001foreign is that you on the phone how are you fine sir thank you welcome thank you yes it is foreign [Applause] good evening it is Tuesday May 2nd 2023 and we are here for a work study and brief board business meeting thank you for being here we appreciate it I'm calling this meeting to order and we'll go directly to our presentation and discussion topics for this evening beginning with 2.01 Master Capital planning update district-wide facility assessment presentation Dr McCord thank you madam president governing board members and our featured guest for this evening Mr Thompson can you hear me yes I can all right Welcome to our meeting um tonight we'll thank you we have three presentations uh the first one is on Master Capital planning and of course this is a biggie in terms of
002the district-wide facility assessment this kind of lets everybody know what they saw and what they observed and what it means for Gilbert Public Schools not just now but in the next 30 Years so I'll turn it over to miss betz and you can introduce your guests so good evening governing board members Dr McCord president wood so first I wanted to introduce our guests at the table so first I have to my right Mr Tim detlaf it's one of the principals of ameresco and to his right is Mr Mitch Boatman right vote minister and then also here is servanan Bala with Orcutt Winslow and he's um beside behind us to provide additional support if needed uh this is a follow-up to a presentation we made with you at the time it was Graham Maxwell that was
003on the phone we did a WebEx that presented the pilot results to you um but this is this tonight's presentation represents the completion of all of our facilities to include district office facilities and with that I'm going to hand it over to our partners from ameresco awesome thank you very much get into it here yeah you get to drive tonight Mitch and so here we go so before we get into the approach we wanted to take a step just make sure you're speaking to them make sure we capture it for the livestock I got you thank you thank you so before we get into the approach we wanted to take a step back and discuss some Asset Management best practices and how how it aligns with our scope of work so the first Asset Management
004best practice is to understand your Capital renewal needs in both these short and long-term perspective the second one we have listed here is to establish standards across the portfolio to align with your organization's mission and then three is to develop a prioritized Capital Improvement plan that identifies an adequate amount of funding to maintain your portfolio and the best part of our scope of work is that it was designed intentionally to match those best practices we have developed life cycle cost profiles for each one of your facilities across the portfolio we have Quantified the short-term and long-term renewal needs we have also ranked or prioritized those needs based on risk both current risks and potential risks and we also produced a handful of reports that will help you evaluate some key metrics and make some informed
005decisions on the portfolio and getting into the approach we wanted to start with some key Concepts So within asset planner there are three main levels those are assets elements and actions assets you can think of as buildings they have a particular function size square footage Etc and then there are elements elements are the different systems that make up a facility so in this room there is flooring elements stealing elements lighting elements Etc and then there are actions actions are are the work that each element requires whether that be a repair replacement install upgrade and the most critical part of all three of these is that they're aligned so they tell a consistent story if you have an old building it's in disrepair the systems that make up that facility and the work that that facility
006requires should reflect that it's in rough shape and let me pass it off to my colleague Tim to discuss our data development approach so we recognize that you already have and had data and one of the things is that most organizations we deal with that data sitting in disparate buckets and what we're trying to do here is come up with a consistent and standardized approach to harvesting that data number one but also then reporting back that data so that you can make management decisions as to where my next investment needs to go so one of the things we do in the blue boxes is we look at the age the size the number of floors and the type of use of the facility so it's an elementary school or high school or whatever it might
007be uh we use that basic data to then pre-populate a database and we use asset planner which is the the software tool that we use for that purpose and it does three things it identifies like Mitch said all the building elements that make up that that particular school so from roof to foundation and everything in between mechanical electrical architectural structural it identifies all those building elements we then attach a cost to each one of those elements and then the third piece and probably the most important piece is how long are those systems going to last based on when I installed them how I'm maintaining them Etc but we also want to make sure we have a clear distinction between what we call practical life versus theoretical life because there are all kinds of theoretical standards
008out there that say you know a chiller should last this long an air handler should last this longer carpeting should last this long it comes down to many factors which is some of it could be use some of it could be will even joke sometimes and say it's use and abuse but sometimes it is just I don't have enough money to maintain these things so my life cycle becomes less so we track all of these practical life cycles for every single building element in your entire portfolio so building by building and then school by School site by site Etc campus by campus once that's done that creates a baseline The Next Step then is to really start bringing in existing data so do you have data and you do and your team has provided that
009kind of data to us we bring that in we look at what how you're maintaining this stuff because that affects life cycles we look at existing data that you've already amassed over over time and then we'll we'll do some staff interviews we'll make sure we really understand what's going on physical instruction at that point the database is now getting smarter and more informed and then at that point we go to the street and we physically put boots on the ground we walk the sights look at all the elements that are in this profile to now confirm based on visual inspection and condition and that ultimately then creates a a significant database for every single school every site every building in your portfolio and that then helps you figure out well what's my next move with
010respect to funding appropriation turn it back to Michigan oh and I should say one of the things you'll see is that inside the database is just a plethora of data all the building elements all the the materials condition assessment reports pictures prioritization all of that stuff is sitting in this database and that's what this this particular life cycle template is designed to show thank you so for our facility condition assessment process as Tim laid out before anybody ever gets to site before any audits are assigned our team of assessors are starting starting with a bunch of data already so when an audit is assigned and then downloaded to their mobile device they're not walking into your schools with a metaphorical blank piece of paper they're there to validate and update the information that's in there
011already to perform that validation and update they're they're focusing on Gathering four main points of data the type age functionality and condition of each building system and the reason they're they're Gathering data on those four main points is because those are the main determinants of remaining useful life so if you have a roof it's brand new it's functioning exactly as it should it has its entire theoretical life cycle remaining vice versa if you have an older roof it has holes functionally poor leaks there's not much life remaining in that roof once all of those data points are gathered for the entire portfolio our assessors will then upload that data directly into asset planner and the photo that you can see on the screen is really a tracked changes of these templates so what it shows
012is the areas in white are fields that were 100 accurate and did not need to get updated while they're on site the areas in blue are fields that would have been updated or modified from the original template the areas in green show stuff that was not a part of the original template and was added while it was on site and then vice versa the red Fields show stuff that was a part of the original template and removed so we went through every single facility from the foundation to the roof and in between to perform this validation and updating of these templates let me pass it off to Tim to quickly discuss our pilot all right I have a question just one question on this so you've done this and we have a complete up-to-date analysis
013right now is this something that we can keep up to date on our own or is this something where every five years or every 10 years you need to come back and redo this process yeah we we prefer not to go down the updated every five-year path the idea is you're spending significant amount of energy and effort to create this data and the nice part is that you now can your staff now can actually go ahead and update this this stuff inside asset planner okay that's good to know thank you it's much more efficient that way and so we just keep on top of it we can always have a current um assessment correct it's a living breathing Capital plan versus you know static Excel spreadsheets okay all right thank you moment we're having technical
014difficulties excuse me we'll take this quick commercial breaking that's okay are there any other questions yeah I did I did have one other question just because I think um I hadn't thought of this earlier but we're going through this um this is you know maintenance this is routine what about something catastrophic I just I this came to mind because I did hear um the nsba present speak he was one of he's from California and he was his school district was one of those districts that had a fire and you know several schools separate poems some board members had their homes burned and so he was discussing um the challenges of rebuilding after such a catastrophic event um is there anything that we need to be thinking about as far as that goes when we're looking
015at this well we'll hope and pray that does not happen number one yes but uh the information that is stored now in in asset planner will actually help you figure out what your next Investments need to be for example if a school was burnt completely uh hopefully we're avoiding that because we're identifying hey you need to fix this fire alarm system or you need to fix these certain things so trying to catch those things but something like a forest fire that's a little bit of a different issue and uh we we know what the what it will cost to replace and rebuild the school in its entirety because we have those costs in here so at least you have that but uh we don't have a way to prevent no no I just it's just
016um I just wanted to understand better so thank you okay Mr Thompson did you have any questions while we're waiting for a second uh no questions really I would think that in a catastrophic event like that we'd have insurance for things to replace or uh six things that are damaged in something like that is that right that would be correct we we have coverage for something like that of course the full replacement value would be um probably much different than the actual value but um yeah we would get some money back I mean the point that this person made was that because of the catastrophic situation and the fact that many people had damage that prices were much higher than they had anticipated and that was part of the challenge that the insurance they probably
017needed more insurance money but you know gentlemen in your experience because I'm sure you've looked at thousands of schools and in school districts and hopefully I'm not putting the cart before the horse but just what do you see as just common issues as it relates to the infrastructure on campuses throughout schools and in Arizona per se yeah I mean that's a big question and there's a lot of answers sure um I think the that's true the one thing we do see is that uh school districts typically will go ahead and fix things that are visible uh so the exterior the Interiors walls finishes mill work things like that washroom Renovations upgrades which are all necessary and wonderful to do and what typically gets missed is everything that's behind the walls so what we refer to
