001well good evening we'll call this brief board meeting and this work study session and brief board meeting to order today is may 4th 2021 and it is six o'clock and we have four presentations one very brief item 2.01 and then 2.02 and 2 through 2.04 are all finance related and ms betts will be taking us through that so item two dr mccord anything for the order before we get started no sir just uh this is the uh item 2.01 and that is the 20 um 21 political agenda or 2022 political agenda and what you have in front of you is actually the 2021 and their priority issues for asba and so i don't we don't need to take any and actually have any discussion about i just wanted you all to have that let the
002community know that we're looking at it we'll bring it back on the 18th of may if you have anything you want to add to it please come prepared for that but this is a continuation of of what they've had for this past year so just wanted you to have that in your hands dr santa cruz is from the the equitable funding about the same as is that what is being proposed yes because i know that like the managing the covenant things like that are going to be different but correct taxpayers yeah okay the actually the agenda itself is for your reference and if there is something you feel compelled to compose or address at some point we will make time for that when we submit our either validation of this agenda or the validation of
003the agenda with whatever we decide that we want in addition i think we get three three to five uh new proposals and i believe the legislative council is meeting in june and the delegate assembly where this is ratified is in september so there is time but there it is of the essence that we uh concur with the contents and move forward it's been a very busy year and a half and this legislative group for asba has been quite busy and i don't see that slowing down for them at all so it's just for your reference i was just going to to answer for mr eugetti that went on the management and managed the impact of coven 19 on public schools that is new but the other four have been set this way for several years
004so and we may still be doing that next year i wish it would be different yes i'm hoping i'm praying for something different but okay so 2.01 has been presented to you and we will move to 2.02 dr mccord thank you dr santa cruz governing board members before you we have a revision number three to the 2021 budget presentation this will be presented by ms bonnie betts um good evening uh governing board members dr santa cruz dr mccord first i wanted to share that the first two items the quarterly financial as well as the budget the final budget revision we are presenting to you in one presentation and we'd like to present in a different order start with the quarterly financial and then move into the revised budget presentation in addition as you can see
005jackie matanin has joined me and so we will be tag teaming both of these presentations with you uh this evening so for the public we will start with 2.03 if i understood you correctly that's correct and then moved to 2.02 that's correct okay so i wanted to begin by by restating the context for the quarterly financial we talk about the afr we talk about the audit we talk about budget we talk about the monthly financials we talk about the quarterly financials so to be clear as we're sharing the quarterly financial report we are comparing the spend and encumbrance through the third quarter this year to the spend and encumbrance through the third quarter of last year so we're not talking about budget we're really talking about spend and we're also talking about revenues so cash
006kind of a cash perspective so just wanted to make sure that you're all clear about about what the quarterly financial is about and then to begin i'm going to hand over the details to ms matinen thank you miss betts dr mccord dr santa cruz governing board members as ms beth mentioned this is the fy 2021 third quarter financial report and we'll begin with almost turn my mic up there revenues this slide shows operating revenue by source year-over-year comparison our expected revenue is down about 10 million dollars that is due to the decline in student count and the distance learning reduction you'll see also an increase year-over-year in the local revenue this is due to the increase in the override from 10 percent to 15 percent in addition before we move on i wanted to make
007sure that that when we're talking about the quarterly financial we're also bringing in all of our operating funds so this is not maintenance and operations or general fund when you when we present the monthly financials to you we have that first page that's really the operating funds so we are looking at all of those funds together as we're looking at our third quarter year-over-year comparative results okay so go ahead i also wanted to mention that although we are three-quarters of the way through the year as of march 31st we've only received about 56 percent of our revenue from the state and that is because they withhold over 32 million dollars until after july first this slide shows the same information as the previous slide again quarter 2020 third quarter 2020 over third quarter 2021 you
008can again see the decrease in revenues from the 267 to 257 and again at 56 percent due to that delay in the state payment this slide is operating revenue by fund year-over-year comparison so we'll go through some of these you can see that mno is down again this is revenue received as of march 31st 2021. this isn't anticipated this is actual revenue received the other is down this is some civic rental money that has been down because of covid capital is up slightly medicaid is down due to some timing of the of those reimbursements e rate is up slightly and classroom site fund is down slightly we talked about this this is for your reference as far as some of the items to note any questions before we move on to expenditures okay so these
009are operating fund expenditures year over year there's a couple interesting things to note on this slide you'll see the total expended encumbered from last year at just about 250 million dollars just under the ytd note there compared to the current year of 270 million dollars this is due to the increase of 20 million dollars is due to the budget balance carry forward increasing due primarily to the esg funds from fiscal 20. so we were able to reclassify some expenditures last year which brought our budget balance carry forward forward and increase those expenditures the salaries and benefits you can see increased we changed the slide slightly from the last quarterly report everything else was showing dollars so we changed that and then and it's a nice representation of the compensation increase that was awarded moving into
0102021 and salaries and benefits also an increase in operating mostly due to special education costs pp and e cleaning protocols mostly covered related operating fund expenditures again this is year over year so you can see the salaries increased the blue line represents spent and encumbered and the orange line represents what is actually spent you can see the increase in benefits related to the increase in salaries of course increase in operations operating expenses and capital and then the total increase again so ms wood i really thought your question was really good today to try to give some clarity to what we're talking here and i wondered if you wanted to ask that again sure i actually think that you cleared it up and it helped me a lot but my question just was it surprised me
011i was just trying to remember how can we be spending on expenditures 270 million dollars when i see in our revenues not 270 million dollars and so it's mostly from the balance carry forward correct and also then i was thinking you know what how why is there such a difference in spend compared to last year but a lot of it again has to do with covid typically the expenses that we've incurred from capital expenses in the pp e and then um salaries are raised that we gave last year that's going to cause different things that does that kind of go through that's that's exactly accurate okay the other other thing is is that actually because of the enrollment stabilization grant because of the relief funds and in spite of the fact that we lost so
