001uh miss you jetty is that you yes i i wrote copied down the number wrong thank you all right all right we will we would like to begin welcome to our regular board meeting it's tuesday august 23rd 2022 it's 6 p.m and we'll begin i'd like to call this meeting to order we will now have a moment of silence followed by the pledge of allegiance led by mrs humphries if you'll please stand and join me if you'll join me in the pledge i pledge allegiance to the flag of the united states of america and to the republic for which it stands one nation under god indivisible with liberty and justice for all thank you mrs wilson will you please call roll dr charles santa cruz here mr bill parker here miss laurie wood here ms
002sheila eugetti here miss jill humphries here madame president on board members are present you have a quorum thank you now that takes us to item two approval of the agenda is there a motion board members i move to approve the agenda as presented thank you mrs humphries is there a second shotgun thank you mr parker it's been moved and seconded that we approve the agenda as presented all those in favor please vote by saying aye aye any oppose with nay thank you now we will go to the superintendent's report dr mccord thank you madam president governing board members good evening to everyone joining us online uh and those that may or may not show up here um wanted to wish congratulations to kare summerfield she's a family and consumer science teacher at highland junior high
003she received a ten thousand dollar grant from the maricopa county superintendent's office cara along with the help of the gilbert education foundation purchased a glow forge for her class a glow forge can cut wood fabric leather paper plexiglass mylar rubber corian foods and more a glow forge can also engrave all of the above plus glass coated metal marble aluminum titanium some phones tablets laptops and more so kara has been a long time employee and educator for us and she's extremely excited about this our maricopa county superintendent steve watson was there we kind of had an unboxing of it she'd received it earlier this summer and she's going to put it to good work and really do some exciting lessons with our students for that last week we had our gilbert education foundation business leaders breakfast
004it was a great showing and we want to thank all the businesses for coming out and supporting the foundation in gps we had a special guest the meeting his name was amigo amigo is a therapy dog in training at gilbert elementary school when i was over at gilbert l later on that week i got to see amigo in action he's loved by allen provides so much needed calmness and relief to some of our students and staff thanks to gilbert l for sharing who amigo is and what he is doing for all of our students and staff at their school and last saturday we had our annual v-net kickoff training and vendor expo at gilbert high school over 300 gps volunteers who make up our ptsos ptas as well as our booster clubs attended the meeting
005and the theme this year was superheroes unite well guess what they united and i'm not sure everyone truly understands how blessed we are in gps to have such wonderful support from our families they don't volunteer at their schools because they have to they do it because they love their school and want the best for their children and for that we are turning eternally grateful mrs wood that concludes my report for this evening thank you dr mccord that will take us to item 4 request to speak to the governing board and i did not receive any request tonight so we did have one online submission an online submission so we appreciate that as well and acknowledge that we will now move to 5.0 the reports and ask for the monthly budget report dr mccord thank you
006madam president company board members as always miss bonnie betts our associate zoo business services will give our monthly budget report good evening governing board members dr mccord mrs wood so this is the very first budget presentation for the new fiscal year so this is reflective of activity from july 1st through july 31st so keep in mind as it is at the very beginning of the school year there are lots of moving parts right now and so um this is as it was um as of july 31st so there have been changes as as we've gone gone through it but just keep that in mind as we go through uh the presentation this evening okay so because this is the first report we did include all of the tables that are part of the overall monthly
007budget report but there's only um just a few that we noted uh some specific things that we wanted to share with you so these are are all of our groupings of funds throughout gilroy public schools so the district operating funds of course the most notable ones are always maintenance and operations classroom site fund as well as understand the capital outlay if you go to the very bottom the energy and water savings that's just a reminder to let you know that that was our last energy performance contract that we engaged in back in 2009 and we made the final payment at the end of june so we will not see that transfer moving forward on the maintenance and operations note the 296.5 million dollars which is our adopted budget and the year-to-date expended encumbered is 253
008million leaving a balance of 43 million this was very comparable to last year at the start of the school year a couple of things to remember due to the constant onboarding we don't have all of the benefits encumbered for all of our employees right now so that will increase that year-to-date expended encumbered column also though we worked very hard to make sure that all the first payments for the new year for all of the 12-month exempt or salaried staff that the additional pay increase that you all approved on july 12th was reflected in their first paycheck we were able to get that done but each hourly employee had to be touched manually so over two thousand employees and that two dollars per hour it has is not reflected in that year-to-date encumbrance and expenditures however
