001well good evening hello all board members today is tuesday october 12th 2021 we have a work study session a brief board business meeting and there is a need for an executive session uh prior to both of the meetings pursuant with ars 38.4 31.03 a and 3 and a and 4 discussion or consultation for legal advice with the governing board's attorney and consideration of governing board's position and instruct the attorneys regarding accepting among bids procured by the district for enhancements to a backstop and protective netting at a baseball field at desert ridge high school and entering into an agreement with blandford homes for blanford homes to share the expense with the district to pay one-half of the amount of the bid if the bid is accepted by the board for enhancement to the backstop and protective
002netting at the baseball field at desert ridge high school is there a motion i move that we move into an executive session thank you miss eugetti is there a second second thank you mrs humphries a discussion seeing none and then we will vote all those in favor of moving into executive session please signify by saying aye those oppose the same motion carries 5-0 we will recess into executive session so team in one school we students and decided to purchase a set for the school the student that assisted went on to be an ambassador helping to teach students of other grades to use and troubleshoot the robots so they could help their teachers in class in one school as with any sixth grade class some were totally into it while some were less than enthusiastic we
003let the students know that they may not love the robots but they definitely wouldn't hate them i requested the assistance of one of the students to help demonstrate the robots to the class our early learners are always so full of energy and learn best from hands-on activities in this first grade class we connected the bots to learning sequencing first then next last the robotics activity allowed students to actively engage in creating sequencing by programming the robots look at how focused our friend is and how engaged the class is on task working together communicating effectively with each other and problem solving if you've ever been on a high school setting you know how hard it can sometimes be to engage teenagers i actually have four of my own at home and the challenge is real but
004introduce robots and watch their interests transform in this exam if you've ever been in a high school setting lastly one of our students with visual and hearing impairments as well as very limited mobility our friend is visually and hearing impaired and has developmental delays but the teacher wanted to give him the same opportunity that his junior high piece had we modified code of pillars by attaching tactile objects so he could program robots too in one school we demonstrated the edison robots to a sixth grade class as with any sixth grade class some were totally into it whilst more less than enthusiastic we let the students know that they may not love the robots but they definitely wouldn't hate them i request the assistance of one of the students to help demonstrate the robots to the
005class the principal saw the engagement of the students and decided to purchase a set for the school the student that assisted went on to be an ambassador helping to teach students of other grades to use and troubleshoot the robots so they could help their teachers in class in one school we demonstrated the edison robots to a sixth grade class as with any sixth grade class some were totally into it while some were less than enthusiastic we let the students know that they may not love the robots but they definitely wouldn't hate them i requested the assistance of one of the students to help demonstrate the robots to the class the principal saw the engagement of the students and decided to purchase a set for the school the student that assisted went on to be an
006ambassador helping to teach students of other grades to use and troubleshoot the robots so they could help their teachers in class our early learners are always so full of energy and learn best from hands-on activities in this first grade class we connected the robots to learning sequencing first then next last the robotics activity allowed students to actively engage creating sequencing by programming the robots look at how focused our end is and how engaged the class on task i'm afraid in one school we demonstrated the edison robots twist grade class as with any sixth grade class some were totally into it while some were than enthusiastic we let the students know that they may not they could help their teachers in class our early learners are always so full of energy and learned best from hands-on
007activities in this first grade class we connected the robots to learning sequencing first then next last the robotically with each other and problem solving if you've ever been in a high school setting you know how hard it can sometimes be to engage teenagers i actually have four of my own at home and the challenge is real but introduce robots and watch their interests transform in this example one of our ties worked with an algebra teacher to provide a real-world example of calculating velocity good evening once again and we are now going to call this work study session to order we have just concluded an executive session and so we have item 2.01 was the call to order and 3.01 is or three item three is presentations and we have two this evening so we moved
008to 3.01 and i will defer to dr mccord thank you dr santa cruz governing board members i have for you tonight our director of technology services mr john costellano he's gonna he's gonna talk to us about robotics in the classroom tonight and this is something that um as a school district we've been involved in for a while but it's ramping up over the last few years and i'd like to have john talk to you guys about it good evening thank you dr mccord dr santa cruz members of the board yeah this is a perfect timing tonight unfortunately my partner for tonight was going to be sean abele our instructional technology coordinator but she is it has to be a home this week so i'm going to do my best but um she's also here so
009she can't keep me from talking about her um she doesn't really like that but um i'd like to brag on her for a little bit this is her fourth year in the district she was three years as a thai and then now has moved in the coordinator position and she's just amazing she's been a computer science educator for quite a while she's originally from michigan and then made her way i heard arizona she's taught at a number of different types of school district and i think that really helps her and her perspective that she brought here to gilbert public schools um she capped i love standards so you got to be special to to cap that but she's really passionate about that and integrating technology into our classrooms so um and she also is recently
010in the chambers 2021 dr wally delect the educator of the year award so i'm very proud of her the whole team really loves her and she's really been able to make an impact already in the district so shout out to her as always i'd like to thank our entire tech services staff going to have a motto best staff ever and we're not perfect but we strive to be and so i want to thank them publicly tonight as always we talk a lot about leading uh in in our department and kind of being 360 degree leaders everyone doesn't like to be a leader necessarily they don't like that term a lot of times they just want to fix stuff and get out but they're always imparting their knowledge to our teachers and staff and they really