012many students we were able to maintain we were able to keep all of our employees whole throughout the entire year so we didn't have to incur any layoffs or or reduce salaries at all throughout the entire year thanks to these relief funds that we received throughout the year thank you and miss that's i i really think that's important for the community to know that that because of the money that we received we did not have to do things that maybe would have been very uncomfortable for a lot of people correct thank you and again third quarter expense year-to-date items to note and we did go through these the salaries and benefits operating in um increased due to a lot of coveted related and also special ed and then operating capital increased as well any questions
013on the third quarter report board members i i really appreciate the way you put the graphs together i think that makes it more um understandable and easier for people to grasp because it's complicated but thank you okay then we're gonna go right into the revised number three budget presentation so this would be agenda item 2.02 i think dr santa cruz is that's right correct okay so again just to slow it down and make sure that we know what we're talking about now we're moving to budget this is about budget capacity that is available to gilbert public schools in the current year it's not about spend so as you know the spend does inform help us to inform our budget but mostly it really it's as it relates to next year because our spend really is
014the um determines what our budget balance carry forward is in 2022 so the the more money that we don't spend in the current year against the budget capacity is a greater amount of money that we carry forward into the new school year but again this is our final revised budget for fiscal year 2021 and so with that i am going to hand that over to ms matin as well all right thank you miss pets miss butts can i just make one point in typical years we we try to keep a budget balance carry forward of about four percent i think four to six percent is probably a good target because i think it is important that we spend the money that we receive that you're for the students who are in our schools who that
015is what the state is giving us that money for but it's been just an interesting with uh with well just with our student enrollment loss but then also with the one-time grants trying to figure out how to most efficiently and responsibly spend the money and yet prepare for next year where we are not sure quite what our enrollment will be next year and to give us a little bit of stability but typically we try to spend the money that we get in that year with a four to six percent that's correct and and due to the pandemic we were on an upward trend with our enrollment um and then we're hit with the pandemic making it very difficult to determine what our projection should be for students uh next year so again taking on a
016little bit a continued conservative approach i think and you know talking to dr mccord and the my fellow leaders in cabinet how should we anticipate what the what our enrollment would be next year and so again because everything is totally blown out of out of whack um we're trying to be a little bit more conservative than than maybe normal and and even with that carry forward even with that carry forward that's right okay so then the goal would be that we'd want to at least for next year try to maximize that budget balance carry forward as much as possible so that it gives us more flexibility going into next year thank you miss what if i just add to what you're talking about obviously i agree we want to spend the funds when we get
017it where we can but there there is a prudence and a practicality to having the appropriate budget balance carry forward i think you know five years ago we basically had almost nothing in our budget balance carry forward and what that meant is that we were in order to meet cash flow needs we were having to get tax advance notices and loans from the county and and so on so that we could meet the immediate cash needs well that means we're also paying interest on those so it actually reduces our budget so you certainly wouldn't want to set aside six percent of your budget in one year because it would have the very impact that you're trying to highlight but by building it half a percent each year over time you know or one percent as
018miss bets has done for us that money actually comes back to us because now we're not paying that interest and and once it's established if we could assume that enrollment was flat which which we can't but all other things being equal once that's established you can spend the entire budget and you're not paying that interest so we actually increase our budget by doing that but we have to we have to invest in it by paying by putting a little bit aside each year to get there and i i appreciate those two comments i think they're critical and important at the same time for dr mccord to miss betts uh because of our judicious and conservative approach in our spending in spite of the allocation that we perceived we had or projected we would have i
019don't believe because i haven't heard it that any of the instruction for students in our district was compromised as a result would that be an accurate statement that would be okay thank you dr santa cruz just just a tag to to what uh um was said previously and i know that that on the four and a half years i've been on the board seems like we spend a lot of time talking about finance it seems like this year we've spent a lot even more time than normal but under the best of circumstances which i don't know that there's ever been the best of circumstances well not since i've been here anyway i've been doing this for a long time and there's never been a best of circumstances but what we've dealt with this year and
020the presentations that you've given to us and the questions that we've been able to ask and being able to get the answers and under the extremely difficult circumstances and literally you probably don't know tomorrow what's going to happen with any of this the fact that we are still in a in a good place and i feel that we can trust that we're in a good place is just amazing to me so i just want to say that you know this is not my favorite topic to begin with but you know it just it's what you guys have done under circumstances that are beyond anybody's control um is i'm very grateful and i think our community should be too to all of you our finance department has really taken the bull by the horns and um
021they truly look at everything as deeply as possible and at the end of the day they have our finances at their best interest and which equates to our students our employees and our community and so thank you and dr santa cruz's comment about it not compromising anything with our student engagement is incredibly important and mr jetty i just did add to your point really this is a support team this the the reason this exists obviously is to manage the money but it's to manage the money so that we can respond to to educational needs uh and if if i go back to the same four and a half years you know and miss humphreys is always quick to point out you know we've we've implemented a new software system we've brought on new teams i
022mean it's it's all of the above but four and a half years ago we had teachers complaining about reimbursements they didn't want to put in expense forms because it took months to get things approved uh you know people were going outside the system and now i i don't know if that's happening but we're certainly not hearing it acknowledged i'm not going to tell you either i don't think it's happening but but i'm actually hearing compliments from from schools that they feel like they're supported which is a dramatic change so i think that speaks highly of the team and their approach and the use of the systems are in place and so on so it really is it's a support function but it it's doing its job so thank you i would say it's been a
023year's long effort because when the voters supported the override in 2015 that made a huge difference that that really helped us get back to where we could really support that quality of education rather than looking at how we can i mean every year it's an issue of cutting money and putting money in but in 2014 it was pretty tough and so that override really helped us in the override and the bonds well an override in bonds in 2015 and then again in 2019 that that makes a huge difference it's you know there's that uh money that the state give us but that's for very basic if we and we did have to live on state funding only for that one year um but it was a it was a challenge so those districts that don't
