their their trips and activities Never End high school student council $4,400 encumbered and that's a a current balance of ,000 less we started the year with 151,000 now we're at 140 and that includes reducing the cash balance by incomes just like our our general ledger accounts these are kept in a separate Ledger in QuickBooks uh just so we can be we can write checks then when
047we need to rather than wait a week or more from the county to write checks so we're in good shape thank you thank you all right moving on to our consent agenda um I'll entertain a motion to approve tonight's uh Cas agenda as presented I will motion to approve stated second all in favor all I Personnel report schol good evening Madam chair board members Mr SCH Miss Daniels um I want to just go ahead and draw your attention to number eight um on the Personnel report um we had to do a little um moving um things around so just um number eight will be extended resource teacher not math and they will be uh replacing number nine who is now going to be apparel okay and then overall we had um six new classified six
048resignations one of them was a retirement one termination one certified change three classified changes when classified sub 12 coaching positions and 152 great I just have one quick question that I actually ask us to show the other day number 17 was he un employee previously um no he was not he may have he may have um helped yes he may have help of that particular program it personel all right seeing them again I'll motion to approve tonight's Personnel report along with supplement move that we accept today's uh Personnel report along with the uh agenda I'll second that all in favor I thank you thank you thank you agenda item 9A our 2024 2025 District calendar it's hard to imagine that we're thinking about 2024 2025 but it's this time of year October November that this
049calendar gets approved that way families can start making plans for the summer and and and things like that so this is the 20 2425 calendar that's being approved if we just kept everything the same like we do every year um school would start on the 31st of July I have an issue with school starting in July I think a lot of other people do as well so this calendar is similar to one we had about 5 years ago which was the same situation um we I know that um a lot of Staff like to have a coule like a short week with with students at the beginning of the year then they can take a break and we get into it kind of go over the administrative stuff that was the first couple days um
050school will start on July 5th which is a I'm sorry August 5th which is a Monday um teachers um returning staff come to start on July 29th new teachers start on July 24th but I can tell you that both a lot of staff are in buildings in July for various trainings and and things like that but those will be the official start dates for their contract a lot of them are on time sheet earlier than that so school would start on the 5th our goal is for school to end no later than the Wednesday before Memorial Day and so we do end the Wednesday before Memorial Day there um we have the same inservice days we do have one snow day that we try not to use that would be a inservice day otherwise um
051and the one kind of big uh it's not a significant change but one difference for this coming up calendar year would be that spring break was pushed a week later and that's really to match yle College's calendar um and then presc could approve their calendar which matches out by colleges so we just kind of want the area to be on the same col so we kind of push that so normally it would be on the week of the 10th but this um in this coming up year it will be on the week of the 17th for Spring Break um I looked at the PD calendar I looked at the um the YC calendar today just to make sure everything was to confirm things and this looks good matches theirs relatively so any questions regarding the
052calendar I'm glad you're not starting very all right this is a action item and with a motion we can approve tonight's um agenda item 9A which is the district calendar for 24 oh if I can add one more item sorry this was reviewed by the cat committee superintendent advisor committee and was um voted on by the ca for recommending approval I move to approve the 2024 2025 District calendar second as St yes I will second all in favor I all right last item of the evening Mr Livingston again item 9B 2023 annual Financial reports there's some some updated pages and then there's some D that I've done a little bit of a note taking on so you've got hopefully a chance to review these um and take a look at where we were about a
053week ago it's it's gone from about a 14h hour process to about a 74h hour process 75h hour process going through this data because now there's links from certain spreadsheets that use n and if statements which are familiar with logic statements in Excel and lots of pivot tables and vlookups and they're all macro enabled so it's a lot of back and forth I'd like to just do some highlights from the the year ended June 30th of 2023 and that's the July 1st of 2022 fiscal year some things to highlight and probably probably best to just if you can go Page by page I'm not going to get every page but it' be kind of Handy if you could just look uh front page you see that our expenditure is 17,23 th000 uh on the mol
054side uh fastro and site funds 1, 455,000 that's that's one of our strong funds that really is I guess it's it's kicked around a little bit by the auditor general is it cash control fund uh or is it a budget control fund for years it was treated like a budget control fund now we've got a healthy fund balance in there and they've been very generous it used to be $272 a student you get per year and now it's gone up to $455 last year so there's a nice healthy fund balance that that inter that we I guess that uh calculated to about 13,000 total cost for our 113 teachers last year if you just divide by the about 11 was it 11 or was it 12 actual cash last year they got they got I