011do a good job of that so not only are they leading across and up and down but we learned a lot from them and they learned a lot from us so i'm really proud of that fact i still think it's worth mentioning i still think there's a misconception about technology in the classroom you know whenever i walk into a classroom if if everyone's in rows and everyone's staring at the computer you know if they're not taking assessment we probably need to ask what what are you doing right because it's appropriate it needs to be timely it's not that we just stick technology in front of students and think they're going to magically learn because that's just not the case so it needs to be appropriate and timely and that really works with the computer science
012and the robotics that we're going to talk a little bit about tonight now that i'm going to share more with you so so some of these videos will just play without sound and you can just watch and enjoy them um so really what i want to stress and emphasize tonight is that um this is k-12 i know a lot of times we see robotics and think oh those are nice neat little toys but that's not the case there's a lot of learning that goes on behind them and we can't integrate them into the into the curriculum and the teachers can use these in their lessons to hit many of the standards that they teach and please stop me at any time you guys have questions um recently i asked sean to present at our cio
013cio conference um that took place recently it was all virtual still unfortunately hopefully next year we can get back together in person and do that but i asked her to present because she is they've done such an amazing job of putting together a program that the thais are able to go out and get into our classrooms k-12 and actually introduce coding and integration of the standards through the robotics but the biggest problem usually is what what happens is you know districts don't know how to get that started um so you know you don't know where to start with what to purchase um teachers have don't have the confidence to teach that i mean that's where the ties come in handy it's a time issue right because it's seen as another thing but it doesn't have
014to be um it can be incorporated into the lessons and they do a good job of of actually helping them with that and just not having access to the devices so a couple years ago um with leanne lacy we started a library of robotics that the thais call their tybrary and so we you know we sorry we knew that we couldn't uh provide robots for every classroom in every school in the district it would be very costly um but if we could put together a kind of a tiebreary that then the teachers could reach out to them and then they could take these devices into the classrooms and work shoulder to shoulder with them and then they could the school could either invest in their own if they wanted to which they have um but
015they wouldn't have to be there every time so you know we don't we're not as special right i'm going to be real clear on that we're not coming in to be their special we're going to teach shoulder to shoulder with them and teach them how to integrate that so that when they leave then they can do that that piece on their own um you know engaging students is a term that's never you know it's been around for a long time right and i think that gets kind of kind of clouded um but it's no different than we were sitting in a classroom you always remember the teachers that you were engaged with years and years ago and so that's you know that's why that word is still around um but we've seen the engagement uh
016and we'll share some of these stories with you here in a few minutes that uh it's really done a great job of that and the teachers have enjoyed it the biggest thing that definitely want to emphasize is that it again it's not a a one and done thing we can connect skills across the spectrum and then make the curricular connections with teamwork and collaboration perseverance communication problem solving critical thinking and we can tie that directly into the curriculum with distance sequencing time and editing and what sean and the ties have done if they've taken our standards and i'm not going to open them up here but we've tied those activities they can do directly into the standards so that's one of the biggest hardest things for the teachers is where do i even begin with
017this how does it connect and so we're trying to help do that piece for them so then we hit those standards and they can look at these documents and they can see how they can integrate some of these things such as a robotics without having to take so much extra time right because it is a time consuming piece and then that's when we come in and work with them so they've worked on the science math social studies in ela and those documents are growing and the ties and shot add to that so there's resources there for the teachers for this so you're going to see a video start playing on these next few slides without sound and then i'm going to let sean tell you a little bit about those in one school we demonstrated
018the edison robots to a sixth grade class as with any sixth grade class some were totally into it while some were less than enthusiastic we let the students know that may not love the robots but they definitely wouldn't hate them i requested the assistance of one of the students to help demonstrate the robots to the class the principal saw the engagement of the students and decided to purchase a set for the school the student that assisted went on to be an ambassador helping to teach students of other grades to use and troubleshoot the robots so they could help their teachers in class so this one of these the little girls up here in the left like you can see that look on her face it's wonderful she didn't look very excited she was not having
019it um but if you watched the video she was the she's the ambassador that shawn was talking about she's the one that stepped into the video and then she ended up working and teaching the other kids with it and helping with the program on their campus so um it really drew her in and and she she uh she bought into it right and then she really uh has been helping out so i thought that was great this is one of our elementary sites our early learners are always so full of energy and learn best from hands-on activities in this first grade class we connected the robots to learning sequencing first then next last the robotics activity allowed students to actively engage in creating sequencing by programming the robots look at how focused our friend is
020and how engaged the class is on task working together communicating effectively with each other and problem solving she was just so excited talking about this little guy he he really uh it really engaged him and kept him on task and uh she definitely wanted to share that with you all tonight our early learn sorry so this is a higher level class and again getting back to it's not just an elementary thing so up in the left that's alexis mason so we were very very lucky to be able to um bring her over to our department this year from south valley so she's the first one who started a fuse program in the district and it's like a steam program and now that program is at desert ridge junior high this year and personally i hope