024have aren't able to pass those bonds and overrides i i do not envy them their struggle so i really appreciate our voters for for understanding their importance and helping us get in this good financial shape thank you board members good questions good comments miss matinen please continue thank you so tonight we are presenting the fy 2021 revised number three budget again um to echo miss betts comments we are shifting gears here we're moving from revenue and expense to budget only this is capital and unrestricted capital sorry mno and non-restricted capital and just to kind of give you a little bit of background we will be incorporating the final 2020 budget revision if you remember we adopted in june of we revised the first time in december of we rised again in march of 2021 and
025here we are this evening with the third revision today's report will include student count comparisons fy 2021 mno and unrestricted capital budget details fy 2021 federal fund details are those that cares act money enterprise fun details and some next steps so this is a graphical representation of our average daily membership and weighted student count comparison the first column is the fy 2020 revised budget which we brought to you in november of 2020. the next column is 2021 adopted and then first second and third revision please keep in mind that weighted student count includes the additional add-on funding for elementary a little bit more for high school and then of course the special ed students and there's a comment under the revision3 column that says the data as of april 7 2021 we may see some
026student count changes through the next couple months and we'll also get the final recalculation in july so we can keep an eye on that we'll we'll revise as necessary so generally what that means is the state the department of education will take that into consideration when they do their their budget balance carry forward calculations so we won't presuming that there will definitely be changes in student counts we don't know whether they'll be up or down at that point in time when they do the recalculation in july the department of education takes care of that through the budget balance carry forward cal calculation on their reports so that we don't have to go through a 15 915 and revise again our current year budget so i wanted to make sure that's clear we still need to
027monitor it and take a look at it but we will not have to bring a corrected budget to you because the department of ed has a process by which they do that for us okay thank you are there any questions on student counts before we move on to budget details this shows the fy 2021 mno and unrestricted capital budget change detail this is a a little bit of a busy slide but we like it [Laughter] the first column shows the budget item the second column is again the fy2020 final revised and then we move over to adopted revised one two and three keep in mind if you'll notice the the difference between the adm and weighted student count between revision number two and revision number three actually went down however you can see that the
028revenue control limit and the budget limit went up slightly this is due to the reduction to the distance learning reduction so it went from 6.4 million which is what we budgeted for in the second revision to 3.2 million in the final revision pending revision this graph shows our budget limit comparison again 2020 through the tonight's revision this is the same info as the previous slide to our mno budget limit this slide shows our budget balance carry forward comparison graphically and i want to point out the increase between the fy21 adopted of 11 million dollars budget balance carry forward to the first revision of almost 31 million this is due to the one-time monies from cares act which was esg esser and sr2 we did do a revision which which increased our budget balance carry forward
029into 21 and that makes up a large part of that 20 million dollar increase we also in between those two received the final fy 2020 afr expenditures and that adjusted that as well any comments here bless you fy2021 federal relief funds um this is an interesting uh timeline i would like to share with you so again the first column is the 2020 final revised so the first line is esg when we adopted in june we didn't have any information on esg then we revised in 2020 in november we added 20 million dollars to that budget um and anticipated an uh an 18 million dollar award in the sec in the first revision what we really received was 14.3 million so that's reflected in the second revision minus the 12 million that was spent in fiscal
030year 2020. and then sr1 we did budget 2.3 million dollars in 2020. we anticipated spending about 000 so we budgeted 1.8 million on the adopted we did not spend any money last year from sr1 so we changed the budget again to 2.3 million to use that allocation sr2 was not available until the second revision and that's 9.7 million sr3 we do not know what our allocation is we anticipate that it may be about 2 percent of sorry not two percent two times s or two um or close to 20 million dollars uh we'll receive that um amount in mid-may so you have a typo on the presentation it's 20 million not 2 million nope we have budgeted 2 million this year for summer school and to address learning loss of that money right right any
031questions before we move on to other funds fy 2021 other fund budgets so we'll talk about enterprise funds specifically nutrition services and community education these figures represent total resources which is current balance and estimated revenues through june 30. there was a decrease in revenue um throughout the adopted and revised one and two as we moved through the year we realized that we may see an uptick in revenue so we have accounted for that in both nutrition services and community ed fy 2021 bond revenue and expense this chart reflects both bond funds 631 which is the 2015 authorization n630 which is the 2019 authorization and the total bond fund um the beginning balance the proceeds from the from the bond sales the expenditures encumbrances and then the year-to-date balance and we combine both of those funds
032for this chart which mirrors the 50.3 million dollars on page five of the budget and miss betts will be presenting some exciting summer projects for those funds our next steps will be to ask you to approve the fy 2021 revised number three budget this evening we will monitor student account changes through june 30th update monthly financials to reflect the budget three revision prepare for our fy 2021 annual financial report which is due mid-october and begin the work for the 2021 financial audit any questions on the budget revision board members yes wood you go back to slide 16 okay so can you just again explain the difference in the limits how it's continued to go up even though our enrollment went down between the um revise number one and then revise number three so um so
033between the fiscal year 21 adopted and revised number one recall at that point in time that we received a letter from the department of education saying that our budget capacity was way over what they've calculated and in fact at that point in time it was over by 26 million dollars so we did know that we would receive the enrollment stabilization grant and we knew that back in may june i think working with the team we determined the best way to spend that would be in 2020 use the money in 2020 so we could increase the budget balance carry forward so that first revised number one that occurred in december we were required to do it but it does reflect the 12 million dollars of the enrollment stabilization grant but note that we really needed the
03426 million because we didn't bring it up to that we were only able to get to 253 million at that point in time when we really needed to get up to 258.7 million so that's that explains that difference now moving forward we did see some changes in student counts and we did account for esser 1 as well as esser 2 esther 2 was a 9.7 million dollar edition that we could again move expense out of mno and put it into the federal grant again allowing us to to save the expenditures didn't impact our carry forward though so the the from 252 million to 260 million was a combination of i believe additional carryover identified because the afr was completed at that point in time as well as an increase of i think 500 or 600