055think they got 11 when you include the signing bonus and this year it will be 13 plus um $1,000 signing bonus or retention bonus so that's that's probably our healthiest fund right there that 0 one0 fund and then you see Capital 2 million even uh and we got a real break with the expense in our Capital fund 610 uh when we paid for our teacherage component we paid for that last year out of the capital fund and then I was able to move that expense over to the new Co fund so Capital expenses would have been 2.5 million which would have made it more difficult to at year end move that half a million or a million back to M so that was just it came in I went to Flag Staff last Friday and
056got the half a million dollar check from the openo county head Service Agency otherwise Capital expenses would be 2.5 million it would be much harder to do that this year because this year we're using our borrowed money and we're not paying it directly up our Capital so that's really good news that's that's kind of a start you take a look at the second page it's called one of 10 you take a look at four numbers in particular uh the M column there started the year with 1.12 million cash uh fund Balan is is what they we're going to end up with fund balance 1.1 million there in the operating fund and you come down to uh total expenditures 17.0 2 million ending fund balance went down from the 1.1 to 810,000 lots of things in
057play there we brought in some new Staff last year and that kind before that took us Capital you go back to the second column started at 171 spent 2 million even uh ended at 1,641 instead of 500,000 less than that because of that transer were able to Mo those costs and now those revenues are there and that fund will equalize over 2 years last year this year are 356 buck so that's a a quick look at the big picture you take a look at page two of 10 and you see it's all everything here is our operating fund and you have three columns actually Four columns on the far right budget that's the all for the 23e actual that's all for the 23 year prior year is all for the 22 year budget last year
058for operating fund 8.07 5 million expenses 17 million even and the prior year 151 so we we did increase 1.87 million in expenses from the 22 year to the 24 year see where we were at there the rest of these you can go to page four into the middle there's a nice little chart we do have1 19 million in fixed assets the auditor general likes to likes to treat us like a business and have us calculate depreciation on our depreciable assets we don't get an expense break for that we just have to track it so that's what we have at the end of the year and then we have our Capital expenditures outline same thing go up to the upper right act has 2 million broken down by buses or Capital we did buy $730,000
059worth of textbooks for textbooks last year which I think was somewhere over 20 years had been replaced so so that was necessary that's something well everything we do I think is necessary and then you see Federal programs and state programs on page five you go down to revenues 3.87 8 million on page five that's the second column from the left um and again a great part of that if you look at the 300 399 column 2.1 million a great part of that was Federal S 3 and S 2 and a little bit of the uh 691 fund is not mentioned there for impact a is not mention we will see fund 691 here going on to page six and seven and eight uh just calculations on things that we're doing uh we had a gifted
060I didn't get a lot of data at the top of page8 I would like to get a report from from each School telling me how many students they would say were it used to be the definition was tested in the top 5% of a nationally normed test and I just you just it's hard to document so I'm not sure we have zeros there but that's what I was able to put so be nice to we this this page nine is is probably a 15-hour page making sure things line up with every one of these this is the Chino Valley School District contribution if you read the title there on page n to the national public education Financial survey report about 15 hours to do this page to make sure it tied out uh and as
061you can see they break it down by funds 01 to $799 so it's everything that happened in the district and we come across with Debt Service and it gives you totals as we go across for every expenditure basically in the district then you go down below that and you've got another breakdown of 5.2 million in regular education for teachers and contract substitutes it's it's still something that we're we're talking about superintendent shol and Cindy Daniels and myself we did bring in four full-time substitutes last year and before that all of our substitutes were contract substitute teachers were contracted with head services so I think over time we can see some cost savings from them because they're they're full-time in schools one per day so that should reduce that contracted services and that's kind of what
062we're getting at here uh contract substitutes 98,000 last year divided up then we hit page 10 and this is kind of an eye opener uh the way page 10 works I put some numbers in the lower right corner those numbers in the lower right corner are expenses in the current Year from all these funds uh 335 is 100 day Co eligibility fund they're all Co related 265,000 there fund 356 was the way I was fund I was able to set up at the auditor general last year for the 498,000 we spent on the teacherage fund that's the 498,000 for copino County 329 and 330 were both homeless funds but based on Co funding 227 and 228 are based also Co funds based on special need students 336 is the 1.5 million S2 fund and 346