021that we have that program at every junior high soon amazing program alexis is an amazing amazing teacher she's a big nasa fan and went to space camp so when she goes into the classroom to do these she wears her own space outfit and so uh but she's great if you've ever been in a high school setting you know how hard it can sometimes be to engage teenagers i actually have four of my own at home and the challenge is real but introduce robots and watch their interests transform in this example one of our ties worked with an algebra teacher to provide a real-world example of calculating velocity this is honestly one of my favorite pictures of one of our ties connecting robots to curriculum you can see the formula for velocity on the board a
022graph of acceleration and alexis holding the robot while she's explaining how to program the edison the students were having difficulty visualizing positive acceleration zero acceleration and negative acceleration and when they were able to see it with the robots the light bulbs went off honestly look at the students in the picture on task paying attention and learning so again i i think we get stuck thinking that a lot of this stuff just can't be done with our older students but the harlow students are the ones that are hardest to engage so why why wouldn't we you know so we will continue to push in there this is a great great story here um this is a visually impaired and a hard of hearing student and uh i'll just let you listen to her story here lastly
023one of our students with visual and hearing impairments as well as very limited mobility our friend is visually and hearing impaired and has developmental delays but the teacher wanted to give him the same opportunity that his junior high peers had we modified coda pipplers by attaching tactile objects so he could program robots too we also used the makey makey to create a touchpad so he was able to click on and identify high and low tones the same teacher created 3d printed models of cochlear implants so one of her students could use them during a presentation she actually loved them so much she's pretty more to attach to stuffed animals for her students for christmas so the makey makeys are basically like circuits right so you can see in the left-hand picture there there's those leads
024that are clipped onto the board but then those go into the computer itself and then software it controls software so when you touch a certain piece of the board that makes a connection and then it does something on the computer so whether it's a sound or something they recorded very simple that's a very inexpensive thing but for this student it just it it allowed them to be part of of the regular ed classroom so kind of how we've done this over the last couple years when we started building that library um we had a little bit of grant money um for that uh from gef i believe um and then i used some capital money from the tech services department that first year so we bought about 7 900 worth of stuff we leveraged some
025of the training from the companies for the ties so when we purchased these kits then they provided training and then it gave the ties a little bit of a jump start and then of course they're they're experts so they learned it quickly and then that's what we can pass on to uh to the teachers when they're out in the classroom um we started thinking about how we use a checkout system just for the ties because once the teachers started seeing this and they started asking hey can you come in and do this with us right so we had to set up a system for that and then our plan was to continue to grow that this year and i'll show you a little bit of data on it later but so just so you get
026an idea of kind of what's out there right now and by grade level um so the code of pillars they're obviously cute right the q factor hits you on those um but we use those in ela so she's tied those in obviously to the standards like i've been talking about so they use those with sequencing and vocabulary tied it into pattern recognition and measurement that they can code the uh the caterpillars or the code of pillar sorry uh to work on and then science directions uh nap navigation um animal sounds and the what they've created for the teachers and i'm gonna try to see what happens so they've created them 42 slides worth of resources so they don't have to go out and do this so they take these and then they can work these
027templates with the students to be able to code the devices themselves so again the teacher doesn't have to become a cs instructor to be able to do this they can do it quickly and linking it right into what they're doing in their classroom the ozobots these these are my favorite because they can use these k12 um it's the size it fits in the palm of your hand it's a tiny little thing that looks like r2d2 um but they can use these across the k12 and they seem to be the favorite for most of the students and i'm not going to read all these but you can read it there at the higher level they've used these to do plot diagramming math and science acceleration speed and i'll show you an example of that and then
028with social science they do a lot of things with maps on these so with these they use blockly programming and they do that on the chromebooks and then those the chromebook hooks up to the azobot and then that's how it gives it an instruction the dashes are these things actually wink at you so when i play the video you can watch that closely but um this is a great video to watch here um uh one of our ties uh jim preble used these in a class i think it was sixth grade alp um but listen at the very very end to the to the student it's kind of funny all three different speeds we're going to find the average the mean and the median of our data i am impressed with this data sean just
029can't get enough of that what kid says i'm impressed with the data but that was a mean median average lesson that they were using those with so again they weren't just messing around and having fun it was actually part of the lesson in the classroom the edisons are very popular there's a picture of at the very top there actually on the top it has lego little lego knobs so you can build on top of them to do things they use these across the the the first through 12th grade levels and uh these are very very popular ones let you watch what this student did one go this is my edison candy dispenser this is how it works there's a wheel in there and when this edison robot pulls this string right here it turns the
030wheel to release the candy and then this edison closes it with this so he he's obviously solving his candy problem there with a little innovation and encoding um but that definitely he didn't just put that together that took took a lot of time to to engineer that ew uh makey makeys are the circuit boards uh that i was telling you about a little bit earlier um they use these uh for blackout poetry which is really really cool you can see on the lower right hand corner they have the leads connected to the board and then every time they touch uh that part of their their paper it either says a word or reads part of their poem that they created i'll just let that run but it just shows them working on that but these