035adm that occurred during that time as well that allowed us to bring it up to the 260 million and then again from 260 million to 263 that accounts for the distance learning going from 6.4 million dollars negative to 3.2 million dollars negative giving us that extra 3 million dollars also note that the effect of that additional 3.2 million dollars is to increase budget balance carry forward going into fiscal 2022 because we do not plan on spending that additional monies okay thank you i i just think it looks like there's a lot of money yes but it does but yet we've had to make some really difficult decisions so i just but i appreciated you going through each of those things and reminding us how we got to to this point so i i did i
036wanted to make a comment about student accounts the student counts was because we had additional student counts because we were we're more careful about logging on and counting what students had done when they were online is that correct yes in a in addition um in addition to the fact that we had a quite a few high-weighted special education students that we were accounting for totally in arizona online when in actual actuality they were being served more regularly at the bricks and mortar school so when we moved them back to their home schools that made a significant difference for us okay thank you other questions right miss betts miss matin it looks like your work was well received and as usual very comprehensive and easy to understand so then we can anticipate that you will approve
037that i'm kidding [Laughter] they can't foreshadow their vote i was gonna say i never count on anything until it's done thank you jackie thank you jackie thank you bonnie and your team we'll move to item 2.04 dr mccord you want to say anything with that yes we have um miss betts as well as mr dutch over our director of operations they're going to talk to you a little bit about summer bond and capital projects this is something that we do or have done every year around this time just to give you a preview of what is going to be happening in our schools construction wise and remodeling so here they are so um thank you all again as ms matin and i did mr dutch over and i will do as well and sort of
038tag team this presentation we really wanted to show you how we are driving the spend of those very valuable bond dollars as ms humphreys has mentioned indicating the great need here in gilbert public schools for facility renewal throughout all of our schools and so i wanted to share a call out to albert and his team as they have taken on a tremendous amount of work over the last two years and have done it with grace and care and trying to meet the needs of our schools and the leaders at our schools as well as the budgetary constraints that might be imposed upon them so just wanted to open it up in that way so i will start the presentation and albert gets to do the fun stuff at the end so the summer 2021 capital
039projects um albert has shared with me over the last three years that they they are organized in buckets of mechanical projects and structural projects and grounds projects in his operation so we uh this year we will have both mechanical projects this summer as well as structural projects this summer in addition albert and i went out and did a review of gilbert elementary in particular knowing that they were going to have their multi-purpose room flooring replaced and as we walked into the room and shot saw the the stage curtains it just seemed like a crime to not replace the stage curtains while we were going to re refurbish the flooring so at that point in time we actually engaged jason martin's assistance as well it seems appropriate that as we have a need for sage curtains
040to be replaced understanding the need for the fire retardation etc that we are now combining multi-purpose room flooring projects with stage curtain replacement with the use of of unrestricted capital funds and then finally the last thing is we'll share as additional bond projects that are pending these are projects that albert is working on throughout the school district but we haven't gotten final cost yet or know whether we have enough bond dollars available actually to have them occur this summer so that's what we're going to talk about today so the district-wide summary so these are this is the available bond balance and this is specific to operations only so security has a pot and technology has a pod and transportation has a pot but this is just operations budget so you can see that at the
041start of the school year they had 30.7 million dollars during the school year this does include completing summer projects at the end of 20 because we're crossing over from july june 30 to july 1 so not all of the summer projects were completed by june 30. so some of that spend is in that 10 million dollars in addition the year-to-date encumbrance is about 15.6 million dollars that does include all of these projects we're sharing tonight they are all encumbered except for about one and a half to two million dollars so by the time we're done and sharing the bond report with you at the end of september that budget balance will probably be closer to three million dollars so these are our total summer projects costs you can see the stage curtains up there those
042are not being funded again by bond dollars are being it's being funded by unrestricted capital our total mechanical costs will be just under 2.4 million and total structural just under 14.2 million so these are the the summary of the summer mechanical project you can see the small amounts at harrah's elementary and mesquite high school for lighting projects and then the big chunk of that is with islands meridian and patterson and all three of those have do not have a central plant they all have packaged hvac units or split units and so all of them will be replaced at those three elementary schools this summer can you just tell me how do you know how old those units are at islands and paterson and meridian do you know how long it's been um meridian those are
043the the original units so i think we're roughly two 2005 2006. okay um so we're in 15 16 years 15 16. same same as not the same but at pioneer as well as um i'm sorry uh patterson as well as islands roughly around 2002. okay so we kind of expected the line yeah yeah that's really good because i just had to replace my air conditioning unit and it was only 10 years so no we we've stretched the life quite a bit on these uh we're ahead of the game or we're right at that point for meridian but on the other two they're they're well needed okay thank you okay and then this is the listing of the structural projects um you have it in front of you i'm not going to go through each one
044of them but i would like to point out two notable ones so the flooring you can see all the schools that we're touching with flooring and whenever we talk about flooring we are talking about the multipurpose room all classrooms hallways office areas the generally speaking we are not talking about kitchen flooring and then the bathroom flooring is all incorporated with restroom remodels so just so you're aware of that and then the restroom remodels you can see that there are one two three four five six six schools that are no five schools that will see restroom remodels and the restrooms of course and you'll see pictures of these but they would include all fixtures the partition the partitions the flooring as well as the wall tile so just so you are aware of how comprehensive it
045is and then also note that houston neely is in a lot of these categories due to the to the fact that we are going to have to expand houston a little bit to handle the population going from about 300 students up to 800 students so there are numerous projects associated with that as well but houston was due they were due for all of the flooring upgrades they were due for for the various uh the various structures and components that are listed here as well due to their age so i just wanted to point that out ms betts can you speak specifically to the band room expansion at gca sure i'm actually going to hand that over to albert so albert why don't you go ahead and respond to that one um for this one we