063is the 3.5 million as for three fund and that's what we spent 20 2, 238,000 last year and then they want it down in the lower right or the lower left in the middle there by year so I itemized it by fund by year and this was about a about a two hour report so nothing really strenuous here just LS tying out to the penny so thank you Cindy for writing all these extra grants so we can bring more services to the dist thank you uh this is a summary on the the page right following that and and um it's just got everything from beginning cash balance plus Revenue minus expenditures takes budgeted expenditures and then actual and then gives you a cash balance at the end and we see that classroom site fund with
064that nice $1.2 million F 01 Z ending balance even though we spent 1.4 million we still have a nice ending balance that's something we can count on uh we go down to indirect costs we've got that 371 there we come down to opep opep is one that other districts have done and it's a supplemental retirement program from the bottom but don't think you'll ever really get involved in that don't we then if we go back to the back this is a new page the very back page this is one that's got small writing so I just wrote all over it myself so you can see what's going on we had a little discussion last spring uh about the word fund balance and I believe President Thomas mentioned that the city had a like fund balance
065goal or policy 5% and fund balance is is a difficult thing to get your well sometimes can be difficult so if our district started keeping these Financial records in 1927 let's say and every year there's a $10,000 Surplus Revenue over expense over time that's simply the same equation Revenue over expense it's not quite as simple as saying well if we want a 5% uh fund balance or a 5% carry forward we make sure if we have a $100 budget we only spend $95 it's not quite that simple that's a that's a good way to ensure you're going to continue to increase your fund balance but your fund balance is Cash Revenue over expenses so this is a brand new sheet I just talked to president Thomas and superintendent SCH about this and they're at the
066top where I did the double underlines it's about 2 inches from the top says does the district have a process or policy it follows to establish a targeted or a goal fund balance Reserve level that the district is working to maintain each year so and I think Super I think the word working to maintain allows us to put the word yes and then it asks right next door it asks for give us the policy from your as policy book well I think we can say yes we have one we're working towards but I don't think at this point I look for one I don't think we have one policy I think a no answer might trigger uh just some questions and phone calls that's what they do the auditor general gets this from all the
067district and then they make phone calls till January if they have to and then they make you do a corrective action plan if they think something is remiss so I think we can stick with the word yes because there's a little generous language there are we working to maintain we certainly are last year we brought forward 1.1 million which was 6% of the $17 million budget and this year we're we're down to about 4% so then that results in some math and they say well what is your target percentage and last year there's a 1.1 million here my writing starts down below 22 year we carried 1.1 million forward 23 year we carried 810,000 forward uh and then I have a little corner corner chart there if we said the goal was 4% the target
068would be 4% of 18 million which is a 7 23,000 that was our Target and we brought forward 810 we're slightly over and it says that in the the little box up above as I I put that in there District fund balance Reserve exceeds its Target Fund balance so if our goal was 723 and we brought forward 810 the result here on this sheet is exceeds fund balance if however we jump to 5% our Target would have jumped to 93,000 and we're at 810 so we're we're short so so then that Spurs the discussion do we want to have a fun out by policy we can look at other districts and bring forward and just for some context um before we went into current year funding we were maxed out at 4% that's the maximum
069we were allowed to carry forward um and so that's you know carrying what we're doing now for more than 5% actually is is a pretty healthy carry forward and so we're we're doing really well on that whether it be 4% 5% somewhere in between is probably spot on where we want to be anything above that you're not spending money that you should be spending anything below that if there was something that happened it would be difficult it could be difficult to U maybe fend off whatever that happens to be but um you know between those two between four and five is is a very is a very healthy um Carry forward in my my opinion um and I hope we others agree since the actual question is do we have a policy is it something
070that we need to be looking at and actually create policy for and that's something that I I talked to Mr Livingston about before the meeting that um we can do some searching in our policy book just to kind of see if it's there um he may have an idea or he may know another District that has a policy in place place that which will give us the the citation that we can look for in ours as well and if not it's something that we can take somebody else's word smth that meets ARs and and then it would come to you guys for for normal adoption policy adoption any other questions for Mr Livingston or Mr scha just going to say thank you thank you thank you for keeping us good thank you that's it thank
071you all right so this also is an action item if we could have a motion to approve tonight's 2023 annual Financial reports and mo to approve the 2023 annual Financial reports thank you all in favor fantastic good night everyone thank you for coming all this way everyone I appreciate it