031are great it's kind of circuit board type entry-level stuff but um they've really integrated these at all the grade levels and you can see how engaged they are here so why that plays so this is a multiple schools up here oak tree down at the bottom is a new steam lab opened at pioneer just this year and that's their steam lab at the bottom so during lunch time they have whole classes we'll come into the steam lab and then there's multiple stations set up so there'll be someone there helping them with that and then on the lower left if you saw in the video on they actually can code the edisons to play music or sound so they'll actually code them to play certain songs that they've created and then the robot will also be
032doing something physically on the ground as well so you can connect a pen to these and out of lego and be real creative that was that first slide that i showed you on where i was drawing yeah so you know it's they're making art with it right so it's incorporating a number of the the disciplines there um just a couple more slides so recently um we had a robopalooza and so this obviously was come up a joker neo i believe uh came up with this idea and this is at islands elementary so you know the same way to get the teachers engaged with this is getting them hands on time so this was after school him and a variety of ties went in and set up all the different stations with all the different bots
033that we were talking about and they actually had them have some hands-on activities and put them through some lessons themselves and then rotated them through so that they could see what they could do and then they talked about how they could incorporate them with their curriculum so um they ended up staying far past the time that he had asked them to be there because they just they wanted to keep playing with them and figure out how they could really work him into their to their classroom setting so that was that was a fun fun event to visit um one thing that sean is amazing at is collecting data whether it's the day-to-day activity of the ties they all keep very close logs of what they do where they're at who they're working with and what
034they're doing so at any time they can uh pull up you know what each of them are doing and they can talk to each other collaborate debrief on things and then she also has a great idea of what's happening in the classroom with the ties so she's wonderful at that and it's been very very helpful in helping us pinpoint what we need to to work on with our teachers this is some of the data from the robots because we keep track of that too so last year through february to may we added five sets they taught 120 robotic lessons at 14 schools that's where they taught them at mostly pre-k eight and then three schools purchase their own equipment so just this year in the two months august uh through september we have the checkout
035system in place now for the ties themselves which really helped streamline that they taught over 50 lessons 20 schools we have nine sets of devices now and gotten through the through the upper grade secondary grades we've done the staff demos like we just showed you about we're going to spend about ten thousand more dollars out of our budget for more devices the ties have helped schools create steam labs lunch stem and then help with coding clubs having april lecture on our team now as well she was at highland junior high she had a wonderful coding club for years over there and with alexis now we're really able to help other schools start their own so they've really been able to spread their knowledge out so we're sad to take them away from their schools but
036they've been able to really touch many more of our schools in the district and help them get things started so thank you for allowing me to share that with you if you have any questions i'd be happy to answer those for you board members questions if if i have humphreys i i don't have a question but i just want to say um thank you to you and your department and all the hard work that you've put into this to give kids the hands-on learning and critical thinking and problem-solving skills i mean i think this is exactly what they need to be dealing with the technology that we seem to race towards and have more and more of and they will have a you know a basic understanding that will help them to to navigate that
037better and i really appreciate that so it there's a you know it does look fun and engaging but i think there's a lot of lessons also behind what they're doing i appreciate seeing what they're doing with the different standards as well thank you i'm impressed with this data [Laughter] anything else thank you john nice job thank you mr castellano very good we'll move to item 3 of the 3.02 which is our second presentation fy 2021 annual financial report school level reporting forms and all of the goings on in finance so dr mccord thank you dr santa cruz governing board members we'll have mrs betts come up and her team and jackie matanin i'm pretty sure she doesn't have any robot videos but she'll dazzle you with numbers don't kid yourself next time i will make
038sure that i go before mr castellano well your task is to impress mrs eugetti with the data that's going to be tough okay i guess i'm i'm oh good i am there oh perfect okay so good evening governing board members dr mccord dr santa cruz like to introduce miss jackie matanin the director of finance this is really most of her and her team's work and so we will be tag teaming this presentation this evening and i will be able to go first so um this is where where what we're going to talk about it we thought that it was important to present to you a funding recap we are in the midst of fiscal year 2022 and so fiscal year 2021 seems like a very long time ago and so we thought it might be
039useful to share some of what happened all of last year which was quite an incredible year so in addition we will provide you some of the annual financial report details talk about a few miscellaneous items and then go through a little bit of the school level afr and then in addition we did include an appendix at the end we will not be going through those slides they are just there as backup for you and for the public to assist in reviewing the huge workbook called the annual financial report here in the state of arizona so the funding recap um we thought it was important to share with you this distance learning timeline because throughout fiscal year 2021 we did have a variety of modes that we were in a variety of instructional modes we were
040in throughout the school year so we did begin school on august 4th global academy as well as all the other schools though all the other schools started in remote learning global online of course was an online arizona online offering but all of our other schools were engaged in a remote learning environment a little bit comparable to how we ended fiscal year on september 8th non-aoi schools moved to hybrid learning so we started out remote and then we moved to hybrid if you recall hybrid was monday thursday tuesday friday every student engaged with their teacher on wednesday for purposes of collecting attendance and we did that through september 19th where we began full in-person learning on september 21st at this point in time it's important to note that during the start of school through about early