046we're actually going to move that back if you're familiar familiar with gilbert junior high as as it laid out we're going to enter into the what used to be the sewing lab just to give them an expansion more of a comprehensive high school level space for for their band and add some additional i believe some additional storage area or at least entrance into the adjacent room so it was my understanding that there was a commitment to to make that modification there was no commitment as to when but there was a commitment to make the modification at some point in time and because gca was slated gca slash gilbert jr was slated to receive the flooring upgrades this year it seemed appropriate to make the wall move before we um incorporate all the new flooring so
047that was also part of the decision making regarding that space so it's interior structure rather than exterior add-on of building that kind of thing yeah that's correct thank you my understanding if i can remember correctly is that there is an additional space there because there's no longer a sewing lab that they want to incorporate into the music that's part of this i think that's correct yes yes and so just removing that wall um and i think are we adding any sound barriers or buffers to to the room because i'm not aware that they have those originally during the move we did um okay wall barriers um that would be implemented here we did adjust or replace the existing ceiling tiles and install the acoustical tiles when we did move that okay uh gca into that
048facility because i do remember you know one of the differences between that building and a high school building is that the ceilings are lower you know where in a high school music room the ceilings would be higher it would be helpful to absorbing the sound so so i'm glad to know that we've worked on that thank you okay can i can ask a couple questions as well are you going to keep going or can is this the time to ask about these or are they going to be more specific um there there will be some more pictures of some of these but no please ask now so we can um so i thought that we did a lot of flooring upgrade albert when gca moved over there um that was only specific to the library
049area okay um so the only flooring touch was the library as well as the um gym floor we did a brie branding okay there but the rest of the classrooms maintain their their flooring okay so you'll just leave the library the same and then do everything else yes anything that was touched during the move was excluded in the assessment great and then can you talk about the um interior door hardware upgrades that's a huge chunk of money um yeah so currently every door interior door hardware all the interior door hardware at gilbert high school is out of ada compliance so if you as you'll see down further into the presentation i'll show some pictures um usually that's only what i'm allowed to handle as a picture [Laughter] i'm just joking um but they're they're actual
050knobs so ada requirements and again of course i'm in the loss for the actual you know the code but you have you can't squeeze and grasp it has to be a single level um exit or entry point um so this will bring everything up to compliance for all classrooms in that facility so do you anticipate that that price tag and type of thing at many of our schools um no this is this is one of the few facilities that had this um issue okay everything else is within 88 compliant there's a lot of doors at gilbert there's a lot of i think like 64 just go outside yeah that's it that's okay how many charlie too many then one last question um so gilbert high school you're going to go through and do a secured
051entry similar to the other high schools or it's going to be different because it's such a different thing but that kind of an idea uh yes and actually again further in the presentation you'll see it um that just because it's so particular and unique um we did involve um architectural design for this entry point so that we could encompass a secured entryway as well as a friendly flow or entry into the facility okay um and then what about houston neely the secured entry um we took that as the opportunity now because we're doing some um changes to the front office and to encompass it in this large project to be the pilot school for a secured entry entry way and that's going to have some of the similar designs that you've seen at the other
052at the at the high school level those are taking me some getting used to i have to tell you oh definitely like i don't know i i don't know how i feel about all that i guess i don't know i'll tell i can talk to you more about that later i can i speak to that point because i i understand that you can but i don't know if you can help me well i so i'll just tell you i my bank is down by target um wells fargo and i went in there and they had glass partitions and i was like you know this just doesn't seem quite as friendly as it used to be and they said well we got robbed three times last summer so i was like wow i didn't know that
053so then i understood and you know i i understand that it's hard to see us putting these things in place in our schools but um you know gilbert is not a small town anymore in fact we had a huge incident just a couple nights ago um and and an officer got at least one officer got killed and one got critically injured so even though we we think of ourselves as a friendly small town we want to be sure we have those things in place to keep our students safe and it is unfortunate that we have to do that but i i i think we have waited plenty long to do it i think lori the other thing was is that albert said that there was going to be some modifications done to the to the
054office areas right there as well as the fact that we were redoing all the flooring so it seemed like an opportunity to to try to try a prototypical for the elementary schools to see to your point how it worked and if there's other some other opportunities but that was one of the other reasons why we're going to go in there and touch it to such an extent that it seemed appropriate to try to try an option for our elementary schools at that site i can see that i also why are we redoing the whole office area not a full not a full redo just some some small small similar changes yeah space to what is what they've had before let alone what they need i you know i'm just curious about all of that so
055anyways we can keep going okay so this is the summer stage summer stage curtain replacement so as i said i'm working with jason martin there were many schools that we missed that had their multipurpose rooms re-floored between two and five years ago so we wanted to catch up with those based upon the status of their stage curtains as you know it's also a fire issue and so as part of our work with the provider we're asking questions such as how often do we need to send the curtains back in to have the fire retardant added back to them and the cleaning protocols and all of that so we're trying to do a comprehensive look at what the stage curtain should have so we're anticipating that the amount of budget needed out of unrestricted capital for
056those eight schools would be about no more than fifty five thousand dollars how how long will that last and what were the how long have the curtains been in place just to give me an idea roughly uh pretty we're pretty much at original curtains um as far as i know um i'm not too sure how many we've changed throughout the district uh prior to myself but i think i've never heard of buying curtains stage curtains for any school in the time that i've set here for usually they are um they're replaced if if mechanically they don't work anymore or they get ripped or torn or something like that so um they're they're way past you if these are original uh curtains and gilbert elementary's on there uh missy jetty i'm gonna defer to you to
057how long you've been in the district and it would have been 90 91 [Laughter] and if we replaced them it would have been ptso that had done it there's a great picture coming up on that one that um so you can see that i hid behind them many times mr carr so i know so um i'm going to hand the rest of this over to um mr dutch over and next time i'll be happy to do the pictures and you can do all the prefacing work no you can handle the money the pictures are way too much we're way too much fun here you go so as bonnie noted we broke these up to mechanical and structural so here's some of the mechanical pieces um which include hvac electrical and lighting here is our two