018as MEP mechanical electrical Plumbing and those end up being and becoming the larger ticket items over time especially as you you build something and and uh your your overall portfolio right now is about 32 years old on average right which isn't bad it's just it is what it is and stuff ages and what happens is all those mechanical systems they start to come do they have a longer life cycle than maybe flooring or something like that so you're already replacing lighting you're doing all of these sort of things things that you can see but it's all the mechanical systems that start to catch up and that's that's usually the stuff that surprises everybody in in Gilbert we had we were building a lot of schools you know sometimes what two or three at least one
019a year but sometimes two or three in certain areas and all of those things are coming due in a lot of different ways so thanks for the commercial break we appreciate it you're welcome it's always my security I just gonna have to fix that so there's a couple slides here that you have seen before so when we did the pilots we looked at uh Campo Verde Oak Tree South Valley those are three sites we looked at September and December time frame uh so at the end of last year and there were a whole bunch of insights found from that uh particular assessment to start and you may recall seeing something like this which had about a nine and a half million dollar backlog of things to do so mechanical electrical architectural structural interior finishes things
020like that all these different colors and bars represent different systems and you can see that in this particular example of the three sites combined on one slide each bill each site by the way has its own picture this happens to be a the roll-up of those three the pilot and and you can see that over time over the next 30 Years different Building Systems will age and different amounts of money need to be spent to maintain and preserve the these facilities so that was the pilot that was back in the day not that long ago then we moved into a a uh the district-wide portfolio Mitch you want to talk about that for just a second yeah certainly um so regarding some portfolio statistics district-wide the first thing I wanted to point out is is
021something that I'm sure you all know and that's you have a big portfolio it's about 4.8 million square feet it is made up of around 250 buildings and if they were all torn down today and you were tasked with rebuilding them it would cost you about 1.8 billion dollars to rebuild them like for like can you define building so for the people that are watching online think that we might have 250 schools yeah yeah so building is their typical the horizontal infrastructure so camper Verde I believe that was made up of five different buildings um I believe there's a yeah science wing and each one of those was their own individual asset owned mechanical systems um all that thank you yeah of course and the one thing that we can say with confidence about uh
022facilities is that there's a tremendous amount of predictability when it comes to buildings and that is because the majority of them are designed with the 50-year life in mind and historically about 35 percent of a facility's value comes due in the first half of its life in the first 25 years typically a bunch of items but smaller ticket items so flooring finishes wall finishes lighting equipment water heaters stuff like that leaves about 65 percent of a facility's worth that will come due in the last half of its life in years 26 through 50. and one thing we found very interesting about the chart that's on the screen and I know it's small so what it shows is the amount of square footage that was constructed in each decade and that bar in the middle there
023in orange represents the 1980s Gilbert constructed about 930 000 square feet of area building area in the 1980s and to miss Sheila's point in the 1990s and 2000 about 75 of your portfolio was constructed and although that may not seem like it was too long ago the average age is 32 years so Circa 1991. um so all of this data that we're going over is is located in our executive dashboard on and I'll pass it off to Tim to go over some of the summary results you see on the screen is designed to really tell a story now and it's it's real life it's uh we wanted to make sure too that when we assign costs and when we assigned predictive life cycles and practical life cycles we wanted to take a conservative approach to
024this we did not want to show that the sky is falling because it isn't but we want it to show that systems have a good life to them and we wanted to report it that way so just just so you know that this this is we took that kind of an approach to all of this so now this is the picture of all facilities all campuses rolled up into one each campus each facility has its own picture this is all rolled up into one and you can see there's there's a again a lot of needs coming over the next 30 years and that continues on into 50 years and so on but you do have about 198 million dollar backlog of things to fix today that may look like an alarming number it is a
025big number there's no question but uh I'm going to tell you it's not a sky's falling number and I'll explain why in a second because what we now want to do is we want to assess that from a risk perspective and we also want to let you know that most districts uh they try and figure out what the risk rating could be and should be in other words do I have to spend all 198 million dollars today to fix my schools so that I don't compromise the quality of teaching and learning in the environment the answer is no you don't uh what we're going to figure out is we're going to show you in just a moment is well what is that number what what what's the right number to manage risk at an appropriate
026level where we're balancing off uh facilities hindering the ability to teach and learn in the classroom So cumulatively speaking this is all in 2023 dollars we start off with that same 198 uh million dollars and then each year thereafter with without any additional funding applied to this these would be the needs so if you did nothing over the course of 30 years you'd have about 1.6 billion dollars worth of need that would arise uh that's no different than your house it's no different than anything else just over time it costs money to maintain uh doesn't mean you have to spend all of that right now that's not the goal the objective then is to start overlaying and looking at this five years from now that 198 and this is important that 198 will grow to
027325 million in five years that's not that far away and in 10 years it'll grow to 600 million uh roughly and it just continues on that's in the absence of any funding at all this is just the need that I have and again we took a conservative approach to this because I wanted to make sure that we maximize the full value of Life of each and every single building system in a piece of equipment then what we do is we overlaid your funding and historically over the last number of years you you've invested about 20 million dollars per year and what we're going to call Capital renewal it's not a new addition or a new Wing or anything like that this is just for Capital renewal fixing existing building systems and and replacing lights and
028uh mill work and and bathrooms and things like that so that's the kind of stuff that's been going on so we we then went ahead and overlaid 20 million dollars per year every year in today's dollars no escalation no inflation in this and you end up with this dark blue swath that is a projection of what would happen if I continue to invest 20 million every single year for the next 30 Years at the end of the day on the far right hand side the 1.6 billion drops down to 1 billion roughly uh but what's left over is what's underneath that is what we're really interested in because it's how much funding do I need in order to achieve quality of teaching and learning so that the facilities are to hindrance and the question also
029is am I at risk today in 2023 because I have that Gap or is it 20 30 where the risk is or is it even further down the road we're going to measure that in just just one moment so you may have heard this before but one of the industry standards for measuring risk of a campus or a building and this is at a building level is called FCI facility condition index and it's a very simple ratio just says how much money do I need to fix my school today divided by its current replacement value and if I built the School brand new it'd be zero dollars needed to fix it divided by its replacement value meaning an FCI of zero is perfect it's in great shape and there's a green band in there that
030says if your FCI is between zero and five percent meaning 95 plus your facility is running perfectly you have a very good school it's in great shape Fair range is basically saying five to ten percent uh going forward and poor of course is 10 to 30 and critical Is Not Great the industry standard for schools across the country is it would be ideal to manage my risk and make sure that all my buildings are at least in the good or the fair range so in other words at least 90 percent of the value of my schools are unencumbered they're working the way they're supposed to I'm I'm going to be in a position where I can say you know with a clear mind that I'm not compromising the quality of teaching learning or the facilities
031are not compromising the ability to teach in that classroom and or the ability for the student to learn in that classroom so then we want to plot your numbers up against that kind of graphic so this graphic here the first one is here is that same big bow wave of all the need that I have without any funding plotted out if you did nothing you're actually starting off there's a green band which is good yellow band is fair orange is poor red is critical and today you're starting off in what I would consider we we'd rank you as an A minus overall and you're sitting at an 8.8.7 percent FCI now I can tell you having done hundreds hundreds of these across the country that is a good place to be compared to others that
032doesn't mean that you should put the put the brakes on and stop or you're good uh no I'd say I'm just letting you know that that you've done a really good job your team your staff um especially gentlemen to our right and Bonnie of course done a really good job of figuring out where to invest next over the past number of years to keep you where you are today so that's a tribute to the team uh what's also interesting is that over the next couple years you can see that ramp is starting to come up and by 20 2033 which isn't that far away if you did nothing your portfolio would reach the critical State and I can tell you at that point with great confidence that if you let that happen What would your
033ability to teach and learn in those classrooms would absolutely be compromised and challenged so give us some examples of what you're saying by learning being compromised and challenged yeah so you would have premature failures of equipment and you'd have to send kids home you would have teachers complaining that's uh the lighting's not good the the the environment's not good so all the sensory perceptions are challenged you you would have it could be too noisy it could be too too too warm to cut too cold Etc I mean all of these things matter and those are all the mechanical systems that drive the systems but it's also how do I feel when I'm in the in the space if the paint is peeling off the walls it you know it it feels like not not the
034kind of environment that's in uh you know conducive for learning so those kind of things that was a softball but um there are things that are obviously much more catastrophic than that not in the sense of a wildfire it gives me an idea well and just unsafe things that are not feeling maybe playground equipment so you could have things like sidewalks they've started to lift and trip and fall issues so this could become a legal liability issue yeah all those kinds of things all these sort of things come into play that fire Life Safety uh building code issues that are that are just not being kept up thanks and you're not there uh good news but so each school would have this kind of a picture and then the next thing we did is we
035then overlaid the 20 million dollars per year and said well okay every time you add funding you're going to reduce the slope of that or change the slope of that curve and the goal would be to try and bring that down closer to the yellow line and you can see you're kind of halfway there or maybe not quite halfway 40 of the way there with 20 million dollars per year and then the real answer the real question is well what does it take in order to achieve what we call an asset sustainability Target that 10 FCI and the system asset planner automatically calculates this and it works out to be 48 million dollars per year that you would need today with the portfolio that you have without making any changes to it but just maintaining