041september our arizona online school increased to an enrollment of over 5 000 students and that's very notable because in 2020 the enrollment was closer to 150 so moving from 150 online students to over 5000 was an incredible amount of growth you can see on december 8th still in the throes of the pandemic the decision was made to return to hybrid learning and we the non-aoi schools were in hybrid learning through the through christmas break and then through all of january where on february 1st all non-arizona online schools returned to full in-person learning and at that point in time the school district stayed on in-person learning through the remainder of fiscal 2021. what's notable here is in january we were awarded or reduced in our budget capacity by the distance learning adjustment we've been talking about
042remote learning versus hybrid and the fact that since we were not in in-person learning the adjustment had to be going from 100 adm down to 95 adm in december or in january we received the report indicating that our distance learning adjustment would be negative 6.4 million dollars that was based upon 40th day because because we were starting in september through the 100th day which occurs usually in the third week of january we were predominantly in person and at that point our distance learning adjustment was recalculated we submitted our 100th day report and by the end of april our distance learning reduction was decreased from 6.4 million to 3.2 million okay so are there any questions about that timeline [Music] okay great so average daily membership and weighted student count comparison so note the final fiscal
043year 2020 revised budget and the comparison to the adopted we anticipated that we would lose students going into 2021 but not to the level that was actually realized so you can see in in the first revised number one fiscal year 2021 you can see that our average daily membership significantly plummeted at that point in time and i'm focusing on the blue which is the average daily membership as opposed to the weighted student count so by the time we arrived at revised number three which was our final revised budget approved in may our data had increased a little bit but at this point in time it was really our weighted student counts that that helped us out in bringing our budget capacity back up to closer to our adopted budget in fiscal year 2020. so our
044year-over-year average daily member membership decrease though was 2331 that was a significant average daily membership decrease from fiscal year 2020. at the same time recall that in november of 2019 so fiscal 2020 we were successful with our mno override going from 10 to 15 percent so at that point that resulted in that adopted budget so if you look at the fiscal year 2021 adopted budget you can see the mno override going from just over 20 million up to 32.3 million you can see the rationale for why we had a two we were going from 239 million in 2020 up to 200 almost 260 million in the adopted but note in fiscal 2021 revised number one so this is december note that our that we submitted to you a revised budget where the the budget limit
045was decreased to just under 253 million again what's notable about that is at that time we did an afr revision we actually did a revised budget for 2020 because we wanted to utilize the enrollment stabilization grant monies predominantly for 2020 to increase our budget balance carry forward into 2021 so at the same time you can see that when we look at the 21 adopted it was an 11 million dollar budget balance carry forward and when you look at the revised number one it had increased up to 31 million dollars due to that enrollment stabilization grant as well as other mitigating strategies we adopted to bring up our new fiscal year 2021 budget to something more manageable and you can see between revised number one and number two i'd like to bring your attention to the
046weighted student count we did make some changes to our special education students and how we were accounting for them that accounts for most of that three thousand weighted student count increase between revised number one and revised number two and the big change that occurred between the budget limit in revised number two and revised number three was due to the distance learning adjustment going from 6.4 down to 3.2 that's a lot of data so um but this is the budget limit comparison so you can see by the end of the school year we were back up to actually over the dollar amount that we adopted in june of and fortunately the enrollment stabilization grant did make a huge difference for us and then also figuring out how best to use the distance learning adjustment and the
047distance learning opportunity to our advantage to increase our weighted student count and our student counts throughout the school year to bring us into a more favorable budgetary situation so now that's where our budget was now we're going to do all the spend analysis against that budget that we just described so i'm handing this over to um ms matin thank you miss betts so we'll talk about some of the 2021 afr details from page one you'll see ending cash balances please keep in mind this is cash balance not budget you've got maintenance and operation ending fund balance of 62 million and there's a transfer for the energy and water savings out of mno 8 million ending cash balance in unrestricted capital the 20 of adjacent ways from back taxes bond building is 34.4 million and debt
048service 1.2 and you will see that this result will be very positively or prominently indicated to you when we present to you the comprehensive annual financial report if you remember having a very positive cash balance positively impacts our credit rating and our ability to on behalf of our taxpayers sell future bonds at a much a much lower interest rate this slide shows the m on unrestricted capital revenues year over year from prior year to fy you'll see a decrease there in mno and capital due to loss of students the pies show the county local and state percentages and amounts that didn't change much but you'll notice that there is a 14 million dollar decrease in revenue year over year and so keep in mind that the revenue does not include the budget balance carry forward
049which really made a big difference for us in our budget capacity [Applause] this slide shows m o and capital expense year-over-year so although the revenue was down our expenses did increase by over 14 million dollars primarily due to salary increases and and related benefits some details here uh total mno spend from page two did increase like i said over fourteen million dollars from 2020 there was a at least a five percent compensation increase approval moving into 21. we did implement the compensation study recommendations as well as the required benefit increases including asrs and medical and also the increases related to the compensation increase added social workers and mental health counselors and the total unrestricted capital spend from page four of the afr for those of you following along the total spend was 9.3 million an
