001[Music] for [Music] for Jay tell me that you have like your dress top on but you have like shorts on I will tell you honestly Heather I am so I'm sad about this because I've been dressing business casual all week and I was going to just show up without the tie and everything just for you and then I was invited to an advisory council meeting today and I'm like darn it now I have to dress up and wear a suit today so I was hoping you'd be wearing shorts but nobody would know I will I will make that a future goal thanks [Music] hi good afternoon everybody um I may have to have my camera off this is Sophia because my Wi-Fi has been really shoddy so let me know if you can't hear me
002or something and I'll just have it off so it doesn't keep freezing I'm sorry about that and Sophia it's up to you if you want to go ahead and start because we do have a quorum thank you I'll go ahead and get started I'm just tabing this over all righty so I'm going to go ahead and call this special meeting to order I'm going to take a roll call I got to look at my camera now I have Miss aish present with us um Mr Man our superintendant here miss mcaffrey [Music] and is that everybody we're missing Miss MB and Miss um Gibson mccan correct correct okay perfect all right and this brings us to our item number 1.2 which is presentation and approval of annual financial report for fiscal year year 2023 Mr Man
003you have the floor I know I was struggling to unmute as well there we go sorry how quickly we forget um so my apologies um I hit something and the screen went so someplace else and the mute was nowhere to be found so um thank you madam president members of the board really appreciate you joining us this evening you know it's always our goal to try to make certain that we can U have these types of of required reports during our normal board meetings um sometimes as uh Miss Shapiro will share with you some of these things are more difficult to accomplish um because of some of the constraints with the tools and systems that we operate under so um appreciate you being here this evening and with that I'm going to turn it over
004to this will be our first official I think uh report of any way shape or form from our brand new assistant superintendent for business and operations Vanessa Shapiro so I'm turn it over toiss I just needed to ask a question did we need to pause and go back to the roll call since we did have some members join or um no I think Hilda just can notate it in the time that they came in and I think that'll be fine correct Hilda yes and I got her thank you Miss ctis and thank you Miss Shapiro because I did miss that so than you miss m so both of them we have full board on awesome thank you fantastic thank you and apologize for coming late we just appreciate you being here and everything working um
005Madame President superintendent man and board members I'm happy to present kraton's annual financial report for the 2223 school year pursuant to ars1 15- 904 the district shall prepare and furnish the superintendent of Public Instruction an annual financial report containing budgeted and actual expenditures for the preceding year the auditor general in conjunction with the Department of Education prescribes the format of the annual financial report the fiscal year of 2223 annual ual financial report presents the financial activity of the district during that time period the annual financial report package includes the annual financial report which is required by law to present to our governing board but also in addition the Food Services annual financial report the classroom site fund narrative and the K3 reading annual financial report following governing board approval the AFR must be submitted to
006the auditor general by October 15th and a link will be posted on the district website to the annual financial report by November 15th I did want to take a moment to just um explain as as superintendent man had pointed out uh why we were uh why it was necessary for us to call a special meeting um the time frame of the forms really dictate uh how quickly we can complete the annual financial report as you um heard earlier that is dictated to us uh by outside entities this year the forms were severely delayed in addition um when those forms come out we expect there to be they are very complex we expect there to be some problems um this year we stopped keeping track I think after 120 errors were found in the forms um
007I would say that the error ratio is probably o well over 200 at this point and I was still finding errors as I was completing the reports uh for tonight's meeting um so you know obviously that does um put us into a situation where we can't complete them as quickly as we would like but we always want to ensure that our board members have the opportunity to report uh review our financial reporting even though um we can ratify that after o October 15th date we work very hard to make sure that you can see these uh documents um we also needed to let you know that in addition to the forms being delayed we still do not have a functional school by school report I did um make note of that in the PowerPoint um
008I'll be sharing in just a moment so we absolutely plan to get those completed as soon as we have working and functional forms and then uh present that to the board as soon as those we'll send those in a board update the school by school reporting uh piece of it um there were quite a few new requirements this year um as always we did not necessarily get the best heads up to be prepared for that but the District of amazingly pulled together to provide information that we've not been asked to provide in the past and it was a collaboration between the business office the payroll offices the human resources department uh pretty much all boots on the ground to get this completed today so with uh without further Ado I'll jump into our presentation if
009we could go to the next slide please maintenance operation expenditures by function uh I'd like to point out that 65% of the m&o budget is being spent in either direct classroom dollars direct student support or direct teacher support those are those first uh categories so the majority of our M budget is funding classroom success um I did not see any increases of note uh this is pretty consistent to the numbers that were presented to the board last year U overall uh next slide please as I stated normally we would be presenting to you the more interesting piece of I think of the PowerPoint which is the school by school reporting uh it's a nice breakdown to kind of see between the school sites where that spending occurred for the year we were told that those
010would be anticipated I will say that the forms have been released by the auditor General's office the forms are not functioning so while they may have released them we can't get them filled out properly uh in order to uh make the forms work so they are still working on that we are working with thirdparty vendors to assist and um the anticipated date of 1011 has now been moved to 1012 we're going to get a pre released tonight um in the hopes that maybe with some manual manipulation we can get the forms to work next slide please um as I was speaking to superintendent man he had made a really good point of the items of note would be things that if I was a board member what would I be interested in in hearing about