058units that depict what we have at that they're a good depiction on what we have at all three facilities to your left you have a package unit and to the right you have a split system condensing unit um i'll go back real quick just in just a note as you noted there's some additional these are just uh two pieces in the major portion of the uh mechanical projects uh structural albert just that will help in one efficiency of the newer units and cost savings on electricity it should anyway uh yes it does it so what we've done similar with the chillers we've we've purchased high efficiency units in this regard as well so we we've um pushed a higher seer not only is that going to save us in utilities throughout the life but we'll
059also capture some rebate funds as well part of this part of this project good thank you and save on maintenance um our structural projects encompass everything you see here uh flooring renovations i'm sorry i got a little a little ahead of myself um flooring this is our this is a view of the the main hall at uh harris elementary um again as miss beth stated there there it includes all flooring systems within the facility to include the npr as well as classrooms hallways and um small common areas what did harris choose there um albert did they choose carpet down the hall or lvt they will be used uh they'll be utilizing lvt in the hallways and that's something we went to again it's it's it's a better look as well it's a cleaner look as
060well as um it reduces maintenance costs so no waxing stripping and all the other good stuff that comes with bct so what what does lbt stand for i'm sorry uh luxury vinyl tile okay thank you it looks like that um flooring that people are putting in their homes yes i saw it at burke and it's very nice it looks very very nice more of a welcoming look um not like you're walking into a hospital this is industrial grade yes yeah because that home stuff wouldn't last with all our kids um again as as we're touching the flooring and as bonnie stated we walked into gilbert elementary and and this is the state of the the current curtains there um so they're definitely in in poor shape and and a need for a change and there's
061a couple other views can i can i just ask what do we use the curtains for i'm just wondering because i'm just trying to picture you know what i'm saying do we actually use the curtains at the elementary's i know we do for sure at the high schools but they will use them for certain performances sometimes and um musicals and and just different different performances we use them quite often okay because i was just thinking maybe just take them off if we don't need them or use them that way will we be redoing the flooring on the stage as well yeah yes and that was one of the key points is we're going to redo the flooring so there'd be nice flooring on the multi-purpose room floor as well as the stage floor and then
062you move up to the curtains and you have an additional eyesore well and once once you put something new in then probably the curtains would look even worse next to fresh new flooring so yeah um exterior and interior paint um this is a picture of desert ridge high school the exterior paint which is currently in progress um and it it it actually is looking pretty come along pretty well greenfield junior high we're doing the exterior paint there as well and i kind of caught them in between so you guys get a little bit of a sneak peek to the right of what the colors are going to look like they've picked a more updated neutral style color and then chose to utilize their their band for their school colors here's elementary as well as you
063can see here it was painted quite a few years back and green must have been in at the time so that's what they chose and we're going to go ahead and update that as well that was probably how many years ago oh yeah yeah it was it was one of those we were like wow so thank you for doing that it's gonna be back you know we just believe it'll be coming back i think they want childhood fridge would match that very well [Laughter] um restroom remodels again this is this is pretty much floor-to-ceiling replacement we go down to the studs wall tiles as well as update floor updated flooring fixtures sinks uh mill work and and mirrors as well as the hand down to the hand dryers and good hand dryers good hands dry
064those hands i had that as a goal so this is a picture of islands um there's there's sink area and again mosquito alex last year you did a good job of summarizing why we do this i mean technically it's functional but i think for example mesquite high was a great learning when we pulled it apart we found all kinds of plumbing issues that were hidden and so on so while it you know after 10 15 years while it may appear serviceable on the outside there's a lot of routine maintenance that goes on on the inside as well that i think definitely that's true everything behind the walls again you don't see it so you don't know about it unless it becomes a major issue which doing this has helped us avoid a few major issues
065as well as again how the mill work was placed before you're you're installing um formica countertops plywood and so over time that tends to swell the the laminate tends to pop off so we've gone to solid surface countertops so this upgrade has helped us become more functional and hopefully a little bit more long-lasting especially at our elementary schools it's also a cleanliness issue you can see all those tiny little tiles have grout lines you know it's making it very difficult for cleaning as well so so typically albert just a quick like 15 years or so is that typically because you have kind of an order of this year we're doing these schools because because of kind of a timeline you know unless there's an emergency but yeah i mean mainly based off age at this
066point just because some are well past 15 these are original i think um here at mosquito like just off hand i can't remember the date of you know 15 at least though yeah 15 at least 15 to 20. my girls were still in elementary school when mesquite elementary was redone i think in about 2007 2008 we did that yeah graduated from college so um it's been a while yeah yeah so even then that's when we had we had taken the portables out and we added that expansion out there yes when they were at the school at that time um again parking lot upgrades bus lanes that's always a continuous item uh continued maintenance a continued improvement for uh bus parent traffic as well as pick up and drop off so again with um the anticipated
067move of of neely to houston there's a need to to mitigate the apparent drop-off traffic which you see here again we've we've gotten engineering involved that way we could best utilize space as well as get it get the clearest design as possible to help us relieve traffic off of houston road and create a safe environment for repairing a pickup drop off so you'll see the parking lot will stay pretty much as is but we move down into the playground a little bit to the north and we create a drive lane for the drop off and then parents could drop their students off and they could enter the playground from from the drop-off point looks like you'll be taking out some trees uh there there are a couple sacrificial trees that will be removed but would
068you would any of this be eligible and i'm not suggesting we do it but do any of this be eligible for adjacent ways um my belief is that that all of it would be um but i would have to look into it if if if i just want to highlight again i'm not suggesting we look at it i want to highlight that that we have stayed true to the voters we've told the voters these are the types of things they did that we would be doing with the bond funds and i know i know there are others out there who take advantage say oh we'll keep the bond funds for this and then introduce an adjacent ways tax i think there's been at least four or five opportunities in the four and a half years
069that this board has been together that we could have done that and to in my opinion to the board's credit we have stayed true to our promises to the voters and not tried to for lack of a better term i don't like this term but double dip in that area dr mccord wouldn't let me bring it to you so i i i appreciate that that's what that's i mean i was involved with the campaigns when we asked for this and that was something that was implied if not explicitly stated and i just want to highlight to the voters that we've stayed true to that and again here due to the increased occupancy and staffing we're looking on the north end northwest end of the facility to increase parking and add some additional spaces in between