050increase of 260 thousand dollars over prior year we did plan for more spend it was it was constrained slightly due to the uncertainty of student count and future funding but we did an rfp for um performing arts we did spend some money on some lockers at the secondary level music musical instrument lockers yes i wanted to make that clear so fy 2021 other funds here we have federal grants from page five you'll notice that there is a beginning fund balance in the negative and an ending fund balance in the negative these federal grants operate on a reimbursement status so it isn't uncommon to see this we have submitted completion reports for federal grants for the esser funds we have submitted reimbursement requests or drawdown requests so we will see those funds come through this is
051kind of a recap you'll you've seen most of these columns before this is fy 2021 federal relief funds this slide is showing what we have budgeted in 2021 versus what we spent on the last column there so the enrollment stabilization grant we did budget the 12 million in prior year fy 2020. we budgeted 18 million we actually spent 2.3 million in 2021 which is the remaining balance there sr-1 and sr2 have been spent down completely and sr3 has not yet been allocated or or final approval and then just to add you can see that even looking at fiscal year 2021 the revised number one note that even at that point in time we still anticipated that we would have the full 30 million dollars of the enrollment stabilization grant that we requested and so at
052that point in time that was about when we we received the award so we were expecting 30 million and received 14.7 million so um at that point in time it was a little bit of a panic regarding being able to meet our ongoing uh requirements and other cash funds from page six these are cash funds are drawn by revenue and you'll see this slide shows the year-over-year comparison and revenues from prior year fiscal 2020. you can see a decrease between the two years primarily due to covid modified schedules not not as many field trips etcetera not certainly not as many fundraisers yes when you list the difference column with minuses you are representing all purported loss is that what that is a decrease from 2020. so less revenue was taken in in 2021 than was
053collected in 2020. okay i just wanted to make sure i was clear on that yeah so under this last section i just wanted to share just some data the tax rate trend note still that our our total tax rate did go up between 2020 and 2021 due of course to the maintenance and operations override going from up to 15 percent though we were still lower than anticipated based upon um the fact that our assessed value increased substantially and and the fact that our uh debt service requirement was going down so we are still very favorable in terms of our tax rate impact to our local taxpayers this is a a slide that you've seen many times and yes there is a typo there thank you ms wood and ms humphries for sharing that out to
054the average teacher salary of all teachers employed in fiscal year it should be 2020 we will make sure that we correct that before we post this evening so you can see that the percentage increase year-over-year would be 3.5 percent and we just shared with you that the pay increase was a minimum of 5 percent so as you know every year we have teachers that decide to retire and then often we are replacing those positions with teachers that make a little bit less and so this data represents data pulled by october which is a time frame in which our our positions are pretty much stable and that's the time that we've committed to pull this data every year so that we're at least keeping the same time frame consistent every day this value would change because
055we are seeing changes um every day in our in our teacher population are there any questions on that i apologize for the error i totally missed that one okay finally the food service afr as part of the annual financial report package we are required to include the food service afr the reason why i thought it was important to bring this to your attention is as you know in fiscal year 2021 which is true in fiscal year 2022 we are on a usda national school lunch program known as universal free breakfast and lunch so the federal revenue the local revenue that we received in 2021 was 352 000 in 2021 when normally we would see over 5 million dollars so then comparatively where we'd normally see federal revenue in the area of five or six million
056we've seen over 13 million in 2021. that leaves a very healthy fund balance for nutrition services they do have capital expenditures that they have already incurred during this current fiscal year that will bring that that fund balance down finally note the mno expenditures we are obligated by i think it's by the national school lunch program to have a certain dollar amount of maintenance and operations funds support the school nutrition program and that amount required was just under 290 000 we determined that the best way to show that is with utility spend we do not have separate meters in our kitchens so obviously our utility spend supports our kitchen ovens refrigeration walk-in freezers etc so we are contributing about 290 thousand dollars through a utility spend so now i'm going to hand this back over to
057jackie to talk about the school level reporting thank you this school level afr is fairly new to us um this is the second year they have required this type of reporting it was new last year in fy 2020. the 39 or 40 page report on the top of the first page is the district-wide report these expenses include utilities all transportation costs district office personnel these are expenses that have not been coded or allocated out to a school unit in our general ledger the percent of reported district-wide expenses based upon the state and local sources excluding federal funds is about 24 of our total spend or in other words 76 percent is spent at the school sites of the total district-wide spend 41 percent is associated with transportation and operations a large portion of that being
058our utilities so keep in mind that some of our peers have chosen to divvy up the transportation expense on an average daily membership basis to all of their schools difficult very much to do that because we have many schools that have more special education transportation some schools are larger than others and so we opted to keep it all centrally accounted for so just just know that we will continue to look at that though to determine if there are better ways for us to allocate out district a district level expense to all of our schools and there are there's a separate report for each individual school it's included in the agenda item remember as an example utility spent at the schools has not been reported out to the school level so you'll see that at the
059districts at the district level once approved this report will be posted and available for review online from our gps finance finance page it's an exciting read i'm sure but i just wanted to caution everybody you know there is a draw to compare school by school it's not necessarily apples to apples so if you look at two schools that are very similar in size one could have a higher expense than the other and that could very well be because of a higher special ed population so i just want to caution people from drawing conclusions that where there might not have all of the information so but as a general comment we in the finance office are very always very willing to take public inquiries regarding the rationale behind why one school might have less per student