009the good news is that all hourly employees saw their additional two dollar increase this past pay date which was a week ago from today and they will all receive their retro pay reflective of the first three weeks of july on the next pay period which is to be paid on the 30th of august so with the work of otm and payroll that was turned around pretty fast so just wanted to have you keep that in mind in addition keep in mind that when when we adopt our budget it's based on projection and recall that we did assume a 400 student actually a 400 adm loss when we projected our budget so the good news is we have seen about a 380 enrollment loss but but that's going to translate maybe to as much as 300
010adm so we will not be required to have a budget revision in december because we will we will so so to speak win we will have a greater budget capacity due to our student enrollment and average daily membership to date so you'll see that in the next presentation we will have a pending revised budget for you but you can expect the revised budget for maintenance and operations and then restricted capital to come to you probably in the january time frame just so you know and then back to the classroom site fund that's another notable fund associated with this operating fund grid and again that 16 million dollar balance and the 25 million dollar year-to-date expended encumbered is comparable to last year still we'll have some changes as we go through and then also note that
011that does not include the pay for performance which has now been set at 750 per employee based upon their evaluation finally the understated capital the 45.9 million dollars in the adopted budget recall that that does include that 20 million dollar transfer that we approved in the fiscal year 2022 final revised budget um accounting for that large uh adopted budget amount so those are just reminders before i go on any further is are there any questions on any of that one question real quick so the 750 dollar paper for pay per performance pay for performance is from the classroom site fund that's correct but it's not encumbered yet but it's not encumbered yet that's correct so we will see that yes you will see it yep thank you anything else okay great so this is just
012the notes about basically stating what i just shared with you federal grant funds just a reminder overall that these grant funds are based upon what we expected the ending balance to be as well as the new allocations for the new year so all of these budgets will be updated to reflect the approved carryover from the department of ed grants administration office so you'll see some changes in all of these and then finally note the highlighted idea high cost at least since i have been here which has been since july of 2018 we have not received this high cost grant so last year was the first time that we've received it we are optimistic that we may receive it again which is why we kept it highlighted we received 85 000 last year so if we
013are eligible which is possible we expect to get something comparable to that so we wanted to keep it as a placeholder so the state grant funds the most notable one here is our structured english immersion my understanding is that staff in barbara newman dr newman's office worked very hard at putting together a grant proposal that was approved for a total of three hundred and twenty thousand dollars so we will have additional resources and those monies because of the nature of the grant we are able to move maintenance and operations expenditures into that grant showing a commensurate savings in mno any questions on any of the federal or state grants okay great so our enterprise funds most notably nutrition services so note the beginning balance of 7.7 million dollars this is largely a result of the
014free 100 free breakfast and lunch that ended june 30 of 2022 so based upon our expectation of the balance between paid breakfast and lunch versus those that are eligible for free and reduced which means we get federal reimbursement from those we estimated our revenues based upon the 2020 school year so we calculated that looking at the amount of revenues received through december 31st of 2019 and doubled that because as you know we did not operate fully for that second half of the year so that that's very much an estimate of our revenues and then on community school we we are ramping back up to the previous success of community school and so those estimated revenues are based upon actuals from fiscal year 2022. ms bentz just a question related to nutrition services and that do
015you have any clue as to one where we are in terms of the total enrollment in free and reduced is that comparable to or less than before pandemic and the real reason for my question is i'm concerned about because all kids receive free lunches for the last two years are there young people out there who are going without food so a couple of notes regarding that so first we have with all of our schools primarily our elementary schools we have we have worked very hard at getting participation having people apply we have been turning around the applications very quickly in nutrition services there is a new software called titan titan does facilitate that and that very question that you asked i'm reviewing with nutrition services staff now to determine if there are some schools that
016we need to further target to get their their applications in but right now it looks like it's comparable to how it was in the beginning of 2019 but i will share more of that with you in the board report this week thank you miss pets dr mccord somehow if we can outreach to families that that is available to them and if they are struggling because there may be some below that threshold that will cause them to qualify for free and reduced how it is that they need assistance so um going along with them it's best ed as well as efforts on the elementary side primarily in the spring and during the summer a lot of outreach to families and then of course as people are moving in or people just haven't paid attention to that