036those facilities as they are over the next 30 Years would require 48 million dollars per year so that's that's the reality and again this is based on a conservative estimate because we're making sure that we're extending life of systems as much as possible rather than saying well I'm not going to do any maintenance and therefore my life cycle is much less this curve would be much worse and it would hit you much sooner so we're we're taking into account the good work that's already been done and the good work that will continue to be done any questions on that do I have a question and two questions actually what is the what was the 20 million dollar number and how did it all of a sudden become a 48 million dollar number and is there
037through this process in working with our maintenance folks are you making a list creating a list of things that need to be targeted more urgently two very good questions so the first one the 20 versus the 48 the 20 is what you have historically spent it in this analysis it's actually not really important how much you have spent it just it's just a it sets a baseline to say this is what I have done in the past and the previous graphic does show that if you continue spending 20 million dollars per year yes you will extend the life cycle of your systems you'll you'll preserve life but that 20 million is based on a number of years of historical Capital renewal spending that you have embarked on and that you have invested back into your
038facilities to clarify that 20 million dollars if we were to continue with 20 million dollars annually we would still be within that fair range through what's the year there looks to be about 20 28 2029 through the next five years if we were so in other words we'd still be able to achieve the um the fair the under 10 of that FCI for the next five years at least if we were able to maintain the 20 million dollars it's getting worse over time because of what Mitch said which is the first 25 years of a building's life you're going to spend 35 of its replacement value whereas the next 25 26 to 50 years you're going to spend 65 percent that's what that's what the acceleration is correct yeah and what's happening is a lot
039of your mechanical systems are starting to come due in around 2029 2030 and that's why that curve starts to increase in slope quickly so those big ticket items are are now going to come due it's no different than your house furnace has to be done at some point it's a big ticket item uh same thing in a school well and and from the way you showed us where we're building schools we're hitting that 30-year Mark with a lot of our schools so um because we grew so rapidly and built so many at once that's it seems like we should strategize so we don't have to bear that cost all at once to fix all those mechanical systems and all those schools I think that would be um very difficult to do what's nice about this
040data now puts you in a position and your staff in a position where they now have a a view that is concrete that basically says these are the things I need to pay attention to coming up over the next 30 Years and in which order and which priority so I think the other question was about priority every single thing in this database is prioritized in the first five years so if you go back to this graphic here where we start off with 198 million dollars and then the next five years worth of needs mechanical electrical architectural structural flooring ceilings lighting bathrooms all that stuff that's coming due in the next five years actually has a prioritization score so you're actually one or two questions ahead of us because we're going to describe what the prioritization
041process is but everything does have a priority in the first five years and that's important to you because if you have 20 million dollars or you have 48 million dollars now you'll know from a technical risk perspective what your next investment needs to go into and if you get 38 million well you know exactly where the 38 million needs to go if you get 5 million you know where the first five should go as an example does that help yeah it says thank you my my next question is for Bonnie how feasible is it that we could spend 48 million dollars or jump from 20 million to 48 million immediately and is that sustainable and as a second part of follow-up to that question how much of the 20 million dollars that we've been spending
042per year has come out of the bond and override so um the 20 million dollar figure Mr Thompson is associated with our bond spend over the last probably five years Albert we've been averaging that um so we there has been though unrestricted Capital spend we shared last month that operation suspense between two and two and a half million dollars in addressing those most urgent needs and failures um in the in Prior years we had the issue where the main gear gear switch at Ashland Ranch went out and we were actually shut down all of fall break I think that year foreign while it was being repaired but it was repaired over fall break and school was in session um after yeah but but our mitigation strategy there was we actually rented a um a generator
043yeah the generator right yeah so um but regarding the 48 million house I'm sorry yeah we can hear the generator from our house I'm sure regarding the 48 million dollars um so so a couple of things um it would be difficult for us to spend 48 million dollars knowing that our our students are in session um regardless of that though I'm just happy to have uh a database that that Albert and I can go through and decide when we do as as Tim said when we do have that next 5 million or 10 million or 15 million dollars we know the highest priority that it's going to the other thing that we discovered last night with some of the questions that the master Capital planning committee was asking is that there's a lot of stuff
044in here that would surprise you there's a lot of infrastructure associated with technology when they're talking about lights they're not talking about replacing a fluorescent light fixture with another fluorescent light fixture the the values are exchanging those fluorescent light fixtures with LED light fixtures just as an example so um so it's just I don't know what the right number is um Chad but um but I'm just happy to to have something that helps me and I think it might really help to answer that question Tim if we go on to that next slide before before you do I have a question when you talked about the 20 million that you said that's from the bond but the actual money from the state has been the 2 million correct they actually the actual so if we
045didn't have the bond we would only have 2 million so there's no way we could do 48 million when we have to well let's clarify that's part of so we've spent that out of the unrestricted Capital right which in the last couple years we've received from the state right about and 15 16 17 million the last couple years but until the last couple years we didn't there was anywhere near that they weren't giving us any right very little money right and all of that also goes toward all of our um remind me our licenses any curriculum that we have any book yeah that's what she said yeah all of that I'm just saying so it's not just that money yeah it has to go toward all of that so in that Dimension classroom Furniture um
046anything that computers that are being used on a regular basis all that is in there also that's true so listeners and students teachers and students yeah Mrs bets can you just explain um just for our audience the difference between what we can spend Bond money on and District additional assistance money on because there is when we go out for bonds there is there are restrictions about how we can spend that so could you just explain that for those who may not understand um you bet so Bond dollars are not allowed to be spent on curriculum materials instructional materials software licenses also but uh but understood Capital can be used on those projects that Bond can be used on so we're using Bond dollars for those major long-term Renovations in which it increases the value of
047our assets so generally speaking it's constrained by that but understood Capital can be used for those items as well yes but there are things that Bond dollars can't be spent on and I wanted people to understand that that's right we have we have to save some of that District additional assistance for these items that we can't fund through our bonds that's correct one more thing sorry going along with the bonds we when we go out for the bond we explain how we're going to use it and then by law we have to spend it according to how we've said we will use it and we have reports that show that show how we've spent it to make sure that we've within a small percentage it has to be right exactly what we've explained how we're
048going to use that that's correct it has to be actually advertised when we go out for a bond correct specifically it's the specific the detail is in the the pamphlet that guides um how we're allowed to spend that's correct Mr Thompson did you have something else yeah maybe this is uh a discussion for another time but how it sounds like without the bond we would be roughly 18 million dollars a year short of being able to maintain our facilities how did we get to a point or how are we how are we a district the size we are without an ability to keep things up to date without asking taxpayers for more money so um so truly Mr Thompson it's really all about prioritizing so at this point in time the money that we receive
049from the state is [Applause] um accounted for in both maintenance and operations funds as well as under student capital and we can seamlessly move those monies back and forth between those two funds so if we did that prioritize increases in salaries if we did not prioritize class sizes then we could re-utilize those monies going to those needs and move it over into unrestricted Capital to meet these these regular ongoing facility reinvestment costs so it's all about how we would prioritize as a school system it was I will say we we had a time when we didn't have bonds it was about one year and it was tough we didn't have an override and we didn't have bonds that was a very tough year we didn't do anything that wasn't a major emergency or what had
050to be done and so there was a backlog created there I mean there was a parking lot that had to be redone that if we could have maintained it um it would have been less money if we'd had money to maintain it but we didn't even have the money to maintain it so once we did get some bonds we had to redo that parking lot those were the choices that we had to make in about 20 14 and 2015 and then thankfully our voters came forward in 2015 and passed our override and our bonds and then we were able to go back and address some of those issues and put more money into our buildings and it's just been something we built on every single year but when that's why when there are districts in
051our state who can't pass Bond or override elections and Rural communities that really struggle that's why they struggle so hard is because they don't have those additional dollars to invest in their buildings or in their curriculum and that they're just really have to pinch every penny it was tough and we our buildings would not be as nice as they are today without the support that our voters gave us on those issues that they've done in 2015 and 2019 so um so Mr Thompson I do think that it would be good for us to go to the next slide though because it does talk about our priorities this is where there are some options for us too where we can prioritize those most urgent needs remember that this entire assessment includes even exterior paint interior paint
052all those things that are easier to defer so I'm going to let Tim continue with this next priority analysis thank you so when we look at any of those building elements that require attention that show up in the first five years we want to assign a priority waiting to it or a priority score to it and some of the things that pop out are things like Fire and Life Safety or code related items they would generally have a fairly High weighting so we have a scoring of zero to a hundred zero means it doesn't require any attention 100 means I should have done it yesterday type of thing but the idea is that you have a series of criteria that you look at so if fire Life Safety Code related issues are important that's one
053factor so one part of the waiting formula adverse effect on security that's also important that also weights into this if a building were to be shut down because that piece of equipment or series of a piece of equipment failed or stopped working kind of like the motor control center that they referred to if something like that happens is there a risk of shutdown yes no partial so it may not be complete it might be just a partial shutdown we want to know that and then of course there's the urgency of the actions and then there's some tie Breakers in here so if you had a bunch of priorities that were all ranked about the same and one of them had operational or Energy savings that could be attached to it I'd probably do that one