070that you could if you notice there is already a drive lane for or a bus lane uh that exists and can currently manage the i believe there's three to four buses that that currently uh route um neely elementary portable renovations again this is this is another another need and since we have so many portables we do try to try to maintain them this is at canon valley uh canon valley school and again we're going to do siding everything from the exterior to the interior siding carpet as well as interior paint the main piece is just a weatherproof again replace siding and any any failures in the shell or the envelope can i ask with the um with the new rooms that were remodeled in the old transportation office or yes transportation area does that remove
071some of the need for any of these portables from my understanding this this was in they still needed that those additional classrooms in conjunction with these with the utilization of the portal report i would love to phase out portables especially as we have to repair them and all the extra costs and maintenance that they take i know that's not albert that's not directed directly at you but i'm just saying i think that that would be and we have over time yeah it just depends on what's needed at a particular site if they're not at a particular site then they're they're put out of commission they're moved away they're gotten rid of or if we have one that is in good working order but we need it at another site we'll move it it's very expensive
072to move and set up a portable as well and so these are valuable type things that at the end of the day what they do with them when they do remodel them and refresh them they make them look a lot better and and they blend into that campus a lot more but i definitely hear what you're saying i mean we've had i mean mesquite high at one point in time had half their parking lot that was a look like a mobile home park and so we've been able to reduce that down and other portables around the district as well i think over at gilbert out too so gilbert hyatt yeah he had our own trailer park other structural projects um include uh high school or bleachers at three facilities so i i'm highlighting mesquite high
073here but we're doing desert ridge mesquite high and mesquite junior high school and the bleacher replacements again they're going to be complete top to bottom mechanical pieces everything entailed in a bleacher function they're going to be a complete replacement and what we've done at other facilities uh highland high and gilbert high school they've taken this opportunity to incorporate the branding of their facility into the bleachers so when the bleachers are closed similar to this case here the school logo or model would be displayed across the front of the bleachers as well again here's the gilbert high school interior door hardware so this is what the majority of the facility looks like it has knob doors throughout the campus um can those doors be locked from the inside or does the teacher have to currently lock
074them from the outside you know what similar we did do a change like this to um houston elementary a few years back and we did get they were their classroom um hardware where they could actually lock it from the inside in a lockdown case i'll have to double check if if this layout is is um is similar but i know a lot of a lot of new hardware is designed for that purpose now well i know that some schools have the old hardware where the teacher cannot lock the door unless they go out of the classroom to do so and you know that's a that's a concern yeah and a lot of that was based off of point of egress um they've kind of worked around it or created gotten better in hardware but just
075so it uh somebody couldn't lock somebody in so they they were able to to exit out of the facility or lock them in if in case of a fire so yeah but i will look into what the the new hard will and where we could just include it in the board report so gilbert high this is kind of a small rendering of the office is probably hard to see there's going to be some reconfiguration of that front office in order to allow a more free-flowing entry point but still giving you that secured entry that secured entry piece if you could kind of get your bearings about you you can make your way around it the upper left-hand side is the true entrance into the facility so the three double door the sets of double doors
076uh going into the main lobby now and then again we we've kind of broken it up and adjusted to utilize space and we have spoke to the the staff and they they played a key role role in this as far as how the layout will be functional for them and this is what the this is again a rendering of of what it would look like you would be walking into from your right hand side and then the the doors to the left there are entering into manzanita hall and then again you'd have a reception area and as well as in attendance to onboard the students coming onto the campus so it's a little bit different than what we've done just just because we're in a unique uh situation in space at gilbert high greenfield junior
077high we're doing an exterior patio patio area off of the all cart um of the a la carte area on the west side northwest side of the campus this is what it is right now it's just a bear lot and i have a couple renderings as well to kind of show you what the the idea behind it is some of this work was also requested by um by brian yee to help with the social distancing and getting more usable spaces outside for his students and so he requested that we take a look at these spaces to see if there's a way that we could improve that the look and the and and the future of having more outside usable spaces and allowing kids to spread out i guess on the upper portion of the screen
078highlighted in blue that would be where outdoor canopy so some additional eating or sitting spaces as well as a basketball court just to the south and if you remember this this entire area is now enclosed with a with a gate or a with fencing uh this is a a rendering this isn't the exact colors but this is what the can of the canopy or ramada will look like are we gonna have grass that that is the question are we gonna have grass there not in that area not in that area right now but we are gonna put um we are gonna put granite down so one inch rock so it's not gonna it won't look as nice as this but there will be some ground covering instead of the dirt this is their current courtyard
079if you could imagine inside they wanted to produce a sitting area or again for social distancing or outdoor learning this is going to be similar to i guess this would be an outside not necessarily amphitheater but just a a sitting area though if you look at the octagon the addition the the different levels or the different lines depict a seating area and then the yellow portion again we have to make it ada accessible so that would be an 88 ramp to allow students to to be involved as well so additional projects pending so at all five com at all five comprehensive high schools i'm currently looking into uh led lighting for stadiums this is for the main piece is the maintenance piece on this again i've i've expressed to miss bats over the years what
080we do is we don't have a lift let's say for mesquite high in particular it needs 145 foot lift we rent one every year for one week and it's roughly seven thousand dollars and all we're changing is the lights that that are um that are out so there's five lights out we're changing the five lights uh we're getting every we're trying to knock as much out as possible at all fields um this would cut down on the maintenance piece as well as the energy energy savings piece as well as um add to um the add to the look or the competition of our fields or competition fields so again at all five high schools we're looking at automated irrigation systems um this would be similar to our ems so we could do things remotely or