011in this presentation and obviously complaining about forms um that's not very helpful uh so I did want to go ahead and point out some of the things that maybe you're already aware of uh but that are significant in our reporting our ADM has decreased uh I think we all know that this is our path at the moment um minino spending did increase by 94,000 um classroom site fund spending also increased those two are usually pretty connected um the item of note that I think most interested me in our data this year was our capital spending decrease by $4.3 million that is entirely anticipated and expected and just shows the wonderful management of the business office team these monies trickle in uh not necessarily as much or as often as needed for the approved projects in
012the district so in Prior year there was a big technology project of increasing our Wi-Fi and also uh an adoption uh textbook adoption so those monies are managed so that we can handle those big multi-year projects so we anticipate that we have higher spending in some years and in some years this this year coming up we'll have less spending next year we're saving the monies that are accumulated in this year to help fund our science adoption so that Capital spending number will go up next year uh but it was totally anticipated to see it decrease this year federal spending is always very interesting as we are sunsetting those coid expenditures we do like to point out how much of our federal spending uh is going to those those coid funding sources 14 million this year
013and if you had taken a look at last year's financials in preparation for this year's financials I also wanted to let you know on a side note that that additional coid expenditure form has now been absorbed into the annual financial reporting it is on page 10 in the past that had been a separate document it has now been merged again another reason why uh coding and formulas don't necessarily work the way that we anticipate when they roll those forms out um I think that was most of what I wanted to point out uh next slide I think should just be our questions slide and I'm happy to answer any questions or pass any of those off to superintendent man if necessary thank you so much for the presentation do we have any comments or questions
014and then if you can just raise your hand if you [Music] do guys are taking it easy on me I don't see any questions I didn't see anybody um raise their hand helda did you see something otherwise that I might have missed um no I also did not see anybody okay well it doesn't look like the board has any other comments or questions so I appreciate your time in explaining this to us um one question I do have is once we get that per pup sheet how how quickly will the board get updated on that one so you you guys have that absolutely we've been anxiously waiting uh the school by school report um and it our hands are tied until they can give us something working again we are anti ipating we will have
015something tonight uh and and I've been checking uh to see um and as soon as we do we do have some ways to kind of manually override those forms at this point we are very vested in making sure that we meet our statutory guideline or deadline of 10:15 so we're going to move forward uh and fill out the school by school and hope uh what sometimes happens with the forms if they are too broken we can get them filled out uh but then when we try to submit them them the uh platform that we submit them on we'll reject them so we we just have to you know work it within those constraints but we will make our deadline and and Sophia we we'll definitely make sure that we get it out to the board
016um how quickly will depend on the timing for resolving the issues so I don't think we have another board update for a couple of weeks so we may choose to do is send sort of a you know normally we try to stick to the board updates but we may send like a special addition just to get those um forms out to you so you have all the most upto-date versions of the forms it is also remotely possible that in doing that work we'll find that we have to modify the AFR which we are legally allowed to do after it's approved um but if we do that we will be absolutely certain to make certain that and any of those adjusted versions of those forms are sent out to all board members so that way you
017know we're keeping you apprised of the actuals of what's been submitted into the state so and as super superintendent man pointed out sometimes we don't know those problems exist uh because the forms are degraded this year at such a high level we our concern is a little higher than normal um we're used to the forms not being perfect we we all know how to deal with that this year was exceptional I think I can just share that yeah we don't need to wait for a board update you know as soon as we have more information all of us would gladly take an extra email okay that makes sense Sophia I think you're on mute we might have lost her Sophia yes all right she she just called me and I have her on speaker okay
018because I was GNA say if Amy wants to take over as Clerk yeah I'm sorry my Wi-Fi isn't really working so I apologize I just wanted to say yes uh what Lindsay had said that I would appreciate him email as soon as we get that information but also I'm really thankful for the team for working because I know that when we get information last minute it causes a lot of added on hours andess to the team so I'm really appreciated of you guys getting everything together and making it as smooth as possible thank you and so I know we need board action to approve but in this case because we did after we originally posted we found another error and corrected that and resent out so we would we would need that motion to be
019to approve uh the annual financial report as a me and then um Miss mcrey if you don't mind whenever we're ready to do the motion if you could do it because my Wi-Fi is not working I pull the so to make motion for me whenever it's ready please okay um can everyone hear me yep I move the governing board approve the annual financial report for fiscal year 2022 to 2023 as amended second all those in favor and this is Sophia I I talking head Sophia says I so motion passes thank you very much appreciate it and then I make a motion um one more that agenda item um do you mind taking over for me for that agenda item as well since I can't my my is frozen I apologize guys um let's see so
020I don't see the agenda um at the moment hold on a second should be item 1.3 item 1.3 let me pull up and it's the approval of the Arizona school boards association annual award okay bear with me one moment okay okay I move the governing board approve the nomination of Miss Sophia Cod doll for the asba all Arizona School Board award second all those in favor I I and Miss for the record because this has to do with me I'm gonna abstain from this vote okay okay so motion passes and thank you for that it's an odd requirement um we kind of would like to put those Awards in and surprise people but it's hard to do when they require the board to approve it first so yeah and I will make sure Arizona Schoolboard
021Association gets that kind of feedback as well congrats uh thank you and now that that has been approved I believe the last um was the adjournment correct yes so I can make that motion um I move the governing board approv to adjourn second all those in favor I I I I thank you so much to everybody tonight thank you to the hard work and thank you for putting up with my Wi-Fi issues today appreciate everybody have a good night good night good night good night Jennifer thank you I know this was extra work for you really appreciate you jumping in and helping us out no worries have a great night