054first because that now has an impact on your operational budget and it would help that budget as well so there's a whole series of tie Breakers in here designed to address this and in your portfolio in the next five years you have about seven eight million dollars worth of fire Life Safety Code issues that that you want to pay attention to and they're not all due today but they're going to be due in the next five years so you want you want to pay attention to that adverse effect on security the same thing you know there are a number of items in that that could cause your building to shut down if you didn't replace that piece of equipment or series of pieces of equipment and again it's not complete shutdown it might be partial
055shutdown we want to know that and I think that's important there is about 180 million dollars worth of stuff that if you this is actually good news in a way it doesn't sound like good news but uh you have 180 million dollars worth of stuff that you're going to have to fix in the next five years that also has and if you do fix it you'll also realize an operational savings from that so even though you're going to spend 180 million dollars to fix those things you'll actually see a reduction in your Opex uh going forward so we tend to look at what we call total cost of ownership understanding both capex and off-backs coming together to try and optimize where your next investment should go so that's how priorities were established and then in
056behind that it's a a list now do you want to talk about this Mitch yeah I certainly can so uh what what you can see on the screen is a filter that was applied in the database and we took this filter looking at a handful of systems that could provide or could cause the building to shut down or partially shut down if they were to fail and a lot of the systems that you see on the screen there they were listed as critical condition they could shut the building down and those were a bunch of air handlers at South Valley Junior High School and they're they're you know of course in the database there's quite a few more but that was those are some of the highest pressing needs the highest priority needs and speaking
057to Bonnie um it was really reassuring to hear that those recently just got approved for replacement um so yeah we were certainly glad to hear that and the good news is is with the replacement of those it those would also fall in that 100 million 180 million bucket where if you replace them because they're in rough shape it means Albert and his team will not have to go there and constantly repair them you know get to the point where you're looking for parts on eBay so there will be some operational savings as a result of the replacement so remind me what that value was in your database Mitch so for the I think it's 98 Air Handlers the value in the database was 2.407 million and what you approved was something just under or just
058over 2.3 2.395 yeah so it's amazing the the consistency that the database offers to what we really found the cost to be so but but regardless that was the other thing I wanted to share too that that 198 million dollars of that backlog does not consider the 20 the the all the 20 million dollars worth of of projects that we have scheduled to date that will be done over the next you know five or six months so that's another piece of good news we've already addressed 20 million dollars that 198 million I have a question if you're you're talking about 48 million dollars a year which is about 28 million more than we're spending right now if if we could afford or did choose to go out to our voters for that much in bonds
059would that mean that this line that goes clear up into the red how would that line go would it stay flat it would follow the flat trajectory of the dotted Red Line okay okay and then that's the goal you you want to work your way towards that that goal through various sources of funding uh you know maybe the the to be this massive surplus of cash come from the state and you won't know what to do with it if that would be the day that would certainly help but at the end of the day the idea here is that yes you will want to try and Target towards 50 48 million dollars per year pardon me uh each year and that will ensure that the facilities stay in a position where teaching and learning won't
060be challenged even then we're still we're like that line is between the yellow and the orange it's not like we're down in the green into really good shape no and and you could you could set your your policy to say that I'd like to be in the five percent range FCI range at the green level so that I even have better facilities than that incremental gain is is it'll take it from 48 million to slightly more not much it's it won't surprise you it's probably I don't know what the number is I'd have to calculate it but it's the system asset planner does calculate that you know what would a five percent FCI look like for the long term well that that would be interesting to know at least to me I would like to
061know what that number is and we can certainly provide that so if there any other questions that was the basic length of the presentation I think we've pretty much walked through everything uh the only thing that we maybe didn't say and didn't identify is that in the Deferred maintenance backlog uh and I think I said this in the beginning is that a lot of the needs during our commercial break I said a lot of the needs are mechanical electrical plumbing needs and you have about 88 percent of those needs in the uh are represented by mechanical electrical Plumbing so it's not flooring finishes it's not paint I mean there are some paint of course but and there are of course floorings that need to be addressed but uh most of it coming up is going
062to be the stuff that you don't see the stuff behind the walls so if you had a school that's built in 1993 and now is 30 years old um when would you expect those things to need to be addressed at that school how long of a lifespan do those things have again the the general design of schools and and as many debates on this but as Mitch said it could be a 50-year school should be designed for 50-year school there's some schools that are 100 years so what what that means though is that there will be life cycles repeating over and over and over you have to constantly keep replacing those Air Handlers over the course of a hundred years or 50 years or whatever it is but generally speaking in the first decade and
063a half 15 years there's not going to be a whole lot of tension required on existing systems like mechanical systems maintenance will need will pick up on those systems over time and then eventually you're going to be exhausted with the maintenance activities that you're doing because you just can't keep up with it then you you fall into the replacement category and that generally ends up being in the 25 to 30 year range 20 to 35 year range depending on the type of equipment and what we're talking about but it's so I give a bit of a sense yes and then when you're looking at the age of a school when how do you decide when is a time to maintain or keep it up and re or replace it what is the how do you
064make that decision that schools get older one of the biggest industry questions that pops up because that's where the balance of what we call total cost of ownership kicks in because you really need to understand the operational impact of that so maintenance utility expense all of these things against that piece of equipment or pieces of equipment or systems versus the capital cost to actually replace that thing and what we try and do is we try and optimize that can I stretch it as long as I can from a maintenance perspective by doing more maintenance which might mean I may need more people maintaining that will actually be cheaper for me than trying to replace everything but that'll only take you so far and what comes with that though is risk it's no different than your
065car or your house you can decide I'm not going to change the oil in my car and I'm going to save myself 60 bucks I'll do that two cycles over and all of a sudden I need a new engine well those are the same kind of decisions you're making on every major piece of equipment inside every facility and and that's the kind of information we're tracking so to help you make those decisions well I I certainly appreciate uh you know this is a 30 000 foot view of what we need in our schools and and having the specific I I know we already had good information but making it even more up-to-date and accurate and more detailed I think that's that's very valuable so I appreciate that we did this work and that um you
066know now we have to look forward to how we're going to plan for the future for those buildings that we know um are going to need attention anything further I just wanted to share that there is an appendix there with some other information that I thought that you all might like to see and so it's for your at your discretion um and then I can be available tomorrow or any other day to answer any questions about that well and I guess kind of what Mr Thompson was saying was this is the beginning of a discussion but it's the beginning of having data to understand where we're really at and how to prioritize our decisions going forward with capital whatever the amount is that we have from whatever sources we can we can bring it up
067with so I think this is great and I really love that it's something that we can maintain and that we've put the initial investment in and with your time and efforts that we can now have something that when we when we update something it changes and then it changes all the numbers that go with that so that's great thank you thank you I would like to just point out what you said at the beginning or somewhere in the presentation of what Albert and his team have done uh through this point in terms of making sure that we are on track as best as possible I know that there are many conversations that we've had over the years me Albert Bonnie about hey do we need to replace this or is this something we can we
068can put a Band-Aid on for another year to move forward because at the end of the day it does come down to what can we afford and uh Albert you just have a really good sense of when these things really need to be replaced so I appreciate what you and your folks have done for that so thank you for that thank you yeah actually in some of the details it was pretty cool that with Albert's information that we seem to have put the money right in the correct place over the last five years which is amazing so thank you well thank you if there's no further questions all right we appreciate we appreciate you being here tonight and giving us this thank you guys well done appreciate it thank you thank you very much thank
069you that will take us to 2.02 goal calendars 2024 to 25 20 25 to 26 and 2026 to 27. Dr McCord thank you madam president governing board members as we're switching teams here uh we're going to talk about school calendars Dr Martin and Don antisense put out a survey to our families as well as our staff with some examples of what some calendars could look like for the 24th through the 27 school years and we have those results back of people's thoughts and Mr Martin's going to share those with you here in a minute just log it in here so give me one minute please all right good evening everyone thank you madam president governing board members and Dr McCord I am here tonight as Dr McCord said to share it's hard to believe we
070were here two and a half years ago looking at calendars and now we're back at it again looking at these three future year calendars of course we're just ending the first year right now of the new 222 calendar for Gilbert schools and so um we wanted to do a survey to make sure how is it that both our parents and our staff are feeling about the 222 calendar now that they've experienced it for the first year so first though I'm going to go into a little bit about building a calendar you know I've learned more than about calendar building than I ever thought I would and there's a lot of intricacies some of it too is just things that go on here in the East Valley or in Arizona school districts that are common or
071things that we've find that are common practices that people seem to like here in Gilbert schools itself so basically what I've done whether it's a one two one calendar or a 222 calendar is I start going backwards so I start with where Memorial day ends and work backwards and simply because that's what most Arizona school districts do and it also provides two because for years no matter what calendar we've been on we have been using winter break as the semester break and so it pretty much by utilizing that marker gives you close to 90 days of in the fall and 90 days in the spring for a total of 180 school days and of course I am going to move on to the next one because if you look at a calendar as I'm going