081we could alert ourselves to any leaks or isolate any larger leaks on our facilities five high schools and junior highs or at all five high schools in mesquite junior we are looking into stage rigging and upgrades and replacements again another safety safety and maintenance piece uh computer lab remodels at three elementary this is similar to what we've done in the past at other other sites this year we're looking to do them at harris sonoma and town meadows district-wide security camera turnkey implementation this will be through our security director al kane as well as it gilbert high school highland park and gilbert l some additional perimeter fencing projects that will be going on at those those sites as well albert i'm well you're right at the questions i'm looking at that rigging maintenance and that's certainly
082critical what about our outdoor stadium bleachers how often do we evaluate and have those checked um those that that's actually a good question we've we've actually started doing an assessment on those um and it ties into a few other things we we've started on because there wasn't a you know i hate to say there wasn't a consistent view or an assessment of each one but again safety being a concern we're starting to look into those we just finished up an assessment as well with elevators and we're currently we we got into a maintenance model for interior bleachers backboards safety rigging for some of those sports venues that we're back to and i think as well as auditorium seating and all of those are safety and security issues that can create a world of headaches for
083us if we don't get them on some kind of schedule and heretofore we haven't been able to afford a schedule to put them on so hopefully we can maintain budget capacity to be able to schedule those routinely definitely that is a major concern is there any additional questions or or members anything else no it's really exciting to see that those projects and know that we're going to address those needs that's that's really critical i think so thank you and all that'll be done in june and july primarily in june july 1. yeah now we're we're yes we're definitely it's going to be tight again um obviously i always try to be optimistic but but again as everybody knows we're we're in a crisis as far as as uh delivery dates material dates there's things that
084are back order they're small things that we normally get a quick turnaround on that are they have a six week lead time so so the push is again with with a lot of these carpet projects painting projects they're already going um desert ridge high is one so i mean that's one that's going to be completed fairly soon um some of these other major projects uh the push is for functionality so as long as we could get if if we get to the 11th hour and we're there as long as students could come in and be in a safe environment and we're doing the odds and ends in between um that that's going to be the key i'm not going to sit and say there there's not going to be some stuff that that everything's going
085to be sealed by july 29th if there's probably some additional stuff that will be out there but definitely we're pushing to have them done through june and july and i do have one question because now we extended our calendar you're going to have a shorter summer not not not this summer but not the next summer but the summer after how's that going to impact our ability to get these projects done um you know what we we continue to adapt and i i will give a lot of credit to each site um every site we touch the principles have been great um we've worked with them to get in early utilize for the parts of the facility that they've that they could manage or or help us manage um they they've been really good and they've
086been really patient and sometimes they probably could have lost it a few times but they they've been great with us so as we continue to adapt we work out schedules that that keep us functional during the school year as well as as we lead into the summer so that we could use the big portion of of summer or whatever you want to call it now because i think we're down to what six weeks maybe of summer or seven weeks so um yeah we we we with the facilities help and we we we started to develop a plan that hopefully this will work out in the future i mean i mean it does give you two weeks but you got to pick your projects if you're gonna do you know two weeks in the fall two
087weeks in the in december and two weeks in the spring that's a different project than maybe replacing all the flooring in the school yes so um you're going to have to really manage so thank you yeah sorry thank you board members anything else uh albert and bonnie we we applaud your approach uh this is just one more example of the kind of work that we're doing and that you're doing in your department to protect and maintain the community's investment in its buildings so we appreciate that thank you very nice job thank you too dr mccord anything else for the good of the order on this item no sir just a lot of work to be done and i think the what operations department does as well as finances ensure that we put out a very
088nice product when it comes to our buildings and we take a lot of pride in what we do and what we present to our families and our community and and i think their projects this summer just continue to enhance that so thank you thank you dr mccord will you move to item three which is adjournment of the work study session no need for motion we have reviewed the items that have been brought to us for your consideration so we will adjourn the work study session at 3.01 is it the board's pleasure to take a break or do you want to keep moving we'll keep moving so we will move to item 4 which is our brief board business meeting for may 4th 2021 and we will ask mrs wilson to please call roe miss laurie
089wood here mr reed carr here dr charles santa cruz here michela eugetti here ms jill humphries here mr president all board members are present you have a quorum thank you mrs wilson and with item 4.02 we will add the portion of approving this evening's agenda is there a motion second thank you miss humphries miss eugetti it's been moved and seconded any comments any questions seeing none then we will vote on approving this evening's agenda all those in favor please signify by saying aye aye those opposed the same motion carries five zero we're at item five the consent agenda items you've had an opportunity to review those in your board packet so floor is open for motion i move that we approve the consent agenda items as presented thank you mr jetty is there a second
090oh second thank you mr carr it's been moved and seconded that we approve consent agenda item is printed is there any discussion seeing no discussion santa cruz i just have to come and i worry about one of the volunteers on there but uh not nothing to oppose sorry for those of you don't know miss wood's husband is a volunteer football coach we're approving so oh is it is that right okay we'll have to watch that one [Laughter] all right we are ready to vote with all those in favor of approving the consent agenda as printed please signify by saying aye aye those opposed the same consent agenda item is approved or item six which is one action item item 6.01 dr mccord anything to add by way of rationale no sir this is just the
091big moment bonnie was asking for earlier that you finally get a vote on so is there a need for board members to hang out for signatures yeah i saw a thumbs up so i guess board members be alert to the fact that your john hancock will be required item 6.01 is an action item is there a motion i move that we approve the the final fy 2021 revised budget number three is there a second a second thank you mrs wood any discussion i just want to say appreciation because i think this pr specifically this year has been even harder than usual and i think doing a current year budget is hard enough but so thank you to the the finance department for all your hard work really appreciate it and for the public's information item
0926.01 is a vote on those items that were presented during the work study session and reviewed by ms betts in the finance department so with that in mind we will vote on item 7.01 all those in favor please signify by saying six point six point zero one six point zero i'm trying to adjourn already i'm trying to adjourn 6.01 thank you mr carr all those in favor please signify by saying aye aye those opposed the same item 6.01 is approved 5-0 we're at item 7 7.01 is adjournment of the brief board business meeting is there a motion i move to adjourn thank you mr cars their second second their second okay let's talk about this for a little while oh all those in favor of adjournment please signify by saying aye aye all those pose
093the same thank you we are adjourned