060spend than another and so we'd like to encourage anyone to please reach out to us if they have any specific questions if they do go down the road of making some school by school comparisons of course thank you and ms betts and miss matin and thank you for restating that because in a previous presentation some months ago that comment was made at that time to try to draw those parallel comparisons and that's just not necessarily possible because the rationale per unit is specific to that unit yes it's very difficult to put programmatic information into numbers so and that's all we have today so i i did have a couple of comments and questions so first i just want to thank you for all the hard work because this is very complicated very complex and i
061really appreciate the work that you put into doing it correctly and then communicating that to us and keeping it understandable so thank you very much especially with average daily membership that even in a regular year it's challenging to keep track of which students are in school and which students are absent which school students are enrolled and which have unenrolled and moved to a different place so in a year where we've had different modalities of learning and keeping track of that has i'm sure been a huge endeavor and i really appreciate all your work on that and i did want to add in that because we're also on current year funding that makes it even harder we've got to be watching our budget so that when we have those maybe i should say unpleasant surprises where
062our membership our daily membership is down that we're aware of that and making sure that we're handling things correctly so that we don't have to make a budget correction so i did have a question about food services i know that when they have some surplus they can do things like remodel their freezers and they've added freezers when we pay for things remodeling cafeterias or new cafeteria furniture is that taken from the food service surplus or is that taken from our capital items so generally speaking if we are going to replace cafeteria tables they're usually in the multi-purpose room and really not part of the food service program so last year we replaced oh my gosh quite a few uh we use esser to replace the um the cafeteria tables at most of our elementaries or
063added to them we wanted to do a replacement and then they're like oh my gosh we could use more because we need to separate these kids so we added some more after that the nutrition services fund generally would pay for the equipment in a in the actual kitchen that would include walk-in freezers what they call uh reach-in freezers ovens we we did decide to replace the flooring at the new neely traditional school in the kitchen and so that cost will be borne by the nutrition services fund okay thank you i appreciate that and i know that it's been a long time since we purchased tables we haven't had the funds to do that so having some new tables after 20 years i'm sure it's very beneficial thank you mrs humphries board members anything else miss
064wood thanks dr santa cruz just two clarifications and i'm sorry to have you go back but i just i on uh slide nine the ending cash balances just to clarify the ending fund balance 62 380 1815 that looks like a lot of cash but it's typically encumbered and we have we have payments due right after that takes part of that and then that also is our budget balance carry forward is that correct or explain can you explain that a little bit more to me so um so yes it's important to remember that that 62 million dollars is in maintenance and operations and um we are expecting a budget balance carry forward of about 40 million 41 million something in that neighborhood leaving us with excess cash basically of about 20 million dollars that's actually unaccounted
065for so however as you know in the past we have done tax anticipation notes remember that the state withholds over 30 million dollars at the start of every school year of state aid funding right so that extra 20 million dollars is going to assist us greatly in reducing or eliminating altogether any interest payments that the county the county treasurer would charge us for borrowing cash from the county treasurer okay thank you and then one other question um slide 15. when you were talking about the um fy 2021 federal relief funds and you mentioned that in the sr1 we had anticipated was it the ester one that we anticipated 30 million or was that the esg that we anticipated 30 million it was the esg the esg and we only received 14 million 14.3 so okay
066so that's where um i was just trying to figure out where does that 143.3 show up in there help me sorry that i'm i'm just trying to figure out so and you'll see in the fy 2020 column we budgeted 12 million assuming still at that time that we would receive 30 million then moving into fy21 we budgeted the remaining 18 million okay between one and three that's where it is okay okay between one and three we realized we were only getting 14.3 so that's the 2.3 million right and we spent the 12 million in 20. we'd already split that okay that makes sense thank you very much i appreciate it okay so i i need to add a clarification now that you've answered mrs wood's question um because when you say unaccounted for that we
067have 20 million unaccounted for what you mean is that it's not encumbered for us to spend it in a certain way that's correct we know where it is we know what we're doing with this yes we just haven't encumbered it there's nothing we're spending on it at this point we're actually not allowed to it really is to offset any future cash need that that the school district may have we are not we we are not allowed to increase our budget with that excess i just wanted a clarification thank you for that very much that what you said was not what you meant and miss bets if you don't have that available that can hurt our tax bill for the homeowners right because uh if we if we do have to borrow cash from the county
068treasurer we are allowed to charge that interest charge to the taxpayer to make sure that we have enough cash to support our spend so it's it's extremely important that we have that cash balance that's correct other questions board members did we have any uh school facilities fund projects you know we did not albert dutchover is working closely with the sfb to get a major project at south valley junior high a roofing project the unfortunate thing with sfb monies is that something actually has to be broken before you can receive any dollars and we are not a growing school district so we don't have an opportunity to access new school monies anything else board members i think uh before we leave tonight there may be something for signature from board members is that correct yes next