072through these parts I think it kind of helps shows you some of these things too as well that we're going to talk about like foreign so here for example is the 24 25 calendar because many of the components that I'm talking about are the same for all six calendars here so like I said we try to make the 90 days of each semester as close to equal as possible we try each quarter then to be also close as possible to the 45 school days and of course it does vary a little bit too though with the when Memorial Day you use Memorial Day as a break and then also when actually winter break is with the Christmas and the New Year's holidays because that does change the calendar a bit just with the rotation over
073a seven year period in these two you can see always in our calendars that we always note next to each month how many school days there are so people can easily see that and then at the bottom of each calendar too you can see how many calendar or school days are for first semester and second semester to add up to that magical 180 school days that we are required to have um and all of these calendars we really keep consistency with the holidays off from year to year one thing we found from families and communities is they really like the consistency knowing when school starts those types of things so you'll see in this too actually in this proposed draft calendars whether we looked at one two one or the 222 that the first day
074of school in all of these is starting on a Tuesday it kind of worked that way by working backwards and plugging in the holidays and time off that we wanted but we also have heard from teachers as well as families that they do like do not like having a full five days of school the first week of school it makes for a very long week I know the few years that I was either a teacher or principal and we started on Monday with kids by about Wednesday or Thursday you were really tired and so all of these calendars do start on a Tuesday where many years we have started either on a Tuesday or a Wednesday of course teachers have 184 work work days and this three days prior to then allows them to start
075on a Thursday and then for our new teachers too that return a few days before that they actually start on a Monday in July as well so it's nice when we welcome our new teachers to Gilbert schools that it starts at the beginning of a week you'll notice in all of these calendars that Junior High and high school have half days at the end of each semester for final exams and then Elementary has two half days near the end of the first quarter now usually towards the end of September for those parent-teacher conference days and then of course sprinkled throughout the calendar we have four half days where students are released so that there can be professional development for our teachers and that usually is about three hours of professional development and we found that
076that's working very well along with the one hour of Wednesday early release in which our teachers and principals participate in the professional learning communities so when we're looking at for example this 2425 calendar here just looking backwards you can pretty much see on this too here we have the two weeks of fall break we have the two weeks of spring break that are noted in October and March something that's popular and that we've been keeping is the Wednesday prior to Thanksgiving we've heard time and time again this is about the fifth or sixth year please keep that day prior we always went through a Wednesday and we had high absenteeism both from students and parents that day I know there's been sometimes a few families that have asked hey could we have the whole week
077off one of the things we've tried to do with the 222 calendar is try to keep so that yes we enjoy those two weeks off but then on those nine week periods we really are for continuity purposes we're going to school as much as possible and so it's finding that fine line so if we were to give those days off then we'd have to revert back to either starting earlier or we'd go back back to like a one two one calendar which is something that we've said where we were trying to in this model move away from but one thing and you'll see it comes up is the 222 really gives almost a brain break or a mental break for our staff and that's been mentioned quite often as well as our families have enjoyed
078having two weeks off too and so if we start adding more days we've either got to either move the calendar up earlier in July and I will note we are still starting even though we're on a 222 calendar compared to some of our surrounding districts we're still starting almost a week later than some of those because some of those other districts put in additional days off or some districts have additional PD days where the teachers might be working but the students are off and one thing we talked about two years ago is try not to start too early in July and then keeping consistency those five day weeks or four day weeks as much as possible for that so I do have a couple questions just on the um the 222 calendar for 24.25 um
079so at one point we did give that Monday off in October after the break but this looks like we've we've removed that to keep us from starting earlier and then you said we we are keeping the wins day before Thanksgiving off because this has the gold color that shows it as a professional okay it's the 27th I'm looking at oh okay sorry yep sorry I guess I'm counting away so you are right when we were living the one two one calendar A lot of times I will call it really we had fall break and spring break and many times we would come back and the Monday would be off um for students sometimes for teachers depending upon where we put that 184 work days but that was one thing we talked about a few years
080ago as we were trying to keep it as condensed as possible if we were going to the 222 one thing that we experienced this year is for a while we took the Monday off after the Easter spring holiday weekend and this year we decided with the 222 that we would revert back to just giving the Friday of the spring holiday off and not four days so that way we could keep from starting school so early so we did do that as well too but so like I said all the holidays are pretty much the same you know some of the things too is it's still 180 school days so in terms of Community Education provides Child Care during the summer and during those breaks so whether it's a one-week break or two-week break our families
081do have access to our intercession or summer vik and Zone programs it's just broken up a little differently instead of having nine or ten weeks in the summer this 222 calendar has approximately eight weeks in the summer and then those two additional weeks spread out there too some of the things that we found on the 222 calendar is the operations projects Albert and his Crews have found we can do some things during the 222 I know Spectrum Elementary here on spring break actually had their multi-purpose room re-tiled during that two weeks which before we couldn't do so we are getting Innovative and knowing that the summer is scrunched but in two weeks we can do projects the other thing too is building managers and custodians are finding that all those deep cleaning projects that were
082historically done in the summer they can be doing some of those throughout the year at this at the fall and spring breaks as well too so that's good to know thank you now with the 222 calendar you'll see that we Norm normally do give off Spring holiday always moves around of course wherever Easter Easter is and so a lot of times it's in April sometimes it's in March and so I am going to alert you that if you move to the 2627 222 calendar um actually Easter and this year falls on Sunday March 28th so when you look at the spring holiday it it would be Friday March 26th which is actually the very end of the spring holiday when we already have it off so we talked a little bit with a few people
083including cabinet members and we felt like in order to keep some consistency in looking at okay so you're going to say we're coming back on Monday March 29th and there's going to be full five-day weeks all the way till the end of school on Thursday March 27th without a three-day weekend we have proposed in here of giving off Monday April 26th as just a three-day weekend um so that it does break up that quarter the other thing it does too is then when we're working backwards on the first day of school it keeps school starting consistently on a Tuesday whereas here if we didn't give that day off then we would probably start school instead of starting it on Tuesday July 28th we would start it on Wednesday July 29th and one of the things
084we've heard is they really like consistent calendars as much as possible so that's the one variation that we did based upon when Easter and the spring holiday would land on the 222 calendar any questions on the 222 calendar so I think I went over some of this although but one of the things that we found is dirt having the 222 calendar we have had intercession students participate um and it's been quite successful actually in the fall intercession just to give you some numbers of participants at the secondary level in the fall we had 382 students participating in one week of support in October the elementary we had almost 500 students going to one of our boot camps and here in the spring we had over 500 secondary students participating in the intercession and we had
085just around 250 students at the elementary so one thing is we're helping students along the way and not waiting all the way until summer and June to support students and at the secondary level it's actually been great enhancement for those core Ela math or biology classes and so students that are failing at the end of first or third quarter have the opportunity to attend class for that full week and if they participate fully participate and do the work then they have that great enhancement to get back to 60 percent which gives them then a fighting Edge for second and fourth quarter so that's been well received by many of our students and we've learned a lot too just over the first fall and spring intersession of what's working and what isn't but that was one
086thing that when we moved the 222 option was how can we help give our students extra support I think that was one question that we saw come up was um what are the what are the studies or is there any difference and of what I'm remembering last time there wasn't much but is there any academic like are there studies that show there's academic difference I haven't found any either of these calendars where one is so much more beneficial to students I will tell you that you can't find anything that says one is way better than the other I think one of the things we have to look at is when you look at the scheme of a 365 days a year one week whether it's adding one week at fall or spring versus the summer
087in the scheme of things is not a huge difference and so I think that that takes that away one of the things it has given though is for people that want to earn extra money for our teachers and support staff it's given them the opportunity to work our fall intercessions and not just the teachers and support staff but also we've had nutrition service workers as well too so there's opportunities for some of our employees that want to support our students during that one week one thing we are doing uh Miss Wood is that we are watching those students and putting them into Infinite Campus and so we're excited to see I know especially I'm watching the elementary level in particular but students that participated in the summer boot camp last June so some of them
088participated also fall spring and if they participate this June we'll be able this fall to start looking at data and saying okay these kids now have had an extra eight weeks of intercession Support over the last year and a half do we see anything academically that we can tie so we are we are capturing the data of who's putting that and putting it in the system so that longitudinally we will be able to study that here within with our own students that's great so if it's not if there's not a huge academic difference that we've seen in any studies or and I know we've looked before too so it's largely preference at this point absolutely that's why that's why we care about the the survey because it's preference of yep how do which do you
089prefer really I guess my other question would be and I know I asked you this again too was um physically do we see any huge financial differences yeah depending on you know I know yeah I've talked to Mr dutchover and there isn't a whole lot part of that's because in July 2 we are running most of the schools because teachers are there those types of things as well whether so when we were on the one two one calendar we still had most of those rooms and hallways chilling just because we were had people in the building so we haven't seen a tick of a cost and it's it's with the one week earlier right in the summer it's it's not necessarily I don't know that that surprises me because it's not like we're talking about
090six weeks of the summer you know so okay those would be my those are my questions so thank you yeah some of these things too here of course Sports and extracurricular activities still go on sports are governed by the AIA types of things so that still happens this does have and you'll see in the survey here in a minute this does give additional time for family activities and vacations throughout the year and that was one of the responses um so we know that yeah while there's one or two less weeks in the summer does give families uh time to go do things throughout the rest of the year too of course as I mentioned child care costs really are the same because we're still looking at 180 school days it's just spread out differently throughout
091the year and then depending upon your Viewpoint and you'll see this in the survey in a minute whether the Arizona climate whether the 222 works better versus the one two one is very much a family perspective or staff perspective as well too so it's those individual thoughts on that as well too so real quick going to the one two one version I'm not going to spend too much time on that because like I said other than just having one week of fall break and one week of spring break all the other holidays and including the two weeks off at winter break are the same as the 222 calendar we still end on Memorial day just to give you a little a look at start dates looking at the calendar if we are to stick with
092the 222 calendar and the dates that we give off basically we can expect school to start anywhere between about July 22nd and July 28th using our calendar and the days off if we were to go to a one two one and using the same pattern of days off we would look at between about August 3rd and August 9th or 10th and so there's not like I said a huge difference in fact when we went from the one to one calendar to the 222 calendar it was nine calendar days difference because we did take out some of those extra days off that we used to give so I would say one difference between the 222 and the one two one is if you have family out of state and they live in a state where they
093start school after Labor Day and don't end until the middle of June it does make it hard to find you know some time between the middle of June and pretty much the middle of July you've got four weeks to try and figure out a visit with those family members you are correct mostly in their state because it's too hot in our state so looking at the one two one calendars the one difference is of course because the spring holiday lands outside of that one week off the students we would actually give off that Friday March 26th because it would be the spring holiday so they would have the holiday off right at the beginning and then they would go for about eight weeks but that's actually similar to what's the calendar is coming up for
094the 23-24 school year next year we're going to experience coming back from two weeks of spring break and then having the week or the spring holiday off but that's the one difference is we didn't have to put in that extra day off because it automatically came up so talking about what is it that other surrounding school districts are doing because that's always interesting as well too of course we have some districts in the East Valley that have done this for years such as Chandler Queen Creek and most recently about five years ago Higley but you'll see uh Apache Junction has now joined that and for this upcoming school year we have several school districts joining the 222 calendar including I call it the trifecta of Kyrene Tempe Elementary and Tempe Union that all service the
095same area they are moving to a calendar similar to what we have and then evit which of course is the career in technical school that Services many East Valley districts they are actually this fall moving to the 222 calendar and so really the one remaining District in the East Valley that is choosing to stay with the 121 calendar is Mesa and I can tell you anecdotally I've been talking to some North Valley School Districts and West Valley School Districts that are moving to that and my guess is in the next few years we will see more districts throughout the valley moving to the 222 just based upon what I've talked to Deer Valley and Peoria school districts as well too so so just one one thing I have to ask is about student Sports especially
096High School sports um how does that interact with our calendar our 222 calendar so like I said the AIA calendar governs that so they still have games but we had games when the one week was off those types of things too now I know some coaches have uh they they told their students or their families hey these three or four days like at the beginning of fall break or spring break we're gonna have optional types of trainings or things so that if they wanted to but um you know AIA governs all Arizona Sports so we cover depends it doesn't matter what your school district calendar is really a lot of times like let's just take football for instance um they will they will look at calendars of other school districts when they're trying to calendar
097things and and if you're on a 2-2-2 they they usually get a bye week and sometimes they they might it might fall during one of those two weeks but also at the same time if um rarely do these kids have any time off to begin with it's just part of playing sports in the fall winter or spring and and those breaks are there but um a lot of times they're still practicing coaches like Jason said will try to maneuver around it because they they need a break too but generally they're they're all staying in town and they're all still practicing so yeah okay okay thank you but but we did during the summer too right yes it's Non-Stop so it's kind of that philosophy if you sign up for that sport you know that during
098that season I'm not a sports person because I like some time off so moving along to the survey communication results so we did want to survey like I said our families so the survey was sent out to both parents and staff on April 10th and they had from April 10th to 20th to complete this survey we sent out another reminder in the staff and family newsletters it's GPS together in the connect create care newsletters on April 12th and then a final reminder was sent out to staff and family so they had plenty of opportunities and reminders to complete this and this just kind of shows you the history of our surveys and the responses and so you can see where parents back in 2018 still favored the one to one calendar and then of course
099all of you remember that then two years ago or three years ago the 222 calendar squeaked by with parents saying okay we'll go to that and now amazingly you'll go all the way to 75 percent of these respondents that took the survey recently now that they've lived through the first year of the 222 have said we love of the 222 or we prefer that so over 25 percent difference they're um moving towards that and then staff we know staff have for years favored this calendar and you can see also too they went from 65 percent in 2020 to 87 percent favoring this calendar in 2023. Dr Martin are you concerned that we only had 6 300 responses from parents I know that our numbers we might not are maybe our number of parents has also
100gone down total but yeah it hasn't gone down that much yeah but what we've talked a little bit Don annistennis and myself and others um and having done research lately myself too is when people are happy with something they don't tend to respond to surveys as much too I will say too just anecdotally we're hearing two of just survey fatigue not just in schools but people just aren't taking as much surveys as always recently but one of the things I think now that people before always we weren't on the 222 calendar but people knew we were studying it so I think there was more more people were willing to participate we're here now they're like well we're living the 222 calendar so we're not going to take the time to do that but also there
101has I don't think the board has received one negative email we have I think that we have I haven't said at least one it might not okay more than that it hasn't been that many but they're just saying there wasn't yeah there wasn't if there was one I don't remember receiving one but they were there weren't even 10. complaints I know there weren't ten or five so I think mostly people are happy with it or just have resigned to it and yes I accepted it or just adjusting their schedules to what it is so and that kind of goes to the next slide here too staff survey results and so you can see they they picked reasons for the decision of course they could pick as many reasons as they wanted so you can't always
102look at the percentages but you look at staff definitely liked this for some of the highest ones were vacation planning Staff feel like okay I can leave for a week and do that vacation but I also then can stay home and catch up on things around the house or we know many staff volunteer their own time and you know finish report cards or grading or plan for the upcoming quarter and we heard time and time again they felt like they could balance both of those types of things student academic achievement staff felt like this was better for students and then you'll see two works best with Arizona climate weather um a lot of Staff felt like that worked as well and then aligns of course a lot of people have friends family and surrounding school
103districts and so this calendar aligns more closely to our surrounding school districts and then on the one two one you can see not any huge percentages they're chosen there are mostly in the 20s and 30s percent in terms of why they would stick with the one two one option so nothing glaring there but like we said this is where it gets personal and everybody has their own reasons for choosing a certain calendar and then some other themes though that were popped up where people could fill in shorter summer um some of the things anecdotally that people wrote in on the comments shorter summer supports for student skill retention uh longer spring and fall break promote staff mental help with time to recharge and plan we actually had quite a few write that in the comments
104section from the staff surveys and then prefer a shorter summer break that is still approximately two months many people still felt like eight weeks was still a generous amount of time for summer breaks and then the staff that chose the one two one they thought too hot in July to return to school and then also the potential loss of learning school routines over the longer spring and fall breaks you know when you're out for two weeks you do have to come back and reteach some of those routines but when we talked to a lot of Staff they said well even when you're out for a week you still have to teach that as well too and some of that could be some of our special education classrooms or other rooms where there's more challenges of
105students that do when they when they're not in the classroom they do they do lose some of those routines and then of course there is for the support staff and this has been always one that we've acknowledged as there is concern over the no pay for a two-week if the pay period Falls during that entire that entire pay period Falls during any of those two-week breaks and for example this past year and this upcoming fall the fall break does land on a complete pay period And so there is no pay for support staff whereas spring break one week Falls prior to Spring Break and the week after so that they get a partial paycheck but we had that some years on the one to one calendar looking back during winter break where the entire winter
106break would land on that two-week break some of the things that of course we did this year but we can't guarantee every year we gave a stipend to employees and we strategically put it during that pay period so that they got that also if they're taking employees or taking our benefits we gave them a premium holiday and we strategically placed that there but we know that that's not something that we can guarantee always but that is something that we do take into it I think one thing we've done really good though with the support staff is letting them know about that if there is a pay period coming up in the upcoming year we have let them know so that they can hopefully budget for that as well too um and then some of the
107other things prefer the longer summer to unwind and prepare for the new school year why staff chose the one two one and then two week breaks can be challenging with athletic schedules we've kind of already acknowledged that and that's a choice and so then for the parent survey results what they chose to hear so when you look at the 222 calendar they also liked the vacation planning was one of the highest as well as works best with Arizona climate weather and so a lot of these parents said you know what it's hot anyways our kids don't do anything at home so let's put them in school and and then we can have off the nice times of the year in October and March and maybe you're not even doing vacations but a couple of people