017piece of it as miss betts said that as soon as somebody applies we're trying to turn around as quickly as possible so uh i i think i think i saw some numbers a little bit ago i think we're a little bit lower than where we were before the pandemic not much but i expect that to be actually higher in the next year or two just as we move through this process of recovering from that time so in just additionally just a reminder to this body and to the public if they're listening because of our earlier start our deadline for the automatic rollover where students are eligible from the prior year that deadline deadline has historically been around the 16th of september because of the early start it's now the 6th of september we're sharing that
018information next week with all of our leaders so that they're aware that they that they have less time to make sure that those that were eligible last year do not see an interruption in their services thank you mr betts i i have no doubt that staff is working diligently to try to to move that process along i'm really just kind of appealing to those in our community who might be reluctant and encouraging them to to seek that assistance for food assistance for your children if and when you need it i think there's another notification that we received as well from the federal government indicating that they are going to offer what they call the pandemic employee i mean electronic benefit transfer which basically if you are an at-risk family you have a food card and
019last year with that food card it was worth depending upon your family up to six or seven hundred dollars of additional food assistance and that program is based upon your free and reduced lunch application so again just another advertisement of the benefits of applying and making sure that we at gilbert understand your needs thank you just one addition to that i agree with dr santa cruz sometimes we've seen the transition from elementary and uh junior high school to high school uh students don't reapply so i don't know if there's some way that we could track their applications to see you know or to remind the families that they they're still eligible or something like that if it's possible to do that yeah we have some legal constraints regarding that however the good news is if
020a high school student is part of a family that has an elementary school student they are automatically approved but we are in general targeting schools so that they can send out notifications to all of their families to include the siblings of those families as well so i know you've seen that as well thank you thank you okay and then the cash funds so there's nothing notable about this the activity is as expected you can see that our fingerprint fund at the top is an available balance of negative 23 000 but that's purposeful as we get new employees in we do take their fingerprints for them and then they generally pay for that fingerprint charge through payroll deductions so we're always a little bit in arrears on that fund but everything else is as you would
021expect and then these are the school student based funds so just note the available balance of 9.8 million dollars and then student activities of just under 1.5 million and then bond and debt service funds so fund 631 this is our 2015 authority please note that under the facilities renewal we have spent the full 48.8 million dollars almost fully spent there's an encumbrance of 321 000 there all of the money assigned to facilities renewal and a remaining balance of 4.2 million dollars to include technology as well as transportation note in technology that this was purposeful they have a seven-year plan for the 7-12 refresh when we started the device the one-to-one device initiative back in 2016 so at the end of this year that 3.7 million dollars will be totally totally spent and then note the
022transportation the encumbrance of 1.3 million dollars we have received three of those buses and we still have outstanding numerous vehicles that we're still waiting to get in and we will be giving you an update this week in the board report on where we are on that so the possibility exists that that additional 500 thousand dollars we will move into facilities renewal to uh make sure we have enough money to get through some some key projects under the facilities renewal bucket so in addition this is our bond fund 630 so this is the 2019 authority recall that we closed on this the second sale of that authority in february of 2022 and again note the facilities renewal bucket where there is 20.2 million dollars left over please note that that does not include the approvals of
023of the last board meeting so the 7 million dollars associated with the lighting project as well as a couple of other projects at some of our schools so right now with the encumbrance of those projects we expect that there will be 10 about 10 million dollars left in the facilities renewal bucket to complete projects for the 23 school year so i'm just giving you a heads up that probably in january or february we will be bringing to you a request for the final bond sale of about 18 million dollars to make sure that we can continue with our summer projects between fiscal 20 ending fiscal 23 and beginning fiscal 24. so are there any questions on the bonds okay great then finally the debt service funds so this top grid where we show the adopted
024budget and the year-to-date balance the adopted budget is based on the the principal and interest payment schedule reflected after that final bond sale or that last bond sale in february of 2022 so that's where the budget comes from but note at the bottom you can see the the table at the bottom which is a cash representation of what's happening in the bond debt service so note the beginning balance of 780 thousand dollars so that is after we made the principal and interest payment on july 1st so that 780 thousand dollars will be used to offset the current year's tax rate which we have already approved with the county superintendent's office the year-to-date revenue of 105 000 includes a little bit of interest as well as some receipts associated with some late property tax payments and