069steps is that you will actually approve the afr under the action items in the um short business meeting to follow this work study thank you i just wanted to make sure that you folks didn't get away appreciate that thank you sir thank you for the reminder including me i always forget to all right any other questions for ms mattinen ms betts and our financial team behind us there we appreciate all the work that you do disaggregating all of that data next time i'm going to bring some robots should be a pile of fun thank you very much thank you guys so we are now at item four and that is adjournment of this work study session unless there is any burning question or any desire i am going to adjourn this segment of our work
070study so we are adjourned and we move to item five which is our brief board business meeting for october 12 and i would like to request that miss wilson please call the role dr charles santa cruz here miss laurie wood here michele eugetti here ms jill humphries here mr bill parker mr president all board members are present you have a quorum thank you mrs wilson and having dooley called the meeting to order we will move to item six which is approval of this evening's agenda for these this brief board business meeting 6.01 is there a motion so moved thank you ms humphries is there a second second thank you mr parker it's been moved and seconded that we approve the agenda any discussion seeing none then we will vote all those in favor of approving
071tonight's agenda please signify by saying aye aye those opposed the same motion carries five zero we move to item seven which is consent agenda items and we are open to entertain emotion i move that we approve the consent agenda items as presented thank you mr eugenie is there a second i'll second thank you miss wood and is there any discussion just wanted to clarify something on 7.08 which is staff travel under the purpose of that it listed as something related to banned and this is not related to band it is to receive important updates from the us department of education about federally funded programs under title 1a title 2a and title 4a so just wanted to make that clarification that makes a lot more sense thank you dr mccord and just by way of information
072for the general public the board has received all of this information via its board packet and has already had an opportunity to review that and make any necessary question or comment to staff from the time it was released to tonight's board meeting so it's been moved and seconded is there any additional discussion seeing that there is none then we will vote on the consent agenda all those in favor of approving consent agenda as printed with the clarifications provided by the superintendent please signify by saying aye aye all is both the same motion carries five zero we move to item eight action items action item eight point zero one dr mccord let me defer to you thank you dr santa cruz governing board members 8.01 is asking for your approval of the fiscal year 2021 annual
073financial report and school level reporting form and that is based off the information just pretended presented to you by ms betts and miss matin thank you for that rationale board members is there a motion okay go ahead did we all say it i moved that we accept or approve the fy 2021 annual financial report and school level reporting form second thank you miss wood thank you for the second mr eugenie any discussion that relates to our presentation so with no additional discussion we will vote on item 8.01 those in favor please signify by saying aye aye those opposed the same motion carries five zero eight point zero two 8.03 we'll take together is there a motion i move that we table 8.02 and 8.03 to give our attorney time to work with blandford homes is
074there a second second thank you mr parker uh dr mccord is there anything by way of rationale before we vote just for information purposes for the public this is in relation to desert ridge high school's baseball field which is adjacent to the newer development by blanford homes called mulberry development and it is related to foul balls that are leaving the property and going into theirs and so this discussion is about possibly working with landford homes to erect a a netting system to help alleviate some of that thank you dr mccord the motion to table is before us and we are voting on items 8.02 8.03 to table both of those items a further discussion seeing none then we will vote all those in favor of tabling 8.02 8.03 please signify by saying i i those
075pose the same motion carries five zero both items are tabled and dr mccord will work with staff on those 8.04 dr mccord anything by way of rationale yes we're looking for someone to represent gilbert public schools as the board delegate for the asba county meeting which is on october 18th by being designated they will have the ability to vote okay i have 8.04 and let's just open for discussion with emotion is there a motion i move i guess before i make a make a motion is there anyone else who's going to attend the county meeting beside myself so uh if there is not then i make a motion to consider appointing myself jill humphries to represent gilbert public schools as the board delegate at the county meeting on on october 18th thank you miss humphries
076is there a second second thank you mr parker the motion is before us and the motion is to appoint miss humphries as a delegate to the county meeting of asba on october 18th to to occur on october 18th any discussion um i i did want to just say something in the past because it was in person it was usually easy for someone to say well i can be the delegate because you're there in person but because we're doing the county meeting remotely again we have to register that delegate in advance and if we don't do that we don't have a vote a vote for the person who's running for the co-director chair that will not be me this year i'm allowing someone else to take that seat but i think we need a vote to
077be represented in choosing that person from our county and thank you miss humphries for accepting that opportunity on the motion even though we haven't voted yet fully familiar with the workings over this past year so we appreciate your interest in representing us there any other discussion oh i i do have one more thing um just when we get to the annual meeting dr santa cruz if if you're not going to attend the annual meeting then we should probably appoint a delegate an alternate delegate to take your place in fact i would suggest that at the beginning of the year when we appoint the asba delegate we also appoint an alternative and then we wouldn't have to have this um kind of a item on the agenda because it has to be a board decision thank
078you miss humphries i appreciate that input okay we're voting on item 8.04 everyone understand the motion all those in favor please signify by saying aye aye aye those opposed the same motion carries again thank you miss humphries representing us at the meeting well i do have to be there to m.c so it's my pleasure item nine is adjournment of this brief board business meeting is there a motion so moved thank you miss humphries is your second second thank you ms eugenie any discussion seeing there is no discussion all those in favor of adjourning this evening just brief forward business meeting please signify by saying aye aye those pose the same thank you all of those of you who are in attendance here in the boardroom and those of you who are watching live stream we
079bid you a good night just meeting