108mentioned in it hey we can go to the Phoenix Zoo in October and March and actually enjoy it where the Phoenix Zoo in June and July is not always the most comforting place to spend all day because they're not open all day yep so some of those things too they also mentioned to their student academic achievement in the 40 cells so aligns with surrounding school districts as some of the reasons for choosing 222 then when you go over to the one two one for parents that chose that calendar of course the work schedule alignment and I think that's the one that we also first for some families too probably liked and then but then they also thought the one two one was better for their vacation planning and maybe perhaps like Mrs Humphrey said those
109are ones that have families that are in districts or in states that have a much different start date types of things like we said these are very individualistic type of reasons for choosing their calendar so here's some other themes too so it's funny how shorter summer supports students skill retention and learning loss we just saw that too in the in the um in the uh in the staff one and then also two other themes for choosing one two one too hot in July to return to school so you see that everybody has a different lens on whether we should be in school or not when it's really hot and then potential disruption like we said to the learning routine with three two week breaks throughout the year a few parents experienced that or felt like
110that with their own children so what we're proposing um just and then I'll take any questions is next steps of course we shared here tonight kind of the proposed calendars as well as the uh survey results is that in two weeks we would like to bring to you um for approval the 222 calendars based on that for your governing board approval mainly because we are starting to get parents to asking hey when does school start in uh summer of 2024 in July or August so that they can plan and then of course pending board approval as soon as you make that decision then we can start to inform our staff and constituents and we can also put those approved calendars on our website questions or comments or things any questions or I've got some comments
111yes please comments that I've that I've written down but then also a question at the end possibly so the first thing was um I was really shocked by these numbers that came in because I've talked to a number of parents and teachers and not one of them was in favor of the 222. and so I I guess that the the folks that weren't in favor of the 222 just maybe didn't fill out the survey or I just have a much smaller group of uh circle of friends than I than I thought right before you had like-minded friends yeah or yeah yeah exactly yeah um so Lori you already addressed the issue with and we talked about it a couple times the issue of learning loss and that there's no real research that shows a difference
112in learning loss between a shorter summer and a longer summer um but there's some other details that were presented here that that I wanted to address and some of them have been touched on but I want to address them from uh maybe a different perspective so for instance um I don't know what the the number of the slide is but one of the higher up slides a bullet point mentioned additional time for family activities and vacations but right above that we see that Sports and extracurriculars still go on during breaks so even though the break is longer those families still can't go anywhere because of those ongoing activities and I realized that the sports uh families represent you know a smaller percentage of the overall student body but I think they're still uh reason for
113consideration um we also see that GPS staff can make additional money during break by working to provide intercession support to struggling students which I think is fantastic but I think some of those same opportunities can be offered through similar progress programs during a a longer summer another another thing that maybe hasn't been considered or maybe was but just wasn't mentioned as presentation as did we look at how shorter Summers impact our students that look for summer jobs there's a number of students that go to employers and employers have this expectation that they're going to have this the student employee for two and a half months and that's just not an option with the 222 schedule and so it doesn't limit some of our students opportunities to work during the summer but then in regard to
114the go ahead so that was actually something that I talked about with Dr Martin because it was something that was brought up to me by a parent that I talked to was just that um sometimes you you want students to focus on school so she didn't necessarily want her children to work during the school year but having a shorter summer made it more challenging but Dr Martin didn't bring up and I was actually thinking about this because this 222 schedule doesn't really we can't be hiring college kids they don't have that much time off so for the community ed the vik those who were 16 and 17 and 18 can apply to work for the community ad during those two week breaks because you know we won't we won't be able to get those college
115kids because they won't be available um we'll have to rely on our regular yeah I'm not necessarily talking about the kids the students the college students that are going to apply for no no I'm talking about our I'm talking about our high school students can get those positions because college kids won't be available so there is an opportunity that's what I'm that's what we talked about there is an opportunity I see to work at Community Ed whereas maybe previously we would have hired college kids and maybe they would be available for part of that time but they're not going to be available the whole two weeks so that that was our discussion so I'm just saying it's not a lot for maybe all the kids that we have but um it is an opportunity for
116some students sometimes students to have a you know work for the district and help with our vik program and so forth my guest to here Mr Thompson is on the parent survey results where it says work schedule alignment I assume when it says 50 percent uh like the one two one some of those parents were looking at not only their own work schedule but possibly if they had teenagers too that work schedule as well too the one thing though we didn't see is that they didn't write it anecdotally in the comments section explicitly my teenager you know we didn't have any major area in that because Don Anna's Dennis and I would would have put that in the other themes but my guess is because 50 said work schedule alignment that some of that is
117either parents but some of it's if they had teenagers as well too so yeah yeah that's that's good uh good insight so then a couple more things here in regards to the last bullet on the page the 222 option depending on viewpoints talking about Arizona climate but I don't know about anyone else but mid to late July is the last Arizona's the last place I want to be right and so if we're if we have to be here because of school that limits our ability to get out of town during the hottest part of the year probably more than that yeah so but probably even more important and this this affects me directly because I've got kids in elementary school but when it's over a certain temperature recess is canceled and during those those last
118few weeks or last couple weeks of July pretty much all of recesses canceled and that is a huge strain on our not only our kids but also our teachers they don't get any kind of recess you know during that during those those first two weeks of school and so that's that's kind of as a parent of a kid in elementary school that's that's tough absolutely we've talked about that I get to be the head heat index person for elementary schools and so I called it and I will tell you um we the heat index um the one good thing is I can tell you anecdotally being in this position now for eight years is we usually can get am morning recess done and actually when we're looking at the heat index most of the time
119it's not until noon one or even two o'clock where we can have the students out now some of the things we'll ask them to do is not any high intensity sports like running on the soccer field or playing football that things that aren't highly intensive but this past year there was actually only about four or five days that I actually called at heat index now I will say some School principles because we give that site-based decision they will call it earlier then I will I'm kind of like the last resort for some of them and we do have some school communities where the principals will call them in earlier and that's a site-based decision in between the principals and the staff but this past year we actually had less heat index days than the previous
120year of the one to one calendar but that changes every year based on climate so but one of the things I've learned is our heat indexes are there could be a school-wide uh raising of the threat of the threshold to 120 degrees or something like that um so Mr Martin what are the opportunities that schools use if children can't go outside for recess because obviously we have weekly little bodies that need to burn off some energy so what are some of the things that we do to rectify that so the good thing is you know we have paraprofessional support so we've worked really hard and we call it actually whether it's a rainy day schedule which we don't have too many of those but many of them have converted it to also heat advisory schedules
121too and so a lot of times the students will either be in the library or the project room they might be watching a movie but I have also seen two where they're getting creative at the PE teacher or the paraprofessionals are are doing some type of activity jumping jacks or they're walking around the hallways or they're doing some type of movement activity I've seen that happen quite often I've also seen where some some ptsos have purchased board games and other equipment too for students to participate in and they've used that as well too so there are a number of creative ways that I've seen our elementary schools work around that and plan around it and ironically this last fall I remember talking to the principals a lot of them said oh we didn't have to
122use those very much and I said well we were lucky this year don't don't think that's going to be an every year occurrence based on climate well I I will say this when I moved to Arizona people were like well you know you just don't go outside in the summer like you know like you would winter in other places I'm like well my kids weren't off of school all winter so I do think having them in school even though it's hot I mean there's not a lot you can do at home to get them out and active right so having them in school is is definitely a plus um but I I did I did have someone mention to me that they would rather you know that we started later but the other thing is
123because different districts start at different times in our state sometimes if you start earlier you might get more kids just because parents are ready to send them back to school you know they've had their weeks off and they're ready to to have kids back in school because it is hard to entertain them we uh we just we just tell our kids to entertain themselves but so I did want to mention one last thing here um the two weeks in the middle of each semester is a long time and I've been told by multiple teachers that coming back from these long breaks is so hard for them and their students they tell me it's like starting over after summer break in the middle of each semester and I know that we've touched on that in in
124one of these slides but that's a real thing that I've heard from multiple teachers that it's just it's just too long of a break in the middle of each semester that they're starting over at the in the middle of each semester um I I did contact oh sorry if you're not done go ahead I just had to go ahead and done what you were saying so I contacted a few individuals just to get some feedback and what I heard from teachers was that they liked the two-week break because it gave them time to really go out and go on vacation and then they still had time to maybe do a little prep work or get ready for the next semester and it gave them kind of a mental health break so um I actually the
125people that I contacted the teachers that I just you know asked what their thoughts were they were very positive about the 222 so I think it's you know sounds like we need to mix our circles a little bit I guess because um if if if they're not they should answer the survey if someone wants to have input they should answer the survey because my vote has always been based on the survey so in 2018 when 52 percent of our parents wanted a one two one then that's how I voted and we kept the one two one but in 2020 when it became apparent that we even though it was only a few more 50.5 percent wanted the 222 that's the way I voted and now it's pretty lopsided I mean it it's pretty um apparent
126that 75 percent of parents and 87 percent of Staff really enjoy this schedule and we're more in alignment with all the districts around us because it looks like everybody about Mesa has changed and you know I there are some drawbacks to to either one I mean a I live the 222 schedule when I lived in Chandler and I was fine the first week we could keep everything together and the second week everything fell apart it took me and I had children in High School junior high and two different elementaries it took me the next quarter to get everybody back on schedule and things going smoothly so it was you know it was challenging that way but um it is and I understand that a lot of my points are moot made maybe moot because of
127the results of the survey right I understand that um so so my question is and I is there somewhere in between do we is it is it only one two one or two two two or can we say a week a week and two days for spring break and fall break and give us even just an extra week or week and a half during the summer that's almost what the one two one was because when we started this year I believe it was July 27th in the previous year it was like August 6th or something it was eight or nine calendar days earlier that we started because we were having one or two days off after each break and then as well as the Monday after uh Easter and so we had three or four
128days in there where we did add those to the the spring break and the fall break so we can just go back to the one two one then I think the camel's head is under the tent at this point I'm kidding the good thing you can see is we do have a good percentage of Staff responding all three uh 2018 2020 and 2023 um to this survey too that's a majority of our staff that have taken the time just to complete the survey yeah well I appreciate you letting me take the time and kind of put my thoughts on records so I'm those are all my comments though thank you I think we should go back and thank you for your work in this survey I think we should go back to after Labor Day
129that's my vote right that's remember when we didn't have fall break I know I know yeah Jerry Lewis Telethon then the first day of school back in the day we didn't have 180 school days we had like 175 too and then we had all sorts of things that changed one anecdotal thing is if we ever did move back after Memorial Day just looking at the testing calendar it's interesting because I've talked to other districts if you start and push your calendar back will the State Testing calendar is pretty much the month of April now so if you're trying to maximize your number of school days you probably don't want to go too much past Memorial Day or else you're going to have a lot of school days each year after the State Testing calendar so
130that's one interesting thing too as well if we were to go another week or two into June that would affect the number of instructional days we would have prior to State Testing and we want those days before so we can have students learning and growing and getting ready for those tests to do their best all right thank you Mr Martin and thank you for the comments and thank you for those who participate in the survey and have given feedback we appreciate it so this like you said we will we will look back at this at a fir at a future board meeting to make its final decision May 16th okay and of course if any governing board members have questions between now and then feel free to reach out to me okay thank you very
131much appreciate it thank you sir thank you now we go to 2.03 FY 2023 revised budget number two presentation Dr McCord thank you madam president governing board members we bring before United presentation on a revised budget number two for fiscal year 2023 and we'll be asking for approval of this revised budget coming up in the action items and here's Miss Bess again with her team whose computer are we using ah good we've got hers on lockdown obviously good evening again I am very happy to hand this over to Ms Jackie matinin and Miss Ashley Miranda so it's all yours ladies thank you Dr McCord members of the governing board we are here to present to you the final budget revision for FY 22. could you speak into the mic just a little bit more so
132they can yes sorry about that is that better yeah that's better I'm excited about it but I don't want to yell about it be careful well I just want you to be on record so today's report will include a short introduction we'll talk about student counts the FY 2023 revised number two mno budget the revised number two unrestricted capital budget and then we'll talk a little bit about other funds so 22 to 23 student counts you can see here we've got the FY 2022 final recalculation in the First Column through revise number four and then the adopted revise number one and revise number two we did increase 261 from adopted ADM to this second revision this slide was shared during the FY 2024 preliminary budget and you can see that fy24 still does reflect 400
133student loss so FY 2020 23 mno budget capacity so we've got weighted student count again this similar information as the previous slide that FY 2022 revised number four which was our last revision our adopted budget revised number one and revised number two which is the the one we're presenting tonight so we did have an increase in our weighted student count from the revised number one slight increase in the revenue control limit so there's our 1250 in our weighted student count from adopted which is pretty significant we struck through the energy and water savings transfer we are no longer doing that so we wanted to make a note that that is will no longer be on these presentations so the increase from adopted is 5.45 million from this revision FY 2023 revised unrestricted capital budget capacity
134again same columns one thing we wanted to point out not much has changed on this except the interest so we presumed that the forms we were using uh were calling for the current year interest that is not true this they were asking for the FY 22 interest we didn't earn any interest last year but so far to date it's almost 270 000 because of the transfer we'll talk about other funds here this evening we'll talk about instructional Improvement you can see that there's a decrease from the adopted we are budgeting very conservatively in this fund we have heard rumors that there may be another payment but at this point we're going to budget the 2.24 million there is also a decrease in the state and federal grants because of the education plus up and the
135100th day no longer being available to us other cash funds we wanted to point this out this is um these are all school-based funds for the most part about 98 of these funds are at the school level and then during the first revision we really focus on the levy funds um mno and capital so in any subsequent revision especially the final revision we really focus on all the funds and hone in on anticipated revenue and budget balance carry forward and all of that so Career and Technical education you can see an increase there there was a change this year that allows us to receive the allocation for capital in this for their students so that's we can purchase for Career and Technical education classes equipment and so forth is that what that's for correct okay
136so on this slide I wanted to make sure that we pointed this out as it's going to impact your um your motion when we get to the action item so um Mrs Humphries gave me a call yesterday and asked specifically well explain to me what the intermediate Revenue source is and so um at the time I looked at it and I was a little bit confused because I always knew the intermediate source to be County funds and when I saw the 12 million dollars I wasn't sure if I was right or not that it was County Equalization because the statute last spring called for County Equalization to be suspended or removed altogether so there really shouldn't have been any monies in the County Equalization so after that went in and discussed with with the team
137and just hadn't uh caught that in our in our revisions in the past and because the in my mind it was very important that the intermediate really reflect what we received because of the statutory change so that 155 000 or so you see in yellow is the actual amount and that's due to Prior year count Equalization taxation that's now catching up so I wanted to point out that and then in addition as we were reviewing the state revenues we made sure that we were accounting for the classroom site fund revenues as well and so we took the opportunity to change that also this doesn't have an impact on our budget capacity at all this was just what we wanted to do to make sure that our Revenue reporting was accurate so I wanted to point
138that out and then the next slide is just a recommended motion for whomever's going to make it at the action item presuming that you would approve the final budget revision but approve the 23-year wise budget number two to include the presented Corrections on the cover page as something as simple as that and then tomorrow we will post the um the corrected entire budget capacity to the agenda item and I'm sure Mrs Wilson will be able to reflect that at least it was a question so the intermediate no longer represents the County Equalization because that's been done away with is the state then giving us additional funds to make up for that or what yes okay yes okay okay so going through the county with that money they just give it to us directly no it
139still goes to the county it passes through the county it's just that there's not that additional component where there's a required account Equalization portion that goes to fund our local school districts the state is now covering that entire amount okay and it's the intermediate is still County funds so it's still we probably will see small amounts from prior years coming in so the intermediate is still coming from the county okay okay thank you thank you are there any questions well I I do appreciate you doing that research because I was like okay maybe Bonnie's not gonna get back to me but you did thank you so I appreciate that Mr Thompson did you have any questions no no question okay yeah um I guess my question was is this the final revision then or that
140we will see for 2023 yes it is and by Statute is that by Statute it's due May 15th May 15th okay that's what I was thinking Dr Morgan did you have something that you wanted to add nope okay okay well seeing no further questions thank you very much appreciate that thank you guys thank you all right that concludes our work study and we will now move to our brief board business meeting Mrs Wilson if you will please call the roll Chad Thompson here Miss Laurie wood here Miss Sheila eugetti here miss Jill Humphries here Miss Rhonda Paige is not present Madam president president you have a Cora thank you very much we will go to our consent agenda items and I will ask if there's anybody to make a motion for the approval of the
141consent agenda items I move that we approve the consent agenda agenda items as presented thank you Mr Jetty it's been moved is there a second second thank you Miss Humphries it's been moved and seconded that we approved the consent agenda items as presented all those in favor please vote by saying aye aye aye any opposed with nay thank you that will take us to our action items which we heard tonight and I would ask um that's FY 2023 revised budget number two Dr McCord I think you madam presidential company board members we bring before you for action item 6.01 FY 2023 revised budget number two to include the presented Corrections on the cover page thank you board members is there a motion I'm sorry I move that we approve FY 2023 revised budget number two
142to include the presented Corrections on the cover page thank you Miss Humphries it's been moved as our second second thank you Mr Jetty it's been moved and seconded is there any discussion well I certainly appreciate the hard work and I know that when we went to current year funding it it is more complicated and complex but I feel like our budget um our people come through for us and have kept us on track and I think that's that's really important thank you anything further hearing no further discussion I'll call for the vote all those in favor of approving FY 2023 revised budget number two to include the presented Corrections wait yes revised budget number two to include the presented Corrections on the cover page as as was motioned please vote by saying aye aye bye
143any opposed with me thank you that passes as well that takes us to adjournment of our brief board business meeting board members is there a motion so moved thank you is our second second it's been moved and seconded that we adjourn all those in favor please vote by saying aye aye aye any opposed with nay thank you we are adjourned okay