025then finally the year-to-date spend is about a net of 600 due to primarily to fees so you can see our cash balance is 884 thousand dollars note that we have an interest payment uh january 1st which we will receive enough tax receipts by that time to make that payment and then the final big big payment is due next july 1 july 1 of 2023. are there any questions on on either of those two tables okay great then that's all i have for you unless you have any additional questions miss you jenny do you have any questions no any other board members no thank you miss butts we appreciate that each month we will now move to our consent agenda items um 6.01 board members is there approval is there a motion for the approval of
026consent agenda items so moved thank you miss humphries is our second second thank you dr santa cruz it's been moved and seconded that we approve the consent agenda items all those in favor please vote by saying aye aye any oppose with nay thank you that takes us to seven action items and we will go to 7.01 policy development first street at policy eid investment policy dr mccord thank you madam president governing board members before you we have policy eid the investment policy this policy has gone through the first read through our policy committee and we bring it to you this evening for a approval of the first reading essentially in a nutshell and if miss bets needs to expand she can but the purpose of this investment policy is to aid gps in making managing
027and reporting investments associated with the employee benefit trust available cash reserves thank you board members may i have a motion i'll move to approve a policy e-id thank you mr parker is there a second second thank you dr santa cruz it's been moved and seconded but i'd like to open it up for any discussion if there's any any discussion i i think there was a lot of discussion in policy meeting on this and i i feel very good in moving forward with what we've put together and providing that um investment for the employee benefit trust that can actually help pay some of the expenses just to blow them out but it'd be helpful so any other thoughts to add miss you jetty did you have anything no ma'am thank you board members okay this will
028also go back for the second read as well so with that said i will ask for a vote all those in favor of the approval of the first read of policy eid investment policy please vote by saying aye aye any opposed aye oh thanks any oppose with nay thank you that passed 5-0 as well that moves us to agenda item number eight requests for future agenda items board members are there any that need to be brought up tonight okay and then we will go to board committee reports 9.01 gilbert education foundation we have as dr mccord said had the first no you're great we had the first business breakfast meeting appreciate those who came in and the gef for putting that on and have a fundraising opportunity coming up the bowl-a-thon early in or the
029end of september september 29th i think yep that's when it is i think they still have lanes available if anyone wants to come bowl and and help us raise those funds thank you um 9.02 mrs humphries the city of mesa and the legislative representative um so the i was in contact with council member thompson and mesa has certified their city elections scott summers will be taking kevin thompson's place on the council in january and alicia goforth will be replacing david luna and jen duff will be in a runoff in november against trista glover and mesa will have three propositions on the ballot home rule public safety bond and meet and confer for the public safety and management so that's the news from mesa and then also i just wanted to remind my fellow board members
030the asba law conference is coming up on september 7th 8th and 9th and the pre-conference is on the 7th and then the regular conference on the 8th and 9th and i believe the the registration closes at the end of the month for that on august 31st thank you miss humphries 9.03 town of gilbert liaison dr santa cruz yes miss wood just reporting that uh gilbert had a special meeting gilbert town council had a special meeting on august the 18th and they canvassed their election as well and i'm probably going to mispronounce names here but the successful candidates were kim kopp i believe also there is a runoff slated for later in the fall and i think uh candidate spence is bill spence and bobby buckley bobby buckley and bill spence the other piece of information
031is just something that i read in their newsletter and that relates to uh their water propositions and the conservation and consumption issues that will probably be in the mainstream discussion over the next year or so and beyond that's all i have thank you dr santa cruz 9.04 finance and audit committee mr parker yes we did meet last tuesday most discussion revolved around the the oversight responsibilities assigned to the committee or the investment committee i think we worked that out that was about it thank you mr parker 9.05 insurance trust representative mrs eugetti um mrs wood i don't have anything to report tonight thank you that will take us to item 10 on our agenda meeting dates dr mccord thank you madam president governing board members we have a board work study and a brief board
032business meeting uh 6 p.m september 13th and then we have a board uh policy committee meeting at 11 30 on september 20th and then a regular board business meeting on september 27th at 6 00 pm great we have that noted thank you that takes us to item 11 adjournment um if there is a motion board members i move to adjourn thank you miss humphries it's been moved is there a second second thank you mr parker it's been moved and seconded that we adjourn all those in favor please vote by saying aye aye aye any oppose with nay thank you thank you for attending we